CPC Bylaws

University of South Alabaama Office of Greek Life Logo

Bylaws of the University of South Alabama
College Panhellenic Association Revised: March 2021

 

▼   Article I. Name

The name of this organization shall be the University of South Alabama College Panhellenic Association.

▼   Article II. Object

The object of the College Panhellenic Association shall be to:

• Conduct the business of the College Panhellenic only during the campus academic year.
• Promote the growth of individual chapters and the sorority community.
• Organize and sponsor a women’s-only membership recruitment program.
• Encourage the highest possible academic, social and moral standards.
• Coordinate activities, establish orderly procedures, and provide programming in addition to recruitment.
• Adjudicate all matters related to the NPC Unanimous Agreements, College Panhellenic bylaws and/or other governing documents, College Panhellenic membership recruitment rules, College Panhellenic code of ethics and College Panhellenic standing rules.
• Actively support the mission of its host institution.
• Promote good public relations.
• Give service to the community and campus.
• Sponsor Junior Panhellenic, if appropriate, for specialized programming efforts.
• Promote friendship, harmony and unity among members, chapters, faculty, administrators and campus groups.

▼   Article III. Membership

Section 1. Membership classes

There shall be two classes of membership: regular and provisional.

A. Regular membership. The regular membership of the University of South Alabama College Panhellenic Association shall be composed of all installed chapters of NPC sororities at The University of South Alabama. Regular members of the College Panhellenic Association shall pay dues as determined by the Panhellenic Council.

B. Provisional membership. The provisional membership of the University of South Alabama College Panhellenic Association shall be composed of all newly established chapters of NPC sororities at The University of South Alabama. Provisional members shall pay no dues and shall have voice but no vote on all matters. A provisional member shall automatically become a regular member upon being installed as a chapter of an NPC sorority.

Section 2. Privileges and responsibilities of membership

Duty of compliance. All members, without regard to membership class, shall comply with all NPC Unanimous Agreements and policies and be subject to these [name of institution] College Panhellenic Association bylaws, code of ethics and any additional rules this College Panhellenic Association may adopt, unless otherwise prescribed in these bylaws. Any rules adopted by this Association in conflict with the NPC Unanimous Agreements shall be void.

Section 3. Dues

A. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC office.

B. College Panhellenic Association membership dues shall be an assessment per member and new member.

• The amount of such dues for the next academic year shall be determined by the Panhellenic Council no later than February of that year.
• The dues of each College Panhellenic Association member sorority shall be payable on or before the second University of South Alabama College Panhellenic Council Meeting each semester.

Section 4. Fees and assessments

The University of South Alabama Panhellenic Council shall have the authority to determine fees and assessments as may be considered necessary as long as the Panhellenic Council can achieve majority vote. Fines will consist of:

a. Absence from a mandatory Panhellenic function (with the exception of the recruitment rules forum) will be ten dollars per member and new member with an additional two dollars added each day the fine money is late.

    1. Absence from the mandatory recruitment rules forum held in the Spring semester is a fine of fifty dollars per person not in attendance listed on the chapter roster. Roster updates are the responsibility of the chapter with the Office of Greek Life.

b. Late fines for failing to submit chapter rosters, dues, and an officer list at the designated time will be ten dollars per day, and loss of voice and vote until the payment is made.

▼   Article IV. Officers and Duties

 

Section 1. Officers

The officers of the University of South Alabama College Panhellenic Association shall be president, executive vice president, vice president of membership recruitment, secretary, treasurer, community program director, assistant director of Panhellenic representatives, marketing and communications director, and member at large.

Section 2. Duties of officers

A. The President shall:

• Preside at all meetings of the Panhellenic Council.
• Schedule and preside at two Presidents Meetings a semester.
• Preside at all meetings of the Executive Board.
• Serve as an ex-officio member of all College Panhellenic Association committees, except the Judicial Board.
• Communicate regularly with the Panhellenic advisor.
• Be familiar with the NPC Manual of Information and all governing documents of this Association.
• Ensure all NPC College Panhellenic reports are completed on time.
• Communicate regularly with the NPC area advisor.
• Maintain current copies of the following: University of South Alabama College Panhellenic Association bylaws and standing rules, the College Panhellenic Association budget, contracts executed on behalf of the College Panhellenic Association, correspondence and materials received from the NPC area advisor, all NPC College Panhellenic reports and other pertinent materials.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

B. The Executive Vice President shall:

• Perform the duties of the president in the elected/appointed president’s absence.
• Be familiar with the NPC Manual of Information and all governing documents of this Association.
• Update as needed all governing documents of the University of South Alabama College Panhellenic Council:

    • Bylaws
    • Junior Panhellenic Bylaws
    • Recruitment Rules

• Regularly attend and head Junior Panhellenic Meetings
• Be familiar with the Panhellenic Judicial Process
• Serve on Recruitment Committee
• Serve as Chairperson on the Judicial Board (Involves setting dates, reserving the room, writing a detailed letter why a group is being called forward and hand delivering, and running the judicial hearing as specified by NPC)
• Coordinate the Fall Fundraiser/Spring Social with Junior Panhellenic Council.
• Serve as co-advisor to Junior Panhellenic.
• Ensure that all risk management policies are followed.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

C. The Vice President of Membership Recruitment shall:

• Be in charge of Formal and Informal Recruitment.
• Prepare, distribute, collect, and compile the recruitment evaluations, recommendations, and present a report of the results in writing to the Panhellenic Council at a post-recruitment meeting.
• Interview and choose recruitment counselors.
• Print and distribute recruitment rules and set up meetings regarding Fall Recruitment with the Recruitment Chairpersons in the Spring.
• Chair the Recruitment Committee.
• Reside in Mobile during the summer and hold office hours.
• Be disassociated from her fraternity from May until the end of Formal Recruitment.
• Keep the Recruitment Chairs and Advisors of each NPC chapter informed of all activities pertaining to Recruitment.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

D. The Secretary shall:

• Preside over all Panhellenic Executive Board Meetings.
• Schedule all Panhellenic Meetings for the upcoming calendar year (January-December) o Meetings have to take place in the Student Center at 6pm.
• Keep an accurate roll of the members of the Panhellenic Council.
• Record minutes of all meetings of the University of South Alabama Panhellenic Council and the Executive Board.
• Maintain a complete and up-to-date file that includes the minutes of all meetings from the date of organization and current correspondence.
• Distribute minutes to the NPC area advisor.
• Retain knowledge of the NPC Manual of Information and all governing documents of the Association.
• Send all sororities and fraternities congratulation notes regarding recruitment, founders’ days, awards, i.e.
• Be responsible for the official correspondence of the Panhellenic Council.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

E. The Treasurer shall:

• Supervise the finances of the University of South Alabama College Panhellenic Council.
• Prepare the annual budget and, after its approval by the Panhellenic Council, provide a copy to each University of South Alabama College Panhellenic Council member sorority.
• Receive all payments due to the Association, collect all dues and give receipts.
• Pay promptly the annual NPC dues and all bills of the University of South Alabama College Panhellenic Council.
• Maintain current financial records; give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office.
• Be familiar with the NPC Manual of Information and all governing documents of this Council.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

F. The Community Program Director shall:

• Serve as a resource for the scholarship chairmen for each fraternity.
• Provide external resources for chapters/members struggling with grades.
• Plan one educational meeting to be with conducted during semester of Panhellenic Meetings.
• Act as liaison of between Order of Omega, other governing councils, and local organizations in planning the Greek Awards Ceremony.
• Plan one local and one national philanthropic event every calendar year:

      • National philanthropy is Circle of Sisterhood.

• Plan one sisterhood event for all sorority members every calendar year.
• Be responsible for working with University of South Alabama Panhellenic chapters that are struggling scholastically by contacting the chapter’s scholarship chair.
• Be responsible for developing academic programming for new members as determined or needed.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

G. The Assistant Director of Panhellenic Representatives shall:

• Serve as Head Recruitment Counselor during the Formal Recruitment Process

      • The Assistant Director of Panhellenic Representatives must have held the position of Pi Chi before.

• Interview and choose recruitment counselors.
• Train and prepare Recruitment Counselors for Formal Recruitment.
• Schedule and preside over Recruitment Counselor Work Week.
• Work with chapter delegates to ensure that all houses are familiar with all events and updates in the Panhellenic Community.
• Regular attend and head Junior Panhellenic meetings.
• Serve as co-advisor to the Junior Panhellenic Council.
• Serve as member of the Recruitment Committee.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

H. The Marketing and Communications Director shall:

• Run USA Office of Greek Life Social Media Accounts. (Facebook, Instagram, Twitter, i.e.)
• Make monthly Panhellenic newsletter and send out to all sorority women.
• Be responsible for coordinating with the Student Life Office webmaster to update the Panhellenic Council’s webpage so it’s available to all living unities, faculty, and staff.
• Schedule and book Spring photoshoot with Panhellenic Executive Board and Recruitment Counselors.
• Work in collaboration with the Panhellenic President to ensure proper and timely publicity surrounding Executive Board applications and the elections process.
• Assist chapters in properly publicizing their chapter website and chapter events in accordance with Panhellenic and University Policies.
• Create marketing, advertising strategies, and materials for the Panhellenic Council and its member chapters.
• Design marketing materials (flyers, banners, posters, table tents, etc.) to promote council events and arrange for them to be distributed in various venues on the University of South Alabama
• Maintain records of articles published in any newspaper or online outlets that includes the University of South Alabama Panhellenic Council.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

I. The Member At Large shall:

• Attend the Jaguar Production meetings every week and announce at Panhellenic Meetings all events being held on campus (Greek, SGA, IFC, NPHC, and other related organizations)
• Reach out to other organizations to see what events CPC could possibly help with.
• Check the Daily Digest, newsletters, Instagram, and/or posters around campus to check out other events being held on campus and announce at Panhellenic Meetings.
• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Association.

Section 3. Eligibility

Eligibility to serve as an officer shall depend on the class of membership:

A. Regular membership. Members from women’s-only sororities holding regular membership in the University of South Alabama College Panhellenic Association shall be eligible to serve as any officer.
B. Provisional membership. Members from women’s-only sororities holding provisional membership in the University of South Alabama College Panhellenic Association shall not be eligible to serve as an officer.

Section 4. Selection of Officers

1. The officers of the Panhellenic Council shall be elected from eligible members who shall submit an application to be voted on by the Panhellenic Council. The order of the elections will be president, executive vice president, secretary, treasurer, community program director, assistant director of Panhellenic representatives, and the marketing and communications director. Vice President of Membership Recruitment will be elected at the beginning of the fall semester following the same procedure:

a. Names of all eligible and interested individuals shall be submitted to the Executive Board no later than the week prior to elections.
b. Each eligible person will be required to visit with the current officer in the position to which she is applying.
c. Voting will be done by secret ballot with each sorority having one vote.
d. Counting of the vote will be done by the University of South Alabama Panhellenic Advisor.

Section 5. Office-holding limitations

1. No more than three member(s) from the same women’s-only sorority shall hold office during the same term.
2. Members of the Executive Board of the University of South Alabama Panhellenic Council may not serve as delegate or assistant delegate for their respective fraternity.
3. To be eligible for an Executive Board position, a woman must have previously served as Panhellenic Delegate, Panhellenic Assistant Delegate, a Recruitment Counselor, an officer in her fraternity, a Junior Panhellenic Officer, or a Panhellenic Chairperson.
4. A member may not be the President or Vice President of Panhellenic and an Executive Board Officer of her fraternity concurrently.
5. No fraternity may hold the office of President for two consecutive years.
6. In the event an officer resigns from office the vacant office will be re-elected by majority vote of the Panhellenic Council delegates at the next Panhellenic meeting.
7. A member fraternity may not have two women holding offices of President, Executive Vice President, and Vice President of Recruitment concurrently.
8. Each member fraternity of the Panhellenic Council must have at least one representative on the council at all times.
9. Member fraternities may not vote for their respective candidate(s) or representative(s).

Section 6. Term

A. The officers shall serve for a term of one year or until their successors are selected.
B. The term of office will begin upon election.

Section 7. Removal

Any officer may be removed for cause by a vote of two-thirds of the Panhellenic Council.

Section 8. Vacancies

Vacancies shall be filled in the same manner of selection as provided in Section 4 of this article.

▼   Article V. The Panhellenic Council

Section 1. Authority

The governing body of the University of South Alabama College Panhellenic Association shall be the Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all business related to the overall welfare of the University of South Alabama College Panhellenic Association including, but not limited to: annual review of the parameters as adopted in the recruitment rules for the evaluation and/or adjustment of total every regular academic term, annual determination of dues, approval of the annual budget, consideration of extension, setting a calendar of events, determining programming and establishing recruitment rules and recruitment style. The Panhellenic Council shall also have the authority to adopt rules governing the College Panhellenic Association that do not violate the sovereignty, rights and privileges of the member sororities.

Section 2.

Composition and privileges The University of South Alabama Panhellenic Council shall be composed of one delegate and one alternate delegate from each regular and provisional women’s-only member organization at The University of South Alabama as identified in Article III. The delegates shall be the voting members of the Panhellenic Council except as otherwise provided in Article III of these bylaws. The alternate delegate shall act and vote in the place of the delegate when the delegate is absent. If both delegate and alternate are absent, a designated member of the specific sorority may cast the vote, provided the credentials of this individual have been previously presented to the Association president.

Section 3. Selection of delegates and alternates

Delegates and alternates to the Panhellenic Council shall be selected by their respective women’s-only sorority chapters to serve for a term of one year commencing upon selection by their chapter.

Section 4. Delegate vacancies

When a delegate vacancy occurs, it shall be the responsibility of the sorority affected to select a replacement in a time that shall be designated by the College Panhellenic Association secretary and shall be notified of the name, address, email and telephone number of the new delegate.

Section 5. Duties and responsibilities

Panhellenic delegate duties and responsibilities

• Must attend all Panhellenic Council meetings.
• Must support NPC Unanimous Agreements, policies and procedures.
• Must understand local College Panhellenic Association policies and procedures.
• Should know when to consult her sorority’s chief panhellenic officer for assistance and advice regarding College Panhellenic concerns.
• Should be prepared and knowledgeable about College Panhellenic concerns, the views of the member organization and chapter and how to voice concerns to the Panhellenic Council.
• Should present regular College Panhellenic Association reports at chapter meetings.

Section 6. Regular meetings

Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each academic term.

Section 7. Special meetings

Special meetings of the Panhellenic Council may be called by the College Panhellenic president when necessary and shall be called upon the electronic or written request of no fewer than one-fourth of the member women’s–only sororities of the University of South Alabama College Panhellenic Association. Electronic or written notice of each special meeting of the Panhellenic Council shall be sent to each member of the Panhellenic Council at least 24 hours prior to convening the meeting; however, such notice may be waived, and attendance at such meeting shall constitute waiver of said notice.

Section 8: Means of Communication

The Panhellenic Council may conduct business at any meeting (regular or special) through the use of any means of communication by which all delegates participating may simultaneously hear one another and participate in the proceedings during the meeting.

Section 9. Quorum

Two-thirds of the delegates from the member sororities of the University of South Alabama College Panhellenic Association shall constitute a quorum for the transaction of business.

Section 10. Vote Requirements

A. All other votes, unless specified in these bylaws, shall require a majority vote for adoption.
B. A two-thirds vote of the Panhellenic Council shall be required to approve a re-establishment plan and for all extension-related votes.
C. Proposed motions on issues that impact a chapter as a whole must be announced at a previous meeting to allow opportunity for chapter input before a vote may be taken on the issue.

▼   Article VI. The Executive Board

Section 1. Composition

The composition of the Executive Board shall be the President, Executive Vice President, Vice President of Membership Recruitment, Secretary, Treasurer, Community Program Director, Assistant Director of Panhellenic Representatives, Marketing and Communications Director, and Member at Large.

Section 2. Duties

The Executive Board shall administer routine business between meetings of the Panhellenic Council and such other business as has been approved for action by Panhellenic Council vote. At the next regular meeting of the Panhellenic Council through the secretary, the Executive Board shall also report all action it has taken and record the action in the minutes of that meeting.

Section 3. Regular meetings

Regular meetings of the Executive Board shall be held at a time and place established at the beginning of each academic term.

Section 4. Special meetings

Special meetings of the Executive Board may be called by the president when necessary and shall be called upon the electronic or written request of three members of the Executive Board. Electronic or written notice of each special meeting of the Executive Board shall be sent to each member of the Executive Board at least 24 hours prior to convening the meeting; however, such notice may be waived, and attendance at such meeting shall constitute waiver of said notice.

Section 5. Quorum

A majority of Executive Board members shall constitute a quorum for the transaction of business.

▼   Article VII. The Panhellenic Advisor

Section 1. Appointment

The Panhellenic advisor of the University of South Alabama College Panhellenic Association shall be appointed by The University of South Alabama administration.

Section 2. Authority

The Panhellenic advisor shall serve in an advisory capacity to the University of South Alabama College Panhellenic Association. The Panhellenic advisor shall have voice but no vote in all meetings of the Panhellenic Council [and the Executive Board].

▼   Article VIII. Committees

Section 1. Standing committees

A. The standing committees of the University of South Alabama College Panhellenic Association shall be the Judicial Board, Membership Recruitment Committee, and Junior Panhellenic.
B. Term. The standing committees shall serve for a term of one year, which shall coincide with the term of the officers.

Section 2. Appointment of committee membership

The Executive Board shall appoint members and chairmen of all standing and special committees, except as provided otherwise in these bylaws, and in making these appointments, recognize fair representation from all member women’s-only sororities as much as possible. The president shall be an ex-officio member of all committees except the Judicial Board. 

Section 3. Judicial Board

The Judicial Board shall consist of the vice president as chairman and 5 members from the College Panhellenic Association member organizations. The Panhellenic advisor shall serve as a nonvoting, ex-officio member. The Judicial Board members shall participate in training to be educated about the purpose of the board, the rules and regulations the Judicial Board will monitor, the procedures to be followed, proper questioning techniques, the rights of the charged organizations, evaluating evidence, deliberations and sanctioning. The Judicial Board shall educate member sororities about the College Panhellenic judicial procedure.

In accordance with NPC Unanimous Agreement VII. College Panhellenic Association Judicial Procedure, it shall be the Judicial Board’s duty to hold a hearing to adjudicate all alleged violations of the NPC Unanimous Agreements and the bylaws, code of ethics, standing rules and membership recruitment regulations of the University of South Alabama College Panhellenic Association that are not settled informally or through mediation. The hearing shall be conducted by the entire Judicial Board unless the Panhellenic Council adopts rules for the hearing to be conducted by a committee of the Judicial Board. The members of the Judicial Board shall maintain confidentiality throughout and upon completion of the judicial process.

Section 4. Membership Recruitment Committee

The Membership Recruitment Committee shall consist of a chairman and one representative from each regular and provisional women’s-only member (if they are participating in the primary recruitment process). Alumnae advisors may attend meetings of the committee. The alumnae advisors shall have voice but no vote. This committee shall review and develop membership recruitment rules and submit them for discussion and approval to the Panhellenic Council before the end of the academic term preceding the primary membership recruitment period. After each primary membership recruitment period, the chairman of this committee shall present a full report, including recommendations, to the Panhellenic Council based on an analysis of the recruitment statistics and recruitment evaluations from new members, potential new members who withdrew, each member organization and chapter advisor.

Section 5. Other committees

Other such committees, standing or special, shall be appointed as deemed necessary by the Panhellenic Council.

▼   Article IX. Finances

Section 1. Fiscal Year

The fiscal year of the University of South Alabama College Panhellenic Association shall be from October 1 to September 30 inclusive.

Section 2. Contracts

The signature of a Third Party Review, Treasurer, and the Panhellenic Advisor is required to bind the University of South Alabama College Panhellenic Association.

Section 3. Checks

All checks and electronic payments issued on behalf of the University of South Alabama College Panhellenic Association shall be requested by the President or Advisor and be signed by the Treasurer and the Panhellenic Advisor.

Section 4. Payments

All payments due to the University of South Alabama College Panhellenic Association shall be received by the treasurer at a regular meeting of the Panhellenic Council, who shall record them. Checks for payments shall be made payable to the University of South Alabama College Panhellenic Association.

▼   Article X. Extension

Section 1. Extension

Extension is the process of adding an NPC women’s-only sorority.

The University of South Alabama College Panhellenic Association shall follow all NPC Unanimous Agreements and NPC extension guidelines found on the NPC website and in the NPC Manual of Information.

• A two-thirds vote of the Panhellenic Council shall be required to approve a recolonization plan for all extension-related votes. All other votes, unless specified in these bylaws, shall require a majority vote for adoption.

▼   Article XI. Violation Resolution

Section 1. Violation

Chapters shall be held accountable for the conduct of their individual collegiate and alumnae members. Conduct contrary to the NPC Unanimous Agreements, these bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment regulations of the University of South Alabama College Panhellenic Association shall be considered a violation.

Section 2. Informal resolution

• Members are encouraged to resolve alleged violations through informal discussion with the involved parties.
• If informal discussions are unsuccessful, the judicial process will be set in motion by filing a report of the alleged violation.

Section 3. Judicial process

The University of South Alabama College Panhellenic Association shall follow all NPC Unanimous Agreements and NPC guidelines for the judicial process found in the NPC Manual of Information.

• Mediation. Mediation is the first step of the judicial process.
• Judicial Board hearing. When a violation is not settled informally or through mediation, the Judicial Board shall resolve the issue in a Judicial Board hearing.
• Appeal of the Judicial Board hearing. A decision of the Judicial Board may be appealed by any involved party to the NPC College Panhellenic Judicial Appeals Committee.

▼   Article XII. Hazing

1. Per the Unanimous Agreements, NPC supports all efforts to eliminate hazing.
2. The University of South Alabama’s hazing policy can be found in the lowdown.

▼   Article XIII. Inclusion Statement

The University of South Alabama College Panhellenic Association does not categorically deny membership to an individual, based on race, color, religion, sex*, national origin, age, disability, marital status, military or veteran status or political affiliation.
*Pursuant to 20 U.S.C. 1681(a)(6)(A), social fraternities and sororities may limit membership on the basis of sex.

▼   Article XIV. Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the University of South Alabama College Panhellenic Association when applicable and when they are not inconsistent with the NPC Unanimous Agreements, these bylaws and any special rules of order the University of South Alabama College Panhellenic Association may adopt.

▼   Article XV. Amendment of Bylaws

These bylaws may be amended at any regular or special meeting of the University of South Alabama Panhellenic Council by a two-thirds vote, provided the proposed amendment has been announced and submitted in writing at the previous regular meeting, allowing an opportunity for chapter input.

▼   Article XVI. Dissolution

This College Panhellenic Association shall be dissolved when only one regular member exists at the University of South Alabama. In the event of the dissolution, none of the assets of the Association shall be distributed to any members of the Association, but after payment of all debts, its assets shall be given to NPC unless otherwise required by state law.