Roanoke College

Constitution & Bylaws

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Article I. Name

The name of this organization shall be the Roanoke College Panhellenic Association.

Article II. Object

The object of this Panhellenic Association shall be to develop and maintain fraternity life and inter-fraternity relations at a high level of accomplishment and in so doing:

  1. Consider the goals and ideals of member groups as continually applicable to campus and personal life.
  2. Promote superior scholarship as basic to intellectual achievement.
  3. Cooperate with member fraternities and the college administration.
  4. Act in accordance with National Panhellenic Conference Unanimous Agreements and Policies.
  5. Act in accordance with all rules established by Panhellenic Council as do not violate the sovereignty, rights, and privileges of member fraternities.

Article III. Membership

There shall be two classes of membership: Regular and Associate.

  1. The REGULAR membership of Roanoke College Panhellenic Association shall be composed of all chapter members in good standing in National Panhellenic Conference fraternities at Roanoke College.
  2. The ASSOCIATE membership of the Roanoke College Panhellenic Association shall be composed of all chapter members in good standing of such National Panhellenic Conference colonies, such as local and/or national sororities at Roanoke College as have been approved by its Panhellenic Council.

Article IV. Officers

  1. The officers of the Roanoke College Panhellenic Association shall be President, Vice-President Recruitment, and Vice-President Administration, Vice-President Judicial.
  2. The officers shall be delegates from fraternities holding regular membership in the Roanoke College Association.
  3. Each Panhellenic member shall be responsible for training her replacement effectively and will participate in transitional programming.
  4. The officers shall serve for a term of one year, the term of office will begin no later than six weeks before the end of the college year.

Article V. Meetings

  1. Regular. The Roanoke College Panhellenic Association shall hold at least one meeting weekly during the fall and spring semester.
  2. A Special meeting of the Roanoke College Panhellenic Association may be called by the president when necessary and shall be called by her upon the written request of any regular of associate member fraternity at Roanoke College.
  3. The delegate from each regular or associate member fraternity shall be responsible for notifying her chapter members of all regular and special meetings of the Roanoke College Panhellenic Association.

Article VI. The Panhellenic Council

The administrative body of the Roanoke College Panhellenic Association shall be the Roanoke College Panhellenic Council. It shall be the duty of the Panhellenic Council to administer all business related to the overall welfare of the Roanoke College Panhellenic Association, including recruitment and new member pursuits, which do not violate the sovereignty, rights, and privileges of member fraternities.

  1. MEMBERSHIP. The Roanoke College Panhellenic Council shall be composed of one officer to serve on the Executive Board, one senior delegate, one junior delegate, from each Panhellenic Conference fraternity chapter at Roanoke College and from such National Panhellenic Council fraternity colonies, local or national sororities at Roanoke College as the council may approve for membership in the Roanoke College Panhellenic Association.
  2. SELECTION OF DELEGATES. Delegates to the Panhellenic Council shall be elected by their respective fraternity chapter to serve a term of one year commencing no later than six weeks before the end of the college year. Whenever possible, the alternate delegate of one year shall be the delegate for the succeeding year.
  3. DELEGATE VACANCIES. When a delegate vacancy occurs it shall be the responsibility of the fraternity concerned to select a replacement within two (2) weeks and to notify the Panhellenic Vice-President of Administration of her name, address, telephone number, and dorm room. If a delegate is unable to attend any meeting then she is responsible for finding a Proxy and will notify the Panhellenic President. When a meeting of the Panhellenic Council occurs while a delegate vacancy exists, she will find a proxy and the alternate delegate concerned shall fulfill the duties of the delegate in all cases, if the President must send a Proxy, the Vice-President will assume the responsibilities instead of the proxy.
  4. OFFICERS. The officers of the Roanoke College Panhellenic Association shall serve as the Executive Board of the Panhellenic Council and have such powers as are prescribed in the Bylaws of the Roanoke College Panhellenic Association.
  5. ACADEMIC STANDING. All members of the Panhellenic Council shall be in good academic standing at the time of election unless a special exception is made by the Panhellenic Advisors.
  6. MEETINGS. Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each college term or semester. The Executive board and all senior, junior, and must attend all the scheduled meetings during their term.
  7. VOTING.
    1. The voting body of the Roanoke College Panhellenic Association shall be by its Panhellenic Council.
    2. The applicant for the Executive Board shall submit a written application to the current Executive Board by the date determined by the President of the Panhellenic Council, no later than six weeks prior to the close of school. The current members of the board, after reviewing all applications for each position, shall vote to place the applicants in their appropriate position.
  8. VOICE. The Executive Board, the alumna advisors and new member delegates shall have voice but no vote.

Article VII. Panhellenic Advisor

  1. The Panhellenic Advisor shall be chosen by:
    1. The Administration or
    2. The Panhellenic Council and the Alumna Advisory Council or
    3. The Alumnae Advisory Council
  2. They shall serve in an advisory capacity to the Roanoke College Panhellenic Association and its Council.

Article VIII. Standing Committees

Such standing committees and special officers as may be necessary to carry out the work of the Roanoke College Panhellenic Council shall be appointed by its Executive Board to serve during the tenure of the Board which appoints them, necessary to responsibly carry out the work.

Article IX. Agreements, Rules and Policies

  1. All members of the Roanoke College Panhellenic Association shall act in accordance with fundamental Panhellenic rules established by National Panhellenic Conference in the Unanimous Agreements (The Panhellenic Compact, Standards of Ethical Conduct, College Panhellenic Agreements, Agreements on Questionnaires and Constitutions, and the Jurisdiction of a College Panhellenic Council).
  2. All Roanoke College Panhellenic Association Rules and Policies shall be in accordance with those currently established by the National Panhellenic Conference.

Article X. Violations

  1. Violation of any regulations of this Constitution or its related By-Laws, of recruitment rules, of rules concerning matters other than recruitment, of the National Panhellenic Conference Unanimous Agreements shall be liable for penalties established by the Roanoke College Panhellenic Judiciary Board and Student Conduct Council in conformity with those recommended by the National Panhellenic Conference.
  2. Any dispute growing out of the violation of the Panhellenic Association rules and regulations shall be adjusted through arbitration principles of the National Panhellenic Conference.

Article XI. Amendments

This Constitution may be amended by a two-thirds majority vote of the voting members of the Roanoke College Panhellenic Council provided notice of the proposed amendment has been given in writing at the preceding regular meeting.

BY-LAWS

Article I. Finance

  1. FISCAL PERIOD. The fiscal period of the Roanoke College Panhellenic Association shall be from September 1st to May 30th inclusive.
  2. CONTRACTS. The signature of the President and the advisor shall be required to bind the Roanoke College Panhellenic Association.
  3. CHECKS. All checks issued on behalf of the Roanoke College Panhellenic Association shall be signed by at least two members of the Executive Council.
  4. PAYMENTS. All payments due to the Roanoke College Panhellenic Association shall be made to the Treasurer who shall record them. Checks for payments shall be made to the Roanoke College Panhellenic Council.
  5. MEMBERSHIP DUES.
    • Amount. The dues of each Panhellenic Association member fraternity shall be an assessment per member and new member. The amount of such shall be determined annually by the Panhellenic Council at its last meeting in April. The amount is $15.00 per sister and new member per semester.
    • Time of Payment. The dues of each Panhellenic Association member fraternity shall be payable on or before September 15th and then again after recruitment is completed and each sorority has acquired new members who are also responsible for payment of dues. Dues shall also be payable on or before March 1st.
    • Penalty. The penalty for late payment of dues shall be $50.00 each week late for the sorority.
    • The above rules apply to informal new members. The $15.00 dues are to be paid within two weeks of informal pledging date.

Article II. Selection of Officers

  1. The office of President, Vice-President of Recruitment, Vice-President of Administration, and Vice-President of Standards shall be placed into their positions by the outgoing executive board of the National Panhellenic Conference Fraternity chapter. One member from each of the four fraternities not holding the position of president will be slated for an executive board position, and then will be interviewed and placed into an office.

Article III. The Executive Council

The Executive Council shall:

  1. Be made up of the President, Vice President of Recruitment, VP Standards and VP Administration. .
  2. Appoint all Standing and Special committees and their Chairwomen, and, in making appointments, recognize equal representation from all member fraternities.
  3. Administer routine business between meetings of the Panhellenic Council when advisable and of such other business as has been approved by the Panhellenic Council vote.
  4. Select one representative of the Executive Board, or their appointed designee, to regularly attend all Student Government Association meetings and Campus Activity Board meetings and take weekly reports to the Panhellenic Council.
  5. Have and maintain a cumulative grade point average of at least a 2.5.
  6. Have one unexcused absence allowed each semester. All other absences must be reported to an executive board member at least 24 hours before the meeting time in order to be excused. Excused absences include: personal illness, family emergency, and others can be evaluated on a case-by-case basis.
  7. Attend the Southeastern Panhellenic Association event.

Article IV. Officer Duties

  1. The President shall:
    1. Have overall responsibility for the operation of the Panhellenic Council.
    2. Call and preside at all regular and special meetings of the Roanoke College Panhellenic Association.
    3. Preside at all regular meetings of the Panhellenic Council and call and preside at its special meetings.
    4. Call and preside at all meetings of the Panhellenic Council Executive Board
    5. Sign all Panhellenic Association contracts involving the Roanoke College Panhellenic Association when needed.
    6. Serve as member ex-officio of all Panhellenic Council Committees with voice but not vote
    7. Report as required to the National Panhellenic Conference Area Advisor.
    8. Maintain a complete and up-to-date President's file which will include a copy of the current Roanoke College Panhellenic Association Constitution, By-Laws, and Standing Rules; the current NPC Manual of information and related material; current correspondence and materials received from the NPC Area Advisor; her copies to the College Panhellenic reports to the Area Advisor and other pertinent materials.
    9. Perform and delegate responsibly all other duties usually pertaining to Panhellenic Council.
    10. Serve on the Greek Week committee or designate another member of the council to do so.
    11. At the turn of position sign over all financial documents including the right to sign checks by going to the bank with the advisor and VP Administration.
    12. Attend SEPC and UIFI
  2. The Vice-President of Recruitment shall:
    1. Perform the duties of the President in her absence, inability to serve, or at her request.
    2. Serve as the Chairwoman of the Recruitment Committee.
    3. Prepare and distribute recruitment statistics.
    4. Evaluate recruitment.
    5. Perform and delegate responsibly all other duties usually pertaining to Panhellenic Council.
    6. Select and Train Pi Chis (Recruitment Counselors).
    7. Attend SEPC and UIFI
  3. The Vice-President of Administration shall:
    1. Keep an up-to-date directory of all Roanoke College Panhellenic Council members and distribute it to all members.
    2. Keep an up-to-date roll of the members of the Panhellenic Council and take roll at all Council meetings.
    3. Keep written minutes of all regular and special meetings and of all action taken by the Executive Board, distribute minutes to all members, read the previous meetings minutes at meetings for approval.
    4. Maintain a complete up-to-date file which will include the minutes of the meetings of the Roanoke College Panhellenic Association from the date of its organization; copies of all contracts made by the Panhellenic Council; and current correspondence.
    5. Sign Panhellenic Contracts when authorized to do so.
    6. Be responsible for the general supervision of the finances of the Roanoke College Panhellenic Association and make a financial report to the Panhellenic Council at its meetings.
    7. At the turn of position sign over all financial documents including the right to sign checks by going to the bank with the advisor and president.
    8. Be responsible for the preparation of the annual budget and following its approval by the Panhellenic Council, give a copy to each sorority.
    9. Receive all payments due to the Panhellenic Association, bill each member Panhellenic fraternity for dues, collect all dues and give receipts.
    10. Be responsible for the prompt payment of all bills of the Roanoke College Panhellenic Association.
    11. Maintain up-to-date financial records and balance the checkbook.
    12. Perform and delegate responsibly all other duties usually pertaining to Panhellenic Council.
    13. Prepare a Panhellenic council calendar once a semester.
    14. Attend SEPC and UIFI
  4. The Vice-President of Standards shall:
    1. Serve as chairwoman of the judicial committee
    2. Serve as the public relations coordinator.
    3. Submit organizational news to the Brackety-Ack
    4. Train and Educate the Panhellenic Council on the rules of the National Panhellenic Conference.
    5. Monitor the scholarship status of the Panhellenic Community.
    6. Monitor the scholarship status of the members of the Panhellenic Council, and act in accordance with judicial procedures if a member's cumulative grade point average falls below a 2.3.
    7. Attend SEPC and UIFI
  5. The Senior Delegate shall:
    1. Support NPC UNANIMOUS AGREEMENTS, policies, and procedures.
    2. Attend all meetings of the Panhellenic Council to represent her sorority with voice and vote.
    3. Serve as chairwoman on standing committees (rush, publicity, social) as appointed by the Executive Board and advisors.
    4. Find a Proxy to attend all Panhellenic Council meetings that she is unable to attend.
    5. Report all Panhellenic business to her sorority.
    6. Perform all other duties pertaining to this office including attending local workshops and conferences.
    7. Have and maintain a cumulative grade point average of at least a 2.3
    8. Have one unexcused absence allowed each semester. All other absences must be reported to an executive board member at least 24 hours before the meeting time in order to be excused. Excused absences include: personal illness, family emergency, and others can be evaluated on a case-by-case basis.
    9. Serve as liaison to CAB, SGA and any other board at Roanoke College
  6. The Junior Delegate shall:
    1. Support NPC UNANIMOUS AGREEMENTS, policies, and procedures.
    2. Attend all meetings of the Panhellenic Council to represent her sorority with voice and vote.
    3. Serve on standing committees as appointed by the Executive Board.
    4. Find a Proxy to attend all Panhellenic Council meetings that she is unable to attend.
    5. Serve as the liaison to the Inter-Fraternity Council.
    6. Perform all other duties pertaining to this office.
    7. Have and maintain a cumulative grade point average of at least a 2.2
    8. Have one unexcused absence allowed each semester. All other absences must be reported to an executive board member at least 24 hours before the meeting time in order to be excused. Excused absences include: personal illness, family emergency, and others can be evaluated on a case-by-case basis.
    9. Assist with Panhellenic programming
    10. Will sit on one of the four committees.
      1. Scholarship will be under VP Judicial
      2. Assistant Recruitment will be under VP Recruitment
      3. Social will be under President
      4. Calendar/Programming will be under VP Administration
      5. Scholarship, Assistant Recruitment, Social, Calendar/Programming.
  7. The Recruitment Counselors shall:
    1. Participate in an application process to become a Pi Chi.
    2. Become unaffiliated from their organization at the time of Open House.
    3. Attend all training sessions and meetings called by the Vice-President of Recruitment.
    4. Have and maintain a cumulative grade point average of at least a 2.25.

Article V. Administration of Membership Selection

  1. Winter recruitment shall be held.
  2. The National Panhellenic Conference quota-total system shall be followed.
  3. Continuous open bidding shall be in effect during the college year for all eligible women students, except for the period from the opening of school for the fall term through the completion of formal recruitment.
  4. If a chapter has not filled basic quota during formal recruitment, they may do so in continuous open bidding for the remainder of the school year even though it puts them over total.
  5. During informal recruitment, each chapter is eligible to pledge up to chapter total.
  6. The preferential bidding system shall be used for formal recruitment.
  7. Every regularly enrolled woman pledged, initiated, or affiliated with a chapter shall be counted as a member of that chapter.
    1. A list of new members, initiated and affiliated members shall be filed and kept up-to-date with the Office of Student Affairs.
    2. Any de-pledging, termination, or other change in membership shall be reported by the Panhellenic Executive Board member of each sorority in writing to the Office of Student Affairs no more than seven (7) days after it is announced.
  8. Summer contacts shall be limited to one mailing by the Panhellenic president to all freshmen and transfer women.

Article VI. Requirements for Pledging and Initiation

  1. A Roanoke College Panhellenic Association member or fraternity may not issue an invitation to membership, or formally pledge a woman during the summer term or vacation period.
  2. A student must be a regular enrolled full-time female student to be eligible for recruitment.
  3. A new member may be initiated whenever she has met the requirements of the fraternity to which she has pledged.
  4. A new member must have and maintain a cumulative grade point average of 2.3 in order to be eligible for pledging.

Article VII. Hazing

All forms of hazing, bids day and/or pre-initiation activities, which would reflect unfavorably on the fraternity system and its members, shall be banned. See attached page on Roanoke College Policy on Hazing.

Article VIII. Extension

  1. When all NPC chapters at Roanoke College are close to or over total, the Panhellenic Council shall consider raising total or adding another chapter.
  2. Such a chapter shall be organized through colonization by a NPC fraternity or through a local sorority, which may petition the NPC for a chapter.
  3. When a NPC fraternity has had a chapter at Roanoke College, reactivation of that chapter shall be given first consideration.
  4. Consideration shall be given to NPC fraternities that have filed letters expressing an interest in the campus.

Article IX. Violations

  1. Any complaint warranting formal action for violations of the Panhellenic Association rules and regulations shall be reviewed by a conference of delegates of the fraternities involved, chaired by the Vice-President.
  2. If the conference of delegates cannot reach an amicable solution, the matter shall be referred to the Judiciary Committee.
  3. If the decision of the Judiciary Committee is not acceptable, the matter may be appealed to the NPC College Panhellenic Committee. Notice of intention to appeal shall be given to the Panhellenic Council President. All requirements as stated in the NPC Manual of Information shall be met.
  4. Any violation resulting in a sanction that includes mediation between two organizations will be facilitated by Executive board members of other affiliation.

Article X. Rules of Order

The Roanoke College Panhellenic Association and its Panhellenic Council shall be governed by Roberts Rules of Order newly revised except in matters specifically provided for in the Constitution, By-Laws and Standing Rules.

Article XI. Suites

  1. No alcoholic beverages shall be permitted in the suites at any time.
  2. It is mandatory that the President of each sorority informs the President of each other sorority, the Panhellenic President, the Panhellenic Advisors, and the Coordinator for Greek Life at least one week in advance of sisterhood dates.

Article XII. Amendments

These By-Laws may be amended by a two-thirds majority vote of the voting members of the Panhellenic Council provided notice of the proposed amendment has been given in writing at the preceding regular meeting.