Upsilon Chapter Bylaws

Edinboro University

Upsilon Chapter of

Phi Sigma Pi National Honors Fraternity

Chapter Bylaws

(Ratified March 14, 2005)

ARTICLE I: Name

Section 1.  The name of this organization shall be Upsilon Chapter, Phi Sigma Pi National Honors Fraternity (Herein referred to as Upsilon Chapter).

ARTICLE II: National Affiliation

Section 1.  This organization is a chartered member of Phi Sigma Pi National Honors Fraternity.

ARTICLE III: Purpose

Section 1.  Upsilon Chapter shall be an honors fraternity for students and alumni at Edinboro University of Pennsylvania.  It shall be founded upon a basis of superior scholarship, and with the avowed purpose of advancing educational ideals; shall exist to meet the needs of close fellowship and social intercourse among persons of like ideals, interested in the same goals, and striving for a higher social expression, and shall at all times endeavor to advance the interests of education.

Section 2.  In carrying out the purpose of the fraternity, Upsilon Chapter shall strive to inculcate and encourage three ideals: 1) the acquisition and dissemination of knowledge; 2) the application of professional skills in promoting the welfare of mankind, and 3) the fostering of fraternal fellowship.

ARTICLE IV: Membership

Section 1.  Persons of good academic standing and excellent character shall be eligible for membership in Upsilon Chapter.

Section 2.  Upsilon Chapter shall not discriminate on the basis of race, color, religion, national origin, ancestry, sex, sexual orientation, age or disabled status in admission to, access to, treatment of, or employment in Phi Sigma Pi’s programs and activities.

Section 3.  Membership classifications.

            A.  Initiate consideration requirements

                        1.  Full time Edinboro University students.

                        2.  Completion of 12-90 credits in a 120 credit program.

                        3.  Quality Point Average of 3.00 on a 4.00 scale.

            B.  Membership requirements

                        1.  Meet initiation requirements set forth by the initiation program.

                        2.  Be approved by three-fourths (3/4) majority of active brothers.

                        3.  Pay required initiation dues.

                        4.  Sign chapter roll book.

            C.  Active membership requirements

                        1.  Pay required dues set forth by the dues collection system.

                        2.  Adhere to point system requirements.

                        3.  Serve on a minimum of one committee per semester and attend regular   committee meetings.

                        4.  Remain in good standing, by fulfilling financial obligations and adhering to the point system, to hold office and retain voting privileges.

            D. Inactivity requirements

                        1.  Pay required dues set forth by the dues collection system.

                        2.  Submit letter to secretary by the second regular meeting of the semester

      i.  Inactivity begins upon approval of inactivity letter by Executive Board.

      ii.  Must specify either nationally or locally inactive (permitted one semester of each).

                        3.  Recognition of legal loss of voting privileges/office holding

                                          i.  Not required to attend any events or meetings.

                        4. Valid reasons for brothers seeking inactivity are, but not limited to: leave of absence, family death or illness, personal illness, commuting far away to student teach, or other circumstances beyond the control of the individual.  Being too busy or not wanting to be active are not valid reasons for inactivity.

Section 4.  Disciplinary procedures

A.  Any member of Phi Sigma Pi can receive disciplinary action for conduct  unbecoming of a brother, or for violating the chapter point policy or dues collection system. The three possible disciplinary actions shall be defined as follows:

1.  Probation – A brother placed on probation is on probation for one full semester.  For instance, a brother placed on probation at the tenth meeting of one semester shall be on probation until the tenth meeting of the following semester.  During the probation period, the actions of the brother will be under the scrutiny of the Executive Board.  A brother placed on probation may still hold office.  At the discretion of the Executive Board, a motion may be made to suspend voting privileges for the brother in question and requires a 2/3 majority vote of the members present and voting at a chapter meeting.  Halfway through and at the end of the probationary period, the Executive Board can place a brother on suspension with a simple majority vote if they deem the brother has not shown improvement or atonement for his/her actions.

2. Suspension – A brother placed on suspension has no voting rights within the chapter and may not hold any office within the chapter.  The brother shall be on suspension for one full semester.  A brother placed on suspension at the tenth meeting of one semester shall be on suspension until the tenth meeting of the following semester.  Halfway through the suspension period, the Executive Board can end the suspension with a simple majority vote if the brother has shown improvement or atonement for his/her actions.  If the Executive Board deems by simple majority vote that the brother has not shown improvement at the end of the suspension period, the parliamentarian shall move for expulsion of the suspended brother.

3. Expulsion – A brother who has been expelled by Upsilon Chapter immediately and permanently loses all rights and privileges as a member of Phi Sigma Pi.

B.  Conduct Unbecoming of a Brother

      1. The procedure for dealing with conduct unbecoming of a brother shall be defined as follows:

a.  The Executive Board must decide by simple majority vote if a brothers’ action may be conduct that violates the standards and ethics expected of a member of Phi Sigma Pi.  If the Executive Board deems by simple majority vote that a brother’s actions may have been conduct unbecoming of a brother, the procedure for action shall be defined below.

b.  The brother called up for questioning by the Executive Board shall appear before the general brotherhood to explain his/her actions at a meeting time and place set up by the Executive Board.  The parliamentarian shall explain the actions in question and the brother shall explain the actions in question and the brother shall have adequate time to explain his/her actions.  Another brother may speak on behalf of the brother in question only if the brother in question is unable or unwilling to come to the meeting time and place set by the Executive Board.  After the brother in question has left the room, brief discussion may take place.  The parliamentarian shall limit discussion only to the specific action or incident in question.  Following discussion, the general brotherhood (those not on Executive Board) shall vote on whether or not the actions of the brother in question constitutes conduct unbecoming of a brother.  If a 2/3 majority of the general brotherhood confirms that the actions were unbecoming of a brother, the brother in question shall receive disciplinary action as outlined below.

c.  The parliamentarian moves for expulsion of the brother whose conduct was found unbecoming.  The motion requires a 2/3 majority vote to pass.  If the motion fails, the parliamentarian moves that the brother whose conduct was found unbecoming be placed on immediate suspension.  If that fails, the brother whose conduct was found unbecoming is immediately placed on probation.

C.  In regards to disciplinary procedure, all voting shall occur only by secret ballot.

D.  Brothers who receive disciplinary action and are placed on probation or suspension will be considered to be in bad standing.  Brothers who do not fulfill their financial obligations or adhere to the point system will also be in bad standing.  Brothers in bad standing shall not be eligible for inactivity or receive cords from Upsilon Chapter upon graduation.

ARTICLE V: Advisors

Section 1. At least one faculty, staff or administrative member of the Edinboro University community is to be selected to advise and counsel members.  The advisor(s) shall serve the best interest of the organizations and its members and reasonably attempt to ensure that all business conducted by the organization meets University Policies.

ARTICLE VI: Officers

Section 1.  The President, Vice President, Secretaries, Treasurer, Parliamentarian, Standards, Initiation, Initiation Apprentice, and Historian, shall be brothers in good standing and have at least one full semester of active brotherhood (not including the initiation period or the semester of elections).  These officers are also required to be members of the Initiation Committee and voting members of the Executive Board at the Chapter’s discretion.

Section 2.  When active chapter membership is under 30, or the Executive Board deems necessary, the following positions may combine:

            A.  Corresponding and Recording Secretary

            B.  Standards and Parliamentarian

            C.  Alumni and Interchapter

            D.  Scholarship and Awards (formerly Special Occasions and Risk Management)

            E.  Webmaster and Public Relations

            F.  Rush and Initiation Apprentice

            G.  Ritualist and Initiation Advisor

Section 3.  All executive members will be required to miss no more than three absences for any reason at all mandatory events, brother meetings, and executive board meetings.  Failure to comply will result in position being revoked.

Section 4.  Duties of Officers:

            A.  The President shall:

1.  Preside at all chapter meetings.

2.  Have removal power of all non-elected positions in the chapter subject to the approval of the Executive Board.

3.  Be recognized as the official representative of the Chapter.

4.  Serve as the chairperson of Executive Board.

5.  Be responsible for advising the Secretary on all correspondence, in accordance with the Chapter.

6.  Call special meetings of the Chapter.

7.  Prepare the agenda in consultation with the Executive Board.

8.  Be responsible for informing the chapter about the national activities of Phi Sigma Pi.

9.  Serve as the Risk Management Advisor of the Chapter.

10. At all times shall promote the general interest of Upsilon Chapter.

            B.  The Vice President shall:

1.  Be responsible for all duties of the President in the President’s absence.

2.  Act as a coordinator and serve as an Ex-officio Member of the Chapter’s Standing Committees, excluding the Executive Board and Initiation Committee.

3.  Accept all official responsibilities and obligation deemed necessary by the President.

4.  Appoint all non-elected positions of the Chapter with approval of the Executive Board.

5.  Solicit reports from all chapter officers and committees/committee heads.

6.  Shall assist the Treasurer in making the budget.

            C.  The Recording Secretary shall:

1.  Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record.

2.  Have the minutes available for review by the Membership of the Chapter.

3.  Preserve and supply National and Chapter forms, documents, records (the National Constitution, Chapter Bylaws, and The Ritual) and supplies.

4.  Be responsible for the attendance records of the Chapter.

5.  Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all members at the time of member’s induction.  All members shall be numbered sequentially in the Chapter Roll.

6.  If necessary, choose, with the approval of Executive Board and a majority vote of the active members present at a regular meeting, an Assistant Secretary to aid in performing the duties of the office.

7.  Preside over meeting in absence of the President and Vice President.

            D.  The Corresponding Secretary shall:

1.  Send copies of the Chapter and Executive Board meetings to the National Office.

2.  Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting.

3.  Be responsible for all correspondence pertaining to the Chapter and correspondence distributed to those designated.

4.  Submit all National and Chapter forms, documents, records, Chapter Bylaws, and other documents.

5.  Submit to the National Office changes to the Chapter Bylaws when they are approved by the chapter.

6.  Be responsible for compiling and submitting all required membership lists and other required affiliation documentation to the appropriate Offices of Edinboro University to ensure continued affiliation.

7.  Preside over meetings of the Chapter in absence of the President, Vice President and Recording Secretary.

            E.  The Treasurer shall:

1.  Report at the Chapter meetings the financial status of the Chapter accounts, including, but not limited to, delinquent dues.

2.  Remit appropriate monies to the National Office by the specified date.

3.  Propose, in conjunction with the Finance Committee (fundraising committee), and Vice President, the budget for the next fiscal year.

4.  Receive and record all monies of the Chapter and provide for the money’s security.

5.  Adhere to the budget approved by the Executive Board and the Membership of the Chapter.

6.  Pay all debts and expenses.

7.  Maintain a record of receipts and expenditures, balance accounts, and relinquish possession of the records to the newly elected Treasurer no later than the last regular meeting of the previous term of office.

8.  Serve as Ex-officio Member of Finance Committee (Fundraising Committee) and all other general Chapter purpose monetary generating committees.

9.  Provide explanations to questions posed by the Financial Review Board (Group conducting the Chapter’s Annual Financial Review) for the completion of the Finance Review Board’s report.

10. Preside over the meetings of the Chapter in the absence of the President, Vice President, Recording Secretary and Corresponding Secretary.

11.  Make sure the membership is in accordance with the Dues Collection System.

            F.  The Initiation Advisor shall:

1.  Be responsible for reviewing and updating the Initiation Program of the Chapter with the assistance of the Initiation Committee.

2.  Be responsible for maintaining and upholding the integrity of the Initiation Program in relation to the rules of Edinboro University and the Bylaws of Upsilon Chapter, with the assistance of the Initiation Committee.

3.  Be responsible for, with the assistance of the Initiation Committee, the planning and implementation of the Initiation Program approved by the Members of the Chapter at the meeting prior to the first meeting night held by the Chapter.

4.  Report Initiation activities and send complete detailed description of the Initiation Program to the National Office by the specified due dates.

5.  Serve as the chairperson of the Initiation Committee.

6.  Coordinate and facilitate all initiation ceremonies, including pinning, big/little, the Ritual, the Alumni Ritual, and the Officer Transition Ritual.

            G.  The Historian shall:

                        1.  Keep, collect, and preserve an accurate history of the Chapter.

2.  Be responsible for placing news items concerning the Chapter in local and collegiate publications.

3.  Provide the National Office with the historical items of the Chapter at the close of the academic year at the Chapter’s discretion.

4.  Keep an inventory of the Chapter’s possessions.

5.  Remit all historical documents, items, and/or written records to the newly elected Historian no later than the last regular meeting of the previous term of office.

            H.  The Parliamentarian shall:

1.  Be responsible for maintaining and upholding Robert’s Rules of Order (latest edition).

2.  Make sure that all Chapter meetings and official chapter functions adhere to the National Constitution, Chapter Bylaws, and Policies of Edinboro University.

                        3.  Serve as Co-chairperson for the Standards/Bylaws Committee.

                        4.  Oversee the revision of the Chapter Bylaws as necessary.

            I.  The Standards Advisor shall:

1.  Be responsible in overseeing and enforcing that the conduct of the brotherhood is in accordance with the National Constitution, Chapter Bylaws, and Policies of Edinboro University.

2.  Keep accurate records of the brotherhood in accordance with the Attendance/Points System.

                        3.  Serve as Co-chairperson of the Standards/Bylaws Committee.

4.  Assist the Parliamentarian in revision of the Chapter Bylaws along with the Standards/Bylaws Committee.

            J.  The Initiation Apprentice shall:

1.  Run the support web meetings (consisting of social, fundraising, service, alumni, historian and standards).

2.  Facilitate timely presentation by the support web with various class projects.

                        3.  Facilitate ongoing projects with the support web.

4.  Serve as quality assurance for the Initiation Advisor and evaluate how the process is running.

                        5.  Report to President and Vice President on review issues.

6.  Plan a majority of the following semester’s events by the end of the current semester.

7.  In the event that the Initiation Advisor resigns, they take over the position.

8.  Coordinate and facilitate all rush events.

Section 5.  Election of Officers

            A.  Election of officers shall be held at a regular meeting at least four weeks prior to the end of the semester, with nominations taken from the floor one meeting prior to the elections.

            B.  A simple majority of the active members present at a regular meeting will be required to elect officers.

            C.  Officers shall be elected no later than the last meeting before the end of the semester.

            D.  If a position becomes vacant, a new election to fill that position shall be held as soon as possible in accordance with said election procedure.

1.  In the event of a special election, as stated in Section 5; Subheading D, the elected shall serve out only the remainder of his/her predecessor’s term.

Section 6.  Terms of Office

            A.  The term of office for Standards, Treasurer, President, Vice President, Secretaries, Parliamentarian, and Historian, shall be one year from the last meeting of the spring semester to the next-to-last meeting of the following spring semester.

            B.  The terms of office for Initiation shall be one semester as Initiate Apprentice followed by one semester of Initiate Advisor.

            C.  All other positions, except Executive Board shall only have the position for the duration of one semester.

Section 7.  Impeachment Procedures

            A.  Any officer is subject to impeachment for failure to fulfill the duties of his/her respective office.

            B.  A motion calling to begin impeachment proceedings shall be accepted from any active brother.

            C.  This motion must be accepted by a 2/3 majority of the active brothers present as a general meeting.

            D.  The court for trial shall consist of eight active brothers and one officer chosen at random who will serve as the presiding court officer.  This court shall meet and present their recommendations to the brotherhood within two weeks from the beginning of the impeachment proceedings.

            E.  After the court has made it’s recommendations, it shall take a 2/3 vote of the entire active membership to convict the accused.

            F.  If the accused is convicted, immediate resignation from the office shall be required.

Section 8.  All voting regarding the election or impeachment of a chapter officer shall occur only by secret ballot.

Section 9.  Failure to maintain an overall QPA of 3.0 or higher, by any Executive Board member, will result in forced resignation of their position.

ARTICLE VII: Committees

Section 1.  Permanent committees shall exist each semester (spring and fall).  Committee Chairpersons shall be elected to his/her positions, by the general fraternity no later than the last meeting before the end of the semester.  The elected are then to be ceremoniously appointed to their new positions by the new Vice President, no later than the first general meeting of the following semester.

            A.  Fundraising Committee shall be a permanent committee to plan all moneymaking projects for Upsilon Chapter.

            B.  Service Committee shall be a permanent committee to plan service and philanthropic projects for Upsilon Chapter.

            C.  Scholarship and Awards Committee shall be a permanent committee to select a member of Upsilon Chapter for meritorious service each semester.  This committee shall be responsible for all special awards; shall work to promote the ideals of Phi Sigma Pi within the Chapter and shall maintain contact with the National Office regarding Chapter Awards.

            D.  Social Committee shall be a permanent committee that is responsible for all social functions, recreational events, and intramural events.

            E.  Public Relations Committee shall be a permanent committee to plan for all professional programs for Upsilon Chapter.  Also filling the role as Interchapter Relations, this committee shall promote the reputation of Upsilon Chapter and serve as communications liaison with other chapters and organizations regarding Chapter events and activities.

            F.  The Initiation Committee (headed by the Initiation Advisor) shall be a permanent committee responsible for overseeing the initiation period and abiding by the initiation program approved by the brotherhood.  It shall see all activities are in accordance with the National Fraternity as well as University Hazing Policies.

            G.  Risk Management shall be a permanent committee to provide two educational programs of high risk content per year.  This committee is responsible for event planning sheets and emergency contact information.

ARTICLE VIII: Meetings

Section 1.  The date, time and location of all regular meetings shall be called by the President with the agreement of the membership at the first meeting of each semester.  The date and time of the first meeting of the following semester shall be called by the President, at the first meeting of the current semester.  That first meeting shall occur within the first two weeks.

Section 2.  At anytime during the course of the academic year, an emergency meeting may be called by the President, with majority agreement with the Executive Board for the extraordinary circumstances.

ARTICLE IX: Procedure

Section 1.  The following rules shall be followed for conduction of regular meetings: The National Constitution, Bylaws of Upsilon Chapter, YCOP, and Robert’s Rules of Order (latest edition).

Section 2.  Upsilon Chapter shall adhere to the Code of Student Rights and Responsibilities of Edinboro University.

Section 3.  In order to conduct business during a Brother Meeting a quorum or 2/3 of the Active Membership of the Chapter must be present.

ARTICLE X: Finances

Section 1.  Each member shall pay dues approved by Upsilon Chapter.

Section 2.  A minimum balance of what is required for the financial institution shall be established by the treasury to ensure that a viable fund will be on hand to provide for any emergency allocations which may occur between inputs to the treasury.

Section 3.  Monies may be allotted o brothers for special occasions and without the expectation of reimbursement with the majority vote from the attending membership at any regularly scheduled brother meeting.

ARTICLE XI: Standards of Conduct

Section 1.  Upsilon Chapter and its members shall neither engage in nor condone (explicitly or implicitly) any act of hazing as defined by the laws of the Commonwealth of Pennsylvania and the rules and regulations of Edinboro University.

Section 2.  Upsilon Chapter and its members shall not engage or condone any personal insults or intimidation, but will respect all people.

Section 3.  Upsilon Chapter shall not encourage or force the use of alcohol, shall not use alcohol as the focal point of activities, and shall promote alcohol awareness activities.

Section 4.  Any distribution or use of alcohol by Upsilon Chapter or its members shall comply with the laws of the Commonwealth of Pennsylvania and the rules and regulations of Edinboro University.

Section 5.  All active members shall abide by the Attendance/Points Policy and the Dues Collection System as approved by the membership of Upsilon Chapter.

Section 6.  Any member who fails to abide by these standards and by the rules and regulations of Edinboro University of Pennsylvania is subject to disciplinary action by the membership of Upsilon Chapter.

ARTICLE XII: Bylaws

Section 1.  All laws passed by Upsilon Chapter shall be regarded as Bylaws.  Amendments of any Bylaws shall require a two-thirds (2/3) majority vote of the membership present for the passage.  New Bylaws shall be forwarded to the Office of Programs and Activities within five days of passage for review and inclusion in the organization file.

Section 2.  If an amendment passes, it immediately goes into effect unless explicitly stated otherwise.

ARTICLE XIII: Ratification

Section 1.  These Bylaws shall be declared ratified and in force when approved by three-fourths (3/4) of the active membership.

ARTICLE XV: Scope

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