CONSTITUTION
Panhellenic Association of the University of Georgia
PREAMBLE
Believing the promotion of correct fraternity life to be of the utmost importance to the individual welfare and development of Greek women at the University of Georgia, and believing a spirit of mutual goodwill and cooperation between various groups on our campus to be essential for the preservation of the unity and solidarity of our campus life, we the Panhellenic Council do establish this Constitution of the Panhellenic Association.
ARTICLE I - Name
The name of this organization shall be the Panhellenic Association of the University of Georgia.
ARTICLE II - Object
1. To foster the spirit of friendliness, cooperation and goodwill among member groups of the Panhellenic Association.
2. To foster the spirit of friendliness, cooperation, and goodwill between sorority and non-sorority members.
3. To promote and recognize intellectual accomplishment, sound scholarship, and leadership.
4. To cooperate with University administration in the maintenance of high scholastic, moral, and altruistic standards.
5. To compile rules governing all aspects of the Panhellenic Association of the University of Georgia.
6. To act in accordance with the philosophy of National Panhellenic Conference, which shall include but not be limited to following NPC rules and policies.
7. To act in accordance with rules established by the Panhellenic Council as do not violate the sovereignty, rights and privileges of member fraternities.
8. To consider the goals and ideals of member groups of the Panhellenic Association continually applicable to campus and personal life.
ARTICLE III - Membership
There shall be two (2) classes of membership: regular and associate.
Section 1 - The regular membership of the Panhellenic Association shall be composed of all chapter members in good standing with NPC fraternities at the University of Georgia.
The regular fraternities of this Panhellenic Association and their dates of installation are as follows:
1. Phi Mu - 1921 9. Alpha Chi Omega - 1938
2. Chi Omega - 1923 10. Pi Beta Phi - 1939
3. Alpha Gamma Delta - 1923 11. Sigma Delta Tau - 1945
4. Kappa Delta - 1924 12. Kappa Kappa Gamma - 1948
5. Alpha Delta Pi - 1933 13. Zeta Tau Alpha - 1949
6. Delta Delta Delta - 1934 14. Sigma Kappa - 1964
7. Alpha Omicron Pi - 1935 15. Delta Gamma – 1968
8. Kappa Alpha Theta - 1936 16. Gamma Phi Beta - 1982
17. Delta Zeta - 1987
Section 2 - The associate membership of the Panhellenic Association shall be composed of all chapter members in good standing with pledged NPC colonies or pledged chapters.
ARTICLE IV - Officers
Section 1 - The officers of the Panhellenic Council, which shall constitute the Executive Board of the Panhellenic Association, shall be the following:
1. President
2. Vice-President for Recruitment
3. Vice-President for Recruitment Counselors
4. Vice-President for Administration
5. Judicial Board Director
6. Director of Finance and Correspondence
7. Public Relations Director
Section 2 - The officers, with the exception of Vice-President Recruitment and the Vice-President of Recruitment Counselors as described in the By-Laws, shall have been delegates, assistant delegates, or presidents from fraternities holding regular membership in the Panhellenic Association of the University of Georgia. Delegates from fraternities holding associate membership shall not be eligible to hold office.
Section 3 - The term of office shall be one year.
Section 4 - Any officer failing to perform her duties as outlined shall resign and a successor be designated by election within the Panhellenic Council.
ARTICLE V - Panhellenic Council
The administrative body of the Panhellenic Association shall be the Panhellenic Council.
Section 1 - The duties of the Panhellenic Council shall include the following:
1. To administer all business related to the overall welfare of the Panhellenic Association.
2. To compile rules governing the Panhellenic Association, including recruitment, new member programs, risk management, scholarship and other appropriate areas which do not violate the sovereign rights and privileges of member fraternities.
Section 2 - Panhellenic Council membership shall be composed of one delegate, one assistant delegate, and President per NPC fraternity at the University of Georgia and from such local sororities as the Council admits membership.
Section 3 - The delegates shall be selected by the group they are to represent to serve a term of one year.
Section 4 - When a delegate vacancy occurs, it shall be the responsibility of the fraternity concerned to select a replacement within two weeks and to notify the Panhellenic Council Secretary/ Treasurer of her name, address, and telephone number. A representative from the fraternity must assume delegate duties for her chapter until the position is officially filled.
Section 5 - The officers of Panhellenic Council shall be chosen from among Council members. They shall serve as representatives of the Association. These officers shall serve as the Executives of Panhellenic Council and shall have powers and duties according to the By-Laws of the Panhellenic Association.
Section 6 - Meetings
1. The regular meetings of the Panhellenic Council shall be held weekly, the night and time to be determined by the officers with the consent of a majority of the Council delegates. Sororities shall rotate as hostesses to the Council. The place of the called meetings shall be determined by the Secretary/Treasurer.
2. Additional required meeting will occur as needed. Chapters that do not attend required meetings without the permission from the officer organizing the meeting will incur a $100 fine. The second absence from a meeting by a chapter will result in the loss of one social. The third absence results in another $100 fine and the forth absence results in the loss of another social, and so on. Absences will be added upon throughout the calendar year and will start over each January.
3. The Executive Board shall meet prior to each regular Panhellenic Council meeting.
4. Three-fourths of Council membership shall constitute a quorum.
Section 7 - Voting
1. The voting body of the Panhellenic Association shall be the Council.
2. If a delegate is absent, the vote of her fraternity shall be cast by a representative from her fraternity.
3. Regular member fraternities shall have one vote.
4. A majority affirmative vote shall be required for all business matters except for the extension of Association membership. Three-fourths affirmative vote of voting membership shall be required to extend Association membership to a chapter.
5. Two-thirds of the voting members of NPC member groups shall be required to establish recruitment rules and to establish total chapter size.
Section 8 - The chapter delegate acting in official capacity, associate member groups, and alumnae advisors shall have voice at Panhellenic Council meetings.
ARTICLE VI - Panhellenic Advisor
Section 1 - The Panhellenic Advisor shall be chosen by the Administration of the University of Georgia.
Section 2 - The advisor shall serve in an advisory capacity to the Panhellenic Association and its Council.
ARTICLE VII - Standing Committees
The Executive Board shall appoint such standing committees and special officers as may be necessary to carry out the work of the Panhellenic Council. Service of these special committees shall be the tenure in office of the appointing Board.
ARTICLE VIII - Agreements, Rules, and Policies
Section 1 - All NPC member groups of the Panhellenic Association of the University of Georgia shall act in accordance with rules and policies established by the National Panhellenic Conference in the Unanimous Agreements.
Section 2 - All Panhellenic Association of the University of Georgia rules and policies shall be in harmony with those currently established by NPC, both separately and together.
Section 3 - The Panhellenic Association and its Council may take no action which will infringe on the sovereignty, rights or privileges of individual member groups.
ARTICLE IX - Violations
Violations of this Constitution and its related By-Laws, recruitment and other related rules, and rules and policies of NPC and NPHC by Panhellenic Association member groups shall be the occasion for penalties established by the UGA Panhellenic Council in conformity with those recommended by NPC. Any disputes resulting from said violations shall be handled through arbitration conforming to that recommended by NPC.
ARTICLE X - Revision
This Constitution of the Panhellenic Association of the University of Georgia may be revised by a three-fourths affirmative vote of the voting members of the Panhellenic Council. Revisions include but are not limited to the minor structural changes on this document as may be needed in the future.
ARTICLE XI - Amending
This Constitution may be amended by three-fourths affirmative vote of the voting members of the Panhellenic Council of the University of Georgia. Notice of the amendment must have been given in writing at the preceding regular meeting. Amending includes but is not limited to those major changes in the regulations and policies established in the Constitution.
ARTICLE XII - Ratification
This Constitution of the Panhellenic Association shall be ratified by three-fourths affirmative vote of the Panhellenic Council. This Constitution shall supersede all previous constitutions.
Approved: Spring 2009
BY-LAWS
Panhellenic Association of the University of Georgia
ARTICLE I - FINANCE
Section 1 - Each fraternity shall pay dues of $45.00 per semester plus $7.00 per member per semester for the operating expenses of the Panhellenic Association and it’s Council.
Section 2 - The signature of the President and the Secretary/Treasurer shall be required to bind the Panhellenic Association.
Section 3 - All checks issued on behalf of the Panhellenic Association and its Council shall be signed by the Secretary/ Treasurer or the Advisor to Sororities.
ARTICLE II - SELECTION OF OFFICERS
Section 1 - The requirements of officers shall be the following:
A. Each officer must have at minimum an overall grade point average of 2.5 and maintain it during her term in office. Should this requirement be violated, the officer shall be asked to resign by the Judicial Board Director.
B. Each officer, with the exception of the Vice President for Recruitment and Vice President of Recruitment Counselors, must have served on the Council for at least one year to be eligible to hold an Executive Board position.
Section 2 - Election for the Office of the Vice President for Recruitment Counselors will occur during officer elections. The Vice President for Recruitment Counselors may also be chosen from among the recruitment counselors. Election for the Office of the Vice President for Recruitment will occur during office elections. The Vice President for Recruitment may also be chosen from among the chapter recruitment chairs and presidents.
Section 3 - Panhellenic executive officers shall not serve as the regular delegates from their respective sororities.
Section 4 - A sorority may not be represented more than once on the current executive board.
Section 5 - A sorority may not hold more than one standing committee office. If a co-chair system is used then this rule is not in effect.
Section 6 - If the person holding the office of the President cannot complete her term, the personholding the office of Vice President for Recruitment shall assume her duties.
Section 7 - Panhellenic Council election must be held to fill a position vacated by an executive officer. Only members of the Council will be eligible to fill the vacancy.
Section 8 - The Panhellenic Executive officers shall be elected for a term of office of one year, beginning Spring Semester and concluding Fall Semester.
ARTICLE III - OFFICER DUTIES
Section 1 - The duties of the President shall include the following:
A. To maintain overall responsibility for the operation of Panhellenic Council.
B. To call and preside over all meetings of the Association and its Council.
C. To sign all contracts and obligations of the Council.
D. To be responsible that each officer understands and performs her duties as established in the By-Laws.
E. To appoint any committee deemed necessary.
F. To serve as an official representative of the Panhellenic Association.
G. To undersign all Panhellenic Association releases.
H. To serve as an ex-officio member of all Council committees with voice but no vote.
I. To report as required to the National Panhellenic Conference Area Advisor and to the National Panhellenic Conference as appropriate.
J. To serve as Director of the Activities Review Board.
K. To meet regularly with NPHC and IFC presidents.
L. To perform all other duties usually pertaining to this office.
Section 2 - The duties of the Vice-President for Recruitment shall include the following:
A. To prepare all recruitment materials, to notify all potential members about Recruitment, and to complete Fall Recruitment as soon as feasible prior to the commencement of Fall semester.
B. To update recruitment rules annually so that they may be in accordance with changes in Recruitment.
C. To arrange for and preside over convocations with potential members.
D. To be responsible for any Recruitment periods designated by the Council.
E. To be responsible for Recruitment procedures.
F. To perform the duties of the President when she is absent.
G. To schedule Recruitment week, including days of recruitment events, times of events, and rotation of events.
H. To conduct Recruitment Chairperson workshops and have any individual meetings with sororities necessary to discuss any aspect of recruitment.
I. To perform all other duties usually pertaining to this office.
Section 3 - The duties of the Vice-President for Recruitment Counselors shall include the following:
A. To select and train the Recruitment Counselors with the aid of the Executive Board and the Advisor to Sororities.
B. To see that the Recruitment Counselors understand their official duties connected with Recruitment.
C. To monitor the recruitment counselor program throughout formal recruitment.
D. To perform all other duties usually pertaining to this office.
Section 4 - The duties of the Judicial Board Director shall include the following:
A. To review and update the constitution and by-laws annually.
B. To educate Board members in their duties.
C. To conduct organizational development and leadership sessions for Greek women.
D. To review and deal with violations of the Constitution, By-Laws and all rules and policies passed under them, and Recruitment rules during formal Recruitment as well as the regular school year.
E. To carry out all necessary correspondence relating to judicial matters.
F. To be knowledgeable about judicial procedures as prescribed by NPC and modify the University of Georgia’s procedures accordingly.
G. To perform all other duties usually pertaining to this office.
Section 5 - The duties of the Director of Finance and Correspondence shall include the following:
A. To keep a record of the minutes of each Council meeting.
B. To be the authority for excusing all absences and tardiness.
C. To keep current statistics concerning the number of initiated members and pledges of each member of the Association.
D. To set reasonable fines as a disciplinary measure for a chapter's tardiness in turning in materials to Panhellenic. This would apply to chapter rosters, scholarship rosters, chapter dues, and other materials that are of importance to the Council. The manner and amount in which the fines are to be levied must be announced prior to any due dates.
E. To report action taken by the Executive Board and insert the report into the minutes of the meeting at which it is announced.
F. To be responsible for the general supervision of the finances of the Panhellenic Council.
G. To collect all payments, dues, assessments and the like due to the Panhellenic Council.
H. To be responsible for the prompt payment of all bills accruing to the Panhellenic Council.
I. To perform all other duties usually pertaining to this office.
Section 6 - The duties of the Vice President for Administration shall include the following:
A. To serve as a liaison between the Executive Board and the chairpersons of standing committees and liaisons.
B. To see that the above mentioned chairpersons and liaisons understand and execute their official duties.
C. To call for meetings of the standing committees and liaisons when deemed necessary.
D. To be mainly responsible for Panhellenic philanthropy with the aid of a standing committee.
E. To meet with committee chairpersons and liaisons on a regular basis regarding approval and planning of upcoming events.
F. To attend and assist in all committee sponsored events.
G. To perform all other duties usually pertaining to this office.
Section 7 - The duties of the Public Relations Director shall include the following:
A. To maintain correspondence with campus publications about Panhellenic events.
B. To work on publications that will increase awareness about Panhellenic.
C. To work on generating positive publicity for sororities and Panhellenic.
D. To oversee the selection of editors and staff members for Panhellenic publications as needed.
E. To perform all other duties usually pertaining to this office.
ARTICLE IV - STANDING COMMITTEES
Section 1 - The standing committees of the Panhellenic Council shall be the following:
A. Programming B. Scholarship C. Junior Panhellenic D. Greeks Get Involved F. Safety in Sisterhood
Section 2 - The primary duty of the Programming Committee shall be the following:
- Responsible for the two educational programs that all New Members of UGA sororities are required to attend
- Help to organize and facilitate Sister Sorority Events and making sure that these events take place throughout the semester
Section 3 - The duties of the Scholarship Committee shall be the following:
- Scholarship promotes excellence in scholastic areas and aims to continue to increase the all-Greek women’s average and to keep it above the non-Greek women’s average
- Provide certificates for Dean and President’s lists for all sorority women, awards for the top three sorority GPAs and the most improved sorority GPA, professor recognition and goody bags, Faculty Night Out, teacher of the semester, and the “Smarty” and “No Skippy” boxes at each Panhellenic Council
Section 5 - The duties of the Junior Panhellenic Committee shall be the following:
- Jr. Panhellenic introduces the new members of each sorority to the Panhellenic Council and Greek System
- For the spring semester, there will need to be a light version of the normal fall Jr. Panhellenic to accommodate for the new classes of Spring Recruitment this year
- In the fall, this committee runs Jr. Panhellenic meetings and is responsible for their committees and activities. Past programs have been speakers such as Dean Bennett, Claudia Shamp and Panhellenic Exec board, Dance Marathon and HERO philanthropies, inter-sorority new member socials, and participating in a philanthropy event
Section 6 - The duties of the Greeks Get Involved Committee shall be the following:
A. To keep the Panhellenic delegates aware of other programs available on the UGA campus and in the Community
B. Will attend these various programs as a Panhellenic delegate promoting Greek spirit in as many ways as possible on campus
Section 7- The duties of the Safety in Sisterhood Committee shall be the following:
- Promote the safety of all Panhellenic women through education, awareness, and resources
- Be in charge of Greek T.I.E.S., a non-alcoholic programming entity of the Panhellenic Council
Section 8 - The Panhellenic President, through consultation with the Executive Board and Advisor to Sororities shall make all other special appointments.
ARTICLE V - JUDICIAL BOARD
Section 1: Self-governance, accountability and education are three important reasons for the Judicial Board to exist within Panhellenic Council. The purpose of the Judicial Board is to provide an impartial, confidential, constitution and by-law abiding body that upholds the rights of individuals and groups appearing before them
A. - Judicial Board members shall be the delegates from each sorority.
B. - Judicial Board members shall serve a term of one year.
Section 2: The duties of the Judicial Board shall include the following:
A. To review violations of rules, regulations and policies governing Greek organizations affiliated with Panhellenic Association after mediation between the President of Panhellenic, Judicial Board Director, the Advisor to Sororities and the sorority involved fails to result in an amicable solution.
B. To review, upon following proper NPC procedure, violations of the Constitution, By-Laws and all rules passed under them, and Recruitment rules during formal Recruitment.
C. To follow NPC "Greenbook" mandates in all of its actions as the Judiciary Committee for the Panhellenic Association.
Section 3 - Any issues or violations other than Recruitment will be addressed by the Panhellenic Executive Board and the Advisor to Sororities.
Section 4 - To report a violation, an Initial CPH Violation Report Form must be completed and submitted to the Panhellenic President or Panhellenic Advisor with in 24 hours after the alleged violation is known and not more than 10 days after it has occurred.
Section 5 - The Initial CPH Violation Report Form must be signed by the person responsible for completing it to be considered valid.
Section 6 - If mediation between the Judicial Board Director, Panhellenic President, Advisor and the sorority involved in the violation is unsuccessful in reaching an agreement, the sorority will then have a hearing with the Judicial Board that follows NPC Guidelines.
ARTICLE VI - ADMINISTRATION OF MEMBERSHIP SELECTION
Section 1 - NPC member groups
A. The National Panhellenic Conference quota-total system shall be followed.
B. The preferential bidding system shall be followed.
C. Continuous Open Bidding (COB), also called informal recruitment, shall be in effect during the academic year, except during Summer semester and Fall Recruitment, for all eligible women.
D. A chapter that is unable to fill quota during Fall Recruitment may do so during COB (informal recruitment) even if it puts the chapter over total.
E. Membership selection, new member programs, and initiation shall be at the discretion of the individual fraternities in accordance with NPC Unanimous Agreements and University policies.
Section 2 - For reporting purposes, members of a chapter shall include every active member and pledge. Active membership is defined to include any woman who pays local chapter dues. Any student who is gone from campus an entire year should not be counted on the chapter roll or included in chapter total. Any student off campus for only one quarter must be counted on the chapter roll and included in chapter total. This applies equally to student teaching, study aboard, etc.
ARTICLE VII - MEMBERSHIP
Section 1 - NPC member fraternities
A. Once a formal membership acceptance is signed, it is binding. If a potential member receives a bid from one of her preferential sororities but does not join, she is ineligible to join another sorority for one full year.
B. If a potential member accepts a bid from one of her preferential sororities but does not join, the sorority involved may extend a bid in Continuous Open Recruitment (Bidding) to fill the quota space.
Section 2 - A student new member on one campus who transfers to another campus shall lose her pledge affiliation to that particular fraternity.
Section 3 - NPC member fraternities
A. No woman may receive a bid, written or oral, from a sorority, or in any way indicate an intent to join a group prior to her matriculation at the University of Georgia.
B. When a woman receives a bid under the preferential system, the signing of the preference card shall be binding to the extent that she shall be considered ineligible for one calendar year to accept a bid from any fraternity on the same campus other than one from which she received the bid.
C. A woman who joined at another school is eligible to rush at the University of Georgia regardless of her pledging date at the first school.
D. Sororities shall submit membership cards to the Panhellenic Advisor for each woman immediately after acceptance of the bid/invitation. This includes acceptances during formal Recruitment and COB (informal recruitment).
E. There is to be no “social” membership to Panhellenic groups. Social memberships indicate a person pays reduced due for membership, is not initiated, does not vote, but can attend social events.
ARTICLE VIII - HAZING
All forms of hazing are forbidden. Panhellenic Association and the University of Georgia do not condone hazing in any form (see the Greek Life Office policy and the UGA Student Handbook for further definition).
ARTICLE IX - EXTENSION
Section 1 - When all NPC chapters at the University of Georgia are close to or over total, the Panhellenic Council shall consider raising total or adding another chapter. If the decision is made to add another chapter, it must first be approved by a three-fourths vote of the Panhellenic Council.
Section 2 - The new chapter shall be organized through colonization by an NPC fraternity or through organization of a local chapter.
Section 3 - Where an NPC fraternity has had a chapter at the University of Georgia, reactivation of that chapter shall be given first consideration.
Section 4 - Consideration shall be given to the NPC fraternity that has filed a letter expressing an interest in establishing a chapter at the University of Georgia.
ARTICLE X - VIOLATIONS
Section 1 - Any dispute arising out of a violation of Panhellenic Association rules and regulations shall be adjusted through a conference of delegates from the fraternities involved and the President of Panhellenic. The Judicial Board Director shall chair the meeting.
Section 2 - If the conference of delegates is unable to reach an amicable solution, the matter shall be referred to the Judicial Board.
Section 3 - NPC member groups shall follow the procedures outlined in the NPC Unanimous Agreements.
Section 4 - If the decision of the Judicial Board is not acceptable, the matter may be appealed upon proper notice to the UGA Panhellenic Council.
Section 5 - Punishments and sanctions for those groups found guilty will follow those recommended by NPC.
ARTICLE XI - AMENDMENTS
These By-Laws may be amended by a three-fourths vote of the voting members of the Panhellenic Council provided notice of the proposed amendment(s) has been given in writing at the preceding Council meeting.
Approved: Spring 2009
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