Chi Phi - Iota Chapter

Official Constitution

ARTICLE I

Section 1 - Name o This organization shall be known as the Iota Chapter of Chi

Phi Fraternity at The Ohio State University.

Section 2 – Purpose

o The purpose of this organization is to build better men through lifelong friendships, leadership opportunities, and character development.

Section 3 - Non-Discrimination Policy

o This organization and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sexual orientation, or veteran status.

                                                                                                                                              ARTICLE II – Membership

Section 1 - Eligibility

o One shall only be eligible for membership if they (1) are male, (2) are at least sixteen years of age, (3) are a bona fide student in full college standing with 12 college credits in attendance at the The Ohio State University, (4) have achieved either a 2.75 cumulative GPA throughout their college career or a 2.75 cumulative GPA for their entire high school career, (5) and are a member of at least one campus organization, club, or association.

Section 2 - Qualifications for Initiation

o Qualification for initiation shall consist of (1) attendance and participation in no less than 95% of all New Member activities, functions, and meetings, as outlined in each semester’s New Member Syllabus, (2) a cumulative collegiate GPA of no less than 2.75, (3) the affirmative vote of every voting member one week prior to initiation, (4) a written attest to obey, support, or amend this Constitution,

and to the assumption of responsibility to meet all obligations of membership appearing in Appendix II of this Constitution.

Section 3 - Roster

o All men initiated into the Iota Chapter of Chi Phi Fraternity shall, until their death, be a member of the Iota Chapter of Chi Phi Fraternity unless as otherwise described in this Constitution.

Section 4 - Membership Categories

o All undergraduate members of the Iota Chapter of Chi Phi Fraternity shall be considered either a New Member, an Initiate, or an “Initiate Away from Campus.” There shall be no “inactive” status of membership.

Section 5 - Status of Membership

o All men initiated into the Iota Chapter of Chi Phi Fraternity shall, be considered equal in standing and shall enjoy entirely the same rights, privileges, and responsibilities of membership.

Section 6 - Revocation of Membership

o The membership of a member may only be revoked through a formal and exact hearing in a Court of the Chapter as described in the Constitution of the Chi Phi Fraternity.

Section 7 - Resignation of Membership

o A man may resign his membership in the Iota Chapter and the Chi Phi Fraternity through the submission of a formal resignation to both the Chapter Alpha and the National Director. In order to be released from incurring any further financial obligations, that member is solely responsible for receipt his resignation by the National Director prior to the assessment of any fees or charges assessed on his behalf to the Chapter.

ARTICLE III – Officers

Section 1 - Elected Officers

o The elected officers of the Iota Chapter of Chi Phi Fraternity shall be the Alpha (President), Beta (Vice-President), Gamma (Secretary), Delta (Treasurer), Epsilon (Sergeant at Arms), Zeta (Historian), Eta (Risk Manager), Recruitment Officer, and New Member Educator. All nine officers shall have voting rights on the Chapter’s Executive Council.

Section 2 - Terms of Officeo The term of office of the elected officers shall be for no less

than 355 days and no more than 375 days. Officers shall be sworn into office before the Chapter at the fourth official weekly meeting following their election.

Section 3 - Oath of Office

o Officers shall assume office upon their assumption of the following oath: “I do solemnly promise upon my honor as a member of the Chi Phi Fraternity that I will faithfully perform, in accordance with the Constitution and By-Laws of the Fraternity and the By-Laws of this Chapter  duly authorized, all the duties of the office therein to which I have been elected; that I will not allow myself to be swayed by passion or prejudice in the execution of my office; that my example as an officer of this Chapter shall be such as order and decorum require; and that I will endeavor to the best of my ability to obey the laws and promote the welfare of the Chi Phi Fraternity, and to persuade all other members of the Chapter also so to do.”

Section 4 – Responsibilities of Officers

o The duties of the elected officers shall include but are not limited to the following:

The ALPHA shall be the official head of the Chapter and shall have the following duties:

Preside at all meetings, preserving respect, order, and decorum;

Perform ritual as prescribed by the constitution and usages of the fraternity;

Acquaint himself thoroughly with the Constitution of the Chapter and the Constitution and Laws of the Fraternity, enforcing such rules rigidly;

Keep a strict oversight over the affairs of the Chapter and warn and advise the Chapter of any concerns or problems that exist or may exist;

Promote positive communication with the general Fraternity and the National Office;

Ensure that the Chapter utilizes at least one Faculty Advisor and continually involves numerous (approx 4-6) Chapter Advisors and promotes constant, positive, and appreciative weekly communication with such individuals;

Promote positive communication with the university, college, or institution’s Greek Affairs Director, Dean, or other such administrator(s);

Oversee the productivity, responsibility, and accountability of all Chapter officers (i.e. success of committees through the Beta, accurate and timely reporting of the Gamma; positive fiscal status of the Chapter through the Delta, positive IFC relations through the IFC Representatives);

Lead the membership through a comprehensive evaluation of the Chapter at the beginning of each academic term – usually at a Chapter retreat;

Lead the membership through a continuous goal development and tracking process.

The BETA shall be the chaplain of the Chapter and the second officer thereof in rank, and should oversee all committees. His duties shall include:

Deliver the Prayer of the Fraternity at meetings and meals;

Oversee all internal aspects of Chapter operations;

Review the Chapter’s compliance with “Chi Phi Fraternity’s Basic Chapter  Expectations”;

Ensure productivity and accountability of membership;

Appoint and oversee committee chairmen; Ensure that committee system functions and

that actual committees operate smoothly; Ensure participation and attendance at Chapter

events;

Ensure that the membership is content with Chapter operations;

Ensure that the Chapter has (at the very minimum) the following actual committees: social committee, brotherhood committee, recruitment committee, New Member education committee, Alumni relations committee, service and philanthropy committee, intramurals committee, and scholarship committee.

Ensure that the Chapter has considered or plans to implement a public relations committee, parents club committee, and special events committee;

Delegate duties to committee chairmen and primary members.

The GAMMA shall be the secretary of the Chapter. It is his duty to make official reports, take the minutes at Chapter meetings, ensure successful Chapter communication, and keep and preserve all records. His duties shall include:

Complete all Chapter paperwork; Record minutes from weekly Chapter meetings

and distribute such minutes within 36 hours; Maintain and distribute/conspicuously display a

Chapter calendar; Create and distribute agendas for weekly

Chapter meetings by soliciting announcements and topics of officer reports prior to the meeting;

Create, print, and distribute a weekly Chapter newsletter or list of reminders;

Create and distribute a Chapter phone, address, and email list within the first week of the academic term;

Complete and mail the following reports:o Pledging Report for each man within 5

days of the Pledging Ceremony;o A Permission to Initiate Report two weeks

prior to the scheduled initiation;o A Mid-Year Report by December 1st; o An End-of-Year Report by May 1st;o A Change of Officer Report immediately

upon the election of any new officers;

o An Election of Congressional Delegates Report by such date as is determined each spring.

The DELTA shall be the treasurer of the Chapter. He is responsible for the collection of all monies due the Chapter, and the payment of all bills incurred by the Chapter. His duties shall include:

Oversee all areas of Chapter finances and ensure the long-term fiscal health of the Chapter;

Oversee the creation of a Chapter budgets for each academic term and for each fiscal year;

Ensure the tracking and timely collection of all accounts receivable, such as alumni contributions, fundraising checks, Chapter dues, member fees, and assessments, and fines;

Ensure the tracking and timely payment of all accounts payable, such as electric, water, gas, cable, internet, trash, and other bills, IFC dues, insurance assessments, dues to the general Fraternity, pledge and initiation fees, and expenses associated with committee budgets;

Balance Chapter checkbooks and accounts each week;

Submit weekly budget-to-actual statements and balance sheets at every weekly Chapter meeting.

The EPSILON shall be the custodian of the lodge room and of the personal property of the Chapter. He is the sergeant at arms of the Chapter and is also often the House Manager. His duties shall include:

Assist the Alpha in maintaining order and preserving decorum for Chapter meetings;

Oversee the operation of the Chapter’s Brotherhood Board;

Admit only qualified individuals into the lodge; Maintain consistent weekly communication

with the Chapter House Corporation or landlord;

Schedule, plan, outline, delegate, and oversee weekly Chapter cleanups for every member (New Members and Brothers alike);

Budget for and purchase necessary items such as light bulbs, toilet paper, and cleaning supplies;

Ensure the overall upkeep of the facility (Chapter House) by overseeing the rapid repair of broken windows, boilers, air-conditioners, and other such problems;

Ensure that fire and safety inspections occur no less than once per academic year;

Provide for the safekeeping of Chapter property;

The ZETA shall be the historian of the Chapter and shall see that the Chapter publishes and circulates an alumni newsletter at least once each year. His duties shall include:

Ensure that each of the Fraternity’s rituals and customs is practiced and performed no less than once per term by the group;

Record written accounts of the Chapter’s events and enter such accounts into the Chapter’s written history;

Take photographs for historical purposes and enter such photographs into the Chapter’s written history;

Submit 2-3 paragraphs of news and notes to the Chi Phi National Office by no later than November 10th and April 10th for publication in The Chi Phi Chakett.

The ETA shall be the Risk Manager of the Chapter and shall be responsible for all programs, education, and inspections concerning risk management. His duties shall include:

Ensure that all Chapter events and social activities occur within the guidelines of the Chi Phi Personal Safety Policy;

Ensure that all members of the review (once per academic term) the Chi Phi Personal Safety Policy;

Work with the Chapter Epsilon to ensure regular safety and fire inspections at the Chapter House;

Test all fire alarms and exit lights; Ensure that general health standards are

maintained; Prevent safety hazards from accumulating and

clear all items which may obstruct emergency exists or pose a threat to individuals;

Work with other officers of the Executive Council to ensure that hazards to the overall health of the membership are avoided (i.e. alcohol and substance abuse, impaired driving).

The THETA shall be the New Member Educator. He shall be responsible for all New Member programs and for the adequate expression of all expectations of membership to all New Members of the Chapter. His duties shall include:

Design, organize, plan, and document a reoccurring New Member program for the Chapter and provide such program in its entirety to all Brothers and New Members at the beginning of the program;

Ensure that the New Member program is free of hazing and/or other inappropriate activities;

Provide all New Members with a quantitative list of initiation requirements within the first week of the New Member program;

Ensure that all New Members successfully acclimate to the Chapter culture;

Impart a relevant amount of knowledge necessary to participation as contributing members of the Chapter;

Facilitate the brotherhood and friendship with and between Brothers and New Members;

Be a primary point of contact for all New Members and the Chapter;

Ensure that all New Members understand and agree to the expectations of initiated members are (financial, time, participation, fraternal, scholastic, etc.) before they are initiated;

Ensure that all New Members meet all requirements for initiation.

The IOTA shall be the Recruitment Chairman. He shall be the chief organizer of Chapter recruitment events and shall be responsible for the coordination of all recruitment efforts. His duties shall include:

Lead the Chapter through a comprehensive, lengthy (multi-month) recruitment program;

Work with the general membership to identify quantifiable standards for potential members that can be identified over time;

Act as the primary source of information and communication for members of the Chapter with regards to overall recruitment strategies, progress, and other relevant information;

Work with other Chapter Officers to lead the Chapter through a substantive recruitment retreat that analyzes the key characteristics of potential members;

Work with other Chapter Officers to lead the Chapter through the development and tracking of recruitment goals and objectives;

Organize and track information about potential members and ensure that the membership of the Chapter is taking action to actively “recruit” such individuals;

Utilize the Chapter’s social, brotherhood, alumni relations, scholastic, and philanthropic/service efforts and events as key recruitment events;

Encourage a constant focus on the calculated growth of the Chapter.

ARTICLE IV – Committees

Section 1 - Structure

o All committees shall be composed of one chairman, elected by the committee, and at least two other members. The chairman of the committee shall be primarily responsible for budget requests made to the Delta and shall report to the Beta.

Article V – Method of Selecting and/or Removing Officers and Members

Section 1 - Election to New Membership

o The vote required for election to membership, shall be an affirmative, favorable vote of every voting member of the Iota Chapter of Chi Phi Fraternity.

Section 2 - Election of Officers

o Officers will be elected once per 365 days by a majority vote from the Chapter.

Section 3 – Resignation

o Officers may only resign with the approval of a simple majority vote of the Chapter. Any vacancy occurring during the year shall be filled by a majority vote at the next official meeting of the Chapter. All duties and responsibilities of any resigning officer shall be the responsibility of the Alpha until that position is duly filled.

Section 4 - Removal from Office

o The Chapter may remove a member from office through a seventy-five percent (75%) vote. Such removal will take place immediately.

Section 5 – The Social Chair

o The social chair shall be a position that is voted on by the first chapter in April and during elections in the fall.

Article VII – Advisors

Angel Thompson

o Associate Director, Ohio Union

ARTICLE VII – Meetings

Section 1 - Time and Place

o The Chapter shall meet no less than once per week during the academic term except when a university holiday falls upon the day of the week in which the Chapter regularly meets.

Section 2 – Attendance

o All members shall attend all regularly scheduled meetings of the Chapter except as approved by the Gamma.

o All sanctioned excuses shall include and be limited to the following:

Work conflicts Family related matters Serious illness Verified academic conflicts, not including

independent study and homework Furthermore, the Epsilon is able to deem other

circumstances as sufficient exemption

Section 3 – Decorum

o Closed toed shoes, “long” dress pants, and a collared shirt shall, in all cases, be required for admission to Chapter meetings. Proper attire shall in all cases be determined through the discretion of the Epsilon.

Section 4 – Agenda

o All meetings of the Chapter shall adhere to an agenda customized for each meeting. The agenda shall be prepared in advance and provided to all members prior to the commencement of the meeting. The agenda shall follow the following template:

Call to Order Prayer of the Fraternity and singing of Gather

Brothers Roll Call Officer Reports

Report of the Betao Individual committee reports

Report of the Gamma Report of the Delta Report of the Epsilon Report of the Zeta Report of the Eta Report of the Recruitment Chairman Report of the New Member Educator Report of the Alpha

Old Business New Business Chi Phi Creed Motion for Adjournment

Section 5 - Voting Rights

o Only undergraduate members in good financial (either current or current to a payment plan) standing and in good academic standing (with no less than a 2.75 GPA) may be eligible to vote at a Chapter meeting or in a court of the Chapter.

ARTICLE VIII – Budget and Finances

Section 1 - Approval of Budget

o The Chapter shall operate within a structured budget approved by the membership of the Chapter no less than fifty (50) days prior to the commencement of the budget’s term.

Section 2 - Committee and Officer Budgets

o Individual committees and officers may petition for the approval of a sub-budget through a specific, itemized request submitted three (3) days prior to the budget’s scheduled proposal to the Chapter. Individual budget requests shall, in all cases, automatically become an addendum to the proposed budget and need not be approved separately.

Section 3 - Dues and Fees

o All members shall be required to pay the individual dues amounts and fees required by an approved budget for the term of that budget by the seventh (7th) day of the academic term.

o If a New Members does not complete the required Greeklife.edu, they will be charged $25.00 to be paid to the fraternity.

Section 4 – Invoices

o Members shall not be required to pay any dues, fees, or assessments for which they are not given thirty (30) days notice by electronic mail.

Section 5 - Method of Expenditure

o Chapter funds may be spent only by check and only when signed by at least two (2) officers authorized to expend Chapter funds. Chapter funds may also be expended by debit cards.  

Section 6 - Approval of Expenditures

o Only the Chapter Delta, Alpha, or Epsilon are authorized to spend Chapter funds.

Section 7 - Reimbursement

o All members seeking to be reimbursed for expenses must provide a printed receipt to the Delta in addition to his request for reimbursement.

Section 8 - Savings

o The Chapter shall keep a savings account designated only for emergency funds. Such funds may only be spent through a seventy-five percent (75%) vote of the Chapter.

Section 9 - Budget Surplus

o Budget surpluses may either be equally returned to individual members in good financial standing with the Chapter or invested into the Chapter’s savings account. In either case, the funds shall be appropriated at the last official meeting of the Chapter during the term of the budget.

o The amount of money in excess after expenses that is transferred into the Chapters savings account shall not exceed 10% of the semesters budget. A chapter vote with active members that are in good financial standing shall determine how the surplus is distributed if it exceeds the 10% threshold. The funds shall be appropriated at the last official meeting of the chapter during the term of the

budget by a majority vote of the brothers in good financial standing.

Section 10 – Potential New Memberso Potential New Members must receive at least an 85%

approval rating from the members who attended the previous rush event before getting a bid.

ARTICLE IX – Amendments

Section 1 - Proposal of Amendments

o Proposals for amendments to this Constitution may originate in a motion sponsored by four (4) or more voting members.

Section 2 - Procedure of Amendmento In order to take effect, any motion to amend this

Constitution must receive an affirmative vote of at least seventy five percent (75%) of the voting membership at two official meetings of the Chapter, separated by no less than six (6) days.

o Discussion on motions shall initially be limited to 5 minutes. Discussion may be extended at the end by a simple majority vote.

Section 3 - Amendment 1o In order to participate in social events of any kind, a 2.5

cumulative GPA is required.

Article X – Dissolution

Any national maintenance and risk management balances shall be paid in full. Remaining funds shall be forfeited to the Iota Alumni Association of the Chi Phi fraternity

Appendix I: Agreement to Meet Financial Obligations

As a member of the Iota Chapter of Chi Phi Fraternity, I will have certain obligations to my Chapter    and to my Fraternity.  I will be expected to share and respect the values of my Chapter and my Fraternity, attend and participate in a majority of the Brotherhood functions, adhere to campus, Chi Phi, and community laws and regulations, and achieve a minimum grade point average of 2.75. In

addition to those obligations, it will be my responsibility to meet the financial obligations that have been duly levied upon me as a member. I understand that my membership in Chi Phi lasts throughout my life, and beyond. I promise to support the Brotherhood even after my graduation or departure from this or any other institution of higher learning.

Obligation of Involvement and Participation

________ Being a member of this Chapter is a long-term commitment. I commit to remaining involved initial and active with this Chapter so long as I am an enrolled student, and following my education as an alumnus.

Obligation of Honor

________ Being a member of this Chapter, my actions will reflect the Chapter and the Fraternity. initial My behavior and character shall be positive reflections upon Chi Phi.

Obligation of Academic Excellence

________ The primary reason for my enrollment is academic. I will maintain a cumulative GPA no lower than 2.75.

Financial Obligations

________ New Member Fee – This amount ($90.00) is paid only once, and is due prior to pledging to my Chapter.

________ Initiation Fee – This amount is $240.00 for the 2012-2013 academic year. This fee is paid only once, and is due two weeks prior to my scheduled initiation date.

________ Dues to my Chapter – This amount varies by term and is/will be established by my Chapter. I will pay this amount by the deadline established by my Chapter through its proceedings as reflected in its minutes.

________ Dues to my Fraternity – This amount is $120.00 per year, as established by the Congress of Chi Phi Fraternity. It is billed twice per year at a rate of $60.00. This amount is due at the beginning of the academic term. New Members are not assessed this fee during their first academic term, but are assessed at half the rate during the next academic term.

________ Liability Insurance Assessment – This amount varies by year. For the 200x-200x academic year it is $130.00 per year. It is billed once per year at the full rate. This amount is due at the beginning of the academic year. New Members are not assessed this fee during their first academic term, but are assessed at half the rate during their second academic term.

________ Other Charges and Assessments – These amounts will vary from term to term. They will be levied by my Chapter or Chapter . They may include additional social assessments, formal assessments, and/or other charges. I understand that meeting these costs is an obligation of my membership. For the Fall Semester of the 200x-200x academic year, the total of all other charges and assessments is $120.00.

 _______________________________________________________________________ Type Name of Member Here

Date _______________________________________________________________________ Kevin Watson, New Member Educator

Date                         

By-Laws

I. Active members, alumni, and live in advisor(s) may live in Chi Phi housing.

II. At the beginning of every semester the Beta will choose the chairman of each committee. The rest of the board will be comprised of volunteers from the chapter. If a board cannot reach a minimum of 4 members, in addition to the chairman, then the chair shall choose members to be on his board. A member cannot be chosen to be on a board by the chairman if he is already on 2 other boards.

A committee cannot be comprised of more than 6 members.If the Beta feels that the chairman is doing an inadequate job, he may motion for the removal of said chairman. The brotherhood board will then vote on the matter. In the event that the chairman is removed, the beta will appoint a new chairman.

III. All active members of the Iota Chapter have the obligation to fill the current chapter house. If there are not enough volunteers to reside in the house, the order in which the house is filled will start from the lowest pin number and move up in reverse order to the earliest

initiated members. The men who have previously resided in the chapter house are automatically moved to the end of the order. Exceptions to the requirement to live in can be discussed with the Chapter Advisor, the Alpha and the Delta Officer.

IV. 2000 Indianola (The Mansion on the Hill/Beech Manor) shall be considered “full” when there are a minimum of 22 brothers living in (i.e. every room has at least one inhabitant). Should Chi Phi have a house director live in, that number shall be reduced to 21. The house must be considered full after the conclusion of the annual housing draft, if it is not, the chapter shall cease all nonessential operations (social, intramural, brotherhood, etc.).

V. The default room picking order is decided house-wide by the members living in. If no method is unanimously met than the formula for picking formal rooms will be used house wide for all rooms. Members who agree to live in doubles jump up to the top of the order (earliest picks).

VI. If a brother currently lives in the house and wants to continue living in the same room as the previous year, he has priority in selecting that same room over all other members.

VII. If a brother is on the list of people that have to live in the house, he is therefore agreeing to follow the formal room choosing order. If said brother moves into a room that he has not chosen during the formal room order choosing, he will be on social probation for the remainder of the whole year, unless the trade is agreed upon by the parties involved.

VIII. Fire and Smoking inside Chi Phi housing is prohibited. This includes, but is not limited to, candles, cigarettes, cigars, hookah, marijuana, and vaporizers. This prohibition may be temporarily suspended by permission of the executive board for special occasions. Any damage caused by such actions, the responsible party is held liable.

Judicial Guidelines

Missing a chapter meeting shall be forgiven one time within a semester, and all subsequent unexcused absences shall result in one week of social probation from the time of the infraction.

Failing to fulfil sober monitor duties shall result in two weeks of social probation and the mandatory completion of the original sober monitor duties as well as an additional sober monitoring duty.

Missing a Chi Phi sponsored philanthropy event will result in two weeks of social probation from the time of the infraction.

Missing Chi Phi ritual, including the Triple Origins ceremonies and Pinning, shall result in two weeks of social probation from the time of the infraction.

Missing Initiation will result in three weeks of full probation from the Chi Phi fraternity. This includes social, brotherhood, and intramural events. This does not excuse the brother from required duties including chapter meetings, philanthropy events, study tables, or other mandatory events.

Members failing to attend Standards of Excellence meetings/seminars without the presence of an acceptable excuse as determined by the SOE chair will be fined $20 per instance.

Appeals of this process may be made to the Brotherhood Board.

Exemptions to these rules are sanctioned excuses, as seen in Article VII, Section 2

Missing commitment based events, where money has already been spent, will result in one week of social probation

o The money spent on the missed event on the individual will be reimbursed to the Chi Phi fraternity by the member responsible

Members who fail to show up to their cleaning team slot, will be forced to be a sober monitor at the next social event unless they provide a valid excuse as determined by the Epsilon