theta phi alpha president’s academy

Theta Phi AlphaPresident’s Academy

Constitution and Bylaws

National Constitution and Bylaws

Preamble, Constitution, Bylaws• Starts with the preamble, just like the US

Constitution. The purpose of the preamble is explain why the Constitution was written.

• The Constitution is divided into Articles and is used to define fundamental principals.

• The Bylaws are used to define the operating rules, the next level of detail.

National Constitution and Bylaws

Preamble“In order to provide close comradeship; to advance

educational, social, and philanthropic interests and leadership training; to encourage spiritual development and adherence to the highest moral standards; and to promote lifelong bonds of friendship; a fraternity for

college and university women and alumnae, known as Theta Phi Alpha, is hereby established and constituted; and

we declare for its government this Constitution and Bylaws.”

National Constitution and Bylaws

Articles of the Constitution14 Articles

Name, Chapters And Associations, Government, Membership, National Officers, Board Of Trustees, Convention, Dissolution Of The

Fraternity, Amendment process

National Constitution and Bylaws

Bylaws15 Bylaws

Convention, Grand Council, Duties and Powers, Insignia, Publications, Establishment of

Chapters/Colonies/Associations, Founders’ Day, Amendment process

Bylaws

Colony, Chapter, and Association• Always defer to the National Constitution and

Bylaws as being the supreme document.• Bylaws cover operating rules for the specific

group.• Bylaws can be supplemented with procedures

or operating guidelines.

Examples of Differences

• Constitution: Article V defines the members of the Grand Council: qualifications, terms of the office, vacancies, line of succession.

• Bylaws: Bylaw III defines the duties and powers for each member of the Grand Council.

Examples of Differences

• Constitution: Article III says “Each Chapter shall govern itself, under the supervision of its Advisory Board”.

• Bylaws: Bylaw IX says “Each Chapter shall select at least once per academic year a president…”

• Chapter Bylaws: should contain a section where the president duties and powers are stated.

Examples of Differences• Constitution & Bylaws: scattered references to chapter

meetings.• Chapter Bylaws: general definition of the chapter meeting

schedule• “Chapter meetings shall be held weekly, vacations and testing

weeks excepted, during the academic year. The meeting day and time shall be decided at the beginning of each academic term based on the members’ schedules for such academic term, to achieve the highest possible attendance.

• Chapter Procedure or Operating Rules: “Meetings to be held every Monday at 6pm.”

Chapter Bylaws BasicsChapter bylaws should include the basics like:• Name, Purpose, Membership, Government, Meetings• Officers (Elected and Appointed) and Election process• Elected Officer Responsibilities• Committees• Obligations of Membership• Possession of Bylaw and Amendment process

***See Model Chapter Bylaws***

Chapter Bylaws BasicsTypical errors: • Must have all the officers listed in the NCB for a chapter• Must state unanimous vote for initiation• Too much detail about the voting process for New Member

selection• Founders’ Day not Founder’s Day• Fiscal year must be Sep 1 to Aug 31• Excludes elected officer descriptions, redundancy (follow the

single master rule), use well written sentences.• Are not official until the National Chairman, Constitution & Bylaws,

has approved them.***Exclude things that may change year after year***

NCB and Chapter OfficersBylaw IX: • “Each Chapter shall select at least once per

academic year a president, vice president, recording secretary, corresponding secretary, treasurer, historian, marshall, new member educator, recruitment chairman, and such others as it may find necessary.“

Chapter Bylaws BasicsOther tips:• Use the current terminology: New Member versus

pledge sister, Academic Excellence versus scholarship• Use well written sentences and proper punctuation.• Defer to Robert’s Rules of Order for voting and

process related procedures.• Always, always, always follow your bylaw to amend

your bylaw.***Submit your revised chapter bylaws for review and approval***

Amending BylawsRecommended process:• Proposals submitted in writing to the designated officer

(President or one of the Secretaries). The designated officer distribute copies to each member within set number of days of receipt. Vote to be conducted by the date as specified.

• The President shall put the proposed amendment for discussion on the agenda for the next meeting after the proposed amendment has been distributed.

• For adoption, an amendment shall receive at least a three-fourths vote of the membership. [Votes may be made by written proxy, signed by the voting member.]

Amending BylawsFrom the Model Bylaws:• Amendments to these Bylaws may be proposed by a Chapter member at any time

during the academic year.• A proposed amendment shall be submitted in writing to the President and Recording

Secretary. The Recording Secretary shall distribute copies of the proposed amendment to each member within [ten (10) days] of receipt [and she shall fix a date, at the regularly scheduled Chapter meeting which is at least [twenty (20) days] thereafter for a vote by secret ballot on such amendment.] The Recording Secretary shall certify to the Executive Board the date of receipt and distribution of the proposed amendment to the membership.

• The President shall put the proposed amendment for discussion on the agenda for the next meeting after the proposed amendment has been distributed.

• For adoption, an amendment shall receive at least a three-fourths vote of the membership. [Votes may be made by written proxy, signed by the voting member.]

• Once an amendment has been approved by the Chapter, it shall be submitted to the National Office of Theta Phi Alpha for review and approval from the National Constitution and Bylaws Chairman.

Amending BylawsThings to correct when a Colony is installed as a chapter:• Change title from "Colony Bylaws of _____ Colony" to "Chapter

Bylaws of _____ Chapter"• Revise Bylaw I NAME• Add to Bylaw III Membership Section 2 (a) 5. Shall be accepted for

initiation upon the unanimous vote of the Chapter’s membership.• Change Bylaw V, Section 5 from running meetings according to the

ritual for New Member meetings to running meetings according to the ritual for Chapter meetings.

• Add New Member Education Committee, chaired by New Member Educator

• Global find and replace to change "colony" to "chapter"

Theta Phi Alpha’s Governing Documents

Theta Phi Alpha Chapters

Chapter Bylaws• a standing rule that

governs the organization’s operations and internal affairs

Code of Standards• a set of rules that

match the values and behavioral expectations of the chapter members

Bylaws vs. Code of Standards• Bylaws need to be approved–When a change is voted on by the chapter the

set of bylaws needs to be sent in for approval before enacted

• Code of Standards will be reviewed by Chapter Administration team– When a change is voted on by the chapter the

Code of Standards is updated by chapter immediately

Code of Standards

• Behavioral expectations

• Process expectations

Behavioral Expectations• Alcohol and Drug Use• Language• House Rules (if applicable)• Attendance at Special Events• Smoking• Attendance/Conduct at Fraternity Events• Attire• Social Media Posts

Process Expectations• Voting on Potential New Members• Voting on New Members during MSMF

Program• Voting on New Members prior to Initiation• Voting on Panhellenic Council issues

Let’s take a look at some examples…

Bylaws or Code of Standards???• Election of chapter officers• Percentage of vote for Initiation of new

members• Guests at night in the house• When chapter meetings take place• Transfer of property if chapter closes

Timeline• Use the full biennium to go through this

process• Our plan is to break up our chapters by

semester to create new chapter Code of Standards and where needed revised the chapter bylaws.

Fall 2014•Epsilon•Zeta•Kappa•Mu•Chi•Alpha Beta•Alpha Delta

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