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CONSTITUTION
of the
LINFIELD PANHELLENIC ASSOCIATION
Updated May 2000
ARTICLE I. NAME
The name of this organization shall be the Linfield Panhellenic Association.
ARTICLE II. OBJECTIVE
The object of the Panhellenic Association shall be to develop and maintain fraternity life and interfraternity 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 Greek organizations and the university/college administration in concern for and maintenance of high social and moral standards.
(4) Act in accordance with National Panhellenic Conference UNANIMOUS AGREEMENTS and policies, with the exception of local sororities.
(5) Act in accordance with such rules established by Panhellenic Council as do not
violate the sovereignty, rights and privileges of member Greek organizations.
ARTICLE III. MEMBERSHIP
There shall be two classes of membership: Regular and Associate.
(1) The REGULAR membership of the Linfield Panhellenic Association shall be composed of all chapter members in good standing of national Panhellenic Conference fraternities and all Local sororities at Linfield.
(a) A Local sorority is equal to a national sorority, in regards to its membership to the Linfield Panhellenic Association, however Local sororities have only one chapter.
1) A written proposal must be presented to the Linfield Panhellenic Council.
2) The interest group must apply for membership and act in accordance with the guidelines set by Linfield College.
3) If the interest group is approved, it will be a trial member of the Linfield Panhellenic Association for one semester. Trial membership means that the group may attend and observe meetings, however they may not vote or hold position on Executive Council.
4) At the conclusion of the trial period the interest group must be voted on and approved by all sororities belonging to the Linfield Panhellenic Association.
5) Any further actions will be in accordance with the National Panhellenic Conference Manual of Information and the guidelines for new member groups will be followed. (i.e. allowing the new sorority access to anything they may need, etc.)
ARTICLE IV. EXECUTIVE BOARD
The Linfield Panhellenic Association shall have an executive board.
(1) The Executive Board of the Linfield Panhellenic Association shall consist of the following officers: President, Vice-President, Financial Secretary, and Campus Activities.
(2) The officers shall be delegates from Linfield Women’s Greek organizations holding regular membership in the Linfield Panhellenic Association. Delegates from chapters holding associate membership shall not be eligible to hold office.
(2a) Officers shall not hold an executive board position within their own chapter.
(3) The officers shall serve for a term of one year, the term of office to begin January 1.
(4) Any officer failing to perform her duties outlined shall resign and a successor be
designated by election or as provided in Article VI, Section 3. All officers must also fill the requirements of the attendance policy in Article VI, Section 3c.
(4a) DELEGATE VACANCIES. When a delegate vacancy occurs, it shall be the responsibility of the Women’s Greek organization concerned to select a replacement within 2 weeks and to notify the Panhellenic Council Financial Secretary of her name, address and telephone number, email, and unit number. When a meeting of Panhellenic Council occurs while a delegate vacancy exists, a proxy from the Women’s Greek Organization concerned shall fulfill the duties of the delegate in all cases, except that of President. The Vice-President shall fulfill the duties of President.
ARTICLE V. THE PANHELLENIC COUNCIL
The administrative body of the Linfield Panhellenic Association shall be The Linfield Panhellenic council.
It shall be the duty of the Panhellenic Council to administer all business related to the overall welfare of the Linfield Panhellenic Association and to compile rules governing the Panhellenic Association, including membership recruitment and new membership, which do not violate the sovereignty, rights and privileges of member Greek organizations.
(1) MEMBERSHIP. The Linfield Panhellenic Council shall be composed of one representative and chapter presidents from each National Panhellenic Conference fraternity chapter and local sorority at Linfield College. Conference (fraternity) colonies, national sororities or local sororities at Linfield shall attend the council until approved for membership.
(4) OFFICERS. The officers of the Linfield Panhellenic Association shall serve as the
officers of its Panhellenic Council. These officers shall serve as the Executive Board of the
Panhellenic Council and shall have such powers and duties as are prescribed in the
Bylaws of the Linfield Panhellenic Association.
(5) MEETINGS.
established at the beginning of each semester.
when necessary and shall be called by her upon the written request of any member delegate of the Panhellenic Council.
required to attend all meetings. If a member cannot make a meeting, that member should contact the Financial Secretary and send a proxy. If a proxy or a representative is not present at the meeting then a fine of $10 will be issued.
quorum for the transaction of business.
6) VOTING.
(a) The voting body of the Linfield Panhellenic Association shall be its Panhellenic Council.
(b) The voting members of Panhellenic Council shall be the delegates of each Women’s Greek Organization holding regular membership. If a representative is absent, the vote of her Greek organization shall be cast by its proxy. If an organization is not properly represented then they will automatically loose their vote, and quorum will be adjusted accordingly.
(c) Three-fourths of the voting members of Panhellenic Council shall be required to establish Total Chapter Size, and to invite an additional NPC member group to establish a colony/chapter at Linfield, and to grant Associate Membership to any new sorority. A majority vote shall be required to carry all other questions.
ARTICLE VI. PANHELLENIC ADVISOR
(1) The Panhellenic Advisor shall be appointed by the Administration.
(2) The advisor shall serve in an advisory capacity the Linfield Panhellenic Association and its Council.
ARTICLE VII. STANDING COMMITTEES
Such Standing Committees and special officers as may be necessary to carry out the work of the Linfield Panhellenic Council shall be appointed by its Executive Board to serve during the tenure in office of the Board which appoints them.
ARTICLE VIII. UNANIMOUS AGREEMENTS AND POLICIES
(1) All members of the Linfield Panhellenic Association with the exception of local sororities shall act in accordance with fundamental Panhellenic policies established by National Panhellenic Conference in the UNANIMOUS AGREEMENTS (The Panhellenic Compact, Standards of Ethical Conduct, College Panhellenic Agreements, Agreement on Questionnaires and Constitutions and The Jurisdiction of a College Panhellenic Council).
(2) All Linfield Panhellenic Association rules and policies shall be in harmony with those
currently established by National Panhellenic Conference.
ARTICLE IX. VIOLATIONS
(1) Violation of any regulations of this Constitution or its related bylaws, of recruitment rules, of rules concerning matters other than recruitment, of the National Panhellenic Conference
UNANIMOUS AGREEMENTS (the Panhellenic Compact, Standards of Ethical Conduct,
College Panhellenic Agreements, Agreement on Questionnaires and Constitutions and The
Jurisdiction of a College Council) shall be the occasion for penalties established by the
Linfield Panhellenic Council in conformity with those recommended by National
Panhellenic Conference.
(2) Any dispute growing out of the violation of Panhellenic Association rules and regulations
shall be addressed through arbitration principles of the National Panhellenic Conference.
ARTICLE X. AMENDMENTS
This Constitution may be amended by three-fourths vote of the voting members of Linfield Panhellenic Council, provided notice of the proposed amendment has been given in writing at the preceding regular meeting.
BYLAWS
ARTICLE I. FINANCE
(1) FISCAL YEAR. The fiscal year of the Linfield Panhellenic Association shall be from
to July 1 to June 30, inclusive.
(2) PAYMENTS. All payments due to the Linfield Panhellenic Association shall be sent to the Financial Secretary, who shall record them. Checks for payments shall be made payable
to the Linfield Panhellenic Council.
(3) EXPENSES. All Panhellenic spending needs approval by the President or the Financial Secretary, and the Panhellenic Advisor before the purchase is made.
(4)BUDGET. A budget shall be set in November of each year for the coming fiscal year.
(5)MEMBERSHIP DUES.
(a) Amount. The dues of each Panhellenic Association member Greek organization shall be an assessment per member and new member. The amount of such dues shall be determined at the end of spring semester for the next collegiate calendar year.
(b) Time of Payment. The dues of each Panhellenic Association member Greek organization shall be payable on or before October 1 and March 1 each year.
(c) Late Dues. If payment of dues is late, a one-time fine of $20.00 will be assessed to that Women’s Greek organization.
ARTICLE II. SELECTION OF OFFICERS
(1) The following lists the NPC fraternity chapters and local sororities and their dates on the Linfield College campus. They shall serve on a rotation basis in this order of executive offices and committee chairs:
Phi Sigma Sigma 1981 (year founded)
Alpha Phi 1990 (year founded)
Sigma Kappa Phi 1924 (year founded)
Zeta Tau Alpha 1997 (year founded)
(2) The offices of the executive council shall rotate in this order: President, Vice-President,
Financial Secretary, and Campus Activities.
(3)The chairs of the standing committees shall be the Panhellenic Executive as follows;
President Supervisor
Vice-President Membership Recruitment
Financial Secretary Social/Treasurer
Campus Activities College/Community Relations/Scholarship
ARTICLE III. OFFICER DUTIES
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 Linfield Panhellenic Association.
(3) Call and preside at all meetings of the Panhellenic Council Executive Board.
(4) Serve as member ex-officio of Panhellenic Council with voice, but not vote.
(5) Report as required to the National Panhellenic Conference Area Advisor.
(6) Maintain a complete and up-to-date President's file which will include a copy of the current Linfield Panhellenic Association Constitution, Bylaws and Standing Rules; the current Panhellenic Association budget; the current NPC MANUAL OF INFORMATION and related materials, current correspondence and materials received from her NPC Area Advisor; her copies of the College Panhellenic Reports to the Area Advisor and other pertinent
materials.
(7) Be certified to drive the Linfield vans.
(8) Provide an adequate officer transition to insure proper training of replacement.
(9) Serve as Chairman of the Panhellenic Judiciary Committee (dealing with recruitment infractions)
(10) Perform all other duties usually pertaining to this office.
(11) Serves as interim President or Vice-President of the Greek Judicial Board depending on rotation with the Inter Fraternity Council.
The Vice-President shall:
The Financial Secretary shall:
(1) Keep an up-to-date roll of the members of Panhellenic Council and call attendance at all Council meetings.
(2) Keep current statistics concerning the number of initiated members and new members of each Panhellenic Association member fraternity. The secretary must receive written or verbal notice of all new members.
(3) Keep full minutes of all meetings of the Linfield Panhellenic Association, and a record of all action taken by the Executive Board.
(4) Maintain a complete and up-to-date file which will include the minutes of the meetings of
the Linfield Panhellenic Association from the date of its organization; copies of all contracts made by the Panhellenic Council, and current correspondence.
(5) Be responsible for the official correspondence of the Panhellenic Association.
(6) Be responsible for the general supervision of the finances of the Linfield Panhellenic
Association.
(7) Be responsible for the preparation of the annual budget and, following its approval by the
Panhellenic Council, for providing a copy to each Linfield Panhellenic Association member
fraternity.
(8) Receive all payments due to the Panhellenic Association, collect all dues, and give receipts.
(9) Be responsible for the prompt payment of all bills of the Linfield Panhellenic Association.
(10) Maintain up-to-date financial records, give a financial report at each regular meeting of the Panhellenic Council.
(11) Duties seven (7) through ten (10) will be overseen and performed in conjunction with the Linfield Panhellenic Council Advisor.
(12) Provide an adequate officer transition to insure proper training of replacement.
(13) Chair the Social Standing Committee.
(14) Be certified to drive the Linfield vans.
(15) Serve as member ex-officio of the Panhellenic Council with voice, but not vote.
(16) Work with the Campus Activities chair to publish a newsletter
(17) Perform all other duties usually pertaining to this office.
The Campus Activities Chair shall
(1) Be responsible for all matters pertaining to scholarship.
(2) Be responsible for college/community relations, which shall provide a community service event each semester.
(3) Work with Financial Secretary to publish a newsletter.
(4) Assist in the planning and execution of Greek Week, and it’s activities, in conjunction with the Inter-Fraternity Council Campus Activities Chair.
(5) Be in charge of public relations. ie. Recruitment publicity, Philanthropic events, and Greek sponsored events.
(6) Be in charge of contracting a speaker for both Fall and Spring semesters in conjunction with the IFC.
(7) Be certified to drive the Linfield vans.
(8) Provide an adequate officer transition to insure proper training of replacement.
(9) Serve as member ex-officio of the Panhellenic Council with voice, but not vote.
(10) Perform all other duties usually pertaining to this office.
ARTICLE IV. THE EXECUTIVE BOARD
The Executive Board shall:
(1) Administer routine business between meetings of the Panhellenic Council.
(2) Report all action taken by the Executive Board at the next regular meeting of the Panhellenic
Council through the Financial Secretary and record the action in the minutes of that meeting.
(3) Be excused from each individual chapter’s recruitment activities.
ARTICLE V. STANDING COMMITTEES
The Standing Committees of the Linfield Panhellenic Council shall be: Judiciary, Membership Recruitment, Social, and College/Community Relations.
(1) Judiciary Committee.
(a) Membership. The Judiciary Committee shall consist of the President as Chairman, the members of the Executive Board, and the Panhellenic Advisor as an ex-officio member.
(2) Membership Recruitment Committee.
(a) Membership. The Membership Recruitment Committee shall consist of a representative from
each member organization.
(b) Duties. This committee shall be responsible for all Panhellenic Council matters related to Membership Recruitment. This committee shall be responsible for reviewing and developing Membership Recruitment rules, submitting them for discussion and approval to the Panhellenic Council (before the end of the term preceding the formal recruitment), and distributing copies of the rules when to the representatives of the member Greek Organizations following each Membership Recruitment period.
(3) Social Committee
(a) Membership. The Social Committee shall consist of the social chair and president from each Women’s Greek Organization.
(b) Duties. The Social Committee shall be responsible for planning and supervising all social events of the Panhellenic Council member Greek Organizations and of major campus events.
(4) College/Community Relations Committee.
(a) Membership. The College/Community Relations Committee shall consist of a representative from each Women’s Greek Organization.
(b) Duties. The College/Community Relations Committee shall be responsible for all forms of publicity dealing with the Linfield Panhellenic Association. This Committee shall also work closely with the College, the Campus Activities officer and all Committees to make certain that the news media is kept informed of favorable publicity about the Panhellenic Association and its member chapters. In addition, the Committee shall be responsible for accenting high social and moral values in the lives of Linfield Women’s Greek Organizations.
ARTICLE VI. ADMINISTRATION OF MEMBERSHIP SELECTION
(1) A fall formal recruitment shall be held.
(2) The National Panhellenic Conference Quota-Total system shall be followed.
(3) The preferential bidding system shall be used.
(4) Except during the formal recruitment period, continuous open bidding shall be in effect during the school year (fall through spring) for all eligible women students. Priority shall be considered for those who filled out preference cards but did not receive a bid.
(5) Chapters which do not fill basic quota during formal recruitment may continue to bid and pledge to quota in continuous open bidding even though reaching quota puts them over total.
(6) All membership selection events shall be held in the chapter room or campus facilities.
(7) Every regularly enrolled new member, initiate or affiliate of a chapter shall be counted in the Chapter Total.
(a) A list of new, initiated and affiliated members shall be filed with the Financial Secretary of the Panhellenic Association and with the Panhellenic Adviser on or before October 1 and March 1 of each year.
(i) If a list is late, the Financial Secretary shall give the sorority involved
one week notice.
(ii) If the list is still delinquent after one weeks time, the sorority
will be issued a $40.00.
(b) Any disassociation, termination or other change in membership shall be reported to the Financial Secretary of the Panhellenic Association and the Panhellenic Adviser no later than twenty-four hours after it has occurred.
(c) The Chapter Total shall be set at 90.
ARTICLE VII. NEW MEMBERS AND INITIATION
(1) A woman must be a regularly matriculated student to be eligible for recruitment and membership.
(2) A Panhellenic Association member Greek Organization may not issue an invitation to membership or formally recruitment a woman during any school recess.
(3) A new member may be initiated whenever she has met the requirements of the Greek Organization to which she has accepted a formal invitation.
ARTICLE VIII. HAZING
All forms of hazing, pledge day and/or pre-initiation activities which are defined as hazing shall be banned. All member Greek Organizations must be in compliance with Oregon State Law regarding hazing.
Hazing is defined as any action taken or situation created, intentionally or unintentionally, whether on or off Women’s Greek organization premises, that produces mental or physical discomfort, embarrassment, harassment or ridicule. Such activities and situations include creation of excessive fatigue; physical and psychological shocks; wearing, publicly, apparel which is conspicuous and not normally in good taste; engaging in public stunts and jokes; morally degrading or humiliating games and activities; late night sessions which interfere with scholastic activities; and any other activities which are not consistent with the regulations and policies of the educational institution.
ARTICLE IX. EXTENSION
(1) When all NPC chapters and local sororities at Linfield 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 an NPC fraternity, through a local sorority which may petition an NPC fraternity for a chapter, or through organization of a new local sorority.
(3) Consideration should be given to NPC fraternities that have previously had chapters on the
campus and to those NPC fraternities which have filed letters expressing an interest in the
campus.
(4) They shall follow the rules for extension in accordance to Article III in the Constitution and the guidelines stated in the Manual of Information.
ARTICLE X. HOUSING
(1) Any LPC group considering a change in the current housing situation must follow the procedures outlined in the Manual of Information.
(2) The LPC group must first draw a housing proposal that has to be approved by LPC.
(3) If the proposal is approved, then a housing agreement must be written and again, approved by LPC.
ARTICLE XI. VIOLATIONS
(1) Any dispute arising out of violation of Panhellenic Association rules and regulations shall
be referred to the Judiciary Committee.
(2) If the decision of the Judiciary Committee is not acceptable, the matter may be appealed.
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. (See Unanimous agreements — The College Panhellenic Agreement.)
ARTICLE XII. RULES OF ORDER
The Linfield Panhellenic Association and its Panhellenic council shall be governed by Robert's Rules of Order Newly Revised except in matter specifically provided for in the Constitution, Bylaws and Standing Rules
ARTICLE XIII. AMENDMENTS
These Bylaws may be amended by three-fourths vote of the voting members of Panhellenic Council, provided notice of the proposed amendment has been given in writing at the preceding regular meeting.
ARTICLE XIV ALCOHOL FREE RESOLUTION
We, the women of Linfield College support the National Panhellenic Conference resolution on alcohol free social activities. We resolve to support the efforts toward alcohol free facilities and functions by only co-sponsoring events without alcohol present.