ALPHA PHI DELTA CHAPTER LEADERSHIP GUIDE
OFFICER DUTIES, ELECTIONS and REGULATIONS REGARDING THE OPERATIONS OF A CHAPTER
TABLE OF CONTENTS Chapter President ......................................................................................... 3-‐5 Chapter Vice President .................................................................................. 5-‐6
Chapter Treasurer ......................................................................................... 7-‐8 Chapter Secretary ........................................................................................ 8-‐10
Chapter Pledgemaster ............................................................................... 10-‐12
Chapter Historian ...................................................................................... 12-‐14 Chapter Chaplain ....................................................................................... 14-‐16
Chapter Discipline ..................................................................................... 16-‐18 Chapter Elections ...................................................................................... 19-‐21
Chapter Committees, Requisite ..................................................................... 21
Chapter Committees, Non-‐Requisite ........................................................ 21-‐22 Serving as a Godfather .............................................................................. 22-‐24
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CHAPTER PRESIDENT Who? Any brother of the Chapter who is in good standing at the Chapter meeting prior to elections is eligible for nomination. When? The Chapter President is elected at the end of the calendar year and takes office January 1. Where? The Chapter President is elected at the Chapter meeting before the end of the fall semester (early December). At this meeting there must be a quorum, which is a majority (50%+1) of all members in good standing. What does the Constitution say? The President shall lead, inspire, and serve as presiding officer of the Chapter. He shall: 1.
2. 3. 4. 5. 6.
Enforce adherence to and perform all such acts required by the Constitution, bylaws, regulations and Ritual of the National Fraternity, as well as the bylaws of the Chapter. President over meetings of the Chapter, where he shall vote only to break a tie or where his vote may change the outcome. Convent special meetings of the Chapter in accordance with provisions of the bylaws of the Chapter. Approve all orders of monies to be expended. Appoint all committees not otherwise provided for. Appoint a delegate to the Undergraduate Coordinating Committee.
The President and his Committees Committees exist to help the President carry out his duties, and serve the chapter. Appointing. The President, at his discretion, shall appoint a chairman to Chapter Committees, unless otherwise stipulated by Chapter by-laws. The chairman selects a set number of committee members for his committee. Ex-officio Status. The President is a member of all committees by virtue of his status as Chapter President.
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What types of Committees? In addition to the requisite Judiciary Committee (see below), there are two types of Committees to which the President appoints chairmen. Special or Ad Hoc Committees This type of Committee may be created by the President or the Chapter. These are for special events or specific reason (i.e. Spring Formal Committee, Bylaws Revision Committee, etc.) Standing committees A Standing Committee may be designated in a chapter's by-laws or may be by custom. In either event a chairman of a Standing Committees is to be appointed by the President, unless otherwise provided. Examples of Standing Committees: • • • • • • •
Pledging Committee Alumni Club Liaison Committee House Committee Interfraternity Council Committee Academic Standards Committee Social Committee Rush Committee
The President and the Judiciary Committee The President appoints the chairman of the Judiciary Committee; however the other two members of the Committee have to elected by the Chapter as a whole. Note:
If a member of the Committee is being charged or has a conflict of interest, he is disqualified from serving and the President then appoints a temporary replacement for that specific instance.
The President and the Pledgemaster Under our Constitution and Bylaws, the Chapter President directly supervises the Pledgemaster. The Pledgemaster chairs the Pledge Committee. It Goes without Saying that • • • •
...the President’s duty is to ensure that the Chapter adheres to the Constitution, the Ritual and the Chapter By-Laws. ...the President should act as a representative or ambassador to the campus community, the community at large and the Fraternity. ...the President convenes and presides over Chapter meetings and casts the deciding vote when necessary. ...the President oversees the officers of the Chapter and insures that they are doing their jobs properly and correctly. Page 4 of 24
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...the President is contact person between the Central Office, the National President, the District Governor and the Chapter as a whole. ...the President has an obligation to keep the District Governor informed of Chapter activities, events, and problems that may arise.
CHAPTER VICE PRESIDENT Who? Any brother of the Chapter who is in good standing at the chapter meeting prior to elections is eligible for nomination. When? The Chapter Vice President is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Vice President is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing. What does the Constitution say? The Vice President shall assist the President in carrying out his duties. He shall: 1. Have the same powers as the President in case of the latter’s absence, sickness, death or disability. 2. Perform duties assigned to him by the President or bylaws of the chapter. The Vice President and the President •
Unwritten Obligations. The Vice President's post carries a great deal of unwritten obligations. Generally, the Vice President is to support the President in his duties; he is to serve in the absence of the President; and he is to represent the views of the President, in the President's absence.
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Acting in place of the President. An example of how the Vice President could legitimately act in place of the President would be this: The college is having an IFC meeting and all campus fraternity leaders are to attend, however your Chapter's President is out of town or ill. In this case the V.P. should step in. He should attend that meeting, apologize for the President's absence and report in the manner that the President would.
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“First Officer”. The VP is also like a "first officer" -- he should advise the President on matters and his advice should be confidential. Page 5 of 24
The Vice President and the Judiciary Committee In many Chapters, by by-law, the Vice President is the chairman of the Judiciary Committee. While technically Judiciary Chairman is a Presidential appointment, the V.P. should be prepared to take on this role. The Vice President as a Coordinator In larger chapters the Vice President could be given the responsibility to represent the President on some Committees, if there are a large number of Committees. He should always volunteer to help the Chapter President in this regard. The Vice President and the Worst Case Scenario If the Chapter President resigns, leaves school for any reason and/or cannot serve his term of office, the Vice President becomes President. •
If this happens it is the duty of the Vice President, who becomes President, to inform the District Governor, to inform the local Alumni Club or Association, and to contact Central Office.
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In this case, depending on Chapter bylaws, a new Vice President can be appointed (and ratified) or elected. If the bylaws are silent, the new "fill-in" VP must be elected.
It Goes without Saying that... •
...the Vice-President assumes the power of the President in the case of his absence, sickness, death or disability.
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...in most Chapters, the Vice-President automatically becomes the Chairman of the Judiciary Committee, or serves to lead some other key function.
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...since the progression from Vice-President to President is a frequent occurrence, this person should be involved in the most critical areas the Chapter faces, so he can gain leadership and problem solving experience.
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...assuming the Presidency of the Chapter in the event of the resignation of the President is not an option, but a Vice Presidential obligation.
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CHAPTER TREASURER Who? Any brother of the Chapter who is in good standing at the Chapter meeting prior to elections is eligible for nomination. When? The Chapter Treasurer is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Treasurer is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing. What does the Constitution say? The Treasurer shall conduct all financial operations of the Chapter. He shall: 1.
2. 3. 4.
5. 6. 7.
8.
Keep an accurate record of accounts between the Chapter and its members of all monies received by and owing to the Chapter or due to National Fraternity. Pay by check with his and the President’s signature all orders for money authorized by the Chapter. Keep a correct account of all disbursements. Report on the condition of the Chapter’s finances as the bylaws of the Chapter may provide for and when requested by the Vice President for Financial Affairs or District Governor. Collect all initiation fees and Chapter dues promptly. Forward all National Fraternity dues, fees and assessments promptly to the appropriate National Officer. Have his accounts prepared for settlement at the annual election of officers and deliver to his successor, or to a committee appointed to audit them, all books and monies in his possession belonging to the Chapter. Submit any of his books and records for examination upon demand by Central Office, the District Governor, the alumnus advisor or any member of the Chapter.
Treasurer and the Secretary The Treasurer and Secretary positions may be held by the same person under the title of "Secretary-Treasurer"; this may be a good choice for a small Chapter.
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The Treasurer and Discipline The Treasurer is duty bound to remind the President and the Chapter that a Brother has not paid his dues to the Chapter. He should likewise recommend disciplinary action that should be taken. The following action may be taken: •
Payment Plan. A payment plan should be considered for brothers with financial difficulties. This can be done without the Judiciary Committee, or with it; it is best done by written agreement.
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Probation. A warning or probation can be taken by the Chapter or President for those members who are falling behind on dues.
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Suspension. For those members who are falling behind and not fulfilling his financial obligation, a suspension may be in order. Generally, a member on suspension may not vote or participate in Chapter activities, including pledging and being present at the Ritual.
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Expulsion. This action is reserved for those members who are seriously delinquent and show no interest in paying dues. Members expelled will forfeit all rights and privileges of membership.
Note: The District Governor should be informed any suspensions or expulsions. The names of any brothers expelled should be reported immediately to Central Office. It Goes without Saying that... •
...the Treasurer is responsible for handling all financial transactions of the Chapter.
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...the Treasurer should prepare an Operating Statement each month.
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...the Treasurer shall oversee dues collection. Collection of dues is usually a difficult job in any organization. The most effective procedure is to establish a schedule that is enforced regardless of circumstances or excuses. CHAPTER SECRETARY
Who? Any brother of the Chapter who is in good standing at the chapter meeting prior to elections is eligible for nomination.
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When? The Chapter Secretary is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Secretary is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing. What does the Constitution say? The Secretary shall conduct correspondence of the chapter unless otherwise directed or delegated. He shall: 1.
2. 3. 4.
5. 6.
Maintain a record of the name, address and phone number of each member of the chapter. He shall send a roster of such information to Central Office at the start of each academic semester. Report to Central Office and the District Governor, immediately, the names, addresses and phone numbers of elected officers. Report to Central Office and the District Governor, immediately, the names of expelled members, with information pertinent thereto. Maintain the official minutes of meetings of the chapter and keep custody of all papers and documents. He shall surrender all of the aforementioned to his successor after the latter has taken office. Perform duties assigned to him by the President or bylaws of the chapter. Produce a chapter newsletter, when and where feasible, unless that job has been otherwise delegated.
Treasurer and the Secretary The Treasurer and Secretary positions may be held by the same person under the title of "Secretary-Treasurer"; this may be a good choice for a small chapter. Communication Keep the chapter brothers, alumni, others area chapters, your District Governor and National Officers in the know about what's happening at your chapter. Newsletter One of the most effective ways to communicate your activities and events is through a chapter newsletter. •
Content. A newsletter should be carefully organized with a schedule of events and future dates to remember. Accomplishments of the brothers and the Chapter can be publicized and participation by other chapters with your Chapter can be encouraged. Page 9 of 24
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Distribution. If you do have a Chapter newsletter copies should be distributed to the District Governor, area chapters, chapter alumni, the Kleos Editor and the Executive Secretary.
It Goes without Saying that... •
...the Secretary is both a recording and corresponding post. However, in large chapters two secretaries may be needed. If this occurs only one position (likely the Recording Secretary) is the constitutionally designated "Chapter Secretary" -- the other would be look upon as his assistant.
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...the Secretary, when recording minutes should take notes at the meeting, and type the minutes shortly thereafter.
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...the Secretary's work, especially minutes, should be turned over to succeeding secretaries and be kept as a permanent account of Chapter activities.
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...the Secretary is to keep the members aware of the minutes. Copies of the minutes should read or distributed at meetings.
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...the Secretary is responsible for maintaining a record of each member of the Chapter and to inform the District Governor and the Executive Secretary of the chapter roster, elected officers, new members and expelled members.
CHAPTER PLEDGEMASTER Who? Any brother of the Chapter who is in good standing at the Chapter meeting prior to elections is eligible for nomination. When? The Chapter Pledgemaster is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Pledgemaster is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing.
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What does the Constitution say? The Pledgemaster shall conduct the complete pledge period of the Chapter under the supervision of the Chapter President under such rules, which may be established by the National Council. He shall: 1. 2.
3. 4.
Propose to the Chapter the names of prospective pledges. Submit a proposed calendar for the pledge period to the Chapter at a regular meeting; it shall be subject to the approval of the Chapter by majority vote. Arrange and conduct pledge meetings. Be responsible for the action and orientation of the pledges.
The Importance of the Pledgemaster The Pledgemaster's position -- while listed after Vice President, Secretary and Treasurer -- is truly a position of great importance. In some ways, it is second only to that of the President. When a Chapter chooses its Pledgemaster, it must consider the following "Seven Qualities for a Good Pledgemaster": 1. 2. 3. 4. 5. 6. 7.
8.
He must be respected by members of the Chapter. He must be knowledgeable in the history of Alpha Phi Delta, and fluent with the Dokime. He must be knowledgeable in the organization and government of the Fraternity. He must be organized in order to impress the brothers and pledges of the importance of his role as an educator. He must be enthused about Alpha Phi Delta and be able to transmit that enthusiasm to the pledges. He must be able to spend the time required with the pledges to insure a successful pledge program. He must be level-headed, wise and sound. An out of control or irresponsible brother will be an out of control or irresponsible Pledgemaster. The Pledgemaster should be the authority over all brothers and pledges in matters regarding the pledge period, though he is always under the supervision of the President, whose job it is to uphold the values and policies of the Fraternity.
The Pledgemaster and the Pledge Committee Due to the importance and wide range of responsibilities involved in a successful pledge program, the Pledgemaster should form a Pledge Committee. •
The Committee should consist of at least two (2) brothers. It is chaired by the Pledgemaster.
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it is responsible to plan the details of the pledge period. Page 11 of 24
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In the absence of the Pledgemaster, the members of the Pledge Committee should insure that both the pledges and brothers act within the guidelines set up for the pledge period.
Who should be on this Committee? The members of the committee should have a share in those special qualities that are necessary for a successful Pledgemaster. It Goes without Saying that... •
...the Pledgemaster's job is to form prospective members into good and sound brothers of Alpha Phi Delta Fraternity.
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... the Pledgemaster's job is primarily educational, more than administrative.
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... the Pledgemaster's job is to uphold the values and laws of the Fraternity. He is to stem, curtail, admonish against, speak out against hazing.
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... the Pledgemaster's job is to, after the pledge period is over, assimilate the new brothers into the Chapter and into the life of the Chapter.
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...the Pledgemaster's job is make sure "Form L" and the other forms are completed. He is also to have each pledge, in a deliberate fashion, read and review the "Risk Management Policy" of the Fraternity before signing related forms. A risk management test is required to be completed. CHAPTER HISTORIAN
Who? Any brother of the Chapter who is in good standing at the chapter meeting prior to elections is eligible for nomination. When? The Chapter Historian is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Historian is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing. Page 12 of 24
What does the Constitution say? The Historian shall serve as a historical record keeper of the chapter. He shall: 1. 2.
collect and record all data which in his opinion or that of the chapter, shall prove of historical value to the chapter and National Fraternity. act as a Kleos reporter unless that position has been otherwise delegated.
What a Historian does The Historian is responsible for collecting all data which may prove to be of historical value to the Chapter or Fraternity. At the end of each year, he should prepare a scrapbook that includes: •
The calendar-of-events with reports on Chapter functions, participation in Fraternity affairs, success in intramural sports.
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The membership roster, with a description of each brother’s activities/accomplishments for the year. (This description should include the brother's address, major, year of graduation, offices held, academic achievements, etc.)
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Pledge Class information — list names, accomplishments; copies of "Form L" -- member questionnaire would be appropriate here, too.
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Executive Committee reports on accomplishments and progress with comments on future goals.
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A formally posed group picture or a composite of all brothers taken by a professional photographer.
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Plenty of candid pictures taken during social or sporting events, initiations, etc.
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A record of chapter meeting dates, agendas, reports, and minutes.
Why a Scrapbook? The preparation of the scrapbook is frequently bypassed because it is too much trouble, or of too little interest. Though it may not seem important at the time, you will find it to be the Chapter’s most prized possession in years to come. Not only can it provide accurate historical information (which always seems to be in dispute) but also because it evokes memories of collegiate experiences that will always be cherished.
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The Historian and the Chaplain The Historian and Chaplain positions may be held by the same person under the title of "Historian-Chaplain"; this may be a possible option for a very small chapter. The Historian and Central Office. The Executive Secretary will store items at Central Office that the Chapter would like to preserve. The Historian and the Kleos Editor The Historian should also be sure that the Kleos Editor is informed of the Chapter’s activities, unless this duty is assigned to someone else. If the Chapter publishes a newsletter, it should be mailed to the Kleos Editor. Otherwise a small article each month can be prepared. It Goes without Saying that... •
...the Historian should collect a copy of the Chapter's minutes from every Chapter meeting.
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... the Historian should own or be in possession of a camera to capture pictorially some of the Chapter's activities, as well as member photos.
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... the Historian should be able to write well, so as to properly preserve the Chapter history. CHAPTER CHAPLAIN
Who? Any brother of the Chapter who is in good standing at the chapter meeting prior to elections is eligible for nomination. When? The Chapter Chaplain is elected at the end of the calendar year and takes office on January 1. Where? The Chapter Chaplain is elected at a Chapter Meeting before the end of the Fall semester (early December). At this meeting there must be a quorum, which is a majority (50% +1) of all members in good standing.
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What does the Constitution say? The Chaplain shall be the spiritual leader of the chapter. He shall: 1.
Conduct services, on occasions, as may be appropriate which are authorized and approved by the Chapter.
What a Chaplain does The Chaplain is the Chapter’s spiritual leader. •
He leads the Chapter in prayer at the start of each meeting, frequently using the "Prayer of Alpha Phi Delta."
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He should know "Prayer of Alpha Phi Delta" which is founded in the Dokimes and handbooks.
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He is responsible for sending the appropriate greeting card to the brothers, most especially "Get Well" cards, Condolence cards and Mass Cards. He might also send Christmas cards and Birthday cards to brothers and alumni.
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He is also responsible for coordinating visitations to any sick or troubled brother.
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In some chapters, the Chaplain may be the Community Service Chairman or Coordinator.
The Prayer of Alpha Phi Delta (It is most appropriate to say this prayer on the day of our founding, but it is also appropriate to begin chapter meetings and fraternity gatherings with this prayer). The italic bracketed section below is commonly omitted and the short below – which is the last verse of the prayer -- is what is commonly used as the prayer at meetings, etc. [O God of boundless goodness we beseech thee to look down upon us on this gracious day (of our founding) with the favors which you have always graciously shown Bless our fraternity in the deeds which it performs; help us to show good example to all our colleagues; for good example is the means towards our final happiness. Let us live on as a lively group, indulging in our daily duties and activities as college men. We beseech thee, to guide Alpha Phi Delta through the modern strains and mass confusion which surround us, so that we may embark upon the threshold of life, as sound individuals, ready to meet the challenge of the world.] Page 15 of 24
Bless us O God, so that we may never lose sight of the ideals set forth by our beloved founders; for these ideals are the very structure of our fraternity. May the powerful light and strength of thy Divine Grace, move all members of Alpha Phi Delta to respond gladly and generously to the work of our fraternity. Amen. The Chaplain and the Historian The Chaplain and Historian positions may be held by the same person under the title of "Historian-Chaplain"; this may be a possible option for a very small chapter. The Chaplain and Central Office. The Chaplain should report any deaths or severe (life-threatening) illnesses of any brother to Central Office. The Chaplain and District Governor. The Chaplain should report any deaths or severe (life-threatening) illnesses of any brother to the District Governor. He should apprise the Governor of strife or difficulties in the Chapter or as it might concern one brother. It Goes without Saying that... • • •
...the Chaplain should be a prayerful and level-headed brother. ... the Chaplain should be comfortable leading prayer at a meeting. ... the Chaplain should be ready and willing to take care of the spiritual needs of his brothers. CHAPTER DISCIPLINE
Probation What is Probation Probation is temporary, but renewable, period of time for a situation or problem to rectified by a brother. Probation in our Constitution and By-laws: "The President of an undergraduate chapter shall have the right to place on probation, for good cause, any member of the chapter." "Any brother whose semester G.P.A. falls below 1.0 on a traditional 4.0 scale shall be automatically placed on probation until a minimum GPA is achieved."
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Suspension and Expulsion What is Suspension? Suspension is a period during which a brother is not allowed to exercise his rights as a brother; he may not attend meetings, cast votes, etc. What is Expulsion? Expulsion is an irrevocable action that removes a brother from the ranks of Alpha Phi Delta. What are grounds for Suspension or Expulsion? "If any member of a undergraduate chapter believes another member of that chapter to be in violation of the rules of the National Fraternity or chapter or to have acted not in the best interests of the National Fraternity, he may file formal written charges against the other member to the President of the chapter... Each charge shall be alleged as specifically as possible." What happens after charges are made? "After formal written charges have been filed, a copy shall be given to the defendant who has thirty (30) days to submit a written response to the charges to the chapter President." After that response is received (or after 30 days, whichever comes first), the President of the chapter shall specify a date, between 30-60 days, on which the Judiciary Committee of the chapter will hear the case. What happens when the Judiciary hears the case? "The defendant shall be entitled to defend himself or select a member of the chapter to defend him... The chapter shall be represented at such a hearing by a member appointed by the President." "At the hearing, the chairman of the Judiciary Committee shall act as judge and shall pass upon all points of law raised.... The Secretary of the chapter shall take the minutes of the testimony." What if the Brother doesn't show up? "Failure of the defendant to attend the hearing shall not preclude the Judiciary Committee from holding a hearing and returning a finding of fact." How is a Suspension or Expulsion Enacted? The Judiciary Committee reaches a decision -- however it is merely advisory. That decision then goes to the Chapter for a vote. The final decision rests with the chapter; it can take whatever action it deems necessary, including dismissal of the charges. All members of the Chapter vote including the Judiciary Committee members and the defendant, so long as all are in good standing (aside from charges of the case).
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• • •
Suspension shall require a 2/3 vote. To expel a member shall require a 3/4 vote. If the requisite vote is not reached: acquittal
Can a Brother Appeal a Negative Verdict? Yes, he has 30 days to appeal to the Executive Committee of the National Fraternity. The appeal shall be heard by the Executive Committee at its earliest possible convenience or its next meeting, whichever comes first. What is filed in the Appeal? If an appeal is filed, the Secretary of the chapter shall forward a copy of the minutes of the hearing, signed under oath, to the Executive Committee. Within 20 days of the hearing, written briefs from both sides can be submitted. During Appeal Defendant Loses Vote During the time the appeal is pending the defendant shall have all of the rights and privileges of brotherhood except that he shall lose the right to vote. Possible Executive Committee Actions • Reverse decision of chapter to suspend: 2/3 vote. • Reverse a decision of the chapter to expel: 3/4 vote. • Let the decision stand as is: no action by the E.C. or inability to obtain the necessary votes If the Suspension/Expulsion is upheld, then what? The Brother has a right of Final Appeal to the National Council. It must be filed with Central Office within 30 days of the Executive Committee's decision (the Executive Committee shall forward the entire record of the case to the National Council). The defendant shall have the right to defend himself before this body or select a brother member to defend him. Possible National Council Actions • Reverse decision of chapter to suspend: 2/3 vote. • Reverse a decision of the chapter to expel: 3/4 vote. • Let the decision stand as is: no action by EC or inability to obtain the necessary votes. Note: Written notice of the decision of the Executive Committee and/or National Council shall be given to both the defendant and the chapter involved. In the case of expulsion, the Executive Secretary shall notify the Presidents of all entities.
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CHAPTER ELECTIONS Constitutional Chapter Officers The officers of an undergraduate chapter shall consist of those designated in the Constitution, namely: President Vice President Treasurer Secretary Pledgemaster Historian Chaplain Note: Two Chapter Judiciary Committee members are to be elected at this meeting. Chapter Designated Officers Other elected or appointed officers may be determined by the chapter’s bylaws, an example of this would IFC Representative. Exceptions The Secretary and Treasurer may be the same person, as may the Historian and Chaplain. When are Chapter Elections? The officers of the Chapter shall be elected annually by elections held at a Chapter meeting. The meeting for elections is to be held between November 1 and December 31. Who can run for chapter office? Two considerations are requisite to answer this question, one is fraternal, the other is academic, but must be complied with fully: •
Good Standing. Any brother in the Chapter may run, provided he is in good standing with the chapter at the last regular Chapter meeting preceding the meeting for the election of officers. Thus at that meeting the treasurer shall announce who is in good standing; likewise the Judiciary Committee shall make any relevant announcement if needed.
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Grades. A brother who seek office especially high office in the chapter should have good grades. He is the reflect the scholastic image of our Fraternity. A 2.0 is a bare minimum, if you school requires higher standards, that is to be adhered to.
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Note. The GPA rule applies to all chapter positions, even appointed ones, and all members must be in good standing to be appointed to any position.
Nominations A brother who wishes to run for office must be nominated and seconded -- and accept nomination. Page 19 of 24
What is the order of voting? If nominations are allowed to be taken on the floor at the election meeting, then it is best to elect the President first, then the subsequent officers. This allows someone who runs for President and loses, to be able to seek another office in the Fraternity and not be "shut out." If nomination are done at the meeting previous, and a set ballot is made, then this order becomes less important to the election process. Who votes? All members in good standing vote, including newly inducted brothers -- voting should be by secret ballot. How many votes are need to be elected? A candidate must secure a majority of the votes cast (do not count "abstentions" in the tally). If there are more than two candidates and no one gets a majority, a run-off is to be held between the top two candidates. When do Officers begin their tenure? Officers shall not take office until January 1. The term of office runs January 1 December 31. How long do they serve? Each elected officer shall serve until his successor has been elected (a.k.a. oneyear term). When does the President appoint his Chairmen? It is customary for the President-elect to name his Standing Committee Chairmen and other appointees after the end of elections. This is not required, but customary. How are the elections reported? Within a week of the completion of elections, a list of the elected officers and their addresses shall be mailed to Central Office. A copy of that list should be sent to your District Governor. How are vacancies filled outside of elections? • •
Any Position but the President: Any vacancy other than the President’s position may be filled in accordance with procedures adopted in the bylaws of the chapter. A vacancy in the President’s position shall result in the ascendancy of the Vice President to that position.
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The Vice Presidential vacancy caused by the V.P. becoming President shall be filled according to the Chapter By-laws. If the by-laws are silent, the post must be filled by election. REQUISITE COMMITTEES
What Committee is requisite for a Chapter to have? Every Chapter in Alpha Phi Delta is required by our National Bylaws to have a Judiciary Committee. What does the Judiciary Committee do? This Committee has no direct authority; it can only make recommendations to the Chapter regarding matters that come before it. By tradition, the Vice President of a Chapter is usually made the Chairman of this Committee. Who makes up the Judiciary Committee? According to the National Constitution, the Judiciary Committee shall be composed of three members, a chairman appointed by the President, and two other members elected by the chapter. If the defendant is a member of the judiciary committee, he shall not sit on the committee regarding the matters that concern him. The president will appoint a replacement to the Committee in this instance.
NON-REQUISITE COMMITTEES What is meant by the term “non-requisite committees”? It means that no Chapter is obligated to have any of the following committees, but they are helpful to carrying out the business of a Chapter (as per our Bylaws). How are these committees composed? These committees shall be composed of as many members as determined by the President or Chapter bylaws. Who appoints the chairmen of these committees? With exception to the Chapter bylaws, the Chapter President shall appoint a committee chairman. The Chairmen of the committee will then select the remaining members to sit on the Committee. The President is an ex-officio member of all these committees. According to our National Bylaws, what are the names of the “non-requisite committees” that a Chapter may have? Non-requisite committees consist of but are in no way limited to the following seven specific committees mentioned in our National Bylaws:
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Pledging Committee This committee is chaired by the Pledgemaster and shall assist the Pledgemaster in conducting events and matters pertaining to the pledge program. Alumni Club Liaison Committee This committee keeps the local Alumni Club and/or Alumni Association informed of how the Chapter is doing. This can be in written form or in person. This committee may invite Alumni, as appropriate, to Chapter meetings and events in accordance to the Chapter bylaws. House Committee The House Committee oversees the operation of a Chapter House (e.g., its maintenance, its financial matters, etc.) Interfraternity Council Committee A representative from this committee attends campus Interfraternity Council (Greek Council) meetings. The committee also serves to maintain good relations with local Greek community. Academic Standards Committee The Academic Standards Committee oversees the Academic standing of brothers in the Chapter; its members may provide help, encouragement and guidance to brothers who find themselves in academic need. They will also keep the brothers aware of the possibility of applying for an Alpha Phi Delta Foundation Scholarship or of eligibility for the Dr. A.U.N. Camera Scholarship Award. Social Committee This committee sets up and helps to execute the social calendar of the Chapter. The committee should serve to both organize and advertise social gatherings. Rush Committee The Rush Committee (sometimes referred to as a “Recruitment Committee”) exists to help the Pledgemaster (and the Chapter) organize rush events. It engages in recruitment of prospective members for Alpha Phi Delta. GODFATHERS Why is a pledge assigned a brother as his "Godfather"? Each pledge is assigned, as part of the Baptism ceremony, a Godfather (or Big Brother). This brother is assigned to serve the pledge as his personal guide through the pledge period. That pledge is seen as that brother's "Godson" or "Little Brother."
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Who can be a Godfather? The brothers who is to assume the responsibility of being a Godfather must meet the following criteria: • • • • • • • •
He should be a brother in good standing with the Chapter and the National Fraternity. He has to be a person who will be visible to his Godson; he should not be assigned as a matter of ceremony. He should be a brother who well represents the image and the values of the Fraternity. He can be assigned by the Pledgemaster, the President or the Pledge Committee, as per chapter by-laws; preferably by common agreement. He is to be willing to be his Godson's advocate, along with the Pledgemaster, before the Chapter. Except in the most unusual circumstance, an alumnus should not be a Godfather. A brother may be a Godfather more than once; this is common in small chapters. In a small chapter it is possible that a brother can be a Godfather for multiple pledges in one pledge class.
What is a Godfather? The Godfather is to be the encouraging older friend who will: • • • •
take an interest and keep an eye on the pledge's progress. act as the personal buffer between the individual pledge and the chapter. help the pledge to make the necessary adjustments to both fraternity life and college life. set a good example to the pledge placed in his care.
When are the Godfathers made known to their Godsons (Little Brother)? After the President of the Chapter (ranking National Officer) administers the Pledge's Oath, near the end of the Baptism, he then introduces each pledge to his Godfather. Role of Honor for a Godfather. The Godfather has many privileges associated with his position. At Baptism, after the President (or ranking National Officer) administers the Pledge's Oath, the Godfather: • •
Announces the "pledge name" of the pledge (this may be given by the Godfather or be pre-assigned by Chapter tradition; in either event the Godfather announces the name.) Places pledge pin on the left collar of the pledge’s shirt. Page 23 of 24
• • • •
On the instruction of the District Governor, instructs the pledge to sign Dokime and pledge book register (if present). Instructs pledge to recite the Pledge’s Oath. Signs in as the first signature to be placed in the pledge's "pledge book." That signature, completed, goes on page one of the pledge book. Signs the pledge register as the official sponsor or guardian of that pledge.
What are the parameters of this role? The Brother who is made a Godfather has an important role, but that role has parameters. •
While the Godfather is to look out for his Godson, he also is to look out for the good of the fraternity.
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If a Godfather engages in poor behavior and sets a poor example for his Godson, that Godson may be re-assigned to another brother.
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After initiation the Godfather is to continue to make a contribution to the new brothers’ fraternal life by leading him and encouraging him to be active in the Fraternity he had just pledged for.
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The Godfather-Godson relationship does not end with initiation.
Lineage • The proper language for generational references to Godfather, is the prefix "Great" (thus a Godfather's Godfather is the Godson's "Great Godfather", etc.)
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