Recolonization Application
Loyola Marymount University Phi Kappa Theta National Fraternity
Table of Contents Table of Contents............................................................................................................................2 Overview.........................................................................................................................................4 Alumni Information........................................................................................................................4 Alumni Coaching/Mentoring Volunteers:....................................................................................5 Alumni Programming, Recruitment and Retention.....................................................................5 Colonization Process and Resources...............................................................................................7 National Information...................................................................................................................8 California Chapters......................................................................................................................8 Past Three Years..........................................................................................................................9 Current........................................................................................................................................9 Future..........................................................................................................................................9 Collegiate Membership 2010-2011.............................................................................................9 Chapter Closures.......................................................................................................................10 Financial Information....................................................................................................................11 Individual Financial Obligations – National Dues.......................................................................11 Chapter Financial Obligations – National Dues..........................................................................12 Risk Management Related Information........................................................................................13 Claims History............................................................................................................................13 Hazing Policies...........................................................................................................................13 Judicial.......................................................................................................................................13 Member Qualifications..............................................................................................................13 Educational Programming.............................................................................................................13 Scholarship Information............................................................................................................14 Financial support and educational grants..................................................................................14 Intellectual Development Programs..........................................................................................14 Community Service/Philanthropic Programming......................................................................14 Campus Involvement.................................................................................................................15 Diversity Issues..........................................................................................................................15 Risk Management......................................................................................................................16
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Recruitment & Retention..........................................................................................................18 Appendix.......................................................................................................................................20 FIPG RISK MANAGEMENT POLICY..............................................................................................20 ARTICLE VIII. JUDICIAL...............................................................................................................23 ARTICLE XI. MEMBERSHIP Section 2. Membership Eligibility ...................................................27 Resolution on Philanthropic Programming................................................................................28 By-Laws 2011-2013....................................................................................................................30
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Overview Our Mission: Phi Kappa Theta actively develops men to be effective leaders who passionately serve society, Fraternity and God.
Our Vision: Phi Kappa Theta will be known as the premier human development organization inspiring confidence through life experiences.
Our Motto: “Give, Expecting Nothing Thereof.” Phi Kappa Theta has five areas of development. Each year we provide opportunities for our members to develop and grow in each of these areas and we in turn, ask our chapters to also provide opportunities for their members to develop in these areas. Our five developmental areas are: Fraternal Development Leadership Development Intellectual Development Social Development Spiritual Development Publications: Our major publication is The Temple magazine.
Alumni Information 4
Phi Kappa Theta Fraternity’s California Alpha Nu existed at Loyola Marymount University from 1956 to 1995. During that time, there were over 743 alumni who graduated from this chapter. Additionally, there are over 350 Phi Kappa Theta alumni who live within 20 miles of campus. Specific alumni lists can be downloaded here. Alumni from this chapter continue to meet annually for alumni reunions at Loyola Marymount University. Phi Kappa Theta has informed these alumni that the University has opened its campus for a potential recolonization. We are currently waiting to establish a conference call/webconference meeting with those alumni to identify an initial interest group to serve in a coaching/mentoring capacity.
Alumni Coaching/Mentoring Volunteers: Phi Kappa Theta recognizes that the presence of alumni to provide direct mentoring and coaching to our collegiate brothers is essential to the chapter’s success. For this reason, Phi Kappa Theta recruits, trains and supports a team of six alumni/volunteers to support its collegiate brothers in direct mentoring roles:
Alumni Programming, Recruitment and Retention While Phi Kappa Theta alumni are an excellent recruiting pool to select these mentors and coaches, we are also open to recruiting university faculty, parents and community leaders to serve in these mentoring roles. The key is to recruit alumni and volunteers who are in alignment with Phi Kappa Theta’s Mission to develop servant leaders. The terms for these roles are two years. To prepare alumni and volunteers to serve as mentors, Phi Kappa Theta has developed our (iServe) Institute. The (iServe) Institute has been provided to 5
alumni in parallel with our biennial summer Leadership Institutes since 2008. The workshops* provided during the Institute include: 1. Phi Kappa Theta’s Culture 2. Living the Mission 3. Phi Kappa Theta Fraternity’s Organization and Resources 4. Advising with Purpose^ 5. Coaching and Mentoring Through Values^ 6. Creating a Coaching Culture^ 7. Making a Commitment^ 8. Chapter Rehab 9. Housing Basics *These workshops are also provided through web-based training with alumni and volunteers between the (iServe) Institute. ^Phi Kappa Theta partnered with the Leadership Institute Women with Purpose to deliver this curriculum to our volunteers.
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Colonization Process and Resources Phi Kappa Theta Fraternity does not have a Leadership Consultant Program because instead we have chosen to invest our financial resources in retaining higher level skilled staff members. The Associate Executive Director of Education and Development is directly responsible for all expansion related activities in the organization. She will be supported by the Membership Growth Committee which is comprised of various volunteers who have been trained on our expansion procedures and have been involved in past expansions. Expansion Procedure: Recruitment – Upon approval of colonization, an agreed upon timeframe for recruitment would be set between Phi Kappa Theta and the Greek Life Office. Staff will spend approximately one week on campus recruiting. It is possible that we will utilize nearby collegiate members during this process which will require them to be sufficiently trained. Colony Development – Once Colony Status is obtained, we will begin the education and development phase. A staff member will work with the colony for four to six days on site assisting with operational training, elections, Constitution creation, and brotherhood bonding activities. A detailed list of goals and expectations will be worked on with the colony and managed through virtual trainings and meetings with the Associate Executive Director of Education and Development every two weeks. It is expected that the colony will begin to operate effectively and will begin to develop their members fully, recruiting to average chapter size, and begin preparing for chartering in one year. Strategic Plan – As the colony nears the completion of their goals and expectations, a weekend visit will be made to assist in the creation of a Strategic Plan. This plan will be based on our five developmental areas and will help the colony stay focused on goals and continued improvement after chartering. During this visit we will also begin creating their Petition to Charter. Petition/Chartering – The Petition to charter should be submitted no more than one and a half years after the group was started. This petition is voted on by the entire Fraternity and will grant the group the ability to be a chapter and Initiate members. Once the petition is approved, we will visit one last time for the Chartering Banquet, typically a weekend 10 weeks after approval. This weekend
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includes some Brotherhood activities, a formal banquet, and the initiation of all men involved in the colony.
Collegiate and Alumni Chapter Information National Information Proof of Proper Tax Identification Phi Kappa Theta’s tax identification number is 04-2200265. Please see the attached document which proves the Fraternity’s IRS determination. Proof of Liability Insurance Phi Kappa Theta currently participates in a general liability insurance program provided by Willis. All chapters and colonies are required to participate in our policy. Please see the attached Certificate of Liability Insurance provided by Willis. In order to obtain a comprehensive insurance policy naming LMU as additional insured we would need a formal request in writing.
California Chapters Currently, we have two active collegiate chapters in Southern California; one at San Diego State University and the other at the University of San Diego. Both chapters are healthy and have positive relationships nationally and locally. The Phi Kaps at SDSU are heavily involved in campus leadership roles our member is currently the Student Government President. Last year, a Phi Kap from USD was voted as the Undergraduate Advisory Committee Chairman and served as a voting member of our National Board of Trustees for two years. Both chapters actively engage at National and Regional conferences and are well supported by local alumni. There may be an opportunity for these chapters to assist with the recruitment process were we to be selected to re-colonize at LMU, but all members who were to assist would be thoroughly trained. We would ensure they were knowledgeable about LMU’s campus, culture, and the kind of man that we are looking for to build this new colony at LMU.
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Colonization/Recolonizations Past Three Years Louisiana Lafayette; Lafayette, Louisiana – Chartered Spring 2011 Temple University; Philadelphia, Pennsylvania – Chartered Fall 2011 St. Francis University; Loretto, Pennsylvania – Chartered Fall 2009 University of South Dakota; Vermillion, South Dakota – Chartered Spring 2011 Bridgewater State University; Bridgewater, Massachusetts – Chartered Fall 2011 Georgia Southern University; Statesboro, Georgia – This group colonized less than a year ago and they are in the final stages of their development process. They are functioning well, are very engaged locally and nationally and will be ready to prepare their petition to charter at the end of this term.
Current Currently, we have an Interest Group at Colorado State University that will likely become a colony within the next month. We also have another Interest Group at University of New Orleans that is close to recruiting enough members to be considered a colony. Neither of these groups were included in our chapter/colony counts.
Future Spring 2012 – University of Mississippi and University of Houston 2012-2013 – University of Illinois and Purdue University 2013-2014 – Carnegie Mellon University
Collegiate Membership 2010-2011 Total number of chapters Phi Kappa Theta currently has 45 active chapters and 1 colony nationally. We currently have no chapters or colonies internationally. Please see our map with all of our chapters and colonies listed by area. 9
Total number of collegiate members Phi Kappa Theta initiated 466 men during the 2010-2011 academic year.
Chapter Closures 2011 – 2012 St. Louis University – culture out of alignment with ΦΚΘ Michigan Technological Institute – culture out of alignment with ΦΚΘ 2010-2011 Carnegie-Mellon University – culture out of alignment with ΦΚΘ Purdue University – culture out of alignment with ΦΚΘ Phi Kappa Theta did not close any chapters from 2008-2010
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Financial Information Individual Financial Obligations – National Dues Phi Kappa Theta Fraternity provides its collegiate members with its amazing development opportunities for one great price. Collegiate members receive the following benefits with their membership: •
Brother Badge, Certificate of Membership and Membership Wallet Card
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Subscription to Phi Kappa Theta’s Temple Magazine
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Opportunity to attend Phi Kappa Theta’s Leadership Institute
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Opportunity to attend Phi Kappa Theta’s Biennial Convention
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Opportunity to attend Phi Kappa Theta’s Regional Leadership Conferences
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Opportunity to participate in Monthly Virtual Roundtables
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Access to Phi Kappa Theta’s personal and professional development resources
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Access to Phi Kappa Theta’s (iServe) Network
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Access to Phi Kappa Theta’s organized events, experiences and activities focusing on o Leadership Development o Spiritual Development o Intellectual Development o Social Development o Fraternal Development
Members of Phi Kappa Theta receive all of these benefits for a membership fee of $690. Phi Kappa Theta recognizes that the financial status of its members may vary and for this reason offers several payment options for its members: As an incentive for those members who are able to pay their membership fee immediately, Phi Kappa Theta offers the membership fee for a onetime payment of $645. 11
For those individuals looking to finance their membership, Phi Kappa Theta offers two payment options*: $35/month with $0 down for 24 months $55/month with $75 down for 12 months In addition to Phi Kappa Theta’s membership fee, individual members will be required to be covered on Phi Kappa Theta’s Liability Insurance Policy. Individual insurance premiums are approximately $131 per semester and are billed directly to the chapter. *payment plan options are signed contracts between the individual members and the National Headquarters of Phi Kappa Theta Fraternity. Monthly payments made towards a member’s payment plan will be deducted automatically from a checking account, debit, or credit card.
Chapter Financial Obligations – National Dues Once the colony becomes a chapter the following fees will also be required to be paid by each active chapter; Chapter Assessments - This fee is $240 per semester. Meeting Assessments - This fee is $325 per semester. Conference Registration Fees - Each member who wishes to attend our annual summer meeting will be required to pay the following fees; 1st and 2nd attendees from each chapter will pay $375 a person All other attendees from the chapter will pay $300 a person All of our colonies will prepare a budget with a National Staff member so that all fees are covered.
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Risk Management Related Information Claims History Phi Kappa Theta Fraternity has no insurance claims filed against it in the last three academic years.
Hazing Policies Phi Kappa Theta’s Policy on hazing is included in the FIPG RISK MANAGEMENT POLICY included in the appendix.
Judicial Phi Kappa Theta’s internal judicial process is defined in ARTICLE VIII. JUDICIAL in the National Constitution and is included in the Appendix.
Member Qualifications Phi Kappa Theta’s membership qualifications are defined by the ARTICLE VIII. JUDICIAL in the National Constitution and is included in the Appendix.
Educational Programming Phi Kappa Theta focuses significant efforts to ensure our members receive development in our five areas, including personal development and hands-on life skills trainings. In an effort to reach multiple audiences we provide trainings utilizing several different methods. These methods include: 1. Face to face trainings such as conferences and chapter visits 2. Virtual trainings such as roundtable discussions, webinar trainings, and Skype meetings. 3. Online Resources such as e-learning modules, online training videos, documents and programs. 13
Scholarship Information Financial support and educational grants Through Phi Kappa Theta’s Foundation, collegiate leaders are eligible for grants to attend our annual Regional Leadership Conferences. Collegiate chapters are eligible to receive academic and need-based scholarships directly through chapter designated fund accounts established through our Foundation. Additionally, chapters have the opportunity to utilize these chapter designated funds to apply for educationally qualified grants to conferences hosted by Phi Kappa Theta as well as other organizations provided educational programming. Currently, there are 22 chapters with these chapter designated accounts with our Foundation.
Intellectual Development Programs Leadership Institute, Regional Leadership Conferences and Chapter-based workshops: Phi Kappa Theta provides the following workshops at its Leadership Institutes and Regional Leadership Conferences: 1. The Job Search – Leadership Institute 2010 2. Insurance – Leadership Institute 2010 3. Buying a House – Leadership Institute 2010 4. Life Success with Finances – Leadership Institute 2010
Community Service/Philanthropic Programming At the core of Phi Kappa Theta’s Mission is its commitment to serving others. Nationally, Phi Kappa Theta supports its National Foundation a 501(c)3 organization and the Children’s Miracle Network as its national philanthropic partners (see the Resolution on Philanthropic Programming in the Appendix). Additionally, Phi Kappa Theta has coordinated efforts for its members to be engaged with Movember and the Movember Foundation, supporting the Prostate Cancer Research Foundation and the Livestrong for the last three years.
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Leadership Institute, Regional Leadership Conferences and Chapter-based workshops: Phi Kappa Theta provides the following workshops at its Leadership Institutes and Regional Leadership Conferences: 1. Do Something: Creating Social Change – Regional Leadership Conferences 2012 2. Etiquette – Leadership Institute 2010 3. Dinning Etiquette – Leadership Institute 2010
Campus Involvement Phi Kappa Theta encourages all members and chapters to be engaged on campus and in their communities. Through our Accreditation Program, we measure a chapter’s engagement through service, philanthropy, and community engagement. We also expect that our members are not only engaged in organizations outside of Phi Kappa Theta but that they are also leaders in those organizations.
Diversity Issues While Phi Kappa Theta was originally founded as a Catholic Fraternity, it has been over 30 years since we opened our membership to those of varying faiths and beliefs. The concepts of spiritual and religious diversity and acceptance are something that is discussed and shared with our members often. We also often utilize The Temple magazine to post stories regarding similar topics or highlighting our members who come from diverse backgrounds.
Leadership Institute, Regional Leadership Conferences and Chapter-based workshops: Phi Kappa Theta provides the following workshops at its Leadership Institutes and Regional Leadership Conferences: 1. ManPower: How Men Relate – Regional Leadership Conferences 2012 2. Infusing Spirituality – Regional Leadership Conferences 2011 3. Understanding the Group Dynamic – Regional Leadership Conferences 2011 15
4. Spiritual Development: The Other One – Leadership Institute 2010
Risk Management Leadership Institute, Regional Leadership Conferences and Chapter-based workshops: Phi Kappa Theta provides the following workshops at its Leadership Institutes and Regional Leadership Conferences: 1. Accountability 101 – Regional Leadership Conferences 2012 2. Motivating Change – Regional Leadership Conferences 2012 3. Fraternity Franchising – Regional Leadership Conferences 2012 4. Burning Bad Traditions – Regional Leadership Conferences 2011 5. Seeing Through the Haze – Regional Leadership Conferences 2011 6. Response Ability Workshop – Regional Leadership Conferences 2011 7. Liability Insurance – Leadership Institute 2010 8. Hazing Prevention – Leadership Institute 2010 *All facilitator guides for these workshops are available upon request. Phi Kappa Theta is able to provide professional and volunteer facilitators capable of providing following Risk Management-based workshops for its chapters. 1. Risk Management Module* 2. Crisis Management Guide* 3. Alcohol Module* *Phi Kappa Theta's liability insurance provider, Willis, has created this workshop.
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Online Resources: Phi Kappa Theta provides to its members resources addressing the topics of risk management directly on the Risk Management Resources Section of our website.
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Recruitment & Retention Phi Kappa Theta provides recruitment support in multiple ways to our chapters. In July of 2011 we held a Virtual Roundtable which utilized technology where members from across the country could join together to discuss recruitment and share ideas. Specialized recruitment trainings are held with all colonies and with individual chapters upon request. We also encourage chapters to utilize professional companies such as Phired Up and Recruitment Bootcamp in addition to training that we provide at National and Regional events. As a part of our Accreditation Program, we ask our chapters to submit how they are training their members to recruit as well as what goals they have set for themselves and a year-end evaluation of how well they did. In addition to recruitment, we strongly believe that the Associate Member Education process plays an important role in the retention of young members as well as developmental opportunities for older members. We have provided you a copy of our AME manual, The Journey, as well as our Associate Member Education Program Outline which can be found in the appendix. We are currently in the process of expanding upon this outline and creating even more resources and specific programs for our newest members. You will notice that two of our resources are E-Learning Modules; one for Time Management and the other for Parliamentary Procedure. Leadership Institute, Regional Leadership Conferences and Chapter-based workshops: Phi Kappa Theta provides the following workshops at its Leadership Institutes and Regional Leadership Conferences: 1. Recruitment Training with Recruitment Bootcamp – Regional Leadership Conferences 2012 *Chapters are also provided the opportunity to utilize RBC’s Online Skills Training after the conference as a take-away
Other Educational Programs Regional Leadership Conferences Each January, we host Regional Leadership Conferences over three weekends in January where all members of Phi Kappa Theta are invited to join together for training in each of our five developmental areas with a special focus on leadership. On average we educate over 150 members at these events that are partially funded by the Phi Kappa Theta Foundation. Leadership Institute On the off years of our Biennial Convention, we host our major educational summer conference called Leadership Institute. This conference lasts four days, 18
covers education in each of our five developmental areas and highlights an afternoon of hands-on life skills training on topics such as cooking, car repair, and personal finances. In addition we host brotherhood activities, etiquette training and an etiquette luncheon as well as participate in a philanthropic activity which contributes directly to our host community.
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Appendix FIPG RISK MANAGEMENT POLICY The Risk Management Policy of FIPG, Inc. includes the provisions, which follow and shall apply to all fraternity entities and all levels of fraternity membership. ALCOHOL AND DRUGS 1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on chapter premises or during a fraternity event, in any situation sponsored or endorsed by the chapter, or at any event an observer would associate with the fraternity, must be in compliance with any and all applicable laws of the state, province, county, city and institution of higher education, and must comply with either the BYOB or Third Party Vendor Guidelines. 2. No alcoholic beverages may be purchased through or with chapter funds nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the chapter. The purchase or use of a bulk quantity or common source(s) of alcoholic beverage, for example, kegs or cases, is prohibited. 3. OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, are prohibited. 4. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal drinking age). 5. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on chapter premises or during a fraternity event or at any event that an observer would associate with the fraternity is strictly prohibited. 6. No chapter may co-sponsor an event with an alcohol distributor or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) at which alcohol is given away, sold or otherwise provided to those present. This includes any event held in, at or on the property of a tavern as defined above for purposes of fundraising. However, a chapter may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy, including the use of a third party vendor and guest list. An event at which alcohol is present may be conducted or co-sponsored with a charitable organization if the event is held within the provisions of this policy. 7. No chapter may co-sponsor, co-finance or attend or participate in a function at which alcohol is purchased by any of the host chapters, groups or organizations. 8. All recruitment or rush activities associated with any chapter will be non-alcoholic. 9. No recruitment or rush activities associated with any chapter may be held at or in conjunction with a tavern or alcohol distributor as defined in this policy. 10. No member or pledge, associate/new member or novice shall permit, tolerate, encourage or participate in "drinking games.” The definition of drinking games includes but is not limited to the consumption of shots of alcohol, liquor or alcoholic beverages, the practice of consuming shots equating to one’s age, “beer pong,” 20
“century club,” “dares” or any other activity involving the consumption of alcohol which involves duress or encouragement related to the consumption of alcohol. 11. No alcohol shall be present at any pledge/associate member/new member/novice program, activity or ritual of the chapter. This includes but is not limited to activities associated with “bid night,” “big brother – little brother” events or activities, / “big sister - little sister” events or activities, “family” events or activities and initiation. HAZING No chapter, colony, student or alumnus shall conduct nor condone hazing activities. Permission or approval by a person being hazed is not a defense. Hazing activities are defined as: "Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol, paddling in any form, creation of excessive fatigue, physical and psychological shocks, quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of the confines of the chapter house; wearing of public apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, and any other activities which are not consistent with academic achievement, fraternal law, ritual or policy or the regulations and policies of the educational institution or applicable state law." SEXUAL ABUSE AND HARASSMENT The fraternity will not tolerate or condone any form of sexist or sexually abusive behavior on the part of its members, whether physical, mental or emotional. This is to include any actions, activities or events, whether on chapter premises or an off-site location which are demeaning to women or men, including but not limited to verbal harassment, sexual assault by individuals or members acting together. The employment or use of strippers, exotic dancers or similar, whether professional or amateur, at a fraternity event as defined in this policy is prohibited. FIRE, HEALTH AND SAFETY 1. All chapter houses should meet all local fire and health codes and standards. 2. All chapters should post by common phones and in other locations emergency numbers for fire, police and ambulance and should have posted evacuation routes on the back of the door of each sleeping room. 3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal authorities. 4. The possession and/or use of firearms or explosive or incendiary devices of any kind within the confines and premises of the chapter house is prohibited. 5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as initiation.
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EDUCATION Each fraternity shall annually instruct its students and alumni/alumnae in the Risk Management Policy of FIPG, Inc. Additionally, all students and key volunteers shall annually receive a copy of the Risk Management Policy and a copy of the policy shall be available on the fraternity website.
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ARTICLE VIII. JUDICIAL Section 1. Vesting of Judicial Authority The judicial authority of the General Fraternity shall be vested in the International Convention, the International Board of Trustees, and the Executive Committee. Section 2. Appellate Jurisdiction of International Convention The International Convention shall have appellate jurisdiction only of appeals from the decisions and rulings of the International Board of Trustees. a) All appeals to the Convention shall be in the manner and form prescribed by the Constitution or laws of this Fraternity. b) Any member or Chapter appealing to the Convention shall have the right to be heard in person or by representative in support of his or its appeal. Section 3. Original Jurisdiction of Executive Committee & the International Board of trustees The International Board of Trustees and its Executive Committee shall have original jurisdiction of all controversies and disputes arising between one Chapter of the Fraternity and another Chapter, or a member of another Chapter, or between a Chapter or member and an International Officer, and shall have authority to punish by fine or otherwise any Chapter for violation of the laws of the Fraternity, or for failure to comply with the instructions of the International officers or the International Executive Committee or the Board of Trustees. The Board of Trustees shall also have the power to interpret and construe this Constitution and the laws of the Fraternity; and, the ruling of this Board upon any question shall be law, until reversed by action of the International Convention. Section 4. Appellate Jurisdiction of the International Board of Trustees a) The International Board of Trustees and its Executive Committee shall have appellate jurisdiction over all rulings and decisions of the respective Chapters with respect to all matters of General Fraternity affairs, including appeals from the expulsion of a member by a Chapter. b) All appeals from the decision of a Collegiate Chapter shall be made within thirty (30) days from the date of the decision or ruling complained of, and shall be made in the manner and form prescribed by the Constitution and laws of the Fraternity. No appeals shall be made from the decision of the
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Collegiate Chapter on matters of local government and not affecting the General Fraternity. c) Whenever an appeal is presented to the Board of Trustees or the Executive Committee, both sides shall be entitled to be heard in person or by a representative in support of their position and, for that purpose the Committee shall, when notified of a desire for a personal hearing, convene as soon as practical at such time and place as may be designated by the Chairman of the Committee, having due regard to the convenience of all parties concerned, and the expense to be involved. Section 5. Expense of Appeals The cost and expense of all appeals shall be taxed to the losing party and the International Executive Committee may, at its discretion, require a bond sufficient to cover all expenses to be executed by the appealing party. This provision is not intended to cover any expenses incurred by the parties themselves in prosecuting or defending appeals. Section 6.
Status of Decisions and Rulings
The decision and rulings of the International Convention and International Board of Trustees shall be in writing, and shall stand as law until overruled or reversed, and shall be regarded as precedents upon all matters of a similar nature. Section 7.
Clerk of Appeals
The International Secretary shall act as clerk of all appeals, and shall keep a record of all appeals and shall preserve and file all the decisions rendered, and shall keep an account of all expenses incurred, and shall collect same from the losing party. Section 8.
Representation
No one shall be entitled to represent a party in an appeal who is not a member of the Fraternity. Section 9.
Trials and Appeals
Collegiate Members - Procedure All collegiate members shall be tried for offenses against the laws of the Fraternity, by the Chapter to which they belong. A written complaint or charge, setting forth in detail the matter complained of shall be filed with the Chapter Secretary in duplicate. This complaint shall be read by the Chapter Secretary at the next regular meeting of the Chapter and one copy shall be given to the accused member who shall be required to plead 24
"guilty" or "not guilty" to the charge. In case of a plea of "guilty" the Chapter shall immediately fix the punishment by a majority vote, except that it shall require a three-fourths (3/4) vote of the Chapter to expel. In case of a plea of "not guilty", the accused shall be granted a hearing at the next regular meeting of the Chapter. He shall be allowed to choose some member of the Chapter to represent him, or he may present his own case. The Chapter President shall appoint some member of the Chapter to prosecute the charge. The accused shall be granted a full and complete hearing regarding all phases of the charge(s). After the hearing, the accused shall withdraw from the Chapter room and a vote shall be taken. It shall require a three-fourths (3/4) vote of all present to render a verdict of guilty. If a verdict of guilty is rendered, the Chapter shall, by a majority vote, determine the punishment, except that it shall require a three-fourths (3/4) vote of all members present to expel. After the punishment has been decided upon, the accused shall be brought back into the Chapter room and the verdict and punishment announced by the Chapter President and the accused shall be advised of his right of appeal. Appeals to the International Board of Trustees A collegiate member against whom a verdict of guilty has been rendered by a Collegiate Chapter may appeal to the International Board of Trustees. He shall give notice in writing by certified mail to the Chapter and to the Executive Vice President within thirty (30) days of receiving official notice from the International Secretary of his expulsion. Immediately upon receipt of such notice, the Chapter President shall make up a transcript of the case and ten (10) copies thereof, containing the complaint or charge, the plea, a summary of the evidence, the finding of the chapter and the punishment fixed, and send the same to the Executive Vice President. Each side shall within thirty (30) days from the service of the notice of appeal, prepare and file with the Executive Vice President a brief and argument, and ten (10) copies thereof, setting forth the matters relied on in support of their position. Either side may request a personal hearing which shall be incorporated into their brief and argument. The Executive Vice President shall, upon receipt of those briefs, mail a copy of the transcript, and a copy of each of the briefs and arguments to each of the other members of the International Board of Trustees. The International President shall thereupon fix a time and place for hearing, of which due notice shall be given to the Executive Vice President, which notice shall state whether or not a personal hearing has been granted. After a full hearing, the International Board of Trustees shall either affirm, modify or reverse the decision of the Chapter. Either party may appear in person or by counsel and shall be entitled to make an argument. In case a collegiate member appeals from the punishment fixed after a plea of "guilty", the same procedure shall be followed.
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Original Case Before the International Board of Trustees In all cases where the International Board of Trustees has original jurisdiction, actions may be instituted by filing with the Executive Vice President a written complaint or charge setting forth the nature of the complaint or charge, together with ten (10) copies thereof. The Executive Vice President shall immediately send one of the copies to the opposite party by registered mail, who shall then without further notice be required to file with the Executive Vice President within twenty (20) days after receiving a copy of the complaint, an answer in writing, together ten (10) copies thereof, setting forth any matters in defense of the complaint or charge. The Executive Vice President shall send one copy of said answer to the complaint party, and within thirty (30) days after the filing of said answer, each party shall file with the Executive Vice President a brief and argument in support of their position, together with ten (10) copies thereof, which shall also state whether or not a personal hearing is requested. Upon receipt of the briefs and arguments, the Executive Vice President shall send to each member of the International Board of Trustees a copy of the complaint, answer and the briefs and arguments. The International President shall thereupon fix a time and place of hearing of which due notice shall be given by the Executive Vice President, which notice shall also state whether a personal hearing has been requested. At the time and place fixed, a full hearing shall be had and each party offered an opportunity of presenting evidence, and of oral argument, and may be represented by any member of the Fraternity. At the close of the hearing, the Committee shall make their finding which shall be in writing and be made a matter of permanent record. Appeals to International Convention Appeals from the decisions of the International Board of Trustees may be made by giving written notice thereof by registered mail to the Executive Vice President within thirty (30) days from the rendering of the decision. Thereupon the entire matter shall be represented to the International Convention and a hearing de novo be had, at which each party may be represented and offer evidence in support of his or its contention. At the close of the hearing the Convention shall affirm, modify, or reverse the ruling of the International Board of Trustees. The decision shall be made in writing and shall be made a matter of permanent records. Form of Appeal All papers in trials and appeals shall be typewritten and shall be upon uniform legal cap size paper.
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ARTICLE XI. MEMBERSHIP Section 2. Membership Eligibility Anyone shall be eligible for membership who is not already a member of a National Greek Fraternity (excepting honorary or professional fraternities approved by the International Board of Trustees) and....who wishes to carry out the goals and purposes of this Fraternity in accordance with the Constitution. A candidate shall not be denied membership on the basis of race, religion, creed, national origin, age, or physical ability, and such invitation shall be in accordance with all federal, state and local laws, and college or university policies. In order for a male student to be eligible to receive an invitation (a bid) by colony or chapter of the Fraternity, the following academic standards shall apply: With regard to a member who has never attended a post-secondary institution for a grading period including at least 12 credit hours, the individual must meet one of the following standards: The individual must have attained a cumulative high school average of at least a 2.00 (or the equivalent); or The individual must have attained a score of at least 800 on the SAT Test; or The individual must have attained a score of at least 18 on the ACT test. With regard to an individual who has previously attended a post-secondary institution for a grading period of at least 12 hours, the individual must have a 2.25 cumulative grade point average (or the equivalent; including acceptable transfer credit). Men of good standing and character as are considered worthy of membership in this Fraternity. Received satisfactory vote of the chapter as described under Article XI. Associate Member card has been signed, fee paid and both sent to the National Fraternity. Initiation card has been signed, fee paid prior to the initiation ceremony. Under no circumstances shall a man be denied the opportunity to pledge or gain membership in this Fraternity because of race, creed, color or national origin. It is understood that from among those deemed eligible by all such standards and modes of conduct, the Collegiate Chapter shall exercise its right to select for membership individuals who in the Chapter's opinion, shall best carry out the purpose and achieve the aims of this Fraternity.
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Resolution on Philanthropic Programming WHEREAS, Phi Kappa Theta Fraternity’s social ideal encourages our members to identify themselves with the collegiate and civic communities by active participation and service; and, WHEREAS, Phi Kappa Theta Fraternity’s spiritual ideal encourages the enrichment of our temporal lives through a well-balanced program of Fraternal, Spiritual, Intellectual, Social and Service activities; and, WHEREAS, Phi Kappa Theta Fraternity’s Basic Chapter Expectations calls for participation in a minimum of one philanthropic activity involving the full membership of the chapter each year; and, WHEREAS, Each chapter is to annually submit verification of minimum chapter standards achievement, including philanthropic involvement, to the Executive Offices; and, WHEREAS, There are many legitimate philanthropic endeavors, including the Phi Kappa Theta Foundation, that desperately need the ongoing energetic and creative assistance of individuals like the members of Phi Kappa Theta; and, WHEREAS, The preferred philanthropy of Phi Kappa Theta is the Phi Kappa Theta Foundation, an organization that strives “to enhance the quality of the educational, spiritual, and fraternal programs of the National Fraternity and its local chapters, by providing funding for those programs, and offering guidance as to their implementation.” The Phi Kappa Theta Foundation is committed to the Fraternity’s vision to “Give, expecting nothing thereof…”; and, WHEREAS, The previous preferred philanthropy of Phi Kappa Theta was the Children’s Miracle Network, an organization committed to making available, often times at no cost to the family, the highest quality hospital care possible for children in virtually all areas of the country; and, WHEREAS, There are many legitimate philanthropic endeavors, including the Phi Kappa Theta Foundation and the Children’s Miracle Network, that desperately need the ongoing energetic and creative assistance of individuals like the members of Phi Kappa Theta; and, BE IT THEREFORE RESOLVED, That, as chapters and members of Phi Kappa Theta Fraternity, we recommit ourselves to our social and ideals that call on us to give generously and selflessly to those around us who may be less fortunate or otherwise in need.
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BE IT FURTHER RESOLVED, That, all chapters of Phi Kappa Theta, including active participation and assistance from our Alumni chapters, examine their own philanthropic programming to ensure they are doing all they can for their surrounding communities. BE IT FURTHER RESOLVED, That, as the Phi Kappa Theta Foundation is our preferred philanthropy, all chapters, unless a conflicting chapter philanthropy exists (Children’s Miracle Network or local organizations), contact the Executive Offices, develop and maintain a relationship with them, and offer the chapter’s services in whatever manner is deemed appropriate. BE IT FURTHER RESOLVED, That, all chapters report any and all philanthropic activities to the national philanthropy chairman and/or Executive Offices. Passed by the 1999 Convention, ratified by the 2001, 2003, 2005, 2007, and 2009 Conventions Amended by the 2011 Convention
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By-Laws 2011-2013 ARTICLE I. NOMINATING COMMITTEE Section 1. Nominating Committee Members At least nine (9) months before the date of the meeting of the International Convention, the Nominating Committee will be appointed by the International President, with the advice and consent of the Executive Committee. The Nominating Committee shall consist of four (4) alumni members who are not trustees. One of the Alumni members shall be designated as Chairman of the Nominating Committee and he shall canvass the eligible candidates for the vacancies on the International Board of Trustees to be elected at the Convention. Section 2. Nominees The Nominating Committee shall cause nominations for vacancies on the Board to be submitted by Collegiate Chapters and Alumni Chapters at least four (4) months prior to the opening of the International Convention. Recommendations of the Nominating Committee shall not be considered unless all Collegiate and Alumni Chapters have been given the opportunity to participate as provided for in the previous sentence. Section 3. Alumnus Nominees The Chairman of the Nominating Committee, with the three (3) other alumni members, shall thereafter review the credentials of all who are to be considered for alumni positions on the Board of Trustees. They will then confer by telephone or letter and decide on nominees for the alumni vacancies on the Board of Trustees, so that this list can be sent to all convention delegates at least thirty (30) days prior to the start of the Convention. ARTICLE II. CONVENTION PROCEDURE Section 1. Prayer All meetings shall be formally opened by prayer. Section 2. Regular Committees a) Legislative Committees Convention Committees which are to function as part of the Convention organization shall be as follows: 1) Credentials 2) Judicial 3) Resolutions 4) Financial 5) Constitutional 30
Other committees may be appointed at the discretion of the President. b) Education Committees Education Committees shall work as individuals until the time of the International Convention when they will meet and exchange ideas. At the time of the Convention, these Committees may serve as panels or give assistance at Convention functions, as provided by the official agenda approved by the International Board of Trustees prior to the convening of the Convention. Such Committees may be as follows: Quo Vadis Rushing Scholarship Public Relations Expansion Ritual University and Dormitory Relations Associate Member Education Temple and Sun Leadership Conferences Commuter Campuses Section 3. Order of Business The regular order of business of the International Convention, unless otherwise provided by the official agenda prepared for the Convention, shall be: a) Opening b) Prayer c) Roll Call and Presentation of Credentials d) Appointment of Convention Personnel and Adoption of Rules for the Convention e) Reading of Minutes of Last Meeting f) Report of Meetings of International Executive Committee and the International Board of Trustees g) Report of International Officers h) Report of Inspecting Officers i) Report of the Editor of "The TEMPLE" and "The Sun" j) Credentials Committee Reports k) Convention Committee Reports l) Other Old Business m) Resolutions Committee Report n) New Business o) Remarks for the "Good of the Order" & Formal Closing
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Section 4. Suspension of Rules These rules governing the action of the International Convention may be set aside by a majority vote of members of any session of the International Convention. ARTICLE III. FEES Section 1. Initiation Fee Every member (except Alumnus) shall upon his initiation pay a membership fee which will include the official membership certificate or shingle, membership card, the official Fraternity badge, and subscription to the Fraternity publication, The TEMPLE. Such fee shall be $170.00, and shall be paid to the Fraternity Executive Offices within ten (10) days of initiation. The official membership certificate or shingle, membership card, and the official Fraternity badge shall be delivered to the chapter within sixty (60) days of receipt of the fee by the Executive Offices. An undergraduate may not participate in any part of the initiation proceedings until his initiation fee has been paid to the Chapter Treasurer. This fee is the property of the International Fraternity, and the Treasurer is guilty of misapplication of funds to commingle this fee in the chapter accounts. Section 2. Chapter Annual Meeting Assessments a) Each Collegiate Chapter shall on or before November 1 and March 1 of each year pay to the International Fraternity the sum of $325.00 to be used for the Biennial Convention and other national meetings. Chapters that are chartered after November 1st but before March 1 will pay a $100.00 Convention Assessment within thirty (30) days after receiving their charter. Chapters chartered on or after March 1 will pay a $325.00 Convention assessment within thirty (30) days after receiving their charter. b) At the time of the Biennial International Convention, the International Fraternity shall reimburse the official delegate and the alternate of the chapter each in an amount equal to the cost of the basic room, board, and a mileage allowance equivalent to five (5) cents per mile when the distance from the home site of the Collegiate Chapter to the Convention City (round trip) is 2,000 miles or less. When the distance traveled between the Collegiate Chapter and the Convention City (round trip) is 2,000 miles or more, the Chapter will receive six (6) cents for every mile traveled, and if the round trip is 3,000 miles or more, the Chapter will receive seven (7) cents for every mile traveled. Only one mileage allowance to each Chapter regardless of the number of brothers in attendance is paid. This Convention travel allowance may be distributed as the individual Chapters so elect. However, no 32
travel allowance shall be allowed to any Chapter that is not represented at the Convention with delegates properly accredited. c) Each collegiate chapter, if not represented at annual meeting by at least one collegiate representative, shall be fined the cost of two registrations to the annual meeting. Section 3. Associate Member Fee Each Chapter on associating new candidates for membership shall notify the Fraternity's Executive Office within ten (10) days of such association, and shall remit with such notification a fee of seventy-five ($75.00) dollars for each man associated. The Executive Office shall enter the name of such associate members upon the official records of the Fraternity. For each Associate the Executive Office shall furnish the Chapter with the official associate member manual, associate member pin, and other instruction material to be used in his training and preparation for collegiate membership in the Chapter. An additional Insurance Fee, based upon the individual’s Chapter rate, shall be remitted by the Chapter for each Associate Member within ten (10) days of Association or the Chapter’s billing date, whichever shall occur later. Section 4. Chapter Assessment a) Each collegiate chapter shall pay an assessment of up to $240 per semester, payable September 1st and January 1st of each year. b) Alumni Chapter Assessment Each recognized Alumni Organization (Defined as any alumni group chartered prior to August 1993, or serving to assist an undergraduate chapter, maintain housing or property, or serve a social function for regional alumni) shall be billed an annual alumni organization assessment fee of $150 on April 29th of each year which will cover services for the fiscal year beginning July 1 of that year. Payment of this fee shall entitle the alumni organization to all privileges outlined in Article XII, Section 4 of the Constitution. c) On November 1st and March 1st each chapter shall be billed $62.00 for every initiated Brother listed as a collegiate member. This fee will be increased $2 each September 1 st until the school year 2016/2017. Monies gathered via the per capita fee will be used for expansion and chapter development services. d) On each November 1st and March 1st, each chapter shall be billed $1.00 for every initiated brother listed as a collegiate member. Such fee shall be designated for the sole purpose of conducting the business necessary for the undergraduate advisory committee to be a productive and effective voice on behalf of their respective undergraduate constituencies.
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Section 5. Fee Modification The Board of Trustees may review the fees and assessments of the Fraternity at any time, and may recommend an increase in such fees. The recommendation must be sent to all collegiate chapters by mail ballot. The ballot must be returned within sixty (60) days of the date of the postmark. Approval of the Boards' recommendation shall require a two-thirds (2/3) majority vote of the chapters. The Board of Trustees will notify all collegiate chapters at least four months in advance of any increase in membership fees. Modification of such fee schedules except as provided in paragraph A, shall be upon a favorable vote of at least a majority of the authorized delegates of the collegiate chapters present. Members of the convention representing Collegiate Chapters only, shall be entitled to vote on increases or decreases in the amount of such dues or assessments. Members of the convention, otherwise entitled to such rights and privileges, may initiate, second, discuss and debate such increases, decreases or amendments. Section 6. Liability Insurance Assessment Phi Kappa Theta Fraternity will provide a National Liability Insurance Program that will cover the Fraternity and its chapters and colonies each year. All chapters and colonies will be covered under this program, unless they submit a copy of a substitute liability policy for approval by the International Board of Trustees each year and said substitute policy meets or exceeds the current Phi Kappa Theta National Liability Insurance Program. The annual cost of this protection will be determined by the International Board of Trustees. The annual cost will be determined no later than September 1 of each year. Premium for the National Liability Insurance Program must be paid to the National Fraternity on a schedule determined by the Board of Trustees to commence no earlier than October 31 of each year.
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ARTICLE IV. INSTALLATION OF COLLEGIATE CHAPTERS AND DESIGNATION OF COLONY CHAPTERS Section 1. Who Shall Install All new Collegiate Chapters shall be installed by an installation team composed of one or more men from nearby Collegiate Chapters designated by the International President and one member of the Board of Trustees. Section 2. Representation of International Fraternity In case it is impractical or impossible for a member of the International Board of Trustees to be present at the installation of a Collegiate Chapter, the International President may designate an Alumnus of the Fraternity to represent the International Organization at said installation. Section 3. Initiation of Local Alumni All Alumni of the local Fraternity which has been granted a charter must be initiated within one year from the date of the installation of the Chapter unless permission is secured form the International Board of Trustees for each individual extension of time. Section 4. Designation of Colony Chapters All Colony Chapters shall be designated by the International Board of Trustees. Upon successful completion of a probationary period and acceptance of the petition, said Colony shall be installed as a Collegiate Chapter of the Fraternity in accordance with Article IV. Section 1. of the By-Laws. ARTICLE V. FINANCIAL ACCOUNTABILITY Section 1. Independent Audit of Financial Position A) The International Board of Trustees shall contract with an independent accounting firm to have the financial records of Phi Kappa Theta Fraternity audited on an annual basis in accordance with “generally accepted auditing standards.” B) The annual audit shall include a “management letter” to be distributed to all members of the International Board of Trustees regarding the Fraternity operations and/or policies as is typical with most audits. C) Whenever fee increases are proposed, preliminary financial statements must be included with the proposed fees. Distribution shall be to all collegiate and alumni chapters in attendance, or to those receiving mail ballots if the mail ballot process is necessary. ARTICLE VI. COLLEGIATE CHAPTERS 35
Section 1. Powers All matters of local government shall, so far as possible, be left to the Collegiate Chapters, who shall have the power to make such laws and regulations for the government of their members and the transaction of business as shall not be inconsistent with their charters, the spirit of the Fraternity, this Constitution and amendments thereto, or the general laws of the Fraternity. Section 2. Meetings - Quorum All rules, regulations and laws of the Chapter shall be made by the members thereof, at meetings which shall be held not less than twice a month during the school year at the chapter house. Each collegiate member shall be entitled to participate in and have equal voice in said meetings, unless he be temporarily barred thereof by the Chapter for disciplinary reasons. The meetings shall be presided over by the Chapter President. A minimum of one-half (1/2) of the members of the Chapter or that percentage of the members of the Chapter established by the brotherhood above the minimum requirement, shall constitute a quorum for the transaction of business. Section 3. Chapter Officers The administration of each Collegiate Chapter shall be entrusted to the Chapter Officers to be selected by the members from among their own number (excepting the Local Chaplain and advisor) and may include an Honorary President, and Alumnus Advisor, President, Vice President, Secretary, Treasurer, Board of Trustees, Steward, Historian, Sergeant-at-Arms, Interfraternity Representative, Risk Management Officer, Editor of the Chapter paper, Alumni Relations Officer, and other officers required by local conditions. These officers shall be elected or appointed in accordance with local By-Laws. Elected officers shall be chosen annually or semi-annually by the Chapter members according to local custom, and at a time, which is convenient. Office installations shall be determined by local custom. Section 4. Advisory Council or Board of Control a) Each chapter shall be supervised by an Advisory Council or Board of Control who shall be elected by the Chapter and/or the Alumni Association of the Chapter, in accordance with the Constitution of such Board. This shall not exclude undergraduates form membership of said Board. b) Each Collegiate Chapter shall recommend to the International President a member of the faculty and/or staff of the school the chapter is affiliated with, for appointment as Chapter Counselor. Appointment will be for a two (2) year term. Duties of the Chapter Counselor shall be prescribed by the Board of Trustees and the local Constitution. 36
Reports on the condition of the chapter shall be required from all chapter Counselors annually. Section 5. Vacancies In case a vacancy occurs in any of the officers of the Chapter, it shall be filled by special election at a regular meeting not later than three (3) weeks from the time the vacancy occurred. Section 6. Scholarship a) Supervision and Control - The International Board of Trustees shall supervise and control the scholarship of the various Chapters of the Fraternity, of the individual members thereof, and may require reports form the officers on scholarship from time to time. They shall expect every member of the Fraternity to improve the scholarship of the Chapter to which he belongs. b) Awards - The International Board of Trustees may stimulate scholarship by conducting contests between the various Chapters and award prizes for the highest honors obtained in the contest. c) Scholarship Records - The Executive Vice President shall keep a record of the scholarship standing of the various Chapters in every institution, and may call upon chapters to report from time to time. d) Suspension for Poor Scholarship - The Board of Trustees may suspend a Chapter for its poor scholarship and, unless the same is improved by the next session of the Convention, may revoke the Charter. e) Chapter Library - Each Undergraduate Chapter is encouraged to provide for the accumulation of a Chapter Library, which shall be the property of the Chapter. Section 7. Traditions a) All the Chapters shall require the observance of the various traditions of the Fraternity and shall require all candidates to have a thorough knowledge of the traditions of the Fraternity before being initiated. b) Founders Day. The 29th of April of each year shall be observed as Founders Day. c) It shall be the duty of the Executive Vice President to gather and record the official traditions of the Fraternity, the details and presentation of which shall be presented from time to time to the Undergraduate and Alumni Chapters. d) Each Chapter shall be required to hold annually, before the first of April, a self-evaluation weekend, either along or in conjunction with nearby Chapters during which time the ideals of the Phi, the Kappa, the Theta, and the future of the Chapter relative to these ideals be considered. The purpose of this weekend is to develop and maintain the level of fraternalism in Phi Kappa Theta. No other fraternal activity shall take precedence in importance over this weekend. 37
Section 8. Inspection of Chapters a) Who Provides For? The International Board of Trustees shall make provision for the annual inspection of all Collegiate Chapters, and shall designate the inspecting officer, who shall be, if possible, a member of the International Board of Trustees, and who shall make a full and complete investigation and inspection of the conditions of the various Chapters inspected. b) Report of Inspection. The inspecting officers shall fill out and return to the Executive Vice President a detailed report in writing of the conditions of the various Chapters inspected, upon the official inspection form. c) Record of Inspection. The Executive Vice President shall keep a permanent record of all inspection reports made on the office inspection report blanks, showing the condition of the various Chapters from time to time, financially, scholastically and otherwise. Section 9. Basic Chapter Expectations - Chapter Accreditation All collegiate chapters shall strive to uphold the standards and ideals upon which Phi Kappa Theta was founded. In so doing, each chapter is responsible for maintaining an atmosphere in their chapters that fosters excellence in achievement of the Fraternity’s Ideals and is consistent with the standards of their host institution. Each chapter is responsible for maintaining an environment that fosters the active development of its members in the areas of leadership, fraternal, intellectual, social and spiritual development. Chapters will be measured on the successful development of this environment through phi kappa theta’s accreditation program. Chapter Operations All Collegiate Chapters must meet the following basic expectations: Initiate membership only as prescribed by those Rituals contained in the Arcana, Phi Kappa Theta Fraternity’s official book of Rituals, and report same to the Executive Vice President as prescribed by this Constitution and By-Laws. Conduct official chapter business at regularly scheduled chapter and executive council meetings throughout each academic term. Conduct, at minimum, one full chapter Quo Vadis. Chapter representation at each Biennial Convention and Leadership Conference sponsored by the National Fraternity. Maintain adherence within all chapter’s operations to the Fraternity’s risk management policies, academic standards, and Fraternity’s code of conduct and responsibility. Recruitment Programming Prepare and execute an effective new member recruitment plan at minimum for each academic term. 38
Associate Member Programming Prepare and execute an effective associate member program, utilizing, at minimum, the Journey (Phi Kappa Theta Fraternity’s educational manual). Each chapter shall, as prescribed by the Executive Vice President, return timely the official Document of No Hazing. Social Programming Prepare and execute an effective social program including alumni involvement, community and interfraternal activities, as well as member only activities. Philanthropic Programming A minimum of one philanthropic activity, emphasizing community service over fundraising, and including the full membership. National Philanthropy – The preferred philanthropy of Phi Kappa Theta is the Children’s Miracle Network. Alumni Programming Each chapter shall strive to continuously identify alumni leadership who shall develop or maintain an incorporated alumni organization for the advisory benefit of the chapter. Each chapter shall distribute, at minimum, one alumni newsletter each year. Each chapter shall encourage, and/or provide for, at minimum, one alumni gathering each year. Educational Programming Prepare and execute a plan to provide for adherence to the Fraternity’s Academic Standard, striving for optimal academic performance by each member. Each chapter shall appoint a chairman for the purpose of coordinating this programming. Financial Programming Each chapter shall, as appropriate, file an IRS Form 990. The chapter treasurer shall report monthly to his chapter as to the chapter’s financial position and member indebtedness. Each chapter shall have a written budget for the operational programming outlined herein, as well as any fees payable to the college or university or the National Fraternity. Each budget should provide for adequate representation at any National Fraternity event. It shall be chapter policy to pay all accounts payable within 60 days. Each chapter shall have a formal written and enforceable policy regarding collection of accounts receivable. Each chapter shall, as prescribed by the Executive Vice President, return time the official chapter Treasurer’s Statement of Duties to provide for adequate bonding.
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Campus Involvement Each chapter shall encourage in its members an active involvement in campus activities outside of Phi Kappa Theta. Property Management Where applicable, chapters shall ensure that all local codes and the Fraternity’s Risk Management Policy are being enforced as they relate to property. Chapters with housing shall provide an environment conducive to academic achievement. Paperwork All candidates for executive offices of collegiate chapters must be officially recorded, paid, for and duly recorded in the files of the executive offices to be eligible for such an office in a collegiate chapter. By June 1 of each year, each chapter shall submit to the National Fraternity’s Executive Offices a chapter appraisal form, which notes its levels of compliance with these minimum expectations. Section 10. Standards of Excellence Phi Kappa Theta exists to foster an environment in which like-minded men can achieve the extraordinary on behalf of their brothers, their universities/colleges, and their communities. To that end, Phi Kappa Theta collegiate chapters will always strive to set the following standards of excellence. Intellectual Chapters will maintain a group grade point average above the All University Men’s Average. Brothers who achieve individual excellence in academics will be celebrated with the chapter’s highest honors and rewarded for their achievements. Fraternal Chapters will display the highest standards of Fraternalism and interfraternalism, and each will be utilized by their host institution as a role model for other student groups. Spiritual Chapters will actively engage all men of faith on their campuses to build understanding and peace among all religious communities. Every chapter member will be actively engaged in a faith community of their choice. Social
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The name Phi Kappa Theta will be synonymous in every host community with social service with every member actively filling a role of service within their communities. Section 11. Personal Code of Conduct Phi Kappa Theta Fraternity fully understands the great responsibility placed upon it in the training and education of its members and believes that fraternalism is nurtured in an atmosphere of social and moral responsibility and loyalty to the principles of higher education. Phi Kappa Theta further believes that a fraternity without morally sound precepts and practices is not a constructive influence upon college men. Phi Kappa Theta further believes that it has a solemn obligation in the development of its members and this responsibility extends alike to the institution where it is represented; to parents and other who make possible the education of members; to the communities where chapters are accountable for good citizenship; and to the college fraternity system of which it is a part. All members of Phi Kappa Theta shall personally embrace, adopt and endorse the following code of conduct in their everyday life in order to remain in good standing. Furthermore, it is an expectation that each collegiate chapter will ensure that its members comply with this standard and hold accountable any member that fails to do so. This standard provides that all members of Phi Kappa Theta Fraternity shall: a) Uphold his scholastic obligations to Phi Kappa Theta and to the educational institution by maintaining a minimum cumulative grade point average of a 2.25, or the host institution’s standard cumulative grade point average whichever is higher. Where a host institution’s utilizes a grading system other than a four point scale, the scholarship commissioner will determine a reasonable equivalency. Should a member be in violation of this section, that member shall be considered a member not in good standing. b) Respect the dignity of all persons, and therefore, not participate in, nor tolerate, the physical, psychological or sexual abuse of any human being. c) Respect the rights of property, both others and his own; therefore, he will not abuse, nor will he tolerate the abuse of, private or community property. d) Uphold his financial obligations to Phi Kappa Theta. e) Not use, nor tolerate the use of, illegal drugs. f) Not abuse, nor tolerate the abuse of, alcohol. g) Not condone any behavior that may be interpreted as a violation of local, state, or federal laws or that damages the reputation of his chapter or Phi Kappa Theta fraternity. h) Do all in his power to see that chapter property is properly cleaned and maintained. i) Confront the members of his fraternity who are in violation of the code of conduct and responsibility. 41
ARTICLE VII. AMENDMENTS These By-Laws may be amended by a majority vote of all members of the International Convention provided that all the chapters shall be furnished with a copy of the proposed amendment thirty (30) days before the amendment shall be presented to the International Convention. The proposed amendment and copies thereof shall be placed in the hands of the Executive Vice President fortyfive (45) days prior to the opening of the Convention in order to comply with the above regulation, who shall send a copy to each Undergraduate Chapter and Alumni Chapter and each member of the International Board of Trustees by first class mail or electronic transmission/notification. Once an amendment has been proposed as outline above, the International Convention can make further changes in the proposed amendment as long as they are consistent with the overall purpose of the amendment.
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Associate Member Education Program Outline Associate Member Education The goal of this program is to provide a workable outline of Fraternity education to the collegiate chapters of Phi Kappa Theta Fraternity. We recognize both the benefits of a consistent education program for all chapters, as well as the need for individual chapter enhancements because not every chapter is the same. This program is in alignment with the Journey and our expectation of an 8 week Associate Member Education Program. It is designed to create a lasting pride in Phi Kappa Theta Fraternity and to develop a healthy spirit of brotherhood, integration, and knowledge of the Fraternity. AME Objective At times, people have varying ideas of the objective of the Associate Member Education Program. Being an Associate Member does not mean that you are proving yourself or that you are earning your way into the brotherhood. This is a time of learning and integration. There are many things you learn about Phi Kappa Theta through your college years and your time as an associate is spent learning some of the most significant information such as the history of our organization and the local the chapter, the governing documents of the organization, and how a chapter functions. Building strong and positive relationships with the brothers is equally important and the best way to do so is by participating in events and activities that the rest of the chapter participates in. It’s our expectation that Associate Members would be encouraged to attend all chapter functions, philanthropies, social events, fundraisers, and chapter meetings. This is not an organization of exclusion. Associate Members have all the same rights and responsibilities that the rest of the brothers have with the exception of attending Ritual, wearing the badge and the crest, and voting in a chapter meeting. Big Brother Mentor Program A crucial element of a successful Associate Member Education program is the effectiveness of the Big Brother Mentor Program. This program is vital because it helps the associate member understand that someone cares about his successful journey from the very beginning. The associate member feels engaged by the older member and has somebody to look up to that can teach him the way. Often times Big Brothers provide clarity and support in difficult times even after the associate member has initiated which has helped chapters retain more members than they would have without this successful mentorship program. Selection of the Big Brother Selections should take place before the Associate Member Ceremony which happens prior to the first AME Meeting.
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1. Ask the associate members to list three brothers that they have formed a relationship with that they respect. They should not list these brothers in any particular order. 2. Ask the eligible members to list three associate members that they have formed a relationship with that they respect. They should not list these brothers in any particular order. 3. The Associate Member Educator and/or Associate Member Education Committee make the selections since they should know the Associates and brothers. Obligations and Responsibilities of the Big Brother 1.
Find out as much as you can about the Associate Member by spending time with him and asking questions, especially when no one else is around. Go for walks, double date, introduce him to your friends and parents, and watch his grades. a. Like all friendships, the foundation is TRUST. Does the Little Brother pay you the highest compliment a person can receive by revealing thoughts that are very personal? Is he honest with you by admitting his faults and failures? To become a confidant, you must be trustworthy.
2. The Big Brother serves as a mentor. Do what you say you will do, behave how you expect your little brother to behave. Treat him how you want to be treated. Know that you are equals, friends, and brothers. 3. The Big Brother has a significant impact on whether or not an associate member is prepared to pass his test to qualify for Membership. The Big Brother should always be aware of situations effecting his Little Brother's attitude and performance. 4. The Big Brother should have ongoing communication with Associate Member Educator with regards to his Little Brother’s progress. If there are any issues or concerns, they should be addresses immediately with the AME.
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Why Does the Program Fail? 1.
Lack of interest by the Big Brother - If the Big Brother is not paying much attention to his Little Brother, then he should be removed.
2.
Lack of attention by the Associate Member Educator or Committee Behind every good program there are the ones who check closely to see that each person is doing his job.
3.
The Big Brother does not understand what to do or how to handle the position.
4.
The Big Brother is afraid to lose his “status” and respect by being too friendly with the Associate. This thinking is ridiculous and immature but it happens all too often.
Associate Member Education Programming Outline Week 1: *Associate Member Ritual should be completed prior to or at the beginning of this meeting *Chapters 1 and 2 in the Journey should be read (in advance) and discussed (at meeting) *AME discusses and distributes: *Big Brothers are assigned and program is explained *Expectations of AME Program *Includes financial expectations and due dates *Listing of membership and their contact information *List of chapter committees (they should be included on a committee) *Full chapter calendar and attendance expectations *FIPG policies should be distributed and discussed (These can be found at http://www.fipg.org/) *Review and discuss AM Class Officer Descriptions. *Chapter President visits meeting
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*Welcomes group and discusses his role in the chapter and what he does as an officer *Distributes and discusses National Constitution and Bylaws * Distributes and discusses local governing documents Week 2: *Chapter 3 in the Journey should be read and discussed *Achieve should be presented/reviewed *A Parliamentary Procedure workshop should be presented (You may utilize the e-learning module. They can do this on their own and print out completion certificate as proof the class was completed) *Vice President Fraternal Development visits the meeting to discuss his team and their roles in the organization. *Advisor or Alumni Board members visit and discuss their role with the chapter and the importance of involvement after graduation. *Elect AM Class Officers Week 3: *Chapter 4 in the Journey should be read and discussed *A Time Management workshop should be presented (You may utilize the e-learning module. They can do this on their own and print out completion certificate as proof the class was completed) *Vice President Intellectual Development visits the meeting to discuss his role in the organization. *He distributes and discusses scholastic expectations of membership and academic resources in the chapter and on campus Week 4: *Chapter 5 in the Journey should be read and discussed *A Leadership Development program should be presented *Vice President Leadership Development visits the meeting to discuss his role in the organization. *He distributes and discusses leadership opportunities on campus *At the end of this meeting, there should be a brotherhood event with the AM’s and the entire chapter. Something without alcohol where everybody can socialize together like playing Board Games or doing teambuilders together. Week 5: *Chapter 6 in the Journey should be read and discussed
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*The difference between Service and Philanthropy should be explained in addition to what the chapter does in each area. *A Social Etiquette workshop should be presented * Vice President Social Development visits the meeting to discuss his role in the organization.
Week 6: * Chapter 7 in the Journey should be read and discussed *A Spiritual Development program/discussion should take place *Vice President Spiritual Development visits the meeting to discuss his role in the organization. *Expectations will be set in addition to a brief introduction to Initiation Week 7: This meeting will be used as an opportunity to review and discuss everything that has been learned. The AME should create a unique environment or game for the group to review and prepare for the comprehensive exam. Week 8: The National Associate Member Education Exam will be given. This exam should be passed before members are initiated. The exam should be administered with an advisor or alumnus present. Initiation will take place in this week as well.
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