ALPHA PHI OMEGA
ALPHA PHI OMEGA Alpha Alpha Xi Chapter Bylaws University of the Pacific PREAMBLE We, the Members of Alpha Alpha Xi Chapter of Alpha Phi Omega, a National Service Fraternity,chartered at University of the Pacific, do adopt these Chapter Bylaws. We affirm that these bylaws are not in conflict with the National Articles of Incorporation, the National Bylaws, the Standard Chapter Articles of Association, or the rules, regulations, or the policies of University of the Pacific. ARTICLE I – MEMBERSHIP SECTION 1. OPEN MEMBERSHIP Membership in this chapter shall be open to students of the University of the Pacific of every sex, race, color, creed, age, and sexual orientation, irrespective of their course of study or other fraternal affiliation. SECTION 2. ACTIVE MEMBERSHIP A. Definition An enrolled student who accepts the principles of Alpha Phi Omega and has been duly initiated into membership according to the official ritual of the fraternity. B. Responsibilities 1. All actives must complete the requirements set forth by the Vice President[s] of Membership that are voted upon by the chapter with two thirds approval fulfilling quorum. Each required activity will be deemed a point value as determined by the executive committee and approved by the chapter. Requirements may include service hours, a fund-raising activity, a newsletter, fellowship events, inter-chapter events, and any other occasional duties set forth by the section or nationals per active semester. All required points must be accumulated before chapter elections begin or the member loses his/her right to vote. 2. Minimum requirements shall include the following categories: i. Service Hours ii. Fellowships iii. Inter-Chapter Events iv. Fundraising v. Additional requirements such as leadership conferences, chapter retreat, chapter ceremonies, and newsletters may be required at the discretion of the executive committee and approval of the chapter. These special
categories may be assigned an additional point value as set by the executive committee. 3. In compliance with the national fraternity and University of the Pacific, each active member will be required to attend workshops: i. Nationals Risk Management Workshop ii. Nationals Pledging Program Workshop iii. University New Members Seminar (for Newly Activated Brothers) 4. 5. Dues and fines will be set by the executive committee accompanied by an explanation and budget report of semester finances. All actives must have their dues paid or have made satisfactory arrangements by the due date set by the executive committee. Any active failing to meet this responsibility will be subject to the aforementioned fines or will be considered inactive and may petition for associate membership. (See Article 1, Section 4.) 6. All actives must not have any outstanding debts to Alpha Phi Omega from any previous semesters. 7. Actives shall attend all chapter meetings unless cleared by the Vice President[s] of Membership at least two (2) days prior to a chapter meeting. Any member who does not have clearance with the Vice President[s] of Membership regarding 3 meetings during the semester will be considered inactive unless a wildcard is completed in order to regain active membership. In the case a brother does not complete a wildcard, he/she may petition to become an associate member to the Vice President[s] of Membership. The Executive Committee will review the petition and a recommendation will be given to chapter. The petition must receive two-thirds votes of active members fulfilling quorum to regain voting rights. The loss of voting rights for the member in question will continue until the end of the semester. The Vice President[s] of Membership and the executive committee will determine excusable absences. 8. Actives shall attend all ritual ceremonies including pinning and activation/initiation unless cleared by the Vice President[s] of Membership at least one week prior to the ceremony. Secondary ceremonies may be made available on a case-by-case basis upon the schedule of the pledges. With clearance of absence to a ceremony the brother must complete a wildcard set forth by the Vice President[s] of Membership. Brother failing to do so will be considered inactive and maybe petition for associate membership. 9. All actives must chair and actively serve on a committee with fulfillment upon the discretion of the overseer. 10. Requirements shall be due before elections begin. 11. An active member in violation of Risk Management and other policies will be penalized under the discretion of the Vice President[s] of membership and consideration of the executive committee. C. Rights 1. An active member shall be eligible to vote on all items of business at any regular or called chapter meetings.
2. An active member shall be able to hold office as long as he/she meets the requirements stated for that office as stated. 3. An active member shall be able to participate in all activities of the chapter. SECTION 3. INACTIVE MEMBERSHIP 1. An inactive member has failed to fulfill all responsibilities as stated above. 2. An inactive member may not vote, nor may he/she hold a position in the executive committee. 3. An inactive may participate in all chapter functions but shall not receive any chapter subsidy. 4. Any member who has been inactive for more than one semester must apply to the Vice President[s] Membership for reinstatement to active status. SECTION 4. PLEDGE MEMBERSHIP A. Definition Any student duly enrolled at the University of the Pacific who attends the pledge ritual and pays the pledge fee is eligible to be a pledge for one semester. They may be held over as pledge for one semester upon recommendation of the Pledge Educator[s]. B. Refusal of Pledgeship Pledgeship refusal is allowed under the National Pledging Standards and the determination that the potential poses a compromise to our chapter. Refusal is upon the discretion of the Pledge Educator[s] with consideration from the Vice President[s] of Membership for the greater good of the chapter accompanied by an explanation to the potential of the refusal. C. Responsibilities and Requirements 1. The Pledge Educator[s] with the approval of the Vice President[s] of Membership shall determine the responsibilities and requirements of the pledges, in accordance with National Pledging Standards. 2. Requirements shall be due before elections begin. D. Rights 1. Pledges shall be able to vote in any and all pledge elections. 2. Pledges may participate in all chapter activities, upon the approval of the executive committee. E. Upon activation, a newly initiated member is given the right to vote in all chapter proceedings, including elections, for the remainder of the semester.
ARTICLE II – OFFICERS SECTION 1. ELECTIONS All elected officers shall be elected by the procedures defined in Article V of the Chapter Bylaws. SECTION 2. TERM
A. The term of office of elected and appointed officers shall be from their installation until the installation of the succeeding officers, for a period of one semester, unless they are removed from office or resign from office, with the resignation being accepted in writing by the Executive Committee. B. No active member may serve in more than two (2) consecutive terms of the same office. SECTION 3. OFFICES The elected officers of this chapter shall be President, Vice President, Vice President[s] of Service (VPS), Vice President[s] of Membership (VPM), Vice President[s] of Fellowship (VPF), Pledge Educator[s], Treasurer, Corresponding Secretary, Recording Secretary, and Historian, Rush Chair[s], and Banquet Chair[s] SECTION 4. QUALIFICATIONS OF ELECTED OFFICERS A. Upon the election into office of an active brother or pledge, his/her names will be submitted to ASUOP for approval of good academic standing as verified by the University of the Pacific; to meet all university requirements set forth in the university rules and regulations. The president elect will be responsible of notifying ASUOP to verify these academic requirements. Failure to meet these academic requirements as set forth by the University of the Pacific will result in the immediate removal from office. The position shall then be filled by the same procedures as if the officer has resigned. B. To be eligible for the offices of President, VPS, VPM, VPF, Pledge Educator[s] and Treasurer, a person must have been an active member for at least one semester prior to taking office. C. Other elected and appointed officers must be active members prior to taking office. D. To be eligible to run for office, an active member must complete all the requirements as outlined in Article I. Section 2. B. SECTION 5. PRESIDENT A. The President shall be responsible for presiding over all chapter general meetings, executive committee meetings, and all special meetings. He/She shall remain impartial while conducting meetings and only vote in case of a tie. B. The President represents the chapter to all members of the campus, the community, and the country. C. The President may appoint special committees necessary for the efficiency in carrying out the program of the chapter and ensures that this program conforms to any higher set of rules, specifically the National Bylaws. D. The President is responsible for coordination the CAPS at the beginning of each semester. E. The President is responsible for seeing that all advisors and distinguished guests are properly recognized at all chapter functions. F. The President shall serve as the Ceremony Chair for all chapter initiation and activation events, in accordance with the Ritual Handbook; including recruiting actives for roles. G. The President shall be familiar with parliamentary procedure that can be found in Robert’s Rule of Order, Newly Revised in order to run meetings and conduct business in an efficient manner, while maintaining order.
H. The President is responsible, with the help of the VPM, for updating the annual chapter membership rosters and sending them to the National Office each fall before November 15, or the date named by the National Office. SECTION 6. VICE PRESIDENT A. The Vice President will act as a liaison between all positions, President, and potentials. They will ensure communication throughout the executive board and chapter. B. In the event that the office of President shall become vacant, the Vice President shall become President until a special election occurs if deemed appropriate by the chapter. C. The Vice President strives to attend as many events as possible to maintain a balanced perspective of the chapter’s ongoing events. They shall be present in the minds of the active body and potentials. D. The Vice President requires a final verbal report for each of the chapter’s events. SECTION 7. VICE PRESIDENT[S] OF SERVICE (VPS) A. The VPS is responsible for presiding over the chapter’s service program. B. The VPS will ensure that an accurate record and evaluation of all service projects is submitted by each project chairman and that all project reports are assembled and maintained in a single location. C. The VPS presides over all service project chairman and special service project committee chairman. D. The VPS will add the amount of hours of the service event missed to an active, associate, or pledge’s service requirements for every event if they fail to give 48 hours cancellation notice upon approval for an event they have signed up for. SECTION 8. VICE PRESIDENT[S] OF MEMBERSHIP (VPM) A. The VPM is responsible for keeping accurate membership files at all levels of membership in this chapter and compiling an active roster within four weeks of the beginning of the semester. B. The VPM is responsible for seeing that the pledge program, as constructed by the Pledge Educator[s], follows the guiding principles of Alpha Phi Omega, and conforms to the National Bylaws, the National Articles of Incorporation, and the Chapter Bylaws. C. The VPM is responsible for the promotion of alumni involvement in chapter events. D. The VPM will preside over the details of wildcard[s] with the consideration from the executive committee. (A wildcard is a set of requirements that act as substitutions for breached contract requirements.) SECTION 9. VICE PRESIDENT[S] OF FELLOWSHIP (VPF) A. The VPF is responsible for presiding over fellowship events within the chapter and with other chapters of Alpha Phi Omega. B. The VPF shall coordinate a chapter retreat per semester. C. The VPF shall coordinate the end of semester gathering.
SECTION 10. PLEDGE EDUCATOR[S] A. The Pledge Educator[s] is responsible for establishing and executing a program for the pledges, which will provide them an opportunity to learn the basic principles of Alpha Phi Omega, in accordance with the National Pledging Standards. B. The Pledge Educator[s] has the power to appoint all positions necessary to realize this goal. C. The Pledge Educator[s] is responsible for overseeing the election of pledge class officers. D. The Pledge Educator[s] will present the requirements at the chapter general meeting after the first pledge meeting. E. The Pledge Educator[s] is to suggest to the active membership those pledges that the pledge/membership committee (consisting of VPM, Pledge Educator[s], and any members the Pledge Educator[s] appoints) feels have attained the ideals of Alpha Phi Omega. SECTION 11. TREASURER A. The Treasurer is responsible for all financial transactions made by the chapter. B. The Treasurer will prepare and present a semester budget for the chapter, upon approval by the chapter with simple majority fulfilling quorum. C. The treasurer is responsible for preparing a budget report for each officer at the executive committee meetings upon request. D. The treasurer is responsible for providing a budget report for the chapter upon request. E. The treasurer shall be responsible for organizing at least two fundraising events per semester. F. The treasurer shall be responsible for all legal financial obligations. SECTION 12. CORRSEPONDING SECRETARY A. The Corresponding Secretary will encourage communication with other chapters, including the sharing of the chapter newsletter. B. The Corresponding Secretary will work with the Executive Committee to maintain contact with National, Regional, and Sectional chairs/officers and maintain an updated list of National, Regional, and Sectional events. C. The Corresponding Secretary is responsible for distributing all mail to the appropriate officers or chairs in the chapter office. D. The Corresponding Secretary will maintain a record of all correspondences made. E. The Corresponding Secretary is responsible for coordinating all inter-chapter events. SECTION 13. RECORDING SECRETARY A. The Recording Secretary is responsible for keeping accurate and permanent records of all business conduct at chapter and executive meetings. This should include detailed descriptions of reports, motions, and their outcomes, and announcements. B. The Recording Secretary is responsible for maintaining current and accurate copies of official chapter documents. C. The Recording Secretary shall become familiar with parliamentary procedure that can be found in Robert’s Rule of Order, Newly Revised in order to record motions made and their outcomes in the chapter minutes as described in Article II, Section 12, A.
SECTION 14. HISTORIAN A. The historian is responsible for assembling a chapter scrapbook and/or slide show at the end of every semester to be presented at the end of the semester gathering. B. The historian is responsible for ensuring that an accurate record of all chapter events is properly recorded into history. C. The historian ensures that all historical records, plaques, scrapbooks, banners, picture slides, etc, are saved and in such order that they can be easily viewed and analyzed. SECTION 14. BANQUET CHAIR[S] A. Banquet Chair[s] will plan and hold the banquet for the Chapter. B. Banquet Chair[s] will work closely with the Corresponding Secretary in an effort to reach out to IC brothers, alumni, and advisors. C. The Chair[s] will see through any banquets through their elected semester, as well as begin the efforts for any banquet in the near future. SECTION 14. RUSH CHAIR[S] A. Rush Chair[s] will plan and execute the Rush program. B. Rush Chair[s] will publicize for the chapter, with efforts focused on recruiting new members.
ARTICLE III. STANDING COMMITTEES SECTION 1. PURPOSE The purpose of committees is to provide the chapter with an efficient manner of dividing up the chapter program that Alpha Alpha Xi undertakes. Additionally, it provides the members with an opportunity to put more effort into the part of the program that they are most interested and develop leadership qualities in accordance with the cardinal principles of the fraternity. SECTION 2. EXECUTIVE COMMITTEE A. The executive committee shall consist of elected officers of the chapter. Only these members have the right to vote at executive meetings. B. The executive committee will ensure that no drug and alcohol use is permitted at Alpha Phi Omega- Alpha Alpha Xi events in accordance with the National Bylaws, Federal Laws, and University Policy. C. The President shall preside over the committee as its chairman. D. All active past presidents shall be considered ex-officio members. E. The executive committee shall meet at least once a week with at least one final meeting being with the incoming executive committee for the next semester. F. The President shall not vote with the executive committee, except in the case of a tie. Quorum shall be assumed unless challenged.
SECTION 3. SERVICE COMMITTEE A. The VPS shall preside over the service committee. B. The service committee is responsible for planning and executing the chapter service program and ensuring that there are ample service opportunities in the four areas of service. C. The service committee is responsible for assisting the VPS in maintaining accurate record and an up to date contact information list. SECTION 4. MEMBERSHIP/PLEDGE COMMITTEE A. The VPM shall preside over the Membership/Pledge Committee. B. The Membership/Pledge Committee is responsible for developing better methods of recruiting, educating and retaining brothers. C. The Membership/Pledge Committee shall coordinate all active/pledge association, including the Big Brother/Little Brother Program. SECTION 5. FELLOWSHIP COMMITTEE A. The VPF shall preside over the Fellowship Committee. B. The Fellowship Committee shall be responsible for organizing and promoting at least one fellowship event per month within the chapter. C. The Fellowship Committee is responsible for organizing and coordinating events with other chapters of Alpha Phi Omega. SECTION 6. FINANCE COMMITTEE A. The Treasurer shall preside over the Finance Committee. B. The Finance Committee is responsible for organizing and promoting chapter fundraising events. SECTION 7. PUBLICITY COMMITTEE A. The Publicity Committee shall consist of the recording and corresponding secretary (serving as co-chairs). B. The Publicity Committee is responsible for organizing a chapter activity calendar, promoting chapter events to the fraternity, campus and community, and distributing a newsletter. SECTION 8. SPECIAL COMMITTEES The executive committee can establish special committees in order to provide a more efficient administration. The organization, structure, and appointments to the committees are left to the discretion of the President.
ARTICLE IV. APPOINTMENTS SECTION 1. QUALIFICATIONS OF APPOINTED POSITIONS Upon appointment into office of an active brother or pledge, his/her names will be submitted to ASUOP for approval of good academic standing as verified by the University of the Pacific; to meet all university requirements set forth in the university rules and regulations. The president elect will be responsible of notifying ASUOP to verify these academic requirements. Failure to meet these academic requirements as set forth by the University of the Pacific will result in the immediate removal from office. The position shall then be filled by the same procedures as if the officer has resigned. SECTION 2. POSITIONS APPOINTED BY THE EXECUTIVE COMMITTEE A. Parliamentarian The Parliamentarian is responsible for ensuring that proper communication at all meetings is preserved. He/She should be familiar with Roberts’s Rules of Order, the Chapter Rules of Order, the National Bylaws, the National Articles of Incorporation, and these Bylaws. He/She should resolve any conflicts that may occur. B. Sergeant-at-Arms The sergeant-at-arms is responsible for ensuring that the rules of the chapter and the directions of the executive committee are carried out. Additionally, he/she is responsible for conducting and maintaining order at chapter meetings, along with the President and parliamentarian. He/She should prepare, distribute, collect, and count all ballots for all elections and general meeting votes, unless he/she is a candidate. He/She is responsible for coordinating the safety of all chapter members at any and all chapter functions. SECTION 3. OTHER APPOINTED POSITIONS The Executive Committee may appoint other positions to better the program of the chapter. ARTICLE V. ELECTIONS SECTION 1. ELECTION PROCEDURE A. Elections shall be held near the end of the semester proceeding the semester in which the new terms of office would begin. B. Notice of elections shall be given at the regular chapter meeting of the chapter beginning two weeks prior to the elections, at this time the nominations will be open. The chapter will approve the elections procedures prepared by the Executive Committee. C. The President shall preside over all elections, except those for which he/she is a candidate. The next officer in order of ascendancy who is not a candidate for the same office as the President shall preside over the election. D. The sergeant-at-arms shall be responsible for distributing, collecting, and counting the ballots. Two (2) officers appointed by the President, who are not running for any elected position for the following term, will assist the sergeant-at-arms. In the event the sergeantat-arms is running for an elected office, an advisor will be responsible for distributing, collecting, and counting the ballots.
SECTION 2. VOTING MEMBERS INTO OFFICE Officers shall be elected by a simple majority of those active members present and voting. If no candidate receives a simple majority, there shall be a runoff between the two candidates who receive the most votes. SECTION 3. VOTING ELIGIBILITY All actives as set forth in Article I of these Bylaws, may vote. SECTION 4. RECOUNT OF THE VOTE Any active member may request a recount of votes. This recount will be conducted in the presence of the sergeant-at-arms, the President, and one other active member. SECTION 5. SPECIAL ELECTIONS Special Elections shall take place whenever an office has been vacated for whatever reason, so that the chapter may select an appropriate replacement. Special elections shall take place one week after the vacancy of the office has been announced. SECTION 6. ELECTION OF PLEDGES INTO ACTIVE MEMBERSHIP A. Nominations of all pledges to be elected to active membership shall be made by the Pledge Educator[s] or his/her designee. The pledges will be automatically raised for election into active membership as a group, unless the Pledge Educator[s] feels that there is at least one pledge not serving of the brotherhood status. If that occurs, the pledges will be raised to the brotherhood in two groups, the first being those pledges the Pledge Educator[s] feels should not be elected into active membership. Discussion will be allowed to pursue before a vote is taken. B. The brotherhood will have the right, by two-thirds vote of active members voting, to deny active membership status to any pledge who falls under the following categories: 1. The pledge has illustrated through the pledging process that he/she is not interested in all aspects of the brotherhood, especially those of fellowship and service. 2. The pledge has engaged in or openly plans to engage in activities that do not concur with the ideals of Alpha Phi Omega nationally and/or the Alpha Alpha Xi Chapter. SECTION 7. OFFICIAL DELEGATES TO NATIONAL CONVENTIONS Delegates will be elected by the Chapter at a regular chapter meeting based upon the criteria determined by the Executive Committee. ARTICLE VI. REMOVAL PROCEEDINGS FOR ELECTED OR APPOINTED OFFICERS SECTION 1. REMOVAL FROM AN APPOINTED POSITION Removal from an appointed position will be done at the will of the President with the approval of the Executive Committee. A letter stating the removal order and reasons for removal shall be sent to the appointee by the President.
SECTION 2. IMPEACHMENT OF AN ELECTED OFFICER A. An elected officer may only be impeached after the executive committee shows just cause and after due deliberation, and then only by a two-thirds vote of the members at a regular chapter meeting. B. Just cause shall be determined by a unanimous vote of the executive committee. A letter stating the just cause shall then be submitted to the chapter and after at least two weeks, a vote may be taken on the impeachment order. C. Upon fulfilling requirements, the officers shall be advised with a letter of impeachment. The office shall then be filled by the same procedures as if the officer has resigned. If a voting member of the executive committee is undergoing removal proceedings, he/she will not be counted in the vote for removal. ARTICLE VII. SPECIAL MEETINGS Special meetings of the chapter may be called by the President or the executive committee, on their own initiative, or upon the request of one-third of the active membership of the chapter. The President shall call a special meeting of the chapter to be held within fifteen days after the presentation of such a request. In case the President does not comply with the request within the required time, a request in writing of one-third of the active membership of the chapter may be presented to the chapter advisor, who shall call and preside over a special meeting of the chapter within fifteen days of the receipt of the request. A notice of all special meeting shall contain a statement of purpose of the meetings or of the special business to be transacted. ARTICLE VIII. NAMING A PLEDGE CLASS SECTION 1. FALL SEMESTER The namesake determined for the fall semester Alpha Alpha Xi pledge class shall be that designated by the National Board of Directors of Alpha Phi Omega. SECTION 2. SPRING SEMESTER The namesake determined for the spring semester Alpha Alpha Xi pledge class shall be that designated by the Alpha Alpha Xi chapter of Alpha Phi Omega. A. A pledge class may be named after a person or an organization. B. Naming a pledge class shall require a simple majority of those actives present. C. A person whose name is submitted for consideration as the pledge class name shall have exhibited all the qualities of a Brother, as embodied in our cardinal principles, those of leadership, friendship, and service. D. An organization whose name is submitted for consideration as the pledge class name shall be one which has unceasingly helped the cause of Alpha Phi Omega. E. The Pledge Educator[s] and the pledge committee shall recommend to the chapter names or organizations to be considered as possible pledge class names. A biography of those people or organizations recommended shall be presented to the chapter at least one week before the pledge class name is voted on. Such list shall be posted in the office during that week.
F. Nominations for consideration as the pledge class namesake may be received from the floor, and those nominations shall have their biographies posted as in E above. ARTICLE IX. QUORUM A quorum will be one more than 50% of the active members of the fraternity. A quorum will be assumed unless challenged. ARTICLE X. MEMBERSHIP SUSPENSION SECTION 1. For just cause, and after due deliberation, a member may be suspended from any form of chapter membership by an affirmative vote of two-thirds of the active members present at a regular or special meeting at which a quorum prevails. SECTION 2. Just cause shall be determined by a unanimous vote of the executive committee. SECTION 3. Due deliberation shall consist of a period of not less than two weeks from the date of the recommendation for suspension by the executive committee. ARTICLE XI. FINANCE AND PROPERTY SECTION 1. The necessary expenses of this chapter shall be met from funds secured through chapter dues, fees, and assessments, as well as contributions and through chapter activities conducted in keeping with the activity and financial policies of the University of the Pacific. SECTION 2. All funds of the chapter, from whatever source and for whatever purpose received shall be deposited to the credit of the chapter in the accounts of the chapter. SECTION 3. The treasurer or his/her representative shall make a statement of finances of the chapter at the end of each semester upon request. SECTION 4. Any donations to the chapter shall be used at the chapter’s discretion unless restricted for a specific use by the donor of said item.
ARTICLE XII. SUSPENSIONS These Bylaws may be suspended at any regular meeting of the chapter upon the affirmative vote of simple majority of the active membership present, provided the suspension or suspensions have received the notification of the executive committee, are not in conflict with the National Articles of Incorporation, the National Bylaws, the Standard Chapter Articles of Incorporation, or the rules and regulations of University of the Pacific, and have been submitted to the chapter at least two weeks before the meeting. ARTICLE XIII. AMENDMENTS These Bylaws may be amended at any regular meeting of the chapter upon the affirmative vote of two-thirds of the active membership present, provided the amendment or amendments have received the notification of the executive committee, are not in conflict with the National Articles of Incorporation, the National Bylaws, the Standard Chapter Articles of Incorporation, or the rules and regulations of University of the Pacific, and have been submitted to the chapter at least two weeks before the meeting. Bylaws last revised on Sunday, January 13, 2013.
_______________________________________ Chapter President
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_______________________________________ Other Chapter Officer
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_______________________________________ Chair, Advisory Committee
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categories may be assigned an additional point value as set by the executive committee. 3. In compliance with the national fraternity and University of the Pacific, each active member will be required to attend workshops: i. Nationals Risk Management Workshop ii. Nationals Pledging Program Workshop iii. University New Members Seminar (for Newly Activated Brothers) 4. 5. Dues and fines will be set by the executive committee accompanied by an explanation and budget report of semester finances. All actives must have their dues paid or have made satisfactory arrangements by the due date set by the executive committee. Any active failing to meet this responsibility will be subject to the aforementioned fines or will be considered inactive and may petition for associate membership. (See Article 1, Section 4.) 6. All actives must not have any outstanding debts to Alpha Phi Omega from any previous semesters. 7. Actives shall attend all chapter meetings unless cleared by the Vice President[s] of Membership at least two (2) days prior to a chapter meeting. Any member who does not have clearance with the Vice President[s] of Membership regarding 3 meetings during the semester will be considered inactive unless a wildcard is completed in order to regain active membership. In the case a brother does not complete a wildcard, he/she may petition to become an associate member to the Vice President[s] of Membership. The Executive Committee will review the petition and a recommendation will be given to chapter. The petition must receive two-thirds votes of active members fulfilling quorum to regain voting rights. The loss of voting rights for the member in question will continue until the end of the semester. The Vice President[s] of Membership and the executive committee will determine excusable absences. 8. Actives shall attend all ritual ceremonies including pinning and activation/initiation unless cleared by the Vice President[s] of Membership at least one week prior to the ceremony. Secondary ceremonies may be made available on a case-by-case basis upon the schedule of the pledges. With clearance of absence to a ceremony the brother must complete a wildcard set forth by the Vice President[s] of Membership. Brother failing to do so will be considered inactive and maybe petition for associate membership. 9. All actives must chair and actively serve on a committee with fulfillment upon the discretion of the overseer. 10. Requirements shall be due before elections begin. 11. An active member in violation of Risk Management and other policies will be penalized under the discretion of the Vice President[s] of membership and consideration of the executive committee. C. Rights 1. An active member shall be eligible to vote on all items of business at any regular or called chapter meetings.
2. An active member shall be able to hold office as long as he/she meets the requirements stated for that office as stated. 3. An active member shall be able to participate in all activities of the chapter. SECTION 3. INACTIVE MEMBERSHIP 1. An inactive member has failed to fulfill all responsibilities as stated above. 2. An inactive member may not vote, nor may he/she hold a position in the executive committee. 3. An inactive may participate in all chapter functions but shall not receive any chapter subsidy. 4. Any member who has been inactive for more than one semester must apply to the Vice President[s] Membership for reinstatement to active status. SECTION 4. PLEDGE MEMBERSHIP A. Definition Any student duly enrolled at the University of the Pacific who attends the pledge ritual and pays the pledge fee is eligible to be a pledge for one semester. They may be held over as pledge for one semester upon recommendation of the Pledge Educator[s]. B. Refusal of Pledgeship Pledgeship refusal is allowed under the National Pledging Standards and the determination that the potential poses a compromise to our chapter. Refusal is upon the discretion of the Pledge Educator[s] with consideration from the Vice President[s] of Membership for the greater good of the chapter accompanied by an explanation to the potential of the refusal. C. Responsibilities and Requirements 1. The Pledge Educator[s] with the approval of the Vice President[s] of Membership shall determine the responsibilities and requirements of the pledges, in accordance with National Pledging Standards. 2. Requirements shall be due before elections begin. D. Rights 1. Pledges shall be able to vote in any and all pledge elections. 2. Pledges may participate in all chapter activities, upon the approval of the executive committee. E. Upon activation, a newly initiated member is given the right to vote in all chapter proceedings, including elections, for the remainder of the semester.
ARTICLE II – OFFICERS SECTION 1. ELECTIONS All elected officers shall be elected by the procedures defined in Article V of the Chapter Bylaws. SECTION 2. TERM
A. The term of office of elected and appointed officers shall be from their installation until the installation of the succeeding officers, for a period of one semester, unless they are removed from office or resign from office, with the resignation being accepted in writing by the Executive Committee. B. No active member may serve in more than two (2) consecutive terms of the same office. SECTION 3. OFFICES The elected officers of this chapter shall be President, Vice President, Vice President[s] of Service (VPS), Vice President[s] of Membership (VPM), Vice President[s] of Fellowship (VPF), Pledge Educator[s], Treasurer, Corresponding Secretary, Recording Secretary, and Historian, Rush Chair[s], and Banquet Chair[s] SECTION 4. QUALIFICATIONS OF ELECTED OFFICERS A. Upon the election into office of an active brother or pledge, his/her names will be submitted to ASUOP for approval of good academic standing as verified by the University of the Pacific; to meet all university requirements set forth in the university rules and regulations. The president elect will be responsible of notifying ASUOP to verify these academic requirements. Failure to meet these academic requirements as set forth by the University of the Pacific will result in the immediate removal from office. The position shall then be filled by the same procedures as if the officer has resigned. B. To be eligible for the offices of President, VPS, VPM, VPF, Pledge Educator[s] and Treasurer, a person must have been an active member for at least one semester prior to taking office. C. Other elected and appointed officers must be active members prior to taking office. D. To be eligible to run for office, an active member must complete all the requirements as outlined in Article I. Section 2. B. SECTION 5. PRESIDENT A. The President shall be responsible for presiding over all chapter general meetings, executive committee meetings, and all special meetings. He/She shall remain impartial while conducting meetings and only vote in case of a tie. B. The President represents the chapter to all members of the campus, the community, and the country. C. The President may appoint special committees necessary for the efficiency in carrying out the program of the chapter and ensures that this program conforms to any higher set of rules, specifically the National Bylaws. D. The President is responsible for coordination the CAPS at the beginning of each semester. E. The President is responsible for seeing that all advisors and distinguished guests are properly recognized at all chapter functions. F. The President shall serve as the Ceremony Chair for all chapter initiation and activation events, in accordance with the Ritual Handbook; including recruiting actives for roles. G. The President shall be familiar with parliamentary procedure that can be found in Robert’s Rule of Order, Newly Revised in order to run meetings and conduct business in an efficient manner, while maintaining order.
H. The President is responsible, with the help of the VPM, for updating the annual chapter membership rosters and sending them to the National Office each fall before November 15, or the date named by the National Office. SECTION 6. VICE PRESIDENT A. The Vice President will act as a liaison between all positions, President, and potentials. They will ensure communication throughout the executive board and chapter. B. In the event that the office of President shall become vacant, the Vice President shall become President until a special election occurs if deemed appropriate by the chapter. C. The Vice President strives to attend as many events as possible to maintain a balanced perspective of the chapter’s ongoing events. They shall be present in the minds of the active body and potentials. D. The Vice President requires a final verbal report for each of the chapter’s events. SECTION 7. VICE PRESIDENT[S] OF SERVICE (VPS) A. The VPS is responsible for presiding over the chapter’s service program. B. The VPS will ensure that an accurate record and evaluation of all service projects is submitted by each project chairman and that all project reports are assembled and maintained in a single location. C. The VPS presides over all service project chairman and special service project committee chairman. D. The VPS will add the amount of hours of the service event missed to an active, associate, or pledge’s service requirements for every event if they fail to give 48 hours cancellation notice upon approval for an event they have signed up for. SECTION 8. VICE PRESIDENT[S] OF MEMBERSHIP (VPM) A. The VPM is responsible for keeping accurate membership files at all levels of membership in this chapter and compiling an active roster within four weeks of the beginning of the semester. B. The VPM is responsible for seeing that the pledge program, as constructed by the Pledge Educator[s], follows the guiding principles of Alpha Phi Omega, and conforms to the National Bylaws, the National Articles of Incorporation, and the Chapter Bylaws. C. The VPM is responsible for the promotion of alumni involvement in chapter events. D. The VPM will preside over the details of wildcard[s] with the consideration from the executive committee. (A wildcard is a set of requirements that act as substitutions for breached contract requirements.) SECTION 9. VICE PRESIDENT[S] OF FELLOWSHIP (VPF) A. The VPF is responsible for presiding over fellowship events within the chapter and with other chapters of Alpha Phi Omega. B. The VPF shall coordinate a chapter retreat per semester. C. The VPF shall coordinate the end of semester gathering.
SECTION 10. PLEDGE EDUCATOR[S] A. The Pledge Educator[s] is responsible for establishing and executing a program for the pledges, which will provide them an opportunity to learn the basic principles of Alpha Phi Omega, in accordance with the National Pledging Standards. B. The Pledge Educator[s] has the power to appoint all positions necessary to realize this goal. C. The Pledge Educator[s] is responsible for overseeing the election of pledge class officers. D. The Pledge Educator[s] will present the requirements at the chapter general meeting after the first pledge meeting. E. The Pledge Educator[s] is to suggest to the active membership those pledges that the pledge/membership committee (consisting of VPM, Pledge Educator[s], and any members the Pledge Educator[s] appoints) feels have attained the ideals of Alpha Phi Omega. SECTION 11. TREASURER A. The Treasurer is responsible for all financial transactions made by the chapter. B. The Treasurer will prepare and present a semester budget for the chapter, upon approval by the chapter with simple majority fulfilling quorum. C. The treasurer is responsible for preparing a budget report for each officer at the executive committee meetings upon request. D. The treasurer is responsible for providing a budget report for the chapter upon request. E. The treasurer shall be responsible for organizing at least two fundraising events per semester. F. The treasurer shall be responsible for all legal financial obligations. SECTION 12. CORRSEPONDING SECRETARY A. The Corresponding Secretary will encourage communication with other chapters, including the sharing of the chapter newsletter. B. The Corresponding Secretary will work with the Executive Committee to maintain contact with National, Regional, and Sectional chairs/officers and maintain an updated list of National, Regional, and Sectional events. C. The Corresponding Secretary is responsible for distributing all mail to the appropriate officers or chairs in the chapter office. D. The Corresponding Secretary will maintain a record of all correspondences made. E. The Corresponding Secretary is responsible for coordinating all inter-chapter events. SECTION 13. RECORDING SECRETARY A. The Recording Secretary is responsible for keeping accurate and permanent records of all business conduct at chapter and executive meetings. This should include detailed descriptions of reports, motions, and their outcomes, and announcements. B. The Recording Secretary is responsible for maintaining current and accurate copies of official chapter documents. C. The Recording Secretary shall become familiar with parliamentary procedure that can be found in Robert’s Rule of Order, Newly Revised in order to record motions made and their outcomes in the chapter minutes as described in Article II, Section 12, A.
SECTION 14. HISTORIAN A. The historian is responsible for assembling a chapter scrapbook and/or slide show at the end of every semester to be presented at the end of the semester gathering. B. The historian is responsible for ensuring that an accurate record of all chapter events is properly recorded into history. C. The historian ensures that all historical records, plaques, scrapbooks, banners, picture slides, etc, are saved and in such order that they can be easily viewed and analyzed. SECTION 14. BANQUET CHAIR[S] A. Banquet Chair[s] will plan and hold the banquet for the Chapter. B. Banquet Chair[s] will work closely with the Corresponding Secretary in an effort to reach out to IC brothers, alumni, and advisors. C. The Chair[s] will see through any banquets through their elected semester, as well as begin the efforts for any banquet in the near future. SECTION 14. RUSH CHAIR[S] A. Rush Chair[s] will plan and execute the Rush program. B. Rush Chair[s] will publicize for the chapter, with efforts focused on recruiting new members.
ARTICLE III. STANDING COMMITTEES SECTION 1. PURPOSE The purpose of committees is to provide the chapter with an efficient manner of dividing up the chapter program that Alpha Alpha Xi undertakes. Additionally, it provides the members with an opportunity to put more effort into the part of the program that they are most interested and develop leadership qualities in accordance with the cardinal principles of the fraternity. SECTION 2. EXECUTIVE COMMITTEE A. The executive committee shall consist of elected officers of the chapter. Only these members have the right to vote at executive meetings. B. The executive committee will ensure that no drug and alcohol use is permitted at Alpha Phi Omega- Alpha Alpha Xi events in accordance with the National Bylaws, Federal Laws, and University Policy. C. The President shall preside over the committee as its chairman. D. All active past presidents shall be considered ex-officio members. E. The executive committee shall meet at least once a week with at least one final meeting being with the incoming executive committee for the next semester. F. The President shall not vote with the executive committee, except in the case of a tie. Quorum shall be assumed unless challenged.
SECTION 3. SERVICE COMMITTEE A. The VPS shall preside over the service committee. B. The service committee is responsible for planning and executing the chapter service program and ensuring that there are ample service opportunities in the four areas of service. C. The service committee is responsible for assisting the VPS in maintaining accurate record and an up to date contact information list. SECTION 4. MEMBERSHIP/PLEDGE COMMITTEE A. The VPM shall preside over the Membership/Pledge Committee. B. The Membership/Pledge Committee is responsible for developing better methods of recruiting, educating and retaining brothers. C. The Membership/Pledge Committee shall coordinate all active/pledge association, including the Big Brother/Little Brother Program. SECTION 5. FELLOWSHIP COMMITTEE A. The VPF shall preside over the Fellowship Committee. B. The Fellowship Committee shall be responsible for organizing and promoting at least one fellowship event per month within the chapter. C. The Fellowship Committee is responsible for organizing and coordinating events with other chapters of Alpha Phi Omega. SECTION 6. FINANCE COMMITTEE A. The Treasurer shall preside over the Finance Committee. B. The Finance Committee is responsible for organizing and promoting chapter fundraising events. SECTION 7. PUBLICITY COMMITTEE A. The Publicity Committee shall consist of the recording and corresponding secretary (serving as co-chairs). B. The Publicity Committee is responsible for organizing a chapter activity calendar, promoting chapter events to the fraternity, campus and community, and distributing a newsletter. SECTION 8. SPECIAL COMMITTEES The executive committee can establish special committees in order to provide a more efficient administration. The organization, structure, and appointments to the committees are left to the discretion of the President.
ARTICLE IV. APPOINTMENTS SECTION 1. QUALIFICATIONS OF APPOINTED POSITIONS Upon appointment into office of an active brother or pledge, his/her names will be submitted to ASUOP for approval of good academic standing as verified by the University of the Pacific; to meet all university requirements set forth in the university rules and regulations. The president elect will be responsible of notifying ASUOP to verify these academic requirements. Failure to meet these academic requirements as set forth by the University of the Pacific will result in the immediate removal from office. The position shall then be filled by the same procedures as if the officer has resigned. SECTION 2. POSITIONS APPOINTED BY THE EXECUTIVE COMMITTEE A. Parliamentarian The Parliamentarian is responsible for ensuring that proper communication at all meetings is preserved. He/She should be familiar with Roberts’s Rules of Order, the Chapter Rules of Order, the National Bylaws, the National Articles of Incorporation, and these Bylaws. He/She should resolve any conflicts that may occur. B. Sergeant-at-Arms The sergeant-at-arms is responsible for ensuring that the rules of the chapter and the directions of the executive committee are carried out. Additionally, he/she is responsible for conducting and maintaining order at chapter meetings, along with the President and parliamentarian. He/She should prepare, distribute, collect, and count all ballots for all elections and general meeting votes, unless he/she is a candidate. He/She is responsible for coordinating the safety of all chapter members at any and all chapter functions. SECTION 3. OTHER APPOINTED POSITIONS The Executive Committee may appoint other positions to better the program of the chapter. ARTICLE V. ELECTIONS SECTION 1. ELECTION PROCEDURE A. Elections shall be held near the end of the semester proceeding the semester in which the new terms of office would begin. B. Notice of elections shall be given at the regular chapter meeting of the chapter beginning two weeks prior to the elections, at this time the nominations will be open. The chapter will approve the elections procedures prepared by the Executive Committee. C. The President shall preside over all elections, except those for which he/she is a candidate. The next officer in order of ascendancy who is not a candidate for the same office as the President shall preside over the election. D. The sergeant-at-arms shall be responsible for distributing, collecting, and counting the ballots. Two (2) officers appointed by the President, who are not running for any elected position for the following term, will assist the sergeant-at-arms. In the event the sergeantat-arms is running for an elected office, an advisor will be responsible for distributing, collecting, and counting the ballots.
SECTION 2. VOTING MEMBERS INTO OFFICE Officers shall be elected by a simple majority of those active members present and voting. If no candidate receives a simple majority, there shall be a runoff between the two candidates who receive the most votes. SECTION 3. VOTING ELIGIBILITY All actives as set forth in Article I of these Bylaws, may vote. SECTION 4. RECOUNT OF THE VOTE Any active member may request a recount of votes. This recount will be conducted in the presence of the sergeant-at-arms, the President, and one other active member. SECTION 5. SPECIAL ELECTIONS Special Elections shall take place whenever an office has been vacated for whatever reason, so that the chapter may select an appropriate replacement. Special elections shall take place one week after the vacancy of the office has been announced. SECTION 6. ELECTION OF PLEDGES INTO ACTIVE MEMBERSHIP A. Nominations of all pledges to be elected to active membership shall be made by the Pledge Educator[s] or his/her designee. The pledges will be automatically raised for election into active membership as a group, unless the Pledge Educator[s] feels that there is at least one pledge not serving of the brotherhood status. If that occurs, the pledges will be raised to the brotherhood in two groups, the first being those pledges the Pledge Educator[s] feels should not be elected into active membership. Discussion will be allowed to pursue before a vote is taken. B. The brotherhood will have the right, by two-thirds vote of active members voting, to deny active membership status to any pledge who falls under the following categories: 1. The pledge has illustrated through the pledging process that he/she is not interested in all aspects of the brotherhood, especially those of fellowship and service. 2. The pledge has engaged in or openly plans to engage in activities that do not concur with the ideals of Alpha Phi Omega nationally and/or the Alpha Alpha Xi Chapter. SECTION 7. OFFICIAL DELEGATES TO NATIONAL CONVENTIONS Delegates will be elected by the Chapter at a regular chapter meeting based upon the criteria determined by the Executive Committee. ARTICLE VI. REMOVAL PROCEEDINGS FOR ELECTED OR APPOINTED OFFICERS SECTION 1. REMOVAL FROM AN APPOINTED POSITION Removal from an appointed position will be done at the will of the President with the approval of the Executive Committee. A letter stating the removal order and reasons for removal shall be sent to the appointee by the President.
SECTION 2. IMPEACHMENT OF AN ELECTED OFFICER A. An elected officer may only be impeached after the executive committee shows just cause and after due deliberation, and then only by a two-thirds vote of the members at a regular chapter meeting. B. Just cause shall be determined by a unanimous vote of the executive committee. A letter stating the just cause shall then be submitted to the chapter and after at least two weeks, a vote may be taken on the impeachment order. C. Upon fulfilling requirements, the officers shall be advised with a letter of impeachment. The office shall then be filled by the same procedures as if the officer has resigned. If a voting member of the executive committee is undergoing removal proceedings, he/she will not be counted in the vote for removal. ARTICLE VII. SPECIAL MEETINGS Special meetings of the chapter may be called by the President or the executive committee, on their own initiative, or upon the request of one-third of the active membership of the chapter. The President shall call a special meeting of the chapter to be held within fifteen days after the presentation of such a request. In case the President does not comply with the request within the required time, a request in writing of one-third of the active membership of the chapter may be presented to the chapter advisor, who shall call and preside over a special meeting of the chapter within fifteen days of the receipt of the request. A notice of all special meeting shall contain a statement of purpose of the meetings or of the special business to be transacted. ARTICLE VIII. NAMING A PLEDGE CLASS SECTION 1. FALL SEMESTER The namesake determined for the fall semester Alpha Alpha Xi pledge class shall be that designated by the National Board of Directors of Alpha Phi Omega. SECTION 2. SPRING SEMESTER The namesake determined for the spring semester Alpha Alpha Xi pledge class shall be that designated by the Alpha Alpha Xi chapter of Alpha Phi Omega. A. A pledge class may be named after a person or an organization. B. Naming a pledge class shall require a simple majority of those actives present. C. A person whose name is submitted for consideration as the pledge class name shall have exhibited all the qualities of a Brother, as embodied in our cardinal principles, those of leadership, friendship, and service. D. An organization whose name is submitted for consideration as the pledge class name shall be one which has unceasingly helped the cause of Alpha Phi Omega. E. The Pledge Educator[s] and the pledge committee shall recommend to the chapter names or organizations to be considered as possible pledge class names. A biography of those people or organizations recommended shall be presented to the chapter at least one week before the pledge class name is voted on. Such list shall be posted in the office during that week.
F. Nominations for consideration as the pledge class namesake may be received from the floor, and those nominations shall have their biographies posted as in E above. ARTICLE IX. QUORUM A quorum will be one more than 50% of the active members of the fraternity. A quorum will be assumed unless challenged. ARTICLE X. MEMBERSHIP SUSPENSION SECTION 1. For just cause, and after due deliberation, a member may be suspended from any form of chapter membership by an affirmative vote of two-thirds of the active members present at a regular or special meeting at which a quorum prevails. SECTION 2. Just cause shall be determined by a unanimous vote of the executive committee. SECTION 3. Due deliberation shall consist of a period of not less than two weeks from the date of the recommendation for suspension by the executive committee. ARTICLE XI. FINANCE AND PROPERTY SECTION 1. The necessary expenses of this chapter shall be met from funds secured through chapter dues, fees, and assessments, as well as contributions and through chapter activities conducted in keeping with the activity and financial policies of the University of the Pacific. SECTION 2. All funds of the chapter, from whatever source and for whatever purpose received shall be deposited to the credit of the chapter in the accounts of the chapter. SECTION 3. The treasurer or his/her representative shall make a statement of finances of the chapter at the end of each semester upon request. SECTION 4. Any donations to the chapter shall be used at the chapter’s discretion unless restricted for a specific use by the donor of said item.
ARTICLE XII. SUSPENSIONS These Bylaws may be suspended at any regular meeting of the chapter upon the affirmative vote of simple majority of the active membership present, provided the suspension or suspensions have received the notification of the executive committee, are not in conflict with the National Articles of Incorporation, the National Bylaws, the Standard Chapter Articles of Incorporation, or the rules and regulations of University of the Pacific, and have been submitted to the chapter at least two weeks before the meeting. ARTICLE XIII. AMENDMENTS These Bylaws may be amended at any regular meeting of the chapter upon the affirmative vote of two-thirds of the active membership present, provided the amendment or amendments have received the notification of the executive committee, are not in conflict with the National Articles of Incorporation, the National Bylaws, the Standard Chapter Articles of Incorporation, or the rules and regulations of University of the Pacific, and have been submitted to the chapter at least two weeks before the meeting. Bylaws last revised on Sunday, January 13, 2013.
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