ALPHA PHI OMEGA
THETA UPSILON CHAPTER
Case Western Reserve University
Bylaws
(As amended through April 2006)
PREAMBLE
The following Bylaws are to be used as a supplement to the ALPHA PHI OMEGA National Bylaws and Standard Chapter Articles of Association. Together they constitute the ideals, procedures, and regulations by which the Theta Upsilon Chapter of ALPHA PHI OMEGA at Case Western Reserve University operates
ARTICLE I - MEMBERSHIP
SECTION 1. NON-DISCRIMINATION CLAUSE.
Candidacy for membership will be open to all undergraduate students of Case Western Reserve University, provided they are in good academic standing with their university. The Chapter will not discriminate on the basis of color, course of study, creed, culture, disabilities, fraternal membership, gender, marital status, national origin, political affiliation, race, religious beliefs, or sexual orientation.
SECTION 2. DEFINITION OF SEMESTERS.
(1) The academic semester shall be defined as beginning on the first day of classes at Case Western Reserve University and ending on the last day of finals at Case Western Reserve University.
(2) The Chapter semester shall be defined as beginning at the start of the first Chapter meeting where membership review is conducted and ending immediately before the start of the Chapter meeting in the next academic semester where membership review is conducted.
SECTION 3. MEMBERSHIP STATUS.
(1) Membership in Theta Upsilon shall consist of members of various statuses. Membership status shall be determined by the membership contract signed by each member for each semester, which may be altered up to the fourth (4th) week of the academic semester. Membership contracts will be signed by the date of the semester's Chapter Planning Program Conference (CPPC); those not signing contracts by CPPC will be considered inactive until a contract is signed.
(2) Each member's contract for the current Chapter semester shall state the number of service hours to be completed, the number of Chapter and pledge meetings to be attended, and the standing committee(s) on which he/she wishes to serve.
(3) Pledge members shall not sign membership contracts but shall be considered pledge members after completing the pledge induction.
SECTION 4. PLEDGE MEMBERS.
(1) Must have successfully completed the pledge induction.
(2) Will attend all pledge meetings, unless excused by the Pledge Educator, and at least two (2) Chapter meetings.
(3) Will have paid all pledge dues as set forth by a majority vote of brothers at a meeting where quorum exists.
(4) Will complete at least ten (10) hours of service during the Chapter semester of pledging, eight (8) of which must be completed with ALPHA PHI OMEGA.
(5) Will not have voting privileges or the ability to hold any Chapter office.
(6) Will be in good academic standing as defined by the University.
(7) Shall undergo pledge review the Chapter meeting where quorum exists immediately prior to initiation where he or she must be approved by a majority of the active members present. No pledge shall be denied approval if the above requirements have been completed.
(8) Immediately after their initiation, will be considered active brothers in good standing with full privileges thereof.
SECTION 5. NEOPHYTE MEMBERS.
(1) Must have successfully completed the Theta Upsilon pledging process but not have been initiated immediately thereafter, or will have completed the pledging process at another institution, without having been initiated, and been approved by the Executive Committee.
(2) Will pay membership dues of one-half an active brother's dues by the sixth (6th) Chapter meeting of each academic semester or as specifically arranged by the treasurer.
(3) Will attend at least five (5) general Chapter meetings each Chapter semester unless excused by the Executive Committee.
(4) Will complete a minimum of ten (10) hours of service each Chapter semester, eight (8) of which must be completed with ALPHA PHI OMEGA.
(5) Will not have voting privileges or the ability to hold any Chapter office.
(6) Immediately after their initiation, will be considered active brothers in good standing with full privileges thereof.
SECTION 6. ACTIVE MEMBERS.
(1) Must have been initiated into the brotherhood.
(2) Will pay membership dues by the sixth (6th) Chapter meeting of each academic semester or as specifically arranged by the treasurer.
(3) Will attend at least eight (8) general Chapter meetings each Chapter semester.
(4) Will attend at least one pledge meeting each Chapter semester, unless excused by the Executive Committee.
(5) Will complete a minimum of twenty (20) hours of service each Chapter semester, ten (10) of which must be completed with ALPHA PHI OMEGA.
(6) Will be active on at least one (1) standing committee each Chapter semester.
(7) Will have full voting privileges and ability to hold any elected or appointed office.
(8) Will hold no more then one elected office at a time.
(9) Must be in good academic standing as defined by the University.
SECTION 7. ASSOCIATE MEMBERS.
(1) Must have been initiated into the brotherhood.
(2) Must have requested associate membership status and been approved by the Executive Committee.
(3) Will pay membership dues of one-half (1/2) an active brother's dues by the sixth (6th) Chapter meeting of each academic semester, or as specifically arranged by the Treasurer.
(4) Will complete a minimum of five (5) hours of service with ALPHA PHI OMEGA each Chapter semester.
(5) Will be permitted to hold office or vote in the next Chapter general elections if they have attended at least five regular Chapter meetings during the previous Chapter semester and pass membership review (see Section 13).
SECTION 8. INACTIVE MEMBERS.
(1) Must have been initiated into the brotherhood.
(2) Will not have any voting privileges or the ability to hold any office.
(3) Will not be required to pay dues or be subject to any other contractual obligations of an active brother.
SECTION 9. MEMBERS-IN-ABSENTIA.
(1) Must have been initiated into the brotherhood.
(2) Will be on leave from the university for an extended period of time for reasons including, but not limited to, co-op, study abroad, medical condition, or personal problems.
(3) Will be able to run for office in general elections for the Chapter semester that the member returns from being a member-in-absentia, if that member fulfilled his or her contractual obligations for an active membership contract the Chapter semester immediately prior to becoming a member-in-absentia.
(4) Will be able to carry over hours and meeting credits from the Chapter semester in which the member is a member-in-absentia into the Chapter semester in which the member returns from being a member-in absentia.
(5) Shall be considered active in matters pertaining to the Distinguished Service Key if the member-in-absentia returns a vote and has fulfilled his or her contractual obligations for an active membership contract the Chapter semester immediately prior to becoming a member-in-absentia.
SECTION 10. ALUMNI MEMBERS.
(1) Must have been initiated into the brotherhood.
(2) Will not be considered an undergraduate by the Office of Undergraduate Studies during the current Chapter semester.
(3) Will not have any voting privileges or the ability to hold any office, except Chair of the Advisory Committee.
SECTION 11. HONORARY MEMBERS.
(1) Will have gone through the activation ceremony.
(2) Will be selected only after a three-fourths (3/4) affirmative vote of the active members in good standing present at a meeting where a quorum prevails.
(3) Will not have any voting privileges or the ability to hold any office, except Chair of the Advisory Committee.
SECTION 12. ADVISORY MEMBERS.
(1) Will have gone through an installation ceremony.
(2) Will not concurrently be active members.
(3) Will be selected only after a three-fourths (3/4) affirmative vote of the active members in good standing present at a meeting where a quorum prevails.
(4) Will not have any voting privileges or the ability to hold any office, except Chair of the Advisory Committee.
SECTION 13. MEMBERSHIP REVIEW.
(1) At the beginning of each Chapter semester, each member must go through membership review to be eligible to vote or run in that semester's general elections.
(2) The Membership Vice-President shall review the contracts of all members from the previous Chapter semester.
(3) Those members who fulfilled active contracts shall automatically pass membership review and shall be the only members with voting rights in membership review.
(4) Those members not automatically passed may be submitted for review to the Executive Committee, who will determine if membership review by the Chapter is proper.
(5) Subsections (2-3) above shall not apply to pledges. Instead, pledges must complete the pledge review process below:
(a) The Pledge Educator shall review the progress of all pledges in the previous Chapter Semester.
(b) Those pledges fulfilling the requirements set in Section 4 of this Article shall automatically pass membership review.
(c) Pledges not fulfilling their requirements shall pass review only if excused by a majority of voting members at the membership review Chapter meeting.
(d) All pledges passing review shall be immediately considered neophytes and shall be approved to be initiated as active brothers.
(6) Only members passing membership review shall vote or run in the general elections following review.
(7) Those members who pass membership review shall be considered the active membership of the Chapter through the date of CPPC. These shall be the members able to vote or run in the general elections following review, or have voting rights in any subsequent meetings through the date of CPPC.
SECTION 14. DUES.
(1) Any member, other than any pledge member, that does not pay required dues by the sixth Chapter meeting of the academic semester shall be considered inactive.
(2) A member shall be reinstated to previous status if dues are paid after the deadline.
(3) A member may be excused from paying dues in either whole or part by the Executive Committee, in which case Subsection (1) of this section shall not apply.
ARTICLE II - OFFICERS AND ADVISORS
SECTION 1. OFFICES.
(1) The elected offices, and their order of election, will be:
(a) President.
(b) Membership Vice-President.
(c) Service Vice-President.
(d) Fellowship Vice-President.
(e) Pledge Educator.
(f) Treasurer.
(g) Secretary.
(h) Sergeant-at-Arms.
(i) Public Relations Coordinator.
(j) Historian.
(k) Alumni Secretary.
(2) Appointed offices will be filled, as is necessary, by the president, with consent of the majority of the Chapter present at a Chapter meeting where quorum exists, no later than the second week of the academic semester. Appointed officers may hold another office concurrently, including any of the elected positions, as well as any other appointed positions. Appointed offices may include, but are not limited to:
(a) Website Administrator.
(b) Server Administrator.
(c) Assistant to an elected officer.
(d) Officer Reviewer.
SECTION 2. GENERAL OFFICER DUTIES.
(1) In the absence of the President, or if the office of President becomes vacant, the order of succession will be:
(a) Membership Vice-President.
(b) Service Vice-President.
(c) Fellowship Vice-President.
(d) Pledge Educator.
(e) Treasurer.
(f) Secretary.
(g) Public Relations Coordinator.
(h) Sergeant-at-Arms.
(2) All officers must keep records pertaining to national awards applied for every 2 years to facilitate the application.
SECTION 3. SPECIFIC OFFICER DUTIES.
(1) Elected Officer Duties.
(a) President.
(1) Will serve as the Chair of the Executive Committee.
(2) Will serve as the presiding officer at all regularly scheduled and special Chapter meetings (except at meetings where votes on charges for the purpose of impeachment of an officer will be taken).
(3) Will serve as a member of the Advisory Committee.
(4) Will ensure the execution of the responsibilities of the Executive Committee as listed in the Constitution and Bylaws.
(5) Will coordinate the function of all Chapter officers and committees.
(6) Will serve as the chief spokesperson and representative of the Theta Upsilon Chapter.
(7) Will appoint officers and committees necessary for efficiently carrying out the programs of the Chapter as specified in these Bylaws.
(8) Will serve as an ex-officio member of all committees.
(9) Will see that the Chapter operates in conformity with the policies set forth in the National Bylaws and the Chapter Constitution and Bylaws.
(10) Will close each Chapter function with the singing of the Toast Song.
(11) Will carry out correspondence with National, Regional, and Sectional staff, and other Chapters.
(12) Will coordinate the distribution of all intrachapter and National publications at all Chapter meetings.
(13) Will facilitate the selection of nominees for the pledge class namesake of the spring semester no later than the Chapter meeting prior to the first induction ceremony.
(b) Membership Vice-President.
(1) Will serve as the Chair of the Membership Committee and ensure the execution of its responsibilities as listed in the Constitution and Bylaws.
(2) Will serve as a member of the Executive Committee.
(3) Will become the Chapter President if the office of President becomes vacant.
(4) Will plan and coordinate the execution of pledge and active initiation rituals and accompanying activities.
(5) Will ensure that all pledge and active initiation forms are properly completed and transmitted to the National Office within ten (10) days of the respective ceremony.
(6) Will keep an accurate record of each member's service hours and attendance at Chapter meetings for purposes of reviewing membership contracts and for updating "lifetime" service hours.
(7) Will maintain an up to date list of brothers with signed contracts with the Sergeant-at-Arms.
(c) Service Vice-President.
(1) Will serve as the Chair of the Service Committee and ensure the execution of its responsibilities as listed in the Chapter Constitution and Bylaws.
(2) Will serve as a member of the Executive Committee.
(d) Fellowship Vice-President.
(1) Will serve as the Chair of the Fellowship Committee and ensure the execution of its responsibilities as outlined in the Constitution and Bylaws.
(2) Will serve as a member of the Executive Committee.
(3) Will strive to maintain interchapter and intrachapter Brotherhood and Friendship.
(e) Pledge Educator.
(1) Will serve as a member of the Membership Committee and Award Committee.
(2) Will ensure the execution and coordination of the pledge program in conjunction with the other activities of the Chapter and in accordance with the National Bylaws and National Pledge Standards.
(3) Will inform all pledges of the fundamentals of ALPHA PHI OMEGA and give them a grasp of the spirit of the Fraternity before their initiation into active membership.
(4) Will organize and run the election of pledge class officers.
(f) Treasurer.
(1) Will serve as a member of the Executive Committee.
(2) Will receive all monies of the Chapter and keep an accurate record thereof.
(3) Will coordinate reimbursement of funds through the Undergraduate Student Government.
(4) Will be diligent in the collection of initiation fees, Chapter dues, fees, and assessments.
(5) Will, under proper authorization, make all payments of Chapter accounts by check, or properly documented payment method.
(6) Will keep accurate written records of all transactions.
(7) Will report on the Chapter's financial condition at each Executive Committee meeting and at least once a month at a Chapter meeting.
(8) Will ensure, with the help of the Secretary, that all appropriate paperwork for recognition and funding is submitted to the Undergraduate Student Government in a timely manner.
(9) Will present an academic semester budget to the membership by the second Chapter meeting of each academic semester.
(10) Will transmit all funds due to the National Fraternity in a timely manner.
(11) Will conduct an audit of the Chapter's financial records at the end of his/her term, before turning over the duties of the office to the newly elected Treasurer. The audit will be signed by the outgoing and incoming Treasurers, as well as, the outgoing and incoming Presidents.
(12) Will maintain an up to date list of brothers who have paid dues with the Sergeant-at-Arms.
(g) Secretary.
(1) Will serve as a member of the Executive Committee.
(2) Will record accurate minutes of all Executive Committee and Chapter meetings and make them available to Chapter members in an electronic mail format.
(3) Will retain hard copies of all Executive Committee and Chapter meetings since the refounding for reference upon request.
(4) Will take attendance at all Executive Committee and Chapter meetings, and will submit attendance lists from Chapter meetings to the Membership Vice-President.
(5) Will be responsible for maintaining the official Chapter electronic mailing lists.
(h) Sergeant-at-Arms.
(1) Will serve as chair of the Bylaws Committee and ensure the execution of its responsibilities as listed in the Chapter Constitution and Bylaws.
(2) Will serve as a member of the Executive Committee.
(3) Will ensure, with the help of the President, that all Executive Committee and Chapter meetings run smoothly.
(4) Will organize and coordinate, with the help of the President, the selection of all officers, both elected and appointed.
(5) Will maintain these Bylaws and ensure that all officers have a copy of the Chapter Constitution and these Bylaws at all appropriate meetings.
(6) Will clarify any and rule on, with the advice of the President, any procedural issues or constitutional questions.
(i) Public Relations Coordinator.
(1) Will serve as chair of the Public Relations Committee and ensure the execution of its responsibilities as listed in the Chapter Constitution and Bylaws.
(2) Will direct letters of appreciation to appropriate persons and organizations upon request.
(3) Will coordinate the publicizing of Chapter activities and happenings outside of the Chapter via, but not limited to, a newsletter and the local press.
(4) Will promote awareness of, and involvement in, National Service Day service programs.
(5) Will inform the Chapter if university posting polices, and ensure the Chapter's advertising is within these standards.
(j) Historian.
(1) Will serve as co-chair of the Historian and Alumni Committee and ensure the execution of its responsibilities as listed in the Chapter Constitution and Bylaws.
(2) Will write a detailed and accurate history of the Chapter covering the period of his/her term of office, including projects, a list of officers elected and appointed, a list of the general membership and pledges, humorous happenings and fellowship activities.
(3) Will maintain a scrapbook containing photographs and newspaper clippings pertaining to the activities of the Chapter during his or her term.
(4) Will be responsible for the promotion and preservation of all Chapter traditions.
(5) Will be responsible for holding a faculty reception when necessary.
(k) Alumni Secretary.
(1) Will serve as co-chair of the Historian and Alumni Committee and ensure the execution of its responsibilities as listed in the Chapter Constitution and Bylaws.
(2) Will publish an alumni newsletter once each academic semester.
(3) Will keep an accurate record of alumni both from the Cleveland area and from the Theta Upsilon Chapter, including, but not limited to, their names, addresses, and phone numbers.
(4) Will carry out correspondence with alumni members.
(5) Will coordinate a yearly alumni event.
(2) Appointed Officer Duties.
(a) Webmaster.
(1) Will maintain and update the Chapter's website in a timely manner.
(b) Server Administrator.
(1) Will maintain the Chapter's web server and associated responsibilities thereof.
(c) Assistant to elected officer.
(1) Will serve to assist the elected officer in executing the responsibilities of the office.
(d) Officer Reviewer.
(1) Will review all officers, elected and appointed, as well as all advisors in the manner described within these Bylaws.
SECTION 4. OFFICER TRAINING.
Each officer shall be responsible for training his or her successor and turning over all records and materials in an up-to-date condition within the first two weeks of the new term. Officers shall be responsible for preparing written reports summarizing their term in office and any additional information pertinent to their office, which shall be given to their successors within the first two weeks of the new term.
SECTION 5. ADVISOR DUTIES.
(1) Chair of the Advisory Committee.
(a) Will call and preside over Advisory Committee meetings for the purpose of discussing the Chapter programs and administration.
(b) Will call and preside at special Chapter meetings upon the written request of one-third (1/3) of the active members, if the President has not complied with such a request.
(c) Will receive proposed charges for impeachment proceedings of any officer at least seven (7) days prior to the meeting at which the vote is taken. The Chair of the Advisory Committee should preside at all meetings where votes on impeachment charges are taken.
(d) Will make a report twice per year to the Sectional staff, Regional staff, and the National Fraternity as to the progress status of the Chapter.
(e) Will serve as an ex-officio member of all committees.
(f) Will be elected annually at the spring elections by a majority of active members present at a Chapter meeting where a quorum exists.
(2) Advisors.
(a) Will serve as members of the Advisory Committee.
(b) Will serve as ex-officio members of all committees.
(c) Will have a term of 2 years with the first semester of the first term being a probationary period, at the end of which the Chapter will vote upon whether or not the advisor shall complete the term.
(d) Will be elected by a three-fourths (3/4) majority of the active brothers present, provided a quorum exists.
(e) Will be of three types:
(1) Scouting Advisors.
(a) Will assist the Chapter with projects of interest to scouting movements.
(b) Will assist in the recruitment of additional Scouting advisors.
(c) Will assist in the contacting of former Scouts as prospective new members.
(d) Will be associated with the council H.Q.
(2) Faculty Advisors.
(a) Will assist the Chapter with projects of interest to the campus.
(b) Will assist in the recruitment of additional faculty advisors.
(3) Community Advisors.
(a) Will assist the Chapter with projects of interest to the community.
(b) Will assist in the recruitment of additional community advisors.
SECTION 6. OFFICER/ADVISOR REVIEWS.
(1) Are intended as a means to provide officers and advisors with constructive advice and guidance from a member who is not an officer.
(2) Will be held for all elected and appointed officers and advisors.
(3) Will be held midway through the term, and can be performed one additional time if the reviewer deems it necessary.
(4) Will be administered by an active member who is appointed by the president with the approval of the Chapter.
(5) Will be of a format approved by the Chapter, as long as it includes consideration of the performance of duties as stated in these Bylaws.
(6) Will be available to members upon request for two (2) Chapter semesters following administration.
ARTICLE III - COMMITTEES
SECTION 1. EXECUTIVE COMMITTEE.
(1) Will consist of the President, the Membership Vice-President, the Service Vice-President, the Fellowship Vice-President, the Treasurer, the Secretary, the Sergeant-at-Arms, the immediate Past President, and the Chair of the Advisory Committee, with the Past President and the Chair of the Advisory Committee not having a vote.
(2) Will meet before every regularly scheduled Chapter meeting and at others times at the discretion of the Chapter President, or upon the request of a majority of the members of the Executive Committee.
(3) Will hold open meetings, which may be closed at the discretion of the President for the discussion of the personal finances or membership status of members. Minutes will be made available and important discussions will also be discussed at Chapter.
(4) Will be responsible for formulating a Chapter semester program at the beginning of each Chapter semester, which shall be subject to approval by a simple majority of the active membership by the third (3rd) Chapter meeting of each academic semester. The program will outline activities for the Chapter semester.
(5) Will be responsible for formulating, with the help of the Treasurer, a Chapter semester budget.
(6) Will be responsible for conducting a Chapter Program Planning Conference (CPPC) at least once each Chapter semester.
(7) Will have authority to overturn committee decisions. However, Executive Committee decisions can be overturned by the Chapter.
SECTION 2. MEMBERSHIP COMMITTEE.
(1) Will plan and execute the Chapter membership program, encompassing Chapter membership recruitment, education, and retention programs.
(2) Will plan, publicize, and coordinate membership campaigns.
(3) Will plan open informational meetings to which prospective members will be invited.
(4) Will plan and help execute the Chapter pledge program, which will include, but not be limited to, Fraternity history and education, and a Big Brother program.
(5) Will check the qualifications and eligibility of prospective members and recommend them for membership, as indicated through their completion of rushing and pledging requirements.
(6) Will develop and execute a membership retention program in which active members who have not attended recent events are contacted for the purpose of informing them of recent and upcoming activities, and of changes in membership status.
(7) Will assist in the establishment and maintenance of ALPHA PHI OMEGA Chapters at other colleges and universities.
(8) Will make sure that brothers and pledges are eligible to participate according to university bylaws.
SECTION 3. SERVICE COMMITTEE.
(1) Will ensure that the Chapter service program has a balance of service projects that meets the needs of the Chapter membership.
(2) Will obtain suggestions from members, other students, campus organizations, faculty, college officials, advisors, community and national organizations for possible new service projects.
(3) Will ensure that service projects are completed in each of the four (4) areas of service - service to the campus, service to the Fraternity, service to the nation, and service to the community.
(4) Will ensure that the Chapter maintains "traditional" service projects of the Chapter.
(5) Will keep accurate records of the details and evaluation of every project completed by the Chapter.
(6) Will ensure that the Chapter participates in National Service Day and the National Program of Emphasis.
(7) Will plan, publicize, and coordinate all service projects.
(8) Will execute APO Care, which is a comprehensive program designed to support and care for the needs of the individual brothers as the Service Committee sees fit.
SECTION 4. FELLOWSHIP COMMITTEE.
(1) Will assist Fellowship Vice-President in promoting brotherhood and fellowship among the Chapter.
(2) Will plan, publicize, and coordinate all fellowship activities.
SECTION 5. BYLAWS COMMITTEE.
(1) Will be chaired by the Sergeant-at-Arms
(2) Will be responsible for bylaw reviews, as laid out in Article VII Section 3
SECTION 6. PUBLIC RELATIONS COMMITTEE.
(1) Will be chaired by the Public Relations Coordinator.
(2) Will assist the Public Relations Coordinator in his or her duties as listed in Article II Section 3 (i).
(3) Will be responsible for organizing publicity for the Chapter such as chalkings, posters, etc..
(4) Will be responsible for organizing official ALPHA PHI OMEGA apparel for the Chapter when the committee or Chapter feels it necessary.
SECTION 7. HISTORIAN AND ALUMNI COMMITTEE.
(1) Will be co-chaired by the Historian and the Alumni Secretary.
(2) Will assist the aforementioned officers in their duties as listed in the Article II Section 3 (j, k respectively).
(3) Will organize a faculty reception when necessary.
(4) Will be responsible for a yearly alumni event.
SECTION 8. ADVISORY COMMITTEE.
(1) Will consist of all advisors, which will consist of a minimum of two (2) advisors from the faculty, staff, or administration of Case Western Reserve University, one (1) advisor representing Scouting or other youth services, one (1) advisor from the community, and the current President of the Chapter. One (1) advisor will be elected to chair the Advisory Committee and will serve on the Chapter's Executive Committee.
(2) Will meet at the discretion of the Chair of the Advisory Committee or the discretion of the Chapter President, but at least twice (2) per academic semester. At each meeting, the Chapter President shall give a report on the state of the Chapter. Advisory Committee members may invite any Chapter member or non-member to make specific reports to the Advisory Committee.
(3) Will discuss and make recommendations concerning any problems or questions expressed by any Chapter member or any issue concerning the Chapter on which they feel they should offer advice.
SECTION 9. TEMPORARY COMMITTEES.
(1) The formation of a temporary committee by the President requires the approval of a majority of the active membership present at a meeting where a quorum prevails.
(2) The duties of any temporary committee shall be determined by the President.
ARTICLE IV - MEETINGS
SECTION 1. QUORUM.
Quorum is defined as the majority of the active membership.
SECTION 2. GENERAL ELECTIONS.
Meetings for the purpose of general election of Chapter officers shall be held once a Chapter semester no later than the second Chapter meeting of the Chapter semester.
SECTION 3. GENERAL CHAPTER MEETINGS.
(1) Will be held once per week during the school year.
(2) Will be open to all Chapter active, advisory, associate, inactive, neophyte, honorary, and alumni members, and members-in-absentia.
(3) Will be open to all pledges, except those meetings deemed inappropriate by the President and Pledge Educator.
(4) Will be open to non-members at the invitation or approval of the Executive Committee.
(5) Will be conducted under the latest edition of Robert's Rules of Order, as adapted by the President and Sergeant-At-Arms.
(6) Will not permit the use of absentee or proxy votes.
SECTION 4. SPECIAL MEETINGS.
A date for a special meeting shall be determined by the President upon the approval of the Executive Committee within seven (7) days of such a request. If the President does not comply with a request for a special meeting within seven (7) days, upon written request of one-third (1/3) of the active membership, the Chair of the Advisory Committee shall call and preside at such a meeting.
SECTION 5. VOTING.
(1) In situations where the voting requires a simple majority, abstains will not be included in the ballot count, and a majority will be considered out of a majority of all non-abstaining votes cast.
(2) In situations where the voting requires more than a simple majority (e.g. ¾ majority, 2/3 majority, etc.), abstentions will be included in the ballot count, and a majority will be considered out of a majority of all votes cast, including abstaining ballots.
(3) When ballots are to be used, said ballots shall be distributed, collected, and counted by advisors, alumni, and/or the Sergeant-at-Arms, at the discretion of the presiding officer.
ARTICLE V - OFFICER SELECTION
SECTION 1. ELIGIBILITY TO RUN FOR OFFICE.
(1) Will be extended to any member who passes the membership review at the beginning of the current semester unless that member is graduating at the end of the current academic semester.
(2) Will not be extended to an officer who has held that position for the two (2) Chapter semesters previous to the one in which the election is being held.
SECTION 2. NOMINATIONS.
(1) Will commence at a general Chapter meeting and be open for at least one (1) week before the election of the office.
(2) Will be taken from any active, associate, inactive, neophyte, pledge member, or member-in-absentia.
(3) Will close at the start of the election of the office in question.
(4) Will be confirmed with each nominee by the Sergeant-At-Arms prior to the close of nominations for the purpose of accepting or declining the nomination.
(5) Will be taken for all elected offices, as outlined in these Bylaws.
SECTION 3. GENERAL ELECTIONS.
(1) Will be held once (1) per Chapter semester, no later than the second (2nd) meeting of each Chapter semester, and at other times as necessary, at the discretion of the Executive Committee.
(2) Will occur for all elected offices, new advisors, and the Chair of the Advisory Committee.
(3) Will be done in the order of the offices listed in these Bylaws.
(4) Will be conducted after each candidate for a particular office is given the opportunity to speak to the membership for a period predetermined by the Executive Committee.
(5) Will be done by secret ballot, unless the office is unopposed, in which case it will be done by acclamation.
(6) Will be conducted at a meeting where a quorum exists.
(7) Will be conducted a second (2nd) time if no candidate receives a majority of the votes of the active membership present and in good standing, assuming a quorum exists. The second (2nd) election will include only the top two (2) vote-receivers from the first (1st) election.
(8) Will not permit absentee voting or voting by proxy.
(9) After all candidates for a particular office have had a chance to speak, they will be asked to leave the room for the Chapter to discuss the merits of the various candidates for each office.
(a) No first-time speaker will be permitted more than two (2) minutes to speak.
(b) No one will be permitted to speak more than one (1) minute at a time after the first (1st) time.
(c) It is up to the chair to make sure that the discussion remains relevant to the merits of various candidates to an office.
SECTION 4. APPOINTMENTS.
(1) Will occur for all appointed officers through a process decided upon by the President, in conjunction with the Executive Committee.
(2) Will be approved by the active membership.
(3) Will last for a term decided upon by the President, in conjunction with the Executive Committee.
SECTION 5. IMPEACHMENT.
(1) Any charges of impeachment shall be brought to the Chair of the Advisory Committee to investigate.
(a) If the Chair does not find merit in the charges, the Chair will inform the accuser of his/her findings.
(b) If the Chair does find merit in the charges, the Chair will inform the accused and the Executive Committee five days prior to the next Executive Committee meeting.
(2) At the Executive Committee meeting, chaired by the Chair of the Advisory Committee, a hearing, which the accused will be given the opportunity to attend, will be held.
(3) If at least four (4) voting members of the Executive Committee find merit in the charges, a hearing, which the accused will be given the opportunity to attend, shall be held at a general Chapter meeting with the Chapter given at least five (5) days notice.
(4) A two-thirds (2/3) majority vote of the active membership shall be necessary for the adoption of articles of impeachment.
(5) All voting concerning impeachment shall be done by secret ballot.
(6) If articles of impeachment are adopted, the officer shall leave office and a special election shall be held.
ARTICLE VI - DUES, FEES, AND ASSESSMENTS
SECTION 1. BUDGET.
(1) The Chapter's finalized budget shall be approved no later than the third (3rd) meeting of the academic semester by a simple majority of the active Chapter members in good standing, at a meeting where quorum exists.
(2) Under the leadership of the Treasurer, each committee chairperson and successor shall participate in completing the Chapter budget for the subsequent academic semester by completing the USG funding request forms, on behalf of the individual committee.
(3) The final approved budget shall include a ten percent (10%) allocation of the total budget to the Leadership Fund to help cover costs related to the National Convention and other Section and Regional activities.
SECTION 2. MEMBERSHIP DUES.
(1) Membership dues shall be approved by a simple majority of the active Chapter members in good standing, at a meeting where quorum exists. Chapter dues must be approved before a final budget is approved.
(2) The amount of dues shall not exceed four (4) times that of the National Active Membership dues.
(3) Membership dues shall be paid by the sixth week of each academic semester.
Section 3. ASSESSMENTS.
In the event of financial debt incurred by the Chapter, the Chapter may levy equal assessments upon the active Chapter members by an affirmative vote of three-fourths (3/4) of the active members in good standing present at a meeting where a quorum prevails. All active members should pay these assessments within a one (1) month period after their assessment, unless otherwise specifically arranged with the Treasurer.
ARTICLE VII - AMENDMENTS
Section 1. AMENDMENT PROCEDURE.
(1) These Bylaws may be amended by a three-fourths (3/4) affirmative vote of the active members in good standing present at a meeting where a quorum prevails.
(2) All proposed amendments to these Bylaws must be accompanied by a written rationale not to exceed one (1) page.
SECTION 2. PROPOSED AMENDMENTS.
All proposed amendments to these Bylaws must be submitted, in writing, at a general meeting at least one (1) week prior to the meeting at which the vote is to be taken.
SECTION 3. BYLAWS REVIEW.
These Bylaws shall be reviewed by the Bylaws Committee during the spring academic semester each year or as deemed necessary by the Chapter.
ARTICLE VIII - AWARDS
SECTION 1. AWARDS COMMITTEE.
(1) Will oversee the nominations, voting, and distribution of all Chapter awards.
(2) Will be made up of the Pledge Educator and one member of each of the following committees: Membership; Service; Fellowship; Bylaws; Public Relations; and Historian and Alumni, none of whom should be the head of any standing committee, who will be selected at each standing committee's first meeting of the academic semester.
(3) Members will be selected by the standing committee that they represent.
(4) Will be chaired by the Pledge Educator, unless the Pledge Educator chooses to delegate the position to another member of the Awards Committee.
(5) Will meet as needed beginning no later than the sixth (6th) week of each academic semester and prior to the Initiation Ceremony.
(6) Will maintain and update Chapter plaques for with the name of each award recipient, as well as the academic semester the award was presented.
(7) Shall present all Chapter awards at initiation ceremonies whenever possible.
(8) Will hold closed meetings to maintain secrecy, unless the committee chooses to open the meeting by a majority vote of the committee members.
SECTION 2. NOMINATIONS.
(1) May be made by any absentia.
(2) Must be in the form of a letter stating the nominee's qualifications for the award.
(3) Will be accepted by the Awards Committee beginning the eighth (8th) week of the academic semester.
(4) Will only be considered if the nominee meets all awards criteria.
SECTION 3. DISTINGUISHED SERVICE KEY.
(1) Is to be given to a brother who has given exemplary service to the Chapter.
(2) Requires a 4/5 affirmative vote of the active members of the Chapter, excluding the nominee.
(3) Voting may be done by absentee ballot or by phone.
(4) May only be awarded to a brother (as defined in Article I Sections 6 through 12: Active, Associate, Inactive, Member-in-Absentee, Alumni, Honorary, or Advisory) who has been a member of ALPHA PHI OMEGA for one (1) full year from the date of initiation.
SECTIONS 4. CERTIFICATE OF APPRECIATION.
(1) Is to be given to a person who has done a significant act for the Chapter or its members, but is not a member of this Chapter.
(2) Nominations will be accepted by the Awards Committee and presented to the Chapter for approval.
(3) Requires a three-fourths (3/4) affirmative vote of the active members present at a meeting where quorum exists.
(4) Voting shall be tabled by the Chapter for at least one (1) week.
SECTION 5. BROTHER OF THE SEMESTER.
(1) Is to be given to a brother or neophyte who best exemplifies the three cardinal principles of the Fraternity in that academic semester.
(2) Will be voted on by the Awards Committee by the eleventh week of the academic semester.
(3) Requires a majority vote of the Awards Committee members.
SECTION 6. PLEDGE OF THE SEMESTER.
(1) Is to be given to a pledge who best exemplifies the three cardinal principles of the Fraternity in that academic semester.
(2) Will be voted on by the Awards Committee by the eleventh (11th) week of the academic semester.
(3) Requires a majority vote of the Awards Committee members.
SECTION 7. THETA UPSILON LEADERSHIP AWARD.
(1) Is to be given to a brother who has shown outstanding leadership qualities within the Chapter.
(2) May be presented more than once in a Chapter semester, or not at all in a Chapter semester.
(3) Requires an affirmative vote of a majority of the members of the Awards Committee.
SECTION 8. THETA UPSILON FELLOWSHIP AWARD.
(1) Is to be given to a brother who has shown outstanding fellowship qualities within the Chapter.
(2) May be presented more than once in a Chapter semester, or not at all in a Chapter semester.
(3) Requires an affirmative vote of a majority of the members of the Awards Committee.
SECTION 9. THETA UPSILON SERVICE AWARD.
(1) Is to be given to a brother who has done outstanding service within the Chapter.
(2) May be presented more than once in a Chapter semester, or not at all in a Chapter semester.
(3) Requires an affirmative vote of a majority of the members of the Awards Committee.
SECTION 10. ADDITIONAL AWARDS CRITERIA.
(1) May be established by the Awards Committee, with the approval of a majority of the active members at a Chapter meeting where quorum exists.
(2) Will remain in effect until they are eliminated by a vote of a majority of the active members at a Chapter meeting where quorum exists.
(3) Shall be established by the eighth (8th) week of the academic semester in order to go into effect that same Chapter semester.