Bylaws of University of Kansas Panhellenic Association
[Revised and approved 11-04-2014]
Article I. Name
The name of this organization shall be the University of Kansas Panhellenic Association.
Article II. Object
The object of the Panhellenic Association shall be to develop and maintain women’s fraternity life and
interfraternity relations at a high level of accomplishment and in so doing to:
1. Consider the goals and ideals of member groups as continually applicable to campus and personal
life.
2. Promote superior scholarship and basic intellectual development.
3. Cooperate with member women’s fraternities and the university/college administration in concern
for and maintenance of high social and moral standards.
4. Act in accordance with National Panhellenic Conference (NPC) Unanimous Agreements, policies
and best practices.
5. Act in accordance with such rules established by the Panhellenic Council as to not violate the
sovereignty, rights and privileges of member women’s fraternities.
Article III. Membership
Section 1. Membership Classes
There shall be three classes of membership: regular, provisional and associate.
A. Regular membership. The regular membership of the University of Kansas Panhellenic
Association shall be composed of all chapters of NPC fraternities at the University of Kansas
Regular members of the College Panhellenic Council shall pay dues as determined by the College
Panhellenic Council. Each regular member shall have voice and one vote on all matters.
B. Provisional membership. The provisional membership of the University of Kansas Panhellenic
Association shall be composed of all colonies of NPC fraternities at the University of Kansas.
Provisional members shall pay no dues and shall have voice but no vote on all matters. A
provisional member shall automatically become a regular member upon being installed as a
chapter of an NPC fraternity.
C. Associate membership. Local sororities or national or regional non-NPC member groups may
apply for associate membership of the University of Kansas Panhellenic Association. The
membership eligibility requirements and the process for submitting an application and approval of
the application shall be determined by the Panhellenic Council. Associate members shall pay dues
as determined by the College Panhellenic Council. An associate member shall have voice and one
vote on all matters except extension-related matters and, if they are not participating in the formal
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recruitment process, they shall not have a vote on recruitment rules and establishment or
modification of Panhellenic total. An associate member may be expelled for cause by a majority
vote of the Panhellenic Council. An associate member shall not be entitled to vote on the question
of its expulsion.
Section 2. Privileges and Responsibilities of Membership
A. Duty of compliance. All members, without regard to membership class, shall comply with all NPC
Unanimous Agreements and be subject to these University of Kansas Panhellenic Association
bylaws, code of ethics and any additional rules this Panhellenic Association may adopt unless
otherwise prescribed in these bylaws. Any rules adopted by this Panhellenic Association in conflict
with the NPC Unanimous Agreements shall be void.
Article IV. Officers and Duties
Section 1. Officers
The officers of the University of Kansas Panhellenic Association shall be President, Vice President, Director
of Recruitment, Assistant Director of Recruitment, Director of Public Relations, Director of Risk Reduction,
Director of Interfraternal Relations and Member Development, Director of Scholarship, Director of
Philanthropy and Community Service, and Director of Judicial Affairs
Section 2. Eligibility
Eligibility to serve as an officer shall depend on the class of membership:
A. Regular membership. Members from women’s fraternities holding regular membership in the
University of Kansas Panhellenic Association shall be eligible to serve as any officer.
B. Provisional membership. Members from women’s fraternities holding provisional membership in
University of Kansas Panhellenic Association shall not be eligible to serve as an officer.
C. Associate membership. Members from women’s fraternities holding associate membership in the
University of Kansas Panhellenic Association shall not be eligible to serve as an officer.
In addition to meeting the class of membership requirement, a Panhellenic Association member must meet
the following eligibility requirements:
1. To be eligible for an office a Panhellenic Association member must:
a. Be an active initiated member in good standing of a University of Kansas Panhellenic
Association fraternity. If at any time, the member is not in good standing with her
respective chapter her position on Panhellenic Executive Board can be up for review.
b. Have at least a 3.0 University of Kansas cumulative grade point average prior to election
and maintain a 3.0 University of Kansas cumulative grade point average throughout term
of office.
2. To be eligible to be a Panhellenic Executive Board officer, a Panhellenic Association member must
have completed at least 30 hours from the University of Kansas, or any other institute of higher
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learning, by the time of the election. The woman must also be a full-time student at the University
of Kansas.
To be eligible to be an Appointed Officer, a Panhellenic Association member must be a full time
student.
No more than two of the Executive Board officers may be from the same chapter. Additionally, the
Assistant for Recruitment shall not be a member of the same chapter as the Director of
Recruitment. These will be upheld unless voted on otherwise by the council.
None of the Executive Board officers may maintain an Executive Board office in her chapter
concurrent with her term as a University of Kansas Panhellenic Association Executive Board
officer. Executive Board officers must retire from any Executive Board officers in their respective
chapters by February 1.
The Panhellenic President position shall not be held by a member of the same chapter for three
consecutive terms. This will be upheld unless voted on otherwise by the council. This vote can be
called up at any point the full council is present.
Terms of office shall be for one calendar year unless otherwise stipulated or until elections may be
held.
Section 3. Selection of Officers
Elections shall proceed as follows:
A. Elect the Director of Recruitment
B. Elect the President
C. Hold speech and question portion for all other positions in the following order:
a. Vice President, Director of Public Relations, Director of Risk Management, Director of
Interfraternal Relations and Member Development, Director of Scholarship, Director of
Philanthropy and Community Service, Director of Judicial Affairs, and Assistant Director of
Recruitment.
D. Elect officers (excluding Director of Recruitment and President) in the following order:
a. Vice President, Director of Public Relations, Director of Risk Management, Director of
Interfraternal Relations, Director of Educational Programs and Scholarship, Director of
Philanthropy and Community Service, Director of Judicial Affairs and Assistant Director of
Recruitment.
E. Each speech has a 3 minute maximum
F. Each question portion has a 5 minute maximum
Elections will be run accordingly:
a. The council will hear a speech from each Director of Recruitment candidate and have a
question portion for each candidate after their speech. Then, the council will vote on the
Director of Recruitment. Next, the council will hold a speech and question portion for each
president. After seeing all of the presidential candidates, council will vote on the president.
Then, council will hold a speech and question portion for every candidate in every position in
the following order: Vice President, Director of Public Relations, Director of Risk Reduction,
Director of Interfraternal Relations and Member Development, Director of Scholarship, Director
of Philanthropy and Community Service, Director of Judicial Affairs, and Assistant Director of
Recruitment. After hearing all of the speeches from every candidate, council will vote on each
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position in the same order as above. The Panhellenic president will notify all of the candidates
of the election results. Each speech shall have a maximum of 3 minutes and each question
portion shall have a maximum of 5 minutes. If a woman is running for more than one position,
she must give a speech for each position she is running for. Applications will be required
ahead of time and the current Panhellenic president must send the slate and applications to
the council a minimum of 24 hours prior to election night.
Section 4. Office-Holding Limitations
No more than 2 members from the same women’s fraternity shall hold office during the same term.
Section 5. Term
The officers shall serve for a term of one year or until their successors are selected. The term of office will
begin upon turnover ceremony.
Section 6. Removal
A. Any officer may be removed for cause by a vote of two-thirds of the Panhellenic Council.
B. For situations of ineligibility, an officer shall be immediately removed from the position, without a
vote by the Panhellenic Council.
Section 7. Vacancies
Vacancies shall be filled in the same manner of selection as provided in Section 3 of this article.
Section 8. Duties of Officers
A. The president shall:
i.
Preside at all meetings of the Panhellenic Council.
ii.
Preside at all meetings of the Executive Board.
iii.
Serve as an ex-officio member of Panhellenic Association committees.
iv.
Communicate regularly with the Panhellenic advisor.
v.
Be familiar with the NPC Manual of Information and all governing documents of this
association.
vi.
Ensure that the NPC annual report is completed
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Communicate with the NPC Area Advisor
viii.
Maintain current copies of the following: University of Kansas Panhellenic Association
bylaws and standing rules; the Panhellenic Association budget; contracts executed on
behalf of the Panhellenic Association; correspondence and materials received from the
NPC area .advisor; all College Panhellenic reports to NPC; and other pertinent materials.
ix.
Keep record of voting decisions for future presidents
x.
Will be delegated to act as spokespersons to any media or press in crisis or emergency
situations
B. The vice president shall:
i.
Perform the duties of the President in her absence.
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Work alongside the President in any capacity necessary, as deemed appropriate by the
Panhellenic President and/or Greek Life Staff.
Shall be familiar with the NPC Manual of Information and all governing documents of this
association.
Keep an up-to-date roll of the members of Panhellenic Council.
Record minutes of all meetings of the University of Kansas Panhellenic Council and the
Executive Board.
Maintain a complete and up-to-date file that includes the minutes of all meetings from the
date of organization and current correspondence.
Send meeting minutes to the NPC area advisor.
Supervise the finances of the University of Kansas Panhellenic Association.
Prepare the annual budget and, after its approval by the Panhellenic Council, provide a
copy to each University of Kansas Panhellenic Association member fraternity.
Receive all payments due to the Panhellenic Association, collect all dues and give
receipts.
Pay promptly the annual NPC dues and all bills of the University of Kansas Panhellenic
Association.
Maintain up-to-date financial records; give a financial report at each regular meeting of the
Panhellenic Council and an annual report at the close of her term of office.
Sign all contracts and checks involving The University of Kansas Panhellenic Association.
Provide a financial report to the Panhellenic Council chapters through the presentation of
the proposed budget no later than the second (2nd) to last meeting of the Panhellenic
Council in the Spring semester.
Shall organize training for the Panhellenic delegates.
C. The Director of Public Relations shall:
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Work with the Panhellenic Association Executive Board and Advisor(s) in all matters
pertaining to The University of Kansas Panhellenic Association.
Serve as liaison to the Greek Marketing Team and Greek Ambassadors.
Be responsible for developing and implementing a comprehensive Public Relations
campaign for the Panhellenic Association including publishing and distributing all
Panhellenic Association publications. Preparing news releases and advertising for
Panhellenic Association and chapter events.
Serve as the liaison to the University Daily Kansan and the Lawrence Journal World.
Be responsible for maintaining a record of Panhellenic events through files and archives.
Maintain the responsibility of media liaison for the Panhellenic Association with the
Panhellenic President.
Be responsible for overseeing all social media, including the KU Panhellenic website,
Facebook Fan Page, and Twitter account.
Be responsible for adding and keeping up-to-date the KU Panhellenic Blog.
Provide marketing materials for recruitment as requested by the Director of Recruitment
and Assistant Director of Recruitment.
Host roundtables with every chapter’s public relations chairs to ensure they are keeping all
information up-to-date online and through social media, along with promoting Panhellenic
and other chapter’s events.
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Facilitate working relationship with all IFC, NPHC, and MGC
D. The Director of Risk Reduction shall:
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Have an understanding of general risk reduction methods which include the laws, rules,
and general regulations which govern each fraternity and sorority.
Hold training session to educate and inform chapter leaders and individual members of the
rules and regulations of their National Policy as well as the Panhellenic Association Policy
which each chapter is required to follow.
Communicate to the Judicial Board to any behaviors violating risk management policies
contained in the Panhellenic Association Constitution and the Social Policy.
Be responsible for collecting Party Notification Forms and exercise the right to request
clarification and place standards relating to events described through PNF. Should the
standards that are set be violated, she shall have the grounds to reject the chapter’s right
for the social function, in addition to alerting the Judicial Board for needed infractions and
sanctions.
Help to ensure that the Social Policy is updated and understood by chapter officers. This
may include holding workshops or programs to educate members on the policies they are
expected to follow.
E. The Director of Recruitment shall:
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Work with the Panhellenic Association Executive Board and Advisor(s) in all matter
pertaining to The University of Kansas Panhellenic Association.
Directly supervise the activities of the Assistant for Recruitment and the Head Recruitment
Counselors with the advisor.
Call and chair all meetings of the Panhellenic Association Recruitment Council and serve
in an advisory capacity as member of the Recruitment Counselors Standing Committee.
Be authorized to countersign Panhellenic Association checks during the summer and Fall
Formal Recruitment and Panhellenic Association Recruitment checks at all times.
Maintain and turnover all files pertaining to the office.
The Director of Recruitment shall earn $8.00/ hour over the summer months. She shall
work 20 hours per week in May (beginning at the conclusion of the spring semester), 20
hours per week in June, 30 hours a week in July, and 40 hours a week in August through
the conclusion of Fall Formal Recruitment. During this time, she will conduct information
sessions for New Student Orientation. The stipend shall be up for review every three years
in conjunction with executive board stipends (to be reviewed in Fall 2014).
Shall be in charge of appointing a maximum of two women as Head Recruitment
Counselors.
F. The Assistant Director of Recruitment shall:
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Report directly to the Director of Recruitment.
Serve as the Coordinator for Continuous Open Bidding.
Maintain an updated list of women interested in participating in the Continuous Open
Bidding Process.
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Be responsible for accounting for those chapters eligible for and participating in
Continuous Open Bidding, as well as informing chapters of this eligibility.
Organize a comprehensive Public Relations program for Continuous Open Bidding.
Assist the Director of Recruitment in all aspects of Fall Formal Recruitment.
Upon serving as Assistant Director of Recruitment for one year, must receive the vote of
confidence (50% + 1), during the time of normal elections, to become Director of
Recruitment.
The Assistant for Recruitment shall earn $7.50/hour over the summer months. She shall
work 10 hours a week in May (beginning at the conclusion of the spring semester), 10
hours a week in June, 20 hours a week in July, and 40 hours a week in August through the
conclusion of Fall Formal Recruitment.
G. The Director of Interfraternal Relations and Member Development shall:
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Directly supervise the activities of the Junior Panhellenic Council executive board
Serve as coordinator for the Annual Greek Recognition Night.
Serve as a coordinator/advisor for joint events with National Pan-Hellenic Council,
Multicultural Greek Council, and the Interfraternity Council.
Be responsible for developing and implementing programs to promote Interfraternal
Relations.
Shall either serve as Panhellenic Senator by going to all necessary Student Senate
meetings or shall appoint someone from the Panhellenic Association to serve as a
Panhellenic Senator.
Shall serve as a liaison to National Pan-Hellenic Council (NPHC), the Multi- Cultural Greek
Council (MGC), and the IFC (Interfraternity Council).
Serve as the coordinator for any educational program hosted by the Panhellenic
Association
Serve as the coordinator of Greek 101 (or any new member orientation program) each fall
H. The Director of Scholarship shall:
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Work with the Panhellenic Association Executive Board and Advisor(s) in all matters
pertaining to The University of Kansas Panhellenic Association.
Directly supervise the activities of the Scholarship Chairs and hold at least one roundtable
per semester with the chapter scholarship chairs.
Serve as Panhellenic Association liaison to appropriate campus organizations.
Shall coordinate a Greek Tutoring program available to all Panhellenic members.
Shall coordinate the Scholar of the Month recognition.
Responsible for presiding over the selection committee and awarding the scholarships
from the KU Panhellenic Leadership Development Fund with the assistance of the advisor.
Shall work with the Director of Interfraternal Relations and Member Development to
coordinate Greek 101 each fall
The Director of Philanthropy and Community Service shall:
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Directly supervise the activities of the community service and philanthropy chairs.
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Serve as a liaison between local and national philanthropic and service organizations and
the Panhellenic Association.
Be responsible for the organization and implementation of the Philanthropy and
Community Service Program for the Panhellenic Association, including coordination of
philanthropic and community service events sponsored by the Panhellenic Association.
Meet with the philanthropy chairs of each chapter to develop and coordinate a calendar of
philanthropies each Spring and Fall term in order to promote these events.
Notification form for chapter philanthropy must be turned in by stop day the semester
before Exceptions may be made by the Director of Community Service and Philanthropy.
Date and time of chapter philanthropy must be approved by the Director of Community
Service and Philanthropy
Act as the coordinator for the KU House That Greeks Built program, as well as the liaison
between the Douglas County Habitat for Humanity chapter and the Greek community.
Shall be responsible for coordination of the Fall and Spring Blood Drives. May appoint
someone from the community to fill this role if deemed necessary.
Shall coordinate the Adopt-A-School program. May appoint someone from the community
to fill this role if deemed necessary.
Must keep track of all community service hours for Greek Standards purposes.
Must hold at least one community service roundtable per semester with the community
service chairs from each chapter.
Serve as a liaison between the Panhellenic Association and the Panhellenic philanthropic
program, The Circle of Sisterhood
Organize one event each semester to benefit the Circle of Sisterhood. This event should
be either coordinated with or around Sigma Kappa and any initiatives they are pursuing for
Circle of Sisterhood that semester.
J. The Director of Judicial Affairs shall:
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Serve as Chief Justice of the Panhellenic Judicial Board
Hold focus group meetings as deemed necessary with the Directors of Risk Reduction and
the Justices
Coordinate the council’s judicial program
Enforce and ensure the completion of sanctions
Conduct Judicial Board training sessions as deemed necessary
Provide chapter presidents and council delegates with written and electronic copies of
judicial procedures
Educate the council on the procedures for all Judicial Board matters
Visit chapters in conjunction with the council and other judicial officers to educate new
member classes on social and hazing policies and procedures to follow when violations
have occurred
Maintain current (reviewed and approved within the past two years) versions of the council
mission statement, code of ethics, position statements and resolutions, judicial policies,
constitution, bylaws, recruitment policies, and other important policy or rules documents
Attend roundtables for chapter risk management and social chairs
Oversee incident report filing process and respond to incidents
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Section 9. Other Officers
A. Members of the Panhellenic community may be appointed to hold various positions as needed
throughout the year. This will be done on a need-by-need basis supervised by the Panhellenic
President and the Director that oversees such matters.
B. Head Recruitment Counselor(s). The HRC(s) shall:
i.
Report directly to the Director of Recruitment and advisor.
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Call and preside all meetings of the Recruitment Counselor Standing Committee.
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Be responsible for the development and implementation of the Panhellenic
C. Association Recruitment Counselor Program, including selection and training of Recruitment Counselors.
i.
Serve as members of Recruitment Staff during Fall Formal Recruitment.
ii.
Must have previously been a Recruitment Counselor.
Article V. The Panhellenic Council
Section 1. Authority
The governing body of the University of Kansas Association shall be the Panhellenic Council. It shall be the
duty of the Panhellenic Council to conduct all business related to the overall welfare of the University of
Kansas Panhellenic Association including, but not limited to: annually review and adjust total as needed;
determine dues; approve the annual budget; consider extension; set a calendar of events; determine
programming; and establish recruitment rules and recruitment style. The Panhellenic Council shall also
have the authority to adopt rules governing the Panhellenic Association that do not violate the sovereignty,
rights and privileges of member women’s fraternities. If a group commits an act blatantly detrimental to the
University of Kansas Panhellenic Association, the executive board holds the right to handle the action
accordingly under the judicial process.
Section 2. Composition and Privileges
The University of Kansas Panhellenic Council shall be composed of one delegate from each regular,
provisional, and associate member group at University of Kansas as identified in Article III. The delegates
shall be the voting members of the Panhellenic Council except as otherwise provided in Article III of these
bylaws. If delegate is not present the vote may be cast by a member of the fraternity, providing her
credentials have been presented to the association president.
Section 3. Selection of Delegates
Delegates to the Panhellenic Council shall be selected by their respective women’s fraternity chapters to
serve for a term of one year commencing upon selection by the chapter.
Section 4. Delegate Vacancies
When a delegate vacancy occurs, it shall be the responsibility of the fraternity affected to select a
replacement within three weeks and to notify the Panhellenic Association Vice President of her name,
address, and telephone number. Exceptions to be decided by the Panhellenic Association President.
Section 5. Regular Meetings
Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning
of each academic term.
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Section 6. Annual Meeting
The annual meeting of the Panhellenic Council shall be held during the first two weeks of November. The
purpose of the annual meeting shall be for the election of officers and any other business that may properly
come before the delegates.
Section 7. Special Meetings
Special meetings of the Panhellenic Council may be called by the president when necessary. They shall
also be called by her upon the written request of no fewer than one-fourth of the member women’s
fraternities of the University of Kansas Panhellenic Association. Notice of each special meeting of the
Panhellenic Council shall be sent at least 24 hours prior to convening the meeting; however, such notice
may be waived, and attendance at such meeting shall constitute waiver of said notice.
Section 8. Quorum
Two-thirds of the delegates from the member fraternities of the University of Kansas Panhellenic
Association shall constitute a quorum for the transaction of business.
Section 9. Vote Requirements
A. Proposed motions on issues that impact a chapter as a whole must be announced at a previous
meeting to allow opportunity for chapter input before a vote may be taken on the issue.
B. A two-thirds vote of the Panhellenic Council shall be required to approve a recolonization plan and
for all extension-related votes. All other votes, unless specified in these bylaws, shall require a
majority vote for adoption.
Section 10. Philanthropy
A. The official philanthropy of the University of Kansas Panhellenic Association is Circle of Sisterhood
B. The Director of Philanthropy and Community Service will work with leadership in Circle of
Sisterhood to plan and execute all events and fundraisers
Article VI. The Executive Board
Section 1. Composition
The composition of the Executive Board shall be: President, Vice President, Director of Public Relations,
Director of Risk Reduction, Director of Recruitment, Director of Interfraternal Relations and Member
Development, Director of Scholarship, Director of Philanthropy and Community Service, Director of Judicial
Affairs, and Assistant Director of Recruitment.
Section 2. Duties
The Executive Board shall administer routine business between meetings of the Panhellenic Council and
such other business as has been approved for action by Panhellenic Council vote. At the next regular
meeting of the Panhellenic Council through the secretary, the Executive Board shall also report all action it
has taken and record the action in the minutes of that meeting. They shall also work with the Panhellenic
Association Executive Board and advisor(s) in all matters pertaining to the University of Kansas Panhellenic
Association, prepare turnover binders for next officer, and perform all other duties as assigned. The
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President shall maintain ten(10) office hours per week; the Vice President will maintain eight (8) office
hours per week, the other Directors shall maintain six (6) office hours per week, and the Assistant Director
of Recruitment shall maintain three (3) office hours per week.
Section 3. Regular Meetings
Regular meetings of the Executive Board shall be held at a time and place established at the beginning of
each academic term.
Section 4. Special Meetings
Special meetings of the Executive Board may be called by the president when necessary and shall be
called by her upon the written request of three members of the Executive Board.
Section 5. Quorum
A majority of Executive Board members shall constitute a quorum for the transaction of business.
Section 6. Stipends
The Panhellenic President will receive a stipend of $400.00 per semester while in office. The Vice
President will receive a stipend of $350.00 per semester while in office. The Directors will receive a stipend
of $300.00 per semester. The giving of these stipends to each individual on the Panhellenic Executive
Board can be put up for review by the Panhellenic President and/or Greek Life Staff if the requirements of
serving on the Panhellenic Executive Board are not met. The stipend amount will be up for review every
three years and will be reviewed again in the fall of 2014. At that time, a committee consisting of the
Panhellenic President, the Vice President, two chapter representatives, two chapter presidents, and the
Panhellenic advisor will review proposals which will then be submitted to the Council.
Article VII. The Panhellenic Advisor
Section 1. Appointment
The Panhellenic advisor of the University of Kansas Panhellenic Association shall be appointed by the
University of Kansas Student Involvement and Leadership Center.
Section 2. Authority
The Panhellenic advisor shall serve in an advisory capacity to the University of Kansas Panhellenic
Association. The Panhellenic advisor shall have a voice but no vote in all meetings of the Panhellenic
Council and the Executive Board.
Article VIII. Committees
Section 1. Standing Committees
A. The standing committees of the University of Kansas Panhellenic Association shall be the Judicial
Board and Membership Recruitment Committee, Recruitment Counselors, and Adopt-a-School.
B. Term. The standing committees shall serve for a term of one year, which shall coincide with the
term of the officers.
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C. Membership. With the exception of the Membership Recruitment Committee, all members must
have a 3.0 University of Kansas cumulative grade point average prior to election and maintain it
throughout their term.
Section 2. Appointment of Committee Membership
The Executive Board shall appoint members and chairmen of all standing and special committees, except
as provided otherwise in these bylaws, and, in making these appointments, recognize fair representation
from all member women fraternities as much as possible. The president shall be an ex-officio member of all
committees except the Judicial Board.
Section 3. Judicial Board
The Judicial Board shall consist of the Director of Judicial Affairs as Chief Justice and five members. The
Panhellenic advisor shall serve as a nonvoting ex-officio member. Judicial Board members shall participate
in training to be educated about the purpose of the board, the rules and regulations the Judicial Board will
monitor, the procedures to be followed, proper questioning techniques, the rights of the charged
organizations, evaluating evidence, and deliberations and sanctioning. The Judicial Board shall educate
member fraternities about the Panhellenic judicial procedure. It shall be the Judicial Board’s duty to hold a
hearing to adjudicate all alleged violations of the NPC Unanimous Agreements and the bylaws, code of
ethics, standing rules and membership recruitment regulations of the University of Kansas Panhellenic
Association that are not settled informally or through mediation. The hearing shall be conducted by the
entire Judicial Board unless Panhellenic Council adopts rules for the hearing to be conducted by a
committee of the Judicial Board. The members of the Judicial Board shall maintain confidentiality
throughout and upon completion of the judicial process.
Section 4. Membership Recruitment Committee
The Membership Recruitment Committee shall consist of a chairman and at least one representative from
each regular, provisional, and associate member. Alumnae advisors may attend meetings of the
committee. The alumnae advisors shall have voice but no vote. This committee shall review and develop
membership recruitment rules and submit them for discussion and approval to the Panhellenic Council
before the end of the academic term preceding the membership recruitment period. After each membership
recruitment period, the chairman of this committee shall present a full report, including recommendations,
to the Panhellenic Council based on an analysis of the recruitment statistics and recruitment evaluations
from new members, potential new members who withdrew, each member group and chapter advisor. If a
chapter does not have representation at a Recruitment Council meeting, they will incur a $10 Fine, as well
as hold sole responsibility for scheduling a follow up meeting with the Director of Recruitment.
Section 5. Recruitment Counselors
A. Membership. Recruitment Counselors shall consist of a max of two Head Recruitment Counselors,
Director of Recruitment, Assistant Director of Recruitment, and Recruitment Counselors from each
chapter of The University of Kansas Panhellenic Association
B. Duties: It shall be the duty of the Recruitment Counselors to assist perspective members during
Fall Formal Recruitment.
Section 6. Circle of Sisterhood
The Circle of Sisterhood committee shall be comprised of the Director of Philanthropy and Community
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Service alongside two to three Circle of Sisterhood directors. In order to be eligible to serve as a director, a
woman must have a minimum of a 3.0 cumulative GPA throughout her term of service.
Section 7. Other Committees
Other such committees, standing or special, shall be appointed as deemed necessary by the Panhellenic
Council.
Article IX. Finances
Section 1. Fiscal Year
The fiscal year of the University of Kansas Panhellenic Association shall be from August 1 to July 31,
inclusive.
Section 2. Contracts
Dual signatures of the President and Vice President shall be required to bind the University of Kansas
Panhellenic Association on any contract.
Section 3. Checks
All checks issued on behalf of the University of Kansas Panhellenic Association shall bear dual signatures.
The following shall be authorized to be one of the two required signatures: President, Vice President, and
advisors. The Fall Formal Recruitment account may also be signed by the Director of Recruitment and
Assistant Director of Recruitment.
Section 4. Payments
All payments due to the University of Kansas Panhellenic Association shall be received by the Vice
President, who shall record them. Checks for payments shall be made payable to the University of Kansas
Panhellenic Association or KU Panhellenic Recruitment.
Section 5. Dues
A. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC office.
B. Panhellenic Association membership dues shall be an assessment per member and new member.
i.
The amount of such dues for the next academic year shall be determined by the Panhellenic
Council no later than February of that year.
ii.
The dues of each Panhellenic Association member fraternity shall be payable annually.
Section 6. Fees and Assessments
1. The Panhellenic Council shall have the authority to determine fees and assessments as may be
considered necessary.
2. Fees, fines, and assessments must be paid within two weeks of notification or the chapter shall be
placed under financial probation. Financial probation shall be defined as the chapter losing its vote in
council meetings until all outstanding debts are settled. If after two weeks of financial probation standing,
the chapter has continually failed to settle debts, the Panhellenic Executive Board may refuse to approve
any Party Notification Forms and/or deny or revoke any social function approval, until all outstanding debts
are settled. Any appeals will be taken straight to mediation.
~ 13 ~
Article X. Extension
Section 1. Extension is the process of adding an NPC women’s fraternity.
The University of Kansas Panhellenic Association shall follow all NPC Unanimous Agreements and NPC
extension guidelines found on the NPC website and in the Manual of Information.
Section 2. Voting rights
Only regular members of the Panhellenic Council shall vote on extension matters.
Article XI. Violation Resolution
Section 1. Violation
Chapters shall be held accountable for the conduct of their individual collegiate and alumnae members.
Conduct contrary to the NPC Unanimous Agreements, these bylaws, the Panhellenic code of ethics,
standing rules and/or membership recruitment regulations of the University of Kansas Panhellenic
Association shall be considered a violation.
Section 2. Informal resolution
Members are encouraged to resolve alleged violations through informal discussion with the involved
parties.
Section 3. Judicial process
If informal discussions are unsuccessful, the judicial process will be set in motion by filing a report of the
alleged violation. The University of Kansas Panhellenic Association shall follow all mediation guidelines
found in the Manual of Information.
A. Mediation. Mediation is the first step of the judicial process. The University of Kansas Panhellenic
Association shall follow all NPC Unanimous Agreements concerning the judicial process found in
the Manual of Information.
B. Judicial Board hearing. When a violation is not settled informally or through mediation, the
Judicial Board shall resolve the issue in a Judicial Board hearing. The Panhellenic Council shall
adopt procedures in the standing rules for these purposes that are consistent with the NPC
Unanimous Agreements.
C. Appeal of Judicial Board decision. A decision of the Judicial Board may be appealed by any
involved party to the NPC College Panhellenics Judicial Appeal Committee. The University of
Kansas Panhellenic Association shall follow all NPC Unanimous Agreements concerning the
appeals process found in the Manual of Information.
Article XII. Hazing
Per the Unanimous Agreements, the National Panhellenic Conference supports all efforts to eliminate
hazing. All forms of hazing shall be banned. Hazing is defined as any action taken or situation created,
~ 14 ~
intentionally, whether on or off fraternity premises, to produce mental or physical discomfort,
embarrassment, harassment or ridicule. Such activities and situations include creation of excessive
fatigue; physical and psychological shocks; wearing, publicly, apparel which is conspicuous and not
normally in good taste; engaging in public stunts and jokes; morally degrading or humiliating games and
activities; late night sessions which interfere with scholastic activities; and any other activities which are not
consistent with the regulations and policies of the educational institutions.
Article XIII. Philanthropy and Community Service
Section 1. Philanthropy
A. Philanthropy is defined as an event or program where participants raise awareness, money, and/or goods to
directly benefit an organization or group of people. None of the resources collected will be used to cover the
cost of the event in any way. Nor will those who planned the event use the resources collected for personal
disposal. Philanthropy is meant for humanitarian purposes to promote recognition of those receiving the
resources, not of the people planning the event.
B. Philanthropy Event
i.
As outlined in the KU Greek Community Standards, each chapter is expected to hold one
philanthropy event per year with at least 75% of members participating. This fulfills 5.3 of the
Community Standards program.
ii.
Notification form for chapter philanthropy must be turned in by stop day the semester before. The
Director of Community Service and Philanthropy may make exceptions.
iii.
Documentation following the event shall be submitted to Rock Chalk Central by a predetermined
day found in the Community Standards Program.
Section 2. Community Service
A. Community service shall be defined as the donation of time and services in the form of volunteering to
benefit individuals within a community or the community as a whole. It will always be a hands-on activity
where you are directly helping people in some capacity. Those providing service are considered volunteers
and will not be paid for their efforts.
B. Chapters are expected to donate the equivalent of 10 hours per member, per semester, of community
service to an all-Greek community service event (ex., Adopt-A-School), OR to an exterior organization (ex.,
Big Brothers Big Sisters, Habitat for Humanity, etc.), OR create a chapter service event with a minimum of
75% of chapter members in attendance. This fulfills 5.2 of the Community Standards program.
C. Community Service Event
i.
Each chapter is expected to coordinate or provide support to at least one community service event
per semester. This fulfills 5.1 of the Community Standards Program
ii.
Documentation of this event shall be submitted to Rock Chalk Central by a predetermined day
found in the Community Standards Program.
D. Community Service Hours
i.
All community service hours must be completed in Douglas County.
ii.
All community service hours must be completed during the academic semester. Any hours
completed during Summer or Winter break shall not count and should not be recorded.
iii.
Hours served in a student organization shall not count towards the required number unless the
hours are spent volunteering at a community service event. Those hours spent planning or
organizing a philanthropic event shall be considered participation in a student organization.
~ 15 ~
iv.
E.
F.
G.
H.
I.
Hours spent volunteering at a Panhellenic philanthropic event (ex., a chapter philanthropy event or
Circle of Sisterhood) shall not count. Hours spent volunteering at an exterior organization’s
philanthropic event (ex., helping set up/working a 5k event for the Boys & Girls club) shall count.
v.
Tabling for any event, whether community service or philanthropic, shall not count for community
service hours. Tabling constitutes as raising awareness, which falls under philanthropy.
vi.
The Director of Community Service and Philanthropy may make exceptions to the above provisions
(a-e).
Alternative Breaks
i.
Individuals who participate in Alternative Breaks shall receive 5 of the 10 community service hours,
required by the Community Standards program, for participating in Alternative Breaks, even though
they may have not taken place in Douglas County or have been completed during an academic
semester.
Blood Drive
i.
Individuals must volunteer at a blood drive event or volunteer to help set up for a blood drive event
to receive community service hours for the blood drive. A donation of blood or done marrow shall
not count for community service hours, as it is a donation of a good and is considered
philanthropic.
Dance Marathon
i.
Hours spent volunteering at the hospital and with the child/family outside of the hospital shall count
as community service hours.
ii.
Hours spent setting up for the KUDM event shall count as community service hours. This is an
exception to be made to section D. Community Service hours, sub-section d.
iii.
Hours spent participating in the dance marathon do not count because a monetary donation was
made to attend the event, and is therefore considered participation in a philanthropy.
Documentation from each chapter of service hours completed must be submitted to Rock Chalk Central by
a predetermined date found in the KU Greek Community Standards Program.
Failure to document this expectation shall result in a Judicial Board mediation or hearing as determined by
the Director of Judicial Affairs and the Judicial Board Manual.
Section 3. Event Regulation
A. There shall be no use or association of alcohol, drugs, inappropriate sexual conduct, or tobacco at any
chapter or council community service or philanthropic event.
Article XIV. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the
University of Kansas Panhellenic Association in all cases to which they are applicable and in which they are
not inconsistent with the NPC Unanimous Agreements, these bylaws and any special rules of order the
University of Kansas Panhellenic Association may adopt.
Article XV. Amendment of Bylaws
These bylaws may be amended at any regular or special meeting of the University of Kansas Panhellenic
Council by a two-thirds vote, provided that the proposed amendment has been announced and submitted in
writing at the previous regular meeting allowing an opportunity for chapter input.
~ 16 ~
Article XVI. Dissolution
This Association shall be dissolved when only one regular member exists at University of Kansas. In the
event of the dissolution of this Association none of the assets of the Association shall be distributed to any
members of the Association, but after payment of the debts of the Association its assets shall be given to
the National Panhellenic Conference.
~ 17 ~
STANDING RULES
Article I. Position Statements, Policies, Resolutions
Section 1. Public Displays of Inappropriate Behavior
WHEREAS, The current risk management policy does not provide a stance against public displays of
inappropriate behavior.
WHEREAS, While inappropriate behavior in the community is degrading to those specific chapters, it is also
degrading to the Greek community’s view as a whole.
WHEREAS, Greek members should behave responsible and always keep in mind that they are representing
themselves, their values-based organizations, and the entire University of Kansas Greek Community and
should refrain
from these actions.
THEREFORE BE IT RESOLVED, That the University of Kansas Panhellenic Association strongly
discourages any form of public display of inappropriate behavior and
encourages individual Panhellenic sororities to hold its members accountable if those
members engage in public displays of inappropriate behavior.
Section 2. Driving Under the Influence
WHEREAS, The current risk management policy does not provide a stance against
public displays of inappropriate behavior.
WHEREAS, Not only is driving under the influence illegal, it is also dangerous and life
threatening to those involved and the general public.
WHEREAS, Panhellenic sorority members should hold themselves accountable and to higher standards
of conduct and take steps to keep members and the general public safe.
THEREFORE BE IT RESOLVED, That the University of Kansas Panhellenic Association
delegation strongly discourages any Panhellenic sorority woman from driving
under the influence and encourages individual sororities to hold its members
accountable if those members drive under the influence.
Section 3. Sexual Abuse/Harassment
WHEREAS, The current risk management policy does not provide a stance against sexual abuse or
harassment.
WHEREAS, sexual harassment and abuse violates our principles and ideals, reflects poorly on our society,
and results in physical, mental, and emotional trauma to victims and survivors.
WHEREAS, the University of Kansas Institutional Opportunity & Access policy clearly states, “Sexual
harassment is a violation of professional ethics as well as a violation of federal and state law. Specifically,
sexual harassment is a form of illegal discrimination in violation of Title VII of the Civil Rights Act of 1964,
~ 18 ~
Title IX of the Education Amendments of 1972, and the Kansas Acts Against Discrimination. University
policy prohibits sexual harassment.”
WHEREAS, the University of Kansas Panhellenic Association abides by University of Kansas, local, state,
and federal laws and policies regarding sexual harassment, abuse and assault.
THEREFORE BE IT RESOLVED, that the University of Kansas Panhellenic Association will not tolerate or
condone any form of sexual harassment, assault or sexual abusive behavior by any chapter or any of its
members, whether physical, mental, or emotional. This is to include any actions, which are demeaning to
women or men including but not limited to all forms of rape, physical sexual abuse, and verbal harassment.
If members become privy to any violation of this policy, it is their responsibility and duty to fellow Panhellenic
members to report the violation to the Office of Institutional Opportunity and Access.
Section 4. Vandalism
WHEREAS, The current risk management policy does not provide a stance against vandalism.
WHEREAS, Vandalism is inconsistent with the goals and missions of the University of Kansas Panhellenic
Association, its member sororities, and the University of Kansas.
THEREFORE BE IT RESOLVED, That the University of Kansas Panhellenic Association strongly
discourages any form of public display of inappropriate behavior and encourages individual sororities to hold
its members accountable if those members engage in public displays of inappropriate behavior.
Section 5. Safety Awareness
WHEREAS, The current risk management policy does not provide a stance against safety awareness.
WHEREAS, The Greek community strives to ensure that all of our chapters and members are safe.
THEREFORE BE IT RESOLVED, That the University of Kansas Panhellenic Association
requires that all chapter houses meet all local fire and health codes and standards and strongly encourages
that members are always aware of their surroundings while also looking out for others.
Section 6. Social Functions on Weeknights
WHEREAS, The current risk management and scholarship policies do not provide a stance against hosting
social functions on weeknights.
WHEREAS, The Greek Community’s values hold scholarship and academic success as a main priority.
WHEREAS, Hosting a social function on a weeknight contradicts this value by potentially encouraging
women to disregard their academic success for social reasons.
THEREFORE BE IT RESOLVED, that the University of Kansas Panhellenic Association discourages
chapters from scheduling social functions on weeknights (Sunday-Wednesday nights), especially around
Mid-Term and Final testing periods. Exceptions may be made at the discretion of the Panhellenic
Association Director of Risk Reduction.
~ 19 ~
Section 7. New Member Class GPA Requirement
WHEREAS, The current scholarship policy does not provide a stance on New Member Class GPA
requirements.
WHEREAS, scholarship is a pillar of the University of Kansas Panhellenic Association and our goal is to
instill this pillar into the New Member Classes so that they can achieve academic success.
THEREFORE BE IT RESOLVED, That the University of Kansas Panhellenic Association strongly
encourages chapters adopt a minimum 2.5 GPA for New Member Classes.
Section 8. Minimum GPA Requirement for Chapter Officers
WHEREAS, The current scholarship policy does not require chapter officers to maintain a minimum GPA
requirement that is equal or exceeding the All-Women’s average.
WHEREAS, The Greek Community holds scholarship to be an essential value and chapter leadership
should also hold and embody this value.
THEREFORE BE IT RESLOVED, That the University of Kansas Panhellenic Association strongly
encourages all chapters to adopt and uphold a minimum GPA requirement that is equal to or exceeding the
All-Women’s average for all elected officers.
~ 20 ~
Article II. Panhellenic Association & Interfraternity Council Joint Alcohol
Policy
Section 1. Statement
a. All University of Kansas Interfraternity Council (IFC) and Panhellenic Association (PHA) member
chapters shall operate in a manner consistent with all University, local, state, and federal laws and
policies concerning the sale, purchase, serving or consumption of alcohol.
b. Where University, local, state, federal or International Organizational policies are stricter those policies
and sanctions will prevail over this document.
Section 2. Purpose
a. To promote responsible attitudes and behaviors concerning alcohol use at Greek social functions.
Section 3. Definitions
a. Non-member: any person excluding new members, initiated member, and those members currently of
alumni status.
b. Potential New Member: Any persons not a member of a said fraternity or sorority or any persons not
currently enrolled as a student at the University of Kansas who is seeking membership to a Panhellenic
or Interfraternity Council chapter.
c. Member: Any persons that is a new member, initiated member, or of alumni status of a said fraternity or
sorority.
d. Social Event: The possession, sale, use or consumption of alcoholic beverages, while on chapter
premises or during a fraternity or sorority event, in any situation sponsored or endorsed by the chapter,
or at any event an observer would associate with the fraternity or sorority, must be in compliance with
any and all applicable laws of the state, province, county, city, and institution of higher education, and
must comply with the [guidelines stated in this document] (from FIPG Risk Management Policy).
e. BYOB Event: An event where invited members or guests, if of age, bring their own drinks. (See BYOB
Event Guidelines)
f. Host: Any chapter or organization that plans, pays for, is invited to attend as a whole and/or
participates in as a whole.
g. Good Standing: When an IFC/PHA chapter has no outstanding fines and is not on social or any other
type of probation with either IFC/PHA, their International Organization, or the University of Kansas and
has completed their student organization registration with the SILC office.
h. Guest List: A list of members and/or guests invited to attend the event. This list must include their
names and can include birthdates and any other relevant information.
Section 4. Event Management Guidelines
a. No one under the legal drinking age is to consume or purchase alcohol.
b. No chapter funds shall be used for the purchase of alcohol.
c. Every participating chapter is equally responsible for the event regardless of the location.
d. Paid, professional security guards are required in relation to the total number of expected attendants. See
“Security” section for ratio requirements.
e. No bulk quantity of common source alcohol shall be purchased by the chapter (i.e. kegs or cases)
f. The purchase of alcohol shall in no way be undertaken or coordinated by members on behalf of the
chapter. Each member that is 21 years of age, or older, shall purchase alcohol for only himself/herself.
g. Any function where the proceeds from the sale of alcohol are donated to a charitable organization,
philanthropy or to the chapter itself are prohibited.
h. Open Events, meaning those with unrestricted access by non-members of the fraternity, without specific
invitation, where alcohol is present, are forbidden.
i. A third party vendor or an off-premise location (i.e. bar, restaurant, hotel, bowling alley, etc.) shall provide
the “cash bar” service where the individual of-age consumer pays for each individual drink.
j. Regarding guests:
~ 21 ~
a. Non-members must receive a specific invitation to attend the event. Their specific
invitation is by means of being placed on a guest list.
b. There will be no joint guest lists between chapters. Each participating chapter submits
their own guest list to their respective councils.
i. Within the event notification packet, a completed PNF, chapter roster, and list of
dates are required. If dates’ names are not known 48 hours in advance, place a
“+ 1, +2, or +3” (no more then 3:1 member to guest ratio) next to the chapter
member. For example, if a chapter has 100 members, with a 3:1 ratio, they are
allowed to have a total of 300 guests.
ii. No potential new member should be present.
c. No potential new member shall be present at any event with alcohol.
d. Co-Sponsoring events shall consist of no more than four chapters. Events with five or
more chapters are prohibited.
e. Sober Monitors must be present at all types of events (alcoholic and non-alcoholic) and
remain there throughout the entire event and must follow all guidelines under the “Sober
Monitor” section.
f. For any social event involving alcohol, safe transportation shall be provided for all
members and guests from the specified meeting location, venue and back.
i. Safe transportation shall be provided from the chapter house or designated
chapter meeting location to and from the event for all chapter members and
guests.
ii. Safe transportation shall be provided for guests from the chapter house or
designated chapter meeting location to the specified meeting location after the
function ends.
iii. The provided transportation must be used by all members and guest to and from
the event.
iv. Transportation is to be used only by all members and guests
v. Transportation company should be stated on the Party Notification Form (PNF).
g. When the Social Policies are violated the Vice President for Risk Reduction and or
President from the Interfraternity Council and or the Panhellenic council will report the
infraction to Judicial Board. The Judicial Board and will decide the sanctions from the
infraction.
Section 5. Guidelines Specific for Events With Alcohol
A. IFC chapters may host at the chapter house depending on their International Organization’s policies.
i.
Panhellenic Chapters may not co-sponsor a social function with alcohol at any Interfraternity
Council chapter facility.
B. Any purchase of alcohol for any chapter-sponsored event shall be by the individual through a “cash bar”
service in which each drink is purchased separately.
C. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any
minor (i.e. those under legal “drinking age”)
D. Chapters must check identification before or upon entering the venue location and designate those who are
of legal drinking age from those who are not (i.e. with wristbands or “X”s).
E. The necessary security per number of guests should be in attendance. See Security section for guidelines.
F. Food and non-alcoholic beverages must be served. See “Food and Non-Alcoholic Beverages” section for
guidelines.
Section 6. Guidelines Specific for BYOB Events
A. All functions that are BYOB must be registered with IFC/PHA through a Party Notification Form (PNF). See
“PNF Guidelines”
B. No alcohol is to be stored in a member’s room during BYOB social functions.
~ 22 ~
C. Beer tabs, tickets, or punch cards are required to ensure that the members and guests only receive the
number of beverages they brought in.
D. Each guest of legal drinking age is only allowed one six-pack of twelve-ounce beers or one four-pack of
wine coolers to an event for personal consumption. (Taken from FIPG).
E. Non-members must receive a specific invitation to attend the event. Their specific invitation is by means of
being placed on a guest list.
F. On the BYOB guest list each specific invitation must be accompanied with a specific name designated as a
specific member’s guest.
G. There shall be no more then a 3:1 ratio of non-members to members
Section 6. Guidelines Specific for Events Without Alcohol:
A. Each chapter is asked to sponsor at least two (2) non-alcoholic events during a calendar year (December 1
to November 30). The events must be approved by the IFC and PHA Vice Presidents for Risk Management
in advance and shall be registered with IFC and PHA.
B. The following events will not count towards the completion of the provision: Rock Chalk Revue
brainstorming parties, new member events, recruitment activities, and philanthropic events will not count
towards completion of the provision.
C. By completing the above criteria (Section r, article i and ii) will be considered as part of the criteria for
Chapter Excellence, and Risk Management Awards for Panhellenic and IFC Awards Night as well as the
Greek Standards Initiative.
D. Non-alcoholic events may have up to four host chapters. Events with five or more host chapters will not be
permitted.
Section 7. Third Party Vendor Event Guidelines
A. When an event utilizes a third party vendor/caterer, the host chapter(s) must have the vendor complete a
Third Party Vendor Checklist and Agreement indicting that the vendor is responsible for:
B. Providing proper licensing by the appropriate state or local authority.
i.
This might involve both a liquor license and a temporary license to sell on the premises of the
event.
C. Providing a minimum of $ 1,000,000 of general liability insurance bond/policy.
i.
The certificate of insurance must show that the vendor has "off premise liquor liability coverage and
names as additional insured University the local chapter, House Corporation and general
fraternity/sorority.
D. Agreeing in writing to cash sales only for drinks at market value, collected by the vendor, during the event.
i.
Drink specials and chapter-subsidized drink specials are not permitted.
ii.
A room rental fee which includes a drink special for your group is not permitted.
iii.
The Third Party Vendor fee includes a set amount of free alcohol. [e.g. ten free pitchers, forty well
drinks, free drink ticket per member] is not permitted.
iv.
Third Party Vendor that requires a certain amount of sales throughout the night is not permitted.
v.
Third Party Vendor that provides free drinks for officers, organizers, or specials for all the women is
not permitted.
E. Assume in writing all responsibilities that any purveyor of alcoholic beverages would assume in the normal
course of business.
F. Checking for age 21 identification and clearly marking, those of legal drinking age with a wristband.
G. Not serving minors.
H. Not serving individuals who appear intoxicated.
I. Maintaining control and distribution of all alcoholic beverages.
J. Removing all remaining alcohol at the end of the event (no excess alcohol is to be given or sold-to the
chapter).
K. Removing all alcohol from the premises.
~ 23 ~
Section 8. Party Notification Forms (PNF)
A. All events must be registered with the Interfraternity Council and the Panhellenic Association through the
use of a Party Notification Form (PNF). The primary purpose and intent of the event notification form is to
provide the Interfraternity Council and Panhellenic Association with the information necessary to determine
if social events are in accordance with alcohol and risk management policies.
B. All Panhellenic chapters need to sign the Electronic Party Notification Agreement in order to submit the PNF
by e-mail.
C. All PNFs should be sent to kupnf@ku.edu and will be time stamped by the time and date that the document
was received. Panhellenic PNFs will be submitted to this website automatically through the electronic form.
D. Each hosting chapter must turn in a PNF.
E. Deadlines for PNFs are as follows:
i.
For IFC chapter events with alcohol, PNFs will be due at least 4 business days prior to the
event.
ii.
For IFC chapter events without alcohol, PNFs will be due at least 48 hours prior to the event.
iii.
For PHA chapter events with alcohol, PNFs will be due at least one week prior to the event.
iv.
For PHA chapter events without alcohol, PNFs will be due at least one week prior to the event.
F. Any person fitting the definition of a non-member must be placed on a guest list and designated as a nonmember. A copy of the guest list (with the names alphabetized) must be turned in 48 hours prior to the
event of function. This is for events for both councils.
G. The IFC Director for Risk Management and the PHA Director for Risk Reduction will develop the format of
the Party Notification Form. This notification will contain information regarding the nature of the event, time,
date, location, and any other pertinent information needed for the safety and security of the chapter and the
event.
H. Failure to complete the Party Notification Form within the appropriate timeframe will result in the following
fines that will be based on per member registered with the IFC or Panhellenic Association.
i.
For the first infraction:
a. A chapter will be fined $0.25 per member if the PNF is turned in within 24 hours after the
deadline.
b. A chapter will be fined $0.50 per member if the PNF is turned in between 25 and 48 hours
after the deadline.
c. A chapter will be fined $0.75 per member if the PNF is turned in between 49 and 72 hours
after the deadline.
d. A chapter will be fined $1.00 per member with a maximum fine of $200 if the PNF is not
turned in 72 hours after the deadline.
ii.
For the second infraction:
a. A chapter will be fined $1.50 per member if the PNF is turned in within 24 hours after the
deadline.
b. A chapter will be fined $1.75 per member if the PNF is turned in between 25 and 48 hours
after the deadline.
c. A chapter will be fined $2.00 per member if the PNF is turned in between 49 and 72 hours
after the deadline.
d. A chapter will be fined $2.50 per member with a maximum fine of $500 if the PNF is not
turned in 72 hours after the deadline.
iii.
For the third infraction:
a. A chapter will be fined $3.00 per member if the PNF is turned in within 24 hours after the
deadline.
b. A chapter will be fined $3.75 per member if the PNF is turned in between 25 and 48 hours
after the deadline.
c. A chapter will be fined $4.25 per member if the PNF is turned in between 49 and 72 hours
after the deadline.
~ 24 ~
d. A chapter will be fined $5.00 per member with a maximum fine of $800 if the PNF is not
turned in 72 hours after the deadline. It will also result in an appearance before the
Judicial Board.
iv.
Infractions will be measured on a semester basis.
a. Late, missing or incorrect PNFs will result in the Vice Presidents Risk Management on IFC
and PHA notifying the Judicial Board or Honor Court respectively.
v.
A chapter may only be fined once for each PNF submitted.
vi.
Any appeal is to be made directly to the Judicial Board or Honor Court, but only in the case of
extenuating circumstances.
vii.
Payment of PNF fines must occur within 10 days of fine notification or before the next scheduled
event (whichever is first). Failure to pay a fine will result in the chapter not being in good standing
with the IFC and PHA councils and the Judicial Board or Honor Court will decide on the amount
and or sanctions associated with the fine.
viii.
Fines will be paid to their respective councils and distributed for educational, philanthropic, or
scholarship purposes.
Section 9. Security
A. Paid, professional security guards are required in relation to the total expected party attendance. Required
for all events taking place at all events with alcohol
i.
1 security guard recommended for 1-99 people (not required)
ii.
2 security guards for 100-200 people
iii.
3 security guards for 201-300 people
iv.
4 security guards for 301-400 people
v.
5 security guards for 401-500 people
vi.
7 security guards for 501-600 people
vii.
8 security guards for 601-700 people
B. Events without alcohol that have more than two hosting chapters must follow the above member to security
guard ratios.
C. Security is not required for an event without alcohol with two or less hosting chapters but is recommended. It
is up to the chapter’s inter/national policies on whether the event needs security. The IFC/PHA Vice
Presidents for Risk Management may also have the right to require security at events without alcohol if
deem it is necessary.
Section 10. Sober Monitor Guidelines
A. Sober Monitors should remain sober before, during and after the event.
B. Sober Monitors’ names must be stated on the PNF.
C. There should be a proper ratio of sober monitors to attendants:
i.
1 sober monitor recommended for 1-99 people (not required)
ii.
2 sober monitors for 100-200 people
iii.
3 sober monitors for 201-300 people
iv.
4 sober monitors for 301-400 people
v.
5 sober monitors for 401-500 people
vi.
7 sober monitors for 501-600 people
vii.
8 sober monitors for 601-700 people
Section 11. Food and Non-Alcoholic Beverages
A. A reasonable quantity of non-alcoholic beverages and food shall be provided in a visible location through
the duration of the function.
B. There should be two non-alcoholic beverages per underage person in attendance.
C. There should be two servings of non-salty food for every person in attendance.
~ 25 ~
Section 12. Electronic Notification Form Agreement
A. The Electronic Notification Form shall be filled out by all Panhellenic Chapter representatives and renewed
in event the said chapter turns over Chapter President, Risk Management and Chapter Social Chair.
Section 13. Guest Lists
A. All events must have a guest list.
i.
A guest list is prepared and turned in 48 hours prior to the event of the event and contains the
names of all members and guests attending the event.
ii.
Your national organization may have a specific guest to member limit—some use two guests per
member, while others use three.
iii.
A guest list is not a sign-in list. The student directory is not a guest list. A chapter membership list
is not a guest list.
iv.
The purpose of the guest list is to limit attendance to those persons who know a member and to
have a witness list in the event something does occur which may end up in court two or more years
later
B. A copy of the “guest list” of invited individual guests' names must be maintained and monitored at the door
or entry to the function.
C. Only persons on the “guest list” should be granted admission into a function where alcohol is present. Each
individual guest’s identity shall be verified with an appropriate ID. Persons who will be consuming alcohol at
the function must demonstrate that they are of legal drinking age with a government issued ID.
Section 14. Amendments to the Joint Alcohol Policy
A. The Interfraternity Council and Panhellenic Association shall be combined into a single voting body
exclusively for the purpose of Joint Alcohol Policy amendments.
B. Representation in this body is to be distributed in the following way; each chapter is allocated a total of one
vote which is cast by the voting representative of each chapter as specified by their respective council’s
procedure.
C. A vote of two-thirds of the total unified voting body in favor of an amendment will be required to adopt said
amendments to the joint alcohol policy.
Article III. Membership Recruitment
Section 1. Fall Formal Recruitment
A. Definition: Fall Formal Recruitment is defined as all activities involving the selection of new members at the
beginning of the fall semester. This period begins when potential members move into the residence halls
and ends 24 hours after potential members open membership invitations. All NPC Unanimous Agreements,
University Of Kansas Panhellenic Association Code Of Ethics Membership Guidelines, and University of
Kansas Panhellenic Association Standing Rules for Membership Recruitment apply to the entire duration of
this period.
B. Structure: The style of formal membership recruitment shall be that of “Fully Structured Recruitment” as
defined in the National Panhellenic Council (NPC) Manual of Information. All chapters exhibit a valuesbased recruitment. NPC Release Figure Methodology will be employed, as will the NPC Quota-Total and
Preferential Bidding systems.
a. Chapters will follow NPC recommendations for release figures, recognizing that the proper use of
release figures is vital to the success of recruitment week. Chapters are encouraged to only invite
women who they are seriously considering for membership.
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b. Prospective members will sign a Preference Card within two hours following the last event of
Preference Round at a location designated by the Panhellenic Association.
C. Description of Rounds
a. Round 1/Open House (13 events): This round is intended to provide prospective members with
an informative introduction to sorority life and Greek membership at the University of Kansas and
such should stand as the theme. Chapter members will wear t-shirts that clearly support the
University of Kansas and the Greek community. The length of each event will be 25 minutes and
the length of each passing period will be 20 minutes. Potential New Members shall attend events at
all 12 chapters.
b. Round 2/ First Invitational (10 events): This round is intended to provide prospective members
with information about each chapter’s philanthropic endeavors. This is the only round where a
chapter may conduct a philanthropy presentation or project. The length of each event will be 25
minutes and the length of each passing period will be 30 minutes. Potential New Members shall
attend events at a maximum of 9 chapters.
c. Round 3/ Second Invitational (7 events): This round is intended to highlight the chapter’s unique
features, personality, and financial. This is the only round where a skit may be performed. The skit
may last for a maximum of twelve (12) minutes and must focus on how the chapter meets the four
pillars of the Greek community (service, leadership, scholarship, and sisterhood). Chapters must
disclose their financial obligations during this round through an active financial conversations.
Handouts must be provided and consist of a detailed breakdown of costs for the woman’s first year
of membership, and should also include room and board costs for current live-ins. This is the only
round when a chapter may conduct house tours which will last no longer than 20 minutes. The
length of each event will be 40 minutes and the length of each passing period will be 30 minutes.
Potential New Members shall attend events at a maximum of 6 chapters.
d. Round 4/ Preference Round (3 events): This round is intended to provide prospective members
and chapter women an opportunity to discuss membership commitment and display a more
intimate side of the chapters. The length of each event will be 60 minutes and the length of each
passing period will be 40 minutes. Potential New Members shall attend events at a maximum of 3
chapters.
e. Bid Day: Bid Day begins when membership invitations are opened by prospective members and
lasts for 24 hours following. Each chapter should have activities, transportation, and appropriate
meals planned for their new member classes.
D. Budget and Accountability Contract
a. Chapters will meet with the Directors of Recruitment to discuss the topics listed below. Signature
Agreement
i. By signing, your chapter is stating that they will follow all of the rules outlined in
theStanding Rules for Membership Recruitment.
b. Budget Agreement
i. This section is designed to keep track of all of your chapter’s expenses during the Fall
Formal Recruitment Process. By initialing at the bottom, your chapter is stating that all of
the information is accurate and that you are staying within $3,500. Alumni contributions,
donated goods and services, and all purchased items that are to be used exclusively
during recruitment week are to be included in this amount. This cost does not include the
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food and activities held on Bid Day, as well as the cost of Recruitment Counselor snacks
and refreshments. Previously owned items (e.g. those used for recruitment in previous
years) are also not included in the budget. A finalized, itemized accounting of all
recruitment expenses must be submitted to the Panhellenic Director of Recruitment within
two weeks following Bid Day. The finalized budget must include receipts along with the
budget template.
c. Emergency Protocol/Recruitment Counselor Procedures
i. This section will include the procedures for bathrooms to be used before rounds and
holding rooms for the potential new member’s in case of a heat advisory, rain, or other
emergency situation. This section will also highlight where chapters would like
Recruitment Counselors to perform timing of the rounds. The agreements in this section
will be determined on a chapter basis.
d. Song/Skit Viewing
i. This section will be completed during work week, when the chapter’s skit and songs are
performed for the Panhellenic Executive Board.
e. Infractions Sheet
i. This section will include an itemized list of all of the potential infractions that occur during
the Fall Formal Recruitment and Continuous Open Recruitment Processes, followed by
the consequence designated by Panhellenic. Each infraction has the option for mediation
before a fine or consequence is upheld (Appendix A). A chapter’s signature states that
they are aware of the definition and consequences of each infraction.
E. Rules and Obligations
a. General Expectations
i. Chapters are responsible for informing their initiated members, new members, and
alumnae members of the recruitment guidelines, which are binding for all concerned.
Each chapter is held responsible for the actions of its members.
ii. From the beginning of the spring semester, pre-recruiting by any active member of a
chapter is prohibited. Pre-recruiting can be defined as any contact with a woman who is
planning on participating in Fall Formal Recruitment in the upcoming school year. This
contact includes promissory comments, special contact with women including house
tours, special events with current members, and sleepovers at the chapter facility. This
rule applies to Potential New Members who are family members, as well. Any other
circumstances that are of concern will be addressed by Panhellenic and the Judicial
Board on an individual chapter basis. Any active or alumnae member communication
about any specific chapter(s) is considered pre-recruiting. Local Panhellenic Councils may
hold pre-recruiting activities that do not violate the University of Kansas Standing Rules
for Membership Recruitment.
iii. No chapter member, recruitment counselor, recruitment staff member, or prospective
member will interact with men, consume alcoholic beverages, use illegal substances, or
visit drinking establishments (bars) beginning at the time prospective members move into
their residence halls to 24 hours after Bid Day. Chapter advisors will be held to these
same standards within reason as deemed and regulated by the Judicial Board.
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iv. A chapter member, alumnae member, or anyone acting on a chapter’s behalf may not
imply to a prospective member that she has an invitation to a recruitment event, ask her
to pledge, imply that she will receive a bid, or in any other way make a promissory
comment. Likewise, a prospective member may not give a promise to join a certain
chapter before formal bids are given through the Panhellenic Association nor shall she
state her preference to any chapter that is recruiting her.
v. No chapter member may buy anything for a prospective member nor may any potential
new member leave the event with anything from the chapter.
vi. A chapter member, alumnae member, or anyone acting on a sorority’s behalf may not
initiate contact with a prospective member by phone, in person, by email, internet social
networking, or in writing outside of scheduled recruitment events. Only normal, casual
contact between prospective members and any chapter members or alumnae members is
allowed. This applies to familial relationships. Normal, casual contact is defined as the
way in which one would act towards a friendly acquaintance.
vii. No chapter members, including siblings and alumnae, may visit a potential member in the
residence hall or at an apartment between the time the potential member moves into their
prospective recruitment housing and Bid Day.
1. A chapter member who has a sibling as a potential new member may help her
move into her residence hall until twelve (12) hours before the beginning of the
first round of recruitment. The chapter member must be disaffiliated; not
displaying her letters, revealing her chapter, or speaking with Potential New
Members about her affiliation.
2. No chapter member may allow a potential new member to visit or stay with her at
her “out of house” residence at any time during Fall Formal Recruitment.
b. During Rounds
i. Bulk-ordering or mandated purchase of clothing is prohibited for all rounds of Fall Formal
Recruitment. This excludes screen-printed t-shirts ordered for the Open
House round
ii. Chapters may only serve unadorned ice water during all rounds. Only during Preference
Rounds may chapters serve refreshments including food and drinks
iii. Indoor decorations may not be used during Open House Rounds. Decorations that
directly pertain to a chapter’s philanthropic activity are permitted during First Invitationals.
Decorations may not be elaborate, which will be determined by the Directors of
Recruitment during their individual meetings. Decorations hanging from the ceiling or high
on the wall are also prohibited for fire safety concerns.
iv. Chapters may only sing at the end of Open House, First Invitational, and Second
Invitational rounds for a total of three (3) minutes per round. Chapters may sing for a total
of (7) minutes at the beginning or end of Preference Round.
1. Recruiting anywhere except for main common areas will be deemed as house
tours and is only allowed during Second Invitational.
2. The use of holding rooms shall be permitted. There shall be no decorations,
activities for the potential new members, or visible chapter members while
waiting for the event to begin.
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v. A recruitment event is defined as beginning when the first distinct noise is made by a
chapter member and ends when the last chapter member has returned into the house and
the doors are closed.
vi. Only current undergraduate members may interact with potential new members during
recruitment events. Inter/National fraternity representatives, house directors, and
alumnae may assist the chapter with “behind the scenes” recruitment activities. The
house director may participate in receiving lines during recruitment events.
c. Recruitment Logistics
i. A chapter must designate two (2) phone numbers on which it must be able to be
contacted 24 hours a day.
ii. Chapters must submit a complete invitation list to recruitment staff by the stated deadline.
Deadlines will be strictly enforced. Each chapter is expected to turn in a signed paper
copy of their lists immediately after they submit it online.
iii. A chapter may not re-extend an invitation to a prospective member who was not on its
signed invitation list unless permitted by the Director of Recruitment and the Director of
Greek Life.
iv. A chapter must include all prospective members who were invited and attended the
chapters’ preference round on the final bid list.
v. In the event of inclement weather, chapters must make every effort to place potential
members in a separate room or area away from chapter members.
F. Recruitment Counselors
a. There will be two Head Recruitment Counselors selected, following the Fall Formal Recruitment
Process. These women must have participated in the prior Fall Formal Recruitment as a
Recruitment Counselor, and will be nominated by their peers or themselves for the position. The
Head Recruitment Counselors will be responsible for the training and organization of the
Recruitment Counselors throughout the spring semester, work week, and Fall Formal Recruitment.
The selection of recruitment counselors will be conducted by the Directors of Recruitment, Head
Recruitment Counselors, Greek Life staff, and the President and Vice President of the Panhellenic
Association. A minimum of two (2) recruitment counselors will be accepted from each chapter. The
Director of Recruitment may designate a minimum number of applications from each chapter. A
recruitment counselor must have been involved as a chapter member in a minimum of one (1) Fall
Formal Recruitment at the University of Kansas. A woman may be a recruitment counselor once
with the exception of the Head Recruitment Counselors. A recruitment counselor must be an active
member of a chapter. No current chapter president may be a recruitment counselor.
i. A recruitment counselor must be a student at the University of Kansas during their entire
term. Recruitment counselors may be students at the KU Medical Center.
ii. Recruitment counselors must attend all workshops, meetings, and training sessions. The
Head Recruitment Counselors will excuse all absences. If more than one session is
missed without a valid excuse, the position of the individual will be up for suspension.
iii. Recruitment counselors will completely disaffiliate from their chapters 30 days before the
recruitment process until Bid Day. Recruitment counselors will not communicate with
chapter members about prospective members, other chapters, or any other business
discussed during recruitment.
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iv. Recruitment counselors and their chapters will not reveal their chapter affiliations and
must remain neutral at all times to prospective members. Recruitment counselors may not
speak unfavorably of any chapter or individual. Recruitment counselors will not attend any
chapter recruitment workshops and will not be penalized for not doing so.
v. Any recruitment counselor that does not meet the expectations set before her will be
asked to vacate her position and return to her chapter.
G. Recruitment Staff
a. The recruitment staff consists of the Greek life staff, the Panhellenic Association executive board,
the Assistant Director of Recruitment, Judicial Board members, and Head Recruitment Counselors.
Members of recruitment staff will remain objective and impartial in their opinions and promote a
positive image of Greek life. All recruitment staff members will disaffiliate 30 days prior to
recruitment and remain disaffiliated until Bid Day. All members of recruitment staff will attend all
meetings called during work week and recruitment week.
b. Recruitment staff is responsible for the preparation and the logistics of Fall Formal Recruitment.
The recruitment staff will not entrench upon the given rights of chapters.
c. The recruitment staff will sign a contract of confidentiality.
d. The only members of recruitment staff that will have access to computer programs regarding
recruitment (i.e. ICS) will be the Director of Recruitment, the Assistant Director of Recruitment, the
Panhellenic President, and Greek life staff unless otherwise given permission.
Section 2. Continuous Open Recruitment
A. Purpose: Continuous Open Recruitment enables chapters that did not fill the Fall Formal Recruitment quota
and/or are below campus total to take additional new members.
a. Campus Total will be automatically adjusted to the median chapter size 72 hours following
Bid Day.
B. Definition: Continuous Open Recruitment begins 24 hours following Bid Day and continues until the end of
the spring semester.
C. Structure: No restrictions are placed on the times, locations, or types of recruitment events during
Continuous Open Recruitment; however, all applicable membership guidelines will be enforced.
D. Eligibility and Expectations of Prospective Members
a. Any full-time, unaffiliated/uninitiated student woman is eligible for Continuous Open Recruitment as
long as she has not signed a preference card or accepted a bid in any other COR events within the
last calendar year.
E. Rules and Obligations
a. Prior to participation in Continuous Open Recruitment, each chapter must submit a chapter roster
to the Panhellenic Association Assistant Director of Recruitment.
i. Chapters must be under campus total, as deemed by Greek Life Staff, to participate. Their
Rock Chalk Central roster must accurately reflect this. Women studying abroad or taking
a temporary leave of absence must be included in the roster and will be included in the
member total.
b. Bids may be extended orally or in writing only by the officer in charge of the Continuous Open
Recruitment process or a woman designated by this officer. The Assistant Director of Recruitment
should be notified of an accepted bid within two (2) days of the acceptance. The Assistant Director
of Recruitment or approved member of the Panhellenic Executive Board must then witness the
signing of the MRABA by the new member. The MRABA will be filed in the Panhellenic office
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immediately following the signing. An MRABA must be returned to the Panhellenic office
immediately following the signing. An MRABA binds a potential member to the National
Panhellenic Council’s one calendar year rule. The Panhellenic Association must assure that the
prospective member did not sign a preference card one year or less before. If it is found that a
prospective member violates this rule, her membership will not be valid in the new chapter. The
Panhellenic Association will update and distribute Continuous Open Recruitment prospective
member roster upon request and distribute a roster of bids extended to the Greek Life advisor once
every month.
Appendix A - Infractions
Recruitment Time Violations
(45 second grace period)
Formal Recruitment
$25 each violation, $50 for
any time over 3 minutes,
$75 for any time over 6
minutes, $200 for any time
over 8 minutes
Each occurrence; Judicial
Board may impose stricter
fines for excessive tardiness
Turning in a late online
invitation list
Formal Recruitment
$75.00 for the first minute;
$75.00 for each additional
15 minutes until time
reaches one hour; once one
hour is reached, $375.00
will be incurred additionally
and the chapter will be
brought before Judicial
Board and the incremental
$75.00 fine will continue to
accrue for each additional
fifteen (15) minute violation
Each occurrence; $75 fine
will be added every 15
minutes
Failure to Answer Primary
and Secondary Chapter
Phones
Formal Recruitment
$50 each violation
Each occurrence
Chapter Member giving
Potential New Member a
Promissory Comment
Formal Recruitment
$25 each violation
Each occurrence
Recruitment Counselor’s
failure to adhere to Standing
Rules
Year Round
Chapter will be allowed a
maximum of two (2)
recruitment counselors
during the next recruitment
First occurrence
Recruitment Counselor’s
failure to adhere to Standing
Year Round
Chapter will not be allowed
any recruitment counselors
Two or more occurrences
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Rules
during the next recruitment
Improper Standing Rules
conduct
Continuous Open
Recruitment
$25 each violation
Each occurrence
Bulk-ordering/Mass
producing outfits
Formal Recruitment
Judicial Board hearing with
possibility of two month
social probation
Each occurrence
The University of Kansas reserves the right to fine a chapter or potential new member responsible for an infraction. It
reserves the right to impose monetary fines on chapters only up to $250 for repeated infractions. This applies if such
infractions or fines are not directly stated in this document.
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