Theta Phi Alpha
President’s Academy
Constitution and Bylaws
National Constitution and Bylaws
Preamble, Constitution, Bylaws
• Starts with the preamble, just like the US
Constitution. The purpose of the preamble is
explain why the Constitution was written.
• The Constitution is divided into Articles and is
used to define fundamental principals.
• The Bylaws are used to define the operating
rules, the next level of detail.
National Constitution and Bylaws
Preamble
“In order to provide close comradeship; to
advance educational, social, and philanthropic
interests and leadership training; to encourage
spiritual development and adherence to the highest
moral standards; and to promote lifelong bonds of
friendship; a fraternity for college and university
women and alumnae, known as Theta Phi Alpha, is
hereby established and constituted; and we declare
for its government this Constitution and Bylaws.”
National Constitution and Bylaws
Articles of the Constitution
14 Articles
Name, Chapters And Associations, Government,
Membership, National Officers, Board Of
Trustees, Convention, Dissolution Of The
Fraternity, Amendment process
National Constitution and Bylaws
Bylaws
15 Bylaws
Convention, Grand Council, Duties and Powers,
Insignia, Publications, Establishment of
Chapters/Colonies/Associations, Founders’ Day,
Amendment process
Bylaws
Colony, Chapter, and Association
• Always defer to the National Constitution and
Bylaws as being the supreme document.
• Bylaws cover operating rules for the specific
group.
• Bylaws can be supplemented with procedures
or operating guidelines.
Examples of Differences
• Constitution: Article V defines the members
of the Grand Council: qualifications, terms of
the office, vacancies, line of succession.
• Bylaws: Bylaw III defines the duties and
powers for each member of the Grand
Council.
Examples of Differences
• Constitution: Article III says “Each Chapter
shall govern itself, under the supervision of its
Advisory Board”.
• Bylaws: Bylaw IX says “Each Chapter shall
select at least once per academic year a
president…”
• Chapter Bylaws: should contain a section
where the president duties and powers are
stated.
Examples of Differences
• Constitution & Bylaws: scattered references to
chapter meetings.
• Chapter Bylaws: general definition of the chapter
meeting schedule
• “Chapter meetings shall be held weekly, vacations
and testing weeks excepted, during the academic year.
The meeting day and time shall be decided at the
beginning of each academic term based on the
members’ schedules for such academic term, to
achieve the highest possible attendance.
• Chapter Procedure or Operating Rules: “Meetings to
be held every Monday at 6pm.”
Chapter Bylaws Basics
Chapter bylaws should include the basics like:
• Name, Purpose, Membership, Government,
Meetings
• Officers (Elected and Appointed) and Election
process
• Elected Officer Responsibilities
• Committees
• Obligations of Membership
• Possession of Bylaw and Amendment process
***See Model Chapter Bylaws***
Chapter Bylaws Basics
Typical errors:
• Must have all the officers listed in the NCB for a chapter
• Must state unanimous vote for initiation
• Too much detail about the voting process for New
Member selection
• Founders’ Day not Founder’s Day
• Fiscal year must be Sep 1 to Aug 31
• Excludes elected officer descriptions, redundancy (follow
the single master rule), use well written sentences.
• Are not official until the National Chairman, Constitution &
Bylaws, has approved them.
***Exclude things that may change year after year***
NCB and Chapter Officers
Bylaw IX:
• “Each Chapter shall select at least once per
academic year a president, vice president,
recording secretary, corresponding secretary,
treasurer, historian, marshall, new member
educator, recruitment chairman, and such
others as it may find necessary.“
Chapter Bylaws Basics
Other tips:
• Use the current terminology: New Member
versus pledge sister, Academic Excellence versus
scholarship
• Use well written sentences and proper
punctuation.
• Defer to Robert’s Rules of Order for voting and
process related procedures.
• Always, always, always follow your bylaw to
amend your bylaw.
***Submit your revised chapter bylaws for review and approval***
Amending Bylaws
Recommended process:
• Proposals submitted in writing to the designated
officer (President or one of the Secretaries). The
designated officer distribute copies to each member
within set number of days of receipt. Vote to be
conducted by the date as specified.
• The President shall put the proposed amendment for
discussion on the agenda for the next meeting after
the proposed amendment has been distributed.
• For adoption, an amendment shall receive at least a
three-fourths vote of the membership. [Votes may be
made by written proxy, signed by the voting member.]
Amending Bylaws
From the Model Bylaws:
•
Amendments to these Bylaws may be proposed by a Chapter member at any time
during the academic year.
•
A proposed amendment shall be submitted in writing to the President and
Recording Secretary. The Recording Secretary shall distribute copies of the
proposed amendment to each member within [ten (10) days] of receipt [and she
shall fix a date, at the regularly scheduled Chapter meeting which is at least
[twenty (20) days] thereafter for a vote by secret ballot on such amendment.] The
Recording Secretary shall certify to the Executive Board the date of receipt and
distribution of the proposed amendment to the membership.
•
The President shall put the proposed amendment for discussion on the agenda for
the next meeting after the proposed amendment has been distributed.
•
For adoption, an amendment shall receive at least a three-fourths vote of the
membership. [Votes may be made by written proxy, signed by the voting
member.]
•
Once an amendment has been approved by the Chapter, it shall be submitted to
the National Office of Theta Phi Alpha for review and approval from the National
Constitution and Bylaws Chairman.
Amending Bylaws
Things to correct when a Colony is installed as a chapter:
• Change title from "Colony Bylaws of _____ Colony" to
"Chapter Bylaws of _____ Chapter"
• Revise Bylaw I NAME
• Add to Bylaw III Membership Section 2 (a) 5. Shall be
accepted for initiation upon the unanimous vote of the
Chapter’s membership.
• Change Bylaw V, Section 5 from running meetings according
to the ritual for New Member meetings to running meetings
according to the ritual for Chapter meetings.
• Add New Member Education Committee, chaired by New
Member Educator
• Global find and replace to change "colony" to "chapter"
Theta Phi Alpha’s Governing
Documents
Theta Phi Alpha Chapters
Chapter Bylaws
• a standing rule that
governs the
organization’s
operations and
internal affairs
Code of Standards
• a set of rules that
match the values
and behavioral
expectations of the
chapter members
Bylaws vs. Code of Standards
• Bylaws need to be approved
– When a change is voted on by the chapter the
set of bylaws needs to be sent in for approval
before enacted
• Code of Standards will be reviewed by
Chapter Administration team
– When a change is voted on by the chapter the
Code of Standards is updated by chapter
immediately
Code of Standards
• Behavioral expectations
• Process expectations
Behavioral Expectations
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Alcohol and Drug Use
Language
House Rules (if applicable)
Attendance at Special Events
Smoking
Attendance/Conduct at Fraternity Events
Attire
Social Media Posts
Process Expectations
• Voting on Potential New Members
• Voting on New Members during MSMF
Program
• Voting on New Members prior to Initiation
• Voting on Panhellenic Council issues
Let’s take a look at some
examples…
Bylaws or Code of Standards???
• Election of chapter officers
• Percentage of vote for Initiation of new
members
• Guests at night in the house
• When chapter meetings take place
• Transfer of property if chapter closes
Timeline
• Use the full biennium to go through this
process
• Our plan is to break up our chapters by
semester to create new chapter Code of
Standards and where needed revised the
chapter bylaws.
Fall 2014
•Epsilon
•Zeta
•Kappa
•Mu
•Chi
•Alpha Beta
•Alpha Delta
•Alpha Epsilon
•Delta Alpha
•Delta Beta
•Delta Gamma
•Delta Delta
•Delta Epsilon
•Delta Zeta