Judicial Procedures
National Panhellenic Conference
AFA Annual Meeting 2008
Presentation adapted from Southern
Methodist University Panhellenic Association
Why does the Judicial process
exist?

To facilitate productive conversation
between disputing chapters in a formal
setting.

To encourage/recommend INTERNAL
sanctions in an effort to abide by CPH and
NPC guidelines, bylaws and Unanimous
Agreements.
How Do I Deal with an
Infraction?
2. Violation Report Form
3. Mediation
1. Informal
Discussion
4. Judicial
Step 1: Informal Discussion

If accusing chapter representative is comfortable
confronting the representative of accused
chapter, NPC encourages informal
discussion between the disputing
chapters.

If a mutual understanding exists, then the
accusing chapter must contact the CPH to
inform her of the discussion. No mediation will
take place.

If a mutual understanding cannot be achieved,
or the conflict cannot be resolved, then move to
STEP 2.
Step 2: Violation Report Form

The accusing chapter has 30 days from the day
of the incident to fill out a Violation Report
Form.

The form should be turned into the CPH who will
give a Notice of Infraction Form to the accused
chapter.

In most cases, completing this form will require
the scheduling of a Mediation (Step 3).
Step 3: Mediation
What is Mediation?
Mediation is a facilitated discussion
between two parties where a dispute
exists.
 It is a process of assisted negotiations.
 The outcome of a mediation is entirely
dependent on the parties involved.
 There are no “sanctions,” rather the
outcome is an agreement.

Step 3: Mediation
Who attends a mediation?
 Both the accusing chapter representative and
the accused chapter representative need to be
at the Mediation.

The representatives need to have the authority
to make decisions on behalf of the chapter.

Each chapter may have two representatives. An
advisor may be present.

The Mediator is a unbiased third party (usually
not the Panhellenic advisor).
Step 3: Mediation
What occurs during the Mediation?

The accusing chapter will state its
opinions.

The accused chapter will present its
opinions.

The chapters will negotiate appropriate
actions to be taken.
Step 3: Mediation
What occurs during the Mediation?

Everything discussed in the mediation is CONFIDENTIAL,
including the final agreement.

The accused chapter representative may provide a letter
or have a conversation with the individual who
committed the infraction so that her opinions are
expressed at the mediation.

The CPH will not issue sanctions. In some cases, the
CPH may have recommendations. However, the goal of
mediation is the satisfaction of the complainant and the
accused.
Step 4: Judicial Hearing

If no mutual agreement can be reached
during the Mediation, then a Judicial
Hearing will be scheduled.

This process is explained in the Manual of
Information.
Step 5: The Appeal Process

If any involved party is not satisfied with
the outcome of the Judicial Hearing, the
party can appeal to the NPC Judicial
Appeals Committee.

The process is further explained in the
Manual of Information.
Example: Scenario 1

Amanda (a Sigma) is seen buying drinks for a PNM at a bar
by Elle (a Delta Nu). The next day Elle, the president of
Delta Nu, calls Mary, the president of Sigma, to let her know
that Amanda was violating a recruitment rule. After
discussing the situation with Amanda, Mary calls back to
explain that Amanda was just getting the PNM a water and
there is nothing to worry about. Mary tells Elle that she will
better educate her chapter members on the recruitment
rules just in case.

The next week, Mary calls Elle to tell her that Amanda led a
really productive recruitment rule program during chapter.
Elle tells the CPH judicial chair about the situation, but does
not think it is necessary to have a mediation as she is
satisfied with the way Sigma handled it.
Example: Scenario 2

Elle sees Amanda not only buying drinks for the PNM but
swapping numbers with the PNM outside the bar. After
talking with Mary, Sigma’s president, she is told that
Amanda is denying the whole thing. Elle really wants
Mary to create an education program, but does not feel
that Sigma will follow through with it.

Unsatisfied with how Sigma handled the situation, Elle
fills out a Violation Report Form to schedule a mediation.

At the Mediation, both Elle and Mary are present and
they are able to discuss the situation in more depth
while recommending sanctions that Sigma can act on.
To make it work…

You need trust between the members/leaders of
the chapters in your CPH.

Initial training on the process is imperative.

Let the women make the system work for them.

Find trusted sources to serve as mediators.
Questions, examples, ideas…
Beth Stathos, Chi Omega Fraternity, bstathos@chiomega.com
Shannon Sumerlin, Southern Methodist University, sumerlin@smu.edu
Chris Dickey, National Panhellenic Conference, chrisdickey@prodigy.net