POLICIES AND PROCEDURES MANUAL
OMEGA PSI PHI FRATERNITY, INCORPORATED
E-mail suggestions, updates &
changes to:
Brother Paul Crutchfield
Rules Committee Chair
Crutchque@aol.com
773-425-0677
Revised, Spell & Grammar
Checked February 3, 2009
SECTION I
OVERVIEW OF THE OMEGA PSI PHI FRATERNITY
Page Number
5
5
Brief History of Omega Psi Phi
Preamble to the Constitution of Omega Psi Phi
A.
B.
C.
D.
E.
F.
Purpose of the Fraternity
Organization
Officers of the Fraternity
Composition of the Supreme Council
The Grand Conclave
Former Grand Basileus/Term of Office
5
5
6
6
6
7
SECTION II
INTERNATIONAL POLICIES AND PROCEDURES
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
X.
Y.
Z.
AA.
BB.
CC.
DD.
EE.
FF.
Powers and Duties of the Supreme Council
Meetings of the Supreme Council
Format for Meetings of the Supreme Council
General Duties and Descriptions of Elected Officers
Specific Duties of Elected Officers
Appointed Officers and Staff
District Representatives
Eligibility for Office and Mode of Election
Removal of Grand Officers
Finance and Revenue
International Committees
Special Committees and Commissions
Procedures for Achievement Week
Procedures for Selecting District And National Scholars
Nepotism
Talent Hunt Procedures
Reclamation Procedures
Life Membership
Membership Selection Program (MSP)
Grand Conclave Requirements, Rules, Regulations and Policies
Policy on Workshops
Fraternity Speaking Policy and Procedures
Publication and Editorial Policies
Procedures for Submission of Articles to the Oracle
Use of Fraternity Trademark
Use of Fraternity Corporate Name and Tax Identification Number
Omega Psi Phi Foundations and Gift Support Programs
National Reimbursement Policies
Relationships with Other Organizations
Protocol
International District Structure
Code of Conduct and Position Statements
2
9
10
11
11
11
14
15
16
16
16
17
21
24
27
28
29
30
30
31
31
35
38
39
39
41
41
42
44
45
47
49
49
SECTION III
DISTRICT POLICIES AND PROCEDURES
A.
B.
C.
D.
E.
Powers and Duties of the District Council
General Duties and Descriptions of Elected District Officers
Specific Duties of Elected District Officers and Representatives
Meetings of the District Council
District Committees
50
50
51
53
55
SECTION IV
CHAPTER POLICIES AND PROCEDURES
A.
B.
C
D.
E.
F.
H.
I.
Chapters
Chapter Requirements, Rules, etc.
The Purpose of the Undergraduate Chapter on the College Campus
Internationally Mandated Programs
Description and Duties of Chapter Officers
Installation of Chapter Officers
Chapter Committees
Terms and Conditions for Undergraduate Membership Selection Program (MSP) & Advisors Role
57
57
60
62
63
65
66
67
Section V
ACCOUNTING
Uniform Accounting System
72
SECTION VI
ORGANIZING A CHAPTER
A.
B.
C.
D.
How to Organize a Graduate Chapter
How to Organize a Undergraduate Chapter
Materials for Newly Chartered Chapters
Ceremonial Procedures for Chapter Chartering
76
77
77
77
3
SECTION I
OVERVIEW OF THE OMEGA PSI PHI FRATERNITY
This organization shall comply with all Indiana University regulations, and local,
state and federal laws.
Hazing is strictly prohibited. Hazing shall be defined as any conduct which
subjects another person, whether physically, mentally, emotionally, or
psychologically, to anything that may endanger, abuse, degrade, or intimidate the
person as a condition of association with a group or organization, regardless of the
person's consent or lack of consent.
This organization, if raising funds, shall ethically raise and distribute profits from
organizational functions to either the organization or to members who provide a
service that directly benefits the organization. Individual members may not
receive compensation from for-profit companies if acting as a representative of a
student organization.
4
A BRIEF HISTORY OF OMEGA PSI PHI
'On November 17, 1911, at Howard University, Washington, D.C., the Omega Psi Phi
Fraternity was founded by three men-Brothers Edgar A. Love, Oscar J. Cooper, and Frank
Coleman, in company with Professor Ernest E. Just. These three men, having thoroughly
gone over the situation, saw keenly the necessity of such a movement and decided to plant
the first or Mother Chapter of a Greek Letter Fraternity to be founded at Howard
University.'
PREAMBLE TO THE CONSTITUTION OF THE OMEGA PSI PHI FRATERNITY, INC.
'We the members of the Omega Ps] Phi Fraternity, Inc., believing that men of similar ideas
of fellowship should bind themselves together in order to form a more perfect union among
college men, to promote the principles of manhood, scholarship, perseverance, and uplift,
to further brotherly love and fraternal spirit within the organization, to protect the sanctity
of the home and the chastity of women, do enact and establish this Constitution and
accompanying Bylaws for the governance of its members.'
A.
PURPOSE OF THE FRATERNITY; the purpose of the Fraternity shall be to bring about a union of college
men of similar high ideals of scholarship, manhood, perseverance, and uplift in order:
1. To stimulate the attainment of ideals and ambitions of its members;
2. To disseminate and inculcate those ideals among those with whom its members come in contact;
3. To cooperate with the schools where its Chapters may be located, in fostering these ideals;
4.
To occupy a progressive, helpful and constructive place in the civic and political life of the community and
of the nation;
5.
To prepare its members for greater usefulness in the causes of humanity, freedom and dignity of the
individual; and
6.
To aid down-trodden humanity in its effort to achieve higher social, economic and intellectual status.
B. ORGANIZATION
1. The organization shall be composed of all Graduate, Undergraduate Chapters, and all financial members of
the Fraternity.
2. All Chapters and all financial members shall be organized into Districts for the purpose of administrative
supervision and control. Said Districts shall be determined by the Grand Conclave and shall be the intermediary
governing body between the Supreme Council and Chapters.
3. All Chapters not located within the geographic boundaries of the Districts shall be designated as International
Chapters.
5
C. OFFICERS OF THE FRATERNITY; The officers of the Fraternity shall be Grand Basileus, First Vice-Grand
Basileus, Second Vice-Grand Basileus, Grand Keeper of Records and Seal, Grand Keeper of Finance, Grand
Counselor and Grand Chaplain.
D. COMPOSITION OF THE SUPREME COUNCIL; The Supreme Council of the Fraternity shall consist of
the Grand Basileus, First Vice-Grand Basileus, Second Vice Grand Basileus, the Grand Keeper of Records and
Seal, the Grand Keeper of Finance, the Grand Counselor, the Grand Marshall, Grand Chaplain, all District
Representatives, three Undergraduates elected by the Grand Conclave, and the Immediate Past Grand Basileus
of the Fraternity. For the purposes of this section, Undergraduate shall mean a member of any Undergraduate
Chapter currently enrolled in an institution of higher learning and pursuing a baccalaureate degree.
E. THE GRAND CONCLAVE
1. Composition: The Grand Conclave shall be composed of the Supreme Council and the official delegates from
the respective Chapters.
2. Members: Other registered members of the Fraternity shall be admitted to the session of the Grand Conclave,
have voice therein, and serve on committees; however, they shall not be permitted to vote.
3. Conclaves shall be no more than four days in length.
6
F.
FORMER GRAND BASILEI / TERM OF OFFICE
Grand Basilei
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
Edgar A. Love
Oscar J. Cooper
Edgar A. Love
George E. Hall
James C. McMorries
Clarence F. Holmes
Raymond G. Robinson
Harold H. Thomas
J. Alston Atkins
John W. Love
George E. Vaughn
Julius S. McClain
Matthew W. Bullock
Lawrence A. Oxley
William E. Baugh
A.W. Dent
Z. Alexander Looby
Campbell C. Johnson
Harry T. Penn
Milo C. Murray
Grant Reynolds
John F. Potts
Herbert E. Tucker, Jr.
I. Gregory Newton
Gary D. Jacobs
George E. Meares
Ellis F. Corbett
James S. Avery
Marion W. Garnett
Edward J. Braynon
Term of Office
1911 - 1912
1912 – 1913
1913 – 1915
1915 – 1916
1916 – 1917
1917 – 1918
1918 – 1920
1920 – 1921
1921 – 1924
1924 – 1924
1924 – 1926
1926 – 1929
1929 – 1932
1932 – 1935
1935 – 1937
1937 – 1940
1940 – 1945
1945 – 1947
1947 – 1949
1949 – 1951
1951 – 1953
1953 – 1955
1955 – 1958
1958 – 1961
1961 – 1964
1964 – 1967
1967 – 1970
1970 – 1973
1973 – 1976
1976 – 1979
31. Burnel Elton Coulon
1979 – 1982
32. L. Benjamin Livingston
33. Moses C. Norman, Sr.
34. C. Tyrone Gilmore, Sr.
1982 – 1984
1984 – 1990
1990 – 1994
35. Dorsey C. Miller, Jr.
1994 - 1998
36. Lloyd J. Jordan
1998 – 2002
37. George H. Grace
38. Warren G. Lee Jr.
2002 - 2006
2006 – Present
7
Location
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Deceased
Monroe Twp.,NJ
Deceased
Miami, FL
Indianapolis,
IN
Deceased
Atlanta, GA
Spartanburg, SC
Ft. Lauderdale,
FL
St. Louis, Mo.
Miami, FL
Dallas, TX.
SECTION II
INTERNATIONAL POLICIES AND PROCEDURES
8
A. POWERS AND DUTIES OF THE SUPREME COUNCIL;
The supreme governing body of the Fraternity shall be the Grand Conclave. In the interim between the Grand
Conclaves, the Supreme Council shall be the supreme governing body of the Fraternity, subject to the
limitations imposed by the Fraternity’s Constitution and the Bylaws. The Supreme Council shall have no
authority to alter, change, or amend any action taken by the Grand Conclave.
1.
The Supreme Council shall have the authority to employ by contract a competent Omega man whose title
shall be Executive Director and whose duties shall be to operate the International Headquarters of the
Fraternity under supervision of the Grand Basileus and Supreme Council, and to perform such other duties
as set forth in the Bylaws. His salary shall be budgeted by the Grand Conclave and fixed by the Supreme
Council. He shall be bonded in a sum to be determined by the Supreme Council.
2.
The Supreme Council shall also have the authority to employ a competent Omega man as Assistant
Executive Director, and his duties shall be such as assigned to him by the Executive Director and by the
Supreme Council. His salary shall be budgeted by the Grand Conclave and fixed by the Supreme Council.
3.
The Supreme Council shall have the authority to appoint the Editor of the Oracle after nomination by the
Grand Basileus. The Supreme Council may appoint an Editorial Board, when deemed necessary.
4.
It shall be the authorized duty of the Supreme Council to, investigate existing Chapters; to approve the
establishment of new Chapters, provided, however, that in a city where a Graduate Chapter is already
established, no Charter for a new Chapter shall be issued upon the petition of less than twenty-five (25)
men, except upon approval of the Grand Conclave; and in general to direct the affairs of the Fraternity.
5.
It shall be the authorized duty of the Supreme Council:
a. To pass upon such matters as might be referred to it by the District Representatives, District Meetings
or any of seven or more Chapters;
b. To pass upon and decide all investments of funds in the Fraternity in the name of the Fraternity;
c. To approve all real estate purchased in the name of the Fraternity;
d. To perform such other duties as might be assigned to it by the Constitution and Bylaws of the Fraternity;
e. To direct the publication of the Oracle, as the official organ of the Fraternity, and to institute and direct
any other publication it may deem necessary.
6. The Supreme Council shall determine the time and place of each succeeding Grand Conclave.
7. The Supreme Council shall provide for and conduct the business of the Grand Conclave.
8.
The Supreme Council shall name new Chapters, by designating the Greek letters by which each is to be
known
9.
It shall determine the jurisdiction of each Chapter.
10. It shall, when the Grand Conclave is not in session, be vested with the veto power over District Meeting
legislation and over Chapter legislation that comes before it on appeal from a District-exercised veto.
11. It shall receive and act on appeals of Chapters under suspension for not being officially represented at the
Grand Conclave.
9
12
It may make the official contact with Brothers under charges that may result in expulsions from the
Fraternity. Zealous effort is to be made to maintain this contact until final disposition of each case (see
Fraternity Code of Conduct Process).
13. It shall, on the properly presented appeal of a Brother discipline by his Chapter, and the discipline having
been affirmed by the District, render without delay a Final decision on the justice of his discipline.
14. The Supreme Council shall have no authority to alter, change, or amend any action taken by the Grand
Conclave.
B. MEETINGS OF THE SUPREME COUNCIL
1. Regular Meetings; Regular meetings of the Supreme Council shall be held at least once each fiscal year.
Additional regular meetings may be scheduled. Written notice of all regular meetings and the agenda
shall be given to each member of the Supreme Council not less than ten days prior to such meetings.
The Supreme Council may, by consent, consider and act upon matters which are not submitted ten days in
advance of meeting.
2. Special Meetings; Special meetings of the Supreme Council may be called by the Grand Basileus upon his
own initiative, and he shall call a special meeting upon the request of three-fourths of the members. Notice
of such meetings shall be given by e-mail, written or telephonic notice to all members of the Council, at
least forty-eight hours prior thereto. Such notice shall designate the time, place, and agenda of the meeting
and the source of the call.
3. Quorum; One-half of the members of the Council shall constitute a quorum for the transaction of business,
except as otherwise provided by the Constitution and Bylaws. Any number less than a quorum present at a
meeting, duly called, may adjourn from time to time, until a quorum shall be in attendance.
4. Action in Regular and Special Meetings. At all regular and special meetings, it shall be valid to act on any
subject within the power of the Council, except as provided elsewhere in the Constitution and Bylaws. It
shall be the general policy of the Council to act only upon matters set forth in the agenda or the
consideration of which any absent member or members shall have had adequate prior notice.
5. Order of Business. The business at each regular or special meeting of the Supreme Council shall be
conducted in the following manner, unless otherwise authorized by appropriate Council action:
a.
b.
c.
d.
e.
f.
g.
h.
I.
Roll call of members.
Reading and approval of minutes of last meeting.
Reading and response to minutes of prior meetings for which action was required.
Reports of officers and district representatives.
Report and recommendations of the Executive Director.
Reports of Committees.
(1) Standing Committees
(2) Special Committees, Commissions or Authorities.
Communications, petitions, and memorials.
Unfinished Business.
New Business.
6. Rules of Procedure. Supreme Council meetings shall be conducted according to Robert's Rules of
Parliamentary Procedures, except as modified by the Council. The "ayes" and "nays" shall be called and entered
upon each vote, but any motion involving the expenditure of money shall be by call of the roll. Other motions
may be by voice vote.
7. Minutes; Minutes of the proceedings of the Supreme Council shall be kept by the Grand Keeper of Records
and Seal. Minutes of meetings and actions recommended by any of the several committees of the Fraternity
shall be kept by a secretary designated by such committee and shall be submitted to the Council for approval.
10
Said minutes shall also be deposited with the Grand Keeper of Records and Seal and with the Executive
Director. The International Headquarters office of the Fraternity shall serve as a depository of all records of the
Grand Keeper of Records and Seal and such other reports and documents upon or with relation to which the
Council has acted. The annual report of the officers may include summary statements covering all the actions of
those officers.
C. FORMAT FOR MEETINGS OF THE SUPREME COUNCIL
1. Meeting Schedule. A meeting schedule including dates, times and place(s) will be provided to each member
of the Supreme Council at least 10 days in advance of all Supreme Council meetings.
2. Agenda. An agenda will be provided to all members at a minimum 10 days in advance of the meeting.
D. GENERAL DUTIES AND DESCRIPTION OF ELECTED OFFICERS
1. Grand Basileus. The Grand Basileus shall be the chief executive officer of the Fraternity. He shall preside
over the Grand Conclave and serve as chairman of the Supreme Council.
2. First Vice-Grand Basileus. The First Vice-Grand Basileus shall be the assistant to the Grand Basileus. He
shall perform such other duties as may be assigned to him by the Supreme Council or as set forth in the Bylaws
of the Fraternity.
3. Second Vice-Grand Basileus. The Second Vice-Grand Basileus shall be a Brother who, at the time of his
election, is pursuing a course of study leading to a bachelor's degree in a college recognized by the Fraternity.
He shall perform such duties as may be assigned to him by the Supreme Council or as set forth in the Bylaws of
the Fraternity.
4. Grand Keeper of Records and Seal. The Grand Keeper of Records and Seal shall be the administrative
officer of the Fraternity. He shall be the custodian of the Articles of Incorporation, the Grand Records and the
Grand Seal for the Fraternity the Grand Keeper of Records and Seal shall give bond and perform such other
duties as the Bylaws of the Fraternity prescribe.
5. Grand Keeper of Finance. It shall be the responsibility of the Grand Keeper of Finance as Comptroller, to
adhere to the comptrollership concept as spelled out in the Bylaws of the fraternity. He shall hold funds and
give bond in an amount to be determined by the Supreme Council. He shall perform such other duties as may be
assigned to him by the Supreme Council, and as the Bylaws of the Fraternity may prescribe.
6. Grand Counselor. Shall be an attorney duly licensed to practice law and give counsel to the Supreme Council
and Grand Conclave on legal matters. He shall review for legal sufficiency all contracts, bonds, employment
agreements or other such instruments which bind or create financial commitments for the Fraternity.
7. District Representatives. The District Representatives shall be charged with the duty of supervising and
directing the various chapters of the Fraternity within their jurisdictions, to work with the Supreme Council in
such manner as the Grand Basileus may direct, and to perform such other duties as the Bylaws of the Fraternity
may prescribe
E. SPECIFIC DUTIES OF ELECTED OFFICERS
1. Grand Basileus.
a. The Grand Basileus shall be Chief Executive of the Fraternity, President of the Grand Conclave, and
Chairman of the Supreme Council. It shall be the duty of the Grand Basileus:
b. To order the disbursement of funds of the Fraternity as directed by the Grand Conclave and to sign
checks whenever necessary.
11
c. To exercise general supervisory powers over the work of the other Grand Officers to the end that he shall
be able to direct and control the policy of his administration.
d. To require quarterly a written report from each of the other Grand Officers, giving an account of his
work for the preceding quarter and his plans and/or programs for the ensuing quarter. A digest of these
reports, with such comments as the Grand Basileus deems expedient, shall be forwarded to each Grand
Officer. Through the International Headquarters, copies of same shall be sent to each Chapter as a quarterly
report.
e. To require from each District Representative, at least semi-annually, a report of his work which shall
include statement of the activities of each Chapter in his District.
f. To request such additional response and information from the Grand Officers and District
Representatives as he deems necessary to function effectively.
g. To pass upon candidates for MSP (Membership Selection Program) whenever the District Representative
fails to act within ten (10) days of the application being submitted by the MSP team
h. To call by and with the consent of two-thirds of the active Chapters of the Fraternity, An Extraordinary
Session of the Grand Conclave, when the urgency of circumstances demands such action. Should the
circumstances demand it, and the Grand Basileus refuse to make the call, the Grand Conclave may be
called into Extraordinary Session by three-fourths of the active Chapters of the Fraternity.
i. To render a full report of his administration and make such recommendations on the opening day of the
Grand conclave as he shall deem necessary for the good of the Fraternity. These recommendations shall be
disposed of by the Grand Conclave before the election of officers for the seceding term.
j. To appoint a Grand Chaplain before the conclusion of the Grand Conclave. His term of office shall
expire at the conclusion of the next Grand Conclave or when his successor is appointed.
k. To appoint a Grand Keeper of Peace soon after the opening of each Grand Conclave. His term of office
shall expire at the close of the Grand Conclave or when his successor is appointed.
l. To appoint the Chairmen and Co-Chairmen of all International Committees. He shall remove inactive
Chairmen whenever necessary
2. First Vice-Grand Basileus.
a. The First Vice-Grand Basileus shall perform such duties as are assigned to him by the Grand Basileus
and the Supreme Council.
b. He shall exercise coordinating supervision over the activities of all standing committees, shall see that
these committees function, and shall provide the Grand Basileus and/or the Supreme Council with a
periodic report of the progress and work being performed by the several committees.
c. He shall convene, during each Grand Conclave, at least one joint meeting of all committee chairmen for
the purposes of coordination and clarification of the activities which each committee is pursuing.
3. Second Vice-Grand Basileus.
a. The Second Vice-Grand Basileus shall have general supervision over the Undergraduate Chapters and
shall help direct their activities and shall, quarterly, make a report to the Supreme Council on the
condition and activities of said chapters. He shall also perform such other duties as are assigned to him by
the Grand Basileus and/or the Supreme Council.
12
b. He shall chair the Undergraduate-Intermediate Council, composed of the undergraduate members of the
Supreme Council and each Second Vice District Representative.
c. The Second Vice-Grand Basileus is empowered to select candidates from the undergraduate ranks to be
presented to the Grand Conclave for election as members of the Supreme Council.
4. Grand Keeper of Records and Seal:
a. The duties of the Grand Keeper of Records and Seal shall be to have general supervision of the
Administrative Offices of the Fraternity.
b. To keep strict record of the proceedings of the Grand Conclave and to send a report of same to each
Grand Officer and to all the Chapters within ninety (90) days after the close of the Grand Conclave and to
file a copy of the report with the official records of the Fraternity.
c. To give a report during the first Plenary Session of the Grand Conclave which explicitly states all matters
referred by the preceding Grand Conclave to the Supreme Council, or to the appropriate Standing or Term
Committee. To keep an accurate history of the Fraternity covering the period of his term of office and,
upon leaving office, to file the document with the permanent records of the Fraternity. The Keeper of
Records and Seal of each Chapter shall be required to forward to the Grand Keeper of Records and Seal
such data as the Grand Keeper of Records and Seal considers necessary to keep the history of the
Fraternity complete.
d. To perform secretarial duties of the Supreme Council at the direction of the Grand Basileus.
e. To act as ex-officio member of the Reclamation Committee and perform related duties in connection
therewith, such as constant communication with detached members, etc.
f. To maintain an inventory of all paraphernalia and property of the Fraternity and render an annual
statement to the Grand Conclave concerning same.
g. To sign orders from the Grand Basileus to the Grand Keeper of Finance for the disbursement of funds of
the Fraternity, to keep record of the expenditures authorized by the Fraternity, and to act as an alternate
signatory when necessary.
h. To be bonded to the Fraternity in a sum sufficient to cover the probable amount of funds of the Fraternity
which he will called upon to handle.
5. Grand Keeper of Finance
a. The duties of the Grand Keeper of Finance shall be to apply the comptroller concept to the financial
operations of the Fraternity, and:
b. To be bonded to the Fraternity in a sum sufficient to cover the probable amount of funds of the Fraternity
which he will be called upon to handle during his term of office.
c. To disburse the funds of the Fraternity on order from the Grand Basileus and counter signed by the
Grand Keeper of Records and Seal
d. To receive and account for all funds of the Fraternity
1). Should any order for the disbursement of funds appear to him to be unlawful or in violation of
Fraternity Rules or procedures he shall, not later than ten days following receipt of said order
for disbursement, submit the question of the legality of such order for vote of the Supreme Council
and he shall follow the course outlined by the majority vote of the Supreme Council.
13
2). The question of legality or rule violation shall be set forth in writing stating therein what
conditions of the Fraternity's rules, regulations, and/or policies have been violated and a copy of
same shall be forwarded to each member of the Supreme Council.
3). Upon receipt of the inquiry from the Grand Keeper of Finance, the Grand Basileus shall be
permitted to either call a special meeting of the Supreme Council or request a telephone or
mail vote from the Council as to whether the opinion of the Grand Keeper of Finance shall be
sustained or overruled.
4). In cases where a vote is taken by telephone or by mail, the results of the vote of each member
shall be recorded by the Executive Director or GKRS and provided to Council members upon
request.
5). Should the Grand Keeper of Finance fail to either disburse funds or submit the order to the
Supreme Council in accordance with these provisions, notwithstanding any other revisions
hereof, the Grand Keeper of Records and Seal shall be authorized to either disburse said funds
and/or submit the order to the Supreme Council in the manner provided herein. He shall report all
receipts and disbursements as separate items to each assembly of the Grand Conclave in as near
and uncomplicated form as good bookkeeping will allow, or at such other times as the Supreme
Council may require.
6. The Grand Counselor:
a. The Grand Counselor shall be an attorney duly licensed to practice law and shall advise upon all legal
matters involving the Fraternity.
b. Interpret the Constitution and Bylaws of the Fraternity when requested by the Grand Conclave, the
Grand Basileus, the Supreme Council, and Commission, Committee or member.
c. Approve the legal content and sufficiency of all security bonds of persons handling Fraternity funds.
d. Upon showing of expediency and with the approval of the Supreme Council, the Grand Counselor may
appoint an assistant, preferably an Omega Man, to handle a particular case or assignment where time of
travel and expense would be lessened thereby.
e. The Grand Counselor shall assist in the representation of the Fraternity in all matters pertaining to loans
and financing of chapter houses by the Fraternity, and he shall be provided with a reasonable budget
and allowed compensation for extraordinary service rendered, when recommended by the Supreme
Council.
F. Appointed Officers and Staff:
1. The Grand Marshall. The duties of the Grand Marshal shall be as follows:
a. The Grand Marshall, in conjunction with the Grand Basileus, the Executive Director and the Grand
Counselor, shall make all local arrangements for the holding of Grand Conclave, subject to the approval of
the Supreme Council.
b. The Grand Marshal shall submit a formal written report to the Supreme Council at the next regularly
scheduled meeting following the close of the Grand Conclave. That report shall be comprehensive and shall
be a complement to the Executive Director's report.
c. The Grand Marshall shall be bonded in an amount to be determined by the Supreme Council.
14
2. The Grand Chaplain: The Grand Chaplain serves as the spiritual advisor of the fraternity.
3. Editor of the Oracle. The Editor of the Oracle shall be:
a. Appointed by the Supreme Council after nomination by the Grand Basileus and shall serve for such a
period as the Supreme Council shall deem advisable. He shall be bonded in a sum to be determined by the
Supreme Council. Experience or a major in Journalism or English is desired.
b. He shall edit and publish four (4) issues of the Oracle each year, to be distributed only to financial
members of the Fraternity and to other persons and institutions approved by the Supreme Council.
c. He shall, within the limits of his budget, employ such staff members as are necessary to conduct his
office.
d. He shall be required to include a list of all Chapters, together with the Basileus and Keeper of Records
and Seal and the mailing address, in each issue of the Oracle.
e. He shall work cooperatively with the Editorial Board in ensuring that the Oracle is a quality publication.
4. The Executive Director: The Executive Director shall:
a. Make a report to the Grand Conclave on the operation of his office. Said report shall include the number
of employees, the capacity in which they are employed, the salary paid each employee, including his own,
and the total cost of operating his office.
b. Make a report to the Grand Conclave of the total number of Chapters in the Fraternity, the total number
of Brothers and the total number of financial Brothers.
c. Place a copy of the report he is required to make to the Grand Conclave in the official kit of each
delegate to the Grand Conclave.
d. Submit a written report detailing all pertinent aspects of the Grand Conclave, supplementing the report of
the Grand Marshall, to all Chapters and the Supreme Council no later than the first regular meeting of the
Supreme Council following the adjournment of said Conclave.
d. Perform such duties as may be assigned to him by the Grand Basileus and/or the Supreme Council.
5. Assistant Executive Director: The Assistant Executive Director shall perform such duties as are assigned to
him by the Executive Director and/or the Supreme Council. His salary shall be budgeted by the Grand Conclave
and fixed by the Supreme Council.
6. Grand Keeper of Peace. His job shall be to keep order at the Grand Conclave and his term of office shall
expire at the end of the Conclave
G. District Representatives. It shall be the duty of each of the District Representatives:
a. To supervise and direct the various Chapters of the Fraternity within his jurisdiction.
b. To see that no corporal punishment is inflicted on potential members at any time.
c. To approve all candidates for initiation.
d. To supervise, in person or by proxy, all initiations within his District and report all actions with reference
to initiations to the Grand Keeper of Records and Seal within ten (10) days.
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e. To require from each Chapter a quarterly report of its operation which shall contain (1) a concise
statement of the constructive work being done by the Chapter in the school life, or in the case of a Graduate
Chapter, in the civic life of the community; (2) a program of the future plans of the Chapter and
suggestions for the constructive development of the Fraternity; and (3) a brief statement of the personal
achievements of the individual members of the Chapter. He shall report same to the Grand Basileus.
f. To call an annual meeting of all Chapters in his District.
g. To ensure that each Chapter is visited by him or his designee at least once a quarter and
and activities of the Chapters are examined and evaluated.
that the books
h. He shall have the authority, subject to the approval of the Grand Basileus, to discipline any Chapter
located in his District, or to declare any initiation held in his District void. However, he must report any
such action to the Grand Basileus and Grand Keeper of Records and Seal for the approval of the former and
the information of the latter. (See Membership Code of Conduct and Disciplinary Policy for details
H. ELIGIBILITY FOR OFFICE AND MODE OF ELECTION
1. Eligibility for Office: To be eligible for office in the Fraternity, a member shall be in good standing with the
Fraternity, the District, and Chapter of which he is a member.
2. Mode of Election: The election of officers of the Fraternity shall be by blind ballot after direct nominations.
The nominee receiving the majority ballot shall be declared elected. In an ease of multiple nominees, where no
candidate receives a majority of the votes east for that office, a run-off shall be held between the two candidates
(including ties) having the highest number of votes.
3. In all national elections, said run-offs shall be at the first plenary session of the following day.
Additional nominating speeches will be prohibited.
I. REMOVAL OF GRAND OFFICERS. Grand Officers may be removed from office for cause when:
1. Five or more Districts or five or more members of the Supreme Council may initiate proceedings for removal
of a Grand Officer. Two thirds of the Supreme Council voting in the affirmative is required to remove the
accused from office.
2. The accused shall not be allowed to participate in deliberations except only as a matter of defense, and he
shall not be allowed to vote upon himself.
3. A verified petition setting forth the charge(s) shall be served by certified mail on the accused officer, and a
copy shall be filed with the Supreme Council.
4. Nothing herein prevents the accused from being represented by counsel of his own choice nor the Supreme
Council from having counsel of its own. An answer shall be filed within thirty (30) days from the receipt of the
petition by the accused Grand Officer. Said answer shall be sent to the Supreme Council and the petitioner.
J. FINANCE AND REVENUE
1. The Fraternity shall operate on a fiscal year of November 1 through October 31 and all taxes, fees,
assessments, and dues levied shall be for such period as the Grand Conclave shall decide.
2. The National Initiation Fee shall be set by the Supreme Council to which may be added a Chapter Initiation
Fee not to exceed $25.00. Each candidate upon initiation shall be entitled to receive, without further expense, a
Fraternity Pin. The title of the pin shall remain in the Fraternity and be returned to the International Office upon
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request. Each candidate upon initiation shall also receive a copy of the history of the Fraternity, his member
certificate and three (3) fiscal years' subscription to the Oracle without further charge.
3. The National Initiation Fees set by the Supreme Council shall pay the dues for an initiated Brother for two (2)
years, in addition to the fiscal year in which he is initiated. If the new initiate enters the fraternity on or after
September 1st, the dues will apply to the three fiscal years beginning the next fiscal year.
4. Undergraduate brothers immediately joining a graduate chapter upon graduating from an undergraduate
institution may pay the undergraduate rate for two (2) years. The chapter KRS must communicate to IHQ
(International Headquarters Quarters) that the brother will be taking advantage of this two year rule.
5. Each Chapter upon its organization shall pay to the Fraternity a prescribed amount for Chapter Rights and
Uniform Record Books.
6. The Grand Conclave and the Grand Conclave only shall have the power to levy national per capita
assessments.
7. All dues and assessments are due and payable November 1st of each year and Brothers not paying same
within sixty (60) days thereof will be unfinancial until such dues and assessments are paid. Thereafter, a late fee
shall be assessed each Brother. A Brother who was not financial the previous year must pay a reinstatement fee.
8. Brothers residing in areas where there are no Chapters and where, by reason of distance (more than 50 miles
away) it is impractical for them to affiliate with any Chapter by paying national dues, taxes, and assessments
directly to the International Headquarters will maintain their financial status with the Fraternity.
9. The funds of the Fraternity shall be held by the Grand Keeper of Finance until his successor has been duly
elected and qualified, at which time all funds and other property of the Fraternity in the hands of the outgoing
Grand Keeper of Finance, or under his control, shall be turned over to his successor.
10. All disbursements shall be by check or drafts signed by the Grand Keeper of Finance in conjunction with
either the Grand Basileus or the Grand Keeper of Records and Seal as counter signers.
11. Constant effort shall be made to contain all disbursements within the budget legislated by the Grand
Conclave as hereinafter provided.
12. The Conclave, at each regular sitting, shall provide and approve budgets for all expenditures for not more
than two (2) fiscal years.
13. The budgets provided and adopted by the Grand Conclave shall include:
a. A determined amount, available on a proportional basis, for expenses incurred by the Supreme Council
in the proper exercise of its duties.
b. A definite amount for all approved programs and initiatives of the several committees.
14. In selecting depositories for Fraternity funds, the guidelines shall be, first, maximum security of the amount
deposited, and second, the most favorable interest rate available.
15. Any investments in stocks and bonds by the Fraternity shall be in the name of the Fraternity on the recorded
consent and approval of the Supreme Council, after it has made its own investigation and obtained the advice of
a reputable investment or brokerage firm.
K. INTERNATIONAL COMMITTEES: Pursuant to the Constitution and Bylaws, the following procedures and
committees have been established:
1. Committee Reports - General Procedures
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a. The Chairman of a Standing Committee, Special Committee, Commission or Authority shall prepare for,
provide to and file with the Grand Conclave a report of the activities of his committee, commission or
authority for the conclave year. The report shall include the names of all committee members.
b. A Chairman may file or the Supreme Council may request a special or interim report at any time and
recommend distribution of the report to the Supreme Council and/or the general membership.
2. Central File of Minutes: The Chairman will be responsible for filing copies of minutes (except where the
committee's work is confidential) of all meetings with the International Office. Where appropriate and feasible,
a summary of committee deliberations will be distributed broadly, preferable through the Bulletin.
3. Standing Committees
a. Authorization: The National Organization and each of the Districts shall establish and/or maintain the
herein set forth Standing Committees: Community and Civic Affairs; History and Archives; Membership;
Public Relations; Rules; Social Action and Ways and Means
b. Each preceding Committee Chairman is charged with the duty of immediately turning over all
committee documents to his successor.
c. Regulations: The National Committee Chairmen thereof shall be appointed by the Grand Basileus
with the consent of the Supreme Council.
d. Standing Committees shall be composed of not less than five members one of whom should be an
undergraduate.
e. No Brother, other than Grand Officers, who are ex officio members of any committee or commission,
shall serve on more than one committee or commission.
4. Standing Committees and Duties: The duties of Standing Committees are as follows:
a. Community and Civic Affairs – shall elect an Omega Man of the Year and Citizen of the Year, prepare
a high school achievement activity, and set up a National Achievement week Program in which all chapters
should participate during a specifically designated period. Suggested guidelines shall be provided by this
committee for local Chapters. Also it shall select the Undergraduate and Graduate Chapters of the Year to
be recognized at the Grand conclave. The Committee shall also serve as a tool of Uplift to the Brotherhood
and the Communities we serve by; promotion of a greater consciousness of the civic and social causes
important to our community; and initiation and implementation of programs highlighting the great talents,
leadership, and positive work of those within our respective communities. The Committee shall also have
the following sub-committees.
1) Achievement Week sub-committee’s mission is to ensure that Achievement Week is
observed in November of each year
2) Government Relations sub-committee’s mission is to influence politically national, state
and local policies of concern to the fraternity.
3) Talent Hunt sub-committee’s mission is to establish a program which provides exposure,
encouragement and financial assistance to talented young people participating in the performing
arts.
b. History and Archives – shall call upon, inquire of, offer assistance to, and encourage brother and their
survivors to donate to the Fraternity, for preservation and display, such artifacts and memorabilia as they,
in their generosity, may wish the Fraternity to have and keep The committee shall convey, at every possible
opportunity, the love, thanks and respect of the Grand Basileus, the Supreme Council, and the Brothers to
these loyal distinguished Brothers and their families whenever contacted. Where feasible, artifacts and
memorabilia, when collected, shall be carefully preserved, and, if necessary, restored and they shall be
displayed as the committee so directs. The Committee shall research and make known the identity, life,
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practices, accomplishments and worldly contributions of persons of African descent. They shall
recommend such action as to give proper recognition to such individuals. The Committee shall also have
the following sub-committees.
1) Archives sub-committee’s mission is to encourage members and their survivors to donate
to the fraternity, for preservation and display, such artifacts and memorabilia they may wish the
fraternity to have.
2) History sub-committee’s mission is to accurately record, research, and publish the history
of the Fraternity.
c. Membership – shall be responsible for drafting, monitoring and providing such recommendations as are
appropriate to insure that the process and guidelines for the entrance of new members into the fraternity are
efficient, effective and adhered to by all members and Chapters. The committee shall develop and
implement an effective program to reclaim and retain members of the Fraternity. All District Reclamation
and Retention Chairmen shall be members of this committee. The Committee shall also have the following
sub-committees.
1) Undergraduate Chapter Advisors sub-committee’s mission is to ensure that all advisors are
trained supported and operate effectively as a part of the fraternity and the university community.
2) Honorary Members sub-committee’s mission is to investigate members recommended for
honorary membership.
4) Reclamation sub-committee’s mission is to develop programs and strategies to reclaim unfinancial brothers.
5) Recruitment sub-committee’s mission is to carry out the recruitment aspect of the Membership
Committee.
6) Retention sub-committee’s mission is to retain members so that we won’t have to reclaim them.
7) Undergraduate Liaison Sub-Committee - It shall be the duty of the Committee to evaluate
the programs and activities of Undergraduate Chapters, develop uniform procedures for the
conduct of undergraduate activities, and disseminate this information to all Undergraduate
Chapters. The Committee shall also work through and with the several District Representatives to
ensure the implementation of said procedures.
d. Public Relations – It shall be its duty to publicize the activities of the Fraternity, internationally and
locally, in all fields of human endeavors. The Committee shall also have the following sub-committees.
2) Pan Hellenic Representative sub-committee’s mission is to foster better relations between
National Pan-Hellenic Council organizations and Omega Psi Phi Fraternity Inc.
e Rules Committee – The Committee shall submit recommendations to the Grand Conclave for
consideration. During the interim of the Grand Conclaves, the Committee shall keep the records up to date
on these recommendations based on the mandates, and shall advise the Grand Basileus and the Supreme
Council of their status. It shall receive from the Executive Director review and recommend to the Grand
Conclave, all proposed amendments to the Constitution and Bylaws and that it determines are in the best
interest of the Fraternity. In addition, the Committee shall, in consultation with the Executive Director
and/or such staff as the Director may assign, identify and upon such determination, certify members of the
Fraternity who are eligible for voting at the Grand Conclave. The Rules Committee shall update and
maintain the Fraternity’s Policy and Procedures Manual.
The Committee shall have the following Sub-committees.
1) Constitution and Bylaws Sub-committee’s mission is to maintain an up-to-date constitution and
bylaws.
2) Credentials sub-committee’s mission is to identify and upon determination, certify members of
the fraternity who are eligible for voting at the Grand Conclaves and to enhance and make more
efficient the credentialing and voting process of the Grand Conclave
3) Recommendations Sub-Committee; Procedures for Submitting Conclave Recommendations;
To assist the Recommendations Sub-Committee in performing its Duties under the
Constitution and the Grand Conclave mandates, Brothers are urged to adhere to the
instructions below. This cooperation will expedite the work of the Committee and ensure
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the inclusion of properly prepared recommendations in the Committee's report to the Grand
Conclave.
aa). Each recommendation submitted must be by formal resolution and in writing.
bb). Each recommendation must be submitted typewritten and double-spaced.
cc).Each recommendation must be submitted to the International Headquarters ninety
{90) days prior to the Grand Conclave. It will then be transmitted from there no later than
sixty (60) days prior to the Grand Conclave to the Chairman of the Recommendations
Sub-Committee.
dd). During the sixty (60) day period, the Sub-Committee will consider each
recommendation by eliminating any duplications and consolidating, when
feasible similar proposals. The Sub- Committee will edit the copy to clarify the intent and
proposed effect on present policy and program operations. Furthermore, the SubCommittee will reproduce copies of each recommendation and submit same to
members of the Sub-Committee as well as the chairmen of other committees when
recommendations affect their duties and responsibilities. Each member
will be asked to review, evaluate and make further recommendations.
ee). Thirty (30) days prior to the Conclave the copies will be returned to the
Recommendations Sub-Committee Chairman for mailing to the International
Headquarters for final printing and distribution at the Grand Conclave.
ff). Proposals for Amending the Constitution;
aaa. Amendments to the Constitution shall be submitted to the International
Headquarters at least one hundred and twenty (120) days before the Grand
Conclave.
bbb. The International Headquarters shall circularize the proposed amendments
to all Chapters of record at the time of such proposal at least ninety
(90) days before the Grand Conclave.
gg) Proposals for Amending the Bylaws
aaa. Proposed changes of the Bylaws shall be submitted to the Grand conclave
in writing that states the intent to amend the Bylaws.
bbb. The International Headquarters will mail to the Rules Chairman copies of
each proposal at the same time such proposals are circularized to the Chapters.
The Committee will also consider each proposal to amend in the same manner
as the recommendations above.
f. The Social Action Committee - The Social Action Committee, before entering upon its duties, shall
prepare and submit to the Supreme Council for approval a program embracing international issues and the
manner proposed in dealing with said issues. The Supreme Council, in acting upon said program, shall set
forth the policy of the Fraternity with respect to said international issues for guidance of the Committee,
and a proper budget shall be provided for the operation of the program. The Committee shall have the
following Sub-Committees.
2) Medical/Health Initiative sub-committee’s mission is to facilitate healthcare awareness and
participation in the African American community through collaborative services, education and
screening.
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g. Ways and Means Committee – in consultation with the Grand Keeper of Finance, it shall be responsible
for constructing the proposed budgets for the fraternity as specified by the Fraternities Bylaws and after
giving due consideration to the financial need of each committee, said financial needs being necessary to
implement the changes and duties of the several committees, shall make budgetary allocations and
collaborate with the Grand Keeper of Finance. The Committee shall investigate and recommend such
business opportunities and practices as would improve the fiscal and financial status of the fraternity and its
members. The Committee shall establish an Employment Network online to assist Brothers seeking
employment opportunities through job postings. The Committee shall have the following Sub-Committees.
1) Benefits subcommittee’s mission is to secure general liability insurance for the fraternity,
review all reinsurance relationships for adequacy and cost effectiveness, and seek additional
insurance benefits for the membership as necessary.
2) Budget sub-committee’s mission is to develop, establish and implement an operating budget to
enable the fraternity to function and conduct business activities and to disseminate all financial
reports to the membership 30days before a conclave
3) Economic Development sub-committee’s mission is to identify strategies for success that will
provide opportunities for members to reinvest in the fraternity and develop partnerships among the
members.
4) Fiscal Management sub-committee’s mission is to work with the fraternity auditor (s) to
prepare financial statement for presentation to the Supreme Council for review and
approval. It shall make sure that there is an audit affected of the International Fraternity and each
District no less frequently than once per fiscal year, and more frequently if deemed necessary,
under the control and supervision of the Supreme Council. The Committee shall investigate and
provide responses and advice to matters which are referred to it for consideration by the Grand
Conclave, Supreme Council, or Grand Basileus. The audit report of the Committee must by
regulation follow the Grand Keeper of Finance’s report and be presented to the Grand Conclave
prior to the election of officers.
5) Investment sub-committee’s mission is to develop a comprehensive investment plan for the
fraternity’s discretionary funds to maximize the contributions the fraternity can make to the
community.
6) Rewards Program sub-committee’s mission is to provide alternative income opportunities and
reduce our independence on dues.
7) Corporate Relations sub-committee’s mission is to maintain and develop new corporate
relations with standard solicitation levels.
L. SPECIAL COMMITTEES AND COMMISSIONS
1. Authorization. The National Organization shall establish certain special committees, commissions and
authorities as mandated by the Constitution and Bylaws, or the Grand Conclave and may establish others as
from time to time are deemed necessary.
2. Regulations. The Special Committees, Commissions, and Authorities and Chairmen thereof shall be
appointed by the Grand Basileus with the consent of the Supreme Council. The term of office shall not be held
for more than two (2) successive Grand Conclaves. Shorter terms may be specified depending on the nature of
the Committee.
3. Scholarship Commission – The Scholarship Commission shall consist of seven (7) members and two (2) exofficio members, the same being, the Grand Basileus and the Second Vice-Grand Basileus; said Commission
shall be appointed by the Grand Basileus with approval of the Supreme Council.
Authority: The Scholarship Committee is to handle all matters pertaining to the making of Fraternity
scholarship awards. It is empowered:
a). To prepare detailed regulations, policies and announcements for the placing of awards which,
prior to publication and activation, shall be made available to the Supreme Council for review.
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b). To coordinate and supervise the awarding of scholarships in the name of the Omega Psi Phi
Fraternity.
c). To transmit the names of candidates selected for fellowships and scholarships to the Supreme Council
with the recommendation that they be recipients of designated awards; and
d). To make available to all Chapters, information on scholarship aid, eligibility criteria, selection and
deadlines to various institutions of higher learning.
e) To meet no less than two (2) times each year.
f) To develop and implement a plan for the funding of the College endowment Fund
g). The Committee shall, in association with the National Assault on Illiteracy Program, support
and implement such programs as would enhance the education of our fellow man.
4. Personnel Committee - Duties and Responsibilities:
a. The Personnel Committee is a sub-committee of the Supreme Council. It shall function for or in behalf of
the Supreme Council in regard to screening applicants for the position of Executive Director and Assistant
Executive Director and recommending the most qualified
individuals to the Supreme Council for
hiring.
b. The Personnel Committee shall ensure that an up-to-date Personnel Policies and Procedures Manual is
maintained and shall assist directly or through consultants with necessary staff training.
c. It shall evaluate the performance of the Executive Director and make recommendations to the Supreme
Council regarding same.
d. It shall hear testimony on employee grievances, document the facts and make recommendation {s)
regarding same to the Supreme Council.
5. Corporate Relations Committee – the committee’s mission is to maintain and develop new corporate relations
with standard solicitation levels.
6. Security Committee – Duties and Responsibilities
a. Obtain pertinent information concerning the event/meeting and security requirements.
1) Patrolling public areas
2) Access to venues
b. Developing a partnership with local law enforcement personnel
c. Identify security office requirements and the amount of security personnel required.
d. Develop a detailed understanding of the entire plan, each function, and the role of the security function.
e. Provide a budget for the security required, acquire security personnel, and set up work schedules.
f. Manage and coordinate all security activities.
g. Provide a central point of contact to resolve security issues.
h. Participate in post event meeting/lessons learned session to improve the security function.
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7. Site Selection Committee – duties and responsibilities:
a. The Site Selection Committee is responsible for requesting, evaluating and recommending sites for
events sanctioned by the Grand Basileus at the direction of the Supreme Council and with the assistance of
the IHQ and Executive Director. The committee shall consist of appointments by the Grand Basileus with
approval of the Supreme Council. The Committee shall function for and on the behalf of the Grand
Basileus and Supreme Council in regard to screening sites for events sponsored by the International
Fraternity.
b. The committee shall ensure that a current up-to-date Request for Pricing (RFP) document is available.
c. The committee shall make modifications to the RFP based on direction from the Grand Basileus.
d. The committee shall receive and distribute completed RFPs with the assistance of the IHQ and the
Executive Director.
e. The committee shall evaluate completed RFPs and make recommendations to the Grand Basileus with
assistance from IHQ and the Executive Director.
f. The committee shall negotiate changes to RFPs based on recommendations from the Grand Basileus and
the Grand Counselor.
8. Registration Committee – duties and responsibilities:
a. The committee is responsible for managing registration at Fraternity events (i.e. Conclaves, Leadership
Conferences, Undergraduate Summits, ect.) sanctioned by the Grand Basileus at the direction of the
Supreme Council with the assistance of the IHQ and the Executive Director. The committee shall consist of
appointments by the Grand Basileus and function on behalf of the Grand Basileus and the Supreme Council
in regard to making recommendations as to the optimum operation of the registration process.
b. The committee shall determine the equipment and supplies required and recommend registration and
reservation procedures with the assistance of the IHQ and the Executive Director.
9. Technology Committee – duties and responsibilities:
a. The committee is responsible for recommending and evaluating the technology environment for the
fraternity. It sets the direction and provides long range goals. The committee chair and vice-chair shall
be appointed by the Grand Basileus.
b. The committee shall consist of a Chairman, Vice Chairman and ten (10) at large members. The
committee shall be comprised of each District’s technology chairman. The committee shall play a vital role
in enabling the brotherhood to become better skilled, knowledgeable and efficient in fraternal activities by
providing technological tools needed to enhance their chapters and districts.
c. The committee shall have the following sub-committees:
1) The Website sub-committee shall maintain and manage the fraternity’s website. The subcommittee shall consist of the Executive Director, Technology committee chair and vice-chair,
international web-master, international communications director and IHQ
technology director.
2) The Quality Assurance Team shall confirm in-house technology applications such as the
lockbox and Mypage perform as designed and document results of their tests. The team shall also
confirm that the International website links are functioning correctly. The team shall consist of
one representative from each district and it shall be the districts technology committee chairs
responsibility to see that their district has a representative on the team.
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3) The Infrastructure sub-committee shall design, implement and support the technology roadmap
by conducting product evaluation and reviewing requests for proposals as it relates to external
software and hardware needs. The sub-committee shall consist of the Grand Keeper of Records
and Seal, Executive Director, Technology Committee Chair and Vice Chair, IHQ staff Technology
Director and four (4) at large members.
4) The Release Management sub-committee shall be responsible for prioritizing new development
requests, tracking defects and development test cases. The sub-committee shall also have the
responsibility for the creation and maintenance of software release schedules. The sub-committee
shall consist of the Executive Director, Technology Committee Chair, one (1) member of the
Quality Assurance sub-committee and one (1) at large member
M. Procedures for Achievement Week
1. According to the Bylaws and as amended by the Grand Conclaves, the National Achievement Week SubCommittee of the Omega Psi Phi Fraternity, Inc., is charged with the following responsibilities:
a. Suggest guidelines for a National Achievement Week Program in which all Chapters should participate
during a specifically designated period.
b. Select a theme for the National Achievement Week.
c. Organize and conduct a National High School Essay contest on the theme selected.
d. Select an Omega Man of the Year
e. Select a Citizen of the Year
f. Select an Undergraduate Omega Man of the Year
g. Select a recipient for the Founders' Award.
h. Select a recipient for the Superior Services Award.
i. History: Achievement Week in Retrospect The Achievement Week project was inaugurated at the ninth
Grand Conclave in 1920 which met in Nashville, Tennessee. The initiation of this project was stimulated
by a speech delivered by Dr. Carter G. Woodson during the Conclave. Brother Woodson, an
honorary member of the Fraternity, designated this period as 'Negro History and Literature Week.' The
project continued until the Thirteenth Conclave, which was held in Washington, DC in 1924, at which time
it was voted to suspend the program for the Year of 1925. The program suspension was due to the
unparalleled growth and expansion of the Fraternity across the country, and it was felt that this period of
time should be used for consolidation and nationalization of the Fraternity. In 1925, Dr. Woodson changed
the name of the project from Negro History and Literature Week to Negro History Week, and changed the
time for the celebration from April to February. This was the beginning of Black History Month, as it is
known today. Also, in December 1925 at the Fourteenth Annual Conclave at Tuskegee Institute, the
Fraternity revived the project as the 'Negro Achievement Week Project" designed to give an opportunity for
presentation of important current achievements of Blacks, many of whom might never find their way into
the printed pages of history. The celebration was resumed in 1926 with the project aims: (1) to inspire pride
in the Negro race; (2) to acquaint the Nation with the fact that the Negro has never ceased to achieve nobly,
that he is achieving nobly today, and (3) to have the Negro generally to believe that as his brother has
achieved in his own day, so may he. At the Sixteenth Annual Conclave in New York in December 1927,
Brother Linwood G. Koger was named Director, the first Brother appointed the chief responsibilities for the
Achievement Week Project. This project has been and still is one of the major efforts of Omega to live and
achieve in accordance with its Four Cardinal Principles: Manhood, Scholarship, Perseverance, and Uplift.
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In 1949, the name of the project was changed to "National Achievement Week" in order that the scope of
the observance would be broad enough to include the achievements of all peoples, regardless of ethnic
differences.
The Achievement Week program has endeavored to {a) promote excellence in scholarship, one example
being the National High School Essay contest, (b) recognize those that are dedicated to uplifting the social,
economic and cultural well being of people from all walks of life; and © to identify role models that have
responded to challenges through determination and perseverance. The Achievement Week program is a
forum that facilitates the recognition of outstanding achievements by Brothers and other citizens of our
communities.
k. Objectives of Achievement Week Observance:
1). To focus attention on outstanding achievement, not only by giving appropriate recognition to
those who have achieved, but by stimulating others to gain even higher eminence.
2). To implement our democratic way of life by emphasizing the fact that all people must be
judged by their accomplishments and their service to mankind, regardless of nationality, religion
or race.
3. To raise the prestige of Omega by providing a worthwhile project to which our Chapters may
direct their energies. This united effort should stimulate and enrich the communities where
Omega Chapters are located.
4). To provide high school seniors an opportunity in creative writing on a contemporary problem.
l. Suggestions for Chapter Activities during National Achievement Week:
1). Appoint immediately a Chapter Achievement Week Committee to make plans for the
observance in your locality.
2). Make personal and written contacts with local high schools and encourage them to participate
in the Essay Contest.
3) Present a public program in the schools, colleges or churches, etc. This public program may
take the form of a panel, forum or round table discussion, or it may feature a speaker.
4). Present a radio program centered on a theme.
5). Contact the ministers in your community and urge them to center their sermons on the first
two Sundays in November around the theme.
6) Arrange for continuous publicity through newspapers, radio, etc.
7) Submit your chapter's nominees for National Awards.
8) Make a list of organizations which are working for improved democracy in line with
American principles.
9) Prepare a list of events or of individuals which in your estimation are aiding in this
achievement. Make a similar list of organizations or individuals which work to the contrary.
10) Where there is more than one Chapter in a locality, joint planning for the observance is
greatly encouraged, as well as desirable.
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11) Plan a banquet for your climaxing activity.
12) Secure television coverage if possible.
13). Send copies of printed programs to the International Headquarters and the Achievement
Week Chairman.
m. Rules for the National High School Essay Contest:
1). The essay must bear the exact title as established by the National Achievement Week
Committee.
2) The essay must be original, not previously published, nor secured by copyright.
3). The essay must be between 700 and 750 words.
4) Three typewritten double spaced copies must be submitted.
5) The names and addresses of the contestant must appear on the first page immediately under the
title, submitted in the manner shown in the following example:
aa. Subject: 'Manhood, Scholarship, Perseverance and Uplift: Essential Principles for
Developing a Positive Self Concept'
An Essay by:
Address:
High School Essay Contest.
Contestant:
Omega Psi Phi Fraternity National
6). The manuscript must be post-marked not later than midnight of the established deadline and
mailed to the Chairman of the National Achievement Week Committee.
7). Persons submitting manuscripts thereby grant Omega Psi Phi Fraternity, Inc., the right to keep
the manuscripts and to exercise full publishing right to them.
8). Awards will be announced on or about four (4) months after the deadline for receipt of
applications. The decisions of the judges will be final.
9). The manuscripts must present an adequate treatment of the essay topic.
10). Winners will be required to furnish written proof of enrollment in their respective high
schools at the time the essays were submitted and that they are high school seniors.
11) Awards will be sent to the college that admits the winner to be applied to the cost of tuition.
Awards must be claimed within 18 months after the announcement in order to be valid.
2. Omega Man of the Year - Nomination and Selection Basis:
a. By action of the 59th Grand Conclave, the Omega Man of the Year will be selected by the members of
the National Achievement Week Committee with the assistance of the Supreme Council members.
b. The selection will be made from nominations which are submitted by the several. Districts and received
by established deadline.
c. Each District is entitled to submit its nominee(s) who shall have been selected as District Man of the
Year by the respective District within the Conclave year.
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d. The District winners will be evaluated by the National Achievement Week Committee on basis of
credentials submitted by the District. A 100-point evaluating system allowing 50 points for the
contributions of the Brother to the local, District and National levels'; 30 points for 'active participatory
membership in the local Chapter"; and 20 points for 'contributions to humanity as a citizen and a loyal
Brother" shall be used.
e. For the Committee and others in the selection procedure to evaluate properly the credentials of each
candidate, the nomination should be accompanied by a concise and thorough documentation of the
nominee's contributions and achievements.
f. All nominations should be mailed directly to the Chairman of the Committee.
3. Citizen of the Year -Nomination and Selection Basis
a. By action of the 54th Grand Conclave, the Citizen of the Year will be selected by the members of the
National Achievement Week Committee with assistance of the Supreme Council and the Editor of the
Oracle.
b. The section will be made from nominations submitted by the established deadline.
c. Individual Brothers, Chapters, and/or Districts may submit nominations.
d. "Sex, race, creed, fraternal and political affiliation or national origin are not criteria for being
nominated."
e. The nominee should be a person of national recognition, acclaimed by a significant segment of society
for outstanding contributions to the welfare of mankind in general and for the promotion of his special area
of competence in particular.
f. For the Committee and others in the selection procedure to evaluate properly the credentials of each
candidate, the nomination should be accompanied by a concise and thorough documentation of the
nominee's contributions and achievements.
g. All nominations should be mailed directly to the Chairman of the Committee.
N. Procedures for Selecting District and National Scholars
1. Scholar of the Year Awards Focus on 0mega's Quest for Excellence
2. "Knowing the importance of the intellectual in all matters pertaining to the advancement of mankind, The
Founders of Omega made SCHOLARSHIP one of the four cardinal principles of our Fraternity. The emphasis,
therefore, which Omega now places on the stimulation and improvement of scholarship is no side issue with us,
but an integral and deep-rooted part of the tradition in which our organization has grown."
3. This was the objective announced by Dr. John F. Potts, Chairman of the National Scholarship Commission in
1959, when he reported the establishment of the District and National Scholar of the Year awards.
4. 'It is our purpose," he further reported, 'to strengthen in every way possible this District-oriented program. If
we engender on the District-level a healthy competitive spirit among our young College Brothers, we have also
insured the future of Omega.'
5. The attention of all District Scholarship Commission Chairmen is directed to the significance of their roles in
the implementation of SCHOLARSHIP, a Cardinal Principle. Efforts should be made to determine the Scholar
in each District who may be eligible for the District honor which will automatically qualify him to compete for
the national honor.
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6. The Current Rules are: A candidate for the District Scholar of the Year must be an undergraduate in his
senior year of college.
a. He shall have been financial with his local Chapter and with the International Headquarters for a period
of twelve months prior to the date on which he becomes a candidate for the award.
b. He must have at least a straight 'B" average or the equivalent.
c. He must submit pertinent information on his outstanding extracurricular activities, etc.
7. The District Scholarship Chairman must comply with the following:
a. Verify and certify with the assistance of the Chapter Scholarship Chairman or the Chapter Keeper of
Records and Seal, items 2a. and 2b. {above) and obtain an official transcript which includes grades through
the quarter or semester ending before the District Meeting.
b. Present the above information to the District Scholarship Committee which in consultation will select the
District Scholar.
c. The District Scholar will be announced at the District Meeting.
8. The District Representative shall, within ten days following the District Meeting, send to the Chairman of
the National Scholarship Commission the following on the District Scholar:
a. The candidate's official transcript.
b. The names of the members of the District Scholarship Committee making the choice.
c. An official certification of the choice of the District
d. A photograph for publicity purposes
e. Any additional material which he deems necessary.
9. The reporting of this information to the National Scholarship Commission by the date indicated is necessary
for Committee to verify the documentation, to determine the winner, order awards and/or plaques, prepare
reports for the Grand Conclave and provide pertinent information to the National Scholar for attendance at the
Grand Conclave.
For further information on this and other National Programs contact the Chairman of the Charles R. Drew
Memorial Scholarship Commission and/or the Commission Publication, Awards, Fellowships, Grants and
Scholarships
.
O. Nepotism;
1. The following guidelines for all employment situations involving persons related by blood or marriage or
when both are employed by the Fraternity.
a. Although opportunities for initial employment, leaves, promotion, and other fringe benefits may not be
limited because of marital relationship or immediate family relationship, the Fraternity does set reasonable
restrictions on any individual's capacity to function as judge or advocate in specific situations involving
members of his or her immediate family.
b. Prospective employees who are married to one another, or are immediate family members, will each be
considered for any employment opportunity for which they are qualified, completely independent of the
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fact that they are related. This is taken to mean that no one may be either denied or offered employment
because of marriage or relations by blood to any employee.
c. If two employees are husband and wife or immediate family members, they shall be considered
independently for all employee benefits such as, but not limited to, leaves, promotions, salary increases or
retention; and neither shall vote, recommend, nor have any other part in decision-making regarding the
other's initial employment, leaves, promotions,
d. The term 'related by blood or marriage" refers to the immediate family which is defined as inclusive of
the following: mother, father, grandmother, grandfather, son, daughter, grandson, granddaughter, aunt,
uncle, brother, sister, niece, nephew, or any relative by marriage comparable to the above-listed
relationships.
e Salary increases or retention. Such decisions shall reside at the next higher administrative level up to and
including the Supreme Council.
f. No employee or Supreme Council member shall initiate or participate in Fraternity decisions involving a
direct benefit (initial .employment, leave of absence, promotion, retention, salary, etc.) to any person
related to him/her by marriage or blood.
g. Each Supreme Council member shall insure compliance with this statement of nepotism in his case.
h. Procedures Manual; The Personnel Committee, as a sub-committee of the Supreme Council, has the
continuing responsibility to maintain an up-to-date Personnel Policies and Procedures Manual.
P. Talent Hunt Procedures
1. General Rules
a. Competition in the Talent Hunt Contest is open for the following forms of art:
b. Music: vocal and instrumental: classical and contemporary
c. Interpretive Movement to Music: ballot to pantomime.
d. Speech: Poetry, readings, orations, monologues, etc.
e. Visual Arts: Painting, designing, sculpture.
2. Basic rules for participation in the District and National Talent Hunt Competition:
a. Contestants must be high school students who have not advanced beyond the senior level at the time of
the Local Talent Hunt.
b. All presentations, including instrumental numbers, must be memorized and must be dignified and in
good taste.
c. The Talent Hunt is competitive on the Chapter and District levels. On the National Level, it is ·
demonstration only.
3. The Chapter is responsible for all expenses incurred in taking its contestant to the District Talent Hunt; the
District is responsible for expenses of the District Winner to the National Talent Hunt at the Grand Conclave.
a. A copy of the Talent Hunt Handbook which describes the history of the event and contains copies of
forms used in the Talent Hunt process can be obtained by writing to:
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b. The Chairman Talent Hunt Committee Omega Psi Phi Fraternity, Inc. International Headquarters 3951
Snapfinger Parkway Decatur, GA 30035
Q. Reclamation Procedures
1. Suggestions for developing a successful membership program.
a. Chapters should survey their areas for all Omega men; record names, addresses and telephone numbers.
b. Plan several special gatherings in which Fraternity business, programs and the Brothers' status can be
discussed. (Do not serve strong beverages; do not have a party.)
c. Invite all Omega men. Where possible, assign an active Brother to bring two or more inactive Brothers to
the meetings.
d. If the Quettes are active, invite the Brothers' wives to meet among themselves while the Brothers are in
the meeting with members of local Chapter.
e. Provide for various types of memberships (i.e., regular member without paying Fraternity House Dues, if
there is a Fraternity House)
f. Some Chapters are exempting two (2) years local dues if the Brother agrees to purchase Life
Membership during those two years. The Chapter gains in future years.
g. Allow all Brothers to evaluate the Chapter's program; use this evaluation for growth.
h. Give first year Graduates the opportunity to stabilize before assessing the full Chapter dues. Some
Chapters are assessing as follows:
1) 1st year- 1/3 local dues 2nd year -- 2/3 local dues 3rd year - full dues
2) Involve them in planning and carrying out Chapter activities and business.
i. Make a log of each Brother's interest and specialty. Use him in that capacity when planning such
activities as: social action, basketball, dinners, dance, golf, cookouts, employment referral, legal advisory
committee and others.
2. There is probably one deficiency more than anything else: Omega Men Do Not Know Each Other. Get together
frequently on social occasions.
R. Life Membership
1. General Rules
a. Effective January 1, 1958, the Omega Psi Phi Fraternity established a membership to be known here and
after as “Life Membership,
b. Any financial member of the Fraternity may elect to pay twenty times the cost of the cost of the current
graduate dues and receive a Life Membership Plaque and a non- expiring national financial card, except
for international membership.
2. Rules governing payments
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a. The payment for the Life Membership shall be made in one lump sum or in a two year payment plan plus
dues until Life Membership is paid in full.
b. All payments shall be in the appropriate form.
3. Other contingencies/privileges/entitlements
a. A Life Member is entitled to full participation on a National Level and in all national programs for life.
b. He is entitled to attend sessions of the Grand Conclave as a Visiting Brother upon the same terms and
conditions applied to other visiting Brothers.
c. He is entitled to receive a Life Membership Card and a Life Member Plaque.
d. He is entitled to receive the Oracle and other official communications/publications of the Fraternity.
e. He is entitled to participate in any programs exclusively for Life Membership now in existence or
hereafter established.
f. He is allowed to participate in any local Chapter or District activities providing that the Life Member
fulfills all financial obligations assigned by the respective unit for all its members.
g. He is allowed to receive an annual/current financial card from the International Headquarters upon
notification that local dues have been remitted for fully paid Life Members.
S. MEMBERSHIP SELECTION PROGRAM (MSP)
1. Terms and Conditions for Undergraduate Membership Selection Program; The following is a list of terms
and conditions that must be met, by undergraduate Chapters and members, in order for a Chapter to be certified
to conduct a Membership Selection Program.
a. Undergraduate Chapters must have had one delegate registered and in attendance at the previous years
National Undergraduate Summit.
b. Every undergraduate Chapter must have paid an insurance premium (for liability) yearly to the
International Headquarters.
c. Each Chapter member must execute and file with the International Headquarters an Acknowledgment
and Indemnification Agreement. Any member under the age of twenty-one must also have this document
executed by his parent or legal guardian. No exceptions!
d. All Chapter members who wish to participate in the Membership Selection Program must be certified as
having completed membership selection program training.
e. Prospective members must be at least a sophomore or above.
f. Any member that is found to have participated in activities that violate the Fraternity's MSP policies
will be immediately suspended from the Fraternity and will face expulsion.
g. Assessments for the College Endowment Fund (CEF) must be current, with any and all past due
amounts paid in full.
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2. These requirements are in addition to those rules and procedures of the Fraternity which are currently in
effect. These requirements are subject to change without notice.
T. GRAND CONCLAVE REQUIREMENTS, RULES, REGULATIONS AND POLICIES
1. General Requirements to host a Conclave
a. Pursuant to the Bylaws, The Grand Marshal, in conjunction with the Grand Basileus, Executive Director,
Grand Counselor and any Conclave Planning Committee so designated by the Grand Basileus, shall
make all arrangements for the holding of a Grand Conclave, subject to the approval of the Supreme
Council. In general, economic advantage to members, convenience in Conclave planning, nearness to
membership population centers and geographic location/tourist attraction should be considered thoroughly
before selection of any city. The business portion of the Conclave can be no longer than four consecutive
days. Specific factors about the city or facilities are listed below.
b. Graduate Chapters must also have paid an insurance premium (for liability) of to the International
Headquarters.
c. The Grand Conclave of Omega Psi Phi serves as the instrument to provide programs to upgrade the
skills and knowledge of the members. 'It also provides and opportunity for delegates to meet together in
governance and social activities. The Grand Conclave, therefore, will require several hotels. One hotel will
act as headquarters, housing all general sessions and as many social functions of the Fraternity as possible.
d. A proposed site for a Grand Conclave must have meaningful and functional public accommodation
laws. Omega Psi Phi will not hold its convention at a site where any type of discrimination is practiced. The
proposed site must have a large Chapter of the Fraternity close by since a great deal of the planning,
implementation and handling of convention details is done by Chapter members in the local area.
1) Attendance and exhibit space must be adequate for expected numbers attending
2) Room rate- Members travel on limited expenses or pay their own way; therefore, reasonable
room rates are prime consideration in selection of city and dates of meeting. We would like to
avoid shuttle buses.
3) Dates normally held - approximately every twenty-four (24) months, usually in the months of
July and/or August.
4) Length of meeting – four consecutive business days, plus pre-Conclave activities.
5) Meeting space - a large meeting room is needed daily for general sessions.
6) Appropriate number of meeting rooms is needed to accommodate the number of
the sessions. Public space is usually blocked at the Headquarters hotel and is used at all times
during convention dates. Assignment of all space is made by the International Headquarters or a
person so designated therefore. Food Functions - The Fraternity will hold a luncheon for
delegates and. it also holds a banquet and dance for Conclave delegates. Other
functions including breakfasts, luncheons and receptions take place during the meeting days.
7) Complimentary Rooms - Omega Psi Phi is obligated to provide complimentary housing to its
Grand Officers and staff. It is imperative therefore; that the best possible ratio of complimentary
housing is obtained from hotels used and is considered in site selection.
8)Early Arrivals - Delegates, staff members and some members of the Supreme Council may
arrive at the convention site as early as four days prior to the opening of the meeting,
Adequate rooms and a few suites are needed at that time.
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9) Registration - Adequate space is needed to provide a convention office and registration area.
The registration area and the Conclave Office are to be open during the entire convention period
during convention hours. One day is needed for set up and one day needed for move out.
2. Complimentary Room Policy at Grand Conclave; When possible and feasible, complimentary rooms will be
provided to all Grand Officers and selected others involved in Conclave planning and governance to the extent
that available complimentary rooms become exhausted. When it is not possible to provide all Grand Officers
and selected others with complimentary rooms, the type of room and the priority order for distribution shall be
as follows:
a. Grand Basileus - Suite
b. First-Vice Grand Basileus - Suite
c. Second-Vice Grand Basileus - Suite
d. Grand Keeper of Records and Seal - Suite
e. Grand Keeper of Finance - Suite
f. Grand Counselor - Suite
g. Grand Marshal - Suite
h. Immediate Past Grand Basileus - Suite
i. Undergraduate Representatives - Room
j. International Office Staff - room
3. Registration of Delegates at the Grand Conclave
a. Pre-registered Delegates and visiting Brothers will present their receipt of pre-registration from the
International Headquarters to a special pre-registration Section. Special badges will be given to all voting
delegates.
b. Unregistered delegates and visiting Brothers must report to the General Registration Section. Financial
cards signed by the Grand Keeper of Records and Seal and Chapter Keeper of records and Seal must be
presented to the registration official by all Brothers. Voting delegates must present their Conclave
Credentials on Form 'No. : 36 signed by the Chapter Basileus and Chapter Keeper of Records and Seal
4. Credential for Delegates - Delegates are elected by each Chapter for attendance and representation at the
Grand Conclave. Notice of their certification is to be mailed prior to the Conclave to the International
Headquarters on Form No. 36 - Credentials for Conclave Delegates. This form must be signed by the Chapter
Basileus and the Chapter Keeper of Records and Seal. Each Chapter should notify its District Representative
who will be in charge of all Chapters within his District during the polling of delegates from his District.
5. Founders' Banquet Attendance. A reminder to Brothers who purchase extra tickets for the Founders' Banquet.
They are reminded that the banquet, in honor or our four Founders, is a closed affair, to financial Brothers only.
6. Closing Banquet is an open event Brothers may purchase tickets for their sons, provided they have not
completed high school. There is no restriction on female attendance.
6. Memorial Services - All deaths since the last Conclave must be reported.
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a. The names of all Brothers who have entered Omega Chapter since the last Conclave must be reported to
the International Headquarters. A biography of the deceased member should also be sent.
b. This information is necessary to prepare appropriate Memorial Services to be conducted at the Grand
Conclave by the Grand Chaplain.
c. It is the responsibility of each Chapter Keeper of Records and Seal to send this information to the
International Headquarters.
7. Eligibility for voting at the Grand Conclave
a. The Supreme Council - Each member of the Supreme Council, the Past Grand Basilei and District
Representatives shall be entitled to one (1) vote at each Grand Conclave, provided that none of the persons
mentioned in this Section shall be permitted to vote as a delegate of any chapter in addition to his vote as
such official or past official.
b. Financial Chapters - Each financial Chapter is entitled to send two (2) delegates, each of whom is
entitled to one (1) vote. These votes may be cast in this manner:
c. If the Chapter is located within five hundred {500) miles from the Conclave site, two (2) delegates must
be in attendance; each of whom will be entitled to one vote, or
d. If the Chapter is located further than five hundred (500) miles from the Conclave site, one delegate may
cast the two votes, and
e. Each financial Chapter will be entitled to one additional vote for every ten (10) financial members above
twenty (20); provided, however, each vote above the first two (2) must be represented by a Brother from
the respective Chapter.
8. Chapter Representation
a. It is mandatory for each Chapter to have official representation at the Grand Conclave. Any Chapter not
officially represented at the Grand Conclave, shall be fined the amount of the Conclave registration. If
the fine is not paid the Chapter will be suspended.
b. The Chapter's suspension shall begin upon proper certification of its absence and non-payment of the
fine; said certification to be indicated to the presiding officer by the Executive Director, the appropriate
District Representatives shall be notified.
9. Deadline for Conclave Reports
a. The Conclave has mandated that copies of all reports be included in delegates' portfolios prior to
registration. Therefore, it is imperative that original Conclave reports be received in the International
Headquarters in time to be edited, printed and placed in the registration kit.
b. To accomplish this end, all reports which are required to be printed for the Grand Conclave must be
submitted, postmarked no later than 90 days prior to the scheduled opening of the Conclave. Reports
should be limited to a maximum of five (5) pages.
c. All Grand Conclave reports are to be sent to the fraternities chapters no later than 30 days prior to the
Grand Conclave
10. Grand Conclave Hotel Reservation Rules
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a. To assure adequate accommodations for the anticipated large attendance and the demands on hotel
facilities, the Grand Conclave Planning Committee has developed the following procedures for all hotel
reservations:
b. All reservations must be made through the Omega Psi Phi Housing Bureau, International Headquarters,
3951 Snapfinger Parkway, Decatur, GA 30031, or on Omegas official web site, or designated agent.
c. The rates are available only through the Omega Housing Bureau, and are available for a specified period
only.
d. No travel agency blocks or other blocks will be accepted without individual names and addresses.
e. Upon receipt of a request by the Omega Psi Phi Housing Bureau for a reservation, the hotel to which the
reservation is assigned will send the Brother a confirmation.
f. The Brother, in turn, should send a room deposit to that hotel. A deposit is suggested. Reservations with
the deposits will be given preference.
g. Special Note: Room rates as set may include a per room night donation to the Fraternity unless
otherwise designated.
11. Application for Conclave Awards for Outstanding Service 25 Year Certificate & pin, 40 Year Plaque, 50
Year Pin, 60 year pin, 70 year pin, clock & sash.
a. General Policy applications for the 25 year Certificate & pin, 40 year Plaque, and 50 Year Pin, 60 year
pin, and 70 year pin, clock & sash to be presented at the Grand Conclave must meet specific eligibility
requirements according to appropriate year(s) of initiation.
b. Requests should be mailed for verification to the Executive Director postmarked no later than 90 days
prior to the Grand Conclave.
c. Brothers must be financial for the immediate past ten (10) years to be eligible for the 25 year
Certificate; financial for the immediate past fifteen {15) years to be eligible for the 40-year Plaque;
financial for the immediate past twenty-five (25) years to be eligible for the 50-year Pin, 35 years for the 60
year pin, 45 years for the 70 year pin, plaque and sash.
d. Applications for and questions regarding any of the awards should be directed to the International
Headquarters.
e. All applications must be made through the Keeper of Records and Seal of the local Chapter. Brothers
making requests for an award must be financial within their local Chapter. The local Chapter must verify
the financial status of each applicant. Unless the Brother is currently a member of the International
committee
12. Members who have been active in the Fraternity for sixty (60) years or more will have their district and
international meetings registration fee waived.
U. POLICY ON WORKSHOPS; Omega Psi Phi's involvement in workshops has two major dimensions to it:
Conclave Workshops and Field Workshops.
1. Conclave Workshops are of three types:
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a. Non-fee Charging. These workshops are scheduled through normal Conclave programming procedures,
independent of pre- Conclave or post-Conclave scheduling, and are approved by the Conclave Program
Committee.
b. Fee Charging. Fee charging workshops include those workshops covering pre-Conclave or postConclave periods, i.e., those directly contiguous with Conclave dates of a given year.
c. Omega Psi Phi operated or sponsored workshops
2. Workshop proposals submitted to Executive Director for approval are given first priority for space in the
selection process.
a. Profits are split between co-sponsor and Omega Psi Phi after expenses.
b. Fee is determined by Omega Psi Phi; Brothers receive reduced rates when the workshop is open to the
public.
c. Development funds from Omega Psi Phi may sometimes be provided.
d. Advertisements in the Oracle, pre-Conclave program and other Fraternity publications are used as
available; postage, printing and other promotions and equipment or set-up costs are charged to workshop
expenses.
e. Staff advice and assistance are given for development, promotion and registration.
e. Omega Psi Phi governance unit-operated workshops (Districts or Chapters)
f. Submitted to Executive Director for approval; second priority for space in selection process.
g. Advertisement space and general promotion is arranged in the Oracle, Bulletin, or preliminary program,
and are paid by the operator.
h. Option of Headquarters assistance and advice will be available at a direct cost charge for Headquarters
staff assistance if more than advice is delivered
i. Hotel space is paid by the operator.
j. Equipment and set up paid by operator.
3. Independently operated workshops (Members, Agencies and Institutions)
a... Submitted to Executive Director for approval; third priority for space given.
b. Charges per day by Omega Psi Phi to organizer include the following:
1) Staff assistance in obtaining and arranging meeting room needs in non-Conclave hotels, i.e., AV equipment and set- up.
2) Fraternity or Governance Unit rate on mailing labels.
3) V.I.P. Omega Psi Phi Conclave registration for operators and consultants regarding 'open"
activities.
4) Preference in scheduling and placement of promotional ads in Fraternity publications and
preliminary Conclave program.
c. Sponsor pays for meeting space, equipment and set up local rates.
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d. Advertisement space paid by sponsor.
e. Omega Psi Phi reserves the right to reject workshops with content that conflicts with its own or
governance unit workshops.
f Registration for a workshop held anytime during the Conclave must be registered for the Conclave.
4. Field Workshops are of four (4) types:
a. Omega Psi Phi-Operated
1) These workshops are planned, developed and conducted to meet special or developmental
needs as determined by the Fraternity/Supreme Council.
2). Workshops so planned will be self-supporting and will be developed with sound fiscal and
administrative controls.
3) If necessary, external funds will be sought to insure fiscal and programmatic success of the
workshop
4) Arranged by officers, staff or committee/volunteers.
b. Omega Psi Phi Co-sponsored
1) Districts and Chapters of Omega Psi Phi
aa. Omega Psi Phi provides 'front" money on some occasions as determined by the
Executive Director with consultation from the Supreme Council when a new precedent.
bb. Omega Psi Phi prepares publicity materials and promotes workshops to the national
membership periodically.
cc. Omega Psi Phi sets registration fee and determines deadlines.
dd. Omega Psi Phi processes registration and dispenses and accounts for funds.
ee. Omega Psi Phi determines if workshop is to be cancelled because of small
registration.
ff. Omega Psi Phi provides professional, developmental assistance and advice.
gg. Co-sponsoring agency plans, organizes and operates the on-site workshops.
hh. Co-sponsoring agency provides or arranges local facilities, publicity and operating
personnel.
ii. Co-sponsoring agency has participants evaluate workshop using the Omega Psi Phi
workshop evaluation forms and returns them to Omega Psi Phi.
2). net income after expenses is split between Omega Psi Phi and the co-sponsors.
c. Related Associations, Government Agencies, etc.
1) Omega Psi Phi and co-sponsoring agency will negotiate fiscal, administrative and technical
responsibilities but 'front monies" are rarely provided.
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2) Omega Psi Phi lends endorsement and/or technical assistance. {The Fraternity provides
consultative professional-technical assistance to primary sponsor and permits use of the
Fraternity name subject to the approval of the National Executive Director. Profits
and other tangible by-products are negotiated.
3) Omega Psi Phi must recover any expenses from first income.
d. Omega Psi Phi Governance Unit Operated Workshop (District or Chapter)
1) These workshops are planned, organized and operated by the Omega Psi Phi governance unit.
Staff assistance and advice will be available on an informal basis as requested. All financial
risk and gain belong directly to the operating governance unit. When an Omega Psi Phi
periodic brochure promoting workshops is timely, governance unit workshops may be
promoted on a share for cost of printing and mailing basis.
2) All workshops should break even or more desirable, produce a profit. For this reason, each
workshop's budget is based on at least fifty (50) participants.
5. Guidelines for all workshops will be made available from Headquarters staff upon request.
V. FRATERNITY SPEAKING POLICY AND PROCEDURES
1. General Speaking Policy
a. It is Omega Psi Phi's policy that, on the national and international level, the Grand Basileus speaks for
the Fraternity. The Grand Basileus may, however, delegate that authority to the Executive Director or any
member of the Supreme Council. When several Brothers are represented at national programs, or
interviewed by the various media, or engaged in activities with national implications, each Brother may
speak in terms of his own role with respect to the issues, but no one has the authority to speak for the
Fraternity on the issues, unless he has been so designated by the Grand Basileus.
b. On the district level, the District Representative speaks for the District and, on the local level; the
Basileus of the local Chapter speaks for the Chapter.
2. Policy on Invited Speakers; Members of the Supreme Council and other prominent Brothers are frequently
invited to speak at Chapter and District functions. These often include Chapter Achievement Week programs,
District Meetings, Special Banquets, and Talent Hunt Programs. By established policy of Omega Psi Phi, the
local Chapter or District inviting a member of the Supreme Council, or other prominent Brother to be a guest
speaker, is responsible for:
a. Verifying that the Brother is financial. Unfinancial Brothers are not permitted to speak at Fraternity
affairs. Founders' Banquet speakers must be registered with the International Headquarters.
b. Transportation costs to and from the city of the event
c. Housing and meals, preferably at a hotel or motel of reasonable comfort.
d. Transportation to and from the airport, meeting, receptions or other planned activities.
e. All other courtesies extended as decided at the discretion of the Chapter or District which extends
the invitation.
3. It is most helpful, in terms of the local Chapter and its input to the national theme, if an opportunity is
provided for the local Brothers to meet with the guest speaker.
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4. If the speaker is a Brother who has a broad national reputation, it is advisable to provide an opportunity for
him to meet with leaders in the community, as well as with local Chapter members. Contact should also be
made with all facets of the mass communication media - newspapers, radio and television. The Brother should
be informed prior to arrival, of the date and time scheduled for a press conference.
5. Correspondence should be sent to the guest speaker, advising him of the plans and requesting that he notify
the inviting party immediately, if he approves or if some portion is not feasible. Should questions arise
concerning this policy, please contact the District Representative or Executive Director.
W. PUBLICATION AND EDITORIAL POLICIES
1. The Oracle et. al.
a. Pursuant to the Bylaws of the Fraternity, the Supreme Council shall have the authority to appoint the
Editor of the Oracle, after nomination by the Grand Basileus. The Supreme Council may appoint an
Editorial Board when deemed necessary
b. The Supreme Council shall direct the publication of the Oracle, the official organ of the Fraternity, and
also institute and direct any other publication it may deem necessary.
2. Editorial Board Policy - If the Supreme Council sees fit to establish an Editorial Board, the Supreme Council,
acting on the recommendation of the Editorial Board, shall determine and direct the basic media policy and
program of the Fraternity and shall have the authority to hire, discharge and fix the compensation of the persons
serving as editors of the publications and other media of the Fraternity.
3. Copyrights - The Fraternity shall own the copyright for the original and any renewal term for any writing that
is done for the Fraternity. The author of any such writing shall have the right to make a non-profit or noncommercial use of the work provided there be affixed to each copy, the copyright notice used by the Fraternity
when the writing was first published. The author shall have the right to make or authorize for profit or
commercial use, any such writing only after first obtaining the written consent of Omega Psi Phi. Nothing in
this Section shall be interpreted as limiting the freedom of any district to select and copyright publications of its
choice.
4. Editor-in-Chief of the Oracle
a. Shall be appointed by the Supreme Council after nomination by the Grand Basileus and shall serve for
two successive Grand Conclaves or for such further period as the Supreme Council shall deem advisable,
He shall be bonded in a sum to be determined by the Supreme Council. Experience in Journalism or
English is desired.
b. Shall edit and publish the Oracle of which four issues shall be published each year and distributed only
to financial members of the Fraternity and to libraries of such schools and colleges as he sees fit.
c. Shall, within the limits of his budget, employ such staff members as are
office.
necessary to conduct his
d. Shall, through the Editorial Board (if one exists) and under the direction of the Supreme Council, be
responsible for editorial policy and content, appropriate editing and timely publication of the Oracle.
e. Shall be responsible for the preparation of an annual report and budget statement.
X. PROCEDURES FOR SUBMISSION OF ARTICLES TO THE ORACLE
1. Format:
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a. Articles must be sent via e-mail and must be typed, single spaced and ready for printing. Photographs
must be sent by e-mail jpg format only.
c. Avoid using all-capitol typing elements for copy preparation, headings, ect.
d. Include in the title of the article, name, city and state of the chapter and the name of the reporter on all
articles.
2. Content:
a. Content should be to the point, accurate, newsworthy and of interest of people outside your chapter.
b. Articles on activities such as special programs, community service projects, fundraising campaigns, and
scholarships are encouraged especially when it address a mandated program. Articles describing these
programs are limited to 500 words or less.
c. Do not list chapter officers (unless it is a new chapter) or committee members.
3. Photographs:
a. Do not permit individuals to be photographed who are inappropriately attired, the following will not be
shown:
Nude photos
Fraternity attire with canine or lewd images
Images with brothers attired in gold boots
Images with brothers “throwing the hooks”
Images with brothers with their tongues exposed
Images that diminish the professionalism of the Men of Omega
b. There is a limit of two pictures per article, no Polaroid prints, and do not have pictures taken with
subjects in front of a cluttered background.
c. Avoid taking pictures of large groups: 10 to 12 people per picture are sufficient, with the exception of
chartering.
d. Do not identify each individual when the group exceeds five. Select the notable speakers(s) or person(s)
and state appropriate names and titles.
e. Each photograph must have an appropriate caption. Identify individuals from the left to the right and tell
what, when and where of the pictures.
4. Style:
a. Start articles with a dateline, including name of city, and state. Capitalize chapter when used in
conjunction with the name of a chapter, all other references to the chapter should be in lower case. Within
the rest of the article, use lowercase abbreviations in conjunction with the name of the city, town, village or
military base.
b. Avoid personal opinions and editorial statements.
c. When the word FRATERNITY is used to refer to Omega Psi Phi Fraternity Inc., the letter “F” is to be
capitalized.
d. All articles should be in Word format, 12 font, with New Times Roman font. Pictures should be in jpg
format and at least 300 dpi. Pictures should be sent separate from the article and not on the same page or
placed within the article. Within articles, place the name of the chapter the article is representing and
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the city and state. Articles must be limited to 500 words or less and address who, what, when, where and
brief details.
e. All chapter articles must be submitted directly by the chapter to the District Public Relations Director
before deadline dates to allow for editing.
f. A maximum of three articles per chapter will be allowed per publication/edition.
g. All articles must be reviewed for grammatical perfection, correct spelling, and proper syntax. Articles
must be reviewed for acceptable composition, form, relevance, and journalistic style.
h. When submitting e-mailed articles please scan documents for viruses prior to submission.
i. The following are publication deadlines:
Before February 15 for the Spring edition
Before May 15 for the Summer edition
Before August 15 for the Fall edition
Before November 15 for the winter edition
Y. USE OF FRATERNITY TRADEMARK
1. The Fraternity has received from the U.S. Office of Patents and Trademarks, service mark protection for the
Greek letters 'Omega Psi Phi' in conjunction with the colors purple and gold and the symbol that we refer to
as the 'escutcheon". This service mark protection means that the Omega Psi Phi Fraternity, Inc. has exclusive
right to use these designations. No other than the Omega Psi Phi Fraternity, Inc. can grant the use of these
symbols or insignias.
2. The Fraternity grants the right to use these symbols and insignias by way of license. The Executive Director
has in plan an application for licensure and a corresponding letter granting such licensure to anyone requesting
the use of the service mark in accordance with our rules and regulations. From time to time, those without
license who use or produce our symbols or insignias do so in violation of our service mark protection. When
this occurs, the Fraternity issues cease and desist letters. Upon receipt of this letter, the violator will tend to stop
its actions. However, in more severe cases, injunctive relief in court may be sought to retain the use of our
service marks.
3. When a violation of our service mark has occurred, the District Representative should immediately inform
the District Counselor and Grand Counselor of the violation. The District Counselor should immediately contact
the Grand Counselor and determine how to proceed against the violator.
Z. USE OF FRATERNITY CORPORATE NAME AND TAX IDENTIFICATION NUMBER
1. The Fraternity has been subjected to potential liability based on the actions of various chapters stemming
from their use of the Fraternity's name in the signing of contracts as 'Omega Psi Phi Fraternity, Inc.' The only
bodies or persons that can obligate Omega Psi Phi Fraternity, Inc. to contract are the Grand Conclave, the
Supreme Council and/or selective international officers pursuant to their constitutional duties.
2. All Chapters, Districts and members are hereby instructed that they are not to enter into any contractual
relationships under the name of 'Omega Psi Phi Fraternity Inc.", without the expressed written approval of the
Supreme Council or the Grand Basileus. Requests for the use of the name 'Omega Psi Phi Fraternity, Inc." for
contractual purposes shall be made through the District Representative, who will make a determination as to
whether to seek approval from the Supreme Council or the Grand Basileus, as time dictates.
3. Chapters that must enter into contracts are advised to enter into contracts under the Chapter's name as
follows, 'XXX Chapter, an unincorporated association of Omega Psi Phi Fraternity", or '"XXX Chapter". No
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entity shall contract under the name of Omega Psi Phi Fraternity, Inc.' exclusively unless permission has been
granted as noted above.
4. All Chapters are required to register as an unincorporated association in the state where they are located, if
such a provision exists. In addition, all Chapters should maintain a separate financial identity than that of
Omega Psi Phi Fraternity, Inc. This includes obtaining a separate tax identification number from the
International Revenue Service and using that number where appropriate. No Chapter is permitted to use the tax
identification number of Omega Psi Phi Fraternity, Inc.
AA. OMEGA PSI PHI FOUNDATIONS AND GIFT SUPPORT PROGRAMS
1. General Information
a. Omega Psi Phi Foundations were established and are dedicated to serve the Fraternity and its programs.
They are independent of the Fraternity, organized on a non-profit basis, with tax deductibility for
contributions.
b. Their sole beneficiary is Omega Psi Phi Fraternity, Inc. and its affiliated foundations and programs.
c. Their respective direction and resources are under the management of individual Boards of Directors
consisting of concerned, dedicated Brothers and some friends of the Fraternity where applicable.
d. Each individual Foundation's basic purpose is to provide funds to meet certain needs of the Fraternity for
which membership dues funds are not available. The things referred to are generally concerned with
projects or people - or both - essential to the Fraternity's continued quest to be of greater service. Basis
supporting purposes are to:
e. Provide a medium through which the financial gifts of friends of the Fraternity may be channeled
constructively into special projects and situations under the leadership of a private organization directed by
its own Board of Directors/Trustees/Governors.
f. Provide the medium through which larger gifts - both annual and occasional - gifts in kind, securities, and
monies may be sought from selected private sources of support.
g. Assist the Fraternity and the Supreme Council concerning long-range needs and plans which may be
supported by private sources.
h. Assist in interpreting the Fraternity's needs, problems and plans to the communities, states and Districts
where Chapters and/or members of the Fraternity reside.
i. Encourage friends of the Fraternity, by appealing to their sense of loyalty and dedication, to make gifts to
the Foundation(s).
2. Private Gift Support; General Rules and Information
a. Omega Psi Phi encourages gifts to its various Foundations. Often they can be the key link in our
development activities. The Fraternity wants to help other members realize the generous motives of grateful
Brothers and other prospective donors.
b. If a Supreme Council member does not have time to advise or explain gift procedures, he may call or
have the donor call the International Headquarters. The Executive Director will respond immediately and
provide accurate advice.
c. If a donor simply wants to make a contribution on the spot - he or she should be instructed to make out a
check to Omega Psi Phi Foundation. Then the check should be sent to the International Headquarters.
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d. When gifts are designated for a special activity or foundation, the International Headquarters will process
the gift in a way that will place the funds exactly where the donor wants them to be. If the donor does have
special interests, it is helpful to have a letter or note stating those interests accompany the check. If it is a
gift to a specific project without any restrictions, the name of the project may be placed in the lower lefthand corner of the check and the funds will then be deposited appropriately. The International Headquarters
will respond immediately to the needs or interests of any donor.
3. Kinds of Gifts and Benefit to Donors; the following is a list of some (there are many other possibilities) of the
kinds of gifts that might be made and the benefit donors will receive as a result of their generosity.
a. Donors may make outright gifts of cash, by check or by transferring stock or securities to the individual
Foundation(s).
b. They may make gifts of real estate property or equipment, furnishings, and other property that is
valuable for resale by the Fraternity through one of its Foundations, or readily usable in Fraternity
programs.
4. Tax Exempt Status; It is important that donors make gifts of stocks and securities to the respective
Foundation of Omega Psi Phi Fraternity than sell the stocks and then give cash to the Fraternity. If they sell
appreciated property or securities, they are then subject to capital gains tax on the sale even though they would
get most of it back as a result of giving away the cash. But, if they give appreciated stocks, the only cost of the
gift is their original cost less tax deduction.
5. Charitable Remainder Trusts; Donors may make gifts through all means as described above but with the
intent that a Charitable Remainder Trust of some kind be established allowing them to realize significant
income from the established gift trust for their lifetime. If gifts of appreciated property are made for such
purposes, the costs are reduced substantially because of the tax benefits both to current income and to estate
settlements. Life income gifts do not provide a full tax deduction. The latter is prorated based on the income
percentage to be received and the age of the donor,
6. Designation of Gifts:
a. Gifts may be designated for specific purposes. For example, gifts may be designated:
1). for scholarships or loan funds (remember that gifts of $10,000 or more may create endowed
funds and donors often find named endowed scholarship funds very appealing).
2). to purchase equipment for the Headquarters property.
3). to help establish an endowed chair at a college or university.
4) for use in the greatest area of need of the Fraternity.
5) for library acquisitions.
6) for historical acquisitions (artifacts and memorabilia) or the support thereof.
7) for program development.
8) for undergraduate activities.
9) for other activities/programs.
7. Memorial Gifts
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a. Donors may want to make a gift as a memorial to a loved one and such gifts are most appropriate.
Usually, donors wish to make memorial gifts in lieu of flowers and they receive a number of benefits when
they do.
b. Donors have the satisfaction of having expressed a tribute in a more lasting way. The name of the person
they have remembered will be placed in the Omega Psi Phi Book of Memorials along with the names of
donors if they wish to be listed. The book is to be placed in the lobby of the International Headquarters
Building. When a donor makes a memorial gift to the Fraternity, a close friend of member of the
remembered one's family, whom the donor designates, will receive a letter notifying that the gift has been
made and by whom, adding to the donor's satisfaction. Memorial gifts may also be designated and, of
course, memorial gifts are tax deductible.
BB. NATIONAL REIMBURSEMENT POLICIES; Travel Regulations/Policy; General Conditions - The
General Conditions of Omega Psi Phi Fraternity, Inc. relating to travel expense reimbursements to persons
traveling on official Fraternity business are summarized below:
1. Only those incurred expenses relative to the transaction of official Fraternity business will be reimbursed
subject to applicable regulations, specific terms or restrictions as herein identified. Other aspects of importance
to be considered are availability of funds, reasonableness and prudence.
2. These regulations apply to all Supreme Council members, Fraternity employees, committee members and
others so authorized in the conduct of official business of the Fraternity.
3. Travel Expense Reports are not to be considered as personnel transactions. They shall be considered in the
nature of statements of official record of amounts payable from Fraternity funds as reimbursement of expenses
actually paid within the limits and restrictions as herein identified. The signatures of the traveler on the Travel
Expense Report shall serve as certification the travel was performed in a manner consistent with Fraternity
rules.
4. To the extent possible and feasible, prepaid tickets for common carriers or direct billings for Lodging may be
utilized to provide official travel expenses. Prior approval of he Grand Basileus is required in such cases,
however. Promptness in submission of Travel Expense Reports is also required of all persons.
5. Special Note: The above represents Section I of the four-part Omega Psi Phi Travel Regulation. Persons
requiring copies of the complete regulations will be provided with them on an individual basis.
6. General Reimbursement Guidelines and Policies of Omega Psi Phi
a. Supreme Council members and Committee members may be reimbursed for certain expenses resulting
from conducting official business for the Fraternity as members of the Supreme Council or of a duly
constituted committee.
b. Said expenses must be within approved limits of applicable regulations as in the case of travel and
should be normal and prudent expenditures in all instances.
c. All requests for reimbursement must be submitted on the appropriate form. All items for reimbursement
must be supported by appropriate documentation unless otherwise designated in applicable regulation.
Examples of general office expenses, which are allowable reimbursement items, are:
1) Clerical costs associated with typing correspondence and reports.
2) Related reproduction costs.
3) Telecommunication expenses.
4) Postage.
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7. District Representatives, as members of the Supreme Council are advised of the following: The above
policies relate to them as members of the Supreme council and for the conduct of duties related to their
functions associated with that position. Costs associated with District correspondence, mailings, or District
telecommunications should be provided by the respective District and, therefore, billed to that District.
CC. RELATIONSHIPS WITH OTHER ORGANIZATIONS
1. Policy and Procedures for Implementation of Omega Psi Phi Contributions to the HBCU (Historically Black
Colleges & Universities) College Endowment Fund (CEF)
a. The College Endowment Fund - The purpose of the Fund is to help private African-American accredited
senior colleges survive during difficult times. More than 80% of black leaders come from these colleges.
These colleges came to the rescue of African-American people when no other college could or would serve
their needs. The fund raises dollars annually for current operations of the member colleges.
b. The rationale for giving to the CEF rests with pride, historical perspective and the need to promote and
perpetuate HBCUs
2. The 59th (Denver) Conclave mandated that the Supreme Council; implement action for providing $10,000 in
1979 and raising $ 50,000 annually to support the Fund.
3. All assessments are to be sent to the District by November 15th of each year.
4. The following formula is to be used as a minimum for each Chapter; however, Chapters may feel free to
increase this amount at will:
1. Chapters with less than 10 members - $100;
11-20 members - $200;
21-30 members - $300;
31-50 members- $400;
above 50 members - $500
5. The Chapters going beyond their assessment will be given a special recognition certificate at their
subsequent District Meeting.
6. The Chapter in each District that raises the largest amount beyond its assessment will be given a special
plaque at the subsequent Grand Conclave.
7. Since this project is a mandate of the Grand Conclave, Chapters that do not participate are subject to the loss
of privileges (suspension) pursuant to the National Bylaws.
8. Questions (Q) & Answers (A) about the Campaign
Q. Why do we support the College Endowment Fund?
A. The Brotherhood, since its inception, has been active in "Uplift" as one of its Cardinal Principles. The
support of historically black colleges is another one of its active ‘Uplift" programs
Q. What was Omega's commitment toward the CEF Project?
A. $50,000 annually in new money.
Q. How is the money to be assessed?
A. $50,000 is apportioned among the Chapters based on size: 1- 10members - $100; 11-20 members - $200; 2130 members - $300; 31-50 members - $400; 51 and up members - $500.
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Q. How is this money to be paid?
A. Each Chapter is to send its apportioned amount on or before October 31st of each year to the International
Headquarters lock box.
Q. Will each Chapter be responsible for its apportionment annually regardless of when it paid its first
apportionment?
A. Yes, each Chapter is responsible for its apportionment for each year. Current payments must be made,
however, to remain active.
Q. Must a Chapter comply with Conclave mandates?
A. Yes, this is not a choice.
Q. What will happen if · Chapter fails to comply?
A. Chapters failing to comply will be suspended from all operational activities until compliance is evidenced.
Q. Are there recognition awards for contributions?
A. Chapters contributing $10,000 and above - purple and gold plaque; and $500-$9,999 - certificate of merit.
Only one award per Chapter in a single year.
Q. When will the award be given?
A. At the District meeting subsequent to the October 31st deadline of the year involved.
9. Policy and Procedures for Implementation of Omega Psi Phi Contributions to the NAACP: History and
Background Information
a. While it is understood that many chapters have always supported the NAACP through Chapter
Memberships, it was urged that the National body make efforts to establish a uniform procedure whereby
all support from the Fraternity could be consistent as well as continuous.
b. The 60th Grand Conclave ordered the establishment of a committee to ensure the Fraternity's continuous
commitment to the NAACP. This committee has been named the National Committee for the Omega Psi
Phi Fraternity/NAACP Sustaining Contribution Program. Grand Basileus Coulon appointed Walter
Ampmy Chairman, and Bernard Gilliam and Kenneth Brown as members thereof.
c. Understandings and Implementation Procedures as approved.
d. The resolution passed at the San Francisco Conclave listed five procedures which would meet the desired
objectives:
e. Each Chapter of the Fraternity will establish a NAACP Contribution committee.
f. March of each year will be officially designated as NAACP Month.
g. During this month, the Committee will carry on activities that will result in contributions from, but not
limited to, the membership.
h. Each District will establish a NAACP Sustaining Contribution Committee which will receive reports
from the committee on the local level.
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i. The administration of this entire program is to be the responsibility of the National Committee for the
Omega Psi Phi Fraternity NAACP Sustaining Contribution Program.
10. Remittances
a. All monies should be sent in the form of certified checks and/or money orders directly to the
International Headquarters (indicating that they are NAACP funds), with reports of same to the District
Representative and/or with reports of same to the District Representative and/or to District Committees.
b. Chapters are urged to comply with the national efforts to support this organization.
DD. PROTOCOL
1. Protocol is a recognized system of international courtesy. It is practiced as a part of the official life and
ceremonies involving governments, nations and their diplomatic representatives.
2. Protocol requires that certain courtesies, amenities, preference and positioning be accorded persons in honor
of offices held, position of leadership or status as a distinguished guest. Courtesy is appreciated by everyone, far
from being artificial, good manners are the natural attributes of a civilized person.
3. This document is offered as a reference guide. Information pertaining to: Order of Precedence,
Communication with Speakers and Special Guests, Receiving Line, Formal Seating, Introduction of Speaker
and Guests, Thanking the Speaker and Fraternity Facts are as follows; Order of Precedence:
a. National Officers; The Grand Basileus is the Chief Executive Officer of the Omega Psi Phi Fraternity,
Inc. Whenever the Grand Basileus is introduced, the membership should rise in recognition of the office.
When invited, all courtesies are to be extended to him or his representative; that is, complimentary housing,
meals and transportation to and from the airport or train station.
b. District Officers; The District Representative is the Chief Executive Officer of the District. The
membership should rise in recognition of his office. Courtesies are too extended to him or his
representative throughout the District.
c. Chapter Officers; The Basileus is the Chief Executive Officer of the Chapter. Proper respect and
courtesies should be extended to him when he is representing the Chapter.
4. Communication with Speaker and Special Guests:
a. Invitations should be in writing.
b. The invitation should include:
1) Place, date and hour of the event.
2) Arrangements for transportation.
3) Type of dress.
4) Arrangements for lodging.
5) Subject and approximate time for speech.
6) Honorarium arrangements.
7) Name of host or escort.
8) Request biographical information and photo.
5. Receiving Line; The ranking officer {based on location of the event) serves as host.
a. At national functions - Grand Basileus
b. At District functions - District Representative
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c .At Local functions - Chapter Basileus.
d. The line is formed to the right of the host: 1) The host is first in line 2) The guest of honor stands next to
the host; others stand according to rank3
e. The Host's wife stands next to {to the right of} the guest. The guest's wife stands to the right of the host's
wife.
6. A designated person greets each person approaching the line, and then states his name clearly when
presenting him to the host.
7. The host introduces each individual to the guest of honor.
8. Formal Seating
a. The presiding officer is seated in the center place of the first place right of center. The guest of honor is
seated to the right of the presiding officer.
b. At a District affair when the District Representative is not presiding, the presiding officer is seated first
place left of center.
b. Place cards should be used.
9. When two head tables are necessary, National or District officers and honored guests are at the upper dais
and the program participants and other guests are at the lower dais.
10. Reserved seating should be provided for the spouses or guests or persons at the head table.
11. The audience should stand as the head table enters the room.
12. Introductions
a. Persons not known to the assembly are introduced.
b. Persons known to the assembly are presented.
c. An introduction is more informative than a presentation
d. When guests are to stand only, they are introduced from highest ranking to lowest.
e. When some or all of the guests are to speak, they are introduced from the lowest ranking to the highest.
f. When introducing past officers, the officer who served most recently is introduced first, then others in
order of seniority
g. The introduction of a person who is to present a speech may be postponed
13. Thanking the speaker
a. Time is allowed for the assembly to applaud.
b. A brief thank-you is expressed by the person who introduced the speaker.
c. The Presiding Officer may add brief words of appreciation.
d. Thank you notes are sent promptly by proper authority.
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until time for the speech.
14. Fraternity Protocols
a. All meetings of the Omega Psi Phi Fraternity shall be opened and closed with prayer.
b. The seating arrangements, when possible, at Chapter meetings, should be as follows: The Basileus of the
Chapter occupying the seat in the center, all ex-Basilei seated behind him, while the Keeper of Records and
Seal and the Keeper of Finance occupy seats to his right and left respectively.
c. The Keeper of Peace shall be stationed at the door and shall admit only those persons who are members
of the Fraternity.
d. All MSP initiations shall be held under the supervision and control of the District Representative or a
Brother designated by the District Representative.
d. A formal Memorial Service is to be held each March by every Chapter.
e. Brothers are to wear white gloves while participating in the memorial funeral service.
f. Within ten days after the death of any member of the Fraternity, it shall be the duty of the Keeper of
Records and Seal of his Chapter to officially inform the Grand Keeper of Records and Seal of such death
and to forward him a biography of the deceased member.
EE. INTERNATIONAL DISTRICT STRUCTURE
DISTRICT NUMBERS and COMPOSITION
First District: Connecticut, Massachusetts, Rhode Island, Vermont, Maine and New Hampshire
Second District: New Jersey, New York, Pennsylvania, Maryland and Delaware
Third District: District of Columbia and Virginia
Fourth District: Ohio and West Virginia
Fifth District: Kentucky and Tennessee
Sixth District: North Carolina and South Carolina
Seventh District: Alabama, Florida, Georgia and Mississippi
Eighth District: Colorado, Iowa, Kansas, Missouri, Nebraska and New Mexico
Ninth District: Arkansas, Louisiana, Oklahoma and Texas
Tenth District: Illinois, Indiana, Michigan, Minnesota and Wisconsin
Twelfth District: Alaska, Arizona, California, Montana, Nevada, Oregon, Utah, Washington and Wyoming
Thirteenth District: Africa, Germany, the Bahamas, Korea, Hawaii, Panama Canal Zone, Japan and the U.S. Virgin
Islands
FF. CODE OF CONDUCT AND POSITION STATEMENT; Statement of Position on Hazing
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The Omega Psi Phi Fraternity, Inc. embraces the principles contained in the Statement of Position on Hazing as
promulgated by the Fraternity Executives Association. However, for its own intent and purposes, the Omega Psi
Phi Fraternity, Inc. espouses the following as its official Statement of Position on Hazing, to wit:
1. Omega Psi Phi Fraternity, Inc. strictly prohibits and expressly denounces the practice of hazing in any form
during the pre-initiation activities for any of its Chapters or by any of its members against any person seeking
admission to the organization. "Hazing' is defined as any reckless or intentional action taken or any situation
created which produces mental or physical discomfort, embarrassment, harassment or ridicule.
2. Such activities and situations include, but are not limited to, paddling in any form; creation of excessive
fatigue, creating or inflicting physical and/or physiological shocks; conducting quests, treasure hunts, scavenger
hunts, road trips or any other such activities carried on outside the confines of a house/domicile; public wearing
of any apparel or paraphernalia which is conspicuous, nor normally in good taste or otherwise banned; engaging
in pubic stunts or buffoonery; morally degrading or humiliating an individual(s) through words or deeds;
conducting late (after established hours) sessions which interfere with or prohibit the pursuit of scholastic
attainment or productive work; and the conduct of any activities, expressed or implied, which are not consistent
with the Cardinal Principles espoused by the Fraternity or the academic missions of the college or university.
3. For further details please consult the Omega Psi Phi Fraternity Member Code of Conduct & Disciplinary
Policy.
SECTION III: DISTRICT POLICIES AND PROCEDURES
A. POWERS AND DUTIES OF THE DISTRICT COUNCIL
1.The District Council shall be the supreme authority of the District, subject to the Bylaws of the District,
during the interim between District Meetings. However, the District Council shall have no authority to alter,
change or amend any action taken by the District Meeting, unless such alteration, change or amendment has
been duly submitted in writing to all active Chapters in the District at least fifteen (15) days prior to the date of
the Council Meeting and is approved by a two-thirds vote of the Chapters replying hereto.
2. The District Council shall have authority to pass upon such matters as might be referred to it by the District
Representative, the District Meeting or any of the several Chapters.
3. To pass and decide upon all investments of funds of the District in the name of the District.
4. To perform such other duties as stipulated by the Bylaws of the District and/or the Fraternity.
B. GENERAL DUTIES AND DESCRIPTION OF DISTRICT ELECTED OFFICERS
1. District Representative. The District Representative shall be the Chief Executive of the District, presiding
officer over the District Meeting, and shall be Chairman of the District Council. He shall supervise and direct
the various Chapters of the Fraternity within his jurisdiction, work with the Supreme Council in such manner as
the Grand Basileus shall direct, and perform such other duties as the Bylaws of the Fraternity may prescribe.
2.First Vice District Representative. The First Vice District Representative shall be the assistant to the District
Representative and coordinator of committees. He shall perform such other duties as may be assigned to him by
the District Council or as set forth in the Bylaws of the District.
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3. The Second Vice District Representative. The Second Vice District Representative shall be a Brother who, at
the time of his .election, is pursuing a course of study leading to a bachelor's degree in a college recognized by
the Fraternity. He may be a candidate for election, only if he will not graduate before December 31 of the
calendar year in which the election occurs. He shall perform such duties as may be assigned to him by the
District Representative, the District Council or as set forth in the Bylaws of the District.
4. District Keeper of Records and Seal. The District Keeper of Records and Seal shall be the administrative
officer of the District. He shall be the custodian of the District records and the District Seal. He shall perform
such other duties as the Bylaws of the District prescribe.
5. District Keeper of Finance. It shall be the responsibility of the District Keeper of Finance, as Comptroller, to
adhere to the comptroller concept as spelled out in the Bylaws of the District. He shall hold funds and give bond
in an amount to be determined by the District Council. He shall perform such other duties as may be assigned to
him by the District Council and as the Bylaws of the District may prescribe.
6.District Counselor. The District Counselor shall be the legal consultant and advisor of the District and shall
perform such duties in connection therewith as may be prescribed by the Bylaws of the District.
C. SPECIFIC DUTIES OF ELECTED DISTRICT OFFICERS AND REPRESENTATIVES
1. District Representative: It shall be the duty of the District Representative:
a. To supervise and direct the various Chapters of his District.
b. To see that no corporeal punishment is inflicted on potential members at any time.
c. To approve all candidates for MSP.
d. To supervise, in person or by proxy, all MSP’s within the District and report all actions to the Grand
Keeper of Records and Seal within ten days.
e. To require from each Chapter a quarterly report of its work. Said report shall contain: a concise statement
of the constructive work being done by the Chapter in the school life or, in the case of a Graduate Chapter,
in the civic life of the community; a program of the future plans of the Chapter; suggestions for the
constructive development of the Fraternity; and a brief statement of the personal achievements of the
individual members of the Chapter (See Appendices Section for a copy of Form 37, Report of Chapter to
the District Representative.) He shall report same to the Grand Basileus.
f. To call an annual meeting of all Chapters at least once a. year, to inspect each Chapter's record books
annually, and to ensure that Chapter officers who handle finances are bonded.
g. To suspend, for cause, subject to the approval of the Grand Basileus, any Chapter located in his District
or to declare any MSP held in his District void. However, he must report any such action to the Grand
Basileus and the Grand Keeper of Records and Seal, for the approval of the former and the
information of the latter.
h. To suspend for cause, subject to the approval of the Grand Basileus, any Brother located in his District.
He must report any such action to the Grand Basileus and the Keeper of Records and Seal, for the approval
of the former and the information of the latter.
i. To represent his District on the Supreme Council of the Fraternity.
2. The First Vice-District Representative shall perform such duties as are assigned to him by the District
Representative and the District Council.
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a. He shall exercise coordinating supervision over the activities of all committees, shall see that the
committees are functioning, and
b. shall provide the District Council with a periodic report of the progress and work being performed
by the several committees.
3. Second Vice-District Representative:
a. The Second Vice-District Representative shall have general supervision over the Undergraduate Chapters
and shall help direct their activities. From time to time, he shall make a report to the District Council on the
condition and activities of said Chapters.
b. He shall also perform such other duties as are assigned to him by the District Representative and/or the
District Council.
4.District Keeper of Records and Seal: It shall be the duty of the Keeper of Records and Seal:
a. To keep a record of the official proceedings of the District and to distribute said minutes to each financial
Chapter within sixty (60) days of the close of each District Meeting with notations of all Bylaw
amendments contained therein.
b. To carry on correspondence of the District.
c. To receive, keep a record of and receipt into the records of the District Keeper of Finance, all funds
payable to the District.
d. To sign and record all written orders from the District Representative for the disbursement of the funds
of the District, and to forward same to the District Keeper of Finance.
e. To render such other reports as the District Representative or the District Council might request.
5. District Keeper of Finance: The duties of the Keeper of Finance shall be:
a. To receive from the Keeper of Records and Seal and hold all funds payable to the District. To disburse
the funds of the District only upon written order of the District Representative countersigned by the District
Keeper of Records and Seal.
c. To keep a business-like record of all money received and disbursed and to submit such record together
with all original orders for and receipts for disbursements at such times the District may direct.
6. District Counselor:
a. The District Counselor shall be the legal consultant and advisor to the District, shall act as liaison with
the Grand Counselor
b. and shall act as parliamentarian at the District Meetings and Council Meetings.
7. District Director of Public Relations: The duties of the District Director of Public Relations shall be:
a. To submit articles from the District to the Editor-N-Chief for publication in the Oracle.
b. To submit to the editors of newspapers, District news for publication in newspapers published in said
District.
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c. To furnish the Grand Keeper of Records and Seal and National Director of Public Relations with news
items.
8. District Chaplain: The Chaplain shall conduct all religious services of the District Meeting.
9. District Marshal: The duties of the District Marshal shall be:
a. To make all necessary arrangements for the session of the Annual District Meeting or special meetings
with the advice of the District Representative and the District Meeting Advisory Committee and with the
approval of the District Council.
b. To submit a typewritten report to the District Council outlining his plans for the entertainment of the
District Meeting, including housing arrangements, dances, entertainment, open meetings and place(s) of
sessions.
c. To be a liaison between the host Chapter(s) and the District Council
10. State/Corridor/Area Representative: Each officer representative shall assist the District Representative with
administrative duties assigned to him by the District Representative.
D. MEETINGS OF THE DISTRICT COUNCIL
1. Regular Meetings: The District Council shall meet as often as and at the time(s) specified in the District
Bylaws.
2. Special Meetings: Special District Council Meetings may be called by the District Representative or any ten
(10) members of the District Council by fifteen (15) days notice in writing, stating the purpose thereof and
arranging for a site as centrally located, district-wise, as humanly possible. Said notice must be mailed to each
Council member by registered letter with return receipt requested.
3.Quorum:
a. No official action shall be taken by the District Council without a duly constituted quorum thereof. Any
number less than a quorum present at a meeting duly called may adjourn from time to time until a quorum
shall be in attendance.
b. At all regular and special meetings, it shall be valid to act on any subject within the power of the Council
except as provided elsewhere in the Bylaws. It shall be the general policy of the Council to act only upon
matters set forth in the agenda or the consideration of which any absent member or members shall have had
adequate prior notice.
4. Order of Business: The business at each regular or special meeting of the District Council shall be conducted
in the following manner unless otherwise authorized by appropriate Council action:
a. Roll call of members
b. Reading and approval of minutes of last meeting
c. Reading and response to minutes of prior meetings for which action was required.
d. Report of officers and State Representatives Reports of Committees
e. Standing Committees
f. Special Committees Communications, petitions and memorials Unfinished Business
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g. New Business
h. Old Business
5.Rules of Procedures:
a. District Council meetings shall be conducted according to Roberts' Rules of Order; Parliamentary
Procedures, except as modified by the Council.
b. The annual meeting of the District shall be held for the purposes of the District Bylaws: to elect officers
for the ensuing year; to receive reports of officers, committee and Chapters; and to transact such other
business necessary for the welfare of the District and the Fraternity.
c. Special meetings may be called by the District Representative, after consultation with the District
Council, in case it is determined that an emergency exists requiring such a meeting. In such cases, all
Chapters shall be given at least fifteen (15) days notice by certified mail, of the place and object of the
meeting.
6. Composition: The District Meeting shall be composed minimally of the District Officers and delegates from
each of the financial Chapters. Other financial Brothers of the District or the Fraternity who are duly registered
shall be admitted to the sessions.
7. Action in Regular and Special Meetings: The District Meeting shall have the power:
a. To pass Bylaws consistent with District Bylaws and the International Constitution and Bylaws.
b. To propose amendments to District Bylaws.
c. To elect officers for the ensuing terms.
d. To do such other things as may be necessary or required for the welfare of the District and the National
Fraternity.
8. Order of Business: The order of business at District Meetings shall be conducted in the following manner
unless otherwise authorized by appropriate District Meeting action on District Bylaws.
a. Opening Ceremony (1) Ritualistic Opening Ceremony Roll Call Reading of minutes of previous meeting
and action on same, including responses for which action was required.
b. Reports of Officers, Chapters and Committees and Action upon same Old Business New Business
Election of Officers (and Installation) Ritualistic Closing Ceremony
9. Discipline: Each Brother shall maintain decorum during plenary sessions. Any Brother violating same shall
be warned by the Keeper of Peace and/or the Presiding Officer. Further violations shall be cause for censure by
the body, up to and including, a fine or removal from the session.
10. Parliamentary Authority: Robert's Rules of Order shall govern in any case not covered by the International
Constitution and Bylaws and/or the Bylaws of the District.
11. Pursuant to the National and District Constitution and Bylaws, the following regulations, duties, policy
statements, procedures and guidelines have been established:
a. Committee Reports - General Procedures
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1) The Chairman of each Standing Committee or Special Committee shall prepare for, provide to,
and file with the District Meeting, a report of the activities of his committee for the fiscal year.
The report shall include the names of all committee members.
2) A Chairman may file or the District Council may request a special or interim report at any time
and recommend distribution of the report to the District Council and/or general membership.
b. Central File of Minutes; The Chairman will be responsible for filing copies of minutes (except
where the Committee's work is confidential) of all meetings with the District Keeper of Records
and Seal.
E. DISTRICT COMMITTEES
1. Standing Committees; Authorization: Each District shall establish and/or maintain the herein set forth
Standing Committees: Achievement Week; Public Relations; Reclamation; Scholarship. History and Artifacts;
Ways and Means; Rules; Social Action; Talent Hunt; and Undergraduate-Intermediate and any other committee
named by the District Meeting.
a. The District Committees and Chairmen thereof shall be appointed by the District Representative with the
consent of the District Council
b. The duties of the Standing Committees are as follows:
1) Achievement Week - The Achievement Week Committee shall elect a District Omega Man of
the Year and Citizen of the Year, and shall provide for the appropriate recognition and awards
thereof, and shall coordinate the selection and recognition of such other awards as the District may
direct. The nomination and selection of recipients shall be in conformity with that prescribed in
National Achievement Week Committee instructions.
2)History and Archives - The members of this Committee shall call upon, inquire of, offer
assistance to, and encourage Brothers and their survivors to give to the District,
for preservation and display, such artifacts or memorabilia as they, in their generosity, may wish
the District to have and keep. Where feasible, the artifacts or memorabilia, when collected, shall
be carefully preserved and, if necessary, restored, and shall be displayed as the Committee shall so
direct.
3) Budget - In consultation with the District Keeper of Finance, the Ways and Means
Committee shall be responsible for constructing the proposed budgets for the District as specified
in the Bylaws. After giving due consideration to the financial needs of each committee, said
financial needs being necessary to implement the charges and duties of the several committees, the
Budget Committee shall make budgetary allocations and collaborate with the District
Keeper of Finance under his comptrollership concept.
5) Public Relations - It shall be the duty of the Public Relations Committee to publicize the
activities of the Fraternity, on a District level, in all fields of human relations. In furtherance
thereof, the Public Relations Committee shall work closely with the Social Action Committee for
that purpose.
6) Reclamation - The Reclamation Committee shall be charged with reclaiming and retaining
Brothers and shall formulate programs for this purpose. The Chairman shall also be a member of
the National Reclamation Committee.
7) Recommendations - The Recommendations Committee is charged with the duty of editing all
recommendations presented to it and submitting said recommendations to the District Meeting for
consideration. During the interim of District Meetings, it shall keep the record up- to-date on these
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recommendations based as mandates, and to advise the District Representative and the District
Council of their status as to implementation. Procedures for submitting Conclave
recommendations can be found in the National Rules Committee Recommendations
Procedures.
8) Scholarship - It shall be the duty of the Scholarship Committee:
aa. To prepare detailed regulations, policies and recommendations for awards.
bb. To select Chapters and/or Brothers whose scholarship is noteworthy and present same
to the District Meeting for recognition in the form of awards. Additional information
about the District and National Scholarship activities can be found in National
Scholarship Commission section.
9) Social Action - The Social Action Committee shall prepare and submit to the District
Council a program for approval embracing District issues, before it assumes its duty. If
approved, said program shall become the District program and an appropriate budget
shall be approved for implementation. The District's program shall not run contrary to the
National Program.
10) Talent Hunt - The Talent Hunt Committee shall be responsible for organizing and
developing the District Talent Hunt program. Its responsibility shall include all aspects of
promoting the program as well as the responsibility of getting the winner to the National
Talent Hunt Demonstration at the Conclave. Additional information about the District
Talent Hunt can be found in the National Talent Hunt Committee section.
11) Undergraduate Activities - The Undergraduate Committee shall evaluate
the programs and activities of Undergraduate Chapters, develop uniform
procedures for the conduct of these Chapters and disseminate this information to all Chapters in
the District. The Committee shall work through the District Representative to insure
implementation.
12) Audit Committee - The Audit Committee shall audit the financial records of the District on an
annual basis and shall audit books of any Chapter of the District when so directed by the District
Representative.
13) Bylaws Committee - The Bylaws Committee shall propose or shall receive proposals to amend
the Bylaws, shall edit same for continuity and clarity and-shall present said proposals to the
District Meeting and/or circularize to the Chapters for consideration.
14) Credentials Committee - The Credentials Committee is charged with the responsibility of
certifying delegates for participation in the voting at the District Meeting or Council
Meeting. In furtherance thereof, the Committee shall work closely with District Keeper of
Records and Seal and the District Keeper of Finance. The final report of the Credentials
Committee to the District Meeting shall be used to certify the voting strength for elections. A
sample of Form 36A, Credentials for District Meetings, is contained in Appendix L.
15) Time and Place Committee - The Time and Place Committee is charged with responsibility for
reviewing bids from Chapters to host the District Meeting and/or recommending for consideration
to the District Meeting, the names of chapters to host the District Meeting. In furtherance thereof,
the Time and Place Committee shall maintain a pool of cities for consideration such that
geographic rotation of sites for the District Meeting and special requisites necessary to host a
meeting are promulgated. Moreover, it shall be the duty of the Time and Place Committee to
ensure that the Chapters/cities recommended to host District Meetings are presented for selection
as much in advance of occurrence as is possible.
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2 Any other Committee so designated at a District Meeting - Committees appointed by the
District shall work in a prescribed area and make a report to the District. All such reports shall be
in writing and a copy shall be given to the District Keeper of Records and Seal.
3. Each retiring committee officer is charged with the duty to immediately turn over all committee
documents to his successor.
SECTION IV: CHAPTER POLICIES AND PROCEDURES
A.
CHAPTERS: Types of Chapters. The Chapters of the Fraternity shall be two (2) in kind: Undergraduate, and
Graduate.
1. Undergraduate Chapters shall be located at institutions of learning as the Grand Conclave or the Supreme
Council may approve and shall be composed principally of students pursuing undergraduate work.
2. Graduate Chapters shall be composed principally of members not pursuing courses in institutions of higher
learning.
3. Chapter Organization
a. Nine (9) men, at least, shall be necessary to organize a Graduate Chapter; six (6) of whom must be
members of the Fraternity. The additional three (3) men shall each possess an academic degree from an
institution of learning recognized by the Fraternity.
b. No Chapter shall be disbanded as long as there are seven (7) members in good standing with the
Fraternity, but a Chapter may be disbanded when the number becomes less than five (5).
B.
CHAPTER REQUIREMENTS, RULES, ETC.
1. Cardinal Principles of the Fraternity:
a. It is the responsibility of each Brother to uphold the Cardinal Principles of the Fraternity, and through his
example, to influence Members of his Chapter to do likewise.
b. Each Chapter is to keep constantly before its members the importance of maintaining high scholarship
and to encourage efforts of the Brothers to improve scholarship. Each Chapter should know the functions of
the District and International Scholarship Committees and urge members to take advantage of opportunities
for financial assistance available to those who qualify.
2. Social Action is also emphasized. Each Chapter is urged to participate in civic work. This includes individual
and group participation in voter registration drives, campus and community improvement efforts, and projects
designed to improve the health, education, welfare, housing and employment of citizens. Volunteer work with
hospitals, YMCAs, local ' boys' clubs and other similar organizations provides additional social action
opportunities. This is Uplift.
3. Chapters must discharge their responsibility for training members in perseverance by keeping before them the
importance of being well- rounded Omega Men. They should urge attendance at, and sponsor functions of a
cultural nature, such as Talent Hunt Programs, exhibits, debates, political forums and concerts. Moreover, they
should suggest to those in charge that MSP candidates be required to attend one or more cultural activities as
part of training in the ways of Omega.
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4. These are flexible guidelines for Chapters of the Fraternity. Fortunately, the tenets of the Fraternity and the
District are well established now, but each year brings a new group of Brothers. Therefore, other important
information is listed below.
a. Chapter MSP and Membership: Members of the Chapter must recognize the importance of quality
versus quantity in seeking men for the Fraternity. The difference between a "pin- wearing" Fraternity man
and one who is an example of our Cardinal Principles should be stressed.
b. The Chapter should schedule meetings at reasonable hours so that other personal, educational and/or
professional obligations are taken into consideration. By so doing, the Chapter can be reasonably sure that
the Brothers will maintain the scholastic averages required by the college administration and the fraternity
(in the case of undergraduates) or the members will continue to be productive and contributing members of
society, and eventually, the Fraternity.
5. Relation of Chapters to the District and International Programs:
a. It is each Chapter's responsibility to participate in all programs sponsored by the District. Chapters have
the duty of encouraging active participation by their members in the total District program.
b. It is the duty of each Chapter to submit all MSP forms and/or reports to the District Representative;
reports required by the District Chairmen, Chapter credentials, and all other forms on time and in proper
order.
c. Each Chapter must also meet it financial obligations to the District. This includes the paying of District
dues and the supporting of financial efforts of the District.
d. Graduate and Undergraduate Chapters should work together to carry out the various phases of the
Fraternity's national program. This includes Chapter representation at each Grand Conclave and District
meeting. Chapter attendance is most important as it enables delegates to obtain first hand information on
the operation of the Fraternity nationally or on a District basis, permits Brothers from different parts of the
country or District to become personally acquainted, and affords opportunity for an exchange of idea.
6. New Officers of a Chapter:
a. Chapter officers are to take office on November 1st of each calendar year.
b. The election should be held prior to that time to ensure an orderly transition of responsibility.
7. Post Office Boxes; The District Representative has the responsibility of maintaining communication between
Chapters within his District. Chapters must secure P.O. Boxes and should pay the rent on an annual basis to
eliminate the chance of losing the box because of non-payment during the year. In many cases, an
Undergraduate Chapter may secure a box from the university as an organization without cost. Chapters not
obtaining and maintaining post office boxes are subject to suspension by the District Representative.
8. Jurisdiction; A Chapter located at one university cannot initiate a man enrolled at another university without
the permission of the university and the District Representative. Moreover, a Chapter cannot accept the
membership of persons outside its jurisdiction or within the jurisdiction of another Chapter. Moreover, a
Chapter cannot conduct other activities outside its jurisdiction or within the jurisdiction of another Chapter
without the permission of the District Representative and the Chapter which has jurisdiction.
9. Financial Accountability:
a. A Chapter is considered financial when chapter assessments have been met and one-third of its
membership has paid International dues provided that the minimum number is five. The same rule applies
to District dues.
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b. A member shall be financial upon payment of International, District and Chapter dues and assessments.
c. A member who remains unfinancial for a complete fiscal year and six (6) months of the subsequent fiscal
year shall be considered suspended and notice of such suspension shall be published on the Fraternity’s
official website.
d. An unfinancial Chapter or members shall not participate in District Meetings or Grand Conclaves, nor
hold any office in the Fraternity.
10. Suspension:
a. The District Representative must forward copies of all notices regarding suspensions to the Grand
Basileus, Grand Keeper of Records and Seal, the Executive Director and the appropriate offices within the
District. The suspension should state the infraction and the length of time of the suspension.
b. When suspending and Undergraduate Chapter, the District Representative must notify the university
office which has control over Greek-letter organizations.
11. Chapters' Power to Discipline:
a. All matters of membership discipline by Chapters are subject to the Constitution and Bylaws of the
Fraternity. Chapters under the following regulations are herewith given the power to suspend members for
cause.
b. The Chapters shall have the power to suspend any member(s) for cause after a hearing based upon
typewritten charges which must be served upon the accused member by certified mail, return receipt
requested, at least forty-five (45) days before the date set for a hearing on said charges.
c. If, after a hearing, the accused Brother is found guilty as charged, and said Brother feels he has been
unjustly dealt with, he may appeal to the District Representative
d. The accused Brother shall have the right to appeal to the District Representative within thirty (30) days
after the decision of the Chapter.
e. The decision of the District Representative to uphold a suspension requires the approval of the Grand
Basileus.
12. Delinquent Chapters
a. A Chapter that is unfinancial is not eligible to participate in the Grand Conclave, or to function as a
Chapter of the Fraternity without special permission from the Supreme Council or the Grand Conclave.
b. In order for a Chapter to be financial, at least one-third of the membership of the Chapter must have paid
current International and District dues provided; however, that five (5) shall constitute the minimum
number required.
c. No unfinancial member shall be eligible to hold office or participate in any initiation or other function of
the Fraternity.
d. A member shall be financial only upon the payment of current International, District and local chapter
dues and assessments.
13. Suspension, Official Representation/Conclave and District Meetings
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a. Official representation from each Chapter to the Grand Conclave and District Meeting is required. Any
Chapter not officially represented at the Grand Conclave or District Meeting, shall be suspended from
engaging in any Fraternal activities.
b. The Chapter's suspension shall begin upon proper certificating of its absence, said certification to be
indicated to the presiding officer by the Executive Director, or the District Keeper of Records and Seal, in
case of Districts. Prior to the close of the general session of the Grand Conclave, the appropriate District
Representatives shall be immediately notified.
c. The Chapter being suspended shall have the right to appeal to the District Council, by notifying the
District Representative, in writing. By so doing, the Chapter shall avoid the sanction of such suspension
pending decision of the District Council. Said appeal shall be submitted within thirty (30) days of the
notice of such suspension.
d. The District Council shall have the authority to lift the suspension if it is satisfied that there were
extenuating circumstances preventing presentation.
e. Negative action of the District Council shall extend suspension until the suspended Chapter presents a
request to the District Council for authority to select and have present at the next Conclave duly authorized
representation.
f. Upon presentation of proper credentials, completion of registration and answering the first roll call, the
suspension shall be lifted and the Chapter shall be authorized to perform activities commensurate with the
rights of other financial Chapters.
C THE PURPOSE OF THE UNDERGRADUATE CHAPTER ON THE COLLEGE CAMPUS
1. To set forth the purposes of the Undergraduate Chapter on the college campus results in nothing more than a
definition of the concept, Fraternity. There are many purposes for the establishment of Undergraduate Chapters,
but in order to prevent an unwieldy presentation, they have been narrowed to six major areas. The
Undergraduate Chapters on any campus should seek to bring into its fold men of common interests, idea,
beliefs, etc. in order to work toward mutual fulfillment of these interests.
2. Chapters of Omega Psi Phi have been established on the college campuses for the purpose of attracting into
Omega's fold, men of good report, sound minds, purpose and initiative -- in short, men who unquestionably
personify the four Cardinal Principles of Omega Psi Phi. It is not sufficient that a man has all of one quality and
none of the rest; nor is it expected that any one man will possess the highest attainment of all the Cardinal
Principles. Omega desires men who are conscious of the social needs of the day, and whose consciousness will
so grow that they will develop into participating and effective citizens.
3. The Undergraduate Chapter has also as its purpose, to provide wholesome experiences in group work and
leadership. Despite the oneness in the interest and ideas, any normal group will be composed of diversity of
personalities. How well each man can come to understand the other is a slight indication of how effective his
larger life will be. The Fraternity should provide the opportunity for a critical exchange of ideas, growth in
leadership ability, respect for the opinions of others and growth in interacting with people.
4. The Undergraduate Chapter must establish a broad program which will inspire participation of members.
Citizenship in the Chapter is very important, and very often the "poor citizen" of the Chapter assumes a similar
role in the community. If Omega is to be worth its name, it must produce effective citizens. Hence, the Chapter
has a larger role in this development to provide wholesome experiences in group work and leadership. To
inspire through action, the meaning of democratic living is certainly an essential and meaningful purpose.
5. The Undergraduate Chapter has another purpose -- the task of giving meaning to life. The wholesome
personality which Omega seeks to produce is one who transfers his Omega ideals to other areas of his living.
The Chapter should be particularly interested in enriching college life and living, in general. The Undergraduate
Chapter may realize this purpose through broad Chapter programming. It is each member's duty to instill in the
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Brothers the social graces, aesthetic tastes, good human relationships and a set of values. The Undergraduate
Omega Man is to be taught the proper moral codes of our society, and the Chapter program must have some
emphasis that will lead the man to see the worth of sound religious beliefs. Indeed, through a dynamic program
of social and cultural activities, the Undergraduate Chapter can enrich one's college life and give significance to
the larger life, in general.
6. If college life only offers and affords a man interim or passing friendships, then college has failed in this area.
There is no finer way of meeting and cultivating friendships than through the college fraternity. Therefore, the
fifth of the six purposes assigned to Undergraduate Chapters is the establishment of worthwhile and life-long
friendships between men. Chapter life should be so rich and full that the men should be inspired to vow never to
lose contact with one another. When Brothers are led to see that Friendship is essential to the soul" and then
proceed to carry out sincere life-time friendships, the Undergraduate Chapter will have rendered a real service
to its members and the Fraternity over the world.
7. The final purpose is extracted verbatim from our constitution: "to cooperate with the schools of which its (the
Fraternity's) Chapters may be a part in fostering their ideals." This is definitely an Undergraduate purpose.
It is vitally essential that each Chapter pave the way in attempts to carry out the wishes of the University
officials. It is peculiar that there is so much griping about university "pressure" being placed on Greek-letter
organizations. Chapters owe their very existence on these campuses to the respective presidents and officials
who have voted in our favor. Omega men must ensure their confidence in us by leading the way back to the
ideal university Greek-letter organizations relationships. Lest it be forgotten -- but for the grace of these
universities and officials, Omega would be anonymous!
8. The foregoing functions and purposes are certainly highly practical in nature. They do not impose undue
strain or taxation on any of Omega's many Undergraduate Chapters. They are attainable! It is for the
Undergraduate Chapter to become increasingly aware of its role in building a bigger, better Omega Psi Phi. It is
acknowledged dally that the very lifeblood of Omega is her Undergraduate Brothers. Full knowledge of what
Mother Omega seeks in her sons, how she can aid men and how the Undergraduate Chapter can render the
fullest service is vitally important. It has been the purpose of this section to lend light to that knowledge because
image is important.
9. Some Practical Suggestions for Observing National Programs
a. Omega Psi Phi has gained particular attention down through the years because of its awareness of
various social problems of the day despite the fact that in recent years, great strides have been made in
eradicating social injustices; the Fraternity recognizes the importance of continuing its drive for human
equality. It also desires its many Chapters to carry on vigorous programs for social improvement.
b. Under its Social Action Program, Omega Psi Phi seeks to move its entire Brotherhood to an active
dedication to the program for the improvability of the human race. A program of social action need not be
vague. Chapters need but to become aware of he needs of their respective communities, and organize a
program of social action to do something about these needs. No Chapter's program is complete without
some type of social action.
c. In many communities, voting among blacks may be low. Herein rests a real challenge to the local
Chapter. Bells must be rung and phone numbers dialed asking people to register and vote, pointing out the
significance of their doing so.
d. Similarly, Chapters may assist community organizations such as the NAACP and Urban League.
Brothers should canvass the community, soliciting memberships for these worthy organizations. There are
certainly other areas in which the Chapter could identify itself, a hospital drive, the Community Chest or a
fund drive for erecting a monument to a worthy citizen. This type of effort should merit the Chapter's
assistance.
e. Each Chapter should also have a responsible person (the Basileus preferably) to care for expression of
the Chapter's position on certain issues. Every opportunity should be grasped to comment on the action of
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elected officials, pro or con. Moreover, the Chapter can write to the mayor in endorsement of a worthy
citizen for a particular commission or board. From time to time, the Chapter should express its pleasure or
displeasure with occurrences and practices in the community.
f. The Fraternity has set aside a week in each November as National Achievement Week. During this week,
the emphasis is placed on recognizing the achievements of outstanding citizens in the community. If this
week is observed properly, it will be impressive. As far as possible, each day during this week should be
used in emphasizing the year's theme and the general philosophy of the observance.
g. It is important that high school pupils are cognizant of their social order, thus the Chapter which enlists
and receives enthusiastic support of the Annual Essay Contest is rendering a great service to American
Youth. The Fraternity's programs are all geared toward action. While it is difficult to make suggestions any
more specific than the foregoing, Chapters can be assured that with splendid cooperation from the Brothers,
these programs of social action require a minimum of industry and time.
h. Each year, Omega Psi Phi pays tribute to deceased Brothers though an appropriate ceremony the
Memorial Services. These services vary according to the Chapters' taste. Each Chapter should hold this
service irrespective of how simple or elaborate, in may select to have it. Many campus Chapters find it
convenient to sponsor their services at a community church. If such is the choice, it is thoughtful to
purchase flowers to be dedicated to the memory of a deceased Brother. As far as is possible, a minister
should be used as the speaker. Absolute reverence is to prevail. Memorial Services may also be observed at
cemeteries. Placing wreaths on the graves of deceased Brothers lends significance to the occasion and may
be quite impressive if, at the conclusion, the Fraternity Hymn is sung.
D. INTERNATIONALLY MANDATED PROGRAMS – the following International Programs were
adopted as the official programs of the fraternity in 2004 at the 73rd Grand Conclave in Saint Louis, Missouri. It
was mandated that these programs are to be administered each year. Evidence of the execution of theses
programs must be documented on International Form 37. The International Committees responsible for the
administration of each program may require additional documentation and reporting. Any additional reporting
will be communicated by the individual committee. A chapter is not considered in compliance with the
fraternity if the programs are not administered annually. The District Representative has the responsibility to
insure that chapters administer the Mandated Programs
1. Achievement Week – Originally designed to promote the study of Negro life and history. Achievement
Week is observed in November of each year and is designed to seek out and give due recognition to those
individuals at the local and international levels who have made a noteworthy contribution toward improving
the quality of life for black Americans. A High School Essay Contest is to be held in conjunction with
Achievement Week. This contest is open to all college-bound high school seniors. College scholarships
are awarded to the winners, each of whom must submit an essay on a theme/topic chosen by the fraternity.
This contest is a phase of the International Achievement Week observance.
2. Scholarship – The Scholarship Program is intended to promote academic excellence among the
undergraduate members. Graduate chapters are expected to provide financial assistance to student members
non-members. A portion of the fraternity’s international budget is allocated to scholarships through the
Charles R. Drew Scholarship Commission.
3. Social Action Programs – All levels of the fraternity are expected to facilitate, participate and coordinate
activities that will uplift their communities. An international committee will coordinate the multifaceted
programs of the various chapters. Some of the activities under the umbrella of social action include, but
are not limited to: voter registration, education and “getting out the vote”, Assault on Illiteracy; Habitat
for Humanity, volunteering time to charities and less fortunate individuals; mentoring; and participation
in fundraisers for charities such as American Diabetes Association, United Way, Sickle Cell Anemia, etc.
4. Talent Hunt Program – This program provides exposure, encouragement and financial assistance to talented
young people participating in the Performing Arts. Winners of the competition are awarded recognition for
their talents. Awards may include college scholarships.
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5. Memorial Service – March 12th of each year has been established as Memorial Day. Chapters are expected
To conduct an appropriate service to recall the memory of those members who have entered into Omega
Chapter.
6. Reclamation and Retention – A concerted effort at the international, district and local levels to retain
active brothers and return inactive brothers to full participatory status so that they may enjoy the full
benefits of Omega.
7. College Endowment Fund – Each year the fraternity gives at least $50,000.00 to Historically Black
College Institutions (HBCU) in furtherance of Omega’s commitment to provide philanthropic support.
Chapters are assessed donations based on chapter size.
8. Health Initiatives – All levels of the fraternity are expected to facilitate, participate and/or coordinate
activities that will uplift their communities by promoting good health practices. An international
committee will coordinate and facilitate multifaceted programs of the various chapters, districts, etc.
It is anticipated that all local chapters will execute the health directives at the local level. Some of the
programs under the umbrella of Health Initiatives are the Charles Drew Blood Drive (normally held in June),
AIDS/HIV Awareness and the American Diabetes Association Partnership. This does not prevent the
Local chapters from performing additional health initiatives under the umbrella of the Health Initiatives
mandate.
9. Voter Registration, Education and Mobilization – All levels of the fraternity are expected to facilitate,
Participate and/or coordinate activities that will uplift their communities through the power of the vote.
An international committee will coordinate and facilitate multifaceted programs of the various chapters,
Districts, etc. It is anticipated that all local chapters will execute the directives at the local level. This
does not prevent the local chapters from performing additional voter initiates under the umbrella of
the Voter Education, Registration and Mobilization mandate.
10. NAACP – Every district and chapter of the fraternity is required to maintain a Life Membership at Large
in the NAACP. In the event that a chapter or district is not a life member of the NAACP, it must maintain
a yearly membership to be in good standing with the fraternity. Furthermore, all members of the fraternity
are strongly encouraged to become members of the NAACP.
E. DESCRIPTION AND DUTIES OF CHAPTER OFFICERS
1. Basileus - The Basileus shall be the executive of the Chapter and shall preside at all meetings. It shall be his
duty:
a. To order disbursements of funds as the Chapter may provide.
b. To submit quarterly, through the Keeper of Records and Seal, to the District Representative, a report of
the Chapter which should include:
1). An account of the new members initiated with a brief sketch of each member.
2). A concise statement of the constructive work being done by the Chapter in the school life, or in
the case of a Graduate Chapter, in the civic life of the community.
3)A program of the future plans of the Chapter if such is available.
4). A brief statement of the personal achievements of the individual members of the Chapter.
c. To inform the members of the Chapter that no corporeal punishment is to be inflicted upon
potential members at any time.
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d. To submit annually to the Grand Conclave, through the District Representative, three written reports of
the Chapter for the year, which reports shall include:
1) An account of members initiated and reinstated for the year.
2) A statement of the constructive work done by the Chapter in the college life and/or in the life of
the community.
2. Vice Basileus - The Vice Basileus shall be the assistant to the Basileus. He shall preside over meetings of the
Chapter in absence of the Basileus and perform such other duties as provided by the Chapter's Bylaws.
3. Keeper of Records and Seal - It shall be the duty of the Keeper of Records and Seal:
a. To keep a record of the official proceedings of the Chapter.
b. To carry on the correspondence of the Chapter.
c. To receive all funds of the Chapter, keep a record of same and deliver said funds to the Keeper of
Finance immediately on their collection.
d. To sign and record all written orders from the Basileus for the disbursement of the funds of the Chapter
and to forward same to the Keeper of Finance.
e. To keep an individual personal history of each member of his Chapter and furnish the Grand Keeper of
Records and Seal with a duplicate copy of such history, with additions and changes.
f. To furnish the Grand Keeper of Records and Seal, such data concerning the Chapter as the Grand Keeper
of Records and Seal might consider necessary to keep the history of the Fraternity complete.
g. To carry on such publicity as the Chapter might direct, provided that such publicity shall be local in
nature.
h. To render such other reports as the Grand Officers might require.
i. Countersign all membership cards except those of Detached and Life Membership Brothers.
j. Send all necessary funds to the lockbox for payment of MSP assessments on a timely basis.
k. Send to the Executive Director or GKRS, the names and addresses of all members on roster in the
beginning of each Chapter year and the names and addresses of all graduating seniors (where
applicable) during the month of May of each calendar year.
l. Notify the Executive Director and the Editor-in-Chief of the Oracle of the current officers of the Chapter,
with Individual addresses.
m. Write a monthly letter to the National Executive Director, furnishing him with material for the news
releases.
4.. Keeper of Finance - The duties of the Keeper of Finance shall be:
a. To receive from the Keeper of Records and Seal, and hold all funds payable to the Chapter, and to keep
the Chapter Charter.
b. To disburse the funds of the Chapter only upon written order of the Basileus, countersigned by the
Keeper of Records and Seal.
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c. To keep a businesslike record of all monies received and disbursed and to submit such record together
with all original orders for and receipts for disbursements at such times as the Chapter may direct.
5. Chaplain - It shall be the duty of the Chaplain to conduct the religious services of the Chapter.
6. Keeper of Peace - It shall be the duty of the Keeper of Peace to maintain order in all meetings of the Chapter.
7. Chapter Reporter/ Editor - The duties of the Chapter Reporter/Editor shall be:
a. To submit all articles from his Chapter to the Editor of the Oracle for publication.
b. To submit to editors of newspapers all local news for publication in local newspapers.
c. Additional Reminders - For publication in the Oracle, submit news articles dealing with the
implementation of national programs. Exceptions would be any new or unique program or project, which
after demonstrating its effectiveness and feasibility, may serve as a pilot for other Chapters.
d. Copy should be typewritten, double-spaced, brief, concise, factual and complete. Submit black and white
photographs of small groups with individuals identified by name and title.
e. Send the above information to your District Director of Public Relations and/or Director of Publicity.
Mail to the national office copies of any articles published in local newspapers.
8. Chapter Funds
a. The funds of each District and Chapter shall be collected by the Keeper of Records and Seal. At the close
of each meeting, such funds shall be turned over to the Keeper of Finance who shall deposit same in a bank
within three (3) days after receipt.
b. From the first monies collected by local Chapters shall be forwarded to the IHQ , National dues,
initiation fees, taxes, fines, assessments, and amounts for rental of Fraternity pins or emblems. Any
such monies collected by local Chapters for the International Organization shall be submitted by said local
Chapter by Cashier Bank Checks or United States Money Orders within five (5) business days after said
monies are collected.
c. District dues, as are National dues, shall be on a per capita basis, and shall be paid simultaneously to the
District Keeper of Records and Seal.
F INSTALLATION OF CHAPTER OFFICERS
1. Instruction to Officers: Request that newly elected and retiring officers to come to a designated area. Express
appreciation for those completing term in office, i.e., the testimony to your service is your achievement. We
thank you for your time and loyalty which has contributed to the success of your Chapter and our International
Organization. Ask the Retiring Officers to be seated:
"The lamp well lit reveals the ability to sacrifice to use the mind's power to its fullest extent in reasoning and to
establish priorities. Omega Men can and must be the Model Fraternity of this nation. It means our continued
support for our elected leaders and their selected programs that express our four Cardinal Principles."
Instruct the New Officers to raise their right hand. (Depending upon the occasion/location, the Bible may be used.)
"Insert your name after I, and please repeat after me:
I,
, do solemnly swear, that I shall uphold, defend and
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protect, the constitution, bylaws, rules and regulations of the Omega Psi Phi,
Fraternity, Inc.
That to the utmost of my ability, I shall perform the duties of the office to which I have been elected, with honesty
diligence, dedication and dignity.
And I do further solemnly swear, that in pursuit of my duties, no appearance of personal gain or other
aggrandizement shall besmirch the commitment of giving my very best to maintain the sterling reputation of
Omega Psi Phi Fraternity, Inc."
.and now, by the power vested in me, I declare that you are officially and duly installed in the offices to which you
have been elected.
.... May God bless and guide each of you.
... Will you please lower your hands.
H. CHAPTER COMMITTEES
1. Your Chapter is one of the many "Ambassadors' of Omega Psi Phi Fraternity. If your Chapter does not
represent Omega's cause well, unfavorable criticism will result. One way of providing the worth of Omega is
through the Chapter's program. This program can be successful only through careful Chapter organizing and
planning.
2. The Chapter program should be organized for a new year's work in the spring in order that activities may get
off to a smooth start and that some planning may be done during the summer vacation period. The most
effective Chapter program is carried on by highly organized, responsible communities. With such organization,
every member has some responsibility to see that one person or group of persons are not overworked. There are
several committees needed by every Chapter. The following is a suggestive list with explanation note of each
committee's function or responsibility. In cases of small Chapters, the number of committees may be adjusted
accordingly,
3. The Executive Committee: Should include the Executive Council (immediate Chapter officers) and no more
than two elected Brothers. The committee is responsible for planning the Chapter's program, directing its
execution and enforcing Chapter discipline.
4. The Scholarship Committee: Should keep the Chapter aware of its need for scholastic improvement,
designate scholarship winners, recommend Brothers for Chapter scholarship awards and carry on a vigorous
program to stimulate and encourage scholarship.
5. The Social Committee: Should handle all activities of a social nature. It arranges for parties, smokers, dances
and receptions and carries out the social aspects of the Chapter's program.
6. Committee on Awards: Concerned with recognizing achieved Brothers, particularly at the end of the school
year. It recommends appropriate awards for outstanding Brothers in various areas of college life as well as
Fraternity life, such as scholarship, athletics, extra-curricular activities, leadership and diligence in Chapter
work.
7. The Athletic Committee: Responsible for arranging and organizing all athletic participation by the Chapter.
Encourages and promotes good sportsmanship and fair play.
8. Committee on Religious Participation and Songs: Arranges for Chapter participation in religious activities on
campus and in the community. Responsible for Memorial Services and the encouragement of moral and ethical
living among Chapter members. Chapter songs shall be collected, compiled and taught by this committee. It is
recommended that the Chapter's Chaplain be Chairman of this committee.
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9. The Social Action Committee: Should promote community participation and encourage a sound program of
social action for the Chapter. Encourage the active participation of Brothers in campus activities and extracurricular activities, generally, i.e., Student Council respective classes, etc.
10. Auditing and Budget Committee: Responsible for allocation of funds for committee work and general
Chapter programs as well as responsibility for periodic auditing of Chapter financial records. The Keeper of
Records and Seal should be in charge and should review the previous year's finances before making allocations.
11. Committee on Propriety: Responsible for reminding the Chapter of other organization functions at which
presentations (flora or otherwise) from the Chapter is expected. Responsible for preventing the local Chapter
embarrassment because it "forgot".
12. Obviously, there will be a need for other special committees to be formed as the occasion arises. The
foregoing outline represents the basic committees necessary for affecting a worthwhile Chapter program. Just
how effective and responsible your committee will depend largely upon the variety of the total Chapter
program.
a. The really active Chapter is one which has some significant event at least once a month. It is virtually
necessary that the program be spread out with a final Drive' toward the end of the school year. This will
afford increased working opportunities for the members, and awareness to the program of the Chapter will
become more widespread.
b. Each Chapter should begin its year with clearly defined goals and a calendar of events to realize those
goals.
I TERMS AND CONDITIONS FOR UNDERGRADUATE MEMBERSHIP SELECTION
PROGRAM (MSP) & ADVISORS ROLE
1.
Prospective Members:
a. A prospective Undergraduate member must be a full-time student at a college or academic program
recognized by the Fraternity and enrolled in an academic program leading to a Bachelor's Degree.
b. A prospective Graduate Member shall have attained at least a Bachelor's Degree from a college or
university recognized by the Fraternity.
c. The prospective member must be of good moral character and be active in affairs of the academic or
civic community.
d. The overall credentials of the applicant, having been certified by the proper officials of the institution
and MSP team, shall be adjudged by the District Representative for final consideration and action.
2. Classification
a. An Undergraduate Brother shall be that Brother who is pursuing courses in the regular curriculum of any
accredited institution of higher learning offering programs leading to a Bachelor's Degree.
b. A Graduate Brother is one who holds membership in a Graduate Chapter and does not fall under 2-a. of
this section.
c. An International Member is an Omega Brother who is not financial with a Chapter and does not fall
under 2-a of this section.
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1) A Brother desiring to become an International Member shall do so by payment of an annual fee
to the International Headquarters.
2) Of the amount paid, a portion of the same shall be rebated to the District of the Brother's choice
and a portion to the Chapter of his choice.
3) Said Brother shall be permitted to attend the Grand Conclaves, receive the international
financial card and the official publications of the Fraternity.
4) Attendance at the Grand Conclave shall be as a Visiting Brother with such rights and
privileges of same.
5) An International Member shall not be eligible to participate in activities of the District and
Chapter until such time as he has become financial with same by paying unto each their applicable
dues and/or assessments at which fane he shall be reclassified in accordance with 2-a, 2-b and 2-c
of this section.
6) The years accumulated by a Brother resulting from his membership as an International Member
shall be used in the calculation of total years as a member of the Fraternity and therefore
utilized in the awarding of twenty-five year certificates and so forth, as long as such member has
met all other prerequisites for the receiving of such award.
3. Transfers
a. An Undergraduate Brother, upon graduation or transfer from his institution, shall obtain a letter
of transfer from his former chapter within two (2) months after registration at the new institution
or at the time of taking up his residence in the area of the Graduate Chapter. Said letter shall state
his standing in the Chapter from which he attempts to transfer. If the member is in good standing
in the Chapter from which he attempts to transfer, it shall be mandatory upon the Chapter to
receive him; otherwise the approval of the transfer shall be discretionary with the receiving
Chapter. The Keeper of Records and Seal of the transferring Chapter shall forward all personal
records of the member to the new Chapter and notify the Executive Director of the transfer and the
Keeper of Records and Seal of the receiving Chapter shall notify the Executive Director of his
Chapter's disposition of the application.
b. The same procedure as specified above shall prevail in the case of the transfer of a graduate
member from one Chapter to another.
c. Membership of members of the Fraternity who were once members of one Chapter but have
been taken into and are considered as members of a second Chapter is not affected as far as valid
membership in the second Chapter is concerned by the lack of a formal transfer from the first to
the second Chapter, so long as he is recognized as a member of the second Chapter.
d. Undergraduate members moving to a city where there is only a Graduate Chapter, and Graduate
members moving to a city where there is only an Undergraduate Chapter shall be eligible for
membership in the existing Chapter with prejudice, but where there is in existence both a Graduate
and Undergraduate Chapter, a member must affiliate with the Chapter to which his status entitles
him.
4. Membership Selection Program (MSP)
a. The following is a list of terms and conditions that must be met by Undergraduate Chapters and members
in order for the Chapter to be certified to conduct a MSP.
b. Undergraduate Chapters must have had one delegate registered and in attendance at the previous years
National Undergraduate Summit.
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c. Every Undergraduate Chapter must have paid the insurance premium (for liability) to the International
Headquarters.
d. Each Chapter member must execute and file with the International Headquarters, an Acknowledgment
and Indemnification Agreement. Any member under the age of twenty-one must also have his document
executed by his parent or legal guardian. No exception!
e. All Chapter members who wish to participate in the Membership Selection Program must be certified as
having completed membership selection training.
f. Prospective members must be at least a second semester sophomore or above.
g. Any member that is found to have participated in activities that violate the Fraternity's MSP policies
will be immediately suspended from the Fraternity and may face expulsion. Any Chapter that is involved in
activities which violate the Fraternity's membership selection policies shall have its Charter suspended
immediately.
h. These requirements are in addition to those rules and procedures of the Fraternity which are currently in
effect. These requirements are subject to change without notice.
i. Assessment for the College Endowment Fund (CEF) must be current, with any and all past due amounts
paid in full.
j. Graduate Chapters must also pay an insurance premium (for liability) to the International Headquarters.
5. Advisors of Undergraduate Chapters; General Policy
a. It is the established policy of Omega Psi Phi Fraternity to have, whenever possible, an Omega-chosen
Man as Advisor to each Undergraduate Chapter. This is a policy of common sense. The Fraternity depends
on the Undergraduate Chapters to find and bring in men who will carry on her traditions and uphold her
Cardinal Principles.
b. The Undergraduate Chapter has an important role to play on the college campus, and the effective
playing of that role requires that the Chapter be responsible, productive, and a cooperative segment of the
total college community.
c. An Undergraduate Chapter should have a guiding hand and assistance of the wiser and more
experienced man in the operation of the Chapter on the college campus. This need is met by the Chapter
Advisor.
6. The role of the Chapter Advisor
a. The Chapter Advisor is a vital force in guiding Chapter members to the acceptance of their
responsibilities as students, Greeks, and members of the community at large, and is a cohesive force in
unifying the Chapter in meeting its primary goals and objectives.
b. The Chapter Advisor's role is not easy to define. He guides the Fraternity program which covers a
twenty-four hour day, every day. Obviously, the Advisor is not in a position to observe the Chapter at every
hour, and cannot be held personally responsible for conduct at its functions. While the Advisor's function is
to advise, the University and the District Representative will hold the Undergraduate Chapter responsible
for any misconduct or irregularity in the activities of the Chapter.
7. Guidelines for selecting Undergraduate Chapter Advisors
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a. Each Undergraduate Chapter must have an Advisor approved by the administration of the college
concerned, and by the District through the District Representative and/or State Representative and meet the
following qualifications
1) When university administration policies permit, and Omega Men are available, the Advisor
must be an active and financial member of his local Chapter and should be a member of he
college/university staff or faculty, if possible.
2) The Advisor should have high moral standards. He should be elected or appointed on the basis
of his interest and active participation in fraternal affairs, and his ability to work with and advise
students. He should have respected status with the faculty/staff of the college, and/or his
community.
b. Duties in brief. It shall be the duty of the Advisor to:
I) Meet with the Chapter at all meetings where possible or have a representative present.
2) Serve as an Advisor and consultant on all Fraternity matters.
3) Serve as a liaison between the school's administration and the Chapter; the Graduate Brothers
the Chapter; the State, the District, the International Offices and the Chapter.
4) Supervise the general operation of the Chapter to insure growth in the ideals as expressed in the
Cardinal Principles; to insure compliance with the laws of the Fraternity and the policies of the
college; and to encourage leadership, scholarship, in the Brothers of the Undergraduate
Chapter, through example and counseling.
5) Give overall supervision to record keeping and financial transactions (banking, etc) in
accordance with standard college and Fraternity policies
8. Responsibility and Authority of the Advisor
a. Chapter-Administration Relations: As liaison between the college administration and the Fraternity, the
Advisor must develop the ability to explain, to the acceptance of the membership, the institution's
administrative policies.
b. The Advisor is to be informed of all Chapter planned programs, projects and operations to be executed
on and off campus. Although the members of the Chapter are to plan and think for themselves, the Advisor
attempts to guide them to sound judgment and good decisions. The Advisor is expected to know the reports
that are required by the college administration and by the Fraternity.
9. Chapter Meetings:
a. The Advisor should be notified of all regular and special meetings of the Chapter, and should be advised
of the business scheduled to be transacted at such meetings. Written notice is preferable.
b. The Advisor should make the members of the Chapter aware of the importance of holding meetings
regularly and at reasonable times. He should seek to share their experiences rather than create experiences
for them. He should point up the importance of complying with the Ritual when formal meetings are held.
c. He also should make plain the importance of keeping the finances of the Chapter in order, and/or
regularly reporting the status of Chapter finances at the regular Chapter meetings. The Advisor shares in
the responsibility of seeing that all requests, complaints and comments from the college administration are
brought to the attention of the proper Chapter officer, and if necessary at the Chapter meeting.
10. Chapter Finance:
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a. The Chapter has authority over its own funds; yet the Advisor should keep before the Chapter, the
importance of keeping adequate financial records. He is authorized to advise the Keeper of Finance and the
Keeper of Records and Seal to work together in receiving and crediting funds of the Chapter. He should
explain to the Chapter the wisdom of depositing Chapter funds in a local bank or depository. The Advisor
may aid the Chapter in developing an annual budget, and advise the importance of adhering to it. He is to
encourage the officers of the Chapter to pay all Chapter bills by check and to meet all financial obligations
promptly.
b. Where mismanagement or misappropriation of funds is suspected, the Advisor should immediately bring
this matter to the attention of the District Representative for appropriate action. The Chapter is to be
encouraged to make periodic audits of its finances.
c. The Advisor has the responsibility of seeing that fund raising activities conform to the rules of the
college administration and the policies of the Fraternity (District and International).
11. Chapter Initiations and Membership: The Advisor stresses to members of the Chapter the importance of
quality as opposed to quantity in seeking men for the Fraternity. He also stresses the difference between a 'pinwearing' Fraternity man and one who is a true example of our Cardinal Principle, Manhood.
12. Relation to the District:
a. It is the Advisor's responsibility to insure that the members of the Chapter participate in all programs
sponsored by the District including the District meeting.
b. It is his duty to see that the Chapter submits all required forms.
c. The Advisor also sees that the Chapter meets its financial obligations to the District.
13.Relation to the National Program:
a. The Advisor is the liaison between the Graduate and Undergraduate Chapter, and works with both to
carry out the various phases of the fraternity's International program.
b. This includes insuring Chapter representation at each Grand Conclave. Annual Chapter
attendance at the Conclave is most important as it enables delegates to obtain first hand information on
the operation of the Fraternity, and allows Brothers from different parts of the country to become
personally acquainted, and affords opportunity for an exchange of ideas.
14. Ending the Year:
a. As a matter of reference and/or emergency, the Advisor should be supplied with the names and home
addresses of all Chapter members. Thereby, communication between Brothers may be maintained over the
summer months.
b. At the end of each school year, the Advisor should see that the names of Chapter officers elected for the
coming year are forwarded to the International Headquarters and to the District Keeper of Records and
Seal.
c. Each year before the Chapter members leave the campus for the summer, the Advisor should plan some
activity that brings all available Omega Men together in fellowship. Such an affair is usually sponsored by
the Graduate Chapter in honor of Brothers who are graduating.
d. The Advisor's signature is to appear on the program of basic activities sent to the District Representative.
He is expected to attend and supervise those scheduled activities. In the event the program is not followed,
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the Advisor is empowered to halt the activities until the District Representative's office is informed and
rules upon the activity.
e. The Advisor shares the responsibility of making sure that corporeal punishment is not practiced at any
time before or after becoming a member. When the Advisor discovers evidence of corporeal punishment, it
is his duty and responsibility to report this and any other irregularity to the District Representative,
IMMEDIATELY, to that end the Brothers involved be suspended or expelled forthwith and the Chapter
suspended or revoked if necessary.
15. Cardinal Principles of the Fraternity:
a. It is the responsibility of the Advisor to uphold the Cardinal Principles of the Fraternity, and through his
example, influence members of the Undergraduate Chapter to do likewise.
b. He is to keep constantly before the members of the Chapter the importance of maintaining high
scholarship. The Advisor encourages efforts of the Brothers to improve scholarship by setting up campus
study groups. He is to know the functions of the District and National Scholarship Committees and to urge
members of the Undergraduate Chapter to take advantage of opportunities for financial assistance available
to those who qualify.
c. Social Action is to be emphasized, and Undergraduates are urged to participate in civic work on and off
campus. This includes individual and group participation in voter registration drives, campus and
community improvement efforts, and projects designed to improve the health, housing and employment of
citizens. Serving as tutors for "stay in school" study sessions for potential public school drop outs, and as
volunteers in hospitals, YMCAs, local boys' clubs and in other similar organizations provides additional
Social Action opportunities. This is Uplift.
d. The Advisor discharges his responsibility for training the Undergraduates in perseverance by keeping
before them the importance of developing into well- rounded Omega Men. He is to urge them to attend and
sponsor functions of the cultural nature such as art exhibits, debates, political forums and concerts.
SECTION V ACCOUNTING
UNIFORM ACCOUNTING SYSTEM
1. Preface; There is a need for a Uniform Accounting System for use by all Chapters of Omega Psi Phi Fraternity.
This system is designed to fulfill that need. This dimension enables Chapters not only to better understand their
source of financial information, but will also provide them the complete comprehension of the use of such
information.
The objectives of a Uniform Accounting System includes the increasing need for the measurement of income or
revenue, and cost or disbursements, expenses or expenditures. In addition, we will discuss appreciation and
budgetary procedures and usage.
2. Each Chapter must remember that keeping adequate records is primary. If they are also to be meaningful and have
purpose, these records must be used and referred to as often as necessary. This should enable the officers and
members to get a clear picture at any time of the financial status of the Chapter.
Although the procedural aspects of accounting are minimized in this manual, recording and controlling
techniques are described to the extent necessary for financial statements and International Headquarters and
governmental reporting. The selection and development of this system is designed to fulfill the urgent need for
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accounting and recording uniformity for Omega Psi Phi Fraternity, Inc. Following the objectives set forth, each
Chapter should use a double receipt book, deposit funds and maintain a checking account with a local bank for
Chapter funds. Many members are not Accounting nor business-oriented. This system is essential and should be
adhered to. All Chapters must:
a. Use this system without alternations, except with prior authorization from the International Headquarters.
b. The system will be monitored under the direction and instruction by the International Headquarters, or
others designated by the Supreme Council or Grand Conclave.
c. The Chapter Keeper of Finance will receive revenue from the Chapter Keeper of Records and Seal. All
transactions will be recorded in the Chapter's books.
d. All books must reflect or be kept on the calendar month, that is, all entries, including journal entries and
reports are prepared as of the last day of each month during the Fiscal Year. A year-to-date summary
should be prepared the last day of the month. Exceptions only if school closes earlier than the thirtieth
(30th) day of the month.
e. Reports for the month ending must be prepared no later than the fifth (5th) of the month. Reports and all
accounts receivable must be tabled at each monthly Chapter meeting.
f. All cash, checks, etc. must be deposited within three business days.
g. All disbursement checks must be supported by a voucher and signed by the Basileus and Keeper of
Records and Seal.
h. A check register must be kept up to date showing all checks drawn, all deposits and a cash bank balance.
3. The books shall be available at all Chapter meetings and available to Chapter members at all times.
a. An estimation of all income and expenditures shall be carefully studied for budget preparation.
b. Goals and objectives should be scheduled near the end of each academic year, showing fees, dues and
other fixed cash which each member will be expected to meet during the upcoming year.
4. The Keeper of Finance of an Undergraduate Chapter should not be a senior. When he becomes a senior, he
should serve as advisor to his successor in office. This selection of Keeper of Finance should be based on his
ability to get the job done.
a. By reading the instructions carefully and doing the work promptly and thoroughly, the job should be
smooth.
b. The instructions are given step-by-step in detail. If there are any questions, contact the International
Headquarters with specific problems you may have.
5. Revenue, Payments and Expenses
a. All revenue received shall be receipted in a duplicate carbon receipt book. This applies to dues,
assessments and all other items of revenue. All disbursements shall be recorded in the check register.
Entries in the System will be either from the receipt book of from the check register. Transactions can be
checked back to the original entry (the receipt book or check register). A separate petty cash fund should be
maintained of at least fifty dollars ($50.00) for Undergraduate and seventy-five dollars ($75.00) for
Graduate Chapters. When the funds need replenishing, a check is written just as it is for any other payment,
for the exact amount of expenditures made from petty cash. These expenditures shall be supported by
substantial documents to reflect that the charges have actually been made proper and are proper charges of
the Chapter. When a check is drawn to replenish petty cash, the proper accounts are charged in the
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appropriate expenditure columns. Payments are not recorded in the System until the fund is being
replenished.
b. Receipts and disbursements from all sources must be on a receipt book. Use as many lines daily
and as many pages monthly as necessary to record all receipts and disbursements by the Chapter. Each
transaction should begin on the same line across the two double pages. Enter the date, cash receipts
and disbursements as outlined.
6. Revenue
a. The total income received from dues, fees and other sources should be entered in the appropriate
columns. Do not itemize payments made by each member on Form KF-1. Only the totals are recorded. The
individual membership records are maintained separately and it is not necessary to record each receipt from
members in this section. Only the total dues received on any given date are entered on that date. Do not
total receipts for different dates for entry into this section; receipts from different dates are not to be
combined. For instance, if five (5) members pay fifteen dollars ($15.00) dues at a meeting, a receipt
should be written for each of the five members. For recording the entry in the System, you should total the
five receipts and enter in the system. Note the following example: For receipts number one through five (I5) on the individual financial section, enter $15.00 in the local dues etc., and total cash received column.
If another member makes a payment on the following day, it must be recorded under that date; do not
combine receipts for different dates. Receipts from other sources should be entered on the individual
financial section.
b. After placing each entry into the book, the cash balance must be computed. Receipts are added to the
balance, and when entering expense payments, the amount is deducted from the cash balance.
c. Cash and checks should be deposited daily. It is not good accounting practice to keep cash/checks on
hand, other than the allocated petty cash. The total amount received should equal the total of deposits at any
given period. The total amount of each deposit should equal the total amount received since the last deposit.
d. After entering all items received in a given period and recorded in the revenue section of Form KF-1, the
total received from dues, fees, social events and other activities should equal the total cash received. The
total cash received should be the same as the deposits.
7. Disbursements-Expenditures
a. the Keeper of Finance should have all of the last month's bills paid by the fifth (5th) of the current
month. He should take the vouchers signed by the Basileus and Keeper of Records and Seal with the bills
attached from the encumbrances files and prepare the checks. Checks should be signed by the Basileus and
the Keeper of Finance. Preparation of the voucher is important, as there must be some authority for every
check and also some explanation. Uniformity in this respect can best be secured by the Keeper of Records
and Seal, and signed by the Keeper of Records and Seal and the Basileus. The vouchers are then given to
the Keeper of Finance.
b. The Keeper of Finance will enter date paid, number of the check, and name of person or vendor to whom
paid, in the appropriate columns. Enter the total amount paid of the check in the paid out by check column.
Then enter the amount paid on the same line, under the proper heading in the columns on the double page
to show what the payments were for. By entering all payments in the payments section and distributing
each payment on the same line across the double page from the columns headed National dues to your
District dues you have a complete record of all disbursements. This will enable you to have a
complete record of ail disbursements and to see at a glance what the money is being paid out for, to look up
any item quickly, and to prepare a summary of any other necessary reports.
c. To balance these two pages, compare the totals as follows: the totals of the columns headed individual
financial section and the other should be the same as the totals of the column headed Chapter
account/receipts or revenue received. The column headed Chapter account/disbursements should equal the
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totals of all expense accounts from the National dues to District dues, extending across the second page.
By subtracting the total of the column disbursements from the total receipt/revenue, the result should be the
same as the last amount in the cash balance column. The cash balance column is not totaled at the end of
the month.
d. When space on one form runs out, total and carry total forward to the next double page until the end of
the month. Then transfer these monthly totals to the quarter summary.
e. At the beginning of each month, start a new page. Do not bring totals forward from the previous month.
Monthly totals are to be transferred to quarter summary pages. This is helpful in preparing monthly reports
to the International Headquarters.
8. Quarterly Summary:
a. A financial statement has been prepared for summarizing revenue and expenditures at the end of each
month. Transfer monthly totals from all revenue and cash disbursement columns to similar columns
in the Quarterly Summary. The lines in the Quarterly Summary are reconciled with the appropriate month
for which totals should be transferred. This makes it easy to summarize the Chapter's operations.
b. At the end of the quarter, add the totals in the space provided at the bottom of the page to determine
the yearly totals. These figures can be used for reports required by the Federal Government and/or
submitted to the International Headquarters.
9 .Membership Register:
a. The Membership Register is to show the financial status of each individual member with the Chapter.
Make use of the following instructions to record on this Form.
b. Enter month for period covered at top of page.
c. Enter each member's name in the space provided for same.
d. Enter balance brought forward from the previous year, the first month of the Fiscal Year. This is the
amount members owed the Chapter from the preceding year.
e. Add all charges -- weekly, monthly, etc. If dues are monthly, quarterly or annually, enter the charge in
the column for the first month only. Appropriate deductions should be made each month as the member
pays. If additional assessments are levied, they are added to the member's balance during that month.
f. Enter all payments on the Chapter account ledger sheet in the receipt column. If more than one payment
is made during the month, then all payment totals should be added and that amount entered in the same
column (receipt column).
g. Deduct the amount received from the total of the balance forwarded and charged, carrying the difference
on the balance forwarded column to the next month.
h. At the end of each month, add the three month columns and enter the total on the line provided at the
bottom of the page.
i. Complete Form 20 and file it at the International Headquarters and with the District Representative at the
end of the month.
j. Read all balances owed by members at each meeting, except call meetings.
10. End of Month Procedure
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a. Close (total) all transactions at the end of the month. Begin this process on the last day of the month and
finish on or before the fifth (5th) day of the succeeding month.
b. Deposit all cash received on the first or second (1st or 2nd) of the month as a separate deposit.
11. Total Revenue and Expenditures
a. The available bank balance shown on the check register must agree with the book balance column. These
two balances must be used to reconcile bank statements. The reconciliation may be done by comparing
canceled checks in numerical order and check mark behind them against the entries in cash disbursements,
placing a mark behind each amount if the checks have been returned. The unmarked ones are your
outstanding checks. These outstanding checks are added and the total is deducted from the balance shown
on the bank statement. By deducting the outstanding check the balance shown on the statement should be
the same as the book balance or cash balance. Note Exhibit 1. on the following page. However, all entries
must be entered and added correctly. All bills should be in and vouchers prepared for payment.
b. Individual member balances must be computed on Form 2. Required monthly reports should be prepared
and distributed.
12. Chapter Budget
a. Each Chapter should prepare a budget and use as a controlling or guidance mechanism. This should be
done not later than the first of the Fiscal Year.
b. A budget is a tabulation of estimated income and expenses for a given period. The budgeted expenses
should never exceed income. The income should always be conservatively estimated
c. There are three principal factors that should determine the assessment levied upon each member.
Fixed cash, such as National, District, Chapter and Pan Hellenic Council dues. Social functions, such as
dances and other activities.
d. Preparing a budget is important and it is even more important that it be adhered to as much as possible. If
income does not meet expectations, variable expenses should be revised.
e. After the adoption of the budget, the Basileus, Keeper of Records and Seal and Keeper of Finance should
keep a copy.
SECTION VI: ORGANIZING A CHAPTER
A.
HOW TO ORGANIZE A GRADUATE CHAPTER
1. Interests of all the Brothers in the area should be secured. Then write to the International Headquarters for a
Charter Application.
2. Complete the application and send the original to the District Representative. The District Representative will
submit the application to the office of the Executive Director with a recommendation to the Supreme Council.
3. At the same time, send the current Charter Fee and a copy of the Chapter Charter Application to the
International Headquarters. The Charter Fee will be refunded, if the application is not approved. Consult the
Chapter Charter Application for details of all restrictions and fees.
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4. Ultimately, a Chapter Charter may only be approved after International dues (and reinstatement fees and late
fees, where applicable) have been paid for each Brother listed on the application for the Charter. Dues for
unfinancial Brothers who will be connected with the Chapter, must be sent with the regular remittance report.
5. Pursuant to Chapter 5, Article 2, Section 3, of the Constitution, "Eight men, at least, shall be necessary to
organize a Graduate Chapter, six of whom must be members of the Fraternity. The additional three men shall
possess an academic degree from an institution of learning recognized by the Fraternity."
6. In a city, or immediate environs thereof, where a Graduate Chapter is already established, no Charter for a
new Chapter shall be issued upon the petition of less than twenty-five (25) financial men, except upon approval
of the Grand Conclave. See the Chapter Charter Application for details of all restrictions and fees.
7. All reasonable expenses, including Charter Fees, incurred in the organization of a new Chapter, will be borne
by the new Chapter
B. HOW TO ORGANIZE AN UNDERGRADUATE CHAPTER
1. Preliminary investigations must be engaged in with the District Representative. This will assure that the
requisites in regard to MSP and sustaining membership will have been reviewed in advance.
2. "Eight men, at least, shall be necessary to organize an Undergraduate Chapter." All eight men must be
members of the Fraternity.
3. Complete the application and make certain that the signature of the appropriate official from the College or
University and the official college or university seal are affixed.
4. Send the original application to the District Representative, who will in turn send it to the Executive Director
with a recommendation to the Supreme Council. At the same time, the Charter Fee, a Form 2, and a copy of the
application for Charter should be sent to the International Headquarters. The Charter Fee will be refunded if the
application is not approved. Consult the current price list (Form 25) for the correct fee.
5. Ultimately, a Chapter Charter may only be approved after International dues (and reinstatement fees and late
fees, where applicable) have been paid for each Brother listed on the application for the Charter. Dues for
unfinancial Brothers who will be connected with the Chapter, must be sent with the regular remittance report
Form 2A and Supplemental Form 2A-l, where required.
C. MATERIALS FOR NEWLY CHARTERED CHAPTERS
1.Each Chapter, upon organization, will be given a set of record books which includes a book for the Keeper of
Records and Seal, a book for the Keeper of Finance and other ritualistic materials.
2. Other forms and materials may be secured from the International Headquarters requisitioned on Form 7.
D. CEREMONAL PROCEDURES FOR CHAPTER CHARTERINGS
1. CHARTERING CEREMONY
Presenter:
"We are here on a very important occasion in the lives of the Brothers of Omega Psi Phi Fraternity, Inc. of this
community. On behalf of Grand Basileus Brother
, the Supreme Council, International Headquarters,
and all International Chapters, it is indeed an honor and privilege for me to join you in this ceremony, and
welcome you as one of Omega's newest Chapters.
Each of you by submitting the application for the Chapter's organization assumes full responsibility for its
development and the perpetuation of the long history of Omega Psi Phi Fraternity that began on November 17,
1911 at Howard University, Washington, DC.
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Three young men, Oscar J. Cooper, Edgar A. Love and Frank Coleman, under the guidance of Professor Ernest E.
Just, founded Omega Psi Phi Fraternity, the first Greek-Letter Fraternity on Howard University campus.
Omega Psi Phi Fraternity was incorporated in the District of Columbia on October 28, 1914.
The purpose and goals of our Fraternity as envisioned by the Founders are:
- To stimulate the attainment of ideals and ambitions of its members; - To disseminate and inculcate those ideals
among those with whom we have contact; - To be progressive, helpful and constructive in civic and political
life of the community and the nation; - Promote and perpetuate programs that will aid our fellow man to achieve
social, economic and intellectual success.
'It is one of the most beautiful compensations of this life that no man can sincerely try to help another without
helping himself.'
Our Cardinal Principles, Manhood, Scholarship, Perseverance, and Uplift serves as our guide.
2. CHAPTER HISTORY
Chapters get their missions from the Constitution and Bylaws, Conclaves, District Mandates and the 'Will of
Brotherhood'. Accomplishing those missions requires exemplary leadership by Chapter officers and all
members.
'Light is the task where many share the toil'...
I am confident, that the manner in which you will conduct Omega's business for the good of this community,
through your individual and collective efforts, will set high standards for future Brothers that are invited to join
the ranks of Omega. I urge you, therefore, to carefully and seriously weigh the problems which will of necessity
come before you. The need for calm deliberations in accordance with principles of justice and fair play is
fundamental in the laws of Omega Psi Phi Fraternity, Inc. But remember, also that membership should be a
joyous and exhilarating experience. Give full expression to your talents. Create new programs, chart new
courses, utilize the organization in developing new facets of personal leadership and enjoy the rewards.
The strength of Omega (local Chapters) has an enviable history of pioneering in dynamic programs. You are now a
supportive link to strengthen our realm of influence. Represent Omega well so that your pattern will be an
inspiration for others to follow.
The rules for conducting business in your Chapter are set forth in the Constitution and Bylaws of Omega Psi Phi
Fraternity, Inc., and if any time you find difficulty in the interpretation of these laws, please call upon your
District Representative or International Office. They are charged with the responsibility of interpretation and
will willingly and unselfishly advise you."
Presenter to all Brothers:
"And now, will all members of
Chapter, please come forward. As you repeat the pledge, let these vows be a
commitment to work harmoniously w/the them in advancing the total program of Omega Psi phi Fraternity, Inc.
Inserting your own name after 'I', please repeat the pledge after me:
I,
, do solemnly pledge, to be a sincere and loyal member of
Chapter; to cooperate in
promoting the total program of Omega Psi Phi Fraternity Inc. in spreading Friendship throughout our ranks and
the community.
'Friendship is essential to the soul.'"
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