CONSTITUTION

of

WINTHROP UNIVERSITY PANHELLENIC ASSOCIATION

 

ARTICLE I. NAME

The name of this organization shall be the Winthrop University Panhellenic Association.

ARTICLE II. OBJECT

The object of the Winthrop University Panhellenic Association shall be to maintain fraternity life and interfraternity relations at a high level of accomplishment and in so doing to;

1. Consider the goals and ideals of member groups as continually applicable to campus and personal life.

 

2. Promote superior scholarship as basic to intellectual achievement.

 

3. Cooperate with member fraternities and the Winthrop University administration in concern for and maintenance of high social and moral standards.

 

4. Act in accordance with the National Panhellenic Conference UNANIMOUS AGREEMENTS and policies.

 

5. Act in accordance with such rules established by Panhellenic Council as do not violate the sovereignty, rights, and privileges of member fraternities.

ARTICLE III. MEMBERSHIP

 There shall be two classes of membership: Regular and Associate.

1. The REGULAR membership of the Winthrop University Panhellenic Association shall be composed of all chapter members in good standing of National Panhellenic Conference fraternities at Winthrop University.

 

2. The ASSOCIATE membership of the Winthrop University Panhellenic Association shall be composed of all chapter members in good standing of National Panhellenic Conference colonies or pledged chapters.

ARTICLE IV. OFFICERS

1. The officers of the Winthrop University Panhellenic Association shall be President, Vice President, Director of Administrative Affairs, Director of Programming, and Director of Membership Recruitment.

 

2. The executive officers shall be delegates from fraternities holding regular membership in

the Winthrop University Panhellenic Association. Delegates from fraternities holding associate membership shall not be eligible to hold office.

 

3. The officers shall serve for a term of one year, the term of office to begin on the first of January.

 

4. Any officer failing to perform her duties as outlined shall resign and a successor be designated by election or as provided in Article VI, Section 3.

ARTICLE V. MEETINGS

1. Regular. The Winthrop University Panhellenic Association shall hold regular weekly meetings except during school holidays, vacations, and other special occasions.

 

2. Special. A special meeting of the Winthrop University Panhellenic Association may be called by the President when necessary and shall be called by her upon the written request of any regular or associate member fraternity at Winthrop University.

 

3. The delegate from each regular or associate member fraternity shall be responsible for notifying her chapter members of all regular and special meetings of the Winthrop University Panhellenic Association.

ARTICLE VI. THE PANHELLENIC COUNCIL

The administrative body of the Winthrop University Panhellenic Association shall be the Winthrop University Panhellenic Council.  It shall be the duty of the Panhellenic Council to administer all business related to the overall welfare of the Winthrop University Panhellenic Association and to compile rules governing the Panhellenic Association, including recruiting, which do not violate the sovereignty, rights and privileges of member fraternities.

 

1. MEMBERSHIP. The Winthrop University Panhellenic Council shall be composed of five executive officers, and one delegate and representative from each National Panhellenic Conference fraternity chapter at Winthrop University, and one Greek advisor.

 

2. SELECTION OF DELEGATES AND ADVISORS. Delegates to the Panhellenic Council shall be selected by their respective fraternity chapters to serve for a term of one year commencing no later than January 1. Whenever possible the representative of one year shall be the delegate for the succeeding year. The Greek advisor shall be hired by the Department of Student Development.

 

3. DELEGATE VACANCIES. When a delegate vacancy occurs, it shall be the responsibility of the fraternity concerned to select a replacement within two weeks and to notify the Panhellenic Director of Administrative Affairs of her name, address and telephone number. When a meeting of Panhellenic Council occurs while a delegate vacancy exists, the alternate delegate of the fraternity concerned shall fulfill the duties of the delegate in all cases, save that of President. The Vice‑President shall fulfill the duties of President.

 

4. OFFICERS. The executive officers of the Winthrop University Panhellenic Association shall serve as the executive officers of its Panhellenic Council. These officers shall serve as the Executive Board of the Panhellenic Council and shall have such powers and duties as are prescribed in the Bylaws of the Winthrop University Panhellenic Association.

 

5. MEETINGS. Regular meetings of the Panhellenic Council shall be held weekly (except holidays and vacation days) at a time and place established at the beginning of each semester, as decided by the President.

 

SPECIAL MEETINGS of the Panhellenic Council may be called by the President when necessary and shall be called by her upon the written request of any member delegate to the Panhellenic Council.

 

QUORUM. Two-thirds of the member fraternity delegates shall constitute a quorum for the transaction of business.

 

 ABSENCES – more than two meetings per delegate or representative position missed per semester     is considered a vacancy.

 

6. VOTING

 

a. The Voting Members of Panhellenic Council shall be the delegates of each fraternity holding regular membership. If a delegate is absent, the vote of her fraternity shall be cast by its representative. If both delegate and representative are absent, the vote may be cast by a member of the fraternity, providing her credentials have been presented in writing to the Council President prior to the meeting.

 

b. Two-thirds of the voting members of Panhellenic Council shall be required to establish recruitment rules, and to establish Total Chapter Size, and to add a chapter. A majority vote shall be required to carry all other questions.

 

7. VOICE. The executive officers, representatives, general members, and advisors to Panhellenic Council shall have voice but not vote.

ARTICLE VII. PANHELLENIC ADVISOR

1. The Winthrop University Panhellenic Association shall be advised by the Winthrop University Greek Advisor.

 

2. They shall serve in an advisory capacity to the Winthrop University Panhellenic association and its council.

 

ARTICLE VIII. STANDING COMMITTEES

The following shall be the standing committees of the Panhellenic Council: Fundraising, Scholarship, Judiciary, Social, Community Service, Public Relations. Standing Committee chairs will be chosen by delegates and representatives.

 ARTICLE VIII. UNANIMOUS AGREEMENTS AND POLICIES

1. All Winthrop University Panhellenic Association rules and policies shall be in harmony with those currently established by National Panhellenic Conference Unanimous Agreements and Winthrop Panhellenic's Code of Ethics.

ARTICLE IX. VIOLATIONS

1. Violation of any regulations of this Constitution or its related Bylaws, of Recruitment rules of the National Panhellenic Conference UNANIMOUS AGREEMENTS shall be the occasion for penalties established by the Winthrop University Panhellenic Council in conformity with those recommended by National Panhellenic Conference.

 

2. Any dispute growing out of the violation of Panhellenic Association rules and regulations shall be adjusted through mediation and/or arbitration principles of the National Panhellenic Conference.

           

3. Any violation of Code of Ethics shall be reviewed by Panhellenic Judiciary Board.

 

ARTICLE X. AMENDMENTS

 

This Constitution may be amended by two-thirds vote of the voting members of Winthrop University Panhellenic Council, provided notice of the proposed amendment has been given in writing at the next meeting.

 

BYLAWS

ARTICLE I. FINANCE

1. FISCAL YEAR. The fiscal year of the Winthrop University Panhellenic Association shall be from January 1 to December 31 inclusive.

 

2. CONTRACTS. The signature of the President and the Director of Administrative Affairs and Greek Advisor  shall be required to bind the Winthrop University Panhellenic Association.

 

3. CHECKS. All checks issued on behalf of the Winthrop University Panhellenic Association shall be signed by the President, Director of Administrative Affairs, or Greek Advisor.

 

4. PAYMENTS. All payments due to the Winthrop University Panhellenic Association shall be made to the Director of Administrative Affairs, who shall record them. Checks for payment shall be made payable to the Winthrop University Panhellenic Association. Receipts will be issued by the following meeting of the member’s fraternity.

 

5. MEMBERSHIP DUES.

 

a. Amount. The membership dues of each Panhellenic Association member fraternity shall be an assessment per member and new member. The amount of such dues for each sorority shall be $12.00 per semester.

 

b. Time of Payment. The membership dues of each Panhellenic Association member fraternity shall be made by date set by Director of Administrative Affairs.

ARTICLE II. SELECTION OF OFFICERS

1. The Executive Board of the Winthrop University Panhellenic Association will consist of President, Vice President, Administrative Affairs, Programming, Recruitment, and Public Relations, with each regular member chapter being represented.  The offices of President, Vice President, Administrative Affairs, Programming, and Public Relations will be filled by a selection process wherein each chapter submits one candidate for executive office and a selection committee shall place the candidates in their respective office.

 

2. The Recruitment position shall be filled by an application process wherein active, initiated Greek women of member chapters may apply.  The selection committee will select the candidate who demonstrates the best range of experience and ability, and this woman will serve with the other five officers on the Executive Board of the Winthrop University Panhellenic Council. Preference will be given to past Rho Gammas or women with experience in the Panhellenic Recruitment process.

 

3. The selection committee shall consist of the current Executive Board of the Winthrop University Panhellenic Council, the Greek Life Advisor, and a Faculty of Staff member at large, chosen by the Executive Board.

 

4. No chapter may hold the same Executive Board position for more than two years consecutively.

ARTICLE Ill. OFFICERS’ DUTIES

The President shall:

 

1. Have overall responsibility for the operation of the Panhellenic Council.

2. Call and preside at all regular and special meetings of the Winthrop University Panhellenic Association and Council, and she shall prepare agendas for those meetings.

3. Call and preside at all meetings of the Panhellenic Council Executive Board, and she shall prepare agendas for those meetings.

4. Serve as member ex‑officio of all Panhellenic Council Committees with voice but not vote.

5. Report as required to the National Panhellenic Conference Area Advisor.

6. Maintain a complete and up‑to‑date President’s file which will include a copy of the current Winthrop University Panhellenic Association Constitution, Bylaws and Standing Rules, the current Panhellenic Association budget: the current NPC MANUAL OF INFORMATION and related materials; current correspondence and materials received from her NPC Area Advisor; her copies of the University Panhellenic Reports to the Area Advisor and other pertinent materials.

7. Perform all other duties usually pertaining to this office. Work in conjunction with Presidents of two Greek Councils each month as needed.  Represent Panhellenic Council on the Council of Student Leaders or select a designee to do so.  Meet weekly with the Greek Advisor.

 

The Vice‑President shall:

 

1. Perform the duties of the President in her absence, inability to serve, or at her call.

2. Serve as chair of the Judiciary Committee.

3. Serve as co‑chair, in conjunction with the NPHC and the Interfraternity Council, of the Greek Week Steering Committee.

4. Oversee Assistant Vice President in her contribution to help Greek Week and Greek Awards.

5. Keep an updated notebook of all projects and responsibilities handled throughout the year.  Revise constitution and by-laws annually at the Panhellenic retreat.  Oversee scholarship.  Sit on the University committee for Homecoming.

 

The Director of Administrative Affairs shall:

 

1. Keep an up‑to‑date roll of the members of Panhellenic Council and call roll at all Council meetings.

2. Keep current statistics concerning the number of initiated members and new members of each Panhellenic Association member fraternity.

3. Keep full minutes of all meetings of the Winthrop University Panhellenic Association, the Panhellenic Council and a record of all action taken by the Executive Board and be responsible for postings on Panhellenic website.

4. Maintain a complete and up‑to‑date file which will include the minutes of the meetings of the Winthrop University

Panhellenic Association and its Panhellenic Council from date of its organization; copies of all contracts made by the Panhellenic Council; current correspondence.

5. Be responsible for the official correspondence of the Panhellenic Council unless provided for otherwise.

6. Sign Panhellenic Association Contracts when authorized to do so.

7. Lead the Panhellenic Creed at the beginning of each Panhellenic Council meeting.

8. Perform all other duties usually pertaining to this office.

9. Be responsible for the general supervision of the finances of the Winthrop University Panhellenic Association.

10. Be responsible for the preparation of the annual Budget and, following its approval by the Panhellenic Council, for providing a copy to each Winthrop University Panhellenic Association member fraternity.

11. Receive all payments due to the Panhellenic Association, collect all dues, and give receipts.

12. Be responsible for the prompt payment of all bills of the Winthrop University Panhellenic Association.

13. Maintain up‑to‑date financial records, give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office.

14. Perform all other duties usually pertaining to this office.

 

The Recruitment Chair shall:

 

1. Meet regularly with the member fraternity recruitment chairs and chapter advisors to coordinate recruitment.

2. Secure space, set schedules, plan and carry out with the help of the Public Relations Chair publicity, update Recruitment rules, and perform any other duties that pertain to formal recruitment.

3. Coordinate party schedules for formal recruitment.

4. Assist the Assistant Recruitment Chair with Rho Gamma selection and training.

5. During informal recruitment, coordinate party schedule.

6. Keep notebook of minutes of all recruitment meetings, updated recruitment rules, copies of space requests, publicity, recruitment supplies (i.e. nametags, invitations, bid cards, samples).

7. Plan and carry out Recruitment Meetings.

8. Host recruitment evaluation meetings with chapters and recruitment chairs, administer evaluations, and compile all evaluations.

 

Director of Programming shall:

 

1. Oversee social committee, community service committee, and fundraising committee.

2. Coordinate educational programs for Panhellenic Association.

3. Work in conjunction with individual chapters  as needed in planning monthly educational programs.

4. Sit on sexual assault awareness committee.

5. Keep notebook consisting of detailed event planning forms for all programs and completed evaluations.

6. Work in conjunction with IFC and NPHC to program events within the Greek community

 

Director of Public Relations shall:

 

1. Coordinate and publish a monthly newsletter.

2. Communicate monthly with chapters and coordinate press releases to local publications.

3. Oversee Assistant Public Relations chair, chosen from the delegates to Panhellenic Council.

4. Work with officers and committee chairs to publicize upcoming events.

5. Oversee the scrapbook in taking and compiling pictures as a record for Winthrop’s NPC Chapter.

6. Keep an updated notebook, consisting of example press releases, tips, & rules.  Provide tips and resources to chapters.

8. Work with University Relations.

ARTICLE IV. THE EXECUTIVE BOARD

The Executive Board shall:

1. Appoint all Ad Hoc Committees and their Chairs and, in making these appointments, recognize representation from all member fraternities.

 

2. Administer routine business between meetings of the Panhellenic Council when advisable and such other business as has been approved for action by Panhellenic Council vote.

 

3. Report all action taken by the Executive Board at the next regular meeting of the Panhellenic Council through the Director of Administrative Affairs and record the action in the minutes of that meeting.

 

4. Set Panhellenic Calendar prior to next semester.

 

5. Attend SEPC.

 

6. Attend retreat in summer.

ARTICLE V. STANDING COMMITTEES

1. The Standing Committees of the Winthrop University Panhellenic Council shall be: Judiciary, Recruitment, Publicity; Social, Service, and Scholarship.

 

2. The Standing Committees shall serve for a term of one year, such term of office to begin on January 1^st.

 

3. Judiciary Committee

 

a. Membership. The Judiciary Committee shall consist of the Vice‑President as Chairman, the members of the Executive Board, and the Panhellenic advisors (ex‑officio).

 

b. Duties. It shall be the duty of the Judiciary Committee to deal with violations of the Constitution, Bylaws, Standing Rules and Recruitment regulations of the Winthrop University Panhellenic Association.

 

4. Recruitment Committee

 

a. Membership. The Recruitment Committee shall consist of the Recruitment Chair, Assistant Recruitment Chair, the member fraternity recruitment chairs, and the Greek advisors, or chapter President, if preferred (ex­-officio).

 

b. Duties. This Committee shall be responsible for reviewing and developing rush rules, submitting them for discussion and approval to the Panhellenic Council, and distributing copies of them when approved to the delegates of the member fraternities, as well as for planning Panhellenic formal recruitment, and work Public Relations Committee to develop marketing plan for recruitment.

 

5. Public Relations Committee

 

a. Membership. The Public Relations Committee shall consist of an executive  chair and an assistant, chosen from the delegation.

 

b. Duties. The Publicity Committee shall be responsible for all forms of publicity dealing with the Winthrop University Panhellenic Association. This committee shall work closely with the Executive Board and all committees to make certain that the news media and student population are kept informed of favorable publicity about the Panhellenic Association and its member fraternities. This committee shall also work closely with the Recruitment Chair and Recruitment Committee in planning and executing publicity for recruitment.  They shall plan and distribute monthly newsletter to all members of Panhellenic Association and post on Panhellenic's website.  Attend and photograph events that can be used for marketing purposes.  Keep a detailed notebook of all materials.

 

6. Social Committee

 

Membership. A chair and co-chair, chosen from the delegation.

Duties. Plan and coordinate social events on behalf of Panhellenic.

 

7.Service Committee.

Membership. A chair and co-chair, chosen from the delegation.

Duties. Plan and coordinate community service on a monthly basis.

 

8.  Fundraising Committee

 

Membership.  The Fundraising Committee shall consist of one Panhellenic chair and a co-chair if membership permits.

Duties.  To plan fundraisers to raise a minimum of $1000 per term.

Article VI. Junior Panhellenic

1. Each chapter will submit a delegate and an executive candidate from their respective new member class.

2. Each delegate will report to her respective new member meetings.

3. The Junior Panhellenic will be in operation for the duration of the semester of Recruitment for the new member classes concerned.

4. Executive Board of the Junior Panhellenic will be on rotation by chapter, with the office of President first filled by the chapter with the earliest chapter founding date and proceeding in this fashion through the following other offices in that order: Vice President, Administrative Affairs, Programming, Public Relations. Each member chapter in good standing with the Winthrop University Panhellenic Association shall be represented.

5. It shall be the responsibility of this body to plan one social event and one service event or service project for the new member classes.

6. The Junior Panhellenic shall be overseen and guided by the President, Vice President, and Recruitment Chair of the operational Panhellenic Council Executive Board.

7. The Junior Panhellenic chapter shall operate as a mock NPC chapter to learn about the operation of NPC.

8. This body will meet once weekly.

ARTICLE VII. ADMINISTRATION OF MEMBERSHIP SELECTION

1. An early spring formal recruitment shall be held.

 

2. Recruitment Rules for spring Recruitment shall be reviewed and revised each fall semester.

 

3. All NPC Unanimous Agreements shall be upheld

4. The times of recruitment events held during the period known as informal recruitment shall be coordinated by the Recruitment Committee so that times do not overlap.

ARTICLE VIII. PLEDGING AND INITIATION

1. A woman must be a regularly matriculated student to be eligible for recruitment.

 

2. A Panhellenic Association member fraternity may not issue an invitation to membership or formally pledge a woman during the summer period.

 

3. A new member may be initiated whenever she has met the requirements of the fraternity to which she is pledged.

 

4. All NPC Unanimous Agreements shall be upheld.

ARTICLE IX. HAZING

All forms of hazing, bid day and/or pre‑initiation activities which are defined as hazing shall be banned.

Hazing is defined as any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule. Such activities and situations include creation of excessive fatigue; physical and psychological shocks; wearing, publicly, apparel which is conspicuous and not normally in good taste, engaging in public stunts and jokes; morally degrading or humiliating games and activities; late night sessions which interfere with scholastic activities; and any other activities which are not consistent with the regulations and policies of the educational institution.

ARTICLE X. EXTENSION

1. When all NPC Chapters at Winthrop University are close to or over total the Panhellenic Council, Panhellenic Greek Advisor, and Dean of Students shall consider raising total or adding another chapter.

2. Such a chapter shall be organized through colonization by an NPC fraternity or through organization of a local sorority which may petition an NPC fraternity for a chapter.

3. Consideration shall be given to NPC Fraternities that have previously had chapters on the campus and to those NPC Fraternities which have letters expressing an interest in the campus.