Constitution

  • PREAMBLE

     

                We, the representative of Alpha Delta Pi, Alpha Gamma Delta, Alpha Sigma Alpha, Alpha Sigma Tau, Delta Zeta, Kappa Delta, Sigma Kappa, and Sigma Sigma Sigma, at Longwood University, Farmville, Virginia, in order to develop a greater understanding among the Greek-letter Organizations, to seek solutions to our common problems and to assist each other and the university in attaining out educational and cultural objectives, do hereby establish this Constitution.

     

     

    ARTICLE I - NAME AND PURPOSE

     

    Section 1: The name of this organization shall be the Longwood University Panhellenic Council, or CPC.

     

    Section 2: The purpose of the CPC shall be as follows:

     

    1. To promote relationships that are conducive to the general preservation of the sorority community at Longwood University.

     

    1. To improve CPC sorority experience and to help the CPC sorority community to remain acceptable and relevant to student life as it changes on our campus.

     

    1. To serve as a forum for the consideration of issues of mutual interest to the member organization.

     

    1. To be of assistance to any CPC sorority in the accomplishments of its goals or activities when such assistance is considered appropriate.

     

    1. To provide programs and activities, both developmental and social, for all member organizations to help improve their functioning and to provide common experiences that encourage cooperation and unity among them.

     

    1. To serve our University community and society at large.

     

    1. To initiate resolutions and recommendations that will further the purpose and ideals of the member organizations at Longwood University.

     

    1. To work in collaboration with the Interfraternal Council and the National Pan-Hellenic Council.

     

     

     

     

    ARTICLE II – MEMBERSHIP

     

     

    Section 1: Membership

    1. Full member chapters shall:
      1. Be a registered organization with Longwood University.
      2. Have representation, voice and vote at all meetings of the Panhellenic Council
      3. Abide by the Constitution and By-Laws of the Longwood University Panhellenic Council
      4. Be fully chartered chapters of the National Panhellenic Conference
      5. A group seeking full membership in the Longwood University Panhellenic Council shall present a petition which shall include:
        1. Name of petitioning sorority.
        2. Names of members by class.
        3. Names of advisors.
        4. A copy of the local and national constitution and by-laws.
        5. A statement of approval signed by the Associate Director of Fraternity and Sorority Life, Dean of Students, and Vice President of Student Affairs of Longwood University.
        6. A record of activities and projects of the group during its existence as an Associate Member which shall provide documentation of the group’s stability and potential for contribution to the campus and Greek community.
        7. A statement from the Associate Director of Fraternity and Sorority Life indicating that the group’s average semester grade point average is a 2.5 at the time of petitioning for membership.
        8. This petition must be submitted to the Panhellenic Council two weeks prior to the meeting, which it is to be presented for approval.
        9. Admission to Full Membership shall be granted upon a ¾ vote in favor of the petition by the voting membership of the Panhellenic Council.
        10. Dues shall be levied as stated in the By-laws, Section 2, Number 2.

     

     

    ARTICLE III – ORGANIZATION

     

    Section 1: The constituency represented by the Longwood University Panhellenic Council shall consist of all members of those sororities having full member status.

     

    1. The Longwood University Panhellenic Council shall be comprised of one delegate from each chapter of the NPC sororities represented on campus and Longwood University Panhellenic Council, as well as liaisons to the National Pan-Hellenic Council, Interfraternity Council, and Order of Omega.
    2. Council Delegates
      1. Each full member chapter shall have one chapter member who will serve as delegate to the Panhellenic Council. She will be appointed or elected by the chapter for a term equal to that of their president.
      2. The chapter representative shall be an initiated member of her chapter.
      3. Must serve as the liaison between her chapter and the Panhellenic Council, serving as the voice of her chapter.

     

    1. Voting
      1. Each CPC sorority shall be entitled to one vote on the council.
      2. Quorum will consist of 3/4 of the voting member sororities.
      3. A simple majority of the total membership shall be sufficient for passage of all questions and elections. Written notice 24 hours in advance must be provided to all chapter presidents if a vote takes place other than at regularly scheduled meetings of the Panhellenic Council.
      4. In the case of a tie, the vote shall not be passed.

     

     

    ARTICLE IV – OFFICER QUALIFICATIONS AND DUTIES

     

    Section 1: The elected officers of the Panhellenic Council shall be the President, Vice President, Vice President of Recruitment, Secretary, Treasurer, Director of Membership Development, Director of Public Relations, and Director of Service and Activities.

     

    Section 2: All officers shall be elected from full member organizations and must be in good standing with their chapters and the University.

     

    Section 3: The president and vice president can not be members of the same sorority.

     

    Section 4: No single chapter can hold more than two offices on the executive committee.

     

    Section 5: The term of office shall be one calendar year.

     

    Section 6: The elected officers and the advisor shall be known as the Executive Committee.

     

    Section 7: The President of the Panhellenic Council shall have been a member of the Greek community for a minimum of one continuous year.

     

    Section 8: The qualification of the Panhellenic Executive Committee members shall be as follows:

    1. No member of the Panhellenic Council Executive Board shall hold the office of President, Vice President, Recruitment Chair, or Panhellenic Delegate in her respective chapter during her term in office.
    2. The President, Vice President, Vice President of Recruitment, shall have participated in at least one formal recruitment as an initiated member of her chapter.
    3. Must be a respective member for at least one semester as an initiated member of her chapter.
    4. Each member of the Panhellenic Executive Committee shall have maintained at least a 2.7 a cumulative scholastic average.

     

     

     

    Section 9: The duties of each officer shall be as follows:

     

    A. President shall:

                1. Preside over all Longwood University Panhellenic Council and Executive          Committee meetings.

                2. Be empowered to call special meetings of the Panhellenic Council at her             discretion with 24 hours notice prior.

                3. Maintain a complete and up-to-date president’s file, which will include a copy   of current Longwood University Panhellenic Council Constitution, By-laws,         budget, copies of reports, minutes, and other pertinent materials.

                4. Serve as ex-officio member of all committees.

                5. Serve on University committees as the official representative of the Longwood University Panhellenic Council unless otherwise delegated or assigned.

                6. Work with NPC Officers to complete reports.

                7. Perform all other duties, which may be required of her.

     

    B. Vice President shall:

                1.  Conduct the duties of the President in her absence or inability to serve.

                2. Carry out the duties assigned by the president.

    3. Coordinate scholarship meetings once per semester and hold

    scholarship functions for members of the Greek community who excel scholastically

                4. Serve as Parliamentarian and/or Sergeant at Arms.

                5. Perform all other duties which may be required of her or send a delegate in her place.

     

    C. Vice President of Recruitment shall:
                1. Coordinate all Recruitment events and publicity for the Longwood University   Panhellenic Council.

                2. Assist member chapters with recruitment programming and workshops as

                deemed appropriate.

                3. Serve as Chairperson of the Expansion committee and oversee all expansion       activities.

                4. Report the progress of all recognized colonies to the Longwood University        Panhellenic Council during its regularly scheduled meetings.

                5. Maintain and develop schedules for Continuous Open Recruitment Events.

    6. Shall conduct a survey post recruitment for all new members who went through recruitment, as well as, potential new members who went through recruitment but were not extended a bid.

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

     

    D. Treasurer shall:

                1. Be responsible for the general supervision of the finances of the Panhellenic       Council.

    2. Be responsible for the preparation of the annual budget and, following its approval by the Panhellenic Council, provide a copy for each member organization.

    3. Receive all payments due to the Panhellenic Council, collect dues, and maintain current receipts.

    4. Be responsible for the prompt payment of bills, and provide written statements of dues to each member chapter.

    5. Maintain up-to-date financial records, give a financial report or each regular meeting and present a semester report at the close of each semester.

    6. Be responsible for countersigning all checks for the expenditures of Panhellenic Council funds in conjunction with the advisor.

    7. Work with the Director of Membership Development to plan Lip Sync.

    8. Serve as the liaison to the Interfraternity Council and National Pan-Hellenic Council.

    9. Perform all other duties usually pertaining to the office.

     

    E. Secretary shall:

                1. Keep an up-to-date roll of the Longwood University Panhellenic Council           representatives and call it at each meeting.

    2. Keep full minutes of all meetings of the Panhellenic Council. A record of these minutes should be distributed to the Delegates of member organization at the next regular council meeting.

                3. Maintain a complete and up-to-date file, which will include the minutes of the   meetings, copies of all contracts, membership statistics, and current             correspondence.

                4. Be responsible for the official correspondence of the Panhellenic Council,          unless otherwise delegated. 

                5. Perform all duties usually pertaining to this office.

     

    F. Director of Membership Development shall:

                1. Work with the Treasurer and IFC counterpart to plan Lip Sync.

                2. Shall chair the Panhellenic Standards Board.  

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

     

     

    G. Director of Public Relations shall:

                1. Coordinate and publish a Greek newsletter at least twice a semester with            emphasis on upcoming events, policy changes and individual chapter successes.

                2. Write and publish monthly articles for “The Rotunda” about the contributions    Greek Life is making to Longwood and the furthering of Citizen Leaders.

                3. Create advertisements and publicity for all council sponsored events.

                4. Coordinate programs with the member chapters, which will enhance the Greek   Community’s image with the student body, faculty, staff, and the Farmville    community.

                5. Maintain an up to date Panhellenic website.

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

     

    H. Director of Activities and Service shall:

    1. Plan social events, including attending athletic functions, intramural tournament, Sisterhood Week and/or progressive dinners for the Greek community.

                3. Invite campus officials to council meetings to review risk management and         Longwood policies.

                4. Work with Student Health and Wellness to plan campus wide and Greek           workshop/events centered on wellness topics.

                5. Coordinate a joint community service project for participation by all member      fraternities and sororities, such as campus clean-up and/or faculty babysitting.

                6. Collect data on the amount of service each chapter is completing per semester    and report it to the Volunteer and Service Learning Office.

                7. Serve as a resource on community service projects for all member sororities.

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

     

     

    General Duties:

    • Meet weekly with executive board members to create an agenda.
    • Meet individually with Advisor.
    • Attend all council meetings and trainings.
    • Attend a Regional  NPC Conference.
    • Must analyze and complete all awards packets, fulfilling all required tasks as related to her positions.
    • Term ends after new officers have been trained.

    Section 11: Removal From Office:

     

    1. Any elected officer whose negligence of duty adversely affects the operations of the organization shall be subject to removal from office. For example, violating any code of conduct deemed unacceptable.

     

    1. A written letter stating the reason for dismissal and signed by the representatives of at least two (2) member sororities of the Council and/or executive board members must be submitted at a regularly scheduled meeting.

     

    1. By the next regularly scheduled meeting, written notification of the request and the reasons for dismissal must have been given to the officer in question, who should come to that regular meeting prepared to defend the charges, if so desired.

     

    1. A two-thirds (2/3) affirmative vote by the full members of the council is required to remove an officer from office.

     

    1. In the event that the President is impeached, the executive Vice President shall assume the office of President and a new executive Vice President shall be elected.

     

    1. In the event of the removal of any other officer, the Executive Committee may temporarily take over the duties of that office. An election for the remaining term of that office must occur within two weeks.

     

    1. Any elected officer whose chapter is no longer recognized by Longwood University or their respective National Organization shall be subject to removal from office, unless otherwise stipulated by the Office of Fraternity and Sorority Life. Her removal may take place immediately or can be delayed until a new election can occur. The president shall have the power to appoint a temporary replacement, with the approval of the Associate Director of Fraternity and Sorority Life.

     

    1. The Associate Director of Fraternity and Sorority Life must be present during any discussion of statement on removal of any office holder.

     

     

    ARTICLE V – ELECTIONS

     

     

    Section 1: Elections of Officers:

    1. The Executive Officers shall be elected at the end of the Fall Semester.
    2. A general application for a position on the Executive Council will go out to all Panhellenic members. The application must be submitted by the applicant to the Office of Fraternity and Sorority Life by the time allotted by the Council.
    3. The applicant will then be asked to be interviewed at a College Panhellenic meeting where the Chapter Delegates and the Executive Officers are given the opportunity to ask the applicant questions pertaining to the position of interest.
    4. The Chapter Delegates and the Executive Council will then be asked to complete an evaluation for each applicant interviewed after the interview has occurred.
    5. The Executive Council will compile all of the evaluations, review them, and discuss each applicant.
    6. After discussion, the Executive Council will propose a slate with one applicant per position to the Chapter Delegates.
    7. The Chapter Delegates and the Executive Council will allot time to discuss the slate as is.  Then the vote will be proposed to approve the slate.  The Chapter Delegates will vote either a yes or no to approve the slate.

     

     

    Section 2: Slate Approval:

    1. The Chapter Delegates will be presented the slate.  The Delegates will be asked to vote on the slate as is.
    2. In the case that the vote is not passed, each position will be voted on individually as a yes or no.
    3. In the case that a position is voted down, the floor will then be open for nominations and a revote will then occur.
    4. In a case of a tie between the eight chapters, the floor will then be open for discussion and nominations if needed and then a revote will occur until majority is reached.

     

    Section 3: Installation:

                The new officers of the Panhellenic Council shall be installed at Greek Awards.

     

     

    ARTICLE VII – ADVISOR

     

     

    Section 1: The advisor to Longwood Panhellenic Council shall be the Associate Director   of Fraternity and Sorority Life of Longwood University.

     

    Section 2: The advisor shall serve on the Executive Committee of the Panhellenic Council.

     

    Section 3: The advisor shall advise and support the officers, cabinet members, and             delegates, in all planning coordinating, and decisions-making.

     

    Section 4: The advisor shall countersign all checks of the Panhellenic Council.

     

    Section 5: The advisor shall help plan and coordinate the bi-annual Lip Sync in      conjunction with the activities chair and IFC counterparts.

     

     

     

    ARTICLE VIII – MEETINGS

     

     

    Section 1: There shall be at least one regular meeting each week at a time established by    the Council.

     

    Section 2: Special meetings may be called by the President or at the written request of a    member organization as long as notification of the meeting is given, in writing, to     each member organization at least 72 hours in advance.

     

    Section 3: Each member organization is required to have at least one (1) delegate attend    each regularly scheduled meeting of the Longwood University Panhellenic     Council.

     

    Section 4: Any member organization who fails to have a delegate attend at least one half

    of the regularly scheduled meetings during a year shall forfeit the right to have a representative run for a position on the Executive Board during the next election.

     

    Section 5: Quorum shall consist of 3/4 of the voting body.

     

    Section 6: A quorum must be present at any meetings of the Longwood University            Panhellenic Council for business to take place.

     

    Section 7: A member of the Executive board cannot fill in for an absent chapter delegate.

     

     

    ARTICLE IX – MEMBERSHIP SELECTION

     

     

    Section 1: Formal Recruitment shall be held annually in the Spring.

     

    Section 2: The National Panhellenic Conference Quota-Total system shall be followed.

     

    Section 3: The preferential bidding system shall be used.

     

    Section 4: Except during formal recruitment period, continuous open bidding shall be in    effect during the school year (fall through spring) for all eligible female students.

     

    Section 5: Chapters who are not at total from the start of Formal Recruitment and make    the Panhellenic set quota during Formal Recruitment may continue to bid and             pledge up to chapter total.

     

    Section 6: All chapter Recruitment activities must be in compliance with the Longwood    University Panhellenic Recruitment policies as set forth each semester. 

     

    Section 7:  All potential new members must have a cumulative 2.5 GPA to receive a bid.

     

    ARTICLE X – GREEK JUDICIAL BOARD

     

     

    Section 1: The Greek Judicial Board falls under Article VI, Section 1, Letter C, Number 4            of the SGA Constitution.

     

    Section 2: The Greek Judicial Board shall consist of two Chief Justices (one fraternity       man and one sorority woman) and a representative from each of the member         organizations.

     

    Section 3: The Chief Justices shall be selected through an application and interview           process coordinated by the Associate Director of Fraternity and Sorority Life.   Each member chapter shall select the Justices.

     

    Section 4: The President of the Panhellenic Council, her IFC counterpart, and the Associate of Fraternity and Sorority Life shall serve as ex-officio members of the           Greek Judicial Board.

     

     

    ARTICLE XI – VIOLATIONS

     

     

    Section 1: Violations of the Constitution or its related Bylaws, Recruitment rules and        regulations, Greek Judicial policies, and the National Panhellenic Conference     Unanimous Agreements shall be liable for sanctions established by the Longwood       University Panhellenic Council in conformity with those recommended by the       National Panhellenic Conference.

     

    Section 2: Any dispute growing out of violation of Panhellenic Recruitment rules and       regulations shall be mediated through arbitration principles of the National         Panhellenic Conference. If this option is unsuccessful, the Greek Judicial Board        may address resolution. 

     

     

    ARTICLE XII – AMENDMENTS

     

     

    Section 1: This Constitution shall be reviewed every two years to address changes as needed.

     

    Section 2: Proposed amendments shall be presented in writing at a regular meeting of the Longwood University Panhellenic Council and tabled until at least the following   regular meeting before it may be voted for passage.

     

    Section 3: A vote of ¾ of the full membership shall be required for ratification of any        amendment to this constitution.

     

     

    ARTICLE XIII – BY-LAWS

     

     

    Section 1: The Council shall be empowered through their legislative capacity to enact        By-laws to this Constitution.

     

    Section 2: By-laws and amendments to the By-laws shall be voted upon at regular             meetings following their introduction in writing.

     

    Section 3: A 2/3 vote of the full membership shall be required for passage.

     

     

    BY-LAWS

    PANHELLENIC COUNCIL

    LONGWOOD UNIVERSITY

     

    Section 1 – Order of Business

     

    1. The order of business at the regular weekly meetings shall be as follows:

     

    1. Call to Order
    2. Panhellenic Creed
    3. Roll Call
    4. Acceptance of previous meeting’s minutes, and acceptance of meeting agenda.
    5. Recognition of Visitors
    6. Officer Reports
      1. Secretary
      2. Treasurer
      3. Director of Membership
      4. Director of Service
      5. Director of Public Relations
      6. Director of Activities
      7. Vice President of Recruitment
      8. Vice President
    7. IFC, NPHC, and Honor Societies Reports
    8. President’s Report
    9. Advisor’s Report
    10. Old Business
    11. New Business
    12. Announcements
    13. Calendar Check
    14. Adjournment of Meeting

     

    Section 2 – Membership Dues

     

    1. Dues of $15.00 per active member per semester shall be levied upon each full member chapter. Bills are payable through the fifteenth of the first month of the semester: a fine of $5.00 per day will be assessed until the bills have been paid.
    2. Dues of $15.00 per new member each semester shall be paid by each chapter in full to the Office of Fraternity and Sorority Life.

     

    Section 3 – Risk Management

     

    1. Alcohol and Drugs

     

    1.  
      1. The possession, use and/or consumption of alcoholic beverages, while on chapter premises, during an official sorority event, or in any situation sponsored or endorsed by the chapter, must be in compliance with any and all applicable laws of Virginia, Prince Edward County, Farmville, and Longwood University, as well as the policies of the national organization and FIPG.

     

    1.  
      1. No alcoholic beverage may be purchased through the chapter treasury nor may the purchase of it for members or guests be undertaken or coordinated by any member in the name of or on behalf of the chapter. The purchase and/or use of bulk quantity of such alcoholic beverage, e.g. kegs, are prohibited.

     

    1.  
      1. No chapter members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any person under the legal drinking age.

     

    1.  
      1. The possession, sale and/or use of any illegal drugs or controlled substances on any chapter property, sponsored event, or at any event that an observer would associate with the sorority is strictly prohibited.

     

    1.  
      1. No chapter may co-sponsor an event with an alcohol distributor, charitable organization or tavern where alcohol is given away, sold, or otherwise provided to those present.

     

    1.  
      1. No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host chapters, groups, or organizations.

     

    1.  
      1. All recruitment activities associated with member chapters will not have alcohol present.

     

    1.  
      1. Open parties where alcohol is present, meaning those with unrestricted access by non-members of the sorority, without specific invitation, shall be prohibited.

     

    1.  
      1. No alcohol shall be present at any new member program or activity of any member chapter including Bid Day.

     

     

    1. Hazing

     

    1.  
      1. No member chapters may conduct hazing activities.

     

    1.  
      1. Hazing activities are defines as: “Any action taken or situation created, intentionally, whether on or off chapter premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.” Refer to Longwood University Anti Hazing Policy for more information.

     

     

    1. Sexual Abuse

         

    1.  
      1. Panhellenic Council, and/or any member sorority, will not tolerate or condone any form of sexually abusive behavior on the part of its members, whether physical, mental, or emotional. This is to include any actions, which are demeaning to persons but not limited to date rape, gang rape, or verbal harassment.

     

    1. Fire, Health, and Safety

         

    1.  
      1. All chapter room property shall, prior to, during, and following occupancy, meet all local fire and health codes and standards.
      2. The possession and/or use of firearms or explosive devices within the confines and premises of any chapter members’ property or function is expressly forbidden.

     

     

    Section 4 – Expansion Guidelines

     

    1. Review Procedure: Following Formal Recruitment, the Vice President of Recruitment will establish a committee consisting of one member from each member sorority, one fraternity representative, the Dean of Students, a chapter advisor, and the Panhellenic Council Advisor to review recruitment and membership statistics and requests for expansion, and determine whether or not there is a need for expansion that year.

     

    1. Expansion Process

     

    1. Contact national organizations that have expressed interest in colonizing at Longwood University, as well as any other groups the committee may be interested in, and solicit information, which will include:
      1. National standards for recognizing colonies.
      2. Alumni chapter advisors for the colony and local alumni support.
      3. National plan for providing support for the colony.
      4. New member education philosophy and program.
      5. National Risk Management policies including definitions of hazing and discrimination.
      6. Outline of programs for scholarship, community service, campus involvement, and internal judicial system.
      7. Financial accountability and a breakdown of fees, for both colonies and chapters.
      8. Written copies of the Sororities’ national constitutions, by-laws, and policies.
      9. Colony membership recruitment plans.
      10. Timeline for development of a colony.
      11. Number of chapters, as well as number of chapters in Virginia and surrounding area.
      12. Past four years of colonization’s and the results of those efforts.
      13. Number of chapters closed in the past four years, where, and why.
      14. A copy of the national magazine.

     

    1. The Expansion Committee will review the submitted materials and narrow the pool or applicants to at least two. These finalists will be invited to participate in an on-campus interview with the committee.

     

    1. After meeting with each invited sorority, the Expansion committee will select one group as its recommendation to the Panhellenic Council for expansion.

     

    1. Following approval of the recommendation by the Panhellenic Council, the Panhellenic Council will request the support of the Vice President of Student Affairs in recognizing and assisting in the expansion of the new sorority.

     

    1. Following Panhellenic Council approval of the recommendation, a formal invitation to colonize will be extended to the selected sorority. Any sorority invited to interview but not selected will be kept in the Expansion Committee’s records and will be given high consideration in the future; however no commitment exists until a formal invitation to colonize is extended to that sorority.

     

    1. Sororities who start a colony without the support of Panhellenic Council or Longwood University will not be considered in Longwood University’s expansion process.

     

    1. No member sorority will participate in, plan, or schedule any social events with any non-recognized fraternity or sorority. Nor will any non-member fraternity or sorority be included in any Panhellenic activities.

     

    1. Local Sororities will not be considered in the expansion process. The Panhellenic Council feels that their very nature, local sororities, do not meet the criteria upon which other interested applicants will be considered. These include but are not limited to:

     

    1. Membership in the National Panhellenic Conference or the National Pan-Hellenic Council
    2. Local chapter will not have a national organization and will be without the vital support. They will also be absent of the superior governing body.
    3. Local chapters will be absent of area alumni support.

     

     

    Revised: September 2010