Longwood University Panhellenic Council
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:
- To promote relationships that are conducive to the general preservation of the sorority community at Longwood University.
- 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.
- To serve as a forum for the consideration of issues of mutual interest to the member organization.
- To be of assistance to any CPC sorority in the accomplishments of its goals or activities when such assistance is considered appropriate.
- 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.
- To serve our University community and society at large.
- To initiate resolutions and recommendations that will further the purpose and ideals of the member organizations at Longwood University.
- To work in collaboration with the Interfraternal Council and the National Pan-Hellenic Council.
ARTICLE II – MEMBERSHIP
Section 1: Membership
- Full member chapters shall:
- Be a registered organization with Longwood University.
- Have representation, voice and vote at all meetings of the Panhellenic Council
- Abide by the Constitution and By-Laws of the Longwood University Panhellenic Council
- Be fully chartered chapters of the National Panhellenic Conference
- A group seeking full membership in the Longwood University Panhellenic Council shall present a petition which shall include:
- Name of petitioning sorority.
- Names of members by class.
- Names of advisors.
- A copy of the local and national constitution and by-laws.
- 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.
- 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.
- 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.
- This petition must be submitted to the Panhellenic Council two weeks prior to the meeting, which it is to be presented for approval.
- Admission to Full Membership shall be granted upon a ¾ vote in favor of the petition by the voting membership of the Panhellenic Council.
- 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.
- 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.
- Council Delegates
- 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.
- The chapter representative shall be an initiated member of her chapter.
- Must serve as the liaison between her chapter and the Panhellenic Council, serving as the voice of her chapter.
- The chapter representative shall provide information about activities, events, etc. that their chapter is holding for others to attend or participate.
- Each CPC sorority shall be entitled to one vote on the council.
- Quorum will consist of 3/4 of the voting member sororities.
- 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.
- 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:
- 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.
- The President, Vice President, Vice President of Recruitment, shall have participated in at least one formal recruitment as an initiated member of her chapter.
- Must be a respective member for at least one semester as an initiated member of her chapter.
- 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
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. Vice President of Greek Affairs shall:
1. Coordinate and publish a Greek Newsletter twice a semester with emphasis on
events, policy changes and individual chapter successes.
2. Coordinate the completion of AFLV and NPC Awards Packets.
3. Provide and send Greek informational packets to new members and parents.
4. Invite campus officials and administrators to council meetings to review
relevant topics (i.e. risk management, Longwood policies, etc.).
5. Manage relationships with IFC and NPHC councils.
6. Take note of what campus initiatives and events our council and sororities
should be getting involved in; ways we can actively engage in the campus
community and Farmville community.
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.
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. 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, attendance of each sorority at meetings, 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.
4. Plan and encourage Panhellenic activities.
5. Plan social events, including attending athletic functions, intramural tournaments, Sisterhood Week and/or progressive dinners for the Greek community.
G. Director of Public Relations shall:
1. Write and publish monthly articles for “The Rotunda” about the contributions Greek Life is making to Longwood and the furthering of Citizen Leaders.
2. Create advertisements and publicity for all council sponsored events.
3. Coordinate programs with the member chapters, which will enhance the Greek Community’s image with the student body, faculty, staff, and the Farmville community.
4. Maintain an up to date Panhellenic website.
5. Perform all other duties usually pertaining to this office.
H. Director of Activities and Service shall:
1. Work with Student Health and Wellness to plan campus wide and Greek workshop/events centered on wellness topics.
2. Coordinate a joint community service project for participation by all member fraternities and sororities, such as campus clean-up and/or faculty babysitting.
3. Collect data on the amount of service each chapter is completing per semester and report it to the Volunteer and Service Learning Office.
4. Serve as a resource on community service projects for all member sororities.
5. Perform all other duties usually pertaining to this office.
- 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:
- 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.
- 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.
- 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.
- A two-thirds (2/3) affirmative vote by the full members of the council is required to remove an officer from office.
- 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.
- 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.
- 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.
- 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:
- The Executive Officers shall be elected at the end of the Fall Semester.
- 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.
- 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.
- The Chapter Delegates and the Executive Council will then be asked to complete an evaluation for each applicant interviewed after the interview has occurred.
- The Executive Council will compile all of the evaluations, review them, and discuss each applicant.
- After discussion, the Executive Council will propose a slate with one applicant per position to the Chapter Delegates.
- 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:
- The Chapter Delegates will be presented the slate. The Delegates will be asked to vote on the slate as is.
- In the case that the vote is not passed, each position will be voted on individually as a yes or no.
- In the case that a position is voted down, the floor will then be open for nominations and a revote will then occur.
- 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 –Panhellenic Standards Board
Article I: PURPOSE
The Longwood University Panhellenic Standards Board is established to support The Panhellenic Council . The Panhellenic Standards Board will help the member sororities at Longwood University promote good scholarship, good health, fine standards and cooperation among all sorority women. The Panhellenic Standards Board will support this purpose by redirecting behavior and increasing student awareness of the behavioral expectations of the Sorority community.
Article II: COMPOSITION
Membership on the Panhellenic Standards Board will be composed of one representative of each Panhellenic Council member sorority at the Longwood University.
Section A: Criteria for Board Membership
Each Board member must:
- Be appointed or elected by her chapter;
- Be in good standing at Longwood University;
- Be initiated and in good standing with her individual sorority;
- Have a minimum cumulative GPA of 2.7;
- Maintain at least Junior level academic status;
- Not be graduating before the one year term expires;
- Have a solid record of decency, integrity, and sound judgment;
- Have a willingness to be open minded and impartial;
- Not the president of her sorority;
- Complete Panhellenic Standards Board training
- Sign the code of Ethical Standards.
Section B: Term of Service
Membership on the Panhellenic Standards Board shall be for one year following the academic calendar.
Section C: Members
The Panhellenic Standards Board shall consist of the following positions:
- Chief Justice shall:
- Serve as Chairman of the Panhellenic Standards Board and be the elected Panhellenic Council Director of Membership Development;
- Preside over and conduct all meetings and hearings;
- Act as liaison between the Judicial Board and the Panhellenic Council;
- Present the decisions of the Judicial Board and interpretations of the Bylaws of the Panhellenic Council at the meeting following the hearing.
- Provide approved official communications for dissemination to Panhellenic Standards Board member’s individual chapter.
- Secretary shall:
- Be selected from one of the members of the Standards Board;
- Keep full minutes of all meetings, investigations or hearings of the Panhellenic Standards Board. A record of meeting minutes will be approved by the Chairman and distributed to delegates with seven (7) days of the meeting. Minutes of investigations or hearings will be approved by the Chairman and attached to the completed Decision Form (Exhibit 2);
- Maintains the files and records (i.e. minutes, complaint forms, witness statements, etc.)
- Submits completed decision form (exhibit 2), signed by the Chief Justice, to the Panhellenic Council president and the Associate Director of Fraternity & Sorority Life within seven (7) days of adjudication;
- Prepares official communications and notices between the Panhellenic Standards Board and individual chapters;
Section D: Ex-officio members
The Associate Director of Fraternity & Sorority Life serves as an ex-officio member of the Panhellenic Standards Board.
Section E: Member Responsibilities
Each Panhellenic Standards Board member is expected to:
- Attend each meeting of the Panhellenic Standards Board;
- Attend Panhellenic Standards Board Training;
- Serve on each hearing board for which she is chosen;
- Educate her member chapter about the purpose and procedures of the Panhellenic Standards Board;
- Maintain strict confidentiality of the content and result of all hearings except for official communication provided by the Chief Justice. (Section C, a, 5)
- Maintain an impartial and open minded approach to all issues.
- Recues themselves from any hearing or issue where they have a conflict or are unable to maintain impartiality for any reason.
Article III. JURISDICTION
The Panhellenic Standards Board will hear incidents involving sorority chapter activities.
Individual members of Panhellenic organizations will be adjudicated through their respective chapters' judicial processes and/or the University’s Student Honor/Judicial Board system.
Specifically, the jurisdiction of the Panhellenic Standards Board shall be to hear the following related cases:
- Violations of the Panhellenic Council Constitution, as referred by the respective council
- Violations of the National Panhellenic Conference Unanimous Agreements
- Violations of the Panhellenic Recruitment Rules and Regulations. 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 Panhellenic Standards Board may address resolution.
Other issues that may not warrant a formal hearing, but may be considered for mediation by Board members include:
- Inter-Sorority disputes
- Other issues voted upon by the Panhellenic Councils
Article IV. ENLIGHTENMENT PROCESS
The ultimate function of the Panhellenic Standards Board is to promote compliance with the standing rules of the Panhellenic community. To do this, the Board must function in the following manner:
Section A: Complaints
- The College Panhellenic Violation Report Form shall be completed and presented to the President of the College Panhellenic Council or Associate Director of Fraternity and Sorority Life in a timely manner, but not more than 30 calendar days from the date of the alleged infraction (including university breaks).
- The College Panhellenic President and Associate Director of Fraternity and Sorority Life shall review the College Panhellenic Violation Report form to ensure it has been filled out completely, including proper signatures and indication of rule/policy violated. An incomplete form shall be returned to the reporting party for completion prior to proceeding.
- Infractions, excluding recruitment infractions, must be reported and signed by the President of a member group on behalf of her chapter.
- Recruitment infractions may be reported and signed by either:
- President of member group on behalf of her chapter
- Vice President of Recruitment or a Recruitment Counselor
- Potential New Member
- Associate Director of Fraternity and Sorority Life
Section B: Mediation
- Once the accused chapter has been notified of the complaint a meeting will be promptly scheduled.
- The meeting will include the chapter president of the complainant, the president of the chapter being accused, and an outside impartial mediator.
- The chapters may have their advisors attend, but they may act as only advisors and not be involved in discussion.
- The meeting will be conducted in a neutral area with the ground rules set by the mediator.
- All parties must be willing to work toward an agreement and be willing to be open and candid.
- All records made in the complaint process must be available to both parties.
- Each party will have the opportunity to tell their version and the mediator may meet with both sides separately and more than once.
- If an agreement is reached both parties will sign an agreement.
- If an agreement is not reached both parties will sign a list of issues and the matter will then be taken to the Standards Board.
Section C: Investigations
- All complaints will be investigated by the Panhellenic Standards Board Chief Justice, and the Associate Director of Fraternity & Sorority Life. In the event that a Standards Board Chief Justice has a conflict of interest precluding her involvement or investigation of a particular case, an Interim Chief Justice will be commissioned to conduct the investigation in the stead of the Standards Board Chief Justice, in coordination with the Associate Director of Fraternity & Sorority Life.
Section D: Associate Director of Fraternity and Sorority Life
At the recommendation of the Chief Justice and Investigative Officer, the Associate Director of Fraternity & Sorority Life may issue informal discipline in the form of a letter to the chapter president and chapter advisor. This will settle the matter prior to a formal hearing.
Section E: Individual vs. Organizational Actions
The first item to be determined by the Board is whether an infraction was committed by an organization or by individuals within that organization. The criteria for determining whether an action is an individual or organizational activity are as follows:
- The chapter pays for any part of the event, through chapter account or collection of funds from individual members
o property rental/cleaning
o security guards/DJ/band
- The event is advertised by or associated with the chapter in any way
o announcements at chapter meetings
o email/listserv distributions
o website calendar of events
- Members were present at the event due to their affiliation with the organization
Other indications of a chapter sanctioned event may include:
- The chapter advisor or any of the executive officers of the chapter were aware of the incident before or during and did not prohibit it from taking place. In addition, they did not take steps to insure that the activity in question was in compliance with the applicable University policies, local ordinances or Panhellenic rules.
- The incident involves or is actively or passively endorsed by other members of the chapter.
- The event is publicized either in written form or by word of mouth as a chapter event or is commonly known on campus to be a chapter-sponsored activity.
- The incident occurs on/in a location that has been contracted or reserved for the chapter. A private residence of members for the purpose of holding a chapter-sponsored event shall constitute a reserved space.
Section H: Hearing Procedures
- No less than 48 hours prior to the scheduled hearing, the accused chapter will receive a listing of all witnesses and evidence and will submit a listing of all witnesses and evidence from their side. Any evidence or witness not disclosed by this deadline is inadmissible and will not be considered by the Panhellenic Standards Board;
- At the appointed date, time and location of the hearing, a designee of the Standards Board will escort the accused chapter into the hearing;
- The Chief Justice will call the proceeding to order, review the hearing process and provide the opportunity for questions and clarification related to the process;
- The Chief Justice will read the Official Complaint;
- The evidence and testimony of witnesses against the accused chapter will be presented, typically done by the complainant;
- A representative of the accused chapter will answer evidence and provide testimony of witnesses in defense of allegations;
- The Standards Board may ask questions of the complainant or the accused chapter;
- The complainant and the Accused Chapter may make concluding statements.
- The Chief Justice will conclude the hearing.
- The Standards Board designee will escort all parties, except those involved in deliberations, from the room.
Section I: Deliberation Procedures
- Deliberations by the Hearing Board will take place in a closed session.
- Only the Chief Justice, members of the Standards Board, Secretary and Associate Director of Fraternity & Sorority Life may be present during the deliberations.
- The Chief Justice and Standards Board will discuss the issues and the Associate Director of Fraternity & Sorority Life will provide guidance.
- After sufficient discussion, the Chief Justice will call a vote of the board. A simple majority decides upon the following in order:If the Justices decide upon “Responsible with Discipline Action” the Chief Justice, Standards Board and Associate Director of Fraternity & Sorority Life will determine SanctionsIf the Justices decide upon “Responsible with Referral…” the issue is turned over to the Associate Director of Fraternity & Sorority Life for further action;
- Dismissal of charges;
- Responsible without disciplinary action;
- Responsible with disciplinary action;
- Responsible with referral to the appropriate office or agency for assistane
- Upon completion of deliberations the Standards Board Designee will escort the accused chapter into the hearing room.
- The Chief Justice will read the decision of the hearing with supported reasoning and the sanction if appropriate.
- Within four days of the hearing a completed Case Report Summary will be delivered to the accused Chapter.
Section J: Post Hearing
- The accused chapter may file an appeal within 3 days.
- All Hearing deliberations will remain confidential.
- All hearing determinations will be reviewed by the Panhellenic Standards Board during the next regular meeting.
- Completed case reports will be available for review by other parties upon approval by the Associate Director of Fraternity & Sorority Life.
- If a chapter/individual is not happy with the outcome of the hearing, they may appeal to the NPC Judicial Appeals committee within 7 days.
Article V. SANCTIONS
Section A: Guiding Principles
In determining an appropriate sanctioning package, the Hearing Board shall have
available a broad range of sanctions which may be imposed alone or in combination so as
to do justice in the particular case. Relevant factors may be:
- The nature and gravity of the violation(s);
- The harm or risk of harm to members of the University community or others;
- Any relevant recurrent patterns of misconduct;
- Any opportunity to deter the organization or other organizations from committing the same or other violations in the future;
- The importance of equitable treatment for similar violations and a perpetual awareness of precedent; and,
- The opportunity for organizational development and education, including fostering a sense of responsibility for actions.
Section B: Previous Record
In levying sanctions, and determining their appropriate severity and scope, the Board may consider the organization's previous record of offenses on this campus for the preceding two (2) years.
Section C: Assignment of Sanctions
For the sake of fairness, sanctions will be levied on a per-incident basis to provide appropriate sanctions for violations that will reflect the concerns of all organizations equally.
Section D: Possible Sanctions
*For clarification, the sanctions hereunder in no way limit the scope of sanctions accessible to the Board, nor do they establish a regimented protocol for sanctioning. Sanctioning occurs on a case-by-case, with due consideration of the relevant factors set forth above and the evidence of the case.
1. STATUS OF THE CHAPTER
a. Recommendation that the chapter be placed on University probation. (This would include specific requirements that a chapter would be expected to complete during the period of probation. This would include the stipulation that any subsequent violations during the period of probation could results in a request for withdrawal of the group’s charter).
b. Removal of chapter executive board member(s).
c. Recommendation to the University that the group’s recognition be suspended or withdrawn.
2. NOTIFICATION OF APPROPRIATE GROUPS
a. Notification of the chapter’s alumni board.
b. Require the individual(s)/chapter to write a letter of explanation to their National Headquarters.
c. Letter of apology to group(s) affected by the incident.
3. REVOCATION OF PRIVILEGES
a. Chapter ineligible to receive campus recognition and awards.
b. Revocation of social privileges for a specified amount of time. Social privileges are defined as events held in conjunction with other chapters or events hosted or sponsored by the organization where alcohol is present. Groups that have had their social privileges revoked must consult the Standards Board Chief Justice in the beginning stages before planning any event. (ie a potential philanthropy event)
c. Deferred Probation: If the chapter is found in violation of any similar or more severe policies during the time of Deferred Probation, the Social Probation takes effect immediately without further review. An additional hearing may be required regarding the new policy violation. Additional sanctions appropriate to the new violation may be taken as a result of this hearing.
d. Suspension of an entire chapter from intramural participation for a specific period of time.
e. Other restrictions on group activities and privileges for a specified period of time as may be appropriate.
4. EDUCATIONAL PROGRAMS
a. The Chapter (or groups of Chapter members) could be required to organize and present an applicable education program of their chapter for the Panhellenic community.
b. Mandatory attendance at educational sessions, seminars, classes related to the incident.
5. MONETARY FINES
a. Monetary fines, only appropriate for measurable recruitment infractions (i.e. late invitation, bids list). This should be determined in the College Panhellenic Council Recruitment Rules.
b. Financial restitution for damages caused.
6. COMMUNITY SERVICE
a. Service hours for an entire fraternity.
b. Service related to the Panhellenic Standards Board violation.
7. COMBINATION OF ABOVE or Sanctions Outside of this Listing as seen fit or determined by the Board on a case-by-case basis.
Section E: Failure to Comply
1. Failure to comply with the sanctions set forth by the Panhellenic Standards Board will automatically result in a second hearing with the Standards Board.
2. All communication regarding the hearing process, including questions about sanctions, must be handled through the Panhellenic Standards Board Chief Justice or through the Associate Director of Fraternity and Sorority Life
Article VI. APPEALS
All appeals must be submitted, in writing, within three days of notification of the outcome of the hearing. Appeals will be granted by the Board at the discretion of the Associate Director of Fraternity & Sorority Life and the Chief Justice and may only be made on the grounds of:
1. Unfair or disproportionate sanctions (as relate to both the severity and scope of the violation(s))
2. Misinterpretation of regulations or policies
3. New and significant evidence
If an appeal is granted, the Associate Director of Fraternity & Sorority Life will hear the case.
Article VII. REMOVAL OF BOARD MEMBERS
Board members found in violation of the University's Code of Student Conduct and the Panhellenic Standards Board Member Affirmation and Code of Ethical Standards will be asked to resign by the Chief Justice. If the member declines, she can be removed by a three-fourths vote of the entire Board. A Standard Board member’s absence from more than two (2) mandatory Board meetings or hearings without previous approval of a Chief Justice will be considered grounds for a recommendation of resignation.
Article VIII. VACANCIES
Vacancies created by dismissal or voluntary withdrawal will be filled through an appointment or election from the same chapter as the vacating member.
Article IX. PRIVACY
All information revealed in cases before the Board or discovered in the investigative process must remain within the confines of the Board, as determined by the Associate Director of Fraternity & Sorority Life and State law. The Final adjudication will be shared with each chapter when is supports the education of the Sorority community unless the nature of the matter is determined to be too sensitive. Only official communication approved by the Chief Justice and Associate Director of Fraternity & Sorority Life may be shared.
Article X. ADVISOR
Any chapter called to a hearing of the Panhellenic Standards Board is entitled to the assistance of an Advisor in order to help the chapter build its case, organize its evidence and assess its options. This Advisor is allowed to attending the hearing and advisor the chapter president or members but may not respond to questions unless directed to by the Standards Board.
Article XI. POLICY REVISION
The Standards Board will assess the effectiveness of current policies as relate to recent issues and cases, amend them if necessary and develop new policies to address unmet challenges. This will be reviewed semi-annually (or on the call of the Standards Board Chairs) and will work under the advisement of the Associate Director of Fraternity & Sorority Life. Upon approval of these recommendations by at least 75% of the Board members present at the next Board meeting, they will be submitted in a report to the CPC Executive Council. This report will include a rationale for the changes suggested, as well as the exact wording of the policy and all of its enumerations.
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.
Section 1 – Order of Business
1. The order of business at the regular weekly meetings shall be as follows:
- Call to Order
- Panhellenic Creed
- Roll Call
- Acceptance of previous meeting’s minutes and acceptance of meeting agenda.
- Recognition of Visitors
- Officer ReportsIFC, NPHC, and Honor Societies Reports
- Director of Membership
- Director of Service
- Director of Public Relations
- Director of Activities
- Vice President of Recruitment
- Vice President
- President’s Report
- Advisor’s Report
- Old Business
- New Business
- Calendar Check
- Adjournment of Meeting
Section 2 – Membership Dues
- 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.
- 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
- Alcohol and Drugs
- 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.
- 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.
- No chapter members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any person under the legal drinking age.
- 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.
- 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.
- No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host chapters, groups, or organizations.
- All recruitment activities associated with member chapters will not have alcohol present.
- Open parties where alcohol is present, meaning those with unrestricted access by non-members of the sorority, without specific invitation, shall be prohibited.
- No alcohol shall be present at any new member program or activity of any member chapter including Bid Day.
- No member chapters may conduct hazing activities.
- 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.
- Sexual Abuse
- 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.
- Fire, Health, and Safety
- All chapter room property shall, prior to, during, and following occupancy, meet all local fire and health codes and standards.
- 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
- 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.
- Expansion Process
- 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:
- National standards for recognizing colonies.
- Alumni chapter advisors for the colony and local alumni support.
- National plan for providing support for the colony.
- New member education philosophy and program.
- National Risk Management policies including definitions of hazing and discrimination.
- Outline of programs for scholarship, community service, campus involvement, and internal judicial system.
- Financial accountability and a breakdown of fees, for both colonies and chapters.
- Written copies of the Sororities’ national constitutions, by-laws, and policies.
- Colony membership recruitment plans.
- Timeline for development of a colony.
- Number of chapters, as well as number of chapters in Virginia and surrounding area.
- Past four years of colonization’s and the results of those efforts.
- Number of chapters closed in the past four years, where, and why.
- A copy of the national magazine.
- 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.
- After meeting with each invited sorority, the Expansion committee will select one group as its recommendation to the Panhellenic Council for expansion.
- 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.
- 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.
- Sororities who start a colony without the support of Panhellenic Council or Longwood University will not be considered in Longwood University’s expansion process.
- 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.
- 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:
- Membership in the National Panhellenic Conference or the National Pan-Hellenic Council
- 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.
- Local chapters will be absent of area alumni support.
Revised: October 2011