Zeta Sigma Chapter Bylaws

Bylaws Ratified on June 1st, 2012

Last Amended on January 9th, 2019

 

The Zeta Sigma Chapter Bylaws of the University of Washington Chapter of Phi Sigma Pi National Honor Fraternity shall contain governing policies specific to the Zeta Sigma Chapter and shall be adhered to in conjunction with other required policies, per the National Constitution.

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Article I: Name, Insignia, and National Affiliation

The name of this organization shall be the University of Washington Chapter of Phi Sigma Pi National Honor Fraternity, hereafter referred to as the Zeta Sigma Chapter. The Zeta Sigma Chapter shall be located at the University of Washington in Seattle, Washington. The Zeta Sigma Chapter is a non-profit student organization. The Zeta Sigma Chapter is a Chartered Member of Phi Sigma Pi National Honor Fraternity.

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Article II: Purpose

In carrying out the purpose of Phi Sigma Pi, the Zeta Sigma Chapter shall strive to personify and encourage three ideals:

1) The acquisition and dissemination of knowledge through scholarship.

2) The application of professional skills and the fostering of leadership qualities by promoting and advancing the welfare of humanity.

3) The fostering of non-discriminatory, fraternal fellowship within Phi Sigma Pi’s ranks.

The Zeta Sigma Chapter shall constantly endeavor to make these ideals dynamic in the lives of its Members.

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Article III: Membership

Section 1: Persons of good academic standing and excellent character shall be eligible for Membership in the Zeta Sigma Chapter.

Section 2: Membership in the Zeta Sigma Chapter will be open to undergraduate students of the University of Washington who have completed a minimum of one academic quarter of college work, have more than two quarters of study remaining, and have achieved at least a 3.2 cumulative GPA.  All new collegiate Members of the Zeta Sigma Chapter must meet the Initiation requirements of the Zeta Sigma Chapter, per the National Constitution. Collegiate Members must maintain at least a 2.5 cumulative GPA to remain in good standing with the Chapter.

1. Collegiate Members that transfer from the Chapter of another sheltering institution are permitted to join the Zeta Sigma Chapter and sign the Roll Book, given that they are eligible for Membership by the requirements defined in Section 2.

Section 3: Membership into Phi Sigma Pi through the Zeta Sigma Chapter is open to the qualified Members of the University of Washington community.  The Zeta Sigma Chapter shall not discriminate on the basis of race, color, religion, national origin, political affiliation, ethnicity, gender, sexual orientation, age, veteran or disabled status in admission to, access to, treatment of, or employment in its programs and activities in accordance with the non-discriminatory policies of the University of Washington.

Section 4: To remain a collegiate Member in good standing, the Member shall:

1. Attend all regularly scheduled Chapter meetings per academic term.  Two (2) excused absences are permitted and one (1) unexcused absence; however, notification for an excused absence must be emailed to the Zeta Sigma Chapter general email (psphonor@uw.edu) prior to the missed meeting to be handed to the Secretary to keep in the records.

   1. ​Excused absences shall constitute medical emergencies, family emergencies, court-ordered activities, academic conflicts aside from regular class attendance, and religious practice/instruction. Any conflicts that arise with this definition must be discussed with the Executive Board prior to notification for an excused absence.

2. Serve on at least one permanent Committee per academic term and attend all regularly scheduled Committee meetings per academic term.  

3. Attend at least one (1) Chapter leadership event, one (1) Chapter fellowship event, one (1) Chapter scholarship event, and one (1) fundraising event for the Chapter during each academic term. Attend two (2) Recruitment events, the Pinning, and the Formal Induction ceremonies during Winter and Spring Quarters.  Fall quarter will not include the Recruitment events, the Pinning, or the Formal Induction ceremonies unless deemed necessary by the Chapter.

   1. ​Failure to attend the events for any one element of the Tripod will result in an immediate $25 fine to be paid to the Treasurer by the end of the academic term. Excused absences for events are permitted as long as they the fulfill same criteria for excused absences for Chapter meetings, defined above in Part (A). These excused absences for events must be communicated to (with proper documentation) and approved by the Executive Board at least 24 hours prior to the event, thereby waiving the fine. 

4. Pay all national dues, national fees, local dues, and any outstanding as assigned by the Treasurer for that academic term.

5. Beyond two (2) unexcused absences to Chapter meetings are prohibited; in accordance with Part (A), any absences must be communicated 24 hours prior to the Chapter email or an Executive Board Member. Recurring absences to Chapter meetings must be communicated to the Executive Board within the first week of the academic term. 

6. No notice for an unexcused, excused, or recurring absence to a Chapter meeting will result in an immediate monetary penalty. The first offense for an absence without notification (beyond the two permitted excused absences and one permitted unexcused absence per academic term) will result in a $10 fine, increased by $5 with each subsequent offense. Fines must be paid to the Treasurer by the last Chapter meeting of the academic term.

Section 5: A collegiate Member may request National Inactivity for the academic term, provided that the collegiate Member is eligible for National Inactivity as defined by the National Constitution and upon their approval for National Inactivity from the National Office. The Member must enter the request in writing and must be approved by the Executive Board by deadline established by Executive Board.  Nationally Inactive Collegiate Members shall be exempt from paying national dues and shall not be subjected to attendance requirements of the collegiate Chapter.

Section 6: A collegiate Member may request Local Inactivity for the academic term. The Member must enter the request in writing for reasons such as, excessive academic schedule, family emergency, or other situations beyond the Members’ control. The granting of Local Inactivity by the Executive Board shall waive the Member’s requirements as outlined in Article III, Section 4. The Member shall be exempt from local dues, but must still pay National dues. The collegiate Member must be in good standing with the Chapter.  If locally inactive, the collegiate Member also relinquishes the right to vote on all Chapter issues. A collegiate Member shall not be granted Local Inactivity two academic terms in a row.

Section 7: Alumni Member status will only be granted to Members who have left or graduated from the University of Washington.

Section 8: All Potential New Members will be voted upon for Induction into the Chapter at a regular meeting one week before The Ritual. Quorum must be attained and a three-fourths (¾) vote by all Active Members is required to vote in a Potential New Member. Honorary Members will be permitted on the basis that they are ineligible to become Collegiate Members, therefore not required to participate in the Initiation Program but still subject to be voted on for Membership eligibility by the Chapter.

Section 9: Procedures for Resignation

1. A Collegiate Member in good standing must submit a resignation letter to an Executive Board Member and present the letter at the next Chapter Meeting.

2. A Collegiate Member that owes dues or fines to the Chapter must submit a resignation letter to the National Council via the National Staff.

3. Reinstatement of a former Member who has resigned from the Chapter will require a two-thirds (⅔) vote of Active Members in the Chapter. A Member that has resigned following the process above in Section 10, Part B, will require a two-thirds (⅔) vote of the National Council to be reinstated.

Section 10: By the second Friday of the academic quarter, if a Member has not yet attended a meeting, Members are hereby required to maintain electronic communication with the official Zeta Sigma Facebook page or the Chapter email to establish their position as an Active Member. Members who do not maintain such contact will be notified that they must respond prior to the due date of the Membership Roster update; they are obligated to respond with affirmation of Membership if they wish to maintain their position as an Active Member. Those who fail to maintain contact will face expulsion from the Chapter. An appeal to revoke the expulsion can be made to the Chapter Executive Board.

 

Article IV: Disciplinary Actions of the Chapter

Section 1: Membership Delinquencies

All reports, fees and outstanding balances called for by the National Office or the Executive Board of the Zeta Sigma Chapter shall be forwarded promptly to the respective party by the due date. The Executive Board shall contact a delinquent collegiate Member as soon as possible regarding any reports, fees, and outstanding balances by the appropriate due date.  Failure to submit reports, fees, or outstanding balances by the appropriate due date shall subject the collegiate Member to a fine to be determined by the Executive Board. Further disciplinary action may be taken if deemed necessary by the Executive Board. Multiple or recurring offenses may subject the collegiate Member to further disciplinary action under the provisions of Section 3 below.

Section 2: Payment of Dues

Any Member that has not paid dues by the deadline prescribed without consulting the Chapter Treasurer for alternate financial arrangements or payment plans shall automatically be put on probation at the next Chapter meeting under the provisions of Section 3.

Section 3: Probation

1. A collegiate Member may be placed on probation by a majority vote of the Executive Board for any violation under Article III; Section 4.  Terms and length of probation shall be left to the discretion of the Executive Board. Details of probation shall be kept on file and discussed with the chapter in further action is required (see Section 4 below).

2. A collegiate Member may be placed on probation for willful misconduct, breach of the Chapter Bylaws or National Constitution, or conduct unbecoming of a Member of Phi Sigma Pi by a two-thirds (⅔) vote of the Active Members in good standing of the collegiate chapter.  Terms and length of probation shall be left to the discretion of the Chapter.

3. Collegiate Members on probation relinquish their right to vote in Chapter Meetings, may not be assigned an Initiate in the Initiation Program, and may not hold an Executive Board or Committee Chair position.  Collegiate Members that currently hold and Executive Board or Committee Chair position when placed on probation shall be stripped of their position and be unable to become re-appointed or elected to the Executive Board or Committee Chair position for the following term.

4. A collegiate Member who has been placed on probation or suspended may be reinstated at any subsequent meeting by at least a two-thirds (⅔) vote of the Active Members in good standing of the collegiate Chapter, after the terms of any disciplinary action have been completed.

Section 4: Hearing Procedures for Motions calling for Impeachment, Suspension, or Expulsion

1. A motion calling for impeachment, suspension, or expulsion, of a Member shall be accepted from an Active collegiate Member for failure to meet probationary requirements, gross willful misconduct, non-payment of National dues, breach of the Chapter Bylaws or National Constitution, or conduct unbecoming of a Member of Phi Sigma Pi.  This motion must be accepted by a two-thirds (⅔) vote of the Active Members in good standing of the collegiate Chapter before any action can be taken.

2. The Executive Board shall notify the accused Member and the official Chapter Advisor if there is to a hearing to impeach, suspend or expel a Member of the Phi Sigma Pi.  The notice shall be sent via email. The notice shall advise the accused Member of the time and place of the hearing.

3. A trial board shall be convened to investigate the validity of the motion for impeachment, suspension, or expulsion using evidence collected about the probationary Member’s misconduct (this information shall be discussed at the hearing).  The trial board shall consist of eight (8) Active Members in good standing and one (1) Executive Board Member, all of whom shall be chosen at random (not including the accused or the accuser). For further information regarding trial boards, see Robert’s Rules of Order, newly revised.

4. The trial board shall meet within two weeks of convening.  The trial board shall investigate the charges and make a recommendation to the Chapter within two (2) regular meetings.  In order for the trail board to reach an objective decision, both the accused and the accuser shall be granted equal time to present positions in relation to the case.

5. After the trial board makes its recommendation, it shall take a two-thirds (⅔) vote of the Active Members in good standing of the collegiate Chapter to impeach, suspend or expel the accused.  If the accused is impeached, immediate resignation from the office shall be required.

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Article V: Officers and the Executive Board

Section 1: The Officers (or Executive Board Members) of the Zeta Sigma Chapter are the President, Vice President, Secretary, Treasurer, Initiate Advisor, Historian, and Parliamentarian. These Members comprise the Executive Board and are responsible for maintaining the viability, enthusiasm, and image of the Chapter in accordance with the National governing documents of Phi Sigma Pi.

Section 2: All Executive Board Members shall possess at least the minimum requirements of the collegiate Member and may not be under disciplinary action from the University of Washington or Phi Sigma Pi nationally or locally. Candidates for President should have been a collegiate Member for at least one (1) academic term.

Section 3: Election of Executive Board Members

1. A supermajority of the Collegiate Members present at a regular meeting shall be required to elect Executive Board Members. These Members must be Active and in good standing with the Chapter.

2. Election of Executive Board Members shall be held at a regularly scheduled meeting with nomination having been taken from the floor at the previous Chapter meeting. If an office fails to garner nomination of a collegiate Member, then nominations for that office may be taken at the regularly scheduled meeting in which elections are being held.

3. Executive Board Members shall be elected no later than the second to the last meeting before the end of the Fall academic quarter to insure officer transition.

4. Executive Board Members shall be elected and installed each Spring quarter to serve for the ensuing term of office. The term of office shall be one (1) year, from June 1 to May 31. The old officer must facilitate an officer transition program that is four (4) weeks in duration.

Section 4: Additional officers may be elected at the discretion of the Chapter and shall be considered Members of the Executive Board.

Section 5: All Executive Board Members shall have one vote during Executive Board meetings.

Section 6: All Executive Board Members shall adhere to the duties as listed in the National Constitution, in addition to the duties listed in Section 8, below.

Section 7: All Executive Board shall submit all reports and forms to the Secretary by the date predetermined by the Secretary.

Section 8: Additional duties of each officer are as follows:

A.  President: the President shall:

1. Preside at all meetings of the Chapter;

2. Have removal power of all non-elected positions in the Chapter subject to the approval of the Executive Board;

3. Be recognized as the official representative of the Chapter;

4. Serve as the Chairperson of the Executive Board;

5. Be responsible for advising the Secretary on all correspondence, in accordance with the Chapter;

6. Call special meetings of the Chapter;

7. Prepare the agenda in consultation with the Executive Board;

8. Be responsible for informing the Chapter about the national activities of Phi Sigma Pi;

9. Serve as the Recruitment Management Advisor for the Chapter;

10. Assist and oversee the officer transition at the end of each Executive Board Member’s term;

11. Assume or delegate the responsibilities and roles of vacant Executive Board and Committee positions until the vacant position can be filled.

B.  Vice President: the Vice President shall:

1. Be responsible for all duties of the President in the President’s absence;

2. Act as coordinator and serve as the Ex-officio Member of the Chapter’s Standing Committees, excluding the Executive Board;

3. Accept all official responsibilities and obligations deemed necessary by the President;

4. Appoint all non-elected positions in the Chapter with the approval of the Executive Board;

5. Solicit reports from all the Committees/Committee Chairs;

6. Collect reports from all Chapter Standing Committees;

7. Develop a Risk Management Program that is in compliance with all regulations as defined in Article X, Section 1;

8. Educate Members and Initiates on the Risk Management Program of the Zeta Sigma Chapter at least two (2) times per academic year.

C.  Secretary: the Secretary shall:

1. Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record;

2. Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter;

3. Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated;

4. Preserve, supply, and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies;

5. Submit to the National Office the most up to date forms and Chapter Bylaws by the required due date(s);

6. Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all Members at the time of the Member’s Induction.  All Members shall be numbered sequentially in the Chapter Roll;

7. Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the sheltering institution to ensure continued affiliation;

8. If necessary, choose, with the approval of the Executive Board and a majority vote of the Active Members present at a regular meeting, an Assistant Secretary to aid in performing the duties of the office;

9. Preside over the meetings of the Chapter in the absence of the President and the Vice President.

D.  Treasurer: the Treasurer shall:

1. Report at the Chapter meetings the financial status of the Chapter accounts, including, but not limited to, delinquent Dues;

2. Remit appropriate monies to the National Office by the specified due date;

3. Propose, in conjunction with the Fundraising Committee, the budget for the next fiscal year;

4. Receive and record all moneys of the Chapter and provide for the monies’ security;

5. Adhere to the budget approved by the Executive Board and the Membership of the Chapter;

6. Pay all debts and expenses;

7. Maintain a record of receipts and expenditures, and balance the accounts;

8. Serve as an Ex-officio Member of the Fundraising Committee and all other general Chapter purpose monetary generated Committees;

9. Provide explanations to questions posed by the Executive Board (or Financial Review Board) for the completion of the financial report;

10. Preside over the meeting of the Chapter in the absence of the President, Vice President, and Secretary;

11. Relinquish possession of the records to the newly elected treasurer prior to the new officer installations;

E.  Initiate Advisor: the Initiate Advisor shall:

1. Be responsible for reviewing and updating the Initiation Program of the Chapter;

2. Be responsible for maintaining and upholding the integrity of the Initiation Program of the Chapter in relation to the rules of the sheltering institution, and any rules established by the Chapter;

3. Be responsible for the planning and implementation of the Initiation Program approved by the Members of the Chapter at the meeting prior to the first meet night held by the new Initiates

4. Report Initiation activities and send a complete detailed description of the Initiation Program to the National Office by the specified due dates;

5. Be responsible for ensuring that all newly inducted Members be taught the fraternal songs and history.

F.  Historian: the Historian shall:

1. Keep, collect, and preserve an accurate history of the Chapter;

2. Be responsible for placing news items concerning the Chapter in local and collegiate publications;

3. Provide the national office with historical items of the Chapter at the close of the academic year at the Chapter’s discretion.

G.  Parliamentarian: the Parliamentarian shall:

1. Maintain order at all official Chapter meetings and events.

2. Be responsible for maintaining and upholding Robert’s Rules of Order.

3. Review the Chapter Bylaws and submit proposed changes to the Chapter for their approval.

4. Preside over the Chapter meeting in the absence of the aforementioned Executive Board Members.

5. Be responsible for the attendance records of the Chapter;

Section 9: Vacancies

A.   Vacancies in the Executive Board shall be filled by nomination and election (as prescribed by these Bylaws) by the Chapter no later than the second regular Chapter meeting after the vacancy occurs.

B.   The officer-elect shall be installed after election and shall serve out the remainder of the predecessor’s term of office.

 

Article VI: Chapter Standing Committees

Section 1: Chapter Standing Committees (hereafter referred to as “Committees”) exist each academic year.  The Vice President shall have the authority to form special (ad-hoc) Committees with the approval of the Executive Board when the need arises.

Section 2: The Vice President and the Chairperson of each Committee shall serve on the Chapter’s Executive Council.

Section 3: Chairperson Responsibilities

1. The Chairperson of each Committee will serve as a voting Member on the Executive Council, which will help to advise the Executive Board on each Committee’s activities.

2. The Vice President shall have the authority to appoint Committee Chairpersons for one academic term.

3. The Chairperson of each Committee shall submit required form(s) to the Corresponding Secretary by the date predetermined by the Corresponding Secretary.

4. The Chairperson of each Committee shall attend all of their Committee events unless an expected excused absence, as defined in Article III, Section 4, from an event has been communicated to and approved by the Executive Board within the first week of the academic term. 

Section 4: Standing Committees

1. Fundraising Committee: Plans all revenue making projects for the Chapter.

2. Service Committee: Plans projects for the Chapter Members to become involved with service to the university and surrounding communities, and coordinates activities with the Chapter philanthropy.

3. Fellowship Committee: Plans social, recreational, and intramural events. Includes Alumni Liason.

4. Scholarship Committee: Creates Chapter awards for deserving Members, plans educational and cultural events for the Chapter, provides speakers for the Chapter on topics concerning students, and maintains a program to ensure each Member is upholding the high academic standards of Phi Sigma Pi.

5. Public Relations/Recruitment Committee: Promotes the public image of the Chapter to the university and surrounding communities and creates a Chapter newsletter/newsfeed. Plans and implements the Recruitment of new Members through the Recruitment program as approved by the Chapter and ensures that all Recruitment activities are in accordance with the National Constitution. Plans and implements the Initiation program as approved by the Chapter and Initiate Advisor, promotes and instills in the Initiates the ideals of Phi Sigma Pi, ensures that all Initiation activities are in accordance with the National Constitution.

Section 5: Standing Committee Events

Definitions:  Novel events are defined as events that have a specific time, date, and location per academic term.  Rolling events are defined as events that have no set date or time; but may be done on an ad-hoc or recurring basis to fit the schedules of the Collegiate Members.

Each standing Committee is required to plan at least two (2) events per academic term and provide reasonable accommodations for all attendees with disabilities. At least one (1) of these events must be novel.

Dates for novel events must be finalized and submitted to the Executive Board by no later than the third (3rd) general meeting of the term for which the events are planned.  Planning for these events prior to the first general meeting is, therefore, highly encouraged.

 

Article VII: Chapter Advisors

The Chapter Advisor of the Zeta Sigma Chapter shall be elected by the Members of the Zeta Sigma Chapter following a nomination by a Chapter Member in a manner approved by the University of Washington.  To effectively counsel the Chapter and the Members, the Advisor must be a full-time faculty or staff of the University of Washington, and shall make a reasonable attempt to ensure that all business conducted by the Zeta Sigma Chapter meets the University of Washington policies.

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Article VIII: Dues and Finances

Section 1: To ensure financial security, the signatures of both the President and the Treasurer shall be required on any fraternity financial disbursements.  Only dual-signature payment instruments shall be used to draw funds against the financial accounts of the Zeta Sigma Chapter.

Section 2: The Chapter may not possess a line of credit, a credit card, or debit card in the name of the Zeta Sigma Chapter and/or “Phi Sigma Pi National Honor Fraternity.”

Section 3: In addition to the National Dues of Phi Sigma Pi, the Zeta Sigma Chapter shall levy additional Chapter dues, in accordance with Chapter needs. Each Member shall pay these specific dues, as determined by the Zeta Sigma Chapter, to the Treasurer no later than the third (3rd) regularly scheduled meeting.

Section 4: To ensure that a viable fund shall be on hand at all times to provide for any emergency allocations which may occur, the Chapter shall recognize two (2) account balance thresholds, as follows:

1. If the treasury falls below two hundred dollars ($200), it shall be sealed.  Thus, expenditures from the treasury shall be limited until the funds in the treasure are over two hundred dollars ($200).  If any withdrawal of funds is requested from the sealed treasury, a motion shall be made and passed by a two-thirds (⅔) vote of the Active Members in good standing of the collegiate Chapter before any money is released from the treasury. Outstanding balances and National dues owed to the national office and other debts owed to third parties shall not be subject to this action.

2. A minimum balance of one hundred dollars ($100) or what is required by the financial institution at which the Zeta Sigma Chapter’s accounts are held, whichever is greater, shall be established for the treasury.

Section 5: The Zeta Sigma Chapter’s fiscal year begins July 1 and ends the following June 30.  The financial policies of the Zeta Sigma Chapter shall be governed by a budget adopted at the beginning of each calendar year.

Section 6: Regardless of event attendance and participation, all Members registered as Active on the Membership Roster are required to pay dues. Those who fail to pay dues will be automatically expelled from the Chapter, pending appeal. An appeal to revoke the expulsion can be made to the Chapter Executive Board and passed by a majority of the Chapter’s Brothers. Failure to pay dues for two consecutive quarters or three non-consecutive quarters will result in permanent expulsion from the Fraternity.

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Article IX: Meetings

Section 1: The Chapter shall regularly meet every week at a time and place to be determined by the Chapter. The date of the first scheduled meeting of the following academic term shall be called by the President at the last meeting of the present academic term.

Section 2: Quorum shall consist of a supermajority, as in two-thirds (⅔) of Collegiate Members that are Active and in good standing.

Section 3: The following rules shall be followed for conducting regular meetings: The National Constitution, the national operation policies, the Zeta Sigma Chapter Bylaws and Robert’s Rules of Order, newly revised.

Section 4: The Zeta Sigma Chapter’s voting procedures shall follow Robert’s Rules of Order, newly revised.

 

Article X: Rules and Regulations

Section 1: The Zeta Sigma Chapter shall follow federal, state, and local laws and abide by the rules of the University of Washington.

Section 2: The Zeta Sigma Chapter shall follow the rules/regulations as provided in the National Constitution, the National Operating policy, the National Risk Management policy, and other governing documents provided by the National Office.

 

Article XI: Constitution

Section 1: Adoption

These Bylaws shall become effective upon approval by the Membership of the Zeta Sigma Chapter of Phi Sigma Pi Honor Fraternity and by the University of Washington, if such approval is required in order to remain in good standing with the sheltering institution.

Section 2: Amendments

These Bylaws may be amended at any regular or special Chapter meeting by a two-thirds (⅔) vote of the collegiate Members, provided the Amendment was submitted in writing to the entire Chapter at the previous regular meeting. The updated Bylaws including any new Amendments shall be submitted to the University of Washington upon approval by the collegiate Members, if such submission is required in order to remain in good standing with the sheltering institution.

Section 3: Dissolution

In the event of dissolution of the Zeta Sigma Chapter of Phi Sigma Pi National Honor Fraternity, the Chapter’s assets and finances shall be disbursed in accordance with the National Constitution.