Panhellenic Bylaws

Bylaws of the Panhellenic Council at Ohio Wesleyan University

ARTICLE I. Finance

1. Fiscal Year: The fiscal year of the Ohio Wesleyan University Panhellenic Council shall be from the beginning of the school year to the end of the school year, inclusive.
2. Contracts: The signatures of both the Panhellenic Council President and Treasurer shall be required to bind the Ohio Wesleyan University Panhellenic Council.
3. Checks: All checks issued on behalf of the Ohio Wesleyan University Panhellenic Council shall be drawn and signed by the Treasurer and countersigned by the President.
4. Payments: All payments due to the Ohio Wesleyan Panhellenic Council shall be made to the Treasurer who shall duly record them. Checks for payment should be made payable to the Ohio Wesleyan University Panhellenic Council.
5. Membership Dues: The dues shall consist of $7.50 per initiated member and $17.50 per new member. Dues shall be paid by the date set by the Panhellenic Treasurer in a letter sent to house treasurers on Bid Day. Late fees are set at $25 for every day a house dues are delinquent and these fees will be implemented by the Panhellenic Council.
6. Attendance:

   PANHELLENIC POINT SYSTEM

   The Panhellenic Council does not want to impose fines for lack of attendance at Panhellenic events. We feel that attendance at educational and social events is crucial and beneficial for a united Greek Community. Attendance should be rewarded, not sanctioned. These events will be announced at the weekly Panhellenic meeting at least two weeks prior to the event.

   1. One point will be awarded for delegate attendance at Panhellenic full body meetings. Alternate delegate attendance is acceptable.
   2. One point will be awarded for President attendance at Panhellenic full body meetings. VP attendance is acceptable.
   3. One point will be awarded for meeting the attendance requested by Panhellenic Council at each Panhellenic sponsored event. If attendance percentage is not met, the chapter with the highest percentage will be awarded a point.
   4. Attendance will be recorded by the Panhellenic officer, chairperson, or delegate who plans the event.
   5. It is the responsibility of the chapter members to sign the attendance sheet at each event where they are present, unless a roll call is taken.
   6. The executive board will be allowed a total of three absences from either executive or full body meetings per semester. If absences exceed two, a conference will be requested with the Panhellenic President and the CGA.

   Point totals will be used at the end of the year as part of the criteria for the Panhellenic Involvement Award at Greek Awards. The chapter with the best overall involvement will receive the award.

ARTICLE II. Election and Selection of Officers

1. Election shall be coordinated by the President and Vice President.
2. The offices of the Panhellenic Council President, Vice President, Secretary, Treasurer, and Co-Vice Presidents of Recruitment must be initiated members of any member chapter, and shall be elected as members-at-large. Those elected to these offices must not hold the position of President, the administrative Vice President, or Recruitment Chair in her respective chapter.
3. The nominees for the Panhellenic Council office shall be voted upon by the members of the member chapters. The chapter’s vote shall represent the majority of the chapter. Each nominee may run for one and only one executive office position.
4. The offices and chairs of the Panhellenic Council shall serve a term of one year, the term of office to be voted on within two weeks of the end of the first semester.
5. The Committee Chairpersons shall be Scholarship, Service, Co-New Member Education, Risk Manager, Greek Activities, Greek Vine, Co-Public Relations, WCSA Liaison, and Women’s Issues.
6. A chairperson may be selected from any NPC group that has been recognized by the University for one year or more.
7. In order to participate in the election or selection for Panhellenic office, a woman must have a minimum cumulative grade point average of a 2.5 and be in good standing in her chapter. If a woman falls below these standards while in office, she shall identify herself to the Panhellenic President and Coordinator of Greek Affairs (CGA). Upon a consultation of her academic status, one of the two paths will be followed: 1) regular meetings will be set up with the Coordinator of Greek Affairs and Scholarship Chair or President; or 2) the officer will be removed from office.

ARTICLE III. Officer Duties

Executive Board

The President shall:

1. Have overall responsibility for the operations of the Panhellenic Council.
2. Call and preside over all regular and special meetings of the Ohio Wesleyan University Panhellenic Council.
3. Preside at all regular and special meetings of the Panhellenic Executive Boards.
4. Co-sign all Panhellenic bank checks and contracts.
5. Serve as an ex-officio member of all Panhellenic committees with voice but no vote.
6. Report to the national Panhellenic Conference Area Advisor as necessary.
7. Travel to and attend pertinent conferences such as the annual Mid-American Greek Council Association (MGCA).
8. Meet with the CGA once a week in a joint session with the Interfraternity Council President, and meet with the CGA one-on-one on an as-needed basis.
9. Meet jointly with the Interfraternity Council President and the Director of Student Life within the first four weeks of office, and on an as-needed basis as deemed so by the director.
10. Meet jointly with the Interfraternity Council President and the President of the University within the first four weeks of office, and on an as-needed basis as deemed so by the University President.
11. Maintain a complete President’s file including copies of the Ohio Wesleyan University Panhellenic Council’s Constitution, Bylaws, and the Standing Rules, current budget, current NPC Manual of Information and related materials, current materials received from the NPC Area Advisor and related correspondence, and any other pertinent materials.
12. Call and preside over the President’s Council, a body comprised of all NPC chapter presidents at Ohio Wesleyan.
13. Be responsible to revise the organizational documents of this Council annually.
14. Implement one joint meeting per month with the Interfraternity Council such that both bodies meet mutually in business meeting format presided by both Panhellenic and Interfraternity Council Presidents.
15. Facilitate with the Interfraternity Council President at least once per month to comprise the Leader’s Series. This series shall address any issues pertinent to chapter and/or Greek leaders.
16. Perform any and all other duties pertaining to this office as stated in the Constitution, Bylaws, or standing rules.
17. Work with the Vice President on the election process.
18. Disassociate from her respective Panhellenic chapter for the fall semester, through Formal Recruitment, of her term in order to best represent the Greek community.

The Vice President shall:

1. Be responsible for the organization of the Panhellenic Council and perform the duties of the President in her absence, inability to serve, or as needed.
2. Be familiar with the National Panhellenic Conference rules and the Ohio Wesleyan University Panhellenic Council Constitution, Bylaws, and Standing Rules such that she may apply them to everyday business of the Council.
3. Serve as the chairperson of the Panhellenic Council Standards Board.
4. Be responsible for coordinating all chairpersons’ activities and organizing officer notebooks.
5. Organize the Panhellenic calendar each semester with assistance from officers as needed, continue to update and maintain the Panhellenic Calendar, inform the Council of any changes as needed.
6. Coordinate with the Interfraternity Council Executive Vice President and the CGA, for the annual Greek Awards night. This ceremony shall honor and acknowledge outstanding Greeks and outstanding chapters in a variety of categories.
7. Work with the President on elections.
8. Disassociate from her respective Panhellenic chapter from November 1 through Formal Recruitment, of her term in order to best represent the Greek community.

The Secretary shall:

1. Maintain an up-to-date roll of the members of the Panhellenic Council and call it at meetings.
2. Keep full minutes of the Panhellenic Council and Executive Board. Records of any and all actions taken as a result of these meetings should be thoroughly maintained as well.
3. Distribute a copy of all minutes to each chapter, all council members, the NPC Area Advisor, and the CGA.
4. Prepare a full body roster as soon as possible after elections and at the commencement of the school year, but no later than one week following each condition specified.
5. Coordinate registration/travel arrangements for conferences to be attended by Ohio Wesleyan Greek women on behalf of the Panhellenic Council.
6. Be responsible for Council correspondence (i.e. thank you cards and get-well notes) unless directed otherwise.
7. Brief new chapter delegates about the operations and expectations of the Panhellenic Council.
8. Maintain up-to-date file of Panhellenic Council minutes from the date of origination, current correspondence, and contracts.
9. Publish the minutes from the file onto the Ohio Wesleyan University Greek Life Web site.
10. Distribute a copy of the Bylaws of the Panhellenic Council at Ohio Wesleyan University, either physically or electronically, to each member of the Panhellenic Council, including the Executive Board, Chairpersons, and individual house Representatives and Presidents, immediately upon beginning her term.

The Treasurer shall:

1. Be responsible for the general supervision of the finances of the Ohio Wesleyan University Panhellenic Council.
2. Be responsible for the preparation of the Council’s annual budget and, following its approval by the Council, distribute a copy to its member fraternities.
3. Receive all payments due to the Panhellenic Council, collect all dues, and issue receipts for all moneys received.
4. Be responsible for the prompt payment of any bills received by the Panhellenic Council.
5. Attend all relevant meetings with the Wesleyan Council on Student Affairs (WCSA) and other organizations for programming funds whenever possible and/or appropriate.
6. Initiate fundraising activities at least once per semester.
7. Sign Panhellenic Council contracts whenever authorized to do so with the President.
8. Prepare a final statement of financial activities at the close of her term in office.
9. Perform any and all other duties pertaining to this office.

The Co-Vice Presidents of Recruitment shall:

1. Plan and coordinate the Panhellenic formal Recruitment activities in conjunction with the CGA.
2. Plan and coordinate all Panhellenic Recruitment workshops and Information Nights.
3. Plan and coordinate all meetings that provide a means and opportunity to evaluate the Recruitment system.
4. Serve as the editors of the Recruitment book and any other materials conveying information pertaining to both formal and informal recruitment.
5. Select and coordinate the education and activities of the Recruitment Counselors.
6. Perform any and all other duties pertaining to this office, including but not limited to Revising the Recruitment Guidelines in the spring semester of each year, Recruitment sign-ups, and open communication with freshman women and unaffiliated upper-class women.
7. Organize at least two Panhellenic Recruitment Events in the fall semester.
8. Organize monthly meetings with the Recruitment Chairs.
9. Plan and organize a recruitment workshop involving all chapter recruitment chairs, chapter advisors, and chapter presidents.
10. Oversee PR for recruitment.
11. Disassociate from their respective Panhellenic chapters for the fall semester, through Formal Recruitment, of their term in order to best represent the Greek community.

Chairpersons

The Scholarship Chairperson shall:

1. Plan a scholarship ceremony each semester to recognize Greeks for outstanding academic achievements within a month of the beginning of the semester.
2. Ensure each chapter has a faculty advisor and that said advisor is utilized.
3. Coordinate an event, i.e. a luncheon, each semester for chapter advisors and chapter scholarship chairpersons.
4. Facilitate a relationship with the Order of Omega honorary by keeping the Greek organizations in Panhellenic Council up to date with the membership selection process.

The Service Chairperson shall:

1. Keep records of chapter accomplishments in philanthropic and service events.
2. Organize events as deemed necessary by either the Service chairperson or the Panhellenic Council.
3. Work with the IFC representative to plan at least one joint service project per semester.
4. Maintain up-to-date information about service needs in the community for chapter reference.

The Risk Manager Chairperson shall:

1. Be well versed in the social policies of Ohio Wesleyan University and the member national organizations (i.e. BYOB) such that she may serve as a resource person for chapter social chairpersons.
2. Conduct an annual safety inspection of sorority lodges.
3. Conduct an annual Risk Management Seminar in conjunction with the IFC Risk Manager.
4. Insure that all sorority lodges are inspected for fire safety annually by a certified fire inspector during the academic term and collect a copy of the report for records of the Panhellenic Council.

The Co-New Member Education Chairpersons shall:

1. Organize an informational meeting for all sorority new member educators in the semester prior to formal recruitment.
2. Organize the Trilogy speaker series in conjunction with the IFC New Member Education Chair(s).
3. Plan the New Member retreat following recruitment each semester.
4. Sit as a representative on Campus Programming Board to coordinate activities with them and report back to the Council.

The Greek Activities Chairperson shall:

1. Plan and implement Greek Week activities in conjunction with the IFC representative. A tentative schedule of events must be presented at a full body meeting when member chapters vote to approve the Panhellenic calendar.
2. Plan and implement an all sorority event in the spring semester.
3. Plan and implement All-Greek social activities and All-Greek parties.
4. Work interactively with the Co-VP’s of Recruitment to bring more Greek awareness to campus and plan programs to exhibit our Greek letters positively on campus.

The Greek Vine Chairperson shall:

1. Produce a monthly newsletter about Greek News and events in conjunction with the IFC representative.
2. Circulate the newsletter to appropriate chapter officers, advisors, and University faculty and staff.
3. Maintain and update the Panhellenic Council Web site.

The Co-Public Relations Chairpersons shall:

1. Be responsible for all forms of publicity dealing with the activities and affairs of the Ohio Wesleyan University Panhellenic Council.
2. Ensure all Panhellenic events are well publicized in advance. This publicity may include, but is not limited to, flyers, table tents, banners, and mass mailings.
3. Work closely with the Executive Board and the Committee Chairpersons to inform the news media of favorable publicity concerning the Panhellenic Council or its member groups.
4. Prepare a comprehensive press release each semester of member groups’ activities and circulate it to media organizations and member groups’ national headquarters.
5. Implement bulletin boards in the Student Center about Panhellenic and/or Greek activities.

The WCSA Liaison Chairperson shall:

1. Attend WCSA meetings.
2. Report to the Panhellenic Council the activities of WCSA.
3. Work with WCSA and Panhellenic members for upcoming events and activities.

The Women’s Issues Chairperson shall:

1. Once a semester, a committee will be formed consisting of the Panhellenic representatives from each chapter and the Women’s Issues Chair to present a forum, speaker, or program concerning issues of interest to women.
2. Assist with Women’s Week in the spring and Safety Week in the falls as directed by the coordinator of that week, and coordinate at least one co-sponsored event for each of these programs.
3. Shall be a representative to any and all groups that concern women’s issues and work closely with the Women’s Resource Center in bringing speakers and events to campus.

The Standards Board Chairperson shall:

1. Be the current Panhellenic Vice President.
2. Call the Judiciary Board together as needed to handle any violations of the Ohio Wesleyan University Panhellenic Council Constitution, Bylaws, Standing Rules, Recruitment Regulations, and NPC UNANIMOUS AGREEMENTS. Follow the NPC Judicial Process as outlined in The NPC Manual of Information Section J1-16.
3. Educate the council on Standards Board procedures at the beginning of the academic year.

The Chapter Delegate shall:

1. Attend weekly Panhellenic Council meetings and report all pertinent information to Panhellenic Council and back to her respective chapter.
2. Assist Officers and Chairpersons with Panhellenic Council programming.
3. Bring at least one new member per week to the Panhellenic Council meeting during the second semester.
4. If the delegate cannot attend, she shall send an alternate.
5. Shall be the voice of her chapter during Panhellenic voting.
6. Shall be responsible for completing official paperwork requested by the Panhellenic Council, and returning it to the Secretary by the date specified. Failure to meet the deadline will result in a penalty for the chapter, which will be decided upon at the beginning of each semester.

ARTICLE IV. The Executive Board

The Executive Board shall:

1. Be composed of the Panhellenic President, Vice President, Secretary, Treasurer, and Co-Vice Presidents of Recruitment.
2. Meet weekly to discuss and prepare the business of the Panhellenic Council.
3. Be allowed a total of three absences from either executive or full body meetings per semester. If absences exceed three, a conference will be requested with the Panhellenic President and the CGA.
4. Appoint all standing and special committee chairpersons and member, and in making these appointments shall recognize representation from all member fraternities.
5. Administer routine business between meetings of the Panhellenic Council when advisable and such other business has been approved for action by Panhellenic Council vote.
6. Report all actions taken by the Executive Board at the next regular meeting of the Panhellenic Council through the Secretary and record such comments in the minutes of the meeting. Executive Board decisions shall be subject to a vote of approval from Panhellenic delegates when decisions shall significantly affect house activity.
7. In the event that a Panhellenic chapter does not have representation on the Executive Board, such a chapter may send a representative to attend Executive Board meetings. This representative must be either the President or administrative Vice President from the respective chapter. The representative shall be excluded from voting.

ARTICLE V. Standing Committees

The standing committees of the Ohio Wesleyan University Panhellenic Council shall be: Judiciary, Service, Scholarship, New Member Education, Risk Manager, Greek Activities, Greek Vine, Public Relations, Women’s Issues, and WCSA Liaison. The standing committee members shall include the corresponding officers from all member chapters. In other words, all new member educators are members of the New Member Education committee and shall meet in an effort to communicate with and assist one another with implementation of their duties.

ARTICLE VI. Administration of Membership Selection

1. Formal Recruitment shall be held in the spring.
2. The National Panhellenic Conference New Release Figures will be used throughout formal recruitment.
3. The preferential bidding system shall be used.
4. Chapters that do not fill basic quota during formal recruitment may continue to give bids to women until quota is reached even though it may put them over total.
5. Every regularly enrolled new member, initiate or officiate of the chapter shall be counted in the chapter total.
   1. A list of pledged, initiated, and affiliated members shall be filed with the President of the Panhellenic Council and the CGA when dues are submitted.
   2. Any depledging or other change in membership status shall be reported to the CGA no later than one week after it has occurred using the sorority change of status form.
6. During the spring semester, the Recruitment Chairs shall draw up and present recruitment guidelines and regulations to the Panhellenic Council for the ensuing school year; those rules shall be subject to the member chapters’ approval.
7. The Recruitment Counselors may not take part in any Recruitment activity during the fall semester through Formal Recruitment for their individual houses.
8. The Panhellenic Council does not recognize the following as active members in determining membership quota fulfillment or scholarship rating:
   1. Graduate students, graduated students, or students who have transferred.
   2. Any member of a sorority away for an entire school year.
   3. However, any member away for a portion of the school year is counted in the total.
9. All member fraternity officers should educate their members about the recruitment rules as stated annually; all members are bound to uphold every rule in both letter and spirit. Handling alleged violations is discussed elsewhere in this document and in the Ohio Wesleyan University Recruitment Rules Defined.
10. Chapter total is set at 60. Total shall be reevaluated at the end of every academic year.
11. All other rules and regulations involving recruitment activities shall be only in the Recruitment Guidelines.

ARTICLE VII. Requirements for Membership Selection and Initiation

1. A Panhellenic Council member fraternity may not issue an invitation to membership or formally pledge a woman during any school recess.
2. A woman must be a regularly matriculated full-time student to be eligible for recruitment and pledging.
3. All returning students must have a minimum scholarship requirement for pledging through formal recruitment, informal recruitment, or continuous open bidding, consisting of a 2.5 cumulative GPA. The bid must be made on the Ohio Wesleyan University campus and the new member must be enrolled in the University at the time of becoming a new member. The GPA requirement to become a new member through formal recruitment, informal recruitment, or continuous open bidding shall be no higher than the lowest GPA requirement so as not to hinder any sorority.
4. A new member may be initiated whenever she has met the requirements of the fraternity to which she has accepted a bid.

ARTICLE VIII. Hazing

All forms of hazing during Bid Day activities, pre-initiation activities, and/or Big/Little Week activities which are defined as hazing shall be banned. Hazing is defined as any action taken or situation created, intentionally, whether on or off the fraternity or University premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule. Such activities and situations include, but are not limited to, creation of excessive fatigue; physical or emotional shocks; wearing apparel which is conspicuous or not in normally good taste; engaging in public stunts or jokes; morally degrading games or activities; late night sessions which interfere with academic pursuits or sleep; or any other activities which are not consistent with the regulations and policies of the University, fraternity, or city/state/federal law.

The hazing standard employed for all member fraternities shall be: If you (the chapter) would be embarrassed for a parent, professor, advisor, or National Fraternity Officer to view your activity (or feel you would have difficulty explaining the purpose of the activity to them) the activity should be rethought by the chapter’s officers and members. In this case, the chapter should consult the CGA, their National Headquarters, advisors, and/or the Panhellenic Council President for advice and programming ideas.

ARTICLE IX. Extension

1. When all NPC and NPHC chapters at Ohio Wesleyan University are close to or over Total, the Panhellenic Council shall consider raising total or adding another chapter.
2. Such a chapter should be organized through colonization by an NPC/NPHC fraternity or through an organization of a local sorority, which may petition an NPC/NPHC fraternity for a chapter.
3. Consideration should be given to NPC/NPHC fraternities that have previously had chapters on the campus and to those NPC/NPHC fraternities, which have filed letters expressing interest in colonization at Ohio Wesleyan.
4. Only Regular members of the College Panhellenic Council shall vote on extension matters.

ARTICLE X. Alcohol Policy

Panhellenic Council must uphold the laws in concept, spirit, and letter, of the University, of our Fraternity, and of the state of Ohio. Refer to the Code of Student Conduct handbook supplied by the university.

ARTICLE XI. Violations

Any violation shall be dealt with as specified in the NPC Manual of Information under section J1-16.

ARTICLE XII. Regulations

1. Official notification of the following shall be filed with the CGA each term:
   1. Names of all women pledging.
   2. Names of all women whose pledges have been broken and the date the pledges were broken.
   3. Names of all women who have been terminated or lost their right of membership in the fraternity and the date the right was lost.
   4. Names of all women who have become inactive and the effective date of their inactive status.
   5. Names of all new initiates at least two weeks after the ceremony.

ARTICLE XIII. Rules of Order

The Ohio Wesleyan University Panhellenic Association and its Panhellenic Council shall be appropriately governed by Robert’s Rules of Order, newly revised, except in matters specifically provided for in the Constitution, Bylaws, and Standing Rules.

ARTICLE XIV. Member Chapter Responsibilities

1. Chapters must send the mandated amount of members to required events.
2. Chapters will vote on the calendar and any adjustments made to the calendar.
3. Chapters need to send a delegate to Panhellenic Council full body meetings.
4. The President of a member chapter must attend Panhellenic Council meetings or send a Vice President.
5. Member chapters must submit election time line to President or Vice President of Panhellenic 30 school days prior to elections for notification.
6. Member chapters are required to give lists of all members who attend Panhellenic events to the Panhellenic Secretary no later than 5 days following the event.

ARTICLE XV. Amendments

The Bylaws may be amended by a two-thirds vote (4) of the voting members of the Panhellenic Council, provided notice of the proposed amendment has been give in writing at the preceding regular meeting. The Bylaws shall be considered for revision annually; such revision to be completed before the end of the first semester.

ARTICLE XVI. Trilogy

1. Statement of Purpose:

The trilogy series is a set of three events that the Greek councils believe will promote growth and development through a variety of approaches as well as stimulate unity, leadership, and education for the entire Greek community.

2. Attendance
   1. Each chapter must attend the three trilogy events per semester determined by the New Member Educators and Panhellenic Council.
      1. Panhellenic Council must inform chapters of trilogy event dates and times at least two weeks in advance.
   2. 85% attendance is required of all chapters to all trilogy events.
   3. Chapters must inform New Member Educators at least one week in advance if a trilogy event conflicts with a previously scheduled house event. In this event, the New Member Educators will designate another trilogy to replace it, subject to chapter approval of the date.
3. Excuses
   1. Excuses for those members who will not be able to attend a trilogy event are due to the New Member Educators no fewer than two days in advance of the event.
   2. The number of members with acceptable excuses will be added to the number of members who attended when calculating the percent attendance.
   3. Acceptable excuses include:
      1. Class and related activities (ex: review sessions, rehearsals, performances)
      2. Athletics
      3. Work
      4. Serious illness
      5. Immediate family emergencies
      6. Extenuating circumstances will be considered by the New Member Educators and the Panhellenic Council if necessary
4. Academic outside work does not count as an excuse for trilogy events.
5. Consequences
   1. Late excuses will not be accepted and will count as an absence.
      1. Only emergency excuses will be considered if late, as long as the New Member Educators are informed of the situation as soon as possible.
   2. Chapters that do not meet the required attendance percentage of 85% will be fined $7.00 per unexcused person.
   3. Each chapter must attend three trilogy events by the completion of the semester or the chapter will be required to host a Panhellenic approved event by the following semester.

(Revised and Updated in August 2006 by Amanda Matthews, Panhellenic Council President.)