Pan-Hellenic Council
Texas A&M University
Bylaws

Last amended April 24, 2002

ARTICLE V – OFFICERS

Section 1. Elected Officers: The elected officers of the Council shall be: President, Vice President, Secretary, Treasurer, Standards, Historian, Student Government Representative, Social Chair, Service Chair, and Chaplain.

1. An elected officer shall not vote unless he or she is the voting representative for his or her affiliate organization.
2. The Pan-Hellenic Council President cannot be the voting representative for his or her organization and he or she cannot be the president of his or her organization.
3. No individual shall hold office for more than two consecutive terms nor shall any organization hold office of both president and vice president within the same year.
4. All candidates must be enrolled and in good standing with the university. Students selected, elected or appointed as officers (an officer is an individual in a leadership position as defined in the organization's constitution) in officially recognized student organizations shall have at least a 2.00 cumulative grade point ration and at least a 2.00 grade point ratio in the semester immediately prior to the election/appointment, the semester of election/appointment and semester(s) (all summer course work is considered summer semester) during the term of office. In order for summer school grades to qualify as previous semester grades, a minimum of six hours must be taken during the course of either the full or two summer session(s).
   

Section 2. The Council shall have as primary advisor a representative for the TAMU Department of Student Life, Office of Greek Life.

Section 3. Election and Terms of Office: Nominations for new officers shall be at the first general meeting in March. Elections for new officers shall be at the first general meeting in April. The newly elected officers shall become active at the following general meeting.

1. All candidates shall be required to give a speech, not exceeding five (5) minutes, detailing their reasons for seeking office and their qualifications.
2. The mode of elections shall be by secret ballot after direct nomination from the floor. The nominee receiving simple majority shall be elected. In the case of a tie, a run-off shall be held between the candidates. The candidate receiving the highest number of votes shall be declared the winner.
3. In the case of three (3) consecutive ties reached by the membership, the Executive Committee will determine a winner by a simple majority.

Section 4. Vacancies and Impeachment: In the event of a vacancy in office, all vacant offices shall be appointed by the Pan-Hellenic Council President with approval of the Executive Officers.

1. Removal from Office: All elected officers may be subject to impeachment consistent with violation of any Article of the PHC at TAMU Bylaws.
2. Procedure: Any active member organization may bring an officer of the PHC at TAMU up for impeachment with due cause. The alleged violations must be presented in writing and appear with the sponsoring organization on the established agenda.
   1. Any officer with two (2) consecutive unexcused absences in any given semester may be subject to removal from office.
   2. Any officer with three (3) total absences in any given semester may be subject to removal from office.
   3. An acceptable excused absence must be submitted in writing to the President and the Secretary forty-eight (48) hours prior to the meeting or event.
3. Notification: Judicial Board members will be notified in writing of the alleged charges, the PHC at TAMU officer accused and the date and time of the complaint.
4. Hearing: The PHC at TAMU Judicial Board will convene and formally hear the accusations of the sponsoring organization and the rebuttal from the accused PHC at TAMU officer.
5. Sanctions:
   1. Removal from office (2/3 vote of the Judicial Board required)
   2. Probation and review
   3. Fine (amount to be determined by the Judicial Board)
   4. Educational Sanction
   5. Combination of the above.
6. Decision: The decision of the Judicial Board is Final.

ARTICLE VI – QUALIFICATIONS OF OFFICERS

Section 1. Qualifications of Officers: The President and Vice President shall have the following qualifications:

1. In good standing with their respective Pan-Hellenic affiliate organization.

2. At least one year membership in affiliate organization.

3. Have a minimum 2.25 cumulative G.P.A. and at least a 2.00 grade point ratio in the semester immediately prior to the election/appointment, the semester of election/appointment and semester(s) (all summer course work is considered summer semester) during the term of office. In order for summer school grades to qualify as previous semester grades, a minimum of six hours must be taken during the course of either the full or two summer session(s).

4. All other officers shall have the following qualifications:

   1. In good standing with their respective Pan-Hellenic affiliate organization

   2. One semester as member in affiliate organization, except under extenuating circumstances.

   3. Students selected, elected or appointed as officers (an officer is an individual in a leadership position as defined in the organization's constitution) in officially recognized student organizations shall have at least a 2.00 cumulative grade point ration and at least a 2.00 grade point ratio in the semester immediately prior to the election/appointment, the semester of election/appointment and semester(s) (all summer course work is considered summer semester) during the term of office. In order for summer school grades to qualify as previous semester grades, a minimum of six hours must be taken during the course of either the full or two summer session(s).

ARTICLE VII – OFFICERS AND THEIR DUTIES

Section 1. PRESIDENT: The President shall be the Chief Executive of the Council. It shall be the duty of the President:

1. to be the official representative of the Pan-Hellenic Council At Texas A&M
2. to preside at all meetings of the Executive Committee and the Council
3. to appoint committees and serve as Ex-Officio member of all committees
4. to authorize the disbursement of Council funds and to sign checks whenever necessary, and
5. to ensure that the Pan-Hellenic Council operates in accordance with the Constitution and Handbook of the National Pan-Hellenic Council, Inc. and University Policy and Procedures.

Section 2. VICE PRESIDENT: It shall be the duty of the Vice President:

1. to assume all duties in the absence of the President
2. to exercise supervision over the activities of the social committee, service committee, programming committee and any other appointed committees
3. to serve as the chairperson of the programming committee and organize NPHC week each semester and other Council programs
4. to serve as the Office Manager

Section 3. SECRETARY: The Secretary shall:

1. keep a strict record of the proceedings of the Council and shall keep record of all documents of the Council
2. prepare minutes of each Council meeting and keep them available at all times in a permanent bound notebook
3. maintain a roster of all Executive Officers and member organization's presidents
4. take attendance at all meetings,
5. be responsible for publishing a monthly Pan-Hellenic Council calendar and immediately notifying the organizations of any conflicts in tentative calendars of the member chapters (i.e. programs)
6. issue all necessary correspondence on behalf of the Council
7. read and announce Council correspondence at general meetings
8. insure that the Council is furnished with reports from other campus organizations and shall exchange information with these organizations
9. perform other secretarial duties as assigned by the President

Section 4. TREASURER: The treasurer shall:

1. prepare in cooperation with the President and Advisor, applications for University funding through Student Services Fees and other University departments
2. plan and recommend a budget to the Executive Board
3. recommend financial policies to the Executive Board
4. advise Executive Board on ways to raise funds for expenditures
5. collect all dues and other monies for the Council and deposit all monies for the Council within 1 business day of receipt
6. prepare a monthly statement of all income received and bills paid
7. perform other financial duties as assigned by the President

Section 5. STANDARDS: The Standards Officer Shall:

1. advise on all questions of parliamentary procedure upon request by the President
2. review proper parliamentary procedures according to Robert's Rules of Order Newly Revised at the first meeting of each semester
3. shall maintain decorum and order at all meetings and shall certify all persons in attendance
4. chair the Pan-Hellenic Council At Texas A&M Judicial Board
5. perform other duties as assigned

Section 6. CHAPLAIN: The Chaplain shall conduct the devotional activities for the Council at all meetings and special events.

Section 7. SOCIAL CHAIR: The Social Chair shall:

1. coordinate all social activities of the Pan-Hellenic Council
2. coordinate at least two Greek socials per semester
3. coordinate any other social events deemed necessary by the Council

Section 8. SERVICE CHAIR: The Service Chair shall:

1. coordinate at least one major service project per semester, and
2. coordinate and encourage participation of the Council affiliate organization in activities of social and political relevance (i.e. TAMU minority enrollment, minority scholarships).
3. maintain a record of community service activities of each affiliated organization

Section 9. HISTORIAN: The Historian shall:

1. Maintain a Council scrapbook
2. Maintain the Council web page
3. Prepare Council awards packages
4. perform other duties as assigned

Section 10. Student Government Association Representative: The Student Government Representative shall:

1. attend all Student Government meetings and submit and oral and written report to the Pan-Hellenic Council and Secretary, respectively
2. chair the TAMU membership of the Big XII Council on Black Student Government and facilitate its transition to housing under TAMU SGA
3. upon the Big XII Council at TAMU becoming a member of SGA, serve as an ex-officio committee member of the Big XII Council on Black Student Government.

ARTICLE VIII – MEETINGS

Section 1. The meetings of the Council will be held biweekly.

Section 2. A quorum to convene and transact business shall consist of a simple majority of the voting members.

Section 3. All special meetings shall be called by the President. Each organization shall be notified of a special meeting in writing at least three (3) days prior to the meeting.

Section 4. Excuse for absence must be submitted to the Secretary for approval by the Executive Committee at least two (2) business days in advance.

Section 5. Attendance at general body meetings is mandatory for voting representatives

ARTICLE IX – PAN-HELLENIC EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall consist of the President, Vice President, Secretary, Treasurer, Standards, Historian, Student Government Representative, Social Chair, Service Chair, and Chaplain.

Section 2. The Executive Committee shall meet biweekly prior to each general meeting.

1. The Executive Committee shall develop policies and programs which are in accordance with the NPHC and PHC at TAMU Bylaws.

2. The Executive Committee shall make a report of its activities at the general meetings.

3. In extenuating circumstances, the Committee shall take action between general meetings with the advisor's approval that are in the best interest of the Council; after which they shall inform the general body of the Council.

4. The Executive Committee shall maintain current and accurate affiliate organization NPHC member point totals, and include them in its bi-weekly report to the membership.

ARTICLE X – COMMITTEES

Section 1. The Standing Committees of the Pan-Hellenic Council shall be:

1. Social Activities Committee (to be chaired by the Social Chair) duties shall be as follows:

   1. Coordinate activities that promote unity and cohesion amongst the organizations of the Pan-Hellenic Council in the form of socials and other events decided upon by the Council.

   2. Coordinate joint functions with the MGC, IFC and the Panhellenic Council to promote future cohesion amongst Texas A&M Greeks.

   3. promote all social activities of the Council in the form of flyers, public service announcements, and/or ways deemed necessary by the Council

2. Community Service Committee (to be chaired by the Service Chair) duties shall be as follows:

   1. To implement at least two joint community service projects to be participated in by the member organizations to be carried out throughout the academic school year.

   2. promote all community service activities of the Council in the form of flyers, public service announcements, and/or ways deemed necessary by the Council.

3. Programming Committee (to be chaired by the Vice President) duties shall be as follows:

   1. coordinate NPHC week activities each semester

   2. coordinate additional programs each semester that continuously propels the body towards its purpose

   3. coordinate with other standing committees for support and implementation

   4. promote all programming activities of the Council in the form of flyers, public service announcements, and/or ways deemed necessary by the Council

4. Constitution and Bylaws Committee (to be chaired by the Standards officer) duties shall be as follows:

   1. To revise and update the Constitution and Bylaws in order to promote a cohesive document for the organization of the Pan-Hellenic Council.

Section 2. The Council President shall establish any committees necessary to carry out the programs of the Council

ARTICLE XI – SCHEDULING OF EVENTS

Section 1. Party/Date/Activity Policies are to be as follows:

1. Each affiliate organization shall be allotted one week per year for programming, during which no other affiliate organization can program without the written consent of the organization that reserved the week.

2. Each week allotted to the affiliate organizations shall be reserved in April in an order set forth by NPHC member point totals.

3. Any remaining days shall be reserved by affiliate organizations on a first come-first serve basis. All dates for open programs in the Bryan-College Station area excluding informationals, rush, and community service must be reserved in writing by request to the secretary.

4. Dates for annual events hosted by a Texas A & M NPHC chapter and a chapter whose members do not attend Texas A&M University, that are thrown outside of the Bryan/College Station area do not require date reservation. If there is an event that a Texas A&M chapter wishes to host annually outside of the Bryan/College Station community, the chapter is required to reserved the date until the event has reached annual status according to university regulations [5 year occurrence].

5. Every affiliated organization shall receive a copy of the official activity date calendar.

6. The PHC at TAMU shall be granted the first activity date of each semester.

7. In the event of a conflict the issue will be resolved by the Executive Board, whose decision is final. It is mandatory that representatives from all conflicting parties attend the next executive meeting, or an emergency meeting, if necessary. All parties must bring an outline of the events to occur on the conflicting date. If one party does not attend, the party present automatically receivers all privileges originally requested.

NPHC Member Point System

  
*All community service will be submitted to the Executive Committee on the attached form. The Executive Committee will determine how many points the program/event is worth. The decision of the Executive Committee is final.

Article XII: MEDIATION PROCEDURES

Section 1. Responsibilities of the Standards Chair:

1. An Incident Report is filed with the Standards chair noting time, place and witnesses to the incident. It must be filed within 7 business days after the incident is known but not more than ten days after it occurred. Incident reports must be based on fact, not hearsay or rumor and must be witnessed.
2. When the Standards Chair receives a signed copy of an incident report, they must
   1. Verify that the report was received within 7 business days after the alleged incident was known and not more than 10 days after it occurred.
   2. Verify the report is specific as to time, place and witnesses.
   3. Verify the report is based on fact, not hearsay or rumor.
   4. With consultation from the Executive Board, endorse the report for mediation.
   5. Forward a copy of an endorsed report within 48 hours to the cited chapter, chapter advisor, and the Council Advisor.
   6. Arrange for mediation at the earliest convenience of all participants.
   7. Attend the mediation with an appointed mediator, representatives of each chapter involved, or, if not a chapter, the person submitting the report, and the Council Advisor if not the mediator.
   8. Arrange for referral to the Judicial Board if mediation does not result in a decision agreed to by all involved.

Section 2. Mediation Procedures:

1. Scheduling a Mediation: All endorsed incident reports shall be submitted to the Standards Chair for mediation. A time and place for the mediation meeting shall be scheduled within 48 hours of receipt of the endorsed report and shall:
   1. Be scheduled at the convenience of the participants
   2. Be conducted by a neutral mediator
   3. Be held as soon as possible
2. Choosing the Mediator: A mediator shall be selected who is available to serve when necessary as a neutral party to the mediation process. A college or university staff member, a trained alumna who is not a member of a chapter involved in the mediation, or the Council Advisor may serve as the mediator. Undergraduate chapter members shall not serve as mediators.
3. Participants: Participants shall be the mediator, the presidents, an advisor if desired from each chapter involved, signer of the violation form if not the president, and the Council Advisor if not the mediator.
4. Records: A secretary shall be appointed to record the minutes of the mediation meeting. The minutes are submitted to the Judicial Board if closure is not reached by mediation.
5. Completion: The agreement reached in mediation is recorded and copies are given to the chapter and their advisors and other persons involved in the mediation. The Standards Chair is responsible for seeing that any agreements made are fulfilled.
6. Mediation Guidelines: A successful mediation preserves confidentiality, settles differences without the formal process of a hearing, provides a solution acceptable to all without involving multiple witnesses and time consuming discussions.
   1. Set a time frame for the meeting (to last no longer than one hour
   2. Set the time of the meeting for the convenience of all who will at
   3. Provide pertinent materials for everyone; a copy of the infraction report and a copy of the Constitution and Bylaw
   4. Identify the problem.
   5. Provide time for each participant to explain their
   6. Search for alternative solutions. List all solutions and discuss each one.
   7. Select a fair and reasonable course of action, specific and doable.
   8. Agree to keep the mediation discussion private.
   9. Take written minutes (not recorded).
   10. Before the meeting closes, be sure everyone knows the results of the discuss
   11. Be sure questions by all parties are answered satisfactorily.
7. Referral to the Judicial Board: If mediation is not successful, the issue may be referred by the Standards Chair to the Judicial Board. All materials pertinent to the case are to be forwarded as soon as possible so that the Judicial Board may schedule a meeting to review the materials in a timely manner.

ARTICLE XIII – JUDICIAL BOARD 

1. The Judicial Board shall consist of the representatives of each of the affiliate organizations, the Council Advisor and the Coordinator of Greek Life. The Pan-Hellenic Council Standards Officer shall preside as Chair of the Judicial Board.
2. Any organizations accused of a violation shall be notified of such and given a maximum of seven (7) business days to present its case before the Judicial Board.
3. The organization must abide by all levied sanctions.
4. An organization can be penalized for an action or nonaction if such action would violate University policy or violate the national Constitution or local Bylaws.
5. Any sanction levied against an organization can be appealed to the Director of Student Life.
6. Any action taken against an organization for an infraction which is not a violation of University policy, can be appealed to the National Pan-Hellenic Council Regional Director. In the event of an unsatisfactory ruling, the decision of the Regional Director can be appealed to the Executive Board of the National Pan-Hellenic Council.

ARTICLE XIV – JUDICIAL CODE 

Section 1. Judicial Board Chairperson

1. The Pan-Hellenic Council Standards Officer shall preside as Chair of the Judicial Board. The Chair will:
   1. Receive written complaints no later than seven (7) business days, following the alleged incident;
   2. Decide, in consultation with the Executive Board, the date, time and location of the proceeding;
   3. Inform the involved organization in writing the date, time and location of the proceedings, within seven (7) business days of having received the complaint;
   4. Receive all information that will be presented at the hearing; and
   5. Preside over the hearing.
2. In the event the Chair's organization is among the involved parties, the Vice President will preside at the hearing.
3. In the event that the Vice President is unable to preside, the Pan-Hellenic president will preside.

Section 2. The Judicial Board

1. The Judicial Board consists of representatives of each Pan-Hellenic organization, the PHC at TAMU Advisor, and the Coordinator of Greek Life.
   1. Each organization shall have one vote.
   2. The Council advisor and the Coordinator of Greek Life shall serve as Ex-Officio members of the Judicial Board.
2. A quorum shall be composed of four (4) voting members of the Judicial Board excluding the Chair.
3. The hearing will be open only to members of the presenting and defending organizations and any of their witnesses.

Section 3. Judicial Procedure

1. Pre-Hearing Procedure
   1. If mediation is not successful, the issue may be referred by the Standards chair to the Judicial Board. All pertinent materials to the case are to be forwarded as soon as possible to the Judicial Board.
   2. The Judicial Board Chair informs the accused organization in writing of the charges, the hearing date, location, and time within seven (7) business days of the failed mediation.
   3. Presidents of involved organizations will have a maximum of seven (7) business days to present its case. The first three (3) of those business days may be used to appeal, in writing, the time, and date of the hearing.
2. Hearing Procedure
   1. The Judicial Board arrives a ½ hour early. All parties involved will wait outside the established location until the hearing is convened.
   2. Introductions of the Judicial Board and the parties involved are made.
   3. The Chair outlines the hearing and asks all witnesses to leave the room. Only the board and the representatives of the organizations may remain.
   4. The board and the organizations review all information if they have not already done so.
   5. The Judicial Board Chair reads the charges. The accused organization then has the opportunity to accept or deny responsibility.
   6. If they accept responsibility, the Judicial Board will deliberate and render a sanction.
   7. If they do not accept responsibility, the organization(s)/office/individual bringing forth allegations present its case including evidence and witnesses. Witnesses are brought in one at a time.
   8. The Judicial Board questions presenting organization and witnesses only.
   9. The accused organization has the opportunity to present a defense including evidence and witnesses. Witnesses are brought in one at a time.
   10. The Judicial Board questions those presenting information in defense.
   11. The Judicial Board Chair will then request that all non-Board members vacate the hearing room.
   12. The Judicial Board deliberates and makes a decision on the charged organization's guilt or innocence and renders sanctions if applicable. Decisions must be made by two-thirds (2/3) majority vote.
   13. Only members of the presenting and defending organizations will be asked to reenter the hearing room. The Judicial Board Chair reads the decisions, rationale and sanctions, if applicable.
   14. The hearing is immediately adjourned
3. Post-Hearing Procedures
   1. The decisions will be put in writing, within seventy-two (72) hours, by the Judicial Board Chair and delivered to presenting and defending organizations.
   2. Any appeal must be made in writing within seventy-two (72) hours following adjournment of the hearing.
   3. A copy of the appeal should be submitted to the Judicial Board Chair, the Council Advisor, the Director of Student Life, and the Coordinator of Greek Life.

ARTICLE XV - SANCTIONS

Section 1. Sanctions of an Organization. For violation of any Article of the national Constitution or local Bylaws, the following penalties are applicable according to the severity of the violation.

1. Voting rights revoked for a specified period of time.
2. Future party date(s) revoked and distributed via lottery system with the inclusion of the Pan-Hellenic Council.
3. Suspension from the PHC at TAMU for a specified period of time.
4. Suspension from the PHC at TAMU for an indefinite period of time, pending readmission by the body.
5. A fine appropriate to the violation.
6. Educational sanctions.
7. Social probation
8. Any combination of the above

Section 2. Sanctions of Officers. Failure of an officer to perform his/her duties is punishable by impeachment. (Article IV, Section 4)

Section 3. Sanctions for overdue fines and outstanding debts. For overdue fines and outstanding debts, the following penalties are applicable according to the nature of the fine or debt.

1. Future party date(s) revoked.
2. Voting rights revoked until financial status is regained.
3. Any combination of the above.

It is the duty of the Treasurer and the Parliamentarian to work closely to be sure of the financial status of each member organization before any voting may take place.

Section 4. Sanctions for Violation of Major/Minor Activity Dates

1. Punishment for disregarding a PHC at TAMU organization's official activity date will result in the following: (i.e. party, organization's week, major event, etc.)
   1. If the event was a fundraiser (to be defined by the NPHC as any event in which an organization charges and/or solicits monies from the public):
      A fine of $200 or two thirds (2/3) of the profits, which ever is greater, for the violating organization to be paid to the organization violated.
   2. A forfeit by the violating organization of the next party date to the organization violated.
   3. Loss of cubicle space/recognition with Student Activities and loss of recognition as a university organization (only by recommendation of the judicial board).
2. If the violation occurs at the end of the semester and the violating organization has no more party dates available, the violating organization must forfeit its first party date for the upcoming semester.

ARTICLE XVI – AMENDMENTS 

Section 1.    Proposal of Amendments: Amendments to these Bylaws may be proposed by affiliate chapters through their representatives.

Section 2. The Bylaws may be amended as follows: Proposed amendments to the Bylaws shall be submitted to the Executive Committee at least ten (10) business days before the meeting at which they shall be presented. The Executive Committee, through the Corresponding Secretary, shall circulate the proposed amendment to all voting representatives before the meeting at least seven (7) business days in advance.

1. The proposed amendment will be voted upon at the following general meeting.
2. The Executive Committee will only make recommendations, (no alterations), to the proposed amendment.

Section 3. Proposed amendments to the Bylaws shall be considered adopted by a three-forth (3/4) vote.

ARTICLE XVII POWERS AND SCOPE OF AUTHORITY 

Section 1. Powers

1. To formulate any rules necessary to regulate all organizational matters.
2. To administer and enforce the constitution, bylaws, and rules and regulations established by the PHC at TAMU
3. To enact bylaws and to amend them.
4. To adopt resolution suggestions to policies to the chapters.

Section 2. Scope of Authority

The scope of the authority of the Pan-Hellenic Council shall be to program, legislate, administrate, and advise. By virtue of the authority vested in it by this constitution, the council shall have the power to regulate all matters of organizational interest, except those that are of institutional or IFC, Panhellenic or MGC policy; wherein, the PHC at TAMU is free to make recommendations to the university. Authority for the PHC at TAMU is derived through recognition by the Office of Greek Life, Department of Student Life, Division of Student Affairs.

 ARTICLE XVIII AUTHORIZATION   

Section 1. The President of the PHC at TAMU is authorized to speak on behalf of the organization. The President shall authorize any others speaking on behalf of the PHC at TAMU.

ARTICLE XIX PARLIAMENTARY AUTHORITY 

Section 1. The latest edition of Robert's Rules of Order shall govern in all matters not provided for in the Bylaws of the Pan-Hellenic Council.