NPHC Constitution & Bylaws

    NATIONAL PAN-HELLENIC COUNCIL CONSTITUTION & BYLAWS

    OHIO UNIVERSITY

    CONSTITUTION

    PREAMBLE

    We, the representatives of historically Black fraternities and sororities, similar in structure and background at the OHIO University, recognize the need for coordination and cooperation in activities of intercollegiate Greek letter fraternities and sororities.  Recognizing that there are certain areas of action and programming that can be best carried out by joint efforts of all such organizations and believing that these needs can be best realized by formal organization do hereby establish this entity and bind ourselves to abide by the provisions of the following constitution and bylaws.

    ARTICLE I – NAME

    The name of this organization shall be the National Pan-Hellenic Council, Inc. of the OHIO University.  Hereafter referred to as the NPHC.

    ARTICLE II – GOALS

    The goals of the NPHC include:

    1. Promote superior standards of scholarship, service, and leadership.
    2. Create a harmonious working relationship amongst our member organizations
    3. Preserve the cultural heritage of the historically Black Greek organizations
    4. Provide programs designed to enhance the social, cultural, and educational life of the campus minority community
    5. Act in accordance with The National Pan-Hellenic Council, Inc., and the OHIO University rules and policies
    6. Act upon matters of mutual concern to the member organizations
    7. Foster an understanding of the structure and method of operation among the member organizations
    8. Support Greek Unity in the effort to coordinate and plan all-Greek programs and to foster ongoing communication between the four governing councils in the OHIO sorority and fraternity community
    ARTICLE III – MEMBERSHIP

    Section 1.           Membership in NPHC shall be limited to the organizations that are members of the national body of National Pan-Hellenic Council, Inc. They include, 

    1. Alpha Kappa Alpha Sorority, Inc.
    2. Alpha Phi Alpha Fraternity, Inc.
    3. Delta Sigma Theta Sorority, Inc.
    4. Kappa Alpha Psi Fraternity, Inc.
    5. Iota Phi Theta Fraternity, Inc.
    6. Omega Psi Phi Fraternity, Inc.
    7. Phi Beta Sigma Fraternity, Inc.
    8. Sigma Gamma Rho Sorority, Inc.; and
    9. Zeta Phi Beta Sorority, Inc.

    Section 2.          All member organizations must be in good standing with the University and maintain a signed Community Standards Agreement.

    Section 3.           In keeping with Ohio’s policy of nondiscrimination, our organization does not discriminate based on race, color, religion, gender, national origin, age, sexual orientation, veteran status and physical or mental ability or disability

    ARTICLE IV – STRUCTURE

    Section 1.           There shall be an Executive Board for the NPHC.

    Section 2.          A Council of Presidents shall constitute the voting body for NPHC.  The president of each chapter shall serve as the voting delegate in NPHC matters and act on behalf of their chapter of membership.  In cases where the president is unable to attend, the vice-president the only suitable proxy.

    Section 3.           Our organization is willing to abide by all OHIO policies and guidelines, especially relating to on or off campus activities which our chapter may sponsor or in which we may participate.

    ARTICLE V– EXECUTIVE BOARD

    Section 1.           Composition: The Executive Board shall consist of President, Vice President, Vice President for Internal Affairs, Vice President for External Affairs, Secretary, Treasurer, Public Relations and Parliamentarian. Every active organization in the council must have an elected representative on the Executive Board. The only exemption would be if the current chapter only has one active member.

    Section 2.           Responsibilities: The Executive board shall be responsible for the broad general policies of the NPHC and for instructing the Council regarding activities to be executed on behalf of the NPHC.

    Section 3.           Eligibility: No person shall be elected or chosen as an executive board member unless he/she is an active member of an NPHC fraternity or sorority in good standing with NPHC and the University.

    Section 4.           Appointments: The appointed officers shall be a one-year ad-hoc position.  Appointment of the ad hoc positions shall be a joint decision between the President and Advisor of NPHC.  Additional appointments can be made at the President’s discretion.

    ARTICLE VII – ADVISOR

    Section 1.           The NPHC Advisor shall be University appointed by the Office of Sorority and Fraternity Life or designated supervisory area of the Division of Student Affairs.

    ARTICLE VIII – MEETINGS

    Section 1.          The Council General Body shall meet twice monthly at a time and place determined by the Executive Board. The Executive Board shall meet in the off weeks when there is no General Body meeting.

    a. Notices: Notices of the meeting shall be issued not less than 48 hours preceding the meeting.

    Section 2.           All NPHC meetings shall be open meetings except for any meetings deemed necessary to close at the discretion of the Executive Board.

    Section 3.           Quorum: Two-thirds of the member chapters eligible to vote shall constitute a majority for the transaction of business.

    Section 4.          The Executive Board may call emergency meetings as deemed necessary by the President.

    a. Notices: Notices of the emergency meetings shall be made 24 hours preceding the meeting.

    Section 5.           Meetings and business shall be governed by Robert’s Rules of Order Newly Revised Edition except in matters specifically provided for in the Constitution, by-laws, and/or standing rules.

    Section 6.           Attendance: Unexcused absences to NPHC business meetings will result in the following consequences.

    1 st absence = written warning

                                                    2 nd absence = $50 fine to chapter

                                                     3 rd absence = $50 fine + removal of one program during current or following semester

                                                     4 th absence = receives least priority in choosing calendar dates regardless of GPA

    Section 7.           Executive Board Member Attendance: Failing to attend NPHC business meetings will result in the following consequences.

                                                          1 st absence = written warning

                                                         2 nd absence = $25 fine to the chapter

                                                         3 rd absence = $50 fine to the chapter

                                                         4 th absence = hearing for consideration of removal from office

    Section 8.          Each executive board member and chapter is allowed two written excused absences by giving a 24-hour notice in advance. Notice of absence must be sent to the NPHC President, Secretary and Advisor.

    ARTICLE IV –VOTING

    Section 1.          Each member organization shall have one vote in all NPHC matters made by the president, unless privileges have been revoked.

    Section 2.           It shall take a simple majority (50% + 1) affirmative vote to approve all business of NPHC.

    Section 3.           Executive Board members may only vote by secret ballot in the case of a tie.  In the case of a tie of the Executive Board, the President shall vote.  All secret ballots shall be kept on record for the reminder of the current semester.  The President and advisor shall count all votes.

    Section 2.           No Executive Board member shall be considered a voting delegate for his/her organization unless their chapter’s membership is 2 members or fewer.

    ARTICLE XI – DUES & FINES

    Section 1.           The Executive Board has the power to levy fines and set dues on behalf of NPHC.

    Section 2.           Dues are $87 per, plus $15 per active member and $10 for new members initiated that semester. Chapter member unless voted otherwise by Executive Board.

    Section 3.          Payment of dues will be collected at the first meeting of the first full month of the semester in the Spring and the Fall.

    Section 4.           NPHC has the discretion to set forth fines pertaining to social media.

    Section 5.           Payment of fines is due 14 calendar days from the invoice receipt and appeals can be brought to the Executive Board of NPHC.  Late fees will start to accrue on the day after the invoice is due. Fines are $25 for the first day payment is late and $10 for each additional business day thereafter.

    ARTICLE XIII – AMENDMENTS

    Section 1.           This constitution shall be amended by an affirmative two-thirds vote by the Council of Presidents

    Section 2.           All proposed amendments shall be submitted in writing to the Executive Board at least 14 calendar days prior to the Council of Presidents meeting.

    Section 3.           The Executive Board shall distribute each proposed amendment with its recommendation to the General Body and all member organizations at least 14 calendar days prior to the next Council of Presidents Meeting.

    BYLAWS

    ARTICLE I – DUTIES OF EXECUTIVE BOARD OFFICERS

    Section 1.           President

    1. Serve as chairperson of the Executive Board.
    2. Preside at all meetings of the Executive Board and the Council of Presidents
    3. Serve as ex-officio member of all committees
    4. Review all requisitions for budgeted funds
    5. Vote in case of a tie
    6. Serve as the official spokesperson for NPHC
    7. Maintain a complete and up-to-date President’s file
    8. Serve as chairperson of the Judicial Board
    9. Serve on University committees as the official representative for NPHC, unless otherwise
    10. Perform all additional duties to this office as deemed by the Executive Board

    Section 2.           Vice President

    1. Assist the President in the performance of their duties
    2. Preside over Council of Presidents meetings and Executive Board meetings in the President’s absence
    3. Coordinate activities assigned by the President
    4. Responsible for the planning and oversight of the annual yard show and/or step show.
    5. Coordinate representatives from NPHC to attend Greek-related activities
    6. Coordinate preparation and activities for summer orientation/resource fairs
    7. Perform all additional duties pertaining to this office as deemed by the Executive Board

    Section 3.           Vice President for External Affairs

    1. Assist the President in the performance of their duties
    2. Perform all additional duties pertaining to this office as deemed by the Executive Board
    3. Represent NPHC is all external Fraternity and Sorority Life Committees
    4. Serve as the NPHC liaison for Homecoming Week and Greek Week Planning
    5. Serve as the primary contact person for all collaborative programming and activities coordinated with other councils, student organizations, and/or other entities.

    Section 4.           Vice President for Internal Affairs

    1. Assist the President in the performance of their duties
    2. Preside over meetings in the absence of the President and Vice President
    3. Coordinate all programs and service projects for NPHC
    4. Coordinate and update the OU Greek Life programming calendar on behalf of NPHC
    5. Oversight of the NPHC programming calendar and preside over program planning meeting
    6. Perform all additional duties pertaining to this office as deemed by the Executive Board

    Section 5.           Vice President of Administration

    1. Record and maintain the minutes of all meetings of the Executive Board and the Council of Presidents.
    2. Coordination of room reservations on behalf of NPHC Executive Board
    3. Distribute minutes to Advisors and NPHC members
    4. Keep an up-to-date roll of the members of NPHC and keep accurate records of attendance at meetings
    5. Distribute the constitution and bylaws to each member organization
    6. In concert with the treasurer, provide accurate records for fines.
    7. Responsible for the official correspondence of NPHC, which includes “thank you” letters, cards, and other correspondence deemed appropriate.
    8. Perform all additional duties pertaining to this office as deemed by the Executive Board

    Section 6.           Vice President of Finance

    1. Responsible for the oversight of NPHC’s finances
    2. Maintain and present the NPHC budget and distribute to the Council of Presidents
    3. Approve all budget requisitions
    4. Responsible for the prompt payment of all bills
    5. Responsible for countersigning checks and maintaining the online checking account
    6. Fill out year-end reports
    7. Planning and implementing fundraising efforts on behalf of NPHC
    8. Perform all additional duties pertaining to this office as deemed by the Executive Board

    Section 7.           Vice President for Public Relations

    1. Collect and compile historical data pertaining the NPHC and member organizations
    2. Take photos at NPHC events
    3. Responsible for publicity for NPHC events
    4. Coordinates awards process for NPHC competition events
    5. Manage all social media accounts for NPHC
    6. Responsible for all creative marketing and branding efforts for the Council
    7. Perform all additional duties pertaining to this office as deemed by the Executive Board

    Section 8.           Vice President of Parliamentary Procedure

    1. Assists the President to manage meetings and advises on parliamentary procedure.
    2. Responsible to review NPHC Constitution and Bylaws annually or updates or revisions.
    3. Responsible for coordinating and executing the election and appointment process for officers.
    4. Shall conduct a Roberts Rules of Order training and/or review during the first meeting of each semester to ensure proper protocol is followed.
    ARTICLE II – QUALIFICATIONS OF OFFICERS

    Section 1.           Candidates for an Executive Board position must be a member of a chapter in good-standing with NPHC, have a 2.5 GPA, and be in good-standing with their chapter of membership.  New members initiated within the same semester of elections are not eligible to run for President.

    ARTICLE III – EXECUTIVE BOARD ELECTION PROCEDURE

    Section 1.           Nominations for elections will be taken at the first Council of Presidents meeting in November.  Nominees must be present to be nominated.

    Section 2.           Officers shall be elected at the second Council of Presidents meeting in November.

    Section 3.           Officers shall be elected by a simple majority vote (50% + 1)

    Section 4.           Votes shall be cast by secret ballot

    Section 5.           Upon voting, if no candidate receives a simple majority, a runoff vote shall take place between the two candidates with the most votes.  If a simple majority is still not reached, the election shall be decided by a majority vote of the members of the outgoing Executive Board.

    ARTICLE IV – REMOVAL FROM OFFICE

    Section 1.           A member of the Executive Board shall be removed non-voluntarily from office if he/she fails to fulfill his/her duties as a member of the Executive Board as outlined in these bylaws.  Removal from office requires a 2/3 affirmative vote by the Executive Board.

    ARTICLE V – FILLING AN UNEXPIRED TERM

    Section 1.           When a position is vacated before the officer’s term expires, the President shall fill the vacancy with the approval of the Executive Board.

    ARTICLE VI – EXPECTATIONS OF OFFICERS

    Section 1.          All Executive Board Officers are expected to:

    1. Be present at all business meetings, including exec, general body, and special meetings
    2. Fulfil their job responsibilities according to the constitution and bylaws of NPHC
    3. Provide effective communication to their respective board members and the general body
    4. Meet expectations set forth by the NPHC President and their peers

    Section 2.           Officers who do not meet these expectations can be considered for removal from their

    positions. Warnings shall be given prior to removal

    1. First offense, a verbal warning must be given and documented in meeting minutes
    2. Second offense, written warning must be given and documented in meeting minutes
    3. Third offense, a mediation meeting will be held with the Council President and the NPHC Advisor where a performance plan will be outlined to continue in their position.
    4. Fourth offense, removal from office.
    ARTICLE VII – PROGRAMMING

    Section 1.           NPHC shall facilitate the selection process of educational programming date/week.

    Section 2.           Each member organization shall be allotted one week per semester for educational programming during which no other member organization can program without prior written consent.  NPHC’s President, Secretary, and Advisor must receive a copy of the consent letter. Date selection of this week will be determined by chapter GPA from the last grade report issued by the Office of Sorority and Fraternity Life.

    Section 3.          Additional Programming Days. A member organization may submit to the VP of Internal Affairs to add program dates to the Greek Life calendar on any open days available that do not fall under another organization’s week of events. If an organization chooses to not use their day of programming, they must submit written notification to open the day up for another organization to use within 7 calendar days of the event.

    Section 4.           Parties: Parties hosted by member chapters do not count toward programs and will not be facilitated, governed, or monitored by NPHC. It’s highly recommended that Chapters do not schedule parties on the same date. All parties hosted by NPHC member organizations must follow the policies and procedures for socials under the Office Sorority and Fraternity Life policies.

    Section 5.           Passive Programs: Passive programs held during daytime hours [8:00am – 3:00pm] do not count toward the additional program allotment.  Passive programs include fundraisers, philanthropy events, raffles, and promotional tabling between the hours of 8:00 am and 3:00 pm.

    ARTICLE VIII – COMMUNITY PARTICIPATION AND STANDARDS

    Section 1.           As members of NPHC, chapters are expected to participate and contribute to the advancement of our council. As a result, the NPHC Executive Board has authority require attendance/participation in circumstances of shared interest with 30 days notification.

    Section 2.          If a chapter is unable to participate or fulfill their commitment, they must notify the NPHC President and Advisor and provide a rationale at least 14 days prior to the event. Failure to notify 14 days prior will result in a $75 fine assessed to the chapter.

    ARTICLE VIII – AMENDMENTS

    Section 1.           These bylaws shall be amended by an affirmative two-thirds vote by the Council of Presidents

    Section 2.           All proposed amendments shall be submitted in writing to the Executive Board at least 14 days prior to the Council of Presidents meeting.

    Section 3.           The Executive Board shall distribute each proposed amendment with its recommendation to the General Body and all member organizations at least 14 days prior to the next Council of Presidents Meeting. 

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