Phi Sigma Sigma By-Laws – Fall 2011
Table of Contents
Article I: Gamma Gamma By-Laws (page 2)
Sections 1-4: General by-laws for all sisters of the Gamma Gamma chapter
Article II: Chapter Organization (page 2)
Sections 1-2: Our chapter in regards to National and University policies
Article III: Membership (page 2)
Sections 1-5: Rules of membership within the chapter
Article IV: Membership Requirements/Statuses (page 3)
Sections 1-6: Requirements of being a sister, and the statuses that are available for sisters
Article V: Government Legislation (page 4)
Sections 1-11: Ritual meeting order, laws regarding meetings, etc.
Article VI: Government – Executive Board (page 6)
Sections 1-10: Duties of every Executive Board position are described
Article VII: Committees and Appointed Officers (page 7)
Sections 1-8: Duties of all committees, including constitution and finance committees
Article VIII: Elections (page 10)
Sections 1-16: Rules/requirements for officer, committee, and sweetheart elections
Article IX: Discipline (page 11)
Sections 1-12: Actions of discipline for chapter members
Article X: Scholarship (page 13)
Sections 1-5: Rules and expectations for scholarship
Article XI: Requirements for Sapphire Sisters (page 16)
Sections 1-7: Sapphire Sister rules and requirements
Article XII: Amendment (page 17)
Sections 1-3: Rules for adding an amendment, and information regarding impeachment
Article XIII: Housing Regulations (page 17)
Article XIV: Ratification Amendment (page 19)

Phi Sigma Sigma
2010/2011 By-Laws
Article I
By Laws of the Gamma Gamma Chapter of Phi Sigma Sigma
We, the members of the Gamma Gamma chapter of Phi Sigma Sigma, believing in dignity and conduct and
recognizing the beneficial results arising from orderly procedure and administration of the affairs of the
chapter, so ordain and enact the following laws:
Section 1: The Gamma Gamma chapter of Phi Sigma Sigma Fraternity shall consist of the initiated
members, new members, and maintained as provided in these by laws and in accordance with the rules of
the Phi Sigma Sigma Fraternity and the administration of Clarion University Clarion, Pennsylvania.
Section 2: The chapter shall consist of members who are female candidates working for a degree at
Clarion University Clarion, Pennsylvania.
Section 3: The purpose of this chapter shall be to give service and promote friendships and cooperation
among college women of all races, creeds, and religions; to raise the standards of college ideals; to further
knowledge; to foster college ideals; and to promote philanthropic endeavors.
Section 4: Our Core Values shall be recognized and enforced by each sister. Phi Sigma Sigma’s core
values are: Lifelong Learning, Inclusiveness, and Leadership through Service.
Article II
Chapter Organization
Section 1: The Gamma Gamma chapter, as a member of International Phi Sigma Sigma, is a chapter in
Community 1. Inter-sorority relations with sister chapters shall be conducted through the office of the
Archon and executive board members.
Section 2: With the city or area of Clarion, inter-sorority relations shall be maintained and established with
the college and community.
Article III
Membership
Section 1: Active membership is maintained when all of the chapter and university requirements and
standards are met.
Section 2: Any duly initiated member of another Phi Sigma Sigma chapter who transfers to Clarion
University may affiliate with the Gamma Gamma chapter after confirmation with Headquarters that the
sister was in good standing with her previous chapter. The Vice Archon will meet with the transfer sister to
cover local history and chapter constitution policies.
Section 3: Initiation of new members into the active chapter shall depend upon each woman participating
in at least two recognized campus activities, having demonstrated knowledge of the chapter history by
completing the Reflections Program, and maintaining an overall 2.4 GPA and QPA. No candidate shall be
eligible for initiation until her full initiation fee has been paid and all other debts to the chapter have been
met, and acknowledge the financial obligation policy online.

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Section 4: Any member who plans to disaffiliate must state her reasons to the chapter, advisor, and
executive board. A letter of disaffiliation must be written to the sisterhood and read aloud at the next ritual
meeting. A copy of the letter must be given to the Archon, Vice Archon, and Member-at-Large.
Section 5: All active members, excluding those on limited status, are required to have a minimum of 5
study hours per week in the on-campus library, sorority house study lounge, or another approved area with
documented proof, and to have those hours recorded in the Study Hour Log located in the campus library or
chapter house, or emailed to the Scholarship chairman.
Article IV
Membership Requirements/Statuses
Section 1: All members, both new and initiated, shall be subject to the same requirements as set down in
the International and Chapter constitution.
Section 2: The entire chapter will participate in at least one Community Service activity per semester, as
well as one major fundraiser for the Phi Sigma Sigma Foundation in the spring.
Section 3: Chapter responsibilities of sisterhood are:
A. Attend all chapter meetings
B. Pay dues on a timely basis
C. Participation in two chapter committees
D. Participation in two campus activities
E. Maintain a minimum 2.4 GPA and QPA. If a sister falls below the required 2.4, she
will be placed on a Scholarship Improvement Program.
F.

All newly initiated sisters must attend at least one Reflection meeting a week for the
remainder of their New Member program, attend a workshop sponsored by the
Panhellenic Council, and obtain weekly study hours.

G. All sisters must attend the new member education meeting to incorporate the Core
Values.
Section 4: Any member who is delinquent in her dues beyond one week will not be permitted to attend
social functions or vote until those dues are paid or her payment plan is current.
Section 5: A member shall be prevented from holding office if she in delinquent in paying dues.
Section 6: Where full participation by a sister is not possible due to circumstances beyond her control, she
may petition to the standards board for:
A. Chapter Status- Chapter status may be granted for one academic semester only by
the chapter after petition to the chapter’s standards board. Permission should be
requested and granted for one semester prior to the time this status would take effect.
International financial obligations and local fees must be paid in advance. Chapter
status implies limited participation and the right to vote in maintained. A sister may
take Chapter status while at Clarion University for the following reasons:
1.
2.

Local full-time internship
Student teaching (except when living a distance from school)

3

3.

Exceptions voted by the chapter (including academic considerations)

The soror must participate in one fundraiser, one philanthropic activity, 2 Greek Week events
(Greek Sing and Greek Olympics are recommended but optional), float hours and all initiations
and house cleaning during the semester. She must attend at least two formal meetings a month
and at least two recruitment events. The soror may choose whether or not to hold a committee,
but no member of executive board may take Chapter Status.
B. Limited Status- Limited status is for one academic semester only and the
Headquarters must grant it. Limited status, a total inability to participate in chapter
activities requires a payment of International obligations in advance, and the
recommendation of the standards board in granting status. All previous obligations
must be met. The member has no vote and may not hold a standards or executive
board position. There is no requirement to pay local sorority dues or participate in
the semester house cleaning. Does not include block or local internships.
C. Alumnae Status- Alumnae status must be approved by Headquarters. It is available
to a member who has married and/or has children, left school without graduating,
transfers to another campus where no Phi Sigma Sigma chapter exists, or experiences
a documented medical circumstance that prohibits meeting the minimum
requirements of sisterhood, unless said member is not in good financial standing
and/or academic standing. In special circumstances, an active sister wishing to take
alumnae status must first meet with the standards board prior to appealing to the
International Phi Sigma Sigma. If a sister withdraws from school in the middle of an
academic school year, she must apply for alumnae status immediately, only if her
International and local financial obligations are fulfilled.
D. Block Exception- During the weeks of block, you may be exempt from all events.
However, you need to put in a letter to the Member-at-Large stating your request at
least two weeks before your placement. In addition, any duties of your offices need
to be fulfilled during this time.
A denial of any of these statuses can be appealed by the Supreme Council.

Article V
Government Legislation
Section 1: All legislative power herein granted should be vested in the active members and officers of the
Gamma Gamma chapter. The member shall have the right to propose and second legislation, the right of
voting and social, and the right to privileges of the floor. These rights will be taken away from a member if
she owes outstanding money to the Fraternity or has received less than 90% of the monthly points. To
recover her voting and social privileges, the member must appeal the suspension before the standards board
or pay the money. The sister has no voice or vote if she is on a disciplinary action plan.
Section 2: Regular meetings are held each week on a set day and time during the year. This can change
due to unexpected circumstances.
Section 3: Special meetings may be called at any time during the college year, by order of the archon, or at
the request of 1/3 active membership Fraternity. Committee chairs are required to give 48 hour notice for a
meeting, unless an emergency is specified at the time of the announcement.
Section 4: All sisters shall be given prior notice on any vote to be taken at times other than a regular
meeting. The issue of the vote should be explained to the sisters, and provided that a quorum of 2/3

4

present, the vote is taken. All persons that make decisions that involve the entire chapter made without 2/3
of the chapter’s consent will be sent to the Standards Board and automatically put on the three-step process.
Section 5: All active members are required to be present at each regularly scheduled meeting of the
Fraternity as well as read the minutes posted by the Tribune and submit the password within 48 hours of the
posting of the minutes.
Section 6: To be legally excused from any meeting of the chapter or a chapter function, a written excuse
must be turned in to the Member-at-Large 48 hours prior to the event. The excuse must be dated and
received 48 hours prior to the event in order for the excuse to be considered by the standards board. The
submittance of the excuse does not necessarily mean that it is an excused absence. Approval of the excuse
shall be given by the Member-at-Large. It is the Member-at-Large’s responsibility to inquire if a sister’s
excuse(s) has failed. It is the duty of the Member-at-Large to explain the validity of the excuses.
Section 7: Quorum shall be 2/3 of the voting majority. This excludes those on a scholarship improvement
plan (unless otherwise specified in the scholarship improvement plan), those not on a payment plan and still
owe money, and those on the three step process.
Section 8: The meeting shall be conducted according to the ritual order as stated in the ritual supplement.
1. Formal entrance of the archon (ritual only)
2. Prayer (ritual only)
3. Roll Call
4. Bursar
a. Balance
5. Reading of the minutes
6. Reading of the International Constitution to issues in the chapter (Ritual only) or Fraternity
Education (Informal only)
7. Officer’s Reports:
a. Archon
b. Vice Archon
c. Bursar
d. Scribe/Tribune
e. Member-at-Large
f. Sister Development Chairman
g. Membership Recruitment Chairman
h. Panhellenic Delegate
i. Advisor
8. Committee Reports:
a. Fundraising
b. Community Service, and Philanthropic
c. Greek public relations
d. Alumnae
e. Social, Health & Wellness, and Risk Management
f. Spirit
g. Scholarship
h. Multicultural and Diversity
i. House
Section 9: Business motions brought before the chapter must be written and submitted to the Vice Archon
before the executive board session or presented orally to the executive board, except for that business
pursuant to the business at hand, which may be presented from the floor with permission of the Archon.
Section 10: Seniority in the pyramid is determined only by initiation date and alphabetical order within
that same date.

5

Section 11: If a motion is brought before the floor at a Formal Meeting and is passed, it means that it
pertains to the chapter as a whole, and not a voluntary effort among the members, unless otherwise
specified in the motion.

Article VI: Government – Executive Board
Section 1: The Executive power shall be vested in the executive board composed of the Archon, Vice
Archon, Bursar, Scribe, Tribune, Member-at-Large, Sister Development Chairman, Membership
Recruitment Chairman, and Panhellenic chairman. The Vice Archon may close any part of the meeting to
the executive board only. The executive board shall meet regularly before the weekly scheduled meeting
and shall be open to all active members. Non-members of the executive board shall have no vote. The
Archon and Vice Archon shall have power to call special executive board meetings.
Section 2: The Archon shall preside at all active meetings, unless excused by the standards board. She
shall be an ex-officio member of all standing and emergency committees. She shall supervise chapter and
inter-chapter relations and activities. With the assistance of the Vice Archon, she shall interpret the
constitution as well as the by-laws, rules, and regulations of the chapter. She shall be the chapter’s official
representative to the International Phi Sigma Sigma, as indicated in the calendar required by chapter
excellence. She shall stand as a member on the finance committee.
Section 3: The Vice Archon shall preside over all responsibilities in the absence of the Archon. She shall
interpret the constitution, laws, and regulations of the chapter. She shall conduct the Fraternity education
program. She shall serve as the chairman of the executive board and as an ex-officio member of the
standards board. She shall supervise the continuity of the chapter’s notebooks, as well as being a facilitator
of the committee reports. She shall maintain correspondence with the International Phi Sigma Sigma, as
indicated in the calendar required by chapter excellence. She shall serve as the parliamentarian. She shall
stand as a member on the finance committee.
Section 4: The Bursar shall collect all fees and other money due or belonging to the chapter. She shall
render bills when necessary to the members and other indebted to the chapter. She shall supervise the
finance committee, which shall present the yearly budget to the chapter of Gamma Gamma. She will be in
charge of billing sister through APH Billhighway, and is responsible of interpreting and understanding
APH. She shall send two copies of the monthly financial statement before the tenth of each month to the
Headquarters and retain one copy for the permanent records. She shall supervise the return of all the letters
of financial obligation. She shall maintain correspondence with the International Phi Sigma Sigma, as
indicated in the calendar required by chapter excellence. She shall stand as a member on the finance
committee.
Section 5: The Scribe shall conduct be the sister to notify headquarters of the status of sisters in the case of
initiation and disaffiliation. She shall be in charge of and maintaining all permanent records and the name,
age, class, residence, etc; and any other information for the collegiate files of the chapter. She is responsible
for maintaining the alumnae files of names and addresses. The Scribe shall be responsible for the
maintenance of the chapter correspondence with International Phi Sigma Sigma, as well as all other
correspondence that the Archon may direct. She is to preserve records of this correspondence. The Scribe is
responsible for notifying the chapter of special meetings. In the case that an alumna is not available, she
shall collect ballots at elections. Starting December 31st 2011, Chapter Excellence submissions and
management shall be the responsibility of the Scribe.
Section 6: The Tribune shall keep an accurate, permanent account of the proceedings of her chapter. These
shall be made available to the chapter in the minutes to be posted online. She may serve as historian. The
Tribune shall take attendance/ roll at all chapter events. She shall also work with the Vice Archon on the
calendar for the next semester.

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Section 7: In the case that the chapter’s membership falls below 20 members, the responsibilities of the
Scribe and Tribune shall be combined.
Section 8: The Member-At-Large shall be the chair of the standards board. She is to hold weekly
standards meetings and she is to maintain and enforce the point system, which will be provided to the
chapter every two weeks. She is elected for being the most approachable and democratic person in the
chapter. She reports to executive board about standards board matters. She also reports on feelings and
concerns she thinks are necessary to improve chapter relations and chapter effectiveness. She shall also
report biweekly points obtained to all sisters. She shall maintain correspondence with the International Phi
Sigma Sigma, as indicated in the calendar required by chapter excellence. She shall stand as a member on
the finance committee.
Section 9: The Sister Development Chairman shall be responsible for the educational activities for the new
members in preparation for initiation. She shall maintain correspondence with the International Phi Sigma
Sigma, as indicated in the calendar required by chapter excellence. An assistant is elected who will serve
as the coordinator of all new members and chapter sisterhoods. She must attend all new member activities
unless excused by the standards board. She holds discretion of sapphire sisters. She is also responsible for
the development of the entire sisterhood.
Section 10: The Membership Recruitment Chairman shall be vested with the authority over all matters
pertaining to the chapter’s membership recruitment. She shall attend all recruitment meetings, call special
membership recruitment meetings with the approval of the Archon, ascertain eligibility for association, and
determine the compliance with Panhellenic rules. She shall maintain correspondence with the International
Phi Sigma Sigma, as indicated in the calendar required by chapter excellence. During recruitment activities
she does not have a voice or vote. An assistant is elected and the Assistant Membership Recruitment Chair
will work directly with the assistant Sister Development Chair to head a bid committee.
The Bid Committee Shall:
 Keep track of eligibility list and wish list
 Keep direct communication with all prospective members (phone calls, e-mails,
etc)
 Assist with recruitment public relations
Section 11: The Panhellenic Delegate shall serve on the Panhellenic Council. She shall serve and be
responsible for the circulation of all university documents required by council. She shall also give these
documents to the appropriate members of Headquarters. She shall forward all documents required by the
University, to be signed by the chapter to the office of the Grand Archon for approval and signature. She
shall maintain correspondence with the International Phi Sigma Sigma, as indicated in the calendar required
by chapter excellence. A junior delegate is elected and required to attend all weekly Panhellenic meetings
and hold a committee on Panhellenic council.
Section 12: The executive board shall be responsible for proposing and investigating business and
legislative matters otherwise provided for. It shall be empowered to transact business, make decisions,
and/or act upon them when it is impossible or impractical to call a special chapter meeting.
Article: VII
Committees and Appointed Officers
Section 1: Any sister wanting to chair a committee may submit a written speech to the executive boards
and all active members. In order to drop a committee head it must be approved by the Vice Archon.
Committee chairs are as follows:
A.

Social
a. Set up social functions with other organizations
b. Set up Sapphire Ball
c. Set up date party and date picnic

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d.
e.
f.
g.

Set up the Autumn Leaf activities
Select and order favors for those functions
Arrange social activities with other Clarion University organizations
Plans an informal sisterhood once a semester

B.

Community Service and Philanthropy
a. Organize all Philanthropic activities
b. Organize one major philanthropic activity per semester
c. Collect service hours and report them to the community service office
d. Plans one event and one fundraiser per semester for our local philanthropy
e. Organizes one annual event to raise money for the Phi Sigma Sigma Foundation

C.

Fundraising
a. Organize all fundraisers (including one major fundraiser a semester)
b. Work with Community Service and Philanthropy to organize events

D.

Scholarship
a. Coordinates study program with Panhellenic’s scholarship program
b. Creates a bulletin board and AB sheet
c. Meet with the sisters on scholarship improvement plans bi-weekly for improvement
reports
d. Responsible for skip jar, AB sheet, and the study hour log (skip jar money will be
used for bulletin board)
f. Creates the scholarship improvement plan and submits a copy to the Member-atLarge and Vice Archon.
g. Sets up one sisterhood a semester dealing with academics or career service.

E.

Greek Spirit Committee
a. Orders gift for sweetheart
b. Starts songs at functions
c. Creates song books
d. Must hold song sisterhood at least once a semester
e. Teaches the songs that will be performed by the chapter during Greek Week
f.
Sets up for ritual events
h. Must arrive one half hour prior to ritual function for set up
i. Responsible for roses, seating arrangement, and proper materials for all ritual
functions
j. Must hold a ritual sisterhood every semester
k. Makes any artwork that is needed by a committee or the executive board and selects
and creates awards for the members of the chapter
l. Makes the Greek Week and recruitment banner
m. Makes name tags for recruitment functions
n. Creates awards for the formal, date party, Greek week, and Sister of the Week
o. Gathers money, supplies, and organizes the construction of the float to be completed
by homecoming weekend
p. Attends all Panhellenic Greek Week meetings
q. Organizes Phi Sigma Sigma representation in Greek Week activities

F.

Greek Public Relations
a. Submit personals to the Clarion Call
b. Sends cards to other fraternities and sororities
c. Informs about outstanding accomplishments within the chapter
d. Organizes the all Greek picnic in the spring
e. Takes pictures all semesters
f. Creates scrapbook for every academic year

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G.

House Manager
a. Makes sure that all house policies are being posted and followed
b. Must create an evacuation plan
c. Responsible for all financial obligations such as bills, supplies, and fining
d. Responsible for making sure chores are delegated among sisters living in the house
and being completed on a timely basis
e. Responsible for holding monthly house meetings
f. Responsible for finding sisters to fulfill their housing obligations
g. Fall/spring cleaning
h. Responsible for delegation of house rules but may be discussed or rejected if deemed
necessary

H.

Alumnae/Family Relations
a. Arranges for sisters to send alumnae newsletters
b. Acts as liaison between the active chapter and alumnae
c. Plans alumnae picnic/family day picnic
d. Updates and maintains alumnae list
e. Sends registry list for budget or supplies needed
f.
Communicates with families through a parent/family newsletter

I. Multicultural and Diversity
a. Promote and recognize the diversity within and around the chapter
b. Keep a record of all active sisters’ cultural information
c. Act as a liaison between the chapter and other culturally oriented organizations
d. Act as an informant of current, local cultural events
e. Organize one major culture-oriented sisterhood or cultural event per semester
J. Health and Wellness/Risk Management
a. Provides a safe way of transportation to and from social events
b. Organizes a sisterhood once a semester dealing with health and wellness
c. Organizes a sisterhood once a semester dealing with risk management
d. Brings information on health/risk management issues to the chapter

****All committees must hold at least one committee meeting a month, where all members are present.
Section 2: No sister may chair more than two committees. All members must be in at least two
committees. All members must be active in at least two committees. If the need arises, members will be
required to be active in additional committees. Also, if the need arises a sister may chair more than two
committees.
Section 3: Any special committee may be appointed by the Vice Archon or the executive board. The chair
will submit to the Vice Archon the amount of members needed for an effective committee. The Vice
Archon may need to, with the consent of the member, move the members to committees for appropriate
numbers. This will be done through seniority. If the need arises, the Vice Archon may appoint a
committee chairman.
Section 4: All officers and chairs shall prepare a notebook stating their duties and any project they may
have initiated. These notebooks will be handed over to the new officers and chairs at election time in
November, and will be permanently kept in the chapter files. The Vice Archon shall be in charge of
looking after these notebooks, and if a question arises concerning them, she is to be contacted.
Section 5: The finance committee shall consist of the Archon, Vice Archon, Bursar, and Member-atLarge, and chapter advisor. Its purpose shall be to prepare the budget, establish dues and exercise

9

supervision over the finance of the chapter, to audit the books of the bursar monthly, and to certify the
correctness of the bursar’s report.
Section 6: The constitution committee shall consist of the Vice Archon, Archon, Sister Development
chairman, Member-at-Large, and a minimum of three active members whose function is to supervise the
updating of the constitution. (Refer to the calendar required by chapter excellence). If three members do
not attend, the Vice Archon will appoint people as needed.
Section 7: All business must be turned in either in writing or orally before the executive board meeting; if
not, it will not be able to be presented to the chapter.

Article VIII:
Elections
Section 1: Nominations shall be held at the first formal meeting in November. New officers shall be
elected the 2nd formal meeting in November.
Section 2: A training period shall exist, after which installation shall take place at the direction of the
executive board with the old officers assisting in all duties. At this time, the new executive board will
receive officer’s dangles, which have been pre-ordered and pre-paid by the chapter if funds are available.
Section 3: All members wishing to run for an elected position must meet with the present executive board
and committee chairs at least 48 hours prior to election night, or they will not be eligible to run for these
positions, with the exception of those nominated on election night. All candidates must provide a platform
for all positions nominated for. Candidates nominated and elected in the same night have 48 hours to talk
to a current sister in position.
Section 4: A quorum of 2/3 of the eligible voting sisters must be present for elections. If quorum is not
met, the majority of the group must choose an alternate election date.
A.

Simple majority of those present must receive over 50% of the votes cast. If after the vote
cast and no candidate receive enough votes, the candidate with the least number of votes is
eliminated and a re-vote is taken. Continue eliminating candidates until only one candidate
receives over 50% of the votes. When absolutely necessary, discussion of the remaining
capabilities of the holding office will take place. No character opinions will be taken, unless
crucial to running of that position. If the Archon or advisor finds the sister in violation of
appropriate discussion, they make take that sister’s voice and vote for the remainder of the
meeting.

Section 5: Voting shall be done by a secret ballot. The Archon and advisor, or the bursar shall do the
counting of the ballots. In the event that any of the above is running for the position, the oldest sister(s)
will count the votes. Strict order shall be maintained while voting. Only initiated and new members should
be present during voting.
Section 6: Installation of officers shall be conducted according to International ritual at a special meeting
of the sorority.
Section 7: In the case of a vacancy of the office of the Archon, the Vice Archon will preside in that
position after a proper installation given by the advisor or alumnae. All assistants will automatically fill
vacant positions. Other positions will be filled by special elections.
Section 8: If a sister does not fulfill her full year in office, she will be unable to be elected into another
position for one full year unless voted by the chapter.

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Section 9: Chapter elections should be open to the best qualified candidate for each office. For this reason
chapters should not limit eligibility to years of membership, previous executive board experience, or other
such criteria. While eligibility should not be limited, consideration should be given to a sister’s ability to
balance the demands of the chapter office with their academic responsibilities.
Section 10: All officers may hold the presidency (or other high office) in other campus activities. The
Archon, however, cannot hold the presidency in the Panhelllenic Council.
Section 11: A member may hold one executive board office at a given time.
Section 12: In order to run for Archon, Vice Archon, and Bursar, a sister must be under the assumption
that she will be at Clarion University for the whole year of her term.
Section 13: The position of Archon, Vice Archon, Bursar, and Member-at-Large should not head or be on
any committees other than those deemed as part of their job description as stated in the constitution unless
committee head positions need to be filled.
Section 14: The current executive board officers and anyone who has previously held the position are
permitted to ask candidates, running for any executive board position questions pertaining to their
positions.
Section 15: The election of the Phi Sigma Sigma sweetheart shall be dependent on the candidate being a
Clarion University student in good academic standing for the semester for which he is elected.
Article IX:
Discipline
Section 1: New members and active members shall be subject to the same standards of membership as set
down by the constitution.
Section 2: Any member who has missed, came late, or had to leave early for a meeting is required to read
and sign the minutes within the next 48 hours.
Section 3: In order for any event to be deemed mandatory, it must be stated 48 hours prior to the event
unless an emergency arises.
Section 4: Excuses from an activity concerning the active chapter must be presented to the Member-atLarge 48 hours before the activity or 72 hours before a Panhellenic sponsored event.
Section 5: The standards board consists of the Member-at-Large, who serves as the chair of the committee,
and three other members: one fourth-year student, one third-year student, one second-year student, and onefirst-year student. In situations where there are less than 3 willing member of a class, an additional member
of the class with the most representatives may be submitted. An alternate will be elected for situations
where a standards board representative cannot attend a standards board meeting or is being called to
standards board. The Vice Archon serves as a non-voting member of the standards board. In the event of a
tie, the Member-at-Large votes to break the tie. The Member at Large, along with the Standards Board,
will approve and reject all excuses. These are the standards to which the board will adhere:
A.
B.
C.
D.

The death of a family member shall be an excused absence from any situation.
Permanent class and work schedule are to be submitted to the Member-at-Large.
If a sister is attending class, she must attend the chapter activity as soon as the class is over.
Illness of a sister is excused if she has sacrificed other activities, as well as the chapter
function, or if the illness is sudden (note goes to the Member-at-Large).
E. If a sister is attending a campus activity of which she is a member, she is excused (this
includes religious activities). As soon as the activity is over, she must attend the chapter
activity.

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F.

If a sister has an invitation to a known event prior to our calendar and has good attendance to
regular functions, she must submit her excuse within one week after the calendars are issued
and she will be excused from the event.
G. All other excuses will be at the discretion of the standards board.
H. Study vouchers are valid for one sisterhood or social events with the reasoning of
studying.
Section 6: Letters of concern submitted to the standards board must be signed by the author for standards
board confidentiality only.
Section7: Points System:
Present: Full points
Excused for class: Does not count
(0/0)
Excused for Extracurricular: Half
points
Excused: Zero points
Unexcused: Negative points
1
Initiation

100

2

Structured Recruitment Week

100

3
4
5

Ritual Meetings
Chapter Retreat
Chapter Meetings

75
75
50

6

Philanthropy

50

7

Fundraising

50

8

Sisterhoods

30

9
10
11

Greek Sing
COB Events
Social Events

50
25
10

12

Community Service Activity

10

13

Greek Games

10

14

E-Council Meetings

30

15

E-Board Meetings

10

16

Panhellenic sponsored events

10

17

Attending Reflections meetings

10

18

Greek Sing

50

19

Committee Meetings

10

20 Alumnae Events

10

21 Fraternity Education

10

22 Teddy Buddy

50

Bonus
1

Attending a campus event in letters

5

2

Bringing people to the house that are not sisters

3

Meeting and entering a name in the wish list

5
5

4 Grades
·

A=5

12

·
B=4
Attend event that a sister is in 5
Attend Greek Games if not participating 5
Check Billhighway account weekly
2

5
6
7

Fine System:
A sister will be fined a $10 fine for the above functions. To avoid this fine, she must present a valid excuse
at least 48 hours in advance to the Member-at-Large, except concerning committee meetings where the
excuse will be given to the committee head in charge, before the next executive board meeting. Any sister
coming late to or leaving early from an event will be warned once. After that, a five dollar fine will be
issued. After three fines, she will be sent to Standards Board. However, a sister may leave early or arrive
late with prior permission from the Member at Large. This will include membership recruitment functions
and initiation. Also, any sister completing her last semester of schooling will only need to receive 80% of
total points given. All active sisters (not on status) must receive 90% of her points monthly.
Section 8: Execution of Discipline:
A. A sister that has been excused by the standards board before the meeting must read and sign
the minutes within 48 hours, or it will turn into an unexcused absence.
B. If a sister acquires a fine it must be paid within one week’s time of notification or privileges
will be taken away weekly this includes: voice, vote, social, and special privileges. If
payment is delinquent, voting and social will be lost until payment is rendered.
C. Three Step Process:
Step 1: Sister meets with the standards board for un-sisterly like conduct, breaking a
previously agreed contract; in addition to any other inappropriate behavior that will be
determined by the standards board. The sister loses her voice and vote, and social privileges
for a two-week period.
Step 2: If deadlines are met, the sister is returned to good standing. If not the sister meets
with the standards board again. The action plan is revised and the sister must do a service
project for the sorority, campus, or community. The sister will not gain her voice, vote, and
she will lose her social privileges, unless she can prove herself to the standards board up to
the equivalent of one year.
Step 3: If the deadlines and process is not met then the sister is then brought to standards
board on disaffiliation charges. If the deadlines are met the sister is returned to good standing.
The sister may regain her voice, vote, and social privileges if she attends the next 5 mandatory
events or upon expiration of the two week period. Once a sister has reached any step in the
Three Step Process, she will not return to Step 1 throughout her membership. The sister can
regain her voice if on Step 1.
D. Any Standards board or Executive Board members who are called down to the Standards two
or more times for any reason- she will have her position revoked at the discretion of 2/3 chapter
vote.
Section 9: Grounds for Immediate Disaffiliation
1.
2.
3.

Using, selling, possessing, distributing of any illegal drugs or paraphernalia.
Not paying your rent in the sorority house.
Sisters who have not lived in the house when there are empty spaces, and have violated
their FHOF can be disaffiliated. The chapter can allow the sister to remain an active sister
provided that she is financially responsible for the room that she should occupy.

13

4.
5.

Un-sisterly like conduct, severe threat to a fellow sister or new member, including physical,
mental, verbal, or damage reputation.
All national grounds for disaffiliation apply here.
Article X:
Scholarship

Section 1: Any sister whose semester GPA, or overall QPA falls below the required 2.4 must participate in
the Scholarship Improvement Program (SIP). Guidelines will be set up according to the scholarship
chairman and the Member-at-Large, in accordance with the National Constitution. A sister must sign and
read the contract and agree upon it. If they disagree, the standards board will intervene and further action
will be taken. If a sister holds an executive board or committee chair position, she must step down from the
position if on a scholarship improvement plan. If this is a sister’s first semester on the scholarship
improvement program, she will be placed on the first step of SIP. Depending on the sister’s GPA/QPA, the
sister will be placed on level A or B of the first step. If the sister fails to meet the 2.4 requirement for a
second semester in a row, the sister will be placed on the second step of SIP. Depending on the sister’s
GPA/QPA, the sister will be placed on level A or B of the second step.
A. Guidelines for the first semester of SIP (Step 1):
1. Level A (QPA or GPA 2.399-2.000)
a. She will attend mandatory functions. For example, membership recruitment,
scholarship activities, chapter meetings, philanthropy, and fundraising activities
as described in the chapter by-laws.
b. She is required to comply with the Panhellenic scholarship program.
c. She will be required to complete eight study hours per week.
d. She must schedule and attend biweekly meetings with the scholarship
chairman in order to monitor the success of the program. If the sister fails to
meet biweekly with the scholarship chairman, she will receive a warning. After
the second warning, the sister will be fined $25 for each failed meeting.
e. She may participate in Greek Games, but she may not participate in Greek
Sing. During designated Greek Sing practice times, a sister must be signed into
the library, house, or approved study location determined by the Member-atLarge
f. She may go to social events (excluding Date Party/Formal).
g. To attend Date Party/Formal, the sister must follow all SIP requirements
throughout the semester. These requirements include completing required study
hours, attending all biweekly meetings with the scholarship chair, and
submitting a mid-semester grade report.
h. She will lose her right to vote (excluding elections and recruitment events)
i. She will retain the right to vote in elections and recruitment events.
j. She is not eligible for a Sapphire Sister.
k. She may run for an executive board or committee chair position with a signed
grade report from all professors showing work equaling over a 2.4 average. This
report must be submitted a week prior to nominations.
l. She must submit a mid-semester grade report signed by her professors. If the
grade report shows a GPA lower than a 2.4 at this time, the sister must seek a
form of tutoring from Ralston tutoring services or the professor for classes with
a C or below. If tutoring cannot be provided, written documentation from the
professor must be submitted to the scholarship chairman.
2. Level B (QPA or GPA 1.999-below)
a. She will attend mandatory functions. For example, membership recruitment,
scholarship activities, chapter meetings, philanthropy, and fundraising activities
as described in the chapter by-laws.
b. She is required to comply with the Panhellenic scholarship program.
c. She will be required to complete ten study hours per week.

14

d. She must schedule and attend biweekly meetings with the scholarship
chairman in order to monitor the success of the program. If the sister fails to
meet biweekly with the scholarship chairman, she will receive a warning. After
the second warning, the sister will be fined $25 for each failed meeting.
e. She may participate in one Greek Game, but she may not participate in Greek
Sing. During designated Greek Sing practice times, a sister must be signed into
the library, house, or approved study location determined by the Member-atLarge.
f. She may go to one social event (excluding Date Party/Formal).
g. To attend Date Party/Formal, the sister must follow all SIP requirements
throughout the semester. These requirements include completing required study
hours, attending all biweekly meetings with the scholarship chair, seeking help
or tutoring, and submitting a mid-semester grade report.
h. She will lose her right to vote (excluding elections and recruitment events)
i. She will retain her right to vote in elections and recruitment events.
j. She is not eligible to take a Sapphire Sister.
k. She may run for an executive board or committee chair position with a signed
grade report from all professors showing work equaling over a 2.4 average. This
report must be submitted a week prior to nominations
l. At the beginning of the semester, she must seek tutoring from Ralston or help
from the professors. If tutoring cannot be provided, written documentation from
the professor must be submitted to the scholarship chairman. Proof of this
tutoring must be presented at biweekly meetings.
m. She must submit a mid-semester grade report signed by her professors.
B. Guidelines for the second semester of SIP (Step 2):
1. Level A (QPA or GPA 2.399-2.000)
a. She will attend mandatory functions. For example, membership recruitment,
scholarship activities, chapter meetings, philanthropy, and fundraising activities
as described in the chapter by-laws.
b. She is required to comply with the Panhellenic scholarship program.
c. She will be required to complete ten study hours per week.
d. She must schedule and attend biweekly meetings with the scholarship
chairman in order to monitor the success of the program. If the sister fails to
meet biweekly with the scholarship chairman, she will receive a warning. After
the second warning, the sister will be fined $25 for each failed meeting.
e. She may not participate in Greek Games or Greek Sing. During designated
Greek Sing practice times, a sister must be signed into the library, house, or
approved study location determined by the Member-at-Large.
f. She may not go to social events (excluding Date Party/Formal).
g. To attend Date Party/Formal, the sister must follow all SIP requirements
throughout the semester. To attend Date Party/Formal, the sister must follow all
SIP requirements throughout the semester. These requirements include
completing required study hours, attending all biweekly meetings with the
scholarship chair, seeking help or tutoring, and submitting a mid-semester grade
report.
h. She will lose her right to vote (excluding elections)
i. She will retain her right to vote in elections.
j. She is not eligible to take a Sapphire Sister.
k. She may not run for any executive board or committee positions.
l. At the beginning of the semester, she must seek tutoring from Ralston or help
from the professors. If tutoring cannot be provided, written documentation from
the professor must be submitted to the scholarship chairman
m. She must show proof of continued tutoring each month through written
documentation.

15

n. She must submit a mid-semester grade report signed by her professors. If the
grade report shows a GPA lower than a 2.4 requirement by the 8 th week, the
sister will be sent to standards board for a discussion involving disaffiliation if
improvement does not occur.
2. Level B (QPA or GPA 1.999-below)
a. She will attend mandatory functions. For example, membership recruitment,
scholarship activities, chapter meetings, philanthropy, and fundraising activities
as described in the chapter by-laws.
b. She is required to comply with the Panhellenic scholarship program.
c. She will be required to complete twelve study hours per week.
d. She must schedule and attend biweekly meetings with the scholarship
chairman in order to monitor the success of the program. If the sister fails to
meet biweekly with the scholarship chairman, she will receive a warning. After
the second warning, the sister will be fined.
e. She may not participate in Greek Games or Greek Sing. During designated
Greek Sing practice times, a sister must be signed into the library, house, or
approved study location determined by the Member-at-Large.
f. She may not go to social events (excluding Date Party/Formal).
g. To attend Date Party/Formal, the sister must follow all SIP requirements
throughout the semester. These requirements include completing required study
hours, attending all biweekly meetings with the scholarship chair, seeking help
or tutoring, and submitting a mid-semester grade report.
h. She will lose her right to vote.
i. She is not eligible to take a sapphire sister.
j. She may not run for any executive board or committee positions.
k. At the beginning of the semester, she must seek tutoring from Ralston or help
from the professors. If tutoring cannot be provided, written documentation from
the professor must be submitted to the scholarship chairman
l. She must show proof of continued tutoring each month through written
documentation.
m. She must submit a mid-semester grade report signed by her professors. If the
grade report shows a GPA lower than a 2.4 requirement by the 8 th week, the
sister will be sent down to standards board for a discussion involving
disaffiliation if improvement does not occur.
n. All study hours must be done in the library, common rooms of the house, or a
previously approved location by scholarship chairman and Member-at-Large.
Section 2: If a sister leaves school for any reason, her last recorded GPA/QPA will be the basis for her
actions during her return.
Section 3: If a sister successfully completes 12 or more credits in the summer sessions, it will count as
another semester and help determine her QPA and GPA in terms of being on Scholarship Improvement
Program. However, if she completes less than 12 credits, credits taken in the summer will be averaged into
the previous spring semester, and credits taken in the winter intersession will be averaged into the previous
fall semester. If a sister is averaging the two semesters, the GPA/QPA must be calculated by the registrar’s
office.
Section 4: The scholarship chairman will collect a printed copy of every sister’s grades within the first two
weeks of each semester. This printed report will be signed by the sister and the scholarship chairman. If a
sister is averaging summer or winter grades, the calculated GPA/QPA report must come from the
registrar’s office. These grades may be seen by the MAL, scholarship chairman, vice archon, and archon.
Section 5: When using a study voucher, the sister must be signed into the library or receive prior
permission from the Member-At-Large to study elsewhere.

16

Section 6: In accordance with the rising standards of international Phi Sigma Sigma, the required GPA for
chapter membership shall rise to a 2.5 GPA/QPA by January 1st of 2013.
Article XI:
Requirements for Sapphire Sisters
Section 1: The guidelines for becoming a Sapphire Sister are as follows:
A. Seniority by whether a sister has never had a sapphire sister before
1. Seniority by graduation date
2. Seniority by initiation order
B. Seniority by if a sister’s Sapphire Sister is inactive for factors that do not include graduation
1. Seniority by graduation date
2. Seniority by initiation order
Section 2: The above guidelines will be followed in order for a sister to take a Sapphire Sister.
Section 3: If a sister has an inactive sapphire sister and is in her last semester of eligibility according to
graduation date, she would be placed in order with the sisters who have never had a Sapphire Sister.
However, if this sister would bump a sister off the list who is also in their last semester of eligibility
according to graduation date, preference would be given to the sister who has never had a Sapphire Sister.
Section 4: If there are more new members than there are sisters who have never had a Sapphire Sister or
Sapphire Sister who’s inactive, the entire chapter would be placed in graduation and then initiation order.
The eligibility requirements would then be if a sister did not get a Sapphire Sister in the recent class and the
sister will be attending school at Clarion University for at least one more semester.
Section 5: A sister who acquires a previous semester GPA and an overall GPA below a 2.4 may not take a
Sapphire Sister. A sister who is not in good financial standing and who is below 90% of the points one
week prior to the pinning ceremony will not be permitted to take a Sapphire Sister at that time.
Section 6: A Sapphire Sister is required to guide and support the new members throughout their reflections
program. If the requirements are not followed through, the Sapphire Sister will be called down to
Standards Board for un-sisterly like conduct.
Section 7: If the need arises, all members who do not already have a Sapphire Sister must take a Sapphire
Sister. In order for a sister to pass on a Sapphire Sister when her opportunity arises, she must have a reason
that is approved by the Standards Board. If she fails to submit an acceptable excuse, she will remain in the
list of sisters currently eligible to take a Sapphire Sister.
Section 8: The MAL, SDC and Assistant SDC will make the list of sisters eligible to take a Sapphire Sister
at the beginning of each semester.

Article XII:
Amendment
Section 1: The by-laws are to be reviewed every fall unless an emergency arises.
Section 2: A 2/3 majority vote is required for an amendment. An amendment must be introduced at two
consecutive meetings before voted on.
Section 3: Impeachment
A. A sister can be impeached from her position if she is not fulfilling the responsibilities or if
she is called down to standards board two or more times. This will be left to the discretion
of 2/3 chapter vote.

17

B. If a sister on the executive board cannot fulfill her obligations for that position, the position
will be revoked. The executive board will have a discussion and the final decision will be
made by 2/3 chapter vote.
C. If a member of the executive board is put on scholarship improvement program, her
position will be revoked and a new sister will be elected into that position.

Article XIII:
Housing Regulations
Section 1: The following rules will apply to the occupancy of the Phi Sigma Sigma House:
A. Sisters must agree to reside in the house at least two full years as of January 1, 2002. If
there is a vacancy in the house, you shall be required to fulfill more than 2 years per the
FHOF provisions. Occupancy will be served by a first come first serve basis, in accordance
to those who have signed the lease.
B. The lease for the house will be signed in February for the next school year in order to
guarantee no interference with other housing obligations.
C. Alumnae will not be permitted to reside in the house.
D. It requires that the Archon shall reside in the house for one semester of her term elected;
exemption can be granted if submitted in writing to the supreme council.
E. House manager is required to live in the house for the term of her position. She has a
second choice of rooms.
F. In the event that the house is not voluntarily filled, every sister who has not filled her twoyear housing requirement will be obligated to live in the house. The order in which we will
fill the house, for those who have not already lived there, will follow the initiation order of
all active sisters.
G. Thereafter, only sisters who have signed the lease by the assigned date and time will be
eligible to choose rooms. After deciding the Archon and the house manager’s rooms,
rooms will be chosen by who has liven in the house the longest and by initiation date.
H. If the house manager is unable to fulfill her responsibilities, a new House Manager will be
immediately elected.
I. If a sister has signed the lease, she is obligated to pay the rent in full regardless of her status
with the sorority during the date specified on the lease.
J. The House Manager will serve in her position for one academic year.
Section 2: Payment
A. Any sister leaving the residence of the house for any reason is still responsible for the
amount of rent stated in the lease. The lease for the house is will be signed in February for
the next school year in order to guarantee no interference with other housing obligations.
B. Any money owed, due to damages, will be paid by the person responsible for the damages.
C. Any resident who has signed the lease who does not pay their rent will receive a warning
letter and if the rent situation is not attended to, collection papers will be served.
D. A current resident who graduates, withdraws, disaffiliates, disaffiliated or transfers in the
middle of an academic year will be responsible to pay the remaining balance of the rent.
E. A sister who doesn’t fulfill her housing obligations will be sent to a collection agency for
those year(s) they didn’t reside in the house (excluding sisters who join and graduate before
they could fulfill the two year obligation).
F. All sisters not living in the house will pay a parlor fee of $50 a year to go to either paying
for empty rooms or costs necessary to maintaining the house. Those sisters living in the
house will pay a parlor fee of $35 a year.

Section 3: Rules and Regulations

18

A. The housing committee shall consist of the house manager serving as a chair. The chair
will not vote at committee meetings unless a tie needs to be broken.
B. The house manager will make all rules for the house at the beginning of each year. Rules
may be amended at the discretion of the housing manager.
C. The chapter will follow all the rules set forth by unless deemed unreasonable by the
executive board.
D. Alcohol and Illegal Drugs: The International Phi Sigma Sigma policy states that neither
alcohol (regardless if a sister is 21 or over) illegal drugs or even prescription drugs that are
being abused are NOT allowed on the Phi Sigma Sigma premises. Members who commit
infractions of this policy will meet with the standards board and the Gamma Gamma
Housing Corporation when it is active, otherwise with the chapter advisor. The possession,
use, sale, or distribution of alcohol, illegal drugs or misuse/ abuse of prescription drugs on
the Phi Sigma Sigma premises will result in eviction and disaffiliation. The sisters will pay
all obligations, financial and otherwise, to the sorority.
E. Smoking: Smoking is not permitted in the house per our Nation Insurance carrier.
Smokers are permitted to smoke in the back of the house and must dispose of their butts in
the designated containers. The failure to remove buts or other smoke related items may
result in a suspension of smoking on the Phi Sigma Sigma premises.
F. Chapter Room: The formal/chapter room is to be used for chapter functions only. Food
and drink may not be consumed in the chapter room during any ritual events.
G. Fines for non-completed chores:
1.
2.
3.

First Offense: $10
Second Offense: $15
Third Offense: $20 and a call to Standards Board

H. Quiet hours will begin from 11pm to 8am on weekdays and 1am until 9am on weekends.
This applies to anyone in the house including residents, sisters, and visitors.
I. Visitors;
1.
2.
3.
4.
5.

J.

Guests must be supervised at all times and hosts are completely responsible for
their guests.
The visiting hours are limited to noon to midnight.
Guests must leave the chapter house prior to a chapter activity in the house,
excluding sisterhoods and informal meetings.
Male guests are required to use the downstairs bathroom.
Guests may only stay up to three (3) nights in succession.

As per the signed lease, no pets are permitted in the house.

Section 4: Maintenance
A.
B.

All committees shall be responsible for cleaning the area(s) of the house where their
function was held.
All chores that need to be done at least once by Friday at midnight or she will be fined
with the house fining system. The first offense will result in a written warning, the second
offense will result in a $10 fine, and the third offense will result in a $15 fine and sent to
standards board. If there is a recruitment event chores must be done at least one hour
prior to the function.

Section 5: Phi Sigma Sigma Housing Corporation
The housing corporation is being created in order to be a go between with the chapter and the landlords.
The sisters will sign a lease with the housing corporation, and the corporation will in turn sign a lease with

19

the landlords. Therefore, the chapter will inform the housing corporation when something is needed with
the house. It is then the housing corporation’s responsibility to take it to the landlords. The Housing
Corporation will also be responsible for finding suitable housing for the sorority, if the need arises.
Article XIV:
Ratification Amendment
This Constitution, and its amendments, shall become effective upon ratification by the members of Phi
Sigma Sigma and following the approval of the Student Senate of Clarion University of Pennsylvania, the
Vice President for Student & University Affairs, and the President of Clarion University.

20