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BYLAWS
OF THE
CLARION UNIVERSITY
PANHELLENIC COUNCIL
Proposed 11/13/2018
Approved on 12/3/2018
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Bylaws of Clarion University Panhellenic Association
Article I. Name
The name of this organization shall be the Clarion University Panhellenic Council.
Article II. Object
The object of the Panhellenic Association shall be to develop and maintain women’s
fraternity life and interfraternity relations at a high level of accomplishment and in so
doing to:
1. Consider the goals and ideals of member groups as continually applicable to
campus and personal life.
2. Promote superior scholarship and basic intellectual development.
3. Cooperate with member women’s fraternities and the university/college
administration in concern for and maintenance of high social and moral
standards.
4. Act in accordance with National Panhellenic Conference (NPC) Unanimous
Agreements, resolutions and policies.
5. Act in accordance with such rules established by the Panhellenic Council as to
not violate the sovereignty, rights and privileges of member women’s fraternities.
Article III. Membership
Section 1. Membership Classes
There shall be three classes of membership: regular, provisional and associate.
A. Regular membership. The regular membership of the Clarion University
Panhellenic Association shall be composed of all chapters of NPC fraternities at
Clarion University. Regular members of the College Panhellenic Council shall
pay dues as determined by the College Panhellenic Council. Each regular
member shall have voice and one vote on all matters. Each regular member will
be able to participate in recruitment and hold a committee position on the
Panhellenic Council.
B. Provisional membership. The provisional membership of the Clarion University
Panhellenic Association shall be composed of all colonies of NPC fraternities at
Clarion University. Provisional members shall pay no dues and shall have voice
but no vote on all matters. A provisional member shall automatically become a
regular member upon being installed as a chapter of an NPC fraternity.
C. Associate membership. Local sororities or national or regional non-NPC
member groups may apply for associate membership of the Clarion University
Panhellenic Association. The membership eligibility requirements and the
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process for submitting an application and approval of the application shall be
determined by the Panhellenic Council. Associate members shall pay dues as
determined by the College Panhellenic Council. An associate member shall have
voice and one vote on all matters except extension-related matters and, if they
are not participating in the formal recruitment process, they shall not have a vote
on recruitment rules and establishment or modification of Panhellenic total. An
associate member may be expelled for cause by a majority vote of the
Panhellenic Council. An associate member shall not be entitled to vote on the
question of its expulsion.
Section 2. Privileges and Responsibilities of Membership
A. Duty of compliance. All members, without regard to membership class, shall
comply with all NPC Unanimous Agreements and be subject to these Clarion
University Panhellenic Association bylaws, code of ethics and any additional
rules this Panhellenic Association may adopt unless otherwise prescribed in
these bylaws. Any rules adopted by this Panhellenic Association in conflict with
the NPC Unanimous Agreements shall be void.
Article IV. Officers and Duties
Section 1. Officers
The officers of the Clarion University Panhellenic Association shall be president, vice
president of committees, vice president of recruitment and public relations, secretary
and treasurer
Section 2. Eligibility
Eligibility to serve as an officer shall depend on the class of membership:
A. Regular membership. Members from women’s fraternities holding regular
membership in the Clarion University Panhellenic Association shall be eligible to
serve as any officer.
B. Provisional membership. Members from women’s fraternities holding
provisional membership in the Clarion University Panhellenic Association shall
not be eligible to serve as an officer.
C. Associate membership. Members from women’s fraternities holding associate
membership in the Clarion University Panhellenic Association shall be eligible to
serve as an officer except President or the officers in charge of recruitment.
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Section 3. Selection of Officers
The offices of President, Vice President of Committees, Vice President of Recruitment,
Secretary, Treasurer and Assistant to the Vice President of Recruitment. The Clarion
University Panhellenic Association shall be elected by ballot. In the event that only one
nominee is named, that nominee shall be declared elected.
Each chapter shall have no more than one nominee per executive board position per
election.
Section 4. Office-Holding Limitations
No more than 2 member(s) from the same women’s fraternity shall hold office during the
same term.
Section 6. Term
The officers shall serve for a term of one year or until their successors are selected. The
term of office will begin at the beginning of the fall academic term.
Section 7. Removal
Any officer may be removed for cause by a vote of two-thirds of the Panhellenic
Council.
Section 8. Vacancies/Special Elections
Vacancies shall be filled in the same manner of selection as provided in Section 3 of
this article.
In a case where special elections are required, nominations shall be opened in the
same manner in which regular elections are opened, and must be open for at least one
week before voting can occur.
Section 9. Duties of Officers
A. The President shall:
Preside at all meetings of the Panhellenic Council.
Preside at all meetings of the Executive Board.
Meet regularly with the Panhellenic advisor.
Be familiar with the NPC Manual of Information and all governing
documents of this association.
Ensure that the NPC annual report is completed.
Communicate regularly with the NPC area advisor.
Maintain current copies of the following: Panhellenic Association bylaws
and standing rules; the Panhellenic Association budget; contracts
executed on behalf of the Panhellenic Association; correspondence and
materials received from the NPC area advisor; all College Panhellenic
reports to NPC; and other pertinent materials.
Perform all other duties as assigned.
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B. The Vice President of Committees shall:
Perform the duties of the president in her absence.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Serve as an ex-officio member of all Panhellenic Association committees.
Meet regularly with committee chairs.
Communicate regularly with the Panhellenic advisor
Perform all other duties as assigned.
C. The Vice President of Recruitment
Coordinate and oversee Informal and Formal Recruitment, including "Meet
the Greeks"
Present proposed recruitment dates and rules at least 2 weeks prior to the
end of the Semester
Meet regularly with the Panhellenic Advisor
Work with Panhellenic advisor and National Panhellenic on recruitment
processes and standards
Assist the PHC advisor in selection and training of recruitment counselors
prior to formal recruitment
Chair the Membership Recruitment Committee. In its capacity, she is
responsible for the development, revision and enforcement of the
recruitment policies established by her committee
D. The secretary shall:
Keep an up-to-date roll of the members of Panhellenic Council.
Record minutes of all meetings of the Clarion University Panhellenic
Council and the Executive Board.
Maintain a complete and up-to-date file that includes the minutes of all
meetings from the date of organization and current correspondence.
Send meeting minutes to the NPC area advisor.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Perform all other duties as assigned
Chair of the Bylaws Committee
Meet with the Panhellenic Advisor regularly
E. The Treasurer shall:
Supervise the finances of Clarion University Panhellenic Association.
Prepare the annual budget and, after its approval by the Panhellenic
Council, provide a copy to each Clarion University Panhellenic Association
member fraternity.
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Receive all payments due to the Panhellenic Association, collect all dues
and give receipts.
Pay promptly the annual NPC dues and all bills of the Clarion University
Panhellenic Association.
Communicate regularly with advisor
Maintain up-to-date financial records; give a financial report at each
regular meeting of the Panhellenic Council and an annual report at the
close of her term of office.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Perform all other duties as assigned
Assistant Vice President of Recruitment
Assist Vice President with recruitment training
To help with recruitment councilor selection
Manage PR for recruitment activities
Communicate regularly with advisor
Complete other duties as assigned
Article V. The Panhellenic Council
Section 1. Authority
The governing body of the Clarion University Panhellenic Association shall be the
Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all
business related to the overall welfare of the Clarion University Panhellenic Association
including, but not limited to: annually review and adjust total as needed; determine
dues; approve the annual budget; consider extension; set a calendar of events;
determine programming; and establish recruitment rules and recruitment style. The
Panhellenic Council shall also have the authority to adopt rules governing the
Panhellenic Association that do not violate the sovereignty, rights and privileges of
member women’s fraternities.
Section 2. Composition and Privileges
The Clarion University Panhellenic Council shall be composed 2 delegates from each
regular, provisional and associate member group at Clarion University as identified in
Article III. The delegates shall be the voting members of the Panhellenic Council except
as otherwise provided in Article III of these bylaws. The alternate delegates shall have
voice but no vote. The alternate delegate shall act and vote in the place of the delegate
when the delegate is absent. If both delegate and alternate are absent, the vote may be
cast by a member of the fraternity, providing her credentials have been presented to the
association president.
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Section 3. Selection of Delegates and Alternates
Delegates and alternates to the Panhellenic Council shall be selected by their
respective women’s fraternity chapters to serve for a term of one year commencing
upon selection by the chapter
Section 4. Delegate Vacancies
When a delegate vacancy occurs, it shall be the responsibility of the fraternity
affected to select a replacement within 2 weeks and to notify the Panhellenic
Association secretary of her name, address and telephone number.
If a delegate is unable to attend a meeting, a replacement delegate or excuse
must be submitted within 24 hours.
Section 5. Regular Meetings
Regular meetings of the Panhellenic Council shall be held at a time and place
established at the beginning of each academic year
Section 6. Annual Meeting
The annual meeting of the Panhellenic Council shall be held during the month of April.
The purpose of the annual meeting shall be for the election of officers and any other
business that may properly come before the delegates.
Section 7. Special Meetings
Special meetings of the Panhellenic Council may be called by the president when
necessary and shall be called by her upon the written request of no less than one-fourth
of the member women’s fraternities of the Clarion University Panhellenic Association.
Notice of each special meeting of the Panhellenic Council shall be sent to each member
of the Panhellenic Council at least 24 hours prior to convening the meeting; however,
such notice may be waived, and attendance at such meeting shall constitute waiver of
said notice.
Section 9. Quorum
Two-thirds of the delegates from the member fraternities of the Clarion University
Panhellenic Association shall constitute a quorum for the transaction of business.
Section 10. Vote Requirements
A. Proposed motions on issues that impact a chapter as a whole must be
announced at a previous meeting to allow opportunity for chapter input before a
vote may be taken on the issue.
B. If a member wishes to make an event mandantory, the motion must approved at
least two weeks in advance.
C. Each chapter will have one vote (to be given by the Senior Delegate)
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D. A two-thirds vote of the Panhellenic Council shall be required to approve a
recolonization plan and for all extension-related votes. All other votes, unless
specified in these bylaws, shall require a majority vote for adoption.
E. Each chapter may move to make a maximum of two of their own events
mandantory each semester.
F. An event can only be mandantory for two hours. If the event is longer than that,
chapters should not be required to stay.
Section 11. Excuses
A. A chapter excuse may be submitted for events where a whole chapter event is
also taking place.
B. New members may count for you but not against you for the whole semester that
they pledged.
C. Indvidual excuses may be submitted when a chapter excuse is not applicable.
a. Excuses should be submitted to phccup@clarion.edu by each individual
member not attending the event.
b. Ex. An event is 50 percent mandantory and only 25% of your chapter can
go, the remaning 75% of your chapter must submit an excuse.
Article VI. The Executive Board
Section 1. Composition
The composition of the Executive Board shall be the president, vice president of
committees, vice president of recruitment and public relations, secretary, treasurer and
assistant vice president of recruitment.
Section 2. Duties
The Executive Board shall administer routine business between meetings of the
Panhellenic Council and such other business as has been approved for action by
Panhellenic Council vote. At the next regular meeting of the Panhellenic Council
through the secretary, the Executive Board shall also report all action it has taken and
record the action in the minutes of that meeting.
Section 3. Regular Meetings
Regular meetings of the Executive Board shall be held at a time and place established
at the beginning of each academic term.
Section 4. Special Meetings
Special meetings of the Executive Board may be called by the president when
necessary and shall be called by her upon the written request of three members of the
Executive Board.
Section 5. Quorum
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A majority of Executive Board members shall constitute a quorum for the transaction of
business.
Article VII. The Panhellenic Advisor
Section 1. Appointment
The Panhellenic advisor of the Clarion University Panhellenic Association shall be
appointed the Clarion University administration.
Section 2. Authority
The Panhellenic advisor shall serve in an advisory capacity to the Clarion University
Panhellenic Association. The Panhellenic advisor shall have voice but no vote in all
meetings of the Panhellenic Council and the Executive Board.
Article VIII. Committees
Section 1. Standing Committees
A. The standing committees of the Clarion University Panhellenic Association shall
be the Judicial Board and Membership Recruitment Committee.
B. The Committees of the Panhellenic Council shall be as follows: Community
Service, Circle of Sisterhood, Parliamentarian, Fundraising, Baccus Gamma,
Women’s Health and Issues, Scholarship, Student Senate, Public Relations and
Greek Unity
C. The committees will report to the following officers
a. President: Parlementarian
b. VP of Committees: Bacchus, Student Senate, Community Service,
Scholarship
c. VP of Recruitment: PR
d. Assistant VP of Recruitment: Circle of Sisterhood and Greek Unity
e. Treasurer: Fundraising
f. Secretary: Womens Health and Issues
Section 2. Appointment of Committee Membership
The Vice President of Committees shall appoint members and chairmen of all standing
and special committees, except as provided otherwise in these bylaws, and, in making
these appointments, recognize fair representation from all member women fraternities
as much as possible. The president shall be an ex-officio member of all committees
except the Judicial Board.
Community Service
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Any person who holds the position of the Community Service chair must:
Organize and plan at least two community service events each semester.
Keep up to date on community service events happening on campus.
Provide a report that includes the current activities of the community service
committee, any charitable works or community service events occurring on
campus, and any tips for each chapter to utilize in bettering their community
service.
Fundraising
Any person who holds the position of a Fundraising chair must:
Assist in planning and organizing any and all Panhellenic fundraising events.
Keep up to date on all fundraising activities conducted by Greek life.
Provide a weekly report to the Panhellenic Council that includes:
All current activities of the Fundraising Committee.
Any current or future fundraisers held by Greek life.
Parliamentarian
Any person who holds the position of the Parliamentarian chair must:
Interpret the NPC Manual of Information and PHC constitution and Bylaws.
o Read any section that is relevant to current proceedings.
Keep the PHC constitution and bylaws up to date.
Provide a weekly report to the PHC that includes:
Current activities of the Parliamentarian.
Tips on how to integrate a parliamentarian position into a chapter.
Tips on how to integrate Roberts Rules into a meeting.
Baccus Gamma
Any person who holds the position of the Risk Management Committee chair must:
Attend weekly Bacchus Gamma meetings.
Provide a weekly report to the Panhellenic Council of all information presented at
Bacchus Gamma meetings.
Read and be familiar with the Clarion University Anti-Hazing Policy
Include in the weekly report, any tips, statistics or other information that will
promote the health, wellness or safety of Panhellenic Council’s delegates and
constituent chapters.
Women’s Health and Issues
Any person who holds the position of Women’s Health and Issues must:
Host a sisterhood retreat or interactive learning oppurtunities that reflects the
values of our council.
Provide facts and raise awareness of issues that are pressing to women today.
Scholarship
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Any person who holds the position of the Scholarship chair must:
Provide a report at each meeting that contains information pertaining to
scholarship, grades, studying, etc.
Host a scholarship banquet each semester to recognize outstanding academic
achievement.
Student Senate
Any person who holds the position of the Student Senate chair must:
Attend weekly student senate meetings.
Give a detailed weekly report at each Panhellenic Council Meeting that includes:
All topics discussed that are relevant to Greek life.
All future events discussed.
Details about money disbursed, events sponsored and any matter
that was put up to a vote.
Public Relations
Any person who holds the position of Public Relations must:
Publicize all events held by the Panhellenic Council.
Assist all committees with publicizing their events.
Provide a strong, united image of the Panhellenic community across campus
including outside students, faculty and administrators
Greek Unity
Any person who holds the position of Greek Unity Chair must:
Provide a strong, united image of the Panhellenic community across campus
including outside students, faculty and administrators
Plan at least one event or activity a semester that includes either all sorority
women or all greek members
Circle of Sisterhood
Any person who holds the position of Circle of Sisterhood Chair must:
Report about facts regarding Circle of Sisterhood
Plan awareness events including fundraisers for the philanthropy itself
Work with Miss Annie for ALF (If applicable)
D. Term.
The standing committees shall serve for a term of one semester
Section 3. Judicial Board
The Judicial Board shall:
consist of the vice president of committees as chairman and junior delegate
members
The Panhellenic advisor shall serve as a nonvoting ex-officio member. The Judicial
Board members shall:
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Participate in training to be educated about the purpose of the board, the rules
and regulations the Judicial Board will monitor.
The procedures to be followed,
proper questioning techniques,
the rights of the charged organizations,
evaluating evidence, and
Deliberations and sanctioning
The Judicial Board shall educate member fraternities about the Panhellenic judicial
procedure. It shall be the Judicial Board’s duty to hold a hearing to adjudicate all alleged
violations of the NPC Unanimous Agreements and the bylaws, code of ethics, standing
rules and membership recruitment regulations of the Clarion University Panhellenic
Association that are not settled informally or through mediation. The hearing shall be
conducted by the entire Judicial Board unless Panhellenic Council adopts rules for the
hearing to be conducted by a committee of the Judicial Board. The members of the
Judicial Board shall maintain confidentiality throughout and upon completion of the
judicial process.
Section 4. Membership Recruitment Committee
The Membership Recruitment Committee shall consist of a chairman, who shall be the
Vice President of Recruitment, and one representative from each Panhellenic Chapter.
Alumnae advisors may attend meetings of the committee. The alumnae advisors shall
have voice but no vote. This committee shall review and develop membership
recruitment rules and submit them for discussion and approval to the Panhellenic
Council before the end of the academic term preceding the membership recruitment
period. After each membership recruitment period, the chairman of this committee shall
present a full report, including recommendations, to the Panhellenic Council based on
an analysis of the recruitment statistics and recruitment evaluations from new members,
potential new members who withdrew, each member group and chapter advisor.
Section 5. Other Committees
Other such committees, standing or special, shall be appointed as deemed necessary
by the Panhellenic Council.
Article IX. Finances
Section 1. Fiscal Year
The fiscal year of the Clarion University Panhellenic Association shall be from June 1st
to May 31st.
Section 2. Contracts
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Signatures of the President or Treasurer and Panhellenic Advisor, in conjunction with a
representative from the Clarion Students Association, shall be required to bind the
Clarion University Panhellenic Association on any contract.
Section 3. Checks
All checks issued on behalf of the Clarion University Panhellenic Association shall bear
dual signatures. The following shall be authorized to be one of the two required
signatures: the president or the treasurer, and Panhellenic advisor.
Section 4. Payments
All payments due to the Clarion University Panhellenic Association shall be received by
the treasurer, who shall record them. Checks for payments shall be made payable to
Panhllenic Council.
Section 5. Dues
A. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC
office.
B. Panhellenic Association membership dues shall be twelve dollars per active
member
Section 6. Fines
If a chapter does have the required percent mandantory at an event, they will be
responsible for paying the fine to the Panhellenic Council.
The cost for monitary fines is as follows:
A. 25% Mandantory - $25
B. 50% Mandantory - $50
C. 75% Mandantory - $75
D. 100% Mandantory - $100
Article X. Extension
Section 1. Extension is the process of adding an NPC women’s fraternity.
The Clarion University Panhellenic Association shall follow all NPC Unanimous
Agreements and NPC extension guidelines found on the NPC website and in the
Manual of Information.
Section 2. Voting rights
Only regular members of the Panhellenic Council shall vote on extension matters.
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Article XI. Violation Resolution
Section 1. Violation
Chapters shall be held accountable for the conduct of their individual collegiate and
alumnae members. Conduct contrary to the NPC Unanimous Agreements, these
bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment
regulations of the Clarion University Panhellenic Association shall be considered a
violation.
Section 2. Informal resolution
Members are encouraged to resolve alleged violations through informal discussion with
the involved parties.
Section 3. Judicial process
If informal discussions are unsuccessful, the judicial process will be set in motion by
filing a report of the alleged violation. The Clarion University Panhellenic Association
shall follow all mediation guidelines found in the Manual of Information.
A. Mediation. Mediation is the first step of the judicial process. The Clarion
University Panhellenic Association shall follow all NPC Unanimous Agreements
concerning the judicial process found in the Manual of Information.
B. Judicial Board hearing. When a violation is not settled informally or through
mediation, the Judicial Board shall resolve the issue in a Judicial Board hearing.
The Panhellenic Council shall adopt procedures in the standing rules for this
purpose that are consistent with the NPC Unanimous Agreements.
C. Appeal of Judicial Board decision. A decision of the Judicial Board may be
appealed by any involved party to the NPC College Panhellenics Judicial Appeal
Committee. The Clarion University Panhellenic Association shall follow all NPC
Unanimous Agreements concerning the appeals process found in the Manual of
Information.
Article XII. Hazing
Per the Unanimous Agreements, the National Panhellenic Conference supports all
efforts to eliminate hazing. All forms of hazing shall be banned.
Article XIII. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised
shall govern the Clarion University Panhellenic Association in all cases to which they
are applicable and in which they are not inconsistent with the NPC Unanimous
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Agreements, these bylaws and any special rules of order the Clarion University
Panhellenic Association may adopt.
Article XIV. Amendment of Bylaws
These bylaws may be amended at any regular or special meeting of the Clarion
University Panhellenic Council by a two-thirds vote, provided that the proposed
amendment has been announced and submitted in writing at the previous regular
meeting allowing an opportunity for chapter input.
Article XV. Dissolution
This Association shall be dissolved when only one regular member exists at Clarion
University. In the event of the dissolution of this Association none of the assets of the
Association shall be distributed to any members of the Association, but after payment of
the debts of the Association its assets shall be given to the National Panhellenic
Conference.
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OF THE
CLARION UNIVERSITY
PANHELLENIC COUNCIL
Proposed 11/13/2018
Approved on 12/3/2018
1|Page
Bylaws of Clarion University Panhellenic Association
Article I. Name
The name of this organization shall be the Clarion University Panhellenic Council.
Article II. Object
The object of the Panhellenic Association shall be to develop and maintain women’s
fraternity life and interfraternity relations at a high level of accomplishment and in so
doing to:
1. Consider the goals and ideals of member groups as continually applicable to
campus and personal life.
2. Promote superior scholarship and basic intellectual development.
3. Cooperate with member women’s fraternities and the university/college
administration in concern for and maintenance of high social and moral
standards.
4. Act in accordance with National Panhellenic Conference (NPC) Unanimous
Agreements, resolutions and policies.
5. Act in accordance with such rules established by the Panhellenic Council as to
not violate the sovereignty, rights and privileges of member women’s fraternities.
Article III. Membership
Section 1. Membership Classes
There shall be three classes of membership: regular, provisional and associate.
A. Regular membership. The regular membership of the Clarion University
Panhellenic Association shall be composed of all chapters of NPC fraternities at
Clarion University. Regular members of the College Panhellenic Council shall
pay dues as determined by the College Panhellenic Council. Each regular
member shall have voice and one vote on all matters. Each regular member will
be able to participate in recruitment and hold a committee position on the
Panhellenic Council.
B. Provisional membership. The provisional membership of the Clarion University
Panhellenic Association shall be composed of all colonies of NPC fraternities at
Clarion University. Provisional members shall pay no dues and shall have voice
but no vote on all matters. A provisional member shall automatically become a
regular member upon being installed as a chapter of an NPC fraternity.
C. Associate membership. Local sororities or national or regional non-NPC
member groups may apply for associate membership of the Clarion University
Panhellenic Association. The membership eligibility requirements and the
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process for submitting an application and approval of the application shall be
determined by the Panhellenic Council. Associate members shall pay dues as
determined by the College Panhellenic Council. An associate member shall have
voice and one vote on all matters except extension-related matters and, if they
are not participating in the formal recruitment process, they shall not have a vote
on recruitment rules and establishment or modification of Panhellenic total. An
associate member may be expelled for cause by a majority vote of the
Panhellenic Council. An associate member shall not be entitled to vote on the
question of its expulsion.
Section 2. Privileges and Responsibilities of Membership
A. Duty of compliance. All members, without regard to membership class, shall
comply with all NPC Unanimous Agreements and be subject to these Clarion
University Panhellenic Association bylaws, code of ethics and any additional
rules this Panhellenic Association may adopt unless otherwise prescribed in
these bylaws. Any rules adopted by this Panhellenic Association in conflict with
the NPC Unanimous Agreements shall be void.
Article IV. Officers and Duties
Section 1. Officers
The officers of the Clarion University Panhellenic Association shall be president, vice
president of committees, vice president of recruitment and public relations, secretary
and treasurer
Section 2. Eligibility
Eligibility to serve as an officer shall depend on the class of membership:
A. Regular membership. Members from women’s fraternities holding regular
membership in the Clarion University Panhellenic Association shall be eligible to
serve as any officer.
B. Provisional membership. Members from women’s fraternities holding
provisional membership in the Clarion University Panhellenic Association shall
not be eligible to serve as an officer.
C. Associate membership. Members from women’s fraternities holding associate
membership in the Clarion University Panhellenic Association shall be eligible to
serve as an officer except President or the officers in charge of recruitment.
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Section 3. Selection of Officers
The offices of President, Vice President of Committees, Vice President of Recruitment,
Secretary, Treasurer and Assistant to the Vice President of Recruitment. The Clarion
University Panhellenic Association shall be elected by ballot. In the event that only one
nominee is named, that nominee shall be declared elected.
Each chapter shall have no more than one nominee per executive board position per
election.
Section 4. Office-Holding Limitations
No more than 2 member(s) from the same women’s fraternity shall hold office during the
same term.
Section 6. Term
The officers shall serve for a term of one year or until their successors are selected. The
term of office will begin at the beginning of the fall academic term.
Section 7. Removal
Any officer may be removed for cause by a vote of two-thirds of the Panhellenic
Council.
Section 8. Vacancies/Special Elections
Vacancies shall be filled in the same manner of selection as provided in Section 3 of
this article.
In a case where special elections are required, nominations shall be opened in the
same manner in which regular elections are opened, and must be open for at least one
week before voting can occur.
Section 9. Duties of Officers
A. The President shall:
Preside at all meetings of the Panhellenic Council.
Preside at all meetings of the Executive Board.
Meet regularly with the Panhellenic advisor.
Be familiar with the NPC Manual of Information and all governing
documents of this association.
Ensure that the NPC annual report is completed.
Communicate regularly with the NPC area advisor.
Maintain current copies of the following: Panhellenic Association bylaws
and standing rules; the Panhellenic Association budget; contracts
executed on behalf of the Panhellenic Association; correspondence and
materials received from the NPC area advisor; all College Panhellenic
reports to NPC; and other pertinent materials.
Perform all other duties as assigned.
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B. The Vice President of Committees shall:
Perform the duties of the president in her absence.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Serve as an ex-officio member of all Panhellenic Association committees.
Meet regularly with committee chairs.
Communicate regularly with the Panhellenic advisor
Perform all other duties as assigned.
C. The Vice President of Recruitment
Coordinate and oversee Informal and Formal Recruitment, including "Meet
the Greeks"
Present proposed recruitment dates and rules at least 2 weeks prior to the
end of the Semester
Meet regularly with the Panhellenic Advisor
Work with Panhellenic advisor and National Panhellenic on recruitment
processes and standards
Assist the PHC advisor in selection and training of recruitment counselors
prior to formal recruitment
Chair the Membership Recruitment Committee. In its capacity, she is
responsible for the development, revision and enforcement of the
recruitment policies established by her committee
D. The secretary shall:
Keep an up-to-date roll of the members of Panhellenic Council.
Record minutes of all meetings of the Clarion University Panhellenic
Council and the Executive Board.
Maintain a complete and up-to-date file that includes the minutes of all
meetings from the date of organization and current correspondence.
Send meeting minutes to the NPC area advisor.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Perform all other duties as assigned
Chair of the Bylaws Committee
Meet with the Panhellenic Advisor regularly
E. The Treasurer shall:
Supervise the finances of Clarion University Panhellenic Association.
Prepare the annual budget and, after its approval by the Panhellenic
Council, provide a copy to each Clarion University Panhellenic Association
member fraternity.
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Receive all payments due to the Panhellenic Association, collect all dues
and give receipts.
Pay promptly the annual NPC dues and all bills of the Clarion University
Panhellenic Association.
Communicate regularly with advisor
Maintain up-to-date financial records; give a financial report at each
regular meeting of the Panhellenic Council and an annual report at the
close of her term of office.
Shall be familiar with the NPC Manual of Information and all governing
documents of this association.
Perform all other duties as assigned
Assistant Vice President of Recruitment
Assist Vice President with recruitment training
To help with recruitment councilor selection
Manage PR for recruitment activities
Communicate regularly with advisor
Complete other duties as assigned
Article V. The Panhellenic Council
Section 1. Authority
The governing body of the Clarion University Panhellenic Association shall be the
Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all
business related to the overall welfare of the Clarion University Panhellenic Association
including, but not limited to: annually review and adjust total as needed; determine
dues; approve the annual budget; consider extension; set a calendar of events;
determine programming; and establish recruitment rules and recruitment style. The
Panhellenic Council shall also have the authority to adopt rules governing the
Panhellenic Association that do not violate the sovereignty, rights and privileges of
member women’s fraternities.
Section 2. Composition and Privileges
The Clarion University Panhellenic Council shall be composed 2 delegates from each
regular, provisional and associate member group at Clarion University as identified in
Article III. The delegates shall be the voting members of the Panhellenic Council except
as otherwise provided in Article III of these bylaws. The alternate delegates shall have
voice but no vote. The alternate delegate shall act and vote in the place of the delegate
when the delegate is absent. If both delegate and alternate are absent, the vote may be
cast by a member of the fraternity, providing her credentials have been presented to the
association president.
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Section 3. Selection of Delegates and Alternates
Delegates and alternates to the Panhellenic Council shall be selected by their
respective women’s fraternity chapters to serve for a term of one year commencing
upon selection by the chapter
Section 4. Delegate Vacancies
When a delegate vacancy occurs, it shall be the responsibility of the fraternity
affected to select a replacement within 2 weeks and to notify the Panhellenic
Association secretary of her name, address and telephone number.
If a delegate is unable to attend a meeting, a replacement delegate or excuse
must be submitted within 24 hours.
Section 5. Regular Meetings
Regular meetings of the Panhellenic Council shall be held at a time and place
established at the beginning of each academic year
Section 6. Annual Meeting
The annual meeting of the Panhellenic Council shall be held during the month of April.
The purpose of the annual meeting shall be for the election of officers and any other
business that may properly come before the delegates.
Section 7. Special Meetings
Special meetings of the Panhellenic Council may be called by the president when
necessary and shall be called by her upon the written request of no less than one-fourth
of the member women’s fraternities of the Clarion University Panhellenic Association.
Notice of each special meeting of the Panhellenic Council shall be sent to each member
of the Panhellenic Council at least 24 hours prior to convening the meeting; however,
such notice may be waived, and attendance at such meeting shall constitute waiver of
said notice.
Section 9. Quorum
Two-thirds of the delegates from the member fraternities of the Clarion University
Panhellenic Association shall constitute a quorum for the transaction of business.
Section 10. Vote Requirements
A. Proposed motions on issues that impact a chapter as a whole must be
announced at a previous meeting to allow opportunity for chapter input before a
vote may be taken on the issue.
B. If a member wishes to make an event mandantory, the motion must approved at
least two weeks in advance.
C. Each chapter will have one vote (to be given by the Senior Delegate)
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D. A two-thirds vote of the Panhellenic Council shall be required to approve a
recolonization plan and for all extension-related votes. All other votes, unless
specified in these bylaws, shall require a majority vote for adoption.
E. Each chapter may move to make a maximum of two of their own events
mandantory each semester.
F. An event can only be mandantory for two hours. If the event is longer than that,
chapters should not be required to stay.
Section 11. Excuses
A. A chapter excuse may be submitted for events where a whole chapter event is
also taking place.
B. New members may count for you but not against you for the whole semester that
they pledged.
C. Indvidual excuses may be submitted when a chapter excuse is not applicable.
a. Excuses should be submitted to phccup@clarion.edu by each individual
member not attending the event.
b. Ex. An event is 50 percent mandantory and only 25% of your chapter can
go, the remaning 75% of your chapter must submit an excuse.
Article VI. The Executive Board
Section 1. Composition
The composition of the Executive Board shall be the president, vice president of
committees, vice president of recruitment and public relations, secretary, treasurer and
assistant vice president of recruitment.
Section 2. Duties
The Executive Board shall administer routine business between meetings of the
Panhellenic Council and such other business as has been approved for action by
Panhellenic Council vote. At the next regular meeting of the Panhellenic Council
through the secretary, the Executive Board shall also report all action it has taken and
record the action in the minutes of that meeting.
Section 3. Regular Meetings
Regular meetings of the Executive Board shall be held at a time and place established
at the beginning of each academic term.
Section 4. Special Meetings
Special meetings of the Executive Board may be called by the president when
necessary and shall be called by her upon the written request of three members of the
Executive Board.
Section 5. Quorum
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A majority of Executive Board members shall constitute a quorum for the transaction of
business.
Article VII. The Panhellenic Advisor
Section 1. Appointment
The Panhellenic advisor of the Clarion University Panhellenic Association shall be
appointed the Clarion University administration.
Section 2. Authority
The Panhellenic advisor shall serve in an advisory capacity to the Clarion University
Panhellenic Association. The Panhellenic advisor shall have voice but no vote in all
meetings of the Panhellenic Council and the Executive Board.
Article VIII. Committees
Section 1. Standing Committees
A. The standing committees of the Clarion University Panhellenic Association shall
be the Judicial Board and Membership Recruitment Committee.
B. The Committees of the Panhellenic Council shall be as follows: Community
Service, Circle of Sisterhood, Parliamentarian, Fundraising, Baccus Gamma,
Women’s Health and Issues, Scholarship, Student Senate, Public Relations and
Greek Unity
C. The committees will report to the following officers
a. President: Parlementarian
b. VP of Committees: Bacchus, Student Senate, Community Service,
Scholarship
c. VP of Recruitment: PR
d. Assistant VP of Recruitment: Circle of Sisterhood and Greek Unity
e. Treasurer: Fundraising
f. Secretary: Womens Health and Issues
Section 2. Appointment of Committee Membership
The Vice President of Committees shall appoint members and chairmen of all standing
and special committees, except as provided otherwise in these bylaws, and, in making
these appointments, recognize fair representation from all member women fraternities
as much as possible. The president shall be an ex-officio member of all committees
except the Judicial Board.
Community Service
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Any person who holds the position of the Community Service chair must:
Organize and plan at least two community service events each semester.
Keep up to date on community service events happening on campus.
Provide a report that includes the current activities of the community service
committee, any charitable works or community service events occurring on
campus, and any tips for each chapter to utilize in bettering their community
service.
Fundraising
Any person who holds the position of a Fundraising chair must:
Assist in planning and organizing any and all Panhellenic fundraising events.
Keep up to date on all fundraising activities conducted by Greek life.
Provide a weekly report to the Panhellenic Council that includes:
All current activities of the Fundraising Committee.
Any current or future fundraisers held by Greek life.
Parliamentarian
Any person who holds the position of the Parliamentarian chair must:
Interpret the NPC Manual of Information and PHC constitution and Bylaws.
o Read any section that is relevant to current proceedings.
Keep the PHC constitution and bylaws up to date.
Provide a weekly report to the PHC that includes:
Current activities of the Parliamentarian.
Tips on how to integrate a parliamentarian position into a chapter.
Tips on how to integrate Roberts Rules into a meeting.
Baccus Gamma
Any person who holds the position of the Risk Management Committee chair must:
Attend weekly Bacchus Gamma meetings.
Provide a weekly report to the Panhellenic Council of all information presented at
Bacchus Gamma meetings.
Read and be familiar with the Clarion University Anti-Hazing Policy
Include in the weekly report, any tips, statistics or other information that will
promote the health, wellness or safety of Panhellenic Council’s delegates and
constituent chapters.
Women’s Health and Issues
Any person who holds the position of Women’s Health and Issues must:
Host a sisterhood retreat or interactive learning oppurtunities that reflects the
values of our council.
Provide facts and raise awareness of issues that are pressing to women today.
Scholarship
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Any person who holds the position of the Scholarship chair must:
Provide a report at each meeting that contains information pertaining to
scholarship, grades, studying, etc.
Host a scholarship banquet each semester to recognize outstanding academic
achievement.
Student Senate
Any person who holds the position of the Student Senate chair must:
Attend weekly student senate meetings.
Give a detailed weekly report at each Panhellenic Council Meeting that includes:
All topics discussed that are relevant to Greek life.
All future events discussed.
Details about money disbursed, events sponsored and any matter
that was put up to a vote.
Public Relations
Any person who holds the position of Public Relations must:
Publicize all events held by the Panhellenic Council.
Assist all committees with publicizing their events.
Provide a strong, united image of the Panhellenic community across campus
including outside students, faculty and administrators
Greek Unity
Any person who holds the position of Greek Unity Chair must:
Provide a strong, united image of the Panhellenic community across campus
including outside students, faculty and administrators
Plan at least one event or activity a semester that includes either all sorority
women or all greek members
Circle of Sisterhood
Any person who holds the position of Circle of Sisterhood Chair must:
Report about facts regarding Circle of Sisterhood
Plan awareness events including fundraisers for the philanthropy itself
Work with Miss Annie for ALF (If applicable)
D. Term.
The standing committees shall serve for a term of one semester
Section 3. Judicial Board
The Judicial Board shall:
consist of the vice president of committees as chairman and junior delegate
members
The Panhellenic advisor shall serve as a nonvoting ex-officio member. The Judicial
Board members shall:
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Participate in training to be educated about the purpose of the board, the rules
and regulations the Judicial Board will monitor.
The procedures to be followed,
proper questioning techniques,
the rights of the charged organizations,
evaluating evidence, and
Deliberations and sanctioning
The Judicial Board shall educate member fraternities about the Panhellenic judicial
procedure. It shall be the Judicial Board’s duty to hold a hearing to adjudicate all alleged
violations of the NPC Unanimous Agreements and the bylaws, code of ethics, standing
rules and membership recruitment regulations of the Clarion University Panhellenic
Association that are not settled informally or through mediation. The hearing shall be
conducted by the entire Judicial Board unless Panhellenic Council adopts rules for the
hearing to be conducted by a committee of the Judicial Board. The members of the
Judicial Board shall maintain confidentiality throughout and upon completion of the
judicial process.
Section 4. Membership Recruitment Committee
The Membership Recruitment Committee shall consist of a chairman, who shall be the
Vice President of Recruitment, and one representative from each Panhellenic Chapter.
Alumnae advisors may attend meetings of the committee. The alumnae advisors shall
have voice but no vote. This committee shall review and develop membership
recruitment rules and submit them for discussion and approval to the Panhellenic
Council before the end of the academic term preceding the membership recruitment
period. After each membership recruitment period, the chairman of this committee shall
present a full report, including recommendations, to the Panhellenic Council based on
an analysis of the recruitment statistics and recruitment evaluations from new members,
potential new members who withdrew, each member group and chapter advisor.
Section 5. Other Committees
Other such committees, standing or special, shall be appointed as deemed necessary
by the Panhellenic Council.
Article IX. Finances
Section 1. Fiscal Year
The fiscal year of the Clarion University Panhellenic Association shall be from June 1st
to May 31st.
Section 2. Contracts
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Signatures of the President or Treasurer and Panhellenic Advisor, in conjunction with a
representative from the Clarion Students Association, shall be required to bind the
Clarion University Panhellenic Association on any contract.
Section 3. Checks
All checks issued on behalf of the Clarion University Panhellenic Association shall bear
dual signatures. The following shall be authorized to be one of the two required
signatures: the president or the treasurer, and Panhellenic advisor.
Section 4. Payments
All payments due to the Clarion University Panhellenic Association shall be received by
the treasurer, who shall record them. Checks for payments shall be made payable to
Panhllenic Council.
Section 5. Dues
A. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC
office.
B. Panhellenic Association membership dues shall be twelve dollars per active
member
Section 6. Fines
If a chapter does have the required percent mandantory at an event, they will be
responsible for paying the fine to the Panhellenic Council.
The cost for monitary fines is as follows:
A. 25% Mandantory - $25
B. 50% Mandantory - $50
C. 75% Mandantory - $75
D. 100% Mandantory - $100
Article X. Extension
Section 1. Extension is the process of adding an NPC women’s fraternity.
The Clarion University Panhellenic Association shall follow all NPC Unanimous
Agreements and NPC extension guidelines found on the NPC website and in the
Manual of Information.
Section 2. Voting rights
Only regular members of the Panhellenic Council shall vote on extension matters.
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Article XI. Violation Resolution
Section 1. Violation
Chapters shall be held accountable for the conduct of their individual collegiate and
alumnae members. Conduct contrary to the NPC Unanimous Agreements, these
bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment
regulations of the Clarion University Panhellenic Association shall be considered a
violation.
Section 2. Informal resolution
Members are encouraged to resolve alleged violations through informal discussion with
the involved parties.
Section 3. Judicial process
If informal discussions are unsuccessful, the judicial process will be set in motion by
filing a report of the alleged violation. The Clarion University Panhellenic Association
shall follow all mediation guidelines found in the Manual of Information.
A. Mediation. Mediation is the first step of the judicial process. The Clarion
University Panhellenic Association shall follow all NPC Unanimous Agreements
concerning the judicial process found in the Manual of Information.
B. Judicial Board hearing. When a violation is not settled informally or through
mediation, the Judicial Board shall resolve the issue in a Judicial Board hearing.
The Panhellenic Council shall adopt procedures in the standing rules for this
purpose that are consistent with the NPC Unanimous Agreements.
C. Appeal of Judicial Board decision. A decision of the Judicial Board may be
appealed by any involved party to the NPC College Panhellenics Judicial Appeal
Committee. The Clarion University Panhellenic Association shall follow all NPC
Unanimous Agreements concerning the appeals process found in the Manual of
Information.
Article XII. Hazing
Per the Unanimous Agreements, the National Panhellenic Conference supports all
efforts to eliminate hazing. All forms of hazing shall be banned.
Article XIII. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised
shall govern the Clarion University Panhellenic Association in all cases to which they
are applicable and in which they are not inconsistent with the NPC Unanimous
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Agreements, these bylaws and any special rules of order the Clarion University
Panhellenic Association may adopt.
Article XIV. Amendment of Bylaws
These bylaws may be amended at any regular or special meeting of the Clarion
University Panhellenic Council by a two-thirds vote, provided that the proposed
amendment has been announced and submitted in writing at the previous regular
meeting allowing an opportunity for chapter input.
Article XV. Dissolution
This Association shall be dissolved when only one regular member exists at Clarion
University. In the event of the dissolution of this Association none of the assets of the
Association shall be distributed to any members of the Association, but after payment of
the debts of the Association its assets shall be given to the National Panhellenic
Conference.
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