Alpha Xi Delta Iota Tau Chapter Bylaws Bucknell University

Transcription

1 Alpha Xi Delta Iota Tau Chapter Bylaws Bucknell University ARTICLE I Membership New Member Requirements. To be considered for membership, a woman must be a full-time student, taking twelve credit hours, at Bucknell University and have at least a 2.5(on a 4.0 scale) cumulative college grade point average. Clause 1. However, if she has a documented learning disability and does not meet Alpha Xi Delta s minimum grade requirements, exceptions to those requirements may be granted by the Area Facilitator or National Council s designee. Initiated Member Requirements. All active members of Alpha Xi Delta must maintain at least a 2.5 cumulative grade point average and be a full-time student at Bucknell University. Clause 1. However, if she has a documented learning disability and does not meet Alpha Xi Delta s minimum grade requirements, exceptions to those requirements may be granted by the Area Facilitator or National Council s designee. Clause 2. If a woman is going to be under the full-time student status, she must submit a petition to the Executive Committee granting her to remain an active sister. Section 3. Section 4. Section 5. Inactive status. No more than 5% of chapter size or chapter total, whichever is smaller, may have inactive status per term. Procedures for determining inactive status will be as prescribed in the National Constitution and Bylaws. Members who are voluntarily or involuntarily inactive must pay National Dues and Fees. Alumna Status. Alumna status is granted to a collegiate member who has recently graduated in good standing or has been a collegiate student for four or more years at Bucknell University. Member Live-In Requirement. The Iota Tau Chapter housing facility has a live-in requirement of a minimum of one year. If the chapter suite is not full all members will be financially responsible for the deficit to keep the suite running. Their amount will be determined by characteristics such as, but not limited to, years lived in house, pledge class in house, GPA, etc.

2 Clause 1. As stated by the National Constitution and Bylaws, the Chapter President and Financial Vice President are required to live in the chapter facility during their term. Clause 2. If the President and Financial Vice President are juniors going into senior year for their term the women must submit a proposal to live out of the suite while fulfilling their term. Additionally the Executive Committee has first priority in chapter housing. The eligible members will then be placed on the housing list in rank order per overall merit points. Section 6. Suspended Members and Clothing. Upon voluntary or involuntary suspension of membership, all clothing or paraphernalia containing Alpha Xi Delta block letters, crest, or any other insignia must be returned to the executive board regardless of funds used to purchase. The clothing or paraphernalia containing Alpha Xi Delta block letters, crest, or any other insignia will be distributed to the member s big sister first and in the case that the big has graduated, the clothing/paraphernalia will be distributed to the member s little sisters if they have any. Quill and other fraternity property must be returned to FHQ. Clause 1 When items are returned, executive committee will distribute the items as they see fit. ARTICLE II Meetings President. Section 3. Section 4. Chapter. Chapter meetings are to be held every Sunday evening during the academic year, except when prohibited by campus regulations. Attendance is mandatory unless otherwise approved by the Executive Committee. Members will be required to arrive fifteen minutes earlier than the scheduled time. Executive. Executive Committee meetings will be held prior to each chapter meeting in addition to any other time specified by the Chapter New Member. New member meetings are to be held weekly at a time designated by the New Member Orientation Chair with the consultation of the new member class. Attendance at new member meetings is mandatory for all new members. Failure to attend at least 80% of new member meetings may result in release of the new member. Special. Special meetings may be called by the Executive Committee. Notice must be given to chapter members 24 hours in advance, and the meetings will be mandatory except in cases of scheduled class, illness, or emergency.

3 Section 5. Section 6. Section 7. Section 8. Section 9. Councils. Each council will meet once per week at a time established by the vice president in charge of the council. Attendance for council officers is required except in the case of scheduled class, illness or emergency. Quorum. Sixty percent (60%) of the chapter membership eligible to vote shall constitute quorum. Quorum is required to act in all chapter business. Chapter Bylaws. Chapter Bylaws must be read and given to each newly initiated member at the first meeting following Initiation. Excuses. Excuses for chapter meetings, recruitment events, and other mandatory events must be given to the Recording Secretary by twenty-four (24) hours prior to the activity unless previously specified by the Recording Secretary. An excuse received less than 24 hours prior to the activity will not be excused except under extenuating circumstances. Unexcused absences will result in a loss of merit points for the activity. See Merit System for explanations regarding excuses. Attire. Quill attire is required for meetings held on the first Sunday of the month at the discretion of the Executive Committee. Failure to dress in Quill attire will result in loss of merit points for continued offenses. ARTICLE III Finances Dues and Fees Clause 1. Chapter dues. Chapter dues of $ per Semester must be paid by all members each academic year. This amount will be evaluated every year and may be changed by majority vote of the chapter. Clause 2. New member fees. The national new member fee is $50. New member fees must be paid before the pledging ceremony by check. Clause 3. Initiation fees. The national Initiation fee is $130 and must be paid before Initiation. Clause 4. Quill badge. All new members will be offered the opportunity to select their own badge. Badges must be paid for before Initiation. Clause 5. National semi-annual dues and risk management fee. National semiannual dues are paid twice per academic year. The risk management fee is broken into three installments. These funds are paid to the chapter, and then the chapter pays the National Fraternity. Clause 6. Corporation note. All members will pay a corporation note totaling $ per semester. The total corporation fee is split between the

4 first two semesters of membership. Additional breakdowns can be accommodated within the semester. Clause 7. Local Panhellenic dues. The Chapter will pay $5 per member per academic year. Clause 8. Chapter savings and convention funds. Members will pay 3% of the local chapter dues into the chapter s savings account every semester. The chapter will pay a total of $1000 per academic year into the chapter s convention account. Clause 9. Inactive Status fees. Members on inactive status are required to pay national semi-annual dues and risk management fees as well as local Panhellenic dues for the term they are on inactive status for during the term prior to their status beginning. A local inactive status fee of $20 will also be paid to the chapter. Clause 10. Collection. All payments are to be paid directly to Omega Financial Systems. There will be a 7 day designated grace period, though members are encouraged to pay on time as to avoid late fees. Clause 11. Miscellaneous expenses. The Financial Vice President will set a payment schedule for miscellaneous billed items including, but not limited to t-shirts and formal events. Section 3. Section 4. Section 5. Section 6. Special funds. The Financial Vice President is to send $2.50/per member on November 1 of each year and $2.50/per member on April 1 of each year to the Alpha Xi Delta Foundation. Budget. A budget for each academic year will be established by the Financial Vice President in cooperation with chapter officers and with the guidance of the financial advisor (or chapter advisor if no financial advisor is in place). The budget is to be completed and voted on by the chapter in time for submission to Fraternity Headquarters by April 1. Check signatures. The only officers authorized to sign chapters checks are the Financial Vice President, Chapter President, chapter advisor and financial advisor. Two officers must sign the chapters check for it to be valid. Contracts. All contracts must be reviewed by Fraternity Headquarters before the chapter is permitted to sign the contract. Reimbursement for expenditures.

5 Clause 1. Vice Presidents are responsible for monitoring the spending within their councils in accordance with the budget. All purchases are subject to the approval by the Financial Vice President. Clause 2. Reimbursements will be paid by check upon presentation of a receipt of purchase, accompanied by a reimbursement form and a purchase contract if applicable (Appendix I & II). Reimbursement forms and receipts must be given to the Financial Vice President within one month of the purchase to guarantee reimbursement. Clause 3. Purchase Contracts. Members making purchases on the behalf of the chapter should complete a purchase contract with the appropriate Vice President before the time of purchase. Purchases made which total more than the amount specified can only be fully reimbursed with approval from the Vice President. Section 7. Financial Standing Clause 1. Good Financial Standing. To be in good financial standing, members must be current on Omega Fi or have a payment plan set up with the Financial Vice President. Clause 2. If a member fails to keep current on Omega Fi and does not set up a payment plan, the member will be placed on financial probation. Clause 3. Members on payment plans must pay the agreed upon amount according to their payment plan each billed month. Failure to make payments to the account on due dates will result in the member being put on financial probation. Clause 4. Check fees. Members will be billed $25.00 for every returned check. Clause 5. Omega Fi. All members of the chapter should be familiar with the Omega Fi definition of delinquent status found in Appendix III. ARTICLE IV Elections Timing. Elections will be completed by November 30 th of each year. Nominating Committee. A nominating committee is to be elected by the chapter four weeks prior to elections. It is to be composed of at least one senior, one junior, one sophomore, member at large, and the chapter advisor. The Chapter President also serves on the committee, with no vote.

6 Clause 1. Each Nominating Committee member is required to sign the Nominating Committee contract (Appendix IV). Violation of the Nominating Committee contract will result in probation or immediate removal from office to be decided by the Executive Committee. Section 3. Section 4. A slate of candidates is selected by the nominating committee. The following officers are to be elected by the nominating committee. President Chapter Life Vice President Membership Vice President Public Relations Vice President Financial Vice President Programs Vice President Recording Secretary Academic Achievement Chair New Member Orientation Chair Philanthropy Chair Corresponding Secretary Publicity Chair Historian Chaplain Marshal Ritual Chair Panhellenic Delegate Qualification for any office or chair: No member may be a candidate for an Executive office that has less than a 2.75 cumulative grade point average or whom is delinquent in her accounts. No member may be a candidate for any office that has less than a cumulative college or university average of 2.75 or whom is delinquent in her accounts. Any elected or appointed position that fails to maintain the required cumulative grade point average or full time enrollment shall automatically relinquish her office. ARTICLE V Officer Section 3. Term of office. The length of term of office for collegiate chapter officers is one calendar year. Structure and duties. The chapter officer structure and duties shall be as outlined in the Manual for Chapter Officers. Training. Each year after chapter elections both incoming and outgoing officers and all chapter advisors must attend a chapter officer training retreat. Each officer must also attend a new officer training session and a transition meeting for their designated council.

7 Clause 1. Area Wide Training. If Area Wide Training is offered for the chapter, all Executive Committee officers and other officers as indicated are required to attend. If an officer is unable to attend she must find a replacement that is approved by the Chapter President or Chapter Advisor. Section 4. Vacancies. Should a vacancy in an office occur during the course of the year, the Executive Committee will appoint a replacement, unless the position is a slated office, in this case the chapter will vote on an interim officer. Clause 1 Vacancy in Chapter President. If the Chapter President vacates her role, the Chapter Life Vice President shall fulfill her duties until the Executive Committee appoints a replacement. ARTICLE VI Appointments Officers. The following officers are to be appointed by the Executive Committee. Activities Chair Alumnae Relations Chair Assistant New Member Orientation Chair Assistant Financial Vice President COB Chair/Recruitment Secretary Community Service Chair Foundation Liaison Fraternity Heritage Chair Marketing-Alpha-Xi (MAX) Chair New Member Financial/Academic (As needed) Scrapbook Chair Social Chair Song Leader Sisterhood Chair T-Shirt Chair Clause 1. Financial Vice President: The Financial Vice President may be removed from her position if chapter monthly financial reports are not filed with Fraternity Headquarters for three consecutive months. Clause 2. Requirements: Term of office for appointed offices is to be one year, coinciding with the term of elected offices. Timing. The executive committee will complete all appointments by December 31 st.

8 Article VII - Scholarship Member GPA Requirements. All chapter members shall maintain a 2.5 cumulative grade point average. Clause 1 New Member Grades. New member grades will be checked prior to pledging to determine whether they meet the minimum standards of membership. After pledging, the academic guidelines for new members are the same as for initiated sisters. Clause 2 Special circumstances will be considered at the discretion of the Executive Committee and the Academic Achievement Chair. Officer GPA Requirements. All non-executive Committee officers shall maintain a 2.5 cumulative grade point average, and shall relinquish her office if she fails to do so. Section 3. Academic Achievement Plan. Any member whose term GPA falls below a 2.5 will be placed on an Academic Achievement Plan (Appendix V) for the following term. The Academic Achievement Plan is mandatory unless the member has maintained a cumulative GPA of 3.0 or higher, in which case the plan is optional after meeting with the Academic Achievement Chair. Section 4. Academic Probation. Any member whose cumulative grade point average falls below 2.5 for an academic term will be placed on Academic Probation (Appendix VI). A member on Academic Probation will be under the direct supervision of the Academic Achievement Chair. Clause 1. An academic probation term can be extended up to one year (2 semesters) before a member is suspended. This probation will be extended only if the member s term GPA is at or above a 2.5, but her cumulative GPA is not. Article VIII- Voting Section 3. Membership Vote. Election to membership shall be by a minimum of seven/eighths (7/8) vote of the entire chapter present and eligible to vote. Officer Election. Election of officers will be executed as outlined in the Manual for Chapter Officers. Any member on financial probation must be current on Omega Fi and in good financial standing on the day of the chapter meeting to be considered eligible to vote.

9 Clause 1. If using Omega Fi, charges must be paid the Thursday prior to the chapter meeting with the payment verification forwarded to the Financial Vice President in order to be considered in good standing. If paying by check, it must be given to the Financial Vice President by Thursday evening. Article IX - Attendance and Participation Section 3. Section 4. Section 5. Section 6. Mandatory events: The following chapter events are mandatory, except in the case of scheduled class, illness or emergency: A. Initiation B. Chapter Meetings C. Weekly Council Meetings D. Recruitment Events E. Recruitment Preparation F. All Ceremonies G. Ceremony Preparation H. Annual Philanthropy Events I. Chapter Retreats Merit system: Attendance at all other chapter events will be managed by the chapter merit system. All members are expected to meet the requirements of the merit system. Evaluating Participation: The Recording Secretary will evaluate each member s participation. The merit system will include positive reinforcements for those members who participate in chapter and extracurricular activities. The Recording Secretary will also present the merit point system each semester Required Points: All members must earn 80% of possible merit points for each semester. Probation: The Recording Secretary will review merit status at the end of each month. Merit probation will ensue for members who drop below 80% of the points for the month. Merit probation will occur for the entire month following the term in which the minimum points were not met. If a member does not meet 80% of the points in the initial period of probation she will remain on probation for the next month. Excuses given for being sick must be submitted before the event; excuses given after the event will not be accepted without proof of illness (i.e. a doctor s note or co-pay receipt). Major events: To be eligible to attend major events as determined by the Executive Committee at the beginning of each term the member must have the required amount of merit points as stated in the merit system.

10 Section 7. Section 8. Meeting minutes: If a member cannot attend a meeting, she is required to read and sign the minutes of the meeting. When the minutes are prepared, the Recording Secretary will notify the Chapter, and Sisters will have five days to sign the minutes to receive full merit points for excused absences or half merit points for unexcused absences. Application and Administration: The Recording Secretary will handle the merit system administration. It is the members responsibility to inform the Recording Secretary of any absences 24 hours prior to the event or meeting. Article X Member Discipline A member may be disciplined for any of the following: A. Failure to maintain good financial standing (automatic) B. Failure to maintain good academic standing (automatic) C. Conduct contrary to the best interests of the Fraternity D. Violation of the rules or standards of the Fraternity E. Violation of the rules or standards of the University F. Violation of laws regarding use of any drug (alcohol or controlled substance) Section 3. Procedures for member discipline (probation or suspension) shall be as outlined in the National Constitution and Bylaws. In the event that a member is placed on probation, her contract must be signed within a week or said member can be suspended. Valid excuses or extenuating circumstances will be taken into consideration. Article XI - Alcohol and Risk Management The Iota Tau Chapter of Alpha Xi Delta abides by Alpha Xi Delta s National Constitution and Bylaws, State of Pennsylvania laws, Bucknell University and Panhellenic rules and Bucknell University policies on alcohol consumption and drug use, as well as the C.A.R.E. Manual. The said policy, being implemented with the well being and protection of the chapter and her members in mind, shall not permit the consumption of alcohol at any Alpha Xi Delta event by any member below the legal age of twenty-one. Illegal drugs will not be tolerated at any event. Clause 1. No member of legal drinking age may purchase or distribute alcohol to anyone not of legal drinking age.

11 Section 3. Section 4. To preserve the reputation and intent of Alpha Xi Delta, no alcohol consumption and drug use shall be permitted by a member while displaying affiliation with Alpha Xi Delta. All members should not consume alcohol twenty four hours before or after any ceremonies. Members should not consume alcohol during Inspiration week leading up to Initiation. Clause 1. If said consumption occurs punishment is, at a minimum, social probation. Other terms of punishment are at the discretion of the Executive Committee. Article X: Online Posting and Communication When posting information and identifying yourself as a member of Alpha Xi Delta, you are representing Alpha Xi Delta as a national organization as well as a chapter. Members may not post information online that may portray them breaking the law or in a negative light. Members who post negative, insulting, threatening information, or engage in any behavior that is contrary to the membership standards of conduct outlined in the Alpha Xi Delta Membership Agreement, may be subject to discipline at the chapter or national level. Appropriateness of content is subject to the discretion of the Executive Committee. Clause 1. Members may not post any information on the internet suggesting that they are partaking in any activity that is illegal. This includes Facebook profiles, Twitter, Instagram etc. Clause 2. Members may not post photographs of themselves drinking if they are under the legal drinking age of 21. If over the legal age of 21, photos with alcohol are permitted within reason. Clause 3. When studying abroad, the rules of that country apply to the member. If a member is in a country where she is of legal drinking age, she may post photographs with alcohol in them within the guidelines above. Clause 4. A member may not post pictures that portray herself or others in a light that is overtly provocative or compromising to her character. Article XI - Conventions The chapter is to send at least one delegate to the National Convention and Alpha Xi Delta s National Leadership Program every year. The delegate that goes to National Convention or Alpha Xi Delta s National Leadership Program

12 is required to return to Bucknell University the term following. If the delegate does not return to Bucknell University in the following term, she will be financially responsible to the chapter for all expenses incurred for National Convention or Alpha Xi Delta s National Leadership Program. Article XII - Hazing Hazing, as defined by the C.A.R.E. manual, is any activity which subtly or flagrantly demeans, embarrasses, threatens, frightens, invites ridicule of, or draws inappropriate attention to a member and as an attitude implies one member is superior to another or that initiation must be earned through personal services or meaningless activities for initiated members. Alpha Xi Delta will not at anytime participate in any form of hazing. See the National Constitution and Bylaws and the C.A.R.E. manual. Article XIII - Advisory Board Advisory Board Clause 1. Chapter Advisor: A Chapter Advisor is appointed by the National Council s designee. Clause 2. Advisors: The Chapter Advisor appoints a group of advisors to assist in chapter development in the areas of membership, finance, academic achievement, new member education, programming and other areas as she may deem necessary. Clause 3. Chapter Advisor Vote: The Chapter Advisor shall have the right to exercise one vote in all chapter matters and she may, at her discretion, delegate this vote to be exercised by any one of the advisors. Meetings. Each officer shall meet with their respective advisor at least once per semester. Article XIV - Big and Little Sisters Eligibility. To be eligible to be a big sister, a member must be in good standing with the chapter, have at least a 2.5 cumulative college GPA, and be a full-time student, minimum of three courses. Selection. Assignment of little sisters shall be at the discretion of the New Member Orientation Chair, Assistant New Member Orientation Chair and New Member Advisor. At all times, it shall be the goal to match each little sister to the big sister of her choice, unless it is deemed that match would be inappropriate.

13 Section 3. Preference. Those members who do not yet have little sisters shall be matched first whenever possible. Article XV - Recruitment mandatory. All Recruitment activities, retreats, workshops, and ceremonies are Clause 1 All excuses for recruitment activities must be submitted by specified time as set by the Membership Vice President. Failing to submit an excuse in time and not attending activities will result in an unexcused absence. Excuses will be sent to the Recording Secretary. Article XVI Social Events Section 3. The Chapter President, Chapter Life Vice President, and Social Chair(s) must be sober before, during and after all social events. The Chapter President, Chapter Life Vice President, and Social Chair(s) have the right to ask a member and/or their date to leave an event. The Chapter President, Chapter Life Vice President, and Social Chair(s) are required to purchase a ticket to attend social events considering their attendance is mandatory. If these women choose to bring a date, their date is required to purchase a ticket. Section 4. If a Sister or date violates any local, state, University or Alpha Xi Delta policy at a social event, they will be asked to leave and must pay for their own transportation back to campus. Article XVII - Amendments Amendments to these bylaws may be made by a seven-eighths vote of the entire membership eligible and present to vote. Two weeks should elapse between the first reading of an amendment and the chapter vote. Bylaws accepted by Iota Tau Chapter Created: 3/20/13 Revised: 3/20/13

14 Member Agreement to Iota Tau Chapter Bylaws I have received a copy of the Iota Tau Chapter Bylaws including the policies and procedures for the Iota Tau Chapter. I understand that by not adhering to the Chapter Bylaws, I can be placed on probation, or suspended. I will abide by the Chapter Bylaws and ask for assistance in understanding all or any part of them. If I need information about the policies or have other concerns, I will ask any member of the Executive Committee. Signature Print Name Date

15 Appendix I: Iota Tau Purchase Contract Alpha Xi Delta: Iota Tau Chapter Purchase Contract This form should be completed before any purchase is to be made on behalf of the chapter and submitted to the Financial Vice President. Purchases will only be reimbursed up to the maximum amount stated below with submission of a completed reimbursement request form and receipt(s). I, (Purchaser s Name), agree to spend a maximum amount of $ on the following items: Purchaser Signature: Date: Officer Signature: Date:

16 Appendix II: Iota Tau Reimbursement Forms This form must accompany all reimbursement requests and must be given to the Financial Vice President within one month after purchase to guarantee reimbursement. Members need to: 1. Completely fill out the form below 2. Attach original receipts 3. Have the correct Vice President sign the form 4. Attach the purchase contract (if applicable) before this form will be accepted by the Financial Vice President. Alpha Xi Delta Reimbursement Form Check payable to: Date of purchase: Date of request: Reason for reimbursement (What were these items purchased/used for? Please be specific): In the space below, please list each receipt you are attaching, the budget from which the money is coming from, and the amount. Receipt Budget Account Amount VP Signature: Please leave the spaces below blank. Check Number Amount Date Member Signature Financial Vice President Signature Chapter President Signature

17 Appendix III: Omega Fi Definition of Delinquent Status Collection Procedure for Delinquent Accounts The following collection procedure has been established to guarantee payment of all chapter dues and fees, national dues and national fees, corporation fees, and room and board charges and assessments. Only dues and fees billed via Omega Financial may be collected. If the corporation is not using Omega to bill housing fees, the corporation will have to use another method to collect unpaid room and board charges. Omega Financial uses billing cycles set up by the chapter to determine delinquency status. Each chapter is responsible to set up their own billing cycle according to the chapter s specific needs. Each cycle and delinquency status is outlined below: The Procedure for Delinquent Accounts Cycle One Good Standing When the member receives the first statement of the billing cycle, it is the member s responsibility to pay the bill upon receipt. She is given a grace period of one billing cycle in which to do this or set up a payment plan with the FVP. If she sets up a payment plan (or promissory note) in Cycle One, she remains in good standing as long as she makes payments on time and pays all additional fees as incurred. If she has not done either within the first billing cycle, the account is now in cycle two. Cycle Two - Past Due A member that did not pay in the first billing cycle will receive a past due notice in the second cycle. This will serve as the member s Indebtedness Notice (IN). At this time the member is considered on Financial Probation and her new member pin or badge shall be surrendered for the period of probation. She may not hold office or vote, and she shall not be eligible for any Fraternity awards (C&B, Article IV). She may not attend any upcoming socials, and she may not purchase T- shirts, pictures, etc. The member has another billing cycle to: 1. Pay the bill in full. Financial probation is canceled and the member s pin/badge is returned to her. 2. Arrange a payment plan with the FVP or Omega Financial. The member remains on financial probation until she has completed payment of the bill. She must pay any additional fees during the semester so that she incurs no additional debt with the chapter during probation. If the member takes no action or defaults on the payment plan, her account is now in cycle three. Cycle Three - Severely Past Due Upon receipt of the third statement, the member is now in cycle three Severely Past Due. At this time the member is still considered on Financial Probation and she still may

18 not hold office or vote. She shall not be eligible for any Fraternity awards (C&B, Article IV). The member has another billing cycle to: 1. Pay the bill in full. Financial probation is canceled and the member s pin/badge is returned to her. 2. Arrange a payment plan with the FVP or Omega Financial. The member remains on financial probation until she has completed payment of the bill. She must pay any additional fees during the semester so that she incurs no additional debt with the chapter during probation. If the member takes no action or defaults on her payment plan, the Financial Services Department can suspend her membership and her account is now in cycle four. Cycle Four - Pending Charge-Off Once the member has entered the fourth cycle, Fraternity Headquarters can suspend her membership. Please notify the Financial Services Coordinator if you need to financially suspend a member. Once the member is suspended, Fraternity Headquarters will send her a letter requesting payment along with a copy of her suspension paperwork. The member's Quill should be sent to Fraternity Headquarters with the copy of the Membership Agreement that the suspended member signed. The member has one final billing cycle to pay the bill in full or arrange a payment plan with the chapter or Omega Financial. If the member pays in full, her membership remains suspended, but she can petition for reinstatement if desired (this must be approved by National Council s designee and requires payment of a reinstatement fee). If the member takes no action or defaults on her payment plan, the account will be in cycle five. Cycle Five Charge Off During cycle five, the member will still receive a statement of her account, and at this point, it can be turned over to a National Collection Agency. The collection agency will try to collect this outstanding debt for Omega Financial and the chapter. Fraternity Headquarters will recommend to each chapter that all members entering Charge Off status be sent to collections, however the chapter will authorize OmegaFi to send the member to collections. Fraternity Headquarters will keep the original suspension form and a copy of the member s account statement in the member's permanent record. Additional Guidelines for Delinquent Accounts A member is considered to be on financial probation when she is committed to a promissory note, unless the promissory note was arranged during Cycle 1. Also, she must

19 understand that in addition to any promissory note payment, all other bills are due as usual. To set up a payment plan, the FVP should determine a monthly payment that encourages full payment to be made by the end of the semester or term. If the member agrees to the monthly payment, have the member sign a promissory note stating the terms of repayment. If payments are not made as promised, the delinquency procedure is continued. If a promissory note agreement is broken or the payment plan disregarded, the delinquency procedure will begin where it left off. Promissory notes must be paid off within the term or semester issued unless extreme extenuating circumstances exist. If a member wishes to voluntarily suspend her membership, the FVP should review the member's financial status. A member may voluntarily suspend her membership ONLY IF HER ACCOUNT IS PAID IN FULL. If the account is paid in full, the FVP should give the member the suspension paperwork, which the member completes for a voluntary suspension. Even if the member has notified the chapter by letter that she wants to voluntarily suspend her membership, she still must complete the voluntary suspension paperwork, which is to be given to the member by the FVP. If the member's account is not paid in full, the FVP should request full payment, proceeding with the voluntary suspension only when the account has been paid in full. If the member does not fulfill her financial obligation, Alpha Xi Delta will proceed with the member's suspension through the delinquency process. If a chapter allows a member to voluntarily suspend her membership when she still has a balance due, the chapter may not pursue the balance and must write it off.

20 Appendix IV: Nominating Committee Contract I, understand that the Iota Tau Chapter of Alpha Xi Delta has bestowed upon me the high honor of being elected to the Nominating Committee. With this understanding I will abide by all of the following criteria. Failure to do so will result in the loss of any position elected or appointed to; ineligibility to ever be elected to the Nominating Committee again; ineligibility to receive any awards in the Fall Semester; possible ineligibility to chair or be appointed to a position for the Spring Semester and possible probation. This contract will hold true for the rest of my days as a member of Alpha Xi Delta. I will not disclose any information I reveal or obtain during Nominating Committee. I will not discuss with anyone what occurred during the proceedings of Nominating Committee. I will not reveal the slate prior to the conclusion of the elections process. I will not discuss why certain people were chosen for positions and why others were not. What I see here, what I say here, what I hear here will stay here when I leave here. In signing this contract I am fully aware of what is expected of me as a member of the Nominating Committee. I understand that this contract is to protect myself and the members of the Iota Tau Chapter of Alpha Xi Delta. Nominating Committee Member Printed Name Date Nominating Committee Member Signature Date Chapter Advisor Date

21 Appendix V: Academic Achievement Contract Academic Achievement Contract Bucknell University Alpha Xi Delta- Iota Tau Chapter I, the undersigned, understand that I have been put on placed on an Academic Achievement Plan for failure to achieve a term GPA of 2.5 or higher. The length of the support plan period will be from to I agree to the following terms during the specified period. 1. I will meet with the Academic Achievement Chair to set my personal academic goals for the semester by. 2. I will meet weekly with the Academic Achievement Chair to discuss my progress. I agree to release all grades on tests, papers, quizzes, and class projects as I receive them. I will bring graded work to these meetings as it is returned to me. These meetings will occur on: at. 3. I will work with the Academic Achievement Chair to locate any needed campus resources such as tutoring, academic advising, counseling, etc. 4. I will work with the Academic Achievement Chair to develop a program to aid the progression of academic work. 5. I will attend the weekly study hours hosted by the Academic Achievement Chair. Member Signature: Academic Achievement Chair Signature: Chapter President Signature: Chapter Advisor Signature: Date: Date: Date: Date:

22 Appendix VI: Statement of Probation Agreement I understand that I have been placed on probation by the Iota Tau Chapter of Alpha Xi Delta at Bucknell University for failure to meet the academic requirement of a cumulative GPA of 2.5 or higher. At the end of the semester, the Academic Achievement Chair will review my grades and I will be released from probation if I have attained a cumulative GPA of 2.5 or higher. I understand that if I do not achieve a 2.5 GPA for the term my membership will automatically be suspended. I will comply with the following terms of probation: I will not attend any socials with the exception of: sisterhood events and retreats, Panhellenic mixers and non-alcoholic functions. I will complete my mandatory number of study hours every week. I will make a contract for myself that lists all my courses and professors for the semester including my anticipated grades and goals on how to achieve those grades. This contract will be approved by the Academic Achievement Chair, and reviewed monthly by the Programs Vice President. I will report to the Academic Achievement Chair each week to discuss my schoolwork, and will request midterm grades from my professors. I will attend 100% of Alpha Xi Delta academic programs and other campus tutoring programs as deemed necessary by the Academic Achievement Chair or Programs Vice President. I further understand that this action is being taken in my best interest and those of Alpha Xi Delta. I understand that I may submit midterm grades for review, which will be signed by all professors, by to both the Academic Achievement Chair and Programs Vice President. If my GPA is at or above a 2.5 for the semester I may be considered to have the privilege to attend Alpha Xi Delta s formal on. Member Signature: Date: Academic Achievement Chair Signature: Date: Programs Vice President Signature: Date: Chapter Advisor Signature: Date: