Bylaws of the
Pan American Chapter
Of
Delta Upsilon International Fraternity
a. Preliminary
Requirements
1. Must
be enrolled in the
2. Must
not be a member of another National Inter- Fraternity Conference Organization
3. Must
not be a member of any organization that is inconsistent
with the teachings of Delta Upsilon International Fraternity, herein referred
to as The Fraternity.
4. Meets
all the requirements set by The Fraternity, the
5. Must
have a cumulative grade point average (GPA) of at least 2.25 and a current GPA
of no less than 2.25
6. If
potential candidate is an entering freshman, then he must have a high school
cumulative GPA of no less than 2.5.
b. Responsibilities
1. Maintain
steady communication with The Chapter and its members, to be evaluated by the
President and Vice President of Recruitment or their designees.
2. Actively
participate in The Chapter’s Candidacy program, sponsored and governed by the
V.P. of Recruitment.
Section
2. Associate
Membership
a. Preliminary
Requirements
1. Must
have met all requirements for Candidates for Associate Membership.
2. Must
have accepted, signed and submitted a bid for Associate membership.
3. Must
take the oath of Associate Membership, to be offered at the same General
Assembly meeting where the list of Candidates for Associate Membership has been
accepted.
b. Responsibilities
1. Actively
participate in New Member Education Training program.
2. Actively
seek to fulfill the requirements for Full Membership.
c. Privileges
1. May
serve as an officer of their respective pledge class, as governed by the
regulations established and maintained by the V.P. of Membership Education.
2. May
Participate in events sponsored by The Chapter, given that they are appropriate
under the regulations set forth by the V.P. of Membership Education and in
accordance with the regulations established by the V.P. of Loss Prevention
3. May
vote in any meetings designed for their respective pledge class
4. May
serve on any other standing committee or sub-committee, as appointed or
otherwise governed by the rules established by a specific committee and
approved by the V.P. of Membership Education
5. May
use symbols of The Fraternity and The Chapter, as approved by the V.P. of
Membership Education
6. May
vote on all matters of finance as pertain to The Chapter
7. May
wear the words “Delta Upsilon” on any article of clothing
8. May
not wear the Greek letters, DU,
established as the official mark of Delta Upsilon
Section
3. Full
Membership
a. Requirements
1. Must
be enrolled and in good standing in The University.
2. Must
maintain a minimum cumulative GPA of 2.5 at all times while a Full Member
3. Must
have successfully completed the New Member Education Program.
4. Must
undergo The Initiation Ceremony
5. Must
not be delinquent on any Associate Member dues or other duly assessed fees.
6. A
man who has previously held full membership or its equivalent at another
chapter of The Fraternity may petition The Chapter for Full Membership status
if he meets all the requirements for said membership as stipulated herein
b. Responsibilities
1. Must
retain good standing at The University
2. Must
not only retain the required GPA standards, but also constantly strive to
improve it.
3. Must
attend general assembly meetings as per the recommendation of the Executive
Council and as approved by the President of The Chapter
4. Must
attend specified number of membership education events as recommended by the
V.P. of Membership Education. Must attend specified number of recruitment
events as recommended by the Vice President of Recruitment.
5. Abide
by the regulations recommended by the Vice President of Loss Prevention
6. Uphold,
preserve and advance the principles of The Fraternity and The Chapter
7. Refrain
from and discourage others from the commission or omission of any act
detrimental to The Fraternity or The Chapter
c. Privileges
1. May
serve as an officer of The Chapter as long as the requirements for that
position have been met
2. May
Participate in any event sponsored by The Chapter, given that no other
sanctions or restrictions apply
3. May
vote in the General Assembly
4. May
serve on any other standing committee or sub-committee, as appointed or
otherwise governed by the rules established by a specific committee or its
executive division
5. May
use any symbol of The Fraternity and The Chapter, as governed by the official
rules of each
Section
4. Alumni
a. Requirements
1. Upon
graduation or leaving The University and being in “good financial standing”
with The Chapter a Full Member or an Inactive Member shall be granted Alumnus
Status
2. Becoming
an Alumnus excuses a member of The Chapter of all future financial and
attendance obligations to The Chapter
3. The
General Assembly may choose to make a Full Member an Alumnus by a 2/3 vote
before that man leaves The University by petition by that member
4. Alumni
from any chapter of The Fraternity are welcome to any function of The Chapter
unless a majority vote by The General Assembly rescinds those privileges
Section
1. V.P.
of Administration
a. Description
1. The secretary serves on the executive
council, takes minutes of all official meetings of the chapter, and distributes
them to the undergraduates, alumni, and all other appropriate groups and
individuals. He keeps all records of the chapter and maintains relations with
the International Fraternity. He is the central resource for the chapter and is
responsible for internal chapter communications.
b. Duties
1. Serve as an executive council officer within
the chapter. Attend executive council meetings and contribute input as to the
advancement of the Fraternity.
2. Create, maintain, and update as necessary, a
chapter member phone/e-mail list and roster.
3. Prepare outline agenda for chapter and
executive council meetings detailing all agenda items.
4. Record minutes from chapter and executive
council meetings.
5. Maintain attendance records for meetings and
other required chapter events.
6. Responsible for all mailings to the
International Fraternity Headquarters. This includes the Change of Officer Form,
Leadership Institute Registration, and Summer Officer Address Form.
7. Produce a master chapter calendar for
planning and coordinating events. Collect dates from every chapter officer at
the beginning of each academic term, for inclusion in the master calendar.
Distribute copies of this master calendar to every member and pledge.
8. Manage the activities of the historian and
librarian. Assist these sub-officers with their duties, and hold them
accountable for their duties and responsibilities.
9. Maintain the chapter's by-laws, and make all
updates in a timely manner. Ensure that the chapter by-laws reflect the
policies and procedures of the chapter. When needed, form and chair the by-laws
committee, which is responsible for compiling all major bylaw revisions or changes.
10. Compile and maintain a central chapter
resource file which includes copies of all chapter programs, chapter by-laws,
Fraternity constitution and by-laws, officer notebooks, chapter and executive
council meeting minutes, etc.
11. Develop and maintain a detailed account of
secretarial activities and compile an officer notebook to educate future
officers.
12. Compile all necessary support documentation
for the Fraternity awards applications and the Chapter Excellence Report as
outlined in the Chapter Administration section of the Chapter Excellence
Plan Guidebook.
13. Develop position goals and budget. Utilize
appropriate sections of the Chapter Excellence Plan Guidebook as a
planning tool in the goal setting process.
14. Properly and adequately train all assistants
and replacements.
Section
2. V.P.
of Loss Prevention
a. Description
1. The Vice President-Loss Prevention serves on
the Executive Council and works closely with them to help prevent and reduce
risk within the chapter. He educates the
entire membership on Fraternity policy and loss prevention in general. He provides regular reports to the chapter
and to the International Fraternity concerning risk reduction and ensures that
the chapter operates under guidelines established by federal, state/provincial,
local, university, and Fraternity officials.
b. Duties
1. Serve as an Executive Council officer within
the chapter. Attend Executive Council
meetings and contribute input as to the advancement of the Fraternity.
2. Review FIPG, Fraternity, and university loss
prevention policies with the entire membership annually.
3. Ensure that the chapter adheres to guidelines
and laws of the Fraternity, FIPG, university, city, county, and state/province.
4. Schedule three speakers per year dealing with
issues concerning Loss Prevention such as alcohol/drug abuse, hazing, sexual
abuse, AIDS/STD’s, legal liability, etc.
5. Ensure that the chapter pays all insurance
fees in a timely manner.
6. Develop and enforce the chapter’s loss
prevention policy.
7. Develop and maintain a detailed account of
loss prevention activities and compile an officer notebook to educate future
officers.
8. Develop position goals and budget.
9. Properly and adequately train all assistants
and replacements.
Section
3. V.P.
of Scholarship
a. Description
1. The V.P. of Scholarship serves on the
executive council and is responsible for developing and implementing the
chapter’s academic assistance program. He educates the entire membership on
ways to improve their study skills and helps to cultivate an attitude that
academics are important.
b. Duties
1. Serve as an executive council officer within
the chapter. Attend executive council meetings and contribute input as to the
advancement of the Fraternity
2. Ensure that the chapter’s GPA is above the
all-men’s average on campus.
3. Develop and implement a written scholarship
program which minimally includes:
a. An academic resource list
b. Study skills information
c. Chapter tutorial programming
d. A personal study hours schedule for members
4. Enforce the academic eligibility requirement
to vote at chapter meetings, hold chapter offices, to pledge, and to initiate.
5. Utilize campus resources related to academics
such as tutorials, workshops/seminars, and library tours.
6. Maintain a recognition program to reward
scholastic achievement.
7. Develop and annually update a file containing
old tests, class notes, and professor evaluations.
8. Develop and maintain a detailed account of
scholarship activities and compile an officer notebook to educate future
officers and committee members.
9. Properly and adequately train all assistants
and replacements.
10. Compile all necessary support documentation
for the Fraternity awards applications and the Chapter Excellence Report as
outlined in the Chapter Administration section of the Chapter Excellence
Plan Guidebook.
11. Develop position goals and budget. Utilize
appropriate sections of the Chapter Excellence Plan Guidebook as a
planning tool in the goal setting process.
12. Professor
evaluations
13. Test
Library
14. Lecture
Note Library
Section
4. V.P.
of Membership Education
a. Description
1. V.P. of Membership Education serves on the
Executive Council and assumes the role of the President in the event that he is
unable to perform his duties. He is
responsible for all educational programming and activities, which promote the
Fraternity's purposes and ideals.
b. Duties
1. Serve as an Executive Council officer within
the chapter. Attend Executive Council
meetings and contribute input as to the advancement of the Fraternity.
2. Develop a written membership education
program, which includes a monthly agenda of activities.
3. Schedule a minimum of one guest speaker per
month to speak on topics of educational value to the membership.
4. Develop and enforce a written code of conduct
for all members. This code will at a
minimum include:
a. Policies concerning the treatment of women
b. Prohibitive measures concerning the use of
illegal drugs
c. A statement concerning the abuse of alcohol
and underage drinking
5. Sponsor two workshops per year with another
fraternity, sorority, or campus organization.
6. Teach etiquette and gentlemanly conduct to
members annually.
7. Sponsor or attend cultural events twice a
year.
8. Create a chapter activity directory, where
members' activities and honorary memberships are posted and updated regularly.
9. Oversee and preside over all judicial
proceedings for the chapter.
10. Ensure that the chapter is an active part of
the Greek community and attend all IFC meetings.
11. Develop and maintain a detailed account of
membership education activities and compile an officer notebook to educate
future officers.
12. Compile all necessary support documentation
for the Fraternity awards application and the Chapter Excellence Report as
outlined in the Membership Education section of the Chapter Excellence Plan
Guidebook.
13. Develop position goals and budget.
Utilize appropriate sections of the Chapter Excellence Plan Guidebook
as a planning tool in the goal setting process.
14. Properly and adequately train all assistants
and replacements.
Section
5. V.P.
of Recruitment
a. Description
1. The Vice President of Membership Recruitment
shall serve on the Executive Council and coordinate the chapter’s recruitment
efforts
b. Duties
1. Serve as an Executive Council officer within
the chapter. Attend Executive Council meetings and contribute input as to the
advancement of the Fraternity.
2. Develop and chair the Membership Recruitment
Committee. In conjunction with the committee, and through the efforts of the
entire chapter, coordinate, plan, and implement a successful recruitment
program.
3. In conjunction with the Membership
Recruitment Committee set a recruitment goal for the chapter.
4. Develop a written calendar of year-round
recruitment events. With the committee, plan and implement events, which
utilize all or part of the chapter membership.
5. Train chapter members on effective
recruitment techniques through regular recruitment workshops.
6. Compile and maintain a list of prospective
members using all available resources. Resources may include, but are not
limited to: chapter members and pledges, university admissions and Greek
affairs office, alumni members, International Headquarters, women on campus,
non-Greek friends and relatives, and other campus organizations.
7. Track the progresses made on each recruitment
contact and follow up regularly with the prospective member or ensure that
regular follow up is being made by the membership.
8. Present candidates for membership to the
chapter and determine strategy for delivering the bids.
9. Coordinate and oversee the bidding process.
10. Work with the Pledge Educator to ensure that
all paper work and fees have been sent to IHQ for each pledged man.
11. Develop recruitment materials and utilize
available resources designed to educate potential members and their families
about the benefits of membership in Delta Upsilon.
12. Develop and maintain a detailed account of
recruitment activities and compile an officer notebook to educate future
officers and committee members.
13. Participate in all Fraternity activities,
which lead to the improvement and growth of the chapter.
Section
6. V.P.
of Finance
a. Description
1. The Chapter Treasurer is directly responsible
for the receipt, care, and disbursement of all chapter funds. The Treasurer
must work with the undergraduates, alumni officers, and International
Fraternity to secure a sound and fiscally prudent future for the Chapter.
b. Duties
1. Serve as an Executive Council officer within
the chapter. Attend Executive Council meetings and contribute input as
to the advancement of the Fraternity.
2. Develop and execute the Chapter’s fiscal
policies to guarantee a sound financial future.
3. Work with the Alumni Treasurer to prepare an
annual balanced budget to be submitted and approved by the membership at large.
4. Prepare and disseminate on a timely basis
accurate monthly financial statements with comparisons to budget and prior year
activity.
5.
Compile all necessary support documentation needed for the Fraternity
awards applications and the Chapter Excellence Report as outlined in
the Financial Management section of the Chapter Excellence Plan Guidebook.
6. Communicate all significant financial
activity and results to undergraduates, alumni officers, and the International
Fraternity.
7. Responsible for the collection of all fees and
past due accounts receivable in accordance with the Chapter’s approved
collection policy.
8. Distribute organized monthly or quarterly
bills to each chapter member.
9. Prepare all required regulatory reports as
needed.
10. Submit payment to the Chapter’s suppliers and
vendors on a timely basis.
11. Develop and maintain a detailed account of
treasurer's activities and compile an officer notebook to educate future
officers.
12. Develop position goals and a budget.
Utilize the appropriate section of the Chapter Excellence Plan Guidebook as
a planning tool in the goal setting process.
13. Properly and adequately train all assistants
and replacements.
Section
7. V.P.
of Public Relations
a. Description
1. The vice president-public relations serves on
the executive council. He plans, organizes and directs the chapter’s
efforts in addressing alumni, parents, Greeks and non-Greek students, faculty
and administration, and the local community. He is the chairman of the
public relations committee, and reports the committee’s findings and actions to
the executive council and the general membership. He is responsible for
all chapter publications and articles for the Fraternity’s Quarterly
magazine. He keeps records of all graduate members including their
addresses, occupations, and other pertinent information.
b. Duties
1. Serve as an executive council officer within
the chapter. Attend executive council meetings and contribute input as to
the advancement of the Fraternity.
2. Develop and implement a written plan for
alumni, parents, Greek, campus and community relations outlining newsletters,
events, and other related programming designed to keep these audiences apprised
of Fraternity activities.
3. Oversee the alumni relations’ officer,
philanthropy and community service officer, parent’s relation’s officer,
IFC delegate, special events chairman, and campus relation’s officer.
Assist them with their responsibilities, and hold them accountable for their
duties and responsibilities.
4. Organize and chair monthly public relations
committee meetings that will be attended by all sub-officers. This
committee shall be responsible for the development and execution of the
chapter's public relations program.
5. Compile all necessary support documentation
needed for Fraternity awards applications and the Chapter Excellence Report as
outlined in the Public Relations, Alumni Relations and Human Service sections
of the Chapter Excellence Plan Guidebook.
6. Sponsor a minimum of two alumni and/or
parents events per year such as Founders Day, Initiation, Parent’s Day, or
Homecoming.
7. Publish an alumni and/or parents newsletter a
minimum of two times per year.
8. Invite parents, faculty, and alumni to
initiation ceremonies by written correspondence.
9. Ensure that all chapter publications,
T-shirts, and events are in accordance with Delta Upsilon’s image as “The
Gentlemen’s Fraternity”. Avoid tasteless, insensitive, socially
demeaning, or offensive themes.
10. Actively pursue positive relations with the
campus and surrounding community.
11. Sponsor and/or be actively involved in a
minimum of two service/philanthropic projects per academic year
12. Develop and maintain a detailed account of
public relations activities and compile an officer notebook to educate future
officers and committee members.
13. Develop position goals and budget. Utilize
the appropriate sections of the Chapter Excellence Plan Guidebook as a
planning tool in this process.
14. Properly and adequately train all assistants
and replacements.
Section
8. President
a. Description
1. The President will serve as the Chief
Executive Officer and Chief Operating Officer of the chapter. He shall be the
head of the chapter’s organizational structure. He will be the liaison between
the chapter and the university, community, alumni, and International
Fraternity.
b. Duties
1. Serve as an Executive Council officer within
the chapter. Attend Executive Council meetings and
contribute input as to the advancement of the Fraternity.
2. Lead executive council and chapter meetings.
3. Oversee all officers; ensure accountability
and responsibility in all members.
4. Coordinate the goal setting process of the
chapter and executive council.
5. Approve major financial expenditures.
6. Serve as a positive role model by adhering to
Fraternity, FIPG, university/college, city, county,
and state/provincial laws and guidelines.
7. Recruit and cultivate new leaders.
8. Keep in contact with Delta Upsilon
International Headquarters and return completed paperwork
in a timely manner.
9. Meet with the university Greek advisor and
alumni officers on a regular basis.
10. Serve as the chapter spokesperson.
11. Develop and maintain a detailed account of
presidential activities and compile an officer
notebook to educate future officers and committee members.
12. Develop position goals and budget.
13. Properly
and adequately train all assistants and replacements.
Section
1. Requirements
a. Must
have a minimum cumulative GPA of 2. 5 at the time of nomination for said
position
b. Must
be in Full membership classification at the time of nomination
c. Must
remain in Full Membership classification during service as this executive
officer
Section
2. Responsibility,
Authority and Jurisdiction
a. Will
have a permanent seat in the Executive Council representing the executive
division under his jurisdiction
b. Insure
the proper implementation of all programs for the executive division under his
jurisdiction
c. Determine
efficacy of all programs under the jurisdiction of this executive division and
modify them as necessary as per amendment process described in this document
d. Develop
and propose to the executive council new programs or initiatives to better meet
the goals of the executive division under his jurisdiction
e. Compile
a written and oral officer’s report for every General Assembly meeting
detailing the activities of the executive division under his jurisdiction. The oral report shall be delivered to the
General Assembly, while the written report will be submitted to the Vice
President of Administration
f.
Develop objective goals and detailed budget for
the executive division under his jurisdiction
g. Develop
and maintain officer’s notebook, to assist in training of future officers
h. Adequately
train all assistants and replacements to ease the transition of power and
minimize loss of skills between terms of office
Section
1. Fund
Raising Committee
a. Description
1. Devise
and organize events in which the proceeds benefit the chapter.
b. Duties
1. Organize
at least 2 fundraising events a semester.
Section
2. Awards
Committee
a. Description
1. Devise
and organize awards to be given to the chapters members of students on campus
b. Duties
1. Should
organize at least one awards ceremony a semester
Section
3. Executive
Council
a. Description
1. Coordinate
and advise all new business, calendars, and events for the chapter.
b. Duties
1. Must
meet once a week to discuss the status of their officer duties.
Section
4. Recruitment
Committee
a. Description
1. Organize
recruitment events and aid in all recruitment efforts.
b. Duties
1. Hold
at least one recruitment event a week
2. Assist
the V.P. of Recruitment.
Section
5. Social
Committee
a. Description
1. Organize
all social events including alumni events, parent events, faculty events, as
well as any socials.
b. Duties
1. Coordinate
all needed events with V.P. of Public Relations and V.P. of Membership
Education.
2. Coordinate
the alumni, parent, and faculty events.
Section
1. Purpose
a. To
insure efficient and democratic function of The Chapter
b. To
decide, by the rules of Parliamentary Procedure, on all official business of the
Chapter unless otherwise provided for in these By Laws
Section
2. Regular
Meetings
a. At
least one general assembly meeting must be scheduled each month of the academic
fall and spring semesters
b. At
least one general assembly meeting must be scheduled for each academic summer
semesters
c. A
quorum of The Chapter must be present for the general assembly to conduct
business
d. Any
Full member may take part in debate of general assembly as governed by
parliamentary rule
e. Each
meeting of the general assembly must be scheduled one week in advance by the
president of the chapter
Section
3. Special
Meetings
a. A
special meeting of the general assembly may be called by the president of The
Chapter or the Executive Council, for a specific purpose
b. A
special or emergency session of the general assembly will be in order only in
the event that an unforeseen issue arises which The Chapter must consider
before the next scheduled meeting of the general assembly
c. The
agenda for a special session of the general assembly will be prepared by the
party calling said meeting
d. The
party calling for a special meeting of the general assembly, must make every
effort to notify the members of the chapter about the calling of the special
session and provide all details necessary to allow as many members as possible
to attend
e. Although
attendance records for a special meeting of the general assembly must be kept
as for any other meeting of the general assembly, recorded absences may not be
used towards attendance requirements for the membership
Section
4. Parliamentary
procedures
a. Parliamentary
order for the general assembly will proceed as described in the latest edition
of Robert’s Rules of Order, unless otherwise provided for in these By
Laws
b. Meetings
of the general assembly will be conducted in strict accordance to the order of
business as described in Robert’s Rules of Order or as per the agenda published
by the president of The Chapter prior to each meeting
c. Special
sessions of the general assembly may disregard the standard order of business
and most formal procedures of Robert’s Rules of Order and be conducted in the
manner best suited to the items of business it was called to consider. The presiding officer of the general assembly
in special session will have final judgment in questions regarding this issue
d. Quorum
for the general assembly is hereby defined as one more than one half of all
membership currently in Full membership status
e. All
items of new business must be submitted to the executive council prior to the
general assembly meeting in which it will be considered, unless the general
assembly votes on emergency consideration of said measure
Section
5. Elections
a. Will
be held on the last week of March each year
b. Nominations
for president of The Chapter and of chief executive for each division shall be
made at least one (1) weeks prior to the date of election
c. Each
vacancy will be voted upon by the general assembly individually
d. The
order of nominations and elections shall be as follows: 1) President; 2) VP
Membership Education; 3) VP of Finance; 4) VP of Administration; 5) VP of
Recruitment; 6) VP of Loss Prevention; 7) VP of Public Relations; 8) VP of
Scholarship
e. Voting
for each vacancy will be by secret ballot
f.
Any full member may nominate any other full
member for any vacancy to be filled during the election process
g. Self
nominations are encouraged, and in order
h. Once
a nomination is made, the nominee may accept nomination or decline it
i.
If the nominee is certain that he does not meet
the requirements for said vacancy, the nomination must be declined
j.
If after closing nominations, there are more than
two (2) men for any vacancy, then the top two candidates must be selected by a
plurality vote of the general assembly on election day
k. The
nominee with a majority vote of [GAG1]the
general assembly will be considered elected to office
l.
Elections are considered effective upon
adjournment of the session of the general assembly in which the election
occurred
Section
6. Impeachment
a. The
general assembly must decide on all impeachment proceeding brought to it by the
Judiciary Directorate
b.