Phi Sigma Sigma - University of Connecticut Extension Proposal
UNIVERSITY OF CONNECTICUT
DEAR MEMBERS OF THE UNIVERSITY OF CONNECTICUT FRATERNITY & SORORITY LIFE COMMUNITY:
Congratulations on the upcoming plans to expand your Panhellenic community! Phi Sigma Sigma is thrilled to present this application as an opportunity to re-establish our chapter at the University of Connecticut.
Phi Sigma Sigma provides its members a dynamic sisterhood of powerful women fostering uncompromising principles, igniting positive change and embracing individuality. Currently, Phi Sigma Sigma provides a home to over 6,700 collegiate members in 85 collegiate chapters, and we are 80,000+ alumnae strong across North America. We do not take the extension process lightly and have thoroughly researched how our educational content, professional development, experience of sisterhood and strong alumnae network can enhance the student culture and collegiate experience at the University of Connecticut.
In this application you will learn of Phi Sigma Sigma’s 111-year history, and the vision of our 10 founders who sought to start a sorority that would promote open membership to all women regardless of backgrounds, beliefs or cultures. You will read about our strong collegiate and alumnae presence in the Northeast, including three chapters in Connecticut who will be close by and ready to support this chapter’s success. You will hear about our collegiate experience, which strives to inspire new generations of women who commit themselves to being leaders on their campuses, within their Panhellenic communities and in their future professions and communities.
In 1943, Phi Sigma Sigma’s Beta Epsilon Chapter was founded at the University of Connecticut. We would be honored to have the opportunity to re-establish on your campus and provide an exceptional sorority experience which truly meets and exceeds the expectations of your accomplished student body.
Thank you for taking the time to review our application. We wish you the best of luck in the extension process and hope to continue exploring this exciting opportunity for a successful partnership!
TESS STOVALL
Phi Sigma Sigma International President
MICHELLE ARDERN
Phi Sigma Sigma Executive Director
THE CREED INFORMATION AND STATISTICS FOUNDED ON AN INCLUSIVE SISTERHOOD HISTORY AT UCONN VIRTUES, MISSION, VISION & MOTTO LIVING OUR VIRTUES
THE PREMIER MEMBER EXPERIENCE OVERVIEW
LEADERSHIP & TRAINING OPPORTUNITIES
PROGRAM PARTICIPANTS
NEW MEMBER EDUCATION
ACADEMIC EXCELLENCE
DIVERSITY, EQUITY, INCLUSION & ACCESS
PHILANTHROPY & SERVICE
MEMBER EXPECTATIONS
PROGRAMS & SERVICES TEAM
LOCAL ALUMNAE SUPPORT
LOCAL SUPPORT
RECRUITMENT & ESTABLISHMENT
ESTABLISHMENT TIMELINE
NEW CHAPTER SUPPORT
STRATEGIC CHAPTER PLAN
CHAPTER REQUIREMENTS
COMMITMENT TO UCONN’S COMMUNITY
MEMBER OBLIGATIONS
FINANCIAL OBLIGATIONS
PHI SIGMA SIGMA & UCONN
PHI SIGMA SIGMA & UCONN
Phi Sigma Sigma would be honored to join the dynamic UConn Panhellenic Community! Alpha Chi Omega, Alpha Epsilon Phi, Alpha Phi, Alpha Omicron Pi, Delta Zeta, Gamma Phi Beta, Kappa Alpha Theta and Pi Beta Phi have already established a strong tradition of excellence at UConn. As a proud member of the National Panhellenic Conference, Phi Sigma Sigma takes great pride in our commitment to promoting the values of Greek organizations and our Panhellenic sisters everywhere. Phi Sigma Sigma is eager to work with your 1,000+ members to strengthen the entire Greek community.
The UConn Panhellenic community is driven by four core values: Scholarship, Service, Sisterhood and Leadership. These ideals align with the values of Phi Sigma Sigma as we challenge students to achieve academic success, develop leadership skills, have meaningful sisterhood experiences and give back to the community.
We also recognize that UConn's Center for Fraternity and Sorority Development represents over 2,300 members and over 40 chapters organized in four councils. Phi Sigma Sigma would be honored to join this large community that has been a UConn tradition for over 130 years. Through the core values, Phi Sigma Sigma members have made a significant impact on the campuses where our chapters are located; we would be privileged to join yours.
GET TO KNOW PHI SIGMA SIGMA
THE CREED OF PHI SIGMA SIGMA
I believe a woman who serves is a woman who leads. I will devote myself at all times to upholding the ideals of Phi Sigma Sigma.
I believe in faith, love, and sincerity. I will find strength in the lifelong friendships I share in the bonds of our sisterhood.
I believe in the advancement of womanhood. I will make the most of educational opportunities throughout my life and will become a woman of substance, character and influence.
I believe in the perpetuity of Phi Sigma Sigma. I will build to the walls of our Pyramid.
Once a Phi Sigma Sigma, Always a Phi Sigma Sigma.
INFORMATION AND STATISTICS
GENERAL INFORMATION:
Name: Phi Sigma Sigma (Phi Sig)
Flower: American Beauty Rose
Symbol: Sphinx
Colors: King Blue & Gold
Stone: Sapphire
Hand Sign: Love in the Pyramid (LITP)
Open Motto: Diokete Hupsala (translated, Aim High)
Website: www.phisigmasigma.org
Founded: November 26, 1913, at Hunter College in New York City
Badge: Sphinxhead on a gold pyramid with three sapphires in each corner
ORGANIZATION STATISTICS:
Number of Active Collegiate Chapters: 85
Total Number of Alumnae: 80,000+
Total Number of Alumnae Living in Connecticut: 2,100+
Total Number of Alumnae Living within 45 minutes of campus: 670+
Total Number of Active Collegiate Members: 6,700+
Average Chapter Size: 79
Average Chapter Size Across 14 Peer Institutions: 164
CHAPTERS IN NEW ENGLAND:
Connecticut
University of New Haven
Sacred Heart University
Quinnipiac University
Massachusetts
Bridgewater State University
Worcester Polytechnic Institute
Salem State University
University of Massachusetts-Dartmouth
Bentley University
Fitchburg State University
New Hampshire
University of New Hampshire
Keene State College
Rhode Island
University of Rhode Island
FOUNDED ON AN INCLUSIVE SISTERHOOD
Phi Sigma Sigma is a proud, strong member of the fraternity and sorority community because our Founders were leaders of their time.
The early 1900s were turbulent times in the United States and the city of New York was seen as a cauldron for social change. In 1913, our Founders approached the Dean of Women at Hunter College in New York City with a vision. They wanted to start a sorority that would promote open membership to all women of character regardless of background.
Our ten founders wanted a sorority that strived to achieve outstanding scholastic ideals and maintain high social standards, while embracing diversity in membership. Phi Sigma Sigma was founded on November 26, 1913, at Hunter College in New York City by 10 dynamic young women who shared a passion for excellence and envisioned an inclusive sisterhood. The result was the first nonsectarian sorority, meaning women of all backgrounds, faiths, beliefs and cultures were welcome to join at a time when that was not the norm.
Our Founders believed women of all backgrounds could come together and work toward common goals. These 10 women established the twin ideals of Phi Sigma Sigma – the brotherhood of man and the alleviation of the world’s pain. The Phi Sigma Sigma women of today work diligently to honor the traditions set forth by the twin ideals and visionary approach our Founders took to membership; commitment to sisterhood, excellence in scholarship and selfless giving.
In the over 111 years since Phi Sigma Sigma was founded, membership remains a lifelong, meaningful experience for women. Today, because of the vision of our Founders, we are proud to be a home for women of all religions, cultural backgrounds, races and creeds.
HISTORY AT UCONN
Phi Sigma Sigma’s Beta Epsilon Chapter was originally chartered at UConn in 1943. During our approximately 30-year history at UConn, Phi Sigma Sigma enjoyed much success. The chapter was frequently recognized for its excellence, including winning many UConn Panhellenic scholarship awards. The Beta Epsilon chapter also won division and national awards for scholarship and chapter achievement, including one of Phi Sigma Sigma’s most prestigious chapter awards in 1968.
Our Beta Epsilon members were very involved in campus activities and service to the community. As early as 1944, Phi Sigma Sigmas were elected to serve as class officers. Chapter members also served as student senators, newspaper editors and disc jockeys at UConn’s radio station (WHUS). Our members were also elected to prestigious positions such as president of the women’s student government association. The chapter took pride in serving the local and international community. For example, following World War II, they adopted a Polish war orphan and sent her clothing and toys for several years. They also donated their time to causes such as the Muscular Dystrophy Association, Project Hope and the Mansfield Training School. Finally, our Beta Epsilon chapter was fully engaged in the Panhellenic community. New member classes regularly invited other sororities’ new member classes for tea.
Today, our UConn alumnae join the 80,000 strong Phi Sigma Sigma alumnae network in Connecticut and across the country. They continue to enjoy success and give back to their community like Sonya Googins, a Beta Epsilon alumna who served as a Connecticut state representative. Our UConn alumnae also serve as educators, financial consultants, guidance counselors, nurses and more.
VIRTUES, MISSION, VISION
& MOTTO
Sharing values, lifelong friendships and belonging to a sisterhood truly defines the Phi Sigma Sigma experience. Phi Sigma Sigma’s six virtues — Friendship, Faith, Love, Sincerity, Integrity and Strength — distinguish our organization, unite us in our activities and become ingrained in the character of our aspiring women.
These virtues go hand-in-hand with the values of UConn’s Fraternity and Sorority Community. Your university community was founded on common values of scholarship, leadership, community and siblinghood. If we are chosen to re-establish our chapter on UConn’s campus, Phi Sigma Sigma will embrace these values when we recruit new members, as we help our women chart the course of their college experience and as they make decisions about career, family and community involvement.
PHI SIGMA SIGMA MISSION
To inspire the personal development of each sister and perpetuate the advancement of womanhood.
PHI SIGMA SIGMA VISION
To be a dynamic sisterhood of powerful women fostering uncompromising principles, igniting positive change and embracing individuality.
PHI SIGMA SIGMA MOTTO
Diokete Hupsala (Aim High)
LIVING OUR VIRTUES
Our virtues show up in the lives of our members everyday and are commonly exhibited through or described as:
FRIENDSHIP & FAITH
Asking thoughtful questions
Authentic
Warm
Goal-oriented
Achiever
Trusting of others
Visionary
Thinks about the future
Overcomes challenges
Reliable
Values lasting friendships
LOVE
& STRENGTH
Resilient
Open to new ideas
Adaptable
Selfless
Service to others
Compassionate
Empathetic
Caring
Persevering
Asks for help from others
SINCERITY & INTEGRITY
Trustworthy
Clear-headed
Does the right thing
Follows through on commitments
Putting thoughts into action
Practices self-reflection
Doesn’t submit to peer pressure
Admits mistakes
Continually works to better themselves
THE PREMIER MEMBER EXPERIENCE
THE PREMIER MEMBER EXPERIENCE OVERVIEW
Phi Sigma Sigma chapters have dynamic programming with the common goal “to inspire the personal development of each sister.”
Member engagement and education is imperative to the success of our collegiate chapters and members. Phi Sigma Sigma programing can be seen through the lens of three important pillars:
MEMBER DEVELOPMENT
Programs designed to assist all members in their personal development and growth.
LEADERSHIP
DEVELOPMENT
Workshops, trainings and support provided to elected and emerging leaders to enhance their abilities to serve their chapters and campus communities.
FRATERNITY
EVENTS
Recurring, in-person events hosted throughout the country for a specific audience and purpose.
DEVELOPING LEADERS
Phi Sigma Sigma provides dynamic leadership training to our members through in-person and virtual events and educational programing. Phi Sigma Sigma offers programs that enhance the membership experience and encourage members to take on leadership roles.
LEADERSHIP & TRAINING
OPPORTUNITIES
EMERGING LEADER
EMERGING LEADER
Phi Sigma Sigma's Emerging Leader program is held each summer and is open to initiates from the previous academic year. The multi-dimensional leadership experience guides participants through personal exploration and helps hone leadership skills applicable to any community where they wish to lead. The Emerging Leader program includes group work, handson activities and individual reflection. This cohort experience continues into the following fall term in the form of monthly virtual workshops on relevant leadership topics. Conversations will touch on: identity development, Gallup CliftonStrengths R , communication, conflict management, working in teams, prioritization, leadership brand and goal setting.
STRATEGIC OPERATIONS SUMMIT
Phi Sigma Sigma’s Strategic Operations Summit is a yearly gathering of leaders representing Phi Sigma Sigma’s largest chapters as well as the volunteers who assist these chapters. Attendees are selected to receive training and development on Fraternity operations that require a specialized, strategic and scaled application.
CONVENTION
Delegates to the biennial Convention make up the legislative body of Phi Sigma Sigma and are typically comprised of one delegate from each collegiate chapter, one delegate from each alumnae chapter, chapter key advisors, and other Fraternity committee chairmen.
VIRTUAL PROGRAMS
Phi Sigma Sigma’s virtual program delivery platform, Reach, is home to more than 50 Phi Sigma Sigma training and development courses. The modern and intuitive interface allows staff and volunteers to organize, assign and track learners’ progress. Reach seamlessly delivers training content to new members, developing leaders, elected officers, big sisters, alumnae mentors, chapter advisors, board members and every hat you may wear in between. In addition to Reach, chapter members have access to a number of additional virtual leadership development opportunities provided for members with an interest.
PROGRAM PARTICIPANTS TESTIMONIALS
SABINE LEE
UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN
EMERGING LEADER PARTICIPANT
“This program impacted me as a leader by helping me explore my strengths, understand who I am as a leader and see how women from different chapters can embrace each other’s unique strengths to work together as a team.”
GRACE JENKINS
MIAMI UNIVERSITY OF OHIO
EMERGING LEADER PARTICIPANT
“I think this program will help me to grow not only as a leader, but as a sister in my chapter. I hope to be able to bring these skills into my sorority and leverage them to help me take a position on e-board one day.”
LAUREN MELLAS
THE PENNSYLVANIA STATE UNIVERSITY
VIRTUAL PROGRAM PARTICIPANT
“The online trainings on Reach were really helpful in completing my role as Risk Management Chairman. I feel like the trainings that I did at the beginning of my term really opened my eyes and I was able to see what I could change in this position regarding rules we had that didn't connect to a policy.”
CAMERON WEHR
TEMPLE UNIVERSITY
STRATEGIC OPERATIONS SUMMIT PARTICIPANT
“Overall, this Summit made me feel a lot more confident in myself because I heard and supported by the other chapter leaders and members of HQ. I didn't feel like I was alone in my role anymore.”
NEW MEMBER EDUCATION
THE PHI PROGRAM
Accepting a bid to Phi Sigma Sigma is just the beginning of an exciting adventure that will provide women with lifelong friends, opportunities for personal growth and incredible memories that will last a lifetime. The Phi Program is Phi Sigma Sigma’s new member education program which aims to connect new members to the organization and establish meaningful relationships between members – upon which lifelong sisterhood is built. The program was designed by Dr. Mari Ann Callais to deliver information, spark conversation, inspire reflection and facilitate friendship among the newest members of the chapter.
The Phi Program is built upon The Creed of Phi Sigma Sigma. Modules one and five are designed to transition you into the program and out to your initiation. The education presented in modules two through five are each focused on a line of The Creed.
MODULE 1: ORIENTATION
This brief meeting should take place as a part of bid day, whenever possible. New members should receive information about relevant and immediate next steps and spend dedicated time getting to know their new member educator, the new member committee and each other. These first interactions are critical to ensuring communication channels are established and expectations are set. A stable meeting environment is important to model from the beginning.
MODULE 2: SERVANT LEADERSHIP
Explore Phi Sigma Sigma’s history and the friendships that helped form the Phi Sigma Sigma of today. An introduction to what we believe in (our cause) and how we can help one another (service) to be the best women we can be through the sorority and how to lead toward these aims. Conversations will touch on:
How Phi Sigma Sigma can impact your life.
Phi Sigma Sigma opportunities where you may grow, share ideas and learn about yourself.
Why Phi Sigma Sigma serves a greater role on the college campus and in the community.
The role of mentors in helping to understand Phi Sigma Sigma in a more meaningful way.
MODULE 3: FRIENDSHIP & SISTERHOOD
An introduction to our virtues and how we put them into action in our lives. Phi Sigma Sigma is about a lifetime of friendship. Conversations will touch on:
How our values and identities help us to believe in ourselves and empower one another. What accountability looks like in Phi Sigma Sigma and why it is critical to a healthy chapter culture.
The role ritual plays in the organization.
MODULE 4: ADVANCEMENT OF WOMANHOOD
Examine the role of women over time and the impact women's organizations can have in shaping society. Learn how the many fraternity and sorority relationships anchor our communities and partner for change. Most importantly, how we, as sorority women, should strategize around and invest in our collective success through involvement opportunities. Conversations will touch on:
How courageous women throughout history have shaped and influenced our experiences today.
When your personal identity as a woman intersects with other identity characteristics. Being a part of a Panhellenic and sorority community. Opportunities for involvement create connections and stimulate representation outside of the sorority.
MODULE 5: PERPETUITY OF THE FRATERNITY
Preparing to make promises to Phi Sigma Sigma during initiation. Each new member is a part of the Phi Sigma Sigma story. We celebrate the commitment and how this transition creates even more opportunities for growth as an individual and a lifelong representative of the sorority. Conversations will touch on:
The promises and commitments made, as well as Phi Sigma Sigma’s commitment to all members.
How special the ritual of Phi Sigma Sigma is to you and generations of sisters.
ACADEMIC EXCELLENCE
Phi Sigma Sigma is committed to academic excellence that results in chapters that truly value scholarship and members who excel in their studies at UConn. Phi Sigma Sigma’s programs are designed to assist members in reaching academic goals and exploring their potential, both in college and life after graduation.
Phi Sigma Sigma encourages our chapters to have a comprehensive academic achievement program that encourages and honors those who achieve academically as well as supports those sisters who struggle academically.
Each chapter has an academic achievement chairman who helps the chapter navigate:
TIME MANAGEMENT
ACADEMIC SUPPORT CAREER PLANNING GOAL SETTING
Phi Sigma Sigma chapters have the authority to establish their own GPA requirement for bid distribution in alignment with their host institution’s GPA requirements. Phi Sigma Sigma believes that sorority membership enhances student’s academic pursuits, and membership should not be withheld. At UConn, Phi Sigma Sigma will recruit founding members who are in good standing, meet all new member guidelines and have a grade point average comparable to UConn's all Panhellenic GPA.
ACADEMIC EXCELLENCE
EDUCATIONAL GRANTS & SCHOLARSHIPS
The Phi Sigma Sigma Foundation’s Scholarship and Educational Grant Program gives grants and scholarships to collegiate and alumnae members. The Educational Grant Program provides gifts based on financial need, scholarship and service to Phi Sigma Sigma and the community. The Scholarship Program includes awards named in memory of sisters and loved ones who have passed away as well as in honor of sisters who have gone above and beyond the call of duty. These scholarships recognize collegiate and graduate students based on academic excellence and service to Phi Sigma Sigma.
ACADEMIC SUPPORT
We believe members facing academic challenges are best served and more likely to achieve success as a full participant in the chapter. Our chapters are prohibited from reducing a member’s status or suspending her privileges as a result of their academic performance. To help a struggling member, the academic achievement chairman works with the sister on an Academic Improvement Model, a guided goal setting worksheet, to complete in partnership with any member who is identified as needing assistance.
DIVERSITY, EQUITY, INCLUSION & ACCESS
Diversity, Equity, Inclusion, and Access (DEIA) is an integral part of our values in our collegiate chapters and across the organization. Phi Sigma Sigma seeks to engage members in conversations and practices that integrate belonging, respect, human dignity and access that span all areas of operation and programming.
Our approach is to review, process, dialog and challenge members in every program to consider how to consider others, remove bias and lower barriers. As a result, Phi Sigma Sigma highlights and acknowledges the impact of identity across all of our educational programming. Chapters are encouraged to prioritize educating and updating members on the topics that are most prevalent in their campus community, utilizing the dedicated and trained professionals that work to provide programming on campus.
RESPONSE & CARE
It is important for members to feel supported when taking action on causes they care about. The chapter’s role is to provide resources and encourage members to prioritize their safety when engaging in activism.
When incidents of injustice occur, Phi Sigma Sigma members are encouraged to prioritize actions over statements. Members are instructed to first educate themselves on the issue, and then connect with established organizations, advocacy groups and nonprofits already engaged in the community. It is important members utilize and support existing efforts and not duplicate or create competing messages.
DIVERSITY, EQUITY, INCLUSION & ACCESS
CHAPTER EXECUTIVE OFFICER
Each chapter has a dedicated diversity, equity and inclusion (DEI) chairman, who is a member of the executive board responsible for approaching the role with the following objectives:
Be a lens and filter in which chapter programming, communication and actions filter through. DEI chairmen participate in conversations with other officers about their duties, responsibilities and chapter operations. They work to assist and coach other officers to eliminate or re-envision practices of the chapter that work against goals to have an equitable and inclusive member experience.
Help to connect members with resources that already exist on the campus to support diversity, equity and inclusion topics. Rather than trying to recreate programming and feeling the pressure to be the most knowledgeable on every topic, DEI chairmen are encouraged to bring members to programs and events on campus or invite a professional to a chapter meeting to help educate.
Remain focused internally. DEI chairmen are responsible for the maintenance of relationships within the chapter and not the management of the chapter’s image to others. The priority should be checking on chapter members following an incident or injustice, rather than making a statement/post on social media.
TRAININGS WHERE DEI TOPICS & CONVERSATIONS ARE INTEGRATED:
The Phi Program (new member program): Social and Personal Identity Exploration
DEI Chairman Guidebook: Understand and Developing Cultural Competence, How to be an Ally for Diversity and Inclusion and Understand, and Avoiding Cultural Appropriation
Recruitment Chairman Guidebook: Promoting an Inclusive Culture, Membership Selection
New Member Educator Guidebook: Connection & Belonging
Philanthropy & Service Chairman Guidebook: Social Justice & Philanthropy, Mindful Service –Privilege
The very first line of The Creed of Phi Sigma Sigma states, “I believe a woman who serves is a woman who leads.” Philanthropy has always been an integral part of our sisterhood.
A HISTORY OF SERVICE
Phi Sigma Sigma has a long history of service to our community and country. During World War II, we invested $2,500 of our National Savings Account and $800 of the Convention Fund in War Bonds. We raised funds for a War Project – a Red Cross “Clubmobile,” which was a mobile canteen for American soldiers abroad.
THE PHI SIGMA SIGMA FOUNDATION
In 1965, The Phi Sigma Sigma Foundation was established to consolidate all of our philanthropic funds. The Spring 1965 issue of our magazine, The Sphinx, described the Foundation’s mission as follows:
“The Foundation will incorporate all of Phi Sigma Sigma’s philanthropy funds such as the Dollars for Scholars Fund (loans to graduates and undergraduates of Phi Sigma Sigma), the National Scholarship Fund (gifts to undergraduates who aid as colonizers and to graduates who aid as resident advisors), and the Philanthropic Grant Fund (to universities and institutions for scientific as well as cultural advancement)."
In the 55 years since then, the Phi Sigma Sigma Foundation has donated hundreds of thousands of dollars directly to benefit Phi Sigma Sigma sisters through leadership programming, scholarships and need-based educational grants, and more recently, through compassion grants for those facing catastrophic events.
ALLY NICKLOUS
LINFIELD UNIVERSITY
LINDSEY ORSER MEMORIAL SCHOLARSHIP RECIPIENT
"Being awarded this scholarship provides me the opportunity to continue my higher education and beyond. Phi Sigma Sigma has been incredibly beneficial in supporting me through undergraduate years at Linfield University. Thank you to the Foundation as a whole for choosing me as a recipient and to all the supporters who make these scholarships and grants happen. I hope I can radiate Lindsey's love and compassion she showed to the world. Once a Phi Sig, Always a Phi Sig."
PHILANTHROPY & SERVICE
SCHOOL AND COLLEGE READINESS
Phi Sigma Sigma's philanthropic cause is School and College Readiness. Our chapters provide free school supplies, tutoring and mentorship programs for schools in their community. With our help, students achieve better grades, actively engage in the classroom and have increased levels of self-esteem. Equipped with their school supplies, children’s attitudes towards school and learning strengthen. By providing the next generation with the resources necessary to succeed in the classroom, we are also helping to prepare them to succeed outside of the classroom.
REINVESTING IN THE LOCAL COMMUNITY
Phi Sigma Sigma chapters and alumnae throughout the country work with schools and philanthropic partners that serve low income families to support students' academic achievement in our own communities. Through these partnerships, we work to reinvest in our communities and witness the direct impact of our support.
COMMUNITY IMPACT FUND
The Community Impact Fund coordinates efforts between the Foundation and collegiate chapters in support of Phi Sigma Sigma’s philanthropic cause of school and college readiness. When the chapter raises money through a fundraising event, the money is deposited in the chapter’s Community Impact Fund through the Phi Sigma Sigma Foundation. The chapter is able to designate the proceeds to support their partner school by funding backpack builds, direct financial grants to support programs or projects, or purchasing other equipment/supplies for the school.
PHILANTHROPY & SERVICE
BACKPACK BUILD & SCHOOL SUPPLY DRIVES
One of the largest inhibitors to educational success is a lack of resources including school supplies. As advocates for school and college readiness, Phi Sigma Sigma seeks to ensure students have the necessary supplies to truly succeed. Through our partnerships with local schools, we are able to ascertain what supplies students are truly in need of and help fill that void through supply drives, collections and donations.
$27,887
Phi Sigma Sigma at Florida International University
$4,972 $2,690 $24,000+ $15,000 DONATED TO FUND LOCAL TITLE I SCHOOL'S TECHNOLOGY ROOM TO COMPLETE TEACHER SCHOOL SUPPLY WISH LIST RAISED FOR HAMDEN SCHOOL SUPPLY CLOSET IN SCIENCE SUPPLY PACKS TO A LOCAL TITLE I SCHOOL IN SCHOOL SUPPLIES DONATED THROUGH BACKPACK BUILDS IN 2023-2024 SCHOOL YEAR TO BUILD AN OUTDOOR CLASSROOM
Phi Sigma Sigma at Quinnipiac University
Phi
$1,361
Phi Sigma Sigma at University of MinnesotaDuluth
Sigma Sigma at St. Joseph's University
Phi Sigma Sigma at Illinois State University
MEMBER EXPECTATIONS
RISK PREVENTION
Phi Sigma Sigma makes risk prevention a top priority – and we are continually looking for new and innovative ways to identify and reduce risk, and keep our members engaged in conversations about safety. We expect our sisters to be active members of their chapter and campus communities, to follow the law, our policies and campus policies, and to take care of one another.
Phi Sigma Sigma’s policies are intended to maximize the collegiate experience while minimizing risks for individual sisters, the sorority and our university partners.
FRATERNITY CONSTITUTION & BYLAWS
In addition to the philosophies established to guide our programs, practices and policies, the Fraternity and chapter constitutions and bylaws provide additional operational structure and guidance to members and leaders to carry out Fraternity business.
CHAPTER STANDARDS BOARD
Each chapter establishes a standards board as part of the chapter’s checks and balances system. While it is the disciplinary arm of the chapter, it is also a mediation tool and system of support. Standards board is there to ensure success through personal development and value alignment.
PARTNERS IN ACCOUNTABILITY
We firmly believe our sisters have rights as members of Phi Sigma Sigma and students of UConn but also have an equal amount of responsibility to both entities. Phi Sigma Sigma is committed to ensuring our members understand these rights and responsibilities. This includes ensuring Phi Sigma Sigma’s policies are aligned with the university’s. It also involves a strong spirit of collaboration with the university in instances of distress or misconduct. Such collaboration will allow Phi Sigma Sigma and UConn to quickly resolve issues and ensure a developmental process for members.
Phi Sigma Sigma has developed extensive written policies and statements on topics of importance as it relates to risk management and the health and well-being of our sisterhood. These policies can be viewed in their entirety here
ESTABLISHMENT PLAN
PROGRAMS & SERVICES TEAM
Phi Sigma Sigma believes strong support from staff, advisors and alumnae is critically important for the success of every chapter. Our professional staff work from locations across the country. They are essential to the daily operations of our collegiate chapters and chapter facilities. Each has a strong desire to mentor and impact the lives of women. Phi Sigma Sigma will provide a premier establishment experience at UConn with the support of Headquarters staff, national leadership and local alumnae.
RECRUITMENT & RETENTION
Newly established chapters are assigned a dedicated team responsible for recruiting, engaging and retaining members. They will develop and implement innovative recruitment strategies, fostering a welcoming and inclusive community, and ensuring sustained membership growth.
Each year, Phi Sigma Sigma hires recent Phi Sigma Sigma graduates who are dedicated to assist the Fraternity in supporting our chapters. Our educational leadership consultants (ELCs) travel throughout the academic year to chapters to assist and advise with recruitment, new member education and general chapter operations. The consultants work extensively with new chapters throughout the establishment period and into their first year as a chapter. They recruit, advise and oversee the new chapter. During the second year, consultants continue to work with our chapters in an advisory role to ensure the new chapter is thriving.
A new chapter at UConn will have the support of two full-time, on-site consultants providing personalized, hands-on service for its first year. A consultant will continue to guide the chapter through its second year.
CAITLIN JOSEPH ASSISTANT DIRECTOR PROGRAMS & EDUCATION
This team of consultants will be managed by Assistant Director Programs and Education, Caitlin Joseph, who will provide direction on establishment strategies and day-to-day responsibilities.
PROGRAMS & SERVICES TEAM
PROGRAMS & EDUCATION
Additionally, chapters are supported by our programs & education team which develops, implements and evaluates chapter programming in the areas of academic achievement; leadership; personal development; philanthropy; diversity, equity and inclusion (DEI); risk prevention and management, and accountability. Members of this team include:
HARRIETTE BAKER
ASSOCIATE DIRECTOR PROGRAMS & EDUCATION
DAY-TO-DAY OPERATIONS
HANNAH TORRANCE
MANAGER OF PROGRAMS & EDUCATION
Connection and partnership remain key to chapter success. Each chapter is supported by an assigned chapter coach who serves as the chapter's primary point of contact. Chapter coaches are full-time staff members, responsible for working closely with executive officers and advisors, providing administrative support, financial operations oversight and day-to-day coaching. Coaches are responsible for the overall well-being, viability and perpetuity of the assigned portfolio of chapters.
For the first year, the Beta Epsilon Chapter will be coached by Assistant Director Chapter Services, Lauren Tannenbaum, who oversees the team of chapter coaches. Following installation of the chapter, Chapter Coach Sarah Alonzo, will be assigned to the chapter and will provide essential support and guidance. Sarah oversees similar chapters including local chapters at Sacred Heart University and Quinnipiac University.
ASSISTANT DIRECTOR CHAPTER SERVICES
CHAPTER COACH
LAUREN TANNENBAUM
SARAH ALONZO
LOCAL ALUMNAE SUPPORT
Phi Sigma Sigma has a thriving network of alumnae support in the surrounding community which would help to ensure the chapter’s long-term success. We have already begun to identify key alumnae in the area who are thrilled about the opportunity of being able to support a Phi Sigma Sigma chapter at UConn including several alumnae in Manchester. As we previously mentioned, Phi Sigma Sigma has three chapters in Connecticut, twelve chapters throughout New England, and sixteen chapters in New York – with many of those located around the New York City area.
CHAPTER KEY ADVISOR
Chapter Key Advisors (CKAs) serve as the mentor and main point of contact for chapter members and is the liaison between the chapter and Phi Sigma Sigma HQ. CKAs maintain a relationship with campus professionals and other local advisors. They are responsible for ensuring compliance with Phi Sigma Sigma and University policies, procedures and expectations. They are also responsible for overseeing the planning and execution of Fraternity approved recruitment and new member plans. CKAs may delegate responsibilities to members of their general advisory board.
GENERAL ADVISORS
The general advisory board members work as a team with the CKA to support the chapter. General advisors will mentor chapter members, attend chapter events, and assist with the activities of the chapter including recruitment, new member programming, slating and elections, officer transition and other areas as needed.
LOCAL ALUMNAE
Phi Sigma Sigma has a strong contingent of more than 800 alumnae in Connecticut. These alumnae include present and past Phi Sigma Sigma national leadership including the current Treasurer of the Phi Sigma Sigma Foundation and member of the Central Connecticut alumnae Panhellenic, Marcie Berson and former Supreme Council Director Amy Keach. Our alumnae in Connecticut are business leaders, philanthropists, mothers and teachers, but above all, they are sisters who embrace their lifelong membership in Phi Sigma Sigma by continuing to live our values. They recognize the importance of active alumnae to a chapter and are prepared to provide their support in any way needed.
LOCAL SUPPORT
Phi Sigma Sigma alumnae in the state of Connecticut: 2,100+
Phi Sigma Sigma chapters in New England: 12
NEW HAMPSHIRE
University of New Hampshire
Keene State College
Phi Sigma Sigma alumnae within a 45 minute drive from UConn's campus: 670+
MASSACHUSETTS
Bridgewater State University
Worcester Polytechnic Institute
Salem State University
University of Massachusetts-Dartmouth
Bentley University
Fitchburg State University
RHODE ISLAND
University of Rhode Island
CONNECTICUT
University of New Haven
Sacred Heart University
Quinnipiac University
RECRUITMENT & ESTABLISHMENT
Throughout the recruitment, establishment and initiation/installation process, Phi Sigma Sigma will work closely with the new chapter, the Panhellenic Council and the university to build a foundation for long-term success that upholds the highest standards of excellence.
COSTS TO CHARTER A CHAPTER
Phi Sigma Sigma is pleased to support new chapters and the universities that host them and therefore, does not charge additional establishment or charter fees. Phi Sigma Sigma will cover all costs associated with recruitment and bid day.
EXTENSION RECRUITMENT PROCESS
Phi Sigma Sigma has developed a successful process for recruiting chapter founders during the establishment process. Each campus is researched, and a plan is created for their unique needs. The outline of our recruitment efforts is below:
GETTING STARTED
1. Begin a proactive marketing campaign which includes, but is not limited to: social media, tabling, posters, etc.
2. Conduct “coffee dates” and small group meet-ups with potential founding members
3. Recruitment kickoff event and information session
4. Host a “Meet the Sisters” event, open to all interested women
5. Group interviews
6. Preference ceremony
7. Bid Day
ESTABLISHMENT TIMELINE
FALL 2025
Meet with student organizations
Attend Panhellenic meetings
Participate in round one of Panhellenic recruitment so that potential new members can learn about Phi Sigma Sigma
Support all recruitment efforts
Recruitment publicity begins (e.g., posters, flyers, tabling, club cards) following primary recruitment
Launch social media platforms, chapter website and registration for interested women to sign-up
Utilize on campus resources to market recruitment process
Phi Sigma Sigma establishment activities begin, from kickoff to bid day, (i.e., infoevents, interviews, etc.)
Select core group of chapter officers
Obtain university recognition and/or register as a student organization and meet any requirements of the Panhellenic Council and the university
Complete chapter calendar for the spring 2026 semester
Draft chapter budget, chapter constitution, scholarship program and risk management program (all of which will be finalized and approved by the chapter). We will work with the Center for Fraternity and Sorority Development and Panhellenic Council to ensure the drafts follow university and Panhellenic policies.
ESTABLISHMENT TIMELINE
FALL 2025
Below is a week-by-week breakdown of our new chapter program. Specific dates for each activity will be determined once the calendar submitted is approved.
WEEK 1
Bid Day
First chapter and new member meeting
Sisterhood event
First payment of new member fees due
WEEK 2
Chapter and new member meeting #2
Sisterhood event
WEEK 3
Chapter and new member meeting #3
Sisterhood event
WEEK 4
Chapter and new member meeting #4
Sisterhood event: Sapphire Sister (Twin) Reveal
This is similar to the big/little relationship found in established chapters
First social event
First payment of local chapter dues due
WEEK 5
Chapter and new member meeting #5
Introduce executive board leadership roles
WEEK 6
Chapter and new member meeting #6
Second payment of new member fees due Committee chairmen announced
Sisterhood event/recruitment training focused on social excellence
NEW CHAPTER SUPPORT
PRIMARY RECRUITMENT SUPPORT
All new Phi Sigma Sigma chapters can expect a high level of involvement with the local alumnae support team, consultants and Headquarters staff regarding all aspects of recruitment. This includes:
Support from our experienced and dedicated staff, including the chapter’s designated chapter coach and our team of recruitment experts
Extensive recruitment training focused on making connections and marketing the ideals of Phi Sigma Sigma
Support from local advisors and alumnae
On-site support for recruitment training, practices and rounds throughout from spring 2026 through fall 2026
OPERATIONAL SUPPORT
Regular coaching calls for officers with Headquarters’ staff members and advisors
Support with chapter finances, risk prevention, event planning, conflict resolution and any other operational needs
Phi Sigma Sigma advisors and staff meet with UConn Center for Fraternity and Sorority Development staff (twice per year at a minimum)
Phi Sigma Sigma will participate in Panhellenic and local alumnae group activities
Chapter advisor will host advisory board retreat (twice per year)
Advisory board will host executive board retreat for chapter (twice per year)
Chapter will participate in educational programming, including anti-hazing events, lifelong learning/academic excellence, personal wellness and substance use/abuse
STRATEGIC CHAPTER PLAN
The strategic plan for Phi Sigma Sigma at UConn includes specific details for the first year, with more high-level plans for years two through five. This plan will be updated on an annual basis in collaboration with the Center for Fraternity and Sorority Development. Here is a preview of the strategic plan for year one:
FALL 2025
Initiation and chapter installation
SPRING 2026
Development of chapter goals and calendar in conjuction with executive board and committee chairmen
On-site educational programming and training based on chapter services plan
Signature philanthropy event
Development of chapter’s recruitment plan
Family event
Chapter formal/semi-formal
SUMMER 2026
Advisory board retreat hosted by the chapter advisor
Executive board retreat hosted by the advisory board
FALL 2026
Participate in primary recruitment with on-site support
Development of chapter goals and calendar in conjuction with executive board and committee chairmen
On-site educational programming and training based on chapter services plan
Phi Sigma Sigma staff members and local alumnae will work together with the chapter leadership and members to ensure adherence to our minimum member and chapter requirements:
Submit required Phi Sigma Sigma and UConn paperwork and fees
Complete Phi Program, as well as chapter officer training under the guidance of consultants, alumnae advisors and HQ staff
Demonstrate proficient understanding of chapter and member requirements
Work closely with the chapter advisory board and Headquarters to establish basic chapter operations, including but not limited to the following:
Elect the executive board
Appoint a standards board
Assign committee chairs and members; begin leadership training and event planning
Participate in at least one community service project (chapter’s choice); start exploring options for a local partner school to support
Attend all Phi Sigma Sigma leadership events which may fall during the establishment period
Build a strong presence on campus and in the fraternity and sorority community by participating as fully as possible in all permitted activities in advance of installation
Confirm new members have achieved a GPA that aligns with Panhellenic standards
COMMITMENT TO UCONN
COMMITMENT TO UCONN'S COMMUNITY
Phi Sigma Sigma strategically partners with campuses where we know we will be successful. From outstanding support, to common values and a commitment to helping our members be confident and resourceful members of society, Phi Sigma Sigma recognizes the need for strong relationships with the professionals on campuses – both at the chapter level as well as at a professional level – to meet the unique needs of each campus and ensure our chapter’s success and perpetuity. We are committed to building a partnership with the UConn campus and the Greek community while adhering and upholding all your university policies and procedures.
EXPECTATIONS OF EXCELLENCE: UCONN’S CENTER FOR FRATERNITY & SORORITY DEVELOPMENT
UConn’s Greek community is an integral part of the UConn student experience. Phi Sigma Sigma would be honored to be part of this community. As a new chapter, we would seek to spread excellence to each member in order for every student to grow intellectually and become a contributing member of the local, national and world communities. We will ensure that each semester, chapter members meet the expectations of excellence in the three values-based theme areas: Community, Leadership, and Scholarship.
COMMUNITY:
COMMITMENT TO UCONN'S COMMUNITY
Phi Sigma Sigma will host at least one event with a CFSD-recognized fraternity/sorority, host at least two philathropy events and complete the required number of volunteer hours.
LEADERSHIP:
Phi Sigma Sigma will submit all the required reports and documents on-time; ensure the required percentage of members complete hazing prevention, DEI, and health & safety modules and other education programing; ensure the required members complete all the necessary trainings, including the SOLID program.
SCHOLARSHIP:
Phi Sigma Sigma will strive to maintain both a new member cumulative GPA and active-member GPA in alignment with the univerisity's standards.
PHI SIGMA SIGMA'S COMMITMENT TO UCONN'S STUDENT ORGANIZATIONS
Phi Sigma Sigma would be honored to join UConn’s many vibrant and important Registered Student Organizations. As a re-established chapter on campus, it is particularly important that Phi Sigma Sigma understands the values, culture and policies required as a UConn Student Organization. Through this application process, we have learned how valuable the SOLID workshops are to the organization’s leaders and their success. SOLID provides the leaders with vital information about the policies and requirements associated with student groups on campus, as well as effective strategies and suggestions specific to each student leader position. Phi Sigma Sigma would ensure that the chapter leaders each attend the required trainings for their position and that the leaders bring these lessons back to each member of the chapter.
MEMBER OBLIGATIONS
MINIMUM REQUIREMENTS OF SISTERHOOD
Students wishing to join Phi Sigma Sigma must be a degree seeking candidate who identifies as a woman. The minimum requirements of sisterhood include:
Regular attendance at chapter meetings and events.
Payment of dues in a timely manner.
Maintain a minimum cumulative grade point average per the chapter constitution.
Annually, acknowledge Phi Sigma Sigma policies and complete any individual requirements as required by the Fraternity’s chapter accreditation program.
FINANCIAL OBLIGATIONS
Phi Sigma Sigma chapters employ an all-inclusive dues and fees structure. We believe there are few circumstances that the member should incur an out-of-pocket expense outside of what is collected in their dues. This includes having a guest at social events, apparel and any sisterhood outing. Further, Phi Sigma Sigma does not currently endorse or permit fines from the standards board as a penalty or outcome. Chartering chapter dues are determined by Phi Sigma Sigma’s financial team with dues of other chapters on campus taken into consideration. This ensures Phi Sigma Sigma is a healthy financial fit within UConn’s fraternity and sorority life community.
NEW MEMBER DUES: INITIATED MEMBER DUES:
Estimated total for first semester:
$865.00
Includes official Phi Sigma Sigma member jewelry, initiation items, all activities, apparel, sisterhood events, social events, etc.
PAYMENT OPTIONS
Estimated semester dues:
$550
Includes national fees and all activities, apparel, sisterhood events, social events, etc.
Phi Sigma Sigma local dues are all-inclusive meaning members will not be asked to pay anything additional to the chapter once they have paid their dues in full.
Initiated members are billed on a semester basis and are offered 4 different payment plans. Payment plans include the ability to make either 1, 2 or 5 payments per semester. Members who are experiencing financial hardship, waiting for scholarships, grants, or student loans to pay dues may choose a deferred plan to be billed and paid later in the semester once they receive their financial assistance.
THANK YOU, UCONN
THANK YOU, UCONN!
Thank you for this incredible opportunity. We hope you learned more about Phi Sigma Sigma and how excited we are about joining your community. For Phi Sigma Sigma, it's important that throughout the entire partnership we contribute and complement the existing community at UConn. Our goal is to spread excitement and participation that will allow the entire Panhellenic Community to continue to grow and prosper. And it would be particularly special for Phi Sigma Sigma to have the opportunity to re-establish our presence on UConn’s campus.
We believe Phi Sigma Sigma’s strong collegiate and alumnae presence in Connecticut and throughout the region make our organization the perfect match to join UConn’s Panhellenic Community. Collegians and alumnae in Connecticut, New England and the surrounding areas are ecstatic with the prospect of bringing Phi Sigma Sigma back to UConn, and they are committed to supporting the foundation and longevity of the chapter. Phi Sigma Sigma’s 6,700+ members in 85 chapters and 80,000+ alumnae across the country are firmly committed to the chapter’s success.
With our open motto of “Aim High,” Phi Sigma Sigma constantly strives for success in all we do. We remain inspired by our founders, and their visionary leadership in founding the first nonsectarian sorority, so women of all backgrounds, faiths, beliefs, and cultures were welcome to join. We are dedicated to fostering a successful chapter of Phi Sigma Sigma so our sisters may have a place at UConn to call home for years to come. Thank you again for your consideration.
SUPPLEMENTAL MATERIALS
SUPPLEMENTAL MATERIALS
FULL CHAPTER LISTING
EXPERIENCE OUR VIRTUAL PROGRAMS
FRATERNITY CONSTITUTION
CHAPTER CONSTITUTION SAMPLE
FRATERNITY POLICIES
CALIFORNIA
FULL CHAPTER LISTING
San Francisco State University
California State University, Bakersfield
Sonoma State University
California State University, Sacramento
California State University, Stanislaus
University of La Verne
COLORADO
University of Colorado at Colorado Springs
CONNECTICUT
University of New Haven
Sacred Heart University
Quinnipiac University
DELAWARE
University of Delaware
FLORIDA
Florida International University
Florida Institute of Technology
Nova Southeastern University
ILLINOIS
Illinois State University
Western Illinois University
University of Illinois at UrbanaChampaign
University of Illinois at Chicago
Loyola University Chicago
INDIANA
Indiana University Southeast
KENTUCKY
Northern Kentucky University
MASSACHUSETTS
Bridgewater State University
Worcester Polytechnic Institute
Salem State University
University of MassachusettsDartmouth
Bentley University
Fitchburg State University
MARYLAND
University of Maryland - College Park
University of Maryland - Baltimore County
McDaniel College
Stevenson University
MICHIGAN
Central Michigan University
Oakland University
Ferris State University
Saginaw Valley State University
Grand Valley State University
Northern Michigan University
University of Michigan - Flint
Alma College
MINNESOTA
University of Minnesota - Duluth
MISSOURI
Lindenwood University
NEW HAMPSHIRE
University of New Hampshire
Keene State College
NEW JERSEY
William Paterson University
Monmouth University
Stevens Institute of Technology
Montclair State University
Rutgers University - New Brunswick
Rider University
Fairleigh Dickinson University at Madison
NEW YORK
Queens College
University at Buffalo
Iona University
Pace University
The College at Brockport - State
University of New York
Binghamton University of SUNY
Adelphi University
Hofstra University
State University of New York
College at Oswego
St. John's University
State University of New York at Oneonta
Clarkson University
Farmingdale State College
Syracuse University
Niagara University
Canisius University
OHIO
Capital University
Miami University of Ohio
OREGON
Linfield University
PENNSYLVANIA
The Pennsylvania State University
Drexel University
Shippensburg University
Muhlenberg College
York College of Pennsylvania
Pennsylvania Western University, California
Widener University
St. Joseph's University
Temple University
University of Pittsburgh at Johnstown
Slippery Rock University
Kutztown University of Pennsylvania
RHODE ISLAND
University of Rhode Island
SOUTH CAROLINA
Coastal Carolina University
VIRGINIA
Radford University
James Madison University
EXPERIENCE OUR VIRTUAL PROGRAMS
We've included the modules for the Phi Program (new member education) as well as a sample of our online officer training and leadership development courses.
Click here to experience our programs
CONSTITUTION & BYLAWS
PREAMBLE
We, the members of Phi Sigma Sigma, Inc. (hereinafter referred to as “Phi Sigma Sigma Fraternity” or the “Fraternity”), believing in the furtherance of higher education, in the advancement of womanhood through a close union of congenial friends of high character and intelligence, and in a mutuality of philanthropic purpose, do, for the encouragement of these qualities in the Phi Sigma Sigma Fraternity, ordain and establish this constitution.
ARTICLE I
Organization – General
SECTION 1. The Phi Sigma Sigma Fraternity shall be composed of:
First – initiated members of collegiate chapters, established at various colleges and universities of the United States and Canada and designated by the letters of the Greek alphabet, with the prefix beta for a second series, the prefix gamma for a third series, etc.
Second – initiated members of alumnae groups, including clubs and chapters, conducted in accordance with the provisions hereinafter, and known by the names of the cities or geographic areas in which they are located.
Third – initiated alumnae members not affiliated with an established alumnae group.
SECTION 2. Charters to establish collegiate chapters shall not be granted until the executive director or designee has conducted a thorough evaluation of the campus and prepared a written report on the opportunity to establish a new chapter. The written report shall be submitted to Supreme Council. A two-thirds vote of Supreme Council shall be required to establish a new chapter.
SECTION 3. In the event that Phi Sigma Sigma is extended an invitation to establish a chapter on a campus with or without an existing college Panhellenic system, the executive director or designee shall conduct a thorough evaluation and prepare a written report on the potential new chapter. The written report shall be submitted to Supreme Council. A two-thirds vote of Supreme Council shall result in a commitment to establish a chapter of Phi Sigma Sigma on the campus. The post-recruitment membership must include the required number of collegians determined by Supreme Council. Supreme Council will also designate the number of collegians who must be returning to the institution for at least one academic term following the establishment of the chapter.
SECTION 4. Alumnae chapters shall be established in the following manner:
A petition, signed by not fewer than seven alumnae, resident or doing business within the city or geographic area in which the alumnae chapter is to be located, shall be forwarded to Headquarters. Before a member may be affiliated with an alumnae chapter, the alumnae chapter shall ascertain her standing as an alumna of the Fraternity. If two-thirds of Supreme Council votes in favor of the petition, the chapter shall be duly organized by the direction of the grand archon and under the supervision of the
executive director or designee. An alumnae chapter must comply with the constitution, bylaws, policies, and ritual of the Fraternity, and tender an annual donation to the Phi Sigma Sigma Foundation in order to maintain its status as an alumnae chapter.
ARTICLE II
Membership
SECTION 1. To be eligible for collegiate membership in the Fraternity, a candidate must be a female collegiate, post-graduate or professional student of the college or university where (1) the chapter is located; (2) Supreme Council has voted to establish a chapter; or (3) Supreme Council authorizes the collegian to be initiated.
SECTION 2. No candidate shall be extended a bid or initiated until she has demonstrated her interest in working toward the goals of the Fraternity and has met the academic requirements of the Fraternity, her chapter, and the institution at which the initiating chapter is located.
No candidate shall be eligible for initiation until she and the chapter have met the obligations of the Fraternity for initiation. The candidate’s obligations include paying initiation fees, satisfying all other financial obligations to the chapter and Fraternity treasuries, and agreeing to financial, housing and other policies. The chapter’s obligations include providing all initiation information to Headquarters.
No candidate shall be initiated or deemed initiated unless prior consent to initiate has been obtained from Headquarters.
SECTION 3. Honorary members, patrons, patronesses, and alumnae members may be proposed by any chapter to Supreme Council. Supreme Council shall investigate and vote upon the admission of the candidates. Honorary members, patrons, patronesses, and alumnae members shall be either college graduates or shall have received honorary degrees, or shall have evinced an unusual interest in the Fraternity.
SECTION 4. The following women shall not be entitled to become members of the Fraternity: (1) individuals who are not candidates for a degree; (2) preparatory students (i.e., individuals who are members of classes inferior to the first year class); or (3) individuals who are, or have been, initiated members of an existing National Panhellenic Conference fraternity, provided however, that the members of professional fraternities designated by Supreme Council and the members of any Greek letter fraternity uniting with or absorbed by Phi Sigma Sigma shall be eligible for membership in the Fraternity.
SECTION 5. Any duly initiated collegian may petition the executive director or designee for alumna status if she meets one of the following requirements: (1) she is enrolled in an institution where her chapter is inactive; (2) she transfers schools; (3) she is no longer attending school full-time as determined by the university she attends; (4) her chapter has been reorganized or re-established; (5) she is married and/or has a child or children; (6) she experiences a documented personal or family circumstance that prohibits meeting the minimum standards of sisterhood; (7) a collegian in her final academic term before graduating whose academic, professional and/or personal circumstances prohibit her from participating in chapter activities; or (8) she is a fifth year senior.
Eligibility for alumnae status under any of these circumstances requires the member have no debt to the chapter or Fraternity.
SECTION 6. Phi Sigma Sigma adheres to the National Panhellenic Conference Unanimous Agreements. Accordingly, any woman who was duly initiated into the Phi Sigma Sigma Fraternity shall be forever barred from membership in any other Greek letter fraternity which is a member of the National Panhellenic Conference.
SECTION 7. Members of the Fraternity may not be financially indebted to the Fraternity, its subordinate units and/or its subsidiaries; and must abide by the Fraternity’s Constitution, Bylaws and Policies.
ARTICLE III Government – Legislative
SECTION 1. The legislative power of the Fraternity shall be vested in the Convention. The Convention shall constitute the annual meeting of Phi Sigma Sigma, Inc. in the years it is held.
SECTION 2. The Convention shall be composed of the following: one delegate designated by Supreme Council from each collegiate chapter of the Fraternity, one delegate from each alumnae chapter, chapter key advisors, standing committee chairs, other non-voting delegates designated by Supreme Council, and the members of Supreme Council.
All collegiate chapters may not be financially indebted to the Fraternity, its subordinate units and/or its subsidiaries in order to vote. Each collegiate and alumnae delegate, each chapter key advisor, each standing committee chair, and each Supreme Council member shall be entitled to one vote. No delegate shall vote in more than one capacity. Quorum shall consist of 100 voting members.
Voting on resolutions and amendments to the Fraternity’s constitution and bylaws shall be weighted based on the number of voting members at a particular Convention. Collegiate votes will be weighted in such a manner to account for 51% of the total vote, while alumnae delegate votes will account for 49% of the total vote.
SECTION 3. All collegiate and alumnae members who pay international dues will be entitled to vote for Supreme Council members.
SECTION 4. The ranking member of Supreme Council present at conclave shall act as chairman and shall vote only in case of ties.
SECTION 5. The Convention shall keep a journal of its proceedings which shall be duly published. The yeas and nays of each voting delegate on all roll call votes shall be entered in the journal.
SECTION 6. The Convention shall meet biennially. As determined by the Supreme Council, any Convention may be held in person, or remotely, with members attending by telephonic or virtual means. If circumstances arise which render it either impossible or impractical to hold conclave at the designated time and/or place, Supreme Council may,
by a majority vote, change the time and/or place of conclave provided collegiate and alumnae chapters are given at least 30 days notice prior to the convening of conclave.
SECTION 7. In off-Convention years, the annual meeting shall be held at a date and time acceptable to the Fraternity board of directors. If a meeting will be held solely by virtual means, a physical location of the meeting will not be stated but clear procedures must be set forth by Supreme Council no later than the opening of Convention registration.
SECTION 8. Supreme Council shall have the power, by a two-thirds vote, to call an extra session of the Convention at such time and place it may designate. A majority of the collegiate and alumnae chapters eligible to vote may also issue a call for an extra session of the Convention and forward the request to the grand archon, who shall call an extra session of the Convention to meet within 30 days following receipt of the request. The grand archon or her designee shall announce the time and place of the extra session. Funding of an extra session may be the responsibility of the conference delegates.
SECTION 9. The Convention shall have the power to levy special assessments and to provide for the general welfare of the Fraternity.
SECTION 10. The Convention shall have the final authority to make all laws which shall be necessary and proper for carrying into execution all powers vested by this constitution in the government of the Fraternity or in the government of any department or officer thereof.
SECTION 11. If Convention is held in person, approved room and board, plus the actual cost of transportation to and from the conclave site from home or nearer point of departure, not to exceed economy air coach fare shall be paid from the general fund for delegates from each collegiate chapter. No collegiate chapter delegate’s expenses shall be reimbursed unless the delegate attended all sessions of conclave, unless her absence or lateness was approved in advance by the executive director.
Unless approved by Supreme Council in advance, delegates from alumnae chapters shall not be reimbursed for transportation, room and board expenses from the general fund; these expenses shall be the obligation of the delegate and/or the alumnae chapter she represents.
If Convention is held in person, approved room and board, plus the actual cost of transportation to and from the conclave site, from home or nearer point of departure, not to exceed economy air coach fare, shall be paid from the general fund for Supreme Council and additional personnel as designated by Supreme Council. No officer’s expenses shall be reimbursed unless the officer fulfilled the obligations of her office. No officer’s expenses shall be reimbursed unless the officer attended all sessions of the conclave, unless her absence or lateness was approved in advance by the grand archon.
SECTION 12. Any collegiate chapter or alumnae chapter which is indebted to the treasury of the Fraternity shall be deprived of the privilege of its vote at Convention, unless it can show good reason why the indebtedness was not paid. Good reason shall be determined by the executive director. No collegiate chapter that is on disciplinary status according to the Disciplinary Procedures may vote.
SECTION 13. Any Fraternity member with voting privileges who receives, or may receive an honorarium, payment or other compensation under a contract with Phi Sigma Sigma, Inc., shall have voice but no vote on matters related to the project or contract for which she is, or may be, paid. Any question as to the privilege of voting shall be decided by the grand archon, whose decision shall be final. Reimbursement for documented expenses such as postage, travel, or telephone shall not be considered compensation for purposes of this section.
SECTION 14. Any collegiate chapter that is unrepresented by a collegiate delegate at conclave shall be subject to disciplinary action under the Disciplinary Procedures.
ARTICLE IV Government – Executive
SECTION 1. The grand archon, grand vice archon and grand vice archon – finance shall be the corporate president, vice president/secretary and treasurer, respectively of Phi Sigma Sigma, Inc. The executive power of the Fraternity shall be vested in the Fraternity’s board of directors. The board of directors shall be called Supreme Council. Supreme Council consists of the grand archon, grand vice archon, grand vice archon –finance, and four directors. The immediate past grand archon shall serve as a non-voting ex- officio member of Supreme Council for one term.
SECTION 2. Supreme Council shall be elected biennially by the electorate by a plurality. Votes cast at Convention shall be tallied by the executive director and the parliamentarian in the presence of all past grand archons not running for office and, if available, legal counsel. If the executive director and the parliamentarian are not available, one or more past grand archons of the Fraternity, who are not candidates for office, may be substituted. If votes are cast electronically or by mail, they shall be tallied at the direction of the executive director by a third party entity, or by the executive director and individual(s) appointed by Supreme Council. If votes are cast at Convention, no proxy voting shall be permitted. No individual may hold the same elected position for longer than six consecutive years or three consecutive terms, whichever is longer.
SECTION 3. Members of Supreme Council shall assume their respective offices immediately succeeding the course of business of the conclave at which they are elected or appointed and shall serve until constitutionally replaced.
SECTION 4. As the highest council and sovereign body of the Fraternity, Supreme Council constitutes the board of directors of the Fraternity and shall provide strategic leadership for the Fraternity, including setting direction, making policy and strategic decisions, overseeing and monitoring organizational performance, and ensuring overall accountability. Supreme Council shall have the power to (1) determine the Fraternity’s mission and purpose; (2) select, support, and assess the overall performance of the Fraternity’s executive director; (3) provide proper financial oversight and ensure adequate resources; (4) ensure legal and ethical integrity and maintain accountability; (5) ensure the recruitment and orientation of new board members and the assessment of board performance; and (6) enhance the Fraternity’s public standing. Supreme Council shall also have the power to (1) make agreements with other fraternities; (2) control the extension of the Fraternity; (3) suspend and expel members from the Fraternity consistent with the constitution, bylaws, policies, and ritual of the Fraternity;
(4) fill vacancies in the offices of Supreme Council as hereinafter provided; (5) recommend legislation to the Convention; and (6) exercise all other functions of government consistent with the constitution, bylaws, policies, and ritual of the Fraternity.
In case of emergency, the grand archon, with the approval of Supreme Council, shall be authorized to appoint a committee of not fewer than three alumnae members to supervise and control the organization, personnel, and finances of any collegiate chapter, with power to suspend members of the chapter, and to take such other action as the emergency may demand.
SECTION 5. Supreme Council shall be the authorized representatives of the Fraternity. Supreme Council is empowered to exercise all the powers and discharge all the duties conferred by the corporate charter granted by the State of New York. Supreme Council shall have full charge of the Fraternity, the conduct of Headquarters, and Fraternity employees.
SECTION 6. The decisions, orders, judgments, and decrees of Supreme Council on all questions submitted for determination shall be final.
SECTION 7. Supreme Council shall be responsible to the Convention for its acts and for wholesome, just and efficient government of Phi Sigma Sigma, Inc. Supreme Council members shall be liable for impeachment, deposition and removal from office by the Convention for dereliction of duty and other cause. Any member of Supreme Council may be removed for cause by the unanimous vote of its remaining members at any poll of Supreme Council.
SECTION 8. The grand archon (president) shall be president of Supreme Council and president of the Fraternity. She shall have the power by and with the advice and consent of Supreme Council to appoint ambassadors and make agreements with other fraternities. She shall have the power in the case of removal, death, inability, inefficiency, or dereliction of duty of any officer of the Fraternity, by and with the consent of Supreme Council, to appoint an officer to temporarily discharge the powers and duties of the office until the office is filled by election or appointment or Supreme Council determines that the officer is capable of resuming her duties. She shall, from time to time, give the chapters information on the state of the Fraternity. She shall recommend for the consideration of the Convention such measures as she shall judge necessary and expedient and she shall take care that the laws of the Fraternity are faithfully executed. The grand archon or her designee may serve as an ex-officio member of all committees with exception of the nominating committee. The grand archon, with the advice and consent of the corporate officers, shall oversee Headquarters and its staff. The grand archon shall sign, together with the grand vice archon, all contracts entered into or documents executed on behalf of the Fraternity. The grand archon may sign, together with the grand vice archon, all contracts entered into or documents executed on behalf of collegiate chapters, in accordance with policy.
The grand archon shall decide all questions of law arising under the constitution, bylaws, policies, and ritual of the Fraternity. Any chapter or member of the Fraternity may appeal a decision on a question of law to Supreme Council.
SECTION 9. In the event Supreme Council determines that the grand archon is (1) unable to serve; (2) suffers a disability that renders her unable to perform her duties; or (3) engages in dereliction of duty, the grand vice archon shall discharge all such duties until the office is filled by election or appointment or Supreme Council determines that the grand archon is capable of resuming her duties. In the event the grand vice archon cannot fulfill the grand archon’s duties, succession shall proceed to the grand vice archon – finance. In the event the grand vice archon – finance cannot fulfill the grand archon’s duties, the remaining directors shall elect a grand archon from amongst the remaining members of the Supreme Council.
ARTICLE V Government – Administrative
SECTION 1. There shall be a grand archon advisory board composed of a maximum of five members, one of whom shall be the immediate past grand archon. They shall be appointed by the grand archon and must have served in an official capacity in the Fraternity. They shall be available for consultation on all phases of Fraternity activities.
SECTION 2. The chapter key advisors shall be appointed for each collegiate chapter and confirmed by the executive director. The chapter key advisor shall be the deputy of Supreme Council in and for the chapter. It shall be her duty to implement all orders of Supreme Council, to keep Headquarters staff fully and accurately informed of the affairs of the chapter, and to perform the duties enumerated for her in the ritual of the Fraternity.
ARTICLE VI
Standing & Special Committees
SECTION 1. Supreme Council is authorized to establish and discharge project task forces, standing committees and special committees. Supreme Council shall appoint the chairman and members of each project task force, standing committee and special committee.
Standing committees include, but are not limited to, the awards committee, finance committee, and Panhellenic relations committee.
Special committees include the bylaws committee and the nominating committee.
The chairman of each of standing and special committees shall be a voting member of the Fraternity.
SECTION 2. The awards committee shall collect information and applications in various areas in which the awards are made. The committee shall review the information and make a recommendation to Supreme Council for award recipients. The awards committee will work directly under the supervision of the executive director or designee.
SECTION 3. The bylaws committee shall solicit, review, and submit constitutional and bylaws amendments to the electorate. The grand vice archon shall be an ex-officio member of this committee. The committee shall consist of a minimum of five voting
alumnae members, one of whom is the chairman, and as many additional non-voting members as is deemed necessary. Submissions will be considered by the bylaws committee and those submissions receiving a majority vote by the bylaws committee will be submitted to Supreme Council for approval. Those submissions receiving a majority vote of Supreme Council shall be presented to the electorate for approval. All submissions rejected by the bylaws committee or not approved by Supreme Council shall be provided to the electorate and identified as either rejected by the bylaws committee or not approved by Supreme Council. The electorate shall be advised in writing that any submission that was rejected by the bylaws committee or not approved by Supreme Council may be placed before the electorate upon a two-thirds vote of the electorate. Upon written petition of two-thirds of the voting delegates, a bylaw amendment previously rejected by the bylaws committee or not approved by Supreme Council shall be presented to the electorate.
SECTION 4. The finance committee shall prepare a budget for the Fraternity general fund and oversee and regulate the finances of the Fraternity. The budget shall be approved by Supreme Council. The committee shall consist of the grand archon, grand vice archon – finance (who shall be the chairman or appoint the chairman), executive director, and such other persons as is deemed necessary.
SECTION 5. The nominating committee shall promote the process of nominations and elections, recruit nominees for Supreme Council, and ensure there are candidates for office. The committee shall submit a timeline for the nominations and elections process to be approved by Supreme Council. Only candidates approved by the nominating committee may be placed on the ballot. No candidates may be nominated from the Convention floor.
SECTION 6. The Panhellenic relations committee shall support Phi Sigma Sigma on matters related to college and alumnae Panhellenic matters. The committee shall consist of the delegate to the National Panhellenic Conference (NPC) Council of Delegates (the grand archon or her designee), chief Panhellenic officer, executive director or designee, volunteers to the National Panhellenic Conference, and such other persons as is deemed necessary. As the delegate to the NPC Council of Delegates, the grand archon or her designee shall represent the Fraternity in all matters pertaining to the National Panhellenic Conference, and shall act on behalf of the Fraternity with the consent of Supreme Council. The chief Panhellenic officer shall serve as a liaison to and primary contact for the NPC and other member organizations on all college and alumnae Panhellenic matters.
ARTICLE VII
Government – Collegiate Chapters
SECTION 1. The executive board shall be composed of the following: archon; vice archon; bursar; secretary; member-at-large; membership recruitment chairman; sister development chairman; risk management chairman; diversity, equity and inclusion chairman; academic achievement chairman; philanthropy and service chairman; Panhellenic delegate and house manager (housing chapters only).
SECTION 2. It shall be the duty of the archon to preside at all meetings of her chapter, call all special meetings, and enforce due observance of, and compliance with the
constitution, bylaws, policies and ritual of the Fraternity, and perform all other duties typically assigned to the presiding officer and executive head of an organization. She shall serve as delegate to Fraternity conclaves. She shall be directly responsible for Fraternity correspondence and her chapter’s performance. The archon shall sign, together with the vice archon, all contracts entered into or documents executed on behalf of her chapter.
SECTION 3. It shall be the duty of the vice archon to perform the duties of the archon in the archon’s absence. She shall be custodian of the ritual and shall enforce due observance of and compliance with the constitution, bylaws, policies and ritual of the Fraternity. She shall be responsible for Fraternity education and the implementation of the chapter constitution. She shall be an ex-officio, non-voting member of the standards board. She shall chair the executive board and executive council of the chapter and shall supervise chapter chairmen and committees.
SECTION 4. It shall be the duty of the bursar to oversee the collection and disbursement of all funds belonging to the chapter and to render a report at each meeting concerning the financial affairs of the chapter. The bursar will assist the executive director and/or designee with composing the chapter’s annual budget.
The bursar shall reimburse only those chapter expenses which have been duly approved in advance and for which proof of expenditure is presented.
SECTION 5. It shall be the duty of the secretary to keep an accurate, permanent account of the proceedings of her chapter. She shall take roll at all Phi Sigma Sigma events, excluding those that pertain directly to committee chairmen. She shall conduct all correspondence of her chapter. She shall preserve files of her correspondence. She shall oversee the chapter’s adherence to Phi Sigma Sigma and campus recognition and accreditation requirements. She shall notify all members of special meetings. She shall work with executive board and executive council members to create and maintain the chapter’s calendar. She shall be responsible for overseeing the chapter’s use of the Fraternity provided chapter management/communication application.
SECTION 6. It shall be the duty of the member-at-large to serve as chairman of the standards board and ensure that standards of the chapter are upheld. She shall process chapter-approved membership status changes in a timely manner. The member-at-large shall serve as the liaison between the executive board and the chapter. In conjunction with the archon, vice archon and standards board, she shall interpret the constitution, bylaws, policies and ritual of the Fraternity.
SECTION 7. It shall be the duty of the membership recruitment chairman to oversee all membership recruitment events. She shall be responsible for planning and implementing the Fraternity-approved membership recruitment program. She shall manage the chapter’s compliance with the international Membership Recruitment Policy. She shall supervise assistants.
SECTION 8. It shall be the duty of the sister development chairman to oversee all activities related to member development programming. She shall work with new members during the orientation program as well as the chapter as a whole at all times throughout the year.
SECTION 9. It shall be the duty of the risk management chairman to enforce Phi Sigma Sigma’s risk management standards. She shall increase risk management awareness by educating the chapter on all facets of safety and compliance. She shall be responsible for ensuring a prevention plan is in place for chapter events.
SECTION 10. It shall be the duty of the diversity, equity and inclusion (DEI) chairman to coordinate Phi Sigma Sigma’s holistic efforts to foster belonging within the chapter and community. She shall increase member competency by offering education to the chapter. She shall be responsible for fostering an inclusive chapter culture through intentional planning, early intervention, activism and awareness efforts.
SECTION 11. It shall be the duty of the academic achievement chairman to support the chapter by implementing positive and constructive academic achievement practices and assist members in applying effective strategies for personal improvement. She shall identify and create opportunities for members to be recognized. She shall provide a supportive space for members to ask for assistance, help navigate campus resources and suggest best practices for academic achievement.
SECTION 12. It shall be the duty of the philanthropy and service chairman to coordinate and promote opportunities to serve the community. She shall prioritize causes and initiatives that align with the philanthropic cause and twin ideals of the Fraternity.
SECTION 13. It shall be the duty of the Panhellenic delegate to represent Phi Sigma Sigma in all fraternity/sorority activities. She shall consult Headquarters to ensure she is acting on behalf of the chapter and representing Phi Sigma Sigma’s interests in all matters related to the College Panhellenic Association. She shall only cast votes approved by the executive director or designee.
SECTION 14. It shall be the duty of the house manager to enforce all rules and regulations of the university/college, the housing corporation and the chapter pertaining to the management of the chapter’s maintained facilities and belongings. The house manager shall act as the liaison between the housing corporation, Headquarters, any house director and the chapter.
SECTION 15. The archon, vice archon, bursar, secretary, member-at-large, membership recruitment chairman, sister development chairman, risk management chairman, diversity equity and inclusion chairman, academic achievement chairman, philanthropy and service chairman, Panhellenic delegate and house manager (where applicable) in conjunction with those other officers elected in accordance with the chapter bylaws shall serve on the chapter’s executive board. The executive council shall be composed of the executive board and duly appointed chairmen.
SECTION 16. Chapters with fewer than 40 members may adopt an alternate executive board structure as approved by Supreme Council
SECTION 17. Each collegiate chapter officer shall be a student, registered as a candidate for a degree. No member shall be eligible for office if she is suspended, scheduled to graduate or otherwise leave school or take limited status before the next regular annual election.
SECTION 18. The election of officers of the collegiate chapter shall be held annually on a schedule directed by the executive director or designee, or shall comply with university rules or Panhellenic rules requiring otherwise. Exceptions must be approved by Supreme Council.
SECTION 19. A suspended member shall not be eligible to serve in any office in the chapter or as a delegate to conclave.
ARTICLE VIII Emblems
SECTION 1. Supreme Council shall regulate the sale of badges, pins, and other crested and general Fraternity merchandise.
SECTION 2. There shall be two recognized membership badges. The plain badge shall consist of a gold sphinxhead with eyes of sapphire on a gold base bearing the Greek letters of the Fraternity in blue enamel. The jeweled badge shall have the sphinxhead superimposed on a gold pyramid with three sapphires in each corner.
Badges shall be furnished to alumnae and collegiate members through Headquarters. The membership badge shall be worn by collegians near or over the heart. Alumnae may also wear the membership badge on a necklace, bracelet or ring. The membership badge shall never be sold, given or loaned to any person who is not a duly initiated member of the Fraternity.
SECTION 3. The Supreme Council badge is a sphinxhead superimposed on a gold pyramid with sapphires on all sides except that the grand archon’s Supreme Council badge has alternating diamonds and sapphires on all sides. Each badge is inscribed on the back with the office.
SECTION 4. The new member pin shall be a blue pyramid superimposed on a pyramid of gold forming a border on which is inscribed in Greek script the open motto of the Fraternity, "Diokete Hupsala."
SECTION 5. The colors of the Fraternity shall be king blue and gold.
SECTION 6. The coat-of-arms of the Fraternity shall be a sphinxhead on a shield superimposed on a pyramid, at its apex a rose, at its base twin scrolls, bearing, in Greek, Diokete Hupsala, 1913.
SECTION 7. The American Beauty Rose shall be the official flower of the Fraternity.
SECTION 8. Supreme Council is authorized to create and retire awards based on the recommendation of the awards committee. Awards shall include, but are not limited to, the following:
a. The Sisterhood Award charm is an open gold pyramid. It shall be presented to recipients of the Sisterhood Award.
b. The Order of the Sapphire Award charm is an open gold pyramid with four sapphires and three diamonds alternating across the base. It shall be presented to recipients of the Order of the Sapphire Award.
c. The Pyramid Award charm is an open gold pyramid with seven diamonds across the base. It shall be presented to recipients of the Pyramid Award.
ARTICLE IX Discipline
SECTION 1. All disciplinary actions of the Fraternity will be governed by and subject to the Disciplinary Procedures of Phi Sigma Sigma.
The executive director or designee shall act on referrals for disciplinary action of collegiate chapters, alumnae chapters, or any Fraternity member. The executive director or designee shall be empowered to collect facts, conduct hearings as necessary, and take appropriate disciplinary action following the procedures set forth in the Disciplinary Procedures.
SECTION 2. If a chapter fails to comply with the constitution, bylaws, policies or ritual of the Fraternity, or if it appears that the interests of the Fraternity suffer by the maintenance of any particular chapter, the chapter’s charter may be withdrawn or suspended by a two-thirds vote of Supreme Council.
In the event of a recommendation of withdrawal of a charter, the chapter shall be notified in writing and will have 15 calendar days to appeal the recommendation to Supreme Council in writing. A two-thirds vote of Supreme Council is required to grant the appeal. The appeal is limited to three pages in length.
Following the expiration of the appeal period, a two-thirds vote of Supreme Council shall be required to revoke the charter.
SECTION 3. If the membership of any alumnae chapter falls below five members, its charter may be recalled by a two-thirds vote of Supreme Council. Once the group again
meets all requirements for an alumnae chapter, it may petition Supreme Council to have its charter reinstated.
SECTION 4. Following the revocation of a charter, the chapter’s accounts, assets and archives shall be transferred to Headquarters. Headquarters shall retain relevant documents in the archives of the Fraternity.
SECTION 5. Supreme Council shall have the power to disaffiliate or disassociate from the Fraternity any member or new member whose membership is detrimental to the best interest of Phi Sigma Sigma, who has violated her Fraternity oath, or who has been found guilty of conduct unbecoming a Fraternity member by unanimous vote.
In the event of a disaffiliation or disassociation of membership, the member or new member shall be notified in writing and will have 15 calendar days to appeal the recommendation to Supreme Council in writing. The appeal is limited to three pages in length. Appeals must be submitted to Headquarters within 15 days of the notification of disaffiliation or disassociation.
The vote of Supreme Council must be unanimous. This decision is final and binding.
SECTION 6. Supreme Council shall disaffiliate or disassociate from the Fraternity any member or new member who has been convicted of a felony.
SECTION 7. Each collegiate chapter shall establish a standards board, which shall consist of at least five members, defined as follows: one first-year student; one second-year student; one third-year student; one fourth-year student, the member at large, and the vice archon as ex-officio member. The standards board may not include members of the chapter’s executive board other than the vice archon. In situations where there is no member of a particular class, an additional member of the class with the most representatives may be substituted.
SECTION 8. Through its chapter standards board, each collegiate chapter shall have the authority to recommend the disaffiliation or disassociation of any member or new member to the executive director or designee.
The executive director and/or designee shall review the recommendation and collect facts as necessary to determine if the member or new member received due process in the decision at the chapter level.
If a suspended or former member or new member seeks to reaffiliate with the chapter and has unaddressed or unresolved discipline matters, the chapter shall have the power to hold discipline hearings for any acts which occurred while she was suspended or otherwise separated from the chapter, prior to her reinstatement.
SECTION 9. Each alumnae chapter shall have the authority to recommend disaffiliation from membership an alumnae chapter member guilty of conduct injurious to the chapter or the Fraternity. A unanimous vote of the alumnae chapter excluding the member under consideration shall be necessary for recommending disaffiliation of the member.
SECTION 10. In the case of disaffiliation by Supreme Council, official Fraternity issued insignia shall be returned to Headquarters.
SECTION 11. Any member or new member who has been disaffiliated or disassociated as a result of the recommendation by a collegiate or by an alumnae chapter may appeal to Supreme Council for reinstatement, and by a unanimous vote of Supreme Council she may be reinstated. The appeal shall be submitted in accordance with the Disciplinary Procedures.
Upon receipt of an appeal for reinstatement from a disaffiliation or disassociation, the executive director or designee shall collect facts as necessary and make a written recommendation to grant or deny the appeal. The appeal, supporting documents and recommendation will be presented in writing to Supreme Council for a vote.
SECTION 12. Collegiate members are required to pay all invoices due to the Fraternity, the local chapter and the housing corporation in a timely manner. Members with past due balances who have not been granted an alternate collection schedule by the executive director or designee will be suspended per the timetable in the fee schedule.
During this suspension, members may not serve in any elected or appointed chapter office, participate in any activities or receive any member benefits. Membership will be reinstated upon payment of past-due and current invoices.
At the end of each billing cycle, all suspended collegiate members will be disaffiliated. Members seeking reinstatement following disaffiliation resulting from financial suspension will be reinstated pending the payment of past-due invoices and the approval of the executive director or designee.
If a suspended or former member or new member seeks to reaffiliate with the chapter and has unaddressed or unresolved discipline matters, the chapter shall have the power to hold discipline hearings for any acts which occurred while she was suspended or otherwise separated from the chapter, prior to her reinstatement.
SECTION 13. Supreme Council shall have the power, for cause, by a two-thirds vote, to suspend any member or new member of the Fraternity from any or all the privileges of membership in the Fraternity. In the event of an emergency, the executive director shall have the power to issue a 24-hour suspension of membership or membership privileges.
The member shall be notified in writing and will have 48 hours to appeal the decision following the notification. The appeal is limited to three pages in length. Suspension by Supreme Council shall be for a definite, specified period.
During any suspension, the member’s use of any apparel, insignia or other marks associated with the Fraternity, shall be discontinued.
SECTION 14. Through its chapter constitution, each collegiate chapter shall have the authority to suspend any member or new member or deprive her of any privileges of membership in the chapter.
Suspension of membership or privileges by a collegiate chapter shall be for a definite, specified period. Suspensions may be issued by a vote of the chapter standards board ahead of a pending standards board hearing.
During the suspension, the member’s use of any apparel, insignia or other marks associated with the Fraternity, shall be discontinued.
SECTION 15. Each alumnae chapter shall have the authority to suspend from membership an alumnae chapter member guilty of conduct injurious to the chapter or the Fraternity. A two-thirds vote of the alumnae chapter shall be necessary for suspension of the member. Suspension by an alumnae chapter shall be for a definite, specified period. During the suspension, the member’s use of any apparel, insignia or other marks associated with the Fraternity, shall be discontinued.
SECTION 16. Any member suspended by a collegiate or alumnae chapter may appeal to Supreme Council for reinstatement, and by a two-thirds vote of Supreme Council she may be reinstated. The appeal shall be submitted in accordance with the Disciplinary Procedures.
Upon receipt of an appeal for reinstatement from a suspension, the executive director or designee shall collect facts as necessary and make a written recommendation to grant or deny the appeal. The appeal, supporting documents, and recommendation will be presented in writing to Supreme Council for a vote.
SECTION 17. Each collegiate chapter shall have the authority to remove a chapter officer from office when a member is delinquent in her duties, obligations or conduct as an officer or member of the chapter.
Removal from office may be initiated by the chapter’s standards board or by a petition of the chapter.
A petition, signed by one-third of the chapter (excluding the standards board) stating the nature of the charges, shall initiate a review by the chapter standards board. A fourfifths vote of the standards board shall be necessary for the removal of an officer from office.
SECTION 18. Each alumnae chapter shall have the authority to remove a chapter officer from office due to her continued neglect of her duties. A four-fifths vote of the alumnae chapter shall be necessary for the removal of an officer from office.
SECTION 19. Any chapter officer removed from office may appeal Supreme Council for reinstatement. The appeal must be filed within seven calendar days from her removal from office. The appeal shall be submitted in accordance with the Disciplinary Procedures.
Upon a two-thirds vote of Supreme Council, she may be returned to office. The officer shall be suspended from the duties and privileges of her office while her appeal for reinstatement is being considered.
ARTICLE X
SECTION 1. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern Fraternity operations in all cases in which they are not inconsistent with the constitution and bylaws and any special rules of order the Fraternity may adopt
ARTICLE XI Amendment
SECTION 1. This constitution may be repealed, altered, or amended at any Convention by a two-thirds (2/3) vote of the electorate.
SECTION 2. Any proposed changes and/or amendments shall be submitted to the grand vice archon no later than 90 days preceding Convention. Proposed amendments shall be submitted to all collegiate chapters, alumnae chapters, and Fraternity personnel no later than 75 days preceding Convention.
SECTION 3. All repeals, alterations, or amendments of this constitution which have been duly adopted by the electorate shall take effect and become organic laws of the Fraternity immediately, unless otherwise provided in the repeal, alteration, or amendment.
BYLAWS
ARTICLE I Dues, Taxes, Fees, Fines, etc.
SECTION 1. All dues, taxes, fees, and fines of the Fraternity shall be such amounts per fiscal year as Supreme Council may determine and will be announced 120 days prior to the fee being implemented/taking place. If Supreme Council fails to set the amount of dues, taxes, fees, or fines for any year, the dues, taxes, fees, or fines for that year shall be the same as the dues, taxes, fees, and fines for the preceding fiscal year.
SECTION 2. Annual collegiate dues and fees shall be payable to the Fraternity treasury with respect to each collegiate member of the Fraternity according to the fee schedule as approved by Supreme Council, with the exception of new initiates as of that date associated that same term.
SECTION 3. All new member and initiation fees from new members shall be payable according to the fee schedule. Upon payment of the same to the Fraternity treasury, the initiate shall be supplied with official Fraternity insignia and she shall be duly registered as a member of the Fraternity.
SECTION 4. Dues, taxes, fees, and fines paid hereunder shall not be refundable for any reason.
SECTION 5. All collegiate chapters, alumnae chapters, and housing corporations shall pay all valid debts as they become due.
ARTICLE II Convention
SECTION 1. All the parliamentary privileges, save that of voting, of delegates and visitors shall be set by the rules of the Convention and approved by the electorate.
SECTION 2. The special committees, appointed by Supreme Council, shall be:
1. Credentials Committee (appointed prior to the first Plenary session)
2. Rules and Standards Committee
3. Bylaws Committee
4. Chapters and Charters Committee
5. Nominating Committee
6. Resolutions Committee
7. Special Convention Awards Committee
SECTION 3. The Order of Business shall be set by the rules of the Convention and approved by the electorate.
ARTICLE III
Supreme Council
SECTION 1. Supreme Council shall hold a regular meeting, without notice other than this bylaw, during and at the same place as conclave. At that meeting, Supreme Council shall by resolution schedule the next regular meeting to be held during the following year. No notice shall be required of that meeting beyond that resolution of Supreme Council.
SECTION 2. Special meetings of Supreme Council may be called by the grand archon or upon request of any two other members of Supreme Council. A two-day notice shall be given as to the time, place, and purpose of such special meeting. That notice shall be given to each member of Supreme Council by personal delivery, telephone, facsimile, or electronic mail. Notice of a meeting of Supreme Council need not be given to any member of Supreme Council who signs a waiver of notice either before or after the meeting. Attendance of a member of Supreme Council at a meeting constitutes a waiver of notice of the meeting and all objections to the time and place of the meeting, or the manner in which it has been called or convened, except when the member of Supreme Council states, at the beginning of the meeting, any objection to the transaction of business because the meeting is not lawfully called or convened.
SECTION 3. A member of Supreme Council who is present at a meeting of Supreme Council at which action on a Fraternity matter is taken is presumed to have assented to the action unless she votes against it or expressly abstains from voting on it.
SECTION 4. A majority of the members of Supreme Council constitutes a quorum for the transaction of business. The act of the majority of the members of Supreme Council at a meeting at which a quorum is present is the act of Supreme Council.
SECTION 5. Attendance at a meeting of Supreme Council may either be in person or by a conference call provided all members of Supreme Council present can hear, speak, and be heard by all others.
SECTION 6. Any action required or permitted to be taken at a meeting of Supreme Council may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the members of Supreme Council entitled to vote with respect to the subject matter thereof.
ARTICLE IV
Chapter and Local Housing Corporation Reports
SECTION 1. Upon the initiation, disassociation, suspension, disaffiliation, or other change in status of any members of the Fraternity, notice shall be sent immediately to Headquarters.
SECTION 2. Each collegiate chapter, alumnae chapter, and local housing corporation shall forward to Headquarters and other designated personnel all reports as are required for compliance with the constitution and bylaws of the Fraternity and for the information of Supreme Council, including but not limited to an annual report describing past year activities and projected future activities. Collegiate chapters, alumnae chapters, and local housing corporations shall provide responses or reports in proper
form and sufficient detail within ten business days following any requests from the Fraternity for information.
SECTION 3. Immediately after the election of officers by an alumnae chapter and/or local housing corporation, the complete roster of the duly elected officers shall be reported by the alumnae chapter or local housing corporation to Headquarters and other designated personnel.
SECTION 4. Each alumnae chapter shall forward a roster of its membership to Headquarters and other designated personnel.
SECTION 5. Alumnae chapters and local housing corporations shall provide the Fraternity with minutes of the meetings of their executive board, board of directors, and/or executive committee no later than ten business days following each meeting.
SECTION 6. Any failure by a local housing corporation to comply with this Article V may result in dissolution or merger of such local housing corporation by the Supreme Council at the Fraternity’s sole discretion.
ARTICLE V
Chapter and Local Housing Corporation Administration
SECTION 1. Collegiate chapters, alumnae chapters, and local housing corporations shall adopt a Fraternity-prepared standard form constitution, bylaws, and/or articles of incorporation that do not conflict with the constitution, bylaws, policies, or ritual of the Fraternity. A copy of the constitution and bylaws shall be sent to Headquarters annually. Each chapter and local housing corporation shall review their constitution, bylaws, and/or articles of incorporation, upon request by Supreme Council within ten business days. No amendments shall be made to the constitution, bylaws, and/or articles of incorporation of a chapter and/or local housing corporation without written approval by Supreme Council or the executive director and/or designee.
SECTION 2. Alumnae chapters shall meet at such intervals as their bylaws may prescribe, provided, however, that at least two meetings shall be held each year.
SECTION 3. All collegiate chapters and housing corporations shall file a budget for the next academic year by April 1. These reports shall be sent to designated personnel. Chapters and local housing corporations must file the forms necessary to maintain the Fraternity’s corporate and financial status. Collegiate chapters shall provide the Fraternity with the authority to sign all local, state, and federal tax forms on their behalf. All collegiate chapters, alumnae chapters, and local housing corporations included on the Fraternity’s group tax return must annually verify their election to be so included. Any collegiate chapter, alumnae chapter, and/or local housing corporation that is not included in the Fraternity’s group return or for whom the Fraternity does not file its return, must provide the Fraternity with a copy of its Forms 990 and 990-T at least 30 days in advance of filing and must promptly respond to any inquiries or recommendations that the Fraternity may have upon its review thereof. Local housing corporations are required to provide the Fraternity with a copy of all filings and notifications from local/state/federal agencies within 20 days of filing/notification. The Fraternity may, in its discretion, audit financial and operational activities of each
collegiate chapter, alumnae chapter, and/or local housing corporation, and the cooperation of each respective collegiate chapter, alumnae chapter, and/or local housing corporation personnel is required.
SECTION 4. Housing corporations shall report, at the close of each academic term, to Headquarters the names of members whose accounts are unpaid.
SECTION 5. All alumnae chapters and housing corporations shall provide the executive director and/or designee log-in access to its financial systems (such as QuickBooks). However, the executive director and/or designee shall not have the ability to make any changes to the financial data. Each alumnae chapter and housing corporation shall provide the Fraternity with copies of any financial statements or other reports submitted to any lender or other third party no later than 30 days after those statements are provided to the bank or other parties.
SECTION 6. Collegiate chapters, alumnae chapters, and local housing corporations shall obtain prior approval from the executive director and/or designee for any fundraising activities and shall adhere to strict compliance with state fundraising regulations and registration requirements.
SECTION 7. Collegiate chapters, alumnae chapters, and local housing corporations shall promptly provide the Fraternity with notice setting out in detail any injury, incident, investigation or claim, whether by a college administration, any governmental agency, any individual, or any other person, and shall promptly update such information as matters develop.
All potential insurance claims shall be reported to the Fraternity as soon as the collegiate chapter, alumnae chapter or local housing corporation becomes aware of the potential insurance claim. All insurance proceeds shall be managed by the Fraternity, and all payments of insurance proceeds shall be handled by the Fraternity.
SECTION 8. Each collegiate chapter shall submit all contracts to the executive director and/or designee for legal review and approval prior to execution. Alumnae chapters and local housing corporations shall submit all contracts for goods and/or services in excess of $10,000 to the executive director and/or designee for legal review and approval prior to execution.
SECTION 9. Each local housing corporation is prohibited from renting its facility and/or entering into room agreements with non-members of the Fraternity without prior approval from Supreme Council.
SECTION 10. Any failure by a local housing corporation to comply with Article VI may, in the sole discretion of Supreme Council, result in dissolution or merger of such local housing corporation.
ARTICLE VI
Associating, Initiation, Transfer Affiliation
SECTION 1. A new member shall be pinned as soon as practical, after she has accepted an invitation to join the Fraternity.
SECTION 2. If a new member discontinues her college course, or transfers to another institution, the association shall be canceled, and the new member pin recalled. In all events, dues, taxes, fees, fines and local financial obligations are non-refundable.
SECTION 3. New members meeting initiation requirements must be initiated at the appointed time following fulfillment of their obligations.
SECTION 4. Each collegiate chapter shall affiliate into its membership any duly initiated collegiate member who transfers into the institution where the chapter is located after ascertaining that she meets all academic requirements and is not financially indebted to any other collegiate chapter or housing corporation. Supreme Council shall have the power to cancel an affiliation in cases where the member’s previous financial or scholastic record has been unsatisfactory. If, at the end of the first academic term of affiliation, the collegian decides that she does not want to remain a member of the transfer chapter, she may apply to return to alumna status, which will be granted as long as she has no outstanding debt.
ARTICLE VII Amendment
SECTION 1. These laws may be repealed, altered, amended, and/or added to by the Convention electorate by a majority vote.
CONSTITUTION OF THE ALPHA ALPHA CHAPTER OF PHI SIGMA SIGMA AT ANYTOWN UNIVERSITY
(Last Revised XX/XX/XXXX )
We, the members of the Alpha Alpha Chapter of Phi Sigma Sigma, Inc. (the “Fraternity” or “Phi Sigma Sigma”) do hereby establish this instrument as the constitution of said chapter, which shall hereafter be the binding laws to govern the operations of this chapter of the Fraternity.
ARTICLE I Organization – Purpose
The purpose of this chapter shall be the furtherance of higher education, in the advancement of womanhood through a close union of congenial friends of high character and intelligence, and in a mutuality of philanthropic purpose, do, for the encouragement of these qualities in the Phi Sigma Sigma Fraternity
ARTICLE II Membership
SECTION 1. The Alpha Alpha Chapter of Phi Sigma Sigma shall consist of members as provided in this constitution and in accordance with the rules, regulations and policies of Phi Sigma Sigma.
SECTION 2. All degree-seeking candidates who identify as a woman at Anytown University are eligible for membership in the chapter provided they meet the additional requirements defined in this constitution.
SECTION 3. No candidate for membership shall be extended a bid or be initiated until she has demonstrated her interest in working toward the goals of the Fraternity and has met the requirements of the Fraternity, her chapter and her university or college.
SECTION 4. Any duly initiated member of another Phi Sigma Sigma chapter who transfers to Anytown University may affiliate with the Alpha Alpha Chapter after fulfilling the requirements for transfer as stated in the Constitution and Bylaws of Phi Sigma Sigma.
SECTION 5. A candidate for membership shall be required to have a college cumulative GPA of X.X to be extended an invitation to membership.
SECTION 6. No new member shall be initiated until she has paid her dues, taxes and fees and met all other financial obligation to the chapter and Fraternity. Each new member must acknowledge Fraternity policy.
SECTION 7. Membership is maintained when all chapter and Fraternity requirements and standards are upheld. All members are subject to the same membership requirements as outlined in the Fraternity and chapter constitutions.
For any member of the Fraternity to remain in good standing, the member may not be financially indebted to the Fraternity, its subordinate units and/or its subsidiaries; and must abide by the Fraternity’s Constitution, Bylaws and Policies. The minimum requirements of sisterhood are:
1. Consistently supports and attends chapter programing as scheduled, including providing notice for nonattendance Reviews pertinent communication and information disseminated. Remains up-to-date on chapter business.
2. Regular attendance at mandatory events Events may be tagged as mandatory in accordance with the procedures, format and limits proscribed by the Fraternity. All mandatory events must be announced a minimum of 15 days in advance.
3. Payment of dues in a timely manner.
4. Maintain a minimum cumulative grade point average of X.X, or its equivalent.
5. Annually, acknowledge Phi Sigma Sigma policies and complete any individual requirements as required by the Fraternity’s chapter accreditation program.
SECTION 8. A member meeting the minimum requirements of sisterhood as defined above has the right to attend meetings, vote and to participate in all other functions connected with or associated with the Fraternity. The suspension of membership privileges is determined and documented by the chapter standards board.
SECTION 9. Any member who has circumstances that prohibit her from meeting the minimum requirements of sisterhood is responsible for notifying the member-at-large. Such notification should take place as soon as the member is aware requirements may not be met.
SECTION 10. Where full participation by a member is not possible due to circumstances beyond her control; she may petition for one of the following:
1. Limited Status: Implies total inability to participate in chapter activities, requires payment of Fraternity dues and fees. Limited status may be granted for no more than one (1) academic term.
2. Alumna Status: Must be approved by Phi Sigma Sigma Headquarters. Any duly initiated collegian may petition for alumna status if she meets the requirements in the Fraternity Constitution.
SECTION 11. Should a member request her own disaffiliation or disassociation the member’s badge, new member pin, membership certificate and all other official Fraternity issued insignia shall be returned to the chapter.
SECTION 12. A standards board meeting or hearing is required for all disciplinary action taken against members who fail to uphold the Phi Sigma Sigma constitution, bylaws and policies as well as the chapter constitution and standing rules. When a member has not upheld requirements, she will be called before the standards board in writing to discuss the situation no later than 24 hours prior to the standards board meeting or hearing.
1. Meetings: Are called to address administrative and operational requirements (attendance, financial, academic, etc.) and are documented and submitted as a written record. Administrative meetings do not result in a finding by the standards board and are heard by a modified board.
2. Hearings: Address conduct and behavior and will result in a finding, outcome and conditions, defined as follows:
i. Finding – Should the information presented and discussed establish a reasonable belief that a violation(s) has occurred the standards board shall issue a responsible finding. The finding is either responsible or not responsible.
ii. Outcome – Issued as prescribed; warning (first responsible finding), probation (second responsible finding of the same nature as the first), recommendation for disaffiliation (third responsible finding of the same nature as the first and second).
iii. Conditions – productive and impactful exercises or requirements relating to the violation with set deadlines for completion.
Responsible findings are remedied once the conditions associated with an outcome are fully met. Privileges may be restored when the standards board is satisfied the conditions are completed by the specified time.
Failure to complete conditions by the specified time or additional responsible findings issued, may result in the outcome being increased. If there is further failure to complete conditions or additional responsible findings are issued, a recommendation for disaffiliation may be made to headquarters.
SECTION 13. Recommendation for immediate disaffiliation may be considered when a member’s actions place the chapter, its members or potential members in jeopardy. Examples of situations where this
may occur include threat of bodily harm, hazing, harassment, discrimination, embezzlement, and use, sale or possession of illegal drugs. A standards board hearing will be held and if the member is found in violation and immediate disaffiliation is recommended to the executive director or designee, the member will be suspended from chapter activities during the review of the recommendation Recommendations for immediate disaffiliation must be accompanied by sufficient evidence of the alleged violation.
ARTICLE III Government – Legislative
SECTION 1. All legislative power herein granted shall be vested in the members of the Alpha Alpha Chapter. The members in good standing, of the legislative body at a meeting, shall have the right to propose and second legislation, the right to vote and the privilege of the floor. The legislative body shall have the final authority to make all regulations and guidelines which shall be necessary and proper for the carrying into execution all powers vested by this constitution in the government of the Alpha Alpha Chapter.
SECTION 2. Chapter meetings shall be held according to the chapter calendar during the academic year. The chapter shall set the date and time of the meeting. Chapter business shall not be conducted outside of the regular academic term, unless authorized by the executive director or designee. Appropriate dress for ritual meetings, as outlined in the standing rules, is required for inperson meetings. A quorum for transaction of regular business shall consist of two-thirds (2/3) of the voting membership.
Special meetings may be called on the order of the archon, or upon petition of one-third (1/3) of the membership of the chapter.
SECTION 3. The order of business of a chapter meeting shall be:
1. Entrance of the archon (ritual meetings only)
2. Prayer (ritual meetings only)
3. Call to order
4. New members and guests enter
5. Roll call - excused/unexcused absences
6. Approval of minutes from the last meeting
7. Vice archon reads a portion of the Phi Sigma Sigma Constitution
8. Fraternity and local correspondence
9. Fraternity education
10. Bursar report
11. Officer/committee reports
12. Chapter key advisor report
13. Unfinished business
14. New business
15. Announcements
16. Good and welfare
17. Adjournment
SECTION 4. The rules contained in the current edition of Robert’s Rules of Order shall govern the chapter in all cases to which they are applicable and in which they are not inconsistent with this constitution or any special rules of order the chapter may adopt.
SECTION 5. Motions brought before the chapter must be submitted in writing to the archon in advance of the meeting. Members, including officers and chairmen, will not be recognized at the meeting if they have not followed this procedure. Exceptions may be made by the archon for those motions germane to business at hand, which may be presented from the floor.
SECTION 6. Copies of all business motions presented to the archon, as well as committee reports, shall be presented to the secretary for inclusion in the minutes.
SECTION 7. Seating order in the pyramid shall be determined by each member’s initiation date and alphabetically for those initiated on the same date.
SECTION 8. Voting on motions virtually (via online technology) is permitted under the following circumstances.
1. Live Virtual Meeting:
i. The archon must call the vote the same way she would at an in-person chapter meeting. She shall distribute all relevant materials 24 hours (minimum) in advance so members may ask to engage in discussion prior to casting their vote in the meeting.
ii. The members may cast their vote using live survey technology for efficiency.
iii. Results need to be reported in the chapter minutes for the meeting.
2. Email Collection or Online Submission:
i. The archon must call the vote in the email or other communication platform the same way she would at an in-person chapter meeting. She shall distribute all relevant materials with the request for a vote and shall allow 24 hours (minimum) for all members to cast their vote.
ii. Changes to the chapter constitution and the election of officers shall not be conducted via email/online submission vote.
iii. Results of email/online submission votes need to be reported using the same procedure as chapter minutes.
ARTICLE IV
Executive Board Nominations and Elections
SECTION 1. Any member who wishes to run for an executive board position must complete an executive board application to be reviewed by the nominating committee. The nominating committee reserves the right to contact any potential candidate for further information.
SECTION 2. The timeline for elections will be established by executive board according to the published Fraternity election procedures. This timeline will include:
1. The deadline for appointing the nominating committee.
2. The deadline for turning in application materials.
3. The timing for announcing the recommendations of the nominating committee to candidates.
4. The timing for announcing the recommendations of the nominating committee to the membership.
SECTION 3. The following is the election process:
1. At the designated chapter meeting, the slate will be presented to the entire chapter for a vote. The chapter will vote yes, in favor of the slated candidates, or no, against the slated candidates.
2. Quorum of 2/3 of the eligible voting membership is required present to call for the vote. Absentee votes shall not be allowed.
3. A simple majority vote (>50%) at a meeting where a quorum is present is required to pass the slate.
4. In the event the slate does not pass, each position will be voted on individually.
i. All candidates will leave the room in the event of a vote needs to take place.
ii. The chapter will first vote on the slated candidate. If she does not receive a majority of the votes, another nominee may run for that position
iii. Note that “another nominee” refers only to a member who applied to the nominating committee.
iv. In this case, officers will be elected by simple plurality (i.e., the winner is the candidate with the most votes). In the event of a tie, the deciding vote shall fall to the archon.
SECTION 4. The annual election of officers shall be held no later than four weeks before the beginning of the term’s final examinations or shall comply with university/college or Panhellenic rules and stated Fraternity deadline. Incoming officers shall take office prior to the Fraternity’s designated programs and officer education. Exceptions must be approved by Headquarters staff.
SECTION 5. Vacancies in executive board will be filled by appointment approved by the remaining members of an executive board, except for a vacancy of the archon. In the case of a vacancy of the archon, the vice archon will automatically move into the archon position and executive board will appoint a new vice archon. Should both positions become vacant, succession is established under the direction of Headquarters staff.
SECTION 6. To be eligible to run for officer positions, the member must have a cumulative GPA of X.X and be a member the duration of their term
ARTICLE V Government – Officers and Executive Board
SECTION 1 Executive power shall be vested in the executive board of the Alpha Alpha Chapter, composed of those elected officers as prescribed in the Phi Sigma Sigma constitution and bylaws, Article VII (archon; vice archon; bursar; secretary; member-at-large; membership recruitment chairman; sister development chairman; risk management chairman, diversity, equity and inclusion chairman; academic achievement chairman; philanthropy and service chairman; Panhellenic delegate and house manager).
All executive board officers shall be elected to serve a term of one (1) year. No member shall be eligible for office if she is scheduled to graduate, receive limited status, alumna status or otherwise leave school before the next regular annual election.
All officers shall maintain regular correspondence with Fraternity volunteers and staff.
SECTION 2. It shall be the duty of the archon to preside at all meetings of her chapter, call all special meetings, and enforce due observance of, and compliance with the constitution, bylaws, policies and ritual of the Fraternity, and perform all other duties typically assigned to the presiding officer and executive head of an organization. She shall serve as delegate to Fraternity conclaves and participate in all trainings and events where the archon’s attendance is required. She shall be directly responsible for Fraternity correspondence and her chapter’s performance. The archon shall sign, together with the vice archon, all contracts entered into, or documents executed on behalf of her chapter. She will immediately notify Fraternity staff of any changes to organizational standing with the host institution.
SECTION 3. It shall be the duty of the vice archon to perform the duties of the archon in the archon’s absence. She shall be custodian of the ritual and shall enforce due observance of and compliance with the constitution, bylaws, policies and ritual of the Fraternity. She shall be responsible for Fraternity education and the implementation of the chapter constitution. She shall be an ex-officio, non-voting member of the standards board. She shall chair the executive board and executive council of the chapter and shall supervise chapter chairmen and committees.
She shall, together with secretary, confirm additions to the chapter calendar. The vice archon participates on the chapter finance committee on behalf of all committee chairmen.
SECTION 4. It shall be the duty of the bursar to oversee the collection and disbursement of all funds belonging to the chapter and to render a report at each meeting concerning the financial affairs of the chapter. The bursar will assist the executive director or designee with composing the chapter’s annual budget.
The bursar shall reimburse only those chapter expenses which have been duly approved in advance and for which proof of expenditure is presented.
She shall chair the chapter’s finance committee, which shall be responsible for the collection of dues and chapter spending based on the annual budget. The bursar shall be responsible for all transactions related to the prepaid card. She shall keep a permanent record of all receipts and disbursements.
SECTION 5. It shall be the duty of the secretary to keep an accurate, permanent account of the proceedings of her chapter. She shall take roll at all Phi Sigma Sigma events, excluding those that pertain directly to committee chairmen. She shall conduct all correspondence of her chapter. She shall preserve files of her correspondence. She shall oversee the chapter’s adherence to Phi Sigma Sigma and campus recognition and accreditation requirements. She shall notify all members of special meetings. She shall work with executive board and executive council members to create and maintain the chapter’s calendar. She shall be responsible for overseeing the chapter’s use of the Fraternity provided chapter management/communication application.
SECTION 6 It shall be the duty of the member-at-large to serve as chairman of the standards board and ensure that standards of the chapter are upheld. She shall process chapter-approved membership status changes in a timely manner. The member-at-large shall serve as the liaison between the executive board and the chapter. In conjunction with the archon, vice archon and standards board, she shall interpret the constitution, bylaws, policies and ritual of the Fraternity. She will apply the judicial process as needed to those who fail to meet the minimum standards of sisterhood. She shall work with the academic achievement chair to support members below the minimum GPA requirement according to chapter policy. She must also take excuses for all events and inform the secretary of excused absences. It shall be the duty of the member-at-large to submit standards board minutes within 48 hours of each standards board meeting.
SECTION 7 It shall be the duty of the membership recruitment chairman to oversee all membership recruitment events. She shall be responsible for planning and implementing the Fraternity-approved membership recruitment program. She shall manage the chapter’s compliance with the international Membership Recruitment Policy. She shall supervise assistants. She will ensure all plans are approved by Phi Sigma Sigma Headquarters and the chapter key advisor. Additionally, it is the responsibility of the membership recruitment chairman to implement recruitment activities throughout the semester as prescribed by campus policy. She shall report all recruitment numbers in a timely manner
SECTION 8 It shall be the duty of the sister development chairman to oversee all activities related to member development programming. She shall work with new members during the orientation program as well as the chapter as a whole at all times throughout the year. Her program must meet the requirements of Phi Sigma Sigma. She will complete the orientation program as prescribed by the Fraternity. She is responsible for ensuring that all new members
have paid their fees before initiation and complete any administrative requirements as defined by Phi Sigma Sigma Headquarters. She shall supervise the new member education board.
SECTION 9 It shall be the duty of the risk management chairman to enforce Phi Sigma Sigma’s risk management standards. She shall increase risk management awareness by educating the chapter on all facets of safety and compliance. She shall be responsible for ensuring a prevention plan is in place for chapter events.
SECTION 10. It shall be the duty of the diversity, equity and inclusion (DEI) chairman to coordinate Phi Sigma Sigma’s holistic efforts to foster belonging within the chapter and community. She shall increase member competency by offering education to the chapter. She shall be responsible for fostering an inclusive chapter culture through intentional planning, early intervention, activism and awareness efforts.
SECTION 1 1 It shall be the duty of the academic achievement chairman to support the chapter by implementing positive and constructive academic achievement practices and assist members in applying effective strategies for personal improvement. She shall identify and create opportunities for members to be recognized. She shall provide a supportive space for members to ask for assistance, help navigate campus resources and suggest best practices for academic achievement.
SECTION 1 2 . It shall be the duty of the philanthropy and service chairman to coordinate and promote opportunities to serve the community. She shall prioritize causes and initiatives that align with the philanthropic cause and twin ideals of the Fraternity.
SECTION 1 3 . It shall be the duty of the Panhellenic delegate to represent Phi Sigma Sigma in all fraternity/sorority activities. She shall consult Headquarters to ensure she is acting on behalf of the chapter and representing Phi Sigma Sigma’s interests in all matters related to the College Panhellenic Association. She shall only cast votes approved by the executive director or designee. She shall inform her chapter of all rules, regulations and activities of Panhellenic and the Greek community. She shall report through her archon to Headquarters. She shall act on behalf of the chapter, representing Phi Sigma Sigma’s interests in all matters related to the College Panhellenic Association as directed by her archon in consultation with Headquarters, including but not limited to; changes in (1) membership recruitment rules, (2) housing rules, (3) campus total, (4) Panhellenic advisor, (5) the number of sororities on campus and (6) discussions on extension, (7) any infraction filed against the chapter, (8) campus suspension, (9) governing documents (i.e. constitution, bylaws, code of ethics), (10) requirements and accreditation. Following consultation with the chapter and Headquarters, she shall cast votes for the chapter.
SECTION 1 4 It shall be the duty of the house manager to enforce all rules and regulations of the university/college, the housing corporation and the chapter pertaining to the management of the chapter’s maintained facilities and belongings. The house manager shall act as the liaison between the housing corporation, Headquarters, any house director and the chapter.
SECTION 1 5 Executive board officers may have one or more assistants appointed, as necessary, by the vice archon as part of the executive council appointment process.
SECTION 1 6 The executive board shall meet at least once weekly during academic term. Executive board meetings shall be open to all members and there shall be sufficient notice of the meetings. Non-members of the board shall have voice, but no vote. The vice archon may close any part of the meeting for executive board attendance only. The executive board must review all business before it can be presented at a chapter meeting.
SECTION 1 7 All officers are required to stay within their allotted budget and are held accountable for failure to do so. No reimbursement will be made without an itemized receipt and prior approval of the bursar.
SECTION 1 8 The executive board shall be responsible for proposing and investigating business and legislative matters not otherwise provided for. The executive board shall be empowered to
transact business to make decisions and to act upon them when it is impossible or impractical to call a special chapter meeting.
SECTION 1 9 If any officer of the executive board has not fulfilled her duties:
a. The standards board may choose to remove the member from office when a member is delinquent in her duties, obligations or conduct as an officer or member of Phi Sigma Sigma.
b. The chapter may submit a petition, signed by one-third (1/3) of the chapter membership (excluding the standards board) stating the nature of the charges, shall initiate a review by the chapter standards board. A four-fifths (4/5) vote of the standards board shall be necessary for the removal of an officer from office. An appeal for reinstatement may be called for within 15-days following the standards board vote. A two-thirds (2/3) vote of the chapter is required to reinstate an officer.
ARTICLE VI
Government – Executive Council
SECTION 1. Following the election of the executive board, members of the chapter shall apply for the chairmanships they are interested in. Applications should include the member’s qualifications (e.g., knowledge, skills, and abilities) for the office, as well as the goals she hopes to accomplish should she be appointed. The executive board-elect will use the submissions to appoint the executive council. Vacancies are to be filled in the same manor. The vote of the Chapter is not required.
SECTION 2. All executive council chairmen shall be appointed to serve a term of one (1) year.
SECTION 3. The executive council is chaired by the vice archon. It shall meet at the discretion of the vice archon, but at least once per month.
SECTION 4. The executive council shall be comprised of chairmen related to any programmatic areas as determined by the chapter’s executive board.
SECTION 5. Where applicable, executive council members shall maintain regular correspondence with Fraternity volunteers and staff and complete any requirements for chapter recognition and accreditation.
SECTION 6. Chairmen shall be responsible for ensuring committees meet and/or exceed the objectives set forth for each committee in the constitution and by the executive board/chapter. Additionally, they are responsible for tracking participation in their respective committee. Chairman shall be required to follow any event management process and procedures as prescribed by Phi Sigma Sigma Headquarters.
SECTION 7. Immediately following the appointment of executive council, each member shall be asked to express interest in which committee(s) she would like to participate. The vice archon, with approval of executive board, shall use these preferences to place members on committees, under the chairman.
ARTICLE VII
Government – Additional Committees
SECTION 1. The standards board of the Alpha Alpha Chapter shall be defined as follows:
a. Five (5) members for hearings related to member conduct, behavior, etc.
i. one (1) member from each academic class year represented in the chapter
ii. member-at-large
iii. plus the vice archon as an ex-officio member, non-voting member
b. Three (3) members for administrative meetings of record
i. The appropriate administrative officer/chairman pertaining to the meeting (dues – bursar, GPA – academic/scholarship chairman, attendance –secretary)
ii. member-at-large
iii. vice archon
The standards board will monitor chapter participation, conduct, and minimum membership expectations.
Members of the chapter’s executive board are not eligible to serve on standards board. Immediately following the election of the executive board, the executive board-elect shall appoint members of the standards board. Members are appointed to serve a term of one (1) year. When the academic term changes each member will move up to represent the next academic class year.
Vacancies on the standards board are filled by appointment. In situations where there is no member of a particular academic class, an additional member of the academic class with the most representatives may be substituted. If the member-at-large is recused from the hearing, the senior representative will chair the hearing and an alternate will represent the senior class.
Hearings and meetings held by the standards board will be held in accordance with the procedures and format proscribed by the Fraternity.
SECTION 2. The finance committee shall consist of the bursar, archon, vice archon, chapter key advisor. The committee shall also review and/or monitor the online account of the chapter monthly and certify the correctness of the bursar’s records. The committee shall also oversee collection of member dues in partnership with the standards board.
SECTION 3. The constitution committee shall consist of the vice archon, member-at-large and two (2) other members of the chapter appointed by executive board. The committee’s responsibility shall be to supervise updates of the chapter constitution In Convention years, the committee is also responsible for reviewing the Phi Sigma Sigma constitution and submitting recommended changes on behalf of the chapter.
SECTION 4. The recruitment committee shall be chaired by the membership recruitment chairman and shall develop and implement a year-round recruitment strategy based on campus recruitment rules. The committee shall schedule and organize chapter workshops on recruitment skills. The committee shall ensure the chapter achieves maximum recruitment potential, while following the regulations and guidelines established by Phi Sigma Sigma.
SECTION 5. The sister development committee shall be chaired by the sister development chairman and shall coordinate all aspects of sister development throughout the year, including new member education. The committee shall help new members with the Fraternity education process and help integrate them into the fraternity and sorority community by teaching them about Phi Sigma Sigma history, policies, and membership responsibilities. The committee shall include a new member education board comprised of one (1) representative from each academic class year.
SECTION 6. The nominating committee shall be comprised of two (2) members of each academic class year represented in the chapter. (For chapters under 40 members, substitute: The nominating committee shall be comprised of one (1) member of each academic class year.) This committee shall be appointed at the beginning of the fall term, by the chapter archon and chapter key advisor. The chapter archon and the chapter key advisor shall be ex-officio non-voting members of this committee. The nominating committee will review applications for executive board and recommend a slate comprised of a candidate qualified for each position.
ARTICLE VIII Finances
SECTION 1. Each initiated member shall pay semester dues, which shall include the Fraternity dues and fees, as prescribed by Supreme Council.
All dues and fines are made payable via the billing system provider prescribed by Phi Sigma Sigma Headquarters. Members will be responsible for submitting payments according to selected installment schedule and pay in full by the invoice due date. Members who are delinquent may be assessed late fees by both the billing system provider
SECTION 2. The new member and initiation fee and payment schedule shall be determined annually by Supreme Council. The total amount is payable directly to Phi Sigma Sigma Headquarters. Each new member shall be responsible for chapter dues, paid in full by invoice due date.
SECTION 3. Fines may be issued by the standards board in accordance with the procedures, format and limits proscribed by the Fraternity. All fines must be collected via the billing system provider.
SECTION 4. Members with past due balances who have not been granted an alternate collection schedule by the executive director or designee will be suspended per the timetable in the fee schedule. During this suspension, members may not serve in any elected or appointed chapter office, participate in any activities or receive any member benefits. Membership will be reinstated upon payment of past-due and current invoices. At the end of each billing cycle, all suspended collegiate members will be disaffiliated. Members seeking reinstatement following disaffiliation resulting from financial suspension will be reinstated pending the payment of past-due invoices and the approval of the executive director or designee.
ARTICLE IX Advisors to the Chapter
The chapter key advisors (CKA) shall be appointed by the Fraternity for each collegiate chapter and confirmed by the executive director or designee. The CKA shall be responsible for assisting the chapter in observing and carrying out the business of the chapter under Fraternity and campus policy and procedures It shall be her duty to keep Headquarters staff fully and accurately informed of the affairs of the chapter
The CKA shall serve until they choose to resign or are removed by the Fraternity. In the event of a vacancy the CKA position shall be filled by the Fraternity. Chapters are responsible for reporting concerns regarding the CKA’s performance to the appropriate headquarters staff.
ARTICLE X Amendment
SECTION 1. A constitutional amendment must be introduced in writing to Headquarters for approval a minimum of 20 days prior to the meeting presenting the amendment for discussion. A constitutional amendment must be introduced to the chapter seven (7) days prior to voting.
SECTION 2. A two-thirds (2/3) vote at a meeting where quorum is present is required for any amendment.
STANDING RULES OF THE ALPHA ALPHA CHAPTER OF PHI SIGMA SIGMA AT ANYTOWN UNIVERSITY
We, the members of the Alpha Alpha Chapter of Phi Sigma Sigma do hereby establish the following as standing rules of our chapter.
RULE 1
Adoption of Standing Rules
Standing Rules will be adopted or amended by a two-thirds (2/3) vote of the chapter at a meeting where quorum is present. Rules must be reviewed and approved by Headquarters prior to being presented to members. Once approved, rules must be provided to members in writing at least twenty-four (24) hours prior to voting.
RULE 2
Distribution of Constitution
Each member, upon association with the chapter, will receive a copy of the chapter constitution and policies so that she is informed of the standards of sisterhood. Whenever the constitution is amended, the revised version will be distributed to all current members.
RULE 3
Meeting & R itual Attire
Ritual Meeting: Appropriate attire for a ritual meeting is professional, and includes dress, skirt and top or pants and top. A badge or another piece of Phi Sigma Sigma jewelry must always be worn. Hosiery is not required
The following are not acceptable professional attire: denim, strapless dresses or tops, low cut shirts, exposed midriffs, short skirts, cargo pants, leggings, sheer material revealing undergarments, sneakers, flip-flops, winter boots or hats
Initiation: Initiates wear all white dress, skirt and top, pants and top or white academic robe
Initiated members wear all black dresses, skirt and top, pants and top or black academic robe Official Phi Sigma Sigma jewelry is required. All other specifications for a ritual meeting apply to initiation.
RULE 4
Potential Member Voting Policy
All voting on prospective members will be conducted in accordance with the procedures and format proscribed by the Fraternity.
When the number of potential members invited back to each invitation round is established by release figure methodology (RFM), the chapter will issue the number of invitations as calculated by RFM unless approved by the executive director or designee.
RULE 5
Big Sister Policy
In order to be a big sister, one must:
1. Have a minimum of one semester remaining before graduation and no plans to apply for chapter or limited status during that semester
2. Be in good financial, academic and disciplinary standing
The pool of eligible potential big sisters should be established within one week of bids being extended. Should the privilege of being a big sister be suspended, the standards board must notify the sister in writing.
Big sister matching is to be carried out as outlined in the provided procedures
RULE 6
Academic Improvement Guidelines
If a member falls below the minimum requirement she will be invited to participate in an administrative meeting with the standards board. During the meeting the academic chairman, member-at-large and vice archon will work with the member to determine a path for academic improvement.
Phi Sigma Sigma believes academic success should be supported and reinforced through a customized approach that includes:
1. An evaluation of interests and capacity.
2. Use of campus resources and services.
3. Mentorship and peer support.
4. Healthy and balanced participation in chapter programming.
5. Time-management and study skills.
Eligibility requirements to serve in leadership and mentor roles are the only restrictions on the member’s ability to participate fully in the chapter Additional Standing Rules
RULE XX Hold
Considerations will be made for: attendance/excuse/point system procedures, policies or procedures required by the college/university campus, prevention/safety/risk management procedures, awards/recognition programs.
RULE XX Housing
If Phi Sigma Sigma maintains a housing facility and/or any other type of chapter occupied space (collectively “facility”) members and residents are expected to:
Resident Expectations
Residents will abide by all rules and regulations as established by the house corporation, university/college and provided as part of the Room and Board Agreement, including, but not limited to:
1. Comply with all state/province, local health and/or public health department and university directives regarding chapter residential housing.
2. Comply with all directives communicated by the owner or manager of any facility where members reside, or host events or activities associated with the chapter.
3. Adhere to rules and procedures regarding food service, sleeping quarters, hosting of guests, including non-resident members, scheduling of study spaces, use of communal living areas and other stated expectations in order to keep sisters safe.
4. Respect the directions of the house director, facility staff and other members in all interactions.
5. Observe quiet hours, non-resident member privileges and guest privileges as determined and agreed upon in the common space expectations agreement.
Roommate Expectations
Roommates are expected to complete a roommate agreement at the beginning of each term. The house manager and member-at-large will maintain a copy of this signed agreement. When residents are unable to amicably resolve conflicts pertaining to the roommate agreement, the house manager and standards board may be used to resolve and revise any standing roommate agreement.
Resident Accountability
Unless the college or university provides an alternate accountability structure, alleged violations of roommate agreements, resident expectations, Fraternity policy or the Room and Board Agreement may be heard by the chapter’s standards board. In matters relating to conduct in the house, the member-at-large should make an effort to incorporate facility residents as members of the standards board.
Residential Requirement
When Phi Sigma Sigma maintains a residential facility, members are required to live in that Phi Sigma Sigma residence for at least one year, unless;
• They are a commuter and live at home
• They live in a university residence employed as a resident assistant
• There is not a space
• It is in conflict with university housing regulations
Members of executive board shall live in the house, as prescribed by the house corporation. The following executive board members are required to live in the house {in at least one of the two semesters in which they hold office/during the entirety of their term in office/at the earliest room availability and through the end of their full year housing agreement.}
• Officer
• Officer
• Officer
• Officer
• Officer
• Officer
• Officer
• Officer
The archon and house manager are required to live in the house for the entirety of their term. In the event they do not, they are each required to be present in the facility no less than 10 hours a week.
Filling the Facility
The following member groups will be given priority in the room agreement process:
• Executive board members (elect)
• Executive board members (current)
• Current residents (renewals)
• General members by class year and descending cumulative GPA
o Seniors
o Juniors
o Sophomores
o Freshmen
In the case where the house is not filled voluntarily, the responsibility will fall to the membership, as exemplified below.
• Those who have never lived in the house in the following order:
o Class year (oldest to youngest)
o Cumulative GPA (lowest to highest)
Failure to fulfil the responsibility of living in the house, when called upon in this situation, is equivalent {to choosing to disaffiliate, member’s responsibility to cover cost, member’s responsibility to find substitute, chapter’s responsibility to cover cost, resulting in a collective dues increase}
If the house is not full and all remaining members have previously lived in the house, those living in the house the least number of semesters and having the lowest cumulative GPA will be required to reside in the facility Again, failure to fulfil the responsibility of living in the house, when called upon in this situation, is equivalent {to choosing to disaffiliate, member’s responsibility to cover cost, member’s responsibility to find substitute, chapter’s responsibility to cover cost, resulting in a collective dues increase}.
Room Selection
The following is the priority order for room selections:
• Executive board (archon, house manager, followed by officers in the order of election)
• Timestamped order of completed online housing agreement
Once the selection order is established, the house manager will assign rooms as follow:
• The first resident will select her room and/or roommate(s)
• The roommate(s) accept the room and roommate assignment
• All those residing in the room are removed from the established selection order
The process repeats with the next resident in the selection order.
Singles are designated only for those who have paid for the room type. When there is more than one single, the selection order will determine who selects first.
Privileges of the House Manager and Archon
The house manager’s term begins and ends in with the election cycle, with the academic/contract year
Should the house manager no longer reside in the facility, she will be required to step down from the position. Should the house manager or archon step down from her role, she will be required to vacate any dedicated room assignment, parking or privilege reserved for the position
PHI SIGMA SIGMA FRATERNITY POLICIES
(LAST REVISED OCTOBER 2022 )
A COMMITMENT TO SAFETY
Phi Sigma Sigma is committed to providing an exceptional member development experience. Just as there are benefits to membership in Phi Sigma Sigma, there are expectations of membership, which are laid out in our policies.
REPORTING CONCERNS
Should you feel the leadership or members of your chapter are not upholding the expectations of the international organization or abiding by its policies you are encouraged to report individual or chapter behavior through the Phi Sigma Sigma website or emergency line.
Report A Concern Online: www.phisigmasigma.org > Submit a Concern
Emergency Line: (410) 530-1913
Phi Sigma Sigma policies and prescribed procedures are to be observed in any activity or event sponsored or endorsed by the chapter, including those that occur on-or off-chapter premises, by all members and guests participating. Fraternity policies are inclusive of new members and establishing chapters in all references to members and chapters.
ALCOHOL/DRUG POLICY
1. The chapter, members and guests must be in compliance with any and all applicable laws of the state, provincial and local laws.
a. Only people of legal drinking age may possess, consume, provide or be provided alcoholic beverages.
b. The chapter, members and guests must follow the federal or provincial law regarding illegal drugs and controlled substances. No person may possess, use, provide, distribute, sell and/or manufacture illegal drugs or other controlled substances while on chapter premises or at any activity or event sponsored or endorsed by the chapter.
2. When alcohol is present at an event hosted or co-hosted by a Phi Sigma Sigma chapter, it must either be:
a. Provided and sold on a per-drink basis by a licensed and insured third-party vendor (TPV; e.g., restaurant, bar, caterer, etc.) following Phi Sigma Sigma’s TPV Procedures; or
b. Brought by individual members and guests through Phi Sigma Sigma’s Bring Your Own Beverage (“BYOB”) Procedures.
3. Alcoholic beverages must not be purchased with chapter funds or funds pooled by members or guests (e.g., admission fees, cover fees, collecting funds through digital apps, etc.).
4. Unless served by a licensed and insured third-party vendor, common sources of alcohol, including bulk quantities, are prohibited. A bulk quantity is defined by any amount of alcohol greater than what a reasonable person should consume over the duration of an event.
5. Attendance by non-members at any event where alcohol is present must be by invitation only, and the chapter must utilize a guest list system. Attendance at events with alcohol is limited to a 2:1 maximum guest-to-member ratio and must not exceed local fire or building code capacity. Chapters requesting exceptions for events with alumnae or parents must request written permission from the executive director or designee prior to the event.
6. A chapter must not co-host or co-sponsor an event with a bar, event promoter or alcohol distributor. No chapter, member(s) and/or guest(s) may benefit from exclusive promotions, discounts or gifts in which alcohol is given away, discounted or provided to those present.
7. When hosting or co-sponsoring a fundraising event where alcohol is served the chapter may rent private room or space in a bar, restaurant or other licensed and insured thirdparty vendor. It must be a closed chapter event held within the provisions of this policy. Proceeds generated from the event must be independent and unrelated to alcohol sales.
8. A chapter must not co-host or co-sponsor, or in any way participate in, an activity or event with another group, entity or person(s) that purchases or provides alcohol.
9. Any event or activity related to the new member joining process will be substance free. No alcohol or illegal drugs may be present at any new member activity, meeting or ritual of the chapter; including but not limited to membership recruitment, bid day events, “big/little” or “family” events or activities and initiation.
10. No chapter member or guest may permit, encourage, coerce, glorify or participate in any activities involving the rapid consumption of alcohol, such as drinking games and shots.
11. The possession, use, sale and consumption of alcoholic beverages on the premises of any chapter house, suite or residence hall floor is prohibited.
12. If a college or university has stricter alcohol policy than outlined above, the chapter must follow the more restrictive policy including any restrictions on partnership/co-hosting with prohibited organizations.
ALCOHOL DISTRIBUTION PROCEDURES FOR EVENTS WITH ALCOHOL
The Third-Party Vendor (TPV) method of alcohol distribution requires that the third-party vendor be properly licensed by the appropriate local and state authority. This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held.
The TPV must:
1. Be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed certificate of insurance prepared by the insurance provider.
2. Agree to per-drink sales only, collected by the vendor, during the function.
3. Assume the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:
a. checking identification cards upon entry;
b. not serving minors;
c. not serving individuals who appear to be intoxicated;
d. maintaining absolute control of ALL alcoholic containers present.
The Bring Your Own Beverage method of alcohol distribution requires the coordination of the collection, monitoring and distribution of alcohol by designated members of the event management team or contracted vendor(s).
Members and guests of the legal drinking age are required to:
1. Purchase their own beverages prior to the event and bring them to the event.
2. Check-in their own alcohol prior to or upon arrival to the event.
3. Limit the quantity of alcohol per person to no more than six standard drinks.
4. Limit the type of beverage to alcohol products below 15% alcohol by volume (ABV).
5. Present identification to the event management team upon arrival and be given a nonremovable, non-transferable wristband, stamp or marking to physically identify those of legal drinking age.
ANTI - HAZING POLICY
Phi Sigma Sigma believes in member development – not hazing. The objective of member development is to develop a dynamic sisterhood. Member development should promote interest in Phi Sigma Sigma and be positive, informative and enjoyable. Member development should embody the principles of our ritual and virtues.
Hazing is against the law; therefore, all forms of hazing are prohibited.
Hazing is defined as any action taken or situation created, with or without consent, that intentionally or unintentionally causes mental or physical discomfort, embarrassment, harassment or ridicule, or potentially injures and/or endangers the life or safety of a member.
It is a responsibility of all members to report any hazing incidents to Phi Sigma Sigma Headquarters.
HUMAN DIGNITY POLICY
The dignity of the individual is a basic element of a civilized society.
Individual self-worth is a necessary factor in establishing healthy relationships.
Statements or behavior by any member that insult, degrade, harass or stereotype any other person on the basis of gender, gender identity, gender expression, sexual orientation, race, color, religion, national origin, age or disability, are prohibited.
Participation in activities that are demeaning to the individual do not promote a sense of self-worth and do not reflect the high standards, virtues and ideals maintained by Phi Sigma Sigma. Therefore;
Phi Sigma Sigma does not endorse or support activities that are demeaning in nature, do not respect the dignity of the individual, cause disharmony in the chapter, among fraternity/sorority organizations or the college/university community.
Further, Phi Sigma Sigma advocates education on the Fraternity and chapter level to promote positive self-esteem.
OVERNIGHT & TRANSPORTATION POLICY
Phi Sigma Sigma is concerned about the welfare and safety of individual members at overnight, out-of-town and/or off-campus chapter activities.
Phi Sigma Sigma supports the National Panhellenic Conference resolution which discourages overnight activities.
Overnight, out-of-town and/or off-campus activities can increase the Fraternity's host liability – on both a chapter and Fraternity level. Therefore;
Phi Sigma Sigma requires each chapter adhere to the following regarding overnight, out-of-town and/or off-campus activities:
a. Make every effort to hold all chapter events in the campus community area where overnight accommodations and travel are not necessary.
b. When an activity must be held away from the campus community the chapter must have a transportation plan suitable for the size, distance and environment in which the event is being held.
c. When transportation is provided by the chapter, all members of the chapter and guests (if applicable) must arrive and depart as outlined in the transportation plan and observe all Fraternity policies in transit. Members requiring accommodation must request written permission from the executive director or designee prior to the event.
d. Chapters are not permitted to plan, sponsor or co-sponsor activities that cross international borders or enter into international waters without written permission from the executive director or designee prior to the event.
RECOGNITION OF NON - MEMBERS POLICY
Phi Sigma Sigma holds as one of its highest ideals the advancement of womanhood.
Phi Sigma Sigma is a membership organization for women.
Granting special honorary status, membership privileges or access to men or women who are not members of Phi Sigma Sigma is not consistent with the goals of the organization. Such statuses including sweetheart, Mr. Phi Sig, “big brother,” “little brother” or the equivalent thereof, are inconsistent with the Fraternity’s philosophies and promotion of human dignity and self-esteem.
Phi Sigma Sigma believes that ties of association inhibit the accomplishments of chapters by:
• Diverting resources of time, effort and money, which are needed for chapter operations and programming
• Distracting chapter members in the performance of essential duties such as membership recruitment and member development
Chapters that continue to name, grant or accept such status, title and privileges jeopardize Phi Sigma Sigma’s single-sex status. Therefore, Phi Sigma Sigma believes that supporting, acknowledging or perpetuating these practices does not add value to the collegiate chapter experience.
The Fraternity requires that members and chapters extend the privileges of membership only to those who are pursuing or have completed initiation into the organization.
Further, no Phi Sigma Sigma member may pursue, accept or participate in associations or recognition from men’s organizations for the purpose of gaining membership privileges.
MEMBERSHIP RECRUITMENT POLICY
Excellence in membership recruitment is a reflection of the high standards and ideals for which Phi Sigma Sigma continuously strives.
Such excellence is reflected in the consistent increase in membership up to the chapter's maximum recruitment potential as determined by the Panhellenic, campus and/or Fraternity.
The preservation of the integrity of the recruitment process reflects the basic tenets of the ritual and traditions of Phi Sigma Sigma.
Phi Sigma Sigma recognizes and supports the recruitment guidelines set forth by the member groups of the National Panhellenic Conference and the fraternal practices of fairness and ethical conduct.
A standard of recruitment excellence is best achieved through common and unified recruitment practices. Therefore;
The following practices and policies must be implemented by Phi Sigma Sigma chapters:
a. Each chapter must strive to obtain maximum recruitment potential through the primary recruitment period. If maximum recruitment potential is not attained during the primary recruitment period, the chapter will implement continuous open bidding (COB) until maximum recruitment potential has been attained.
b. When a total figure is not set by a Panhellenic or where no Panhellenic exists, total will be set by the executive director or designee.
c. All voting on prospective members must be conducted by secret ballot.
MULTICULTURALISM AND DIVERSITY AWARENESS POLICY
Phi Sigma Sigma was founded by a group of friends who at the time could not all join the same sorority because of their varying religious faiths.
Phi Sigma Sigma maintains a non-sectarian based ritual.
Phi Sigma Sigma's constitution, bylaws and policies do not tolerate membership selection based on discrimination.
Phi Sigma Sigma is a private membership organization for those who identify as women.
Candidates for collegiate membership in the Fraternity must be fully matriculated in an institution where a chapter is located and must be selected based upon their meeting the eligibility requirements prescribed in the chapter and Fraternity constitutions, and according to the rules set forth by the College Panhellenic Association, the host institution and the National Panhellenic Conference Unanimous Agreements.
Therefore, membership in each chapter must be determined by meeting membership obligations, educational achievement, commitment to our virtues and criteria related to the goals and purpose of the Fraternity.
Membership is open to those who identify as a woman without regard to race, color, national origin, religion, age, handicap, disability, ancestry, citizenship, marital status, sexual orientation or any other classification protected by law or ordinance.
Phi Sigma Sigma encourages ongoing member development programming with respect to multiculturalism and diversity awareness and advocates sensitivity to such topics as it relates to daily living and Fraternity activities.
RISK MANAGEMENT POLICY
Phi Sigma Sigma is concerned for the well-being of its members and their guests, and that concern is best realized by providing safe activities in safe environments.
Phi Sigma Sigma recognizes that awareness, education and planning are vital aspects to providing safe activities in safe environments.
Therefore, each Phi Sigma Sigma chapter and its members must:
a. Abide by all local, state/province and national laws.
b. Abide by all campus regulations and policies.
c. Abide by Phi Sigma Sigma's constitution, bylaws and policies.
d. Cooperate with Fraternity personnel.
Further, each Phi Sigma Sigma chapter must:
a. Require members to review and acknowledge Fraternity policies on an annual basis and in conjunction with installation of the chapter's executive board members.
b. Include risk management education, through participation in campus-sponsored programs or involvement with student services and chapter programming on relevant topics.
