Panhellenic Council Bylaws

BYLAWS OF OHIO UNIVERSITY COLLEGE PANHELLENIC COUNCIL 

Article I. Name 

The name of this organization shall be the Ohio University College Panhellenic Council. 

Article II. Object 

The object of the College Panhellenic Council shall be to: 

• Conduct the business of the College Panhellenic during the academic year. 

• Promote the growth of individual chapters and the sorority community. 

• Organize and sponsor a women’s-only membership recruitment program. 

• Encourage the highest possible academic, social and moral standards. 

• Coordinate activities, establish orderly procedures and provide programming in addition to recruitment. 

• Adjudicate all matters related to the NPC Unanimous Agreements, College Panhellenic bylaws and/or other governing documents, College Panhellenic membership recruitment rules, College Panhellenic code of ethics and College Panhellenic standing rules. 

• Actively support the mission of its host institution. 

• Promote good public relations. 

• Give service to the community and campus.  

• Sponsor Junior Panhellenic, if appropriate, for specialized programming efforts.  

• Promote friendship, harmony and unity among members, chapters, faculty, administrators and campus groups. 

Article III. Membership 

Section 1. Membership Classes  

There shall be three classes of membership: regular, provisional and associate. 

1. Regular membership. The regular membership of the Ohio University College Panhellenic Council shall be composed of all installed chapters of NPC sororities at Ohio University. Regular members of the College Panhellenic Council shall pay dues as determined by the Panhellenic Council. 

2. Provisional membership. The provisional membership of the Ohio University College Panhellenic Council shall be composed of all newly established chapters of NPC sororities at Ohio University. Provisional members shall pay no dues and shall have voice but no vote on all matters. A provisional member shall automatically become a regular member upon being installed as a chapter of an NPC sorority.  

3. Associate membership. The associate membership of the Ohio University College Panhellenic Council shall be composed of women’s-only local sororities or inter/national or regional non-NPC member organizations. The membership eligibility requirements and the process for submitting an application and approval of the application shall be determined by the Panhellenic Council. Associate members shall pay dues as determined by the Panhellenic Council. An associate member shall have voice and one vote on all matters except extension-related matters. If the associate chapter does not participate in the primary recruitment process, the associate chapter shall not have a vote on recruitment rules. An associate member may be expelled for cause by a majority vote of the Panhellenic Council. An associate member shall not be entitled to vote on the question of its expulsion. 

1. If such circumstance arises, criteria for associate membership of the Ohio University College Panhellenic Council will include: 

1. The organization must be part of a Nationally recognized organization. 

2. Must have a minimum of a 2 million dollar insurance policy. 

3. Must agree to follow all federal, state, and university policies for operation.  

Section 2. Privileges and Responsibilities of Membership  

Duty of compliance. As an organization chartered by NPC, Ohio University College Panhellenic and its members, without regard to membership class, shall comply with all NPC Unanimous Agreements, policies and procedures, and be subject to these Ohio University College Panhellenic Council bylaws, standing rules, code of ethics and any additional rules this College Panhellenic Council may adopt. To the extent such rules, regulations and requirements are inconsistent with a provision of the Ohio University College Panhellenic’s governing documents, such NPC policies and procedures shall control. Any rules adopted by this Council in conflict with the NPC Unanimous Agreements shall be void. 

Section 3. Dues 

1. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC office. 

2. College Panhellenic Council membership dues shall be an assessment per member and new member. 

1. The amount of such dues for the next academic year shall be determined by the Panhellenic Council no later than February of that year. 

2. The dues of each College Panhellenic Council member sorority shall be payable on or before March 1st (Spring Semester)/ October 1st (Fall Semester).  

3. Invoices will be sent two weeks prior to the due date. If chapters are struggling to pay, they must contact the College Panhellenic Council to set up a payment plan. 

4. A $25 late fee will be charged for the first late business day, followed by a $10 charge per day late until the payment is made.  

Section 4. Fees and Assessments 

The Panhellenic Council shall have the authority to determine fees and assessments as may be considered necessary.  

Article IV. Officers and Duties 

Section 1. Officers 

The officers of the Ohio University College Panhellenic Council shall be President, Executive Vice President, Vice President of Recruitment, Vice President of Finance and Administration, Vice President of Programming, Vice President of Philanthropy and Service, Vice President of New Member Services, Vice President of Public Relations, and Vice President of Development. 

Section 2. Duties of Officers 

A. The President shall: 

• Preside at all meetings of the Panhellenic Executive Board and Panhellenic Council (General Body). 

• Serve as an ex-officio member of all College Panhellenic Council committees, except the Peer Accountability Board. 

• Communicate regularly with the Panhellenic advisor. 

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Ensure all NPC College Panhellenic reports are completed on time.  

• Communicate regularly with the NPC area advisor. 

• Maintain current copies of the following: Ohio University College Panhellenic Council bylaws and standing rules, the College Panhellenic Council budget, contracts executed on behalf of the College Panhellenic Council, correspondence and materials received from the NPC area advisor, all NPC College Panhellenic reports and other pertinent materials.  

• Provide support to all board members. 

• Responsible for ensuring that the College Panhellenic Council completed applications for NPC Awards and AFLV Awards.  

• Lead the Panhellenic community at Ohio University and preside as a guide and resource for all Panhellenic Chapter Presidents. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

B. The Executive Vice President shall: 

• Perform the duties of the president in the elected/appointed president’s absence.  

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Oversee the College Panhellenic Peer Accountability Board. 

• Be responsible for holding the Panhellenic community accountable to values and standards. 

• Provide relevant risk management programming for the Panhellenic Community. 

• Responsible for ensuring all College Panhellenic Council Board members are knowledgeable of current policies and procedures as outlined by NPC, the College Panhellenic Council’s governing documents, and the Office of Sorority and Fraternity Life.  

• Assist the Office of Sorority and Fraternity Life office in educating the Greek community on standards and expectations that promote values-based living at Ohio University. 

• Responsible for the maintenance of governing documents.  

• Serve as the Peer Accountability Officer on the Peer Accountability Board. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

C. The Vice President of Recruitment shall: 

• Oversee all Ohio University College Panhellenic recruitment events and activities. 

• Oversee the implementation of primary recruitment during the fall semester, including recruitment registration.  

• Collaborate with recruitment chairs of member organizations to create new ways of promoting recruitment.  

• Submit any revisions to the College Panhellenic recruitment rules to the Panhellenic Council for approval. 

• Communicate regularly with all recruitment chairs within the Panhellenic community to serve as a resource for Panhellenic recruitment.  

• Work with the Office of Sorority and Fraternity Life to educate the Panhellenic community on values-based recruitment.  

• Organize all recruitment meetings, including a recruitment wrap-up meeting, with the Membership Recruitment Committee.  

• Keep complete and accurate records of College Panhellenic recruitment information. 

• Present a full report with the assistance of the Office of Sorority and Fraternity Life, including recommendations, to the Panhellenic Council based on an analysis of the recruitment statistics, recruitment style assessment and recruitment evaluations from new members, potential new members who withdrew, each member organization and chapter advisors. 

• Communicate with chapters to ensure all new members have signed and submitted MRABA forms to the Office of Sorority and Fraternity Life.  

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

D. The Vice President of Finance and Administration shall: 

• Responsible for all administrative duties of the College Panhellenic Council’s Executive Board and Council, including updating the College Panhellenic officer roster on FS Central. 

• Responsible for sending out meeting minute templates to PC Executive Board and Council (General Body) delegates prior to all meetings.  

• Record minutes of all meetings of the Ohio University Panhellenic Council and the Executive Board. 

• Distribute copies of the meeting minutes to the PC Delegates, NPC area advisor, the Sorority and Fraternity Life professional staff, the PC advisor, and the Panhellenic community through email and uploading minutes to PC’s Bobcat Connect page. 

• Maintain a complete and up-to-date file that includes the minutes of all meetings in PC’s Bobcat Connect page.  

• Ensure all Panhellenic Council (General Body) meetings use Robert’s Rules of Order to conduct meeting business. 

• Maintain current financial records; give a financial report at each regular meeting of the Panhellenic Council and Executive Board and an annual report at the close of her term of office. 

• Prepare the annual budget, and after its approval by the College Panhellenic Council (General Body), provide a copy of each Ohio University College Panhellenic Council member sorority.  

• Receive all payments due to the Council, collect all dues and give receipts. 

• Pay promptly the annual NPC dues and all bills of the Ohio University College Panhellenic Council. 

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

E. The Vice President of Programming shall: 

• Be responsible for all programming initiatives of the College Panhellenic Council. 

• Determine goals for providing beneficial and engaging programs for the Panhellenic community at the beginning of their term. 

• Collaborate with all Greek councils to plan Greek Week and Homecoming activities that will foster Greek relations and promote community relations.  

• Collaborate with the Executive Vice President to plan risk management programs. 

• Be responsible for planning at least one health and wellness event each semester. 

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

F. The Vice President of Philanthropy and Service shall: 

• Be responsible for all philanthropic and service initiatives of the College Panhellenic Council. 

• Be responsible for planning and organizing the annual Sisterhood of the Traveling Dresses philanthropic service event for the Athens community.  

• Be responsible for planning one service event each semester for the Panhellenic Community.  

• Collaborate with all Greek councils to promote community philanthropy events and service opportunities.  

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

G. The Vice President of New Member Services shall: 

• Coordinate the Recruitment Counselor application, interview, and selection process. 

• Be responsible for the training of Recruitment Counselors during Recruitment Preparation Week. 

• Be responsible for training the College Panhellenic Council Executive Board during Recruitment Preparation Week.  

• Oversee and determine the activities and schedules of the Recruitment Counselors during Primary Recruitment. 

• Collaborate with the Vice President of Recruitment of the Executive Board to organize bid distribution on Bid Day. 

• Assist New Member Educators in adhering to new member education expectations and guidelines as outlined by the College Panhellenic Council governing documents and Office of Sorority and Fraternity Life.  

• Preside as a guide and resource to all Panhellenic New Member Educators. 

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council. 

H. The Vice President of Public Relations shall: 

• Be responsible for promoting all College Panhellenic Council sponsored events and programs. 

• Collaborate with Panhellenic chapters to promote content that showcases values and standards on social media platforms. 

• Collaborate with the Vice President of Recruitment of the Executive Board to create all recruitment publication and promotional material. 

• Design the Potential New Member booklet for Primary Recruitment. 

• Oversee all apparel designs for the College Panhellenic Council Executive Board. 

• Be responsible for actively upholding all College Panhellenic’s social media platforms and the Panhellenic website.  

• Distribute promotional materials to all member chapters to provide cohesive marketing materials for Panhellenic events and programs. 

• Collect images and quotes from member chapters to share on social media platforms.  

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council.  

I. The Vice President of Development shall:  

• Be responsible for all academic and professional development initiatives of the College Panhellenic Council. 

• Communicate regularly with chapter scholarship chairs to promote academic excellence. 

• Responsible for overseeing all diversity, equity and inclusion initiatives of the College Panhellenic Council.  

• Create diversity and inclusion goals for the College Panhellenic Council.  

• Communicate regularly with chapter diversity and inclusion chairs to promote inclusion.  

• Be responsible for planning and organizing the annual Women’s Empowerment Week.  

• Be familiar with the NPC Manual of Information and all governing documents of this Council. 

• Serve as a member of the Peer Accountability Board as needed. 

• Perform all other duties as applicable to the office as prescribed by the parliamentary authority adopted by the Council.  

Section 3. Eligibility 

Eligibility to serve as an officer shall depend on the class of membership: 

1. Regular membership. Members from women’s-only sororities holding regular membership in the Ohio University College Panhellenic Council shall be eligible to serve as any officer. 

2. Provisional membership. Members from women’s-only sororities holding provisional membership in the Ohio University College Panhellenic Council shall not be eligible to serve as an officer. 

3. Associate membership. Members from women’s-only sororities holding associate membership in the Ohio University College Panhellenic Council shall not be eligible to serve as an officer. 

Section 4. Selection of Officers 

1. All officers of the College Panhellenic Council shall be chosen in a slating plan by one representative of each National Panhellenic Conference sorority chapter at Ohio University.  

2. A candidate for an officer position must be: 

1. An initiated, undergraduate member of a chapter. 

2. In good standing (financial, conduct, and academic) with their chapter and inter/national organization.  

3. In good standing (conduct) with Ohio University.  

4. Have a minimum of a 3.0 cumulative GPA at the time of application and must maintain this GPA requirement throughout their term.  

5. Enrolled full-time (at least 12 credit hours) throughout their term. 

3. After candidates apply for College Panhellenic Council Executive Board officer positions, the applications will be reviewed by the Nomination Committee. If chosen for an interview, a candidate will be interviewed by the Nomination Committee. 

4. After candidates apply for College Panhellenic Council Executive Board officer positions, the applications will be reviewed by the Nomination Committee. If chosen for an interview, a candidate will be interviewed by the Nomination Committee.  

5. The Nomination Committee will slate individuals for the Executive Board positions after the interviews are completed.  

6. The slate will be presented by the Panhellenic Advisor or the Nominating Committee chairman to Chapter Delegates who will have at least one week to deliberate on a vote and consult her respective chapter. The Chapter Delegates will then vote at the next General Body meeting or via a secure SharePoint form (online).  

7. The slate is required to pass with a two-thirds vote. 

8. If the slate is not passed, each interviewed candidate can be considered and nominated for positions they meet the minimum qualifications. Immediately following nominations, all positions will be voted on, and the candidate will need a majority vote to assume the position. If the candidate does not receive a majority vote, the position will be left vacant and filled by the newly installed Executive Board.  

Section 5. Office-holding Limitations  

1. No more than two member(s) from the same women’s-only sorority shall hold office during the same term. 

2. Prior to serving, the Panhellenic President shall have a minimum of either one-year experience serving on the College Panhellenic Executive Board, or as Chapter President. If no candidates apply with these qualifications, experience as a former recruitment guide, Panhellenic delegate, or chapter executive board positions will be included.  

3. Prior to serving, the Vice President of Recruitment shall either have one year experience serving on the College Panhellenic Executive Board, Chapter President, recruitment guide (Rho Gamma), and/or Chapter Recruitment Chair. If no candidates apply with these qualifications, experience as Panhellenic delegate or chapter executive board positions will be included. The Vice President of Recruitment must have participated in formal recruitment on the chapter side prior to serving in this position.  

4. Prior to serving, the Vice President of New Member Services shall either have one year experience serving on the College Panhellenic Executive Board, Chapter President, Chapter Recruitment Chair, Chapter New Member Educator, and/or a recruitment guide (Rho Gamma). If no candidates apply with these qualifications, experience as Panhellenic delegate or chapter executive board positions will be included. The Vice President of New Member Services must have participated in formal recruitment on the chapter side prior to serving in this position.  

5. If no qualified candidates apply, the Nomination Committee has the discretion of prioritization as they see fit.  

6. No other officer positions require specific qualifications.  

Section 6. Nomination procedure 

A Nominating Committee of 10 members, one representative from each NPC chapter on Ohio University’s campus, shall be appointed by their respective NPC chapter. The members of the Nominating Committee shall elect their own chair. The Nominating Committee shall consider the qualifications of all candidates for elected officers and shall slate one name for each elected officer position if there are qualified candidates for all positions. The Panhellenic advisor shall serve as a nonvoting ex-officio member of the Nominating Committee. 

Section 7. Term 

The officers shall serve for a term of one year or until their successors are selected and installed. The term of office will begin at the new installation date. 

Section 8. Removal 

1. Each chapter must apply their membership standards to those holding positions on the Executive Board. The Chapter President must notify the College Panhellenic Council Advisor whenever a woman on the Executive Board does not fulfill chapter membership requirements.  

2. If an Executive Board member has failed to meet her membership requirements, she will be removed without a vote from the Executive Board. 

3. Any officer may be removed for cause after an initial formal conversation is held between the Panhellenic President, Panhellenic Advisor, and the officer in question. Cause may include, but is not limited to, failing to fulfill officer duties or breaking confidentiality. 

1. During the formal conversation, the Panhellenic President, Panhellenic Advisor, and the officer in question will serve to find a solution satisfactory to the involved parties and review the duties of their Executive position. 

2. A summary of the proceedings will be recorded and the officer in question will agree to a sanction that is specific, measurable, attainable, relevant, and timely.  

3. If the officer in question is unable to complete her sanctions and responsibilities by the agreed upon date, or the discussion reveals there is a breach in confidentiality, they are subject to removal of their position on the College Panhellenic Council.  

4. Removal is determined by a vote of two-thirds of the College Panhellenic Council Executive Board. 

1. The meeting shall be called upon by the Panhellenic President, and if the President is in question, the duty shall fall to the Executive Vice President. 

2. The officer being voted on for removal, after hearing the charges against them in the Executive meeting, may appeal the decision of the Executive Board. 

3. Appeals shall be approved by the Sorority and Fraternity Life Director before being presented to the Panhellenic Council.  

4. If the appeal is approved, a two-thirds (2/3) vote from the Chapter delegates shall uphold the removal of the Officer.  

Section 9. Vacancies 

Vacancies shall be filled in the same manner of selection as provided in Section 4 of this article. If a vacancy arises, the Executive Board will serve as the Nominating Committee. 

Article V. The College Panhellenic Council 

Section 1. Authority 

The governing body of the Ohio University College Panhellenic Council shall be the Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all business related to the overall welfare of the Ohio University College Panhellenic Council including, but not limited to: annual review of governing documents, annual determination of dues, approval of the annual budget, consideration of extension, setting a calendar of events, determining programming and establishing recruitment rules and recruitment style. The Panhellenic Council shall also have the authority to adopt rules governing the College Panhellenic Council that do not violate the sovereignty, rights and privileges of the member sororities. 

Section 2. Composition and privileges 

The Ohio University Panhellenic Council shall be composed of one delegate and one alternate delegate from each regular, provisional and associate women’s-only member organization at Ohio University as identified in Article III. The delegates shall be the voting members of the Panhellenic Council except as otherwise provided in Article III of these bylaws. The alternate delegate shall act and vote in the place of the delegate when the delegate is absent. If both delegate and alternate are absent, a designated member of the specific sorority may cast the vote, provided the credentials of this individual have been previously presented to the Ohio University’s College Panhellenic Council president. 

Section 3. Selection of delegates and alternates 

Delegates and alternates to the Panhellenic Council shall be selected by their respective women’s-only sorority chapters to serve for a term of one year commencing at the beginning of the Spring academic term.  

Section 4. Delegate vacancies 

When a delegate vacancy occurs, it shall be the responsibility of the sorority affected to select a replacement within two weeks and to notify the College Panhellenic Council Vice President of Finance and Administration of the name, address, email and telephone number of the new delegate. When a meeting occurs while a vacancy exists, the alternate delegate of the affected chapter shall fulfill the duties of the delegate in all cases.  

The Panhellenic Council may conduct business at any meeting (regular or special) through the use of any means of communication by which all delegates participating may simultaneously hear one another and participate in the proceedings during the meeting. 

Section 10. Quorum 

Two-thirds of the delegates from the member sororities of the Ohio University College Panhellenic Council shall constitute a quorum for the transaction of business. 

Section 11. Vote Requirements 

1. All other votes, unless specified in these bylaws, shall require a majority vote for adoption.  

2. A two-thirds vote of the Panhellenic Council shall be required to approve a re-establishment plan and for all extension-related votes.  

3. Proposed motions on issues that impact a chapter as a whole must be announced at least one week prior to the vote in writing to allow opportunity for chapter input before a vote may be taken on the issue.  

Article VI. The Panhellenic Executive Board 

Section 1. Composition 

The composition of the Executive Board shall be the President, Executive Vice President, Vice President of Recruitment, Vice President of Finance and Administration, Vice President of Programming, Vice President of Philanthropy and Service, Vice President of New Member Services, Vice President of Public Relations, and Vice President of Development.  

Section 2. Duties 

The Executive Board shall administer routine business between meetings of the Panhellenic Council and such other business as has been approved for action by Panhellenic Council vote. At the next regular meeting of the Panhellenic Council through the VP of Finance and Administration, the Executive Board shall also report all action it has taken and record the action in the minutes of that meeting. Each Executive Board officer must hold regular office hours each week for at least two hours.  

Section 3. Regular Meetings 

Regular meetings of the Executive Board shall be held at a time and place established at the beginning of each academic term (semester). 

1. The standing committees of the Ohio University College Panhellenic Council shall be the Peer Accountability Board and Membership Recruitment Committee.  

2. Term. The standing committees shall serve for a term of one year, which shall coincide with the term of the officers. 

Section 2. Appointment of Committee Membership 

The Executive Board shall appoint members and chairs of all standing and special committees, except as provided otherwise in these bylaws, and in making these appointments, recognize fair representation from all member women’s-only sororities as much as possible. The president shall be an ex-officio member of all committees.  

Section 3. Peer Accountability Board 

1. The College Panhellenic Council Peer Accountability Board must consist of the Executive Vice President as the presiding officer (chair), two members of the College Panhellenic Executive Board selected at random and rotated between accountability resolution meetings, and the fraternity/sorority advisor as an ex-officio non-voting member. 

2. In accordance with NPC Unanimous Agreement VII. College Panhellenic Council Peer Accountability Process, it shall be the Peer Accountability Board’s duty to hold a formal accountability resolution meeting to adjudicate all alleged infractions of the NPC Unanimous Agreements and policies the bylaws, code of ethics, standing rules and membership recruitment rules of the Ohio University College Panhellenic Council that are not settled through an informal accountability resolution meeting. The members of the Peer Accountability Board shall maintain confidentiality throughout and upon completion of the peer accountability process. 

Section 4. Membership Recruitment Committee 

The Membership Recruitment Committee shall consist of the Vice President of Recruitment of the College Panhellenic Council Executive Board as the committee chair and one representative from each regular, provisional and associate women’s only member organization (if they are participating in the primary recruitment process). The recommended representative is the chapter’s recruitment chair officer. Alumnae advisors may attend meetings of the committee, and shall have voice but no vote. This committee shall review and develop membership recruitment rules and submit them for discussion and approval to the Panhellenic Council before the end of the academic term preceding the primary membership recruitment period. After each primary membership recruitment period, the chair of this committee shall present a full report, including recommendations, to the Panhellenic Council based on an analysis of the recruitment statistics and recruitment evaluations from all participants in recruitment (e.g., new members, recruitment counselors, executive board officers, chapter officers. potential new members who withdrew, each member organization and chapter advisor, etc.). 

Section 5. Other Committees 

Other such committees, standing or special, shall be appointed as deemed necessary by the Panhellenic Council. 

Article IX. Finances 

Section 1. Fiscal Year 

The fiscal year of the Ohio University College Panhellenic Council shall be from July 1 to June 30 inclusive.