Bylaws

PHI THETA KAPPA
International Honor Society of the Two Year College 
By-Laws: Alpha Chi Sigma Chapter
 
1        Name of Chapter
The name of this chapter of Phi Theta Kappa shall be Alpha Chi Sigma.
 
2        Purpose
The purpose of Alpha Chi Sigma chapter of Phi Theta Kappa at Cape Fear Community College shall be the promotion of scholarship, the development of leadership and service, and the cultivation of fellowship among qualified students of this college.
 
3        Membership
3.1      Alpha Chi Sigma
Membership in Alpha Chi Sigma Chapter shall consist of member (hallmark or associate), provisional member, alumnus member, and honorary member.
3.1.1       Member
 Each candidate for membership must have completed 12 semester hours towards their major of associate degree coursework with a cumulative grade point average (GPA) of 3.5 or higher; such grades being earned at either Cape Fear Community College or another accredited community college, adhere to the school conduct code, and possess recognized qualities of citizenship. Once inducted into the Society, a cumulative GPA of 3.0 must be maintained. When a member's cumulative GPA falls below 3.0, he or she has one semester in which to bring the cumulative average to 3.0. If he or she fails to raise the cumulative GPA to 3.0 after one semester, the member shall have his or her name stricken from the local chapter roll and the Phi Theta Kappa Headquarters shall be notified to strike the name from the International roll as well. Once a student's name is stricken from the roll, all privileges of membership are revoked.
3.1.2        Hallmark Member
Must be an active member of the chapter, and may not hold an officer position. Attend monthly member meeting. Participate in at least one chapter event per month (fundraiser, hallmark (leadership, scholarship, service, or fellowship) project, President’s project, or Honor’s study topic project.
3.1.3       Associate Member 
Shall be a member in name only and does not actively participate in chapter activities.
3.1.4       Dues
Membership dues must be paid before members can be inducted. The amount of dues payable is $85 ($55 for International, $5 for Regional, and $25 for local dues). Dues are paid only once during membership.
3.1.5       Provisional Member
A provisional member of Phi Theta Kappa is a student who, in the opinion of the local chapter, has shown an active interest in the affairs of the Society and who serves the Society in some special capacity, but who does not meet the full requirements for membership in the Society. In order to qualify for provisional membership status, a student must: be currently enrolled in associate degree course work at Cape Fear Community College, have 12 semester hours of associate degree course work completed with a cumulative GPA of 3.25 or higher, adhere to the school conduct code, possess recognized qualities of citizenship, and be recommended by a faculty member. Provisional members will not be officially affiliated with the Phi Theta Kappa Society, cannot hold office, and cannot vote on chapter, Regional, or International matters. Provisional members will pay local chapter dues of $25 yearly, but are not required to pay the International and Regional induction fees until they have qualified for full membership.
3.1.6        Alumnus Member
 Alumni members shall be members of the Society who are no longer enrolled in the two-year college and who have terminated their active membership in good standing, with a minimum of one year's enrollment at the two-year college. Alumni members shall be entitled to all the privileges of full members except the right to vote or to hold office.
3.1.7       Honorary Member
Honorary membership may be granted in this chapter to men and women who have rendered distinguished service to the Society. Honorary members may not vote or hold office, nor must they be officially inducted or pay membership fees. Honorary members may be selected by a vote of the Executive Council.
3.1.8       Transfer Member
A member from another Phi Theta Kappa chapter may transfer membership to Alpha Chi Sigma Chapter if he or she is currently enrolled at Cape Fear Community College upon verification of their previous membership. Student must maintain a 3.0 GPA. 
4        Chapter Advisor(s)
4.1      Appointment
The chapter advisor(s) shall be appointed by the administration of Cape Fear Community College.
4.2      Duties
4.2.1       Guidance
The chapter advisor(s) shall be responsible for the guidance of chapter activities and shall act on behalf of the International Society and Cape Fear Community College.
4.2.2       Oversight.
The chapter advisor(s) shall be responsible for the completion and submission of the annual Report, overseeing the chapter’s membership campaign, inviting eligible students and submitting new inductee information and fees to International Headquarters.
4.3      Point of Note
 The advisor(s) shall not be a voting member of the chapter.
 
5        Officers
All officers shall maintain appropriate behavior and represent the chapter and Cape Fear Community College at any function or event that is attended on their behalf.
5.1      Standings
All officers must be members in good standing of Phi Theta Kappa, have a grade point average of 3.00, and must be currently enrolled in at least one class at Cape Fear Community College.
5.2      Positions
5.2.1       Elected
The Alpha Chi Sigma Chapter of Phi Theta Kappa shall have the following elected officers: President, Vice President of Scholarship, Vice President of Leadership, Vice President of Service, Vice President of Fellowship, and Secretary.
5.2.2       As Needed
In addition, the President from time to time when it is determined necessary may create additional offices and appoint a member to the position(s) with the consent of the other officers. Once the office is established, further office holders will be appointed as needed. 
5.2.3       Executive Council
The President, Vice President of Leadership, Vice President of Scholarship, Vice President of Fellowship and Vice President of Service together with the chapter advisor(s), will constitute the Executive Council.
 
5.3      The Duties of All Officers shall be as follows
o   Participate as a team member for the HIA Project, College Project, Service Projects, and all other Alpha Chi Sigma Events
o   Attend the Regional and International conventions
o   Attend all chapter meetings
o   Participate in all inductions and orientations
o   Assist in the writing of all Hallmarks to be submitted to Headquarters
o   Complete any other assigned tasks as may be directed by the Advisor or President
o   Be familiar with the scholarship opportunities for Phi Theta Kappa members
o   Understand and enroll in College Fish and 5 Star Competitive Edge
o   Know the Phi Theta Kappa history
5.4      The Duties of the President shall be as follows
o   Consult with chapter advisor(s) on all chapter activities
o   Prepare agenda for and preside over all business meetings
o   Serve as an ex-officio member on all committees within Alpha Chi Sigma and with the Student Government Association
o   Oversee the activities of the members of the Executive Council
o   Vote only in case of a tie (Exception: President may vote on the election and removal of officers)
o   Enforce all provisions of these by-laws
o   Assist advisor(s) in preparing the Annual Report to be sent to Headquarters each Spring
o   Submit reports of chapter activities and Five-Star Development Update Forms to Regional Coordinator and Headquarters
o   Maintain records of Hallmark members' work toward fulfillment of their membership requirements and enhanced membership incentives
o   Organize and supervise all chapter activities relating to the recruitment of new members to include orientation and induction ceremonies, with assistance from advisor
o   Oversee the preparation of the Hallmarks to be submitted for the Distinguished Chapter Advisor
o   Oversee the preparation of the Hallmarks to be submitted for the HIA project and the College Project. With the Vice President of Leadership, Vice President of Scholarship, Vice President of Service and Vice President of Fellowship, and oversee and draft the Officer Team Essay
o   Attend the Regional and/or International conventions
 
5.5      The Duties of the Vice President of Scholarship shall be as follows
o   Perform all duties of the President in the event of his or her absence
o   Organize and implement all activities relating to the development of scholarship
o   Organize and implement all activities relating to the International Honors Study Topic
o   Oversee the preparation of the Hallmarks to be submitted for the HIA project and the College Project to Regional and to Headquarters
5.6      The Duties of the Vice President of Leadership shall be as follows
o   Organize and implement all activities relating to the development of leadership
o   Organize and implement all activities relating to the International College Project
o   Oversee the preparation of the Hallmarks to be submitted for the Distinguished Chapter Officer(s) and Member, and any other individual category the chapter enters
5.7      The Duties of the Vice President of Service shall be as follows
o   Organize and implement all activities relating to the development of service
o   Organize and implement all activities relating to the International Service Project
o   Oversee the preparation of the Hallmarks to be submitted for the Service Award for Regional and the Officer Team Award for International
5.8      The Duties of the Vice President of Fellowship shall be as follows
o   Organize and implement all activities relating to the development of fellowship
o   Organize and implement all monthly activities, which are designed to promote fellowship among members of the chapter and on a Regional and/or International level
o   Coordinate annual fellowship activities with sister chapters
o   Coordinate campus fellowship activities to include, but not limited to, Founder's Day, College Day, and Staff Appreciation Day, Spring Fling and Fall Fest
o   Oversee the preparation of the Hallmarks to be submitted for the Distinguished Chapter Officer(s) alumni
5.9      The Duties of the Vice President of Membership shall be as follows
o   Know the requirements for eligibility to be inducted
o   Promote Alpha Chi Sigma and Phi Theta Kappa to prospective new members
o   Man the tables at Fall Fest and Spring Fling at both campus locations
o   Work with Advisor to create and post flyers and/or posters at both campus locations
o   Assist the Advisor and President with organizing and attending new member orientations
o   Two orientations to be held approximately one month prior to inductions
∙         Orientations are to be held at both campuses
o   Assist the Advisor in coordinating and attending new member inductions
∙         Inductions to be held in Spring and Fall
5.10 The Duties of the Vice President of Public Relations shall be as follows
o   Promote the chapter at all levels of the organization
o   Write and submit articles to campus and community newspapers
o   Help produce the newsletters for the chapter in conjunction with the secretary
o   Oversee the development and updates to the chapter website
o   Draft and submit press releases to all area newspapers with the assistance of the Director of College Public Relations
o   Serve as primary point of contact for media interactions in conjunction with the Public Relations Official of Cape Fear Community College
o   Oversee the preparation of the Hallmarks to be submitted for the Distinguished Chapter Administrator
5.11 The Duties of the Treasurer shall be as follows
o   Work in conjunction with the Advisor(s) to maintain chapter bank account
o   Report of finances at each business meeting
o   Work in conjunction with Advisor(s) and President to determine scheduling and need for fundraising activities
5.12 The Duties of the Secretary shall be as follows
o   Serve as the primary point of contact for chapter members and make revisions to a functional telephone roster when necessary
o   Serve as point of contact and prepare correspondence relating to activities involving other chapters of Phi Theta Kappa
o   Take roll at meetings
o   Maintain chapter chronological list of events and projects
o   Take and read minutes of all meetings
o   Submit copies of chapter minutes, newsletters, and correspondence regarding chapter activities to the Chapter Advisor(s) to forward to the Regional Coordinator
5.13 The Duties of the Chapter Historian shall be as follows
o   Attend all chapter events when possible or designate an attendee in his/her absence to record (take pictures) of all chapter events
o   Take photographs at all chapter events
o   Label and catalog all photos taken at chapter events
o   Ensure that Vice President of Public Relations has all pictures needed to update chapter website and Facebook
o   Compile the Annual Yearbook to be entered into the Regional Award Category
5.14 The Duties of the Vice President of Early College shall be as follows
o   Organize and implement all activities relating to the development of Wilmington Early College
o   Act as liaison with early college students and Alpha Chi Sigma
6        Election of Officers
6.1      Elections
Elections will be held in the Spring Semester of each year and officers installed immediately upon accepting the position. If officer vacancies occur prior to elections, the President shall appoint someone to fill the vacancy until the next scheduled election. Should the president position be vacant, the Executive Council shall appoint a replacement with the approval of the advisor(s) until the next scheduled election. Appointed officer may be inducted during the Fall induction ceremony.
6.2      Term
Officers shall hold office for one year. A year shall mean the period of time from the Spring elections until the first meeting following the Spring elections of the next year or until the officer graduates and is no longer a registered student, whichever comes first. In the event the officer graduates and the office is vacant, 6.1 apply.
6.2.1       Spring Elections
For the Spring elections, the Executive Council and advisor(s) must review all applicants for office in regards to eligibility. Elections shall be done by a majority vote of the Executive Council based on applications received.
6.2.2       Contest
If two or more applicants are approved by the Executive Council for the same position, the applicants will then deliver a 1-2 minute speech, about the current Honors In Action topic, at the next general meeting. The members will then vote and the winner is chosen by a simple majority.
6.2.3       Resignation
Should an officer resign, they forfeit their rights and privileges as an officer and may not hold any future officer positions. However, they do not forfeit any privileges as a regular member as long as they meet general membership requirements.
7       Impeachment / Removal of officers
7.1      Process
If any officer fails to fulfill the duties of his/her office, they shall receive two written warnings from the Advisor.  If further action is required then he or she may be removed as follows:
7.1.1       Meeting
A special meeting of the Executive Council must be held to discuss the issue.
7.1.2       Vote
A vote of 3/4 of the total Executive Council at the special meeting is sufficient to remove an officer.
7.1.2.1       Alternative
As an alternative to avoid releasing privileged and or confidential information known only to the Advisor and officer in question; (under the Family Education and Privacy Rights Act; FERPA), the Advisor will meet privately with the officer and remove and release the officer from further performance of his or her duties.
7.1.3       Impeachment
Should an officer be impeached or removed from office, they shall forfeit their rights and privileges as an officer, but retain all rights of membership as long as they meet general membership requirements. But may not hold office.
8       Meetings
All business meetings will follow the general agenda:
8.1      Order of Business
1.       Call to order
2.       Reading of the minutes
3.       Vice President and Advisor reports
4.       Team reports
5.       Old business
6.       New business
7.       Adjournment
8.2      Robert's Rules of Order
All meetings may follow an informal adaptation of Robert's Rules of Order except when an item is on the agenda, which must be voted upon.
8.3      Notification
All members will be notified of all meetings so that each member will have an opportunity to be present to vote on any pertinent issues. To be eligible to vote, a member must be present at the meeting in which the item is presented.
8.4      Special Meetings
Special team meetings shall be called by the chairperson of said team. Procedures at such team meetings are left to the discretion of the chairperson. Reports of each meeting shall be given to the members at the following chapter meeting.
9       Finances
9.1      Generation
Finances for this chapter will be raised by projects voted on by a majority vote of the chapter members in attendance at the meeting in which the project is presented.
9.2      Dues
9.2.1       Local
All associate and hallmark members must pay local dues of $25.00 prior to induction unless special arrangements have been made and approved by the advisor.
9.2.2       Regional
All members must pay regional dues of $5.00 prior to induction.
9.2.3       International
Payment of the International Membership fee of $55.00 must be received by the Advisor or online at Headquarters before members can be inducted.
9.3      Record Keeping
Financial records of the chapter shall be annually audited by the advisor and/or the finance office of the college.
 
10 Code of Conduct
10.1 Criteria
All members and officers are held to the highest standards of conduct and are required to conform to the Cape Fear Community College Student Handbook when participating in Phi Theta Kappa sponsored events.
10.2 Enforcement
If there are issues regarding inappropriate conduct that comes to the attention of the Advisor(s) or any of the officers, the conduct is to be reported immediately and the officer or member will be subject to removal under Impeachment / Removal of Officers (7.1.3).
 
11 Amendments and Revision
11.1 Modifications
The by-laws may be amended by a vote of two-thirds of the members present at any regular meeting. Amendments shall cover any pertinent topics, including interpretation of the by-laws. Any changes to the by- laws must be sent to Headquarters for final approval.
11.2 Records
A permanent record of all by-laws shall be kept on file by the President and the Advisor(s).
 

Updated 9/15/2014 

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