Bylaws of the Alpha Omicron Chapter
of the University of Georgia Sigma Alpha Sorority
Article I
Name
Section 1. Name - This chapter shall be officially known as the Alpha Omicron Chapter of Sigma Alpha Sorority.
Article II
Objective and Purpose
Section 1. Objective - The objective of this sorority shall be to promote its members in all facets of agriculture and to strengthen the bonds of friendship among them.
Section 2. Purpose - It is the purpose of the members to strive for achievement in scholarship, leadership, and service, and to further the development of excellence in women pursuing careers in agriculture.
Article III
Membership
Section 1. Good Standing - This chapter shall consist of all members initiated by or affiliated with the chapter, who are in good standing and who attend the University of Georgia. “Member in Good Standing” is heretofore defined, as those members who:
A: Are not indebted to the local or National Sorority for any sum of money
B: Have achieved the required cumulative grade point hour ratio
C: Maintain membership in one other organization
D: Are not on probation or suspension by this Sorority or the school in which they may be enrolled.
Section 2. Qualification - Members are expected to strive for high academic standing. In order to be eligible for election as a member of the Alpha Omicron Chapter, one must
A: Maintain a cumulative grade point hour ratio of 2.25 on a 4.0 scale
B: Be a current member of at least one other organization (unless employed and working at least 20 hours per week or enrolled in at least eighteen [18] semester hours)
C: Be enrolled in a qualified program, defined under Article III, Section 3, or who has a sincere interest in agriculture
D: Agree to comply with the Laws of this sorority, defined under Article I, Section 3 of the National Bylaws
Membership shall be free from discrimination based on race, color, religion, ethnic group, national origin, sex, age, disability, sexual orientation, parental status, or marital status.
Section 3. Qualified Programs - As described by the National Bylaws, Article VIII, Section 2, specific courses may be petitioned to the National Board for recognition as a qualified program.
A: Upon petition of a collegiate chapter or any member of the National Board, the National Board Executive Committee shall determine if courses within the curriculum of other then a school of agriculture may be deemed a “qualified program” under Subsection C of Article VIII, Section 2 of the National Bylaws. If the National Board Executive Committee denies such a petition, such denial may be appealed to the National Board within thirty [30] days of the notification of such denial. The National Board may reverse such denial by a 2/3 vote.
B: If the curriculum of a qualified program is transferred to other than a school of agriculture and such program is otherwise qualified but for the transfer, then the program shall be deemed qualified under the Subsection D of Article VIII, Section 2 of the National Bylaws for a period of two [2] years following the date of transfer. At the end of the two [2] year period, the National Board shall make a determination if the program shall continue to be deemed qualified as provided under Subsection (a) of the National Bylaws.
Section 4. Membership Classifications - The Alpha Omicron Chapter shall consist of duly initiated students, of which no less than seventy percent [70%] are enrolled in a qualified program, defined under Article VIII, Section 2 of the National Bylaws. The Alpha Omicron Chapter can be composed of active members, associate members, and membership candidates. The Chapter Executive Committee, hereinafter, Executive Committee, has the power to grant Professional Membership Status, Inactive Membership Status, and Early Alumni Status.
A: Active Member - Defined as a member who:
1. Completed membership candidate requirements and has been initiated
2. Has voting privileges
3. Pays dues and attends mandatory functions
4. Meets leadership, scholarship, financial, and service obligations
B: Membership Candidate - Defined as those individuals who have been extended an offer of membership candidacy by eligible members of the Alpha Omicron Chapter of Sigma Alpha Sorority. The Membership Candidate period will last for a time period of nine [9] weeks and will end upon the activation of the Membership Candidate into the Sorority. Membership Candidates may not wear or display sorority letters in public until they become active members of Sigma Alpha. This includes but not limited to: clothing, bags, decals, and accessories.
C: Alumni Member - Active Members are placed on Alumni Membership Status when the Active Member has ceased to be an undergraduate student at The University of Georgia. At this time these members will have the option to join the Alumni Chapter of Sigma Alpha Sorority at The University of Georgia.
D: Professional Member - Active members that have been accepted into a graduate or professional program or are involved in an internship that inhibits attendance to regular chapter meetings and activities may request to be placed on Professional Membership Status. Those placed on this status will pay fifty percent [50%] of regular dues (Ex: Active dues are Two-Hundred dollars [$200], then Professional dues are One-Hundred dollars [$100].) These members must attend one chapter meeting per month as well as any specially called mandatory meetings. They must also participate in one fundraising activity for the semester in which they are on this status. Absence from any one of the above listed activities will result in fines. Professional Membership Status is only granted at the discretion of the Executive Committee and upon a unanimous vote of approval. Those requesting Professional Membership Status must be a member of the Sorority for a minimum of one [1] year or two [2] semesters. If the member’s professional program prohibits her from being on the University of Georgia campus then she will not be required to attend meetings or participate in a fundraiser.
E: Inactive Membership Status – May be granted by the Executive Committee to active member who have the inability to meet financial obligations, heavy course loads (seventeen [17] semester hours or more), health reasons, study abroad or an extreme situation in which the active member finds herself in. Inactive membership status is limited to no more than twice during a collegiate career and may not be consecutive. Before inactive membership status may be granted, a member must be active for a minimum of one year. In order to obtain Inactive Membership Status, a member should request such a status change in person and in writing to the executive committee during the first two [2] weeks of the term. During this meeting the Executive Committee and the member in question will discuss and determine if other options are available. Inactive members must pay their seventy-dollar [$70] National dues. However, they are not obligated to pay Chapter dues for the semester in which they will be inactive.
F: Early Alumni status – Will be granted at the discretion of the executive committee upon a unanimous vote of approval and will only be granted as a final option. Those placed on this status will still be required to pay national dues until the member officially leaves the University. Early alumni members are still able to participate in events, but are not eligible to vote.
1. Academic: Those members who have been an active member for one year or two semesters and have completed 8 semesters of college or 120 hours can apply with proper documentation and a petition to the exec team.
2. Emergency: Those members that experience a life changing event such a leaving school, getting married, or are an expectant mother may go Early Alumni.
G: Associate Member - Those individuals who have been duly elected by the chapter and have been elected by the Executive Committee, but who at the time of initiation are not undergraduate students of The University of Georgia. Only those individuals who, in the opinion of the chapter and the Executive Committee, adhere to the ideals of Sigma Alpha, who have made a significant contribution to the chapter and agriculture, and whose professional achievements warrant the bestowing upon them of Associate Membership in Sigma Alpha may be initiated as Associate Members. Only two [2] individuals per year may become associate members of the Alpha Omicron Chapter. The initiation should take place once a semester, only if an individual warrants this award per semester.
Article IV
Membership Candidates
Section 1. Election - In order to be a Membership Candidate, a prospective member, hereinafter, a Membership Candidate cannot be a member of a Panhellenic or other recognized social sorority.
A: Hereinafter a prospective member will be known as a rushee until pinning. The rushee must attend three nights of the rush period, including the interview night, in order to be voted on for a membership bid. There must be a minimum of four [4] events for rushes to attend during the rush process.
B: Each rushee must receive seventy-five percent [75%] of the vote to receive a bid to become a Membership Candidate of the Alpha Omicron Chapter. This vote is based on their ability to become a contributing member of the Alpha Omicron Chapter. Active Members may abstain if they feel that they do not know the rushee well enough to form a valid opinion. An abstained vote counts neither against nor in favor of the rushee.
C: Active Members will vote upon rushees on the last night of the Rush Period. Voting will be by secret ballot and eighty percent [80%] of the Active Members of the Alpha Omicron Chapter must be present for voting to take place.
D: Once all qualified members have voted, the ballot is declared closed and the Rush Chair and all Advisors present will count votes. If no advisor is present, the second vice president will assist in counting the votes.
E: When a rushee does not receive seventy-five percent [75%] of the vote, that individual shall not be proposed again for a period of four [4] months from the date of elimination.
F: In the event that an Active Member will be unable to attend vote casting, an absentee ballot can be turned in to the Rush Chair on the date in which the votes will be cast. These votes will only be opened and counted in the event that the vote may influence the acceptance of a candidate.
Section 2. Education Program – Rushees will be given a written invitation to join the Alpha Omicron Chapter and acceptance of this invitation should be given at that time. At the end of the Rush Period each rushee that has accepted their bid will attend the Membership Candidate Pinning Ceremony and will hereinafter be known as Membership Candidates of the Alpha Omicron Chapter of Sigma Alpha. Each Membership Candidate will be educated according to National guidelines by the Second Vice-President.
A: Each Membership Candidate will pay National and Chapter Activation dues, as set forth in Article VI, Section 2. Membership Candidates are also required to pay Active Member dues for the semester in which they are Membership Candidates.
B: The Membership Candidate period lasts for a span of nine [9] weeks and begins the Monday after the Pinning Ceremony. These meetings will hereinafter be known as Membership Candidate Chapter Meetings and attendance is mandatory.
The Second Vice-President will issue a schedule of the education program to each Membership Candidate at the first meeting. Membership packets will also be issued this day, as well as all due dates set.
C: There will be eight [8] Activation Examinations one given each week, starting on the second [2] week of Membership Candidate Chapter meetings. Each Membership Candidate must receive at least a cumulative grade of an eighty percent [80%] or higher, to be activated into the Alpha Omicron Chapter of Sigma Alpha. Retakes will be highly discouraged, but up to two quizzes may be retaken once each at the discretion of the Executive Team. If a Membership Candidate shows proof of a learning disability, the Second Vice President will make arrangements on an individual basis.
D: By the completion of the second meeting, the Membership Candidate class will choose a President, Vice-President, Social Chairman, Philanthropy Chairman, Fundraising Chairman, T-Shirt Chairman, and Class Paddle Chairman.
E: Upon the completion of Membership Candidate period, the Membership Candidate Class must have completed a Philanthropy Event, a Social Event, and a Fundraising Event. A percentage (determined by the Executive Committee each semester) of the monies made during the Fundraiser will go into the Chapter bank account and the remainder will be given to the Membership Candidate Class to pay for various expenses.
F: A Class Pledge Paddle as well as an Individual Pledge Paddle must be completed and presented to the Active Members of the Alpha Omicron Chapter by the time of activation. Membership Candidates may also complete a Membership Candidate Signature Book, which includes information on all Active Members and advisors. The Second Vice-President has the discretion, with the advice of the Executive Committee, to add any other special projects.
G: At the end of the MC process, the second vice president will present quiz grades, paddles, and proof of other requirements completion to the active members. An offer of membership is contingent upon the Membership Candidates’ ability to meet financial, scholarship, and leadership requirements. If an active member deems that a membership candidate is unsatisfactory for activation based on her ability to become a contributing member of the chapter, she may present a motion to withdraw the offer of membership.
At any point during the Membership Candidate education program, the Alpha Omicron Chapter may withdraw the offer of membership by an eighty-five percent [85%] vote of the Active Members. Members may abstain from voting if they have not met the membership candidate at least three times. When a Membership Candidate’s offer of membership is withdrawn by an eighty-five percent [85%] of the vote, that individual shall not be proposed again for a period of four [4] months from the date of elimination.
Article V
Officers
Section 1. Election - Executive Officer elections will be held in late mid-April or before Activation of Membership Candidates into the Alpha Omicron Chapter. All committee chair elections will be held the meeting following officer elections. New officers will assume their duties at the Graduating Members Ceremony or at the Retiring Officers Ceremony, whichever comes first.
A: A nominating committee, also known as the Executive Committee, will compile a slate of and present it to the Chapter at least one [1] week prior to elections. Officer nomination forms will be available to members and must be turned in two [2] weeks prior to the elections. Exception: On the night of elections, nominations may be made from the floor if there are no candidates or an uncontested race for any office.
B: A brief introduction by the nominee will be given, before voting begins. Before voting begins, nominees will be asked to leave the room. Active members will then have the opportunity to discuss nominees before voting.
C: A majority vote (defined as more than fifty percent [50%] of the voting membership plus one), by written ballot, is required for each officer’s election. A runoff will be required between the top two candidates if no one candidate receives a majority vote. The individual who does not win the election will have the option to drop down and run in the next officer election (i.e. If an individual is not chosen as the President, they will then have the option to drop down into the election for First Vice-President.).
D: The standing President and any advisor present will count the votes, unless the standing President is in the election, then only the advisor will count the votes.
E: Before nominees return, the winner of the election will be revealed to the chapter in case of confusion or miscommunication. If a member of the prevailing side wishes to conduct a revote, a motion may be made and the same voting procedure will be followed.
E: Each officer is elected for a one [1] year term. Officers are expected to complete their annual report upon leaving office. Special elections will be held to fill vacancies as needed.
Section 2. Qualifications - To become and stay an elected Executive Officer or Committee Officer in the Alpha Omicron Chapter, a member must be enrolled full time at The University of Georgia, and be in good standing, as heretofore defined.
In order to run for an Executive Office, members must have been in the sorority for one year prior to election. A record of active participation in chapter meetings and activities is also required for members that run for all elected officers, as well as being in good standing with the Standards Chairman and Treasurer. If, after nomination or election, any officer temporarily or permanently ceases to be a member in good standing or is placed on probation by the university or becomes in arrears for more than sixty [60] days for any chapter liability of any kind whatsoever, such officer shall be automatically disqualified. A successor shall be immediately elected or appointed to fill the vacancy thereby created.
Section 3. Officer Positions -
A: The Alpha Omicron Chapter Executive Committee shall consist of the following elective and required chapter officers: President, First Vice President, Second Vice President, Secretary, Treasurer, Rush Chairman, and the Standards Chairman.
B: The elective and required officers of the Alpha Omicron Chapter are: Ag. Hill Representatives, Alumni/Public Relations Chairman, Chaplain, Fundraising Chairman, Historian, Parliamentarian, Philanthropy Chairman, Professional Development Chairman, Scholarship Chairman, Social Chairman, T-Shirt Chair, Webmaster, Homecoming Chairman, Ag in the Classroom Chairman, and Ag Day at Tate Chairman.
Section 4. Officer Duties - The duties of the elected officers are as follows:
A: President - The President shall be the Executive head of the Chapter and shall have the following duties and powers:
1. To preside over all meetings using parliamentary procedure
2. To create an agenda before each meeting
3. To call special meetings in accordance with the Bylaws of This Chapter
4. To see that the officers of the chapter discharge their duties impartially, accurately, faithfully, and promptly
5. To compile all information from the other executive committee members for the National Report
6. To serve as a National Board contact person
7. To enforce the strict observance of the Laws of this Sorority
8. To appoint such committees / committee chairs provided for in the Bylaws of this Chapter
9. To maintain the Alpha Omicron Chapter Guidebook and supplies
10. To sign all certificates of membership for members initiated by this Chapter while in office.
11. To obtain members’ grades from the Office of Academic Affairs at the end of each semester to submit in the scholarship report to the National Board.
* Additional responsibilities can be found in the Officer Handbook
B: First Vice President - The First Vice President shall have the following duties and powers:
1. To assist the President in the performance of her duties
2. To succeed to the duties and powers of the President in the temporary absence or disability of the latter
3. To be responsible for all appointed committees and meet regularly with committee chairs
4. To compile committee reports from committee chairmen for the National Report.
* Additional responsibilities can be found in the Officer Handbook
C: Second Vice President - The Second Vice President shall have the following duties and powers:
1. To be responsible for the Membership Candidate Education Program
2. To administer the Activation Examinations to Membership Candidates
3. To submit reports of Membership Candidate activities during the Alpha Omicron Chapter meetings.
* Additional responsibilities can be found in the Officer Handbook
D: Secretary - The Secretary shall have the following duties and powers:
1. To record the minutes of all meetings of the Alpha Omicron Chapter and to email the minutes to members before the next Chapter meeting
2. To add all official communications into the minutes of the Alpha Omicron Chapter
3. To maintain an accurate membership list of all active members
4. To maintain a record of minutes from previous meetings in a format that is accessible to all chapter members
5. To promptly file membership reports and minutes to the President for National Reports.
* Additional responsibilities can be found in the Officer Handbook
E: Treasurer - The Treasurer shall have the following duties and powers:
1. To receive and expend, upon duly authorized orders, all monies of the Chapter
2. To keep an accurate account of the receipts and expenditures of the Chapter in a standard accounting system
3. To forward such reports, as may be required by the National Board, without unreasonable delay
4. To prepare a term and annual budget
5. To submit all financial information to the President for the National Report
6. To submit all reports of finances during all Chapter meetings
7. To pay all monies due to the National Board timely.
* Additional responsibilities can be found in the Officer Handbook
F: Rush Chairman - The Rush Chairman shall be responsible for all activities involving the recruitment of new members into the Alpha Omicron Chapter with the following duties and powers:
1. To promote Rush Period
2. To maintain a database of prospective members with pertinent information
3. To organize and schedule Rush events
4. To assemble Bid Letters to be given to pledges
5. To be responsible for all ceremonies throughout their term starting with the Spring Graduating Members Ceremony or Retiring Officers Ceremony, whichever comes first.
6. To establish the Big Sis / Little Sis program in conjunction with the Second Vice President.
* Additional responsibilities can be found in the Officer Handbook
G: Standards Chairman - The Standards Chairman shall have the following duties and powers:
1. To keep accurate documentation of attendance at all Alpha Omicron Chapter meetings and functions
2. To issue written and oral notices of the need of a member to meet with the Executive Committee and to maintain a record of all such notices
3. To maintain a record of all reprimands decided and carried out by the Executive Committee
4. To compile a list of all fines and reprimands and submit list to Executive Committee at weekly meetings
5. To collect fines as paid in conjunction with the Treasurer
6. To compile risk management signatures to submit to the president for the National Report.
7. To be responsible for reviewing any incidences that have occurred in the past years and determine, with a committee, if changes need to be made to the Risk Management Policy, Article X, Section 1, of these Bylaws.
8. To be responsible for following the correct procedure, according to the Risk Management Policy, if any such incident occurs.
9. To compile a written report of any incidences for the National Report and submit it to the President.
* Additional responsibilities can be found in the Officer Handbook
H: Ag Day at Tate: The Ag Day at Tate chairman shall have the following duties and responsibilities:
1. To plan and implement an agricultural awareness day for the University of Georgia
2. To coordinate exhibitors for the agricultural awareness event.
3. To compile a list of exhibitor contact information for future reference.
4. To provide a committee report at chapter meetings
5. To compile an agricultural awareness report with the Ag in the Classroom chairmen to submit to the Vice President for the National report.
I: Ag in the Classroom: The Ag in the Classroom Chairman shall have the following duties and responsibilities.
1. To manage the Farm Safety Camp checking account.
2. To spread agriculture awareness to K-12 students through events and activities
3. Develop relationships with local schools
4. To plan and implement an agricultural awareness day for a local elementary school.
5. To provide a committee report at chapter meetings
6. To compile an agricultural awareness report with Ag Day at Tate chairmen to submit to the Vice President for the National report.
J: Ag Hill Representatives - The Ag Hill Representatives shall have the following duties and responsibilities:
1. To attend all Ag Hill meetings and report Sigma Alpha activities for the upcoming month
2. To report back to the Alpha Omicron Chapter any pertinent information that was discussed at the Ag Hill meeting
3. To be responsible in finding a replacement for the Ag Hill meeting, if the individual is unable to attend.
K: Alumni/Public Relations Chairman - The Alumni/Public Relations Chairman shall have the following duties and responsibilities:
1. To be responsible for getting Active Members status changed to Alumni Membership Status or Early Alumni Membership Status with the National Board
2. To maintain contact with all members who are now Alumni Members or Early Alumni Members and inform them of all upcoming events and activities within the Alpha Omicron Chapter
3. To be responsible for the Alumni Weekend Picnic, in conjunction with the Social Chairman
4. To be responsible for any and all press releases for the Alpha Omicron Chapter of Sigma Alpha. Such press releases include, but are not restricted to The Sigma Alpha National Newsletter, The Ag Hill Topper, and The Red & Black.
5. To be responsible for advertising upcoming events as requested per committee chair.
* Additional responsibilities can be found in the Officer Handbook
L: Chaplain - The Chaplain shall have the following duties and responsibilities:
1. To be responsible for the Devotional before each meeting.
2. To be responsible for compiling prayer requests prior to the end of each meeting
3. Lead the chapter in prayer when deemed appropriate at meetings or events.
M: Fundraising Chairman - The Fundraising Chairman shall have the following duties and responsibilities:
1. To plan and oversee all fundraising projects conducted by the Chapter
2. To present reports on all fundraising projects to the First Vice President to be included with the National Report
3. To provide reports of fundraising events during Chapter meetings
* Additional responsibilities can be found in the Officer Handbook
N: Historian - The Historian shall have the following duties and responsibilities:
1. To keep a historical record of the Chapter and of the entire membership of the Chapter
2. To send all historical information to the National Board as requested
3. To maintain the Alpha Omicron Chapter scrapbook
* Additional responsibilities can be found in the Officer Handbook
O: Homecoming -The homecoming chairman shall have the following duties and responsibilities during the fall semester:
1. To be the liaison between the University Union and the chapter regarding Homecoming week
2. To coordinate the chapter’s participation in Homecoming events
3. To provide a committee report at chapter meetings
P: Parliamentarian - The Parliamentarian shall have the following duties and responsibilities:
1. To help the President in running the meetings by Robert’s Rules of Order
2. To aid Active Members during Chapter meetings to go by Robert’s Rules of Order
Q: Philanthropy Chairman - The Philanthropy Chairman shall have the following duties and responsibilities:
1. To plan and oversee all service projects conducted by the Chapter
2. To present reports on all service projects to the First Vice President to be included in the National Report
3. To provide reports of service activities during Chapter meetings
* Additional responsibilities can be found in the Officer Handbook
R: Professional Development Chairman - The Professional Development Chairman shall have the following duties and responsibilities:
1. To plan and oversee all guest speakers and professional events
2. To compile a written report of guest speakers and professional events for the National Report and submit it to the First Vice President
3. To provide reports of professional activities during all pertinent Chapter meetings
* Additional responsibilities can be found in the Officer Handbook
S: Scholarship Chairman - The Scholarship Chairman shall have the following duties and responsibilities:
1. To promote and enhance scholastic achievement
2. To implement programs to improve and reward scholastic achievement
3. To coordinate the Sigma Alpha Scholarship
4. To distribute and submit all applications for the National Scholarship Award
5. To maintain a test bank that makes previous years tests available to members. Chair should keep originals in a separate file and maintain files
6. To coordinate study hours for those who are in poor academic standing.
* Additional responsibilities can be found in the Officer Handbook
T: Social Chairman - The Social Chairman shall have the following duties and responsibilities:
1. To plan and oversee all Chapter social functions
2. To compile a report of all social activities for the National Report and submit this to the First Vice President
3. To provide a social committee report at all Chapter meetings
* Additional responsibilities can be found in the Officer Handbook
U: T-Shirt Chairman – The T-shirt chairman shall have the following duties and responsibilities:
1. To work as a liaison between the chapter and T-Shirt Designers for all T-Shirts.
2. To present T-Shirt design options to the chapter before ordering either at a chapter meeting or by sending them to the listserv.
3. To order, pick up, and distribute T-Shirts in an organized and timely fashion.
4. To ensure that Sigma Alpha letters do not appear on merchandise available to those who are not an active or alumni member.
V: Webmaster – The webmaster shall have the following duties and responsibilities:
1. Receive training on website creation software
2. To update the website on a weekly basis
3. To post pictures, important dates, and contact information
* Additional responsibilities can be found in the Officer Handbook
Section 5. Impeachment of Chapter Officers and Elected Committee Chairs
A: If one-third [1/3] of the Executive Committee members feel that an elected officer/chair should be removed from office, they shall submit the motion to the Chapter at the next general meeting. This motion will include all of the charges against the member.
B: A favorable majority vote, as heretofore defined, on the motion will be necessary to determine a date for the recall proceedings, This recall meeting will not occur sooner than fourteen [14] days nor more than twenty-one [21] days from the date of the impeachment motion. This recall meeting will not take place during the time of a regularly scheduled Chapter meeting; a special meeting must be called.
C: The President will appoint another member to perform the duties of the officer/chair in question until the outcome is determined. Should the President be the officer in question, the First Vice President shall assume the duties of the President.
D: Chapter members voting to recall an elected officer/chair must do so with a two-thirds [2/3] favorable vote for the recall to be effective. A special election shall be held within seven [7] days to fill the unexpired portion of the term of office.
Article VI
Finances
Section 1. Checking Account - The Alpha Omicron Chapter shall maintain its checking account in the bank of choice, once established:
A: In order for purchases to be reimbursed, members must have an approved voucher to be submitted to the Treasurer. Vouchers need to be signed prior to purchase to avoid confusion. Certain purchases may be subject to Executive Committee’s approval.
B: When a check amount exceeds two hundred fifty dollars [$250], the check must be signed by the Treasurer and the President. This excludes checks written for National Dues and Activation Fees. A receipt must be turned in to the Treasurer with each purchase.
C: Purchases over three hundred dollars [$300] must be approved by the Executive Committee. It is the responsibility of the person seeking a check to submit a check request form into the Treasurer two [2] weeks prior to the date that the check is needed. The Treasurer will then have it approved at the next Executive Committee meeting.
D: The Alpha Omicron Chapter is not responsible for purchases not previously authorized by the Chapter.
E: A return fee of ten dollars [$10] will be imposed for a returned check if it is the first offense. A return fee of ten dollars [$10] plus ten percent [10%] of the unpaid fee will be imposed for any returned checks after the first offense.
Section 2. Initiation Fee - The National and Chapter Initiation Fees for Membership Candidates and National Initiation Fees for Associate Members are set forth as follows and are due two [2] weeks prior to Activation.
A: A national initiation fee of seventy dollars [$70.00] (which includes a Membership Certificate) and a thirty dollars [$30.00] Chapter Initiation Fee, for a
total of one hundred dollars [$100] per Membership Candidate is due before Activation.
B: Fifteen dollars [$15] per Associate Member Initiate;
C: The National Board will assess a late fee of five dollars [$5] per week for unpaid Initiation fees. This fee is assessed from the date of Activation for each individual that was activated.
Section 3. Dues - Each Active, Inactive, and Membership Candidate member pays National Dues. The Alpha Omicron Chapter may, at the discretion of the Executive Committee, forgive the dues of any of its members for good cause or work out a payment plan with the member and the Treasurer.
A: National Dues - sixty-dollar [$60] dues plus a ten-dollar [$10] insurance fee per year, is due to the National Treasurer by September 30th of each academic year. Failure to remit such dues to the National Treasurer will result in a late charge imposed by the National Board of five dollars [$5] per week after September 30th. A payment can be worked out with the Treasurer. * Note: In the case of an Inactive Member, the Inactive Members National dues are due to the Chapter Treasurer at least two [2] weeks prior to September 30th.
B: Chapter Dues
1. Chapter dues are due to the Chapter Treasurer by the second Chapter meeting of the semester. The penalty for late dues (unless in the case of an installment plan previously set up between the Treasurer and the member, with the approval of the Executive Committee) will be ten percent [10%] of the unpaid amount per week.
2. Chapter dues for members activated in the Fall of 2009 and every class thereafter are $200.00. This amount includes National Dues.
Section 4. Fines - Fines will be assessed for missed meetings and mandatory activities, as stated in Article VII, Section 5 of these Bylaws. These fines are payable to the Standards Chairman by the end of the month that the fines were incurred. Unpaid fines will result in the member not being able to participate in social activities. In addition any missed mandatory events will result in the usual fines while not in good standing with the Standards Chairman.
Section 5. Penalties - All fines incurred during a semester shall be paid no later than the first meeting of the following semester. Failure to do so will result in further discipline of the individual as stated in Article XI of these Bylaws.
Article VII
Meetings and Major Functions
Section 1. Chapter Meetings -The Alpha Omicron Chapter shall meet at least once a week during the academic year, at a time and place determined by the Executive Committee, unless the University closes on a day of a regularly scheduled meeting. The meeting time and place will be announced no later than one [1] week prior to the meeting.
A. All meetings are to be conducted in accordance with the latest edition of Robert’s Rules of Order.
B. For the transaction of business at all meetings, a majority, as heretofore defined, must be present.
C. Refer to Article VII, Section 5 for an explanation of attendance policies and reprimands.
Section 2. Chapter Executive Committee Meetings - The Executive Committee shall meet prior to each chapter meeting, at a place and time in which the President determines.
Section 3. Membership Candidate Chapter Meetings - Membership Candidates shall meet weekly with the Second Vice President, at a place and time determined by the Second Vice President.
A. In order to be granted an excused absence from a Membership Candidate Chapter Meeting, the Membership Candidate must notify the Second Vice President, in writing, at least twenty-four [24] hours prior to the meeting. Work is not a valid excuse for missing a meeting; refer to Article VII, Section 5 for acceptable and unacceptable excuses. In the event of sickness, notice can be given by noon of the day of the Chapter Meeting. The Second Vice President has the right to accept or reject the excuse.
B. In the event of an absence to a Membership Candidate Chapter meeting, a dollar [$5] fine will be assessed; the Second Vice President will determine valid or invalid excuses. In the event that a Membership Candidate is tardy to two [2] meetings, an absence fine of five [5] dollars will be assessed. A tardy is defined as entering a Membership Candidate Chapter meeting ten [10] minutes after the meeting has started.
Section 4. Major Functions :
A. Major functions are defined as: Rush Functions, Professional Events, Philanthropy Projects, Ceremonies (Membership Candidate Pinning, Activation, Graduating Member Ceremony), Fundraisers, and Social Events.
B. Refer to Article VII, Section 5 for an explanation of attendance policies and reprimands.
Section 5. Attendance - Attendance requirements for all Alpha Omicron Chapter functions are set as follows:
A. Chapter Meetings
1. Members are required to attend seventy-five percent [75%] of all scheduled meetings (Ex. If there are fifteen [15] meetings per semester, the member must attend eleven [11] meetings to stay a member in good standing.)
2. After an Active Member has been absent two [2] regular meetings in one semester, any other excused absence will result in a ten-dollar [$10] fine. Any unexcused absences will result in a fifteen-dollar [$15] fine.
3. Three [3] tardies shall be equal to one [1] absence. Tardies will include
arriving to meetings five [5] minutes late and/or leaving before being at the meeting for forty five [45] minutes or until the meeting is over.
B. Mandatory Activities - Mandatory Activities shall be considered as Rush Functions, Professional Events, Philanthropy Projects, Fundraisers, Ceremonies, and Social Events, of which members have been given at least two [2] weeks prior notice. The Standards Chair will accept a limited number of excuses (Ten percent [10%] of the Sororities’ total membership) for each event in order to ensure acceptable attendance.
1. Members are required to attend at least half [½] of the time the event is scheduled for (Ex. If an event is schedules to last for two [2] hours, the member must remain at the activity for a minimum of one [1] hour)
2. After an Active Member has been absent or fails to participate in one mandatory activity, a twenty-five dollar [$25] fine will be assessed for the next mandatory activity that is missed.
3. Rush Activities and all Ceremonies are Mandatory and full attendance is required, as well as set up and clean up. There will be a twenty-five dollar [$25] assessed for each Rush Activity and Ceremony that is missed.
C. Excuses - The following reasons are the only acceptable excuses for absences:
1. Sickness (A doctor’s excuse may be requested.)
2. School (A schedule or signed note from professor/TA is required for validation)
3. Extreme Emergencies (Validation may be required.)
Article VIII
Advisors
Section 1. Advisory Board - The advisory board will consists of one [1] or more individuals, of which one [1] must be a University of Georgia faculty or staff member.
Section 2. Term - Chapter advisors will serve on a volunteer basis.
Section 3. Duties - The Chapter Advisor(s) shall serve in an advisory capacity to the officers of the Chapter. The Chapter Advisor(s) shall have such other duties and powers as may be delegated by the National Board or as may be prescribed in the Bylaws of this Sorority.
Article IX
Awards
Section 1. Awards - The following awards will be given each semester.
A. Baby Bull Award
1. The Baby Bull Award is presented to the Active Chapter Member who has participated the most over the preceding semester; actively participating in Chapter meetings, Philanthropy Projects, Fundraisers, and all other Activities such as Rush Functions and Socials.
2. This member is voted on by the other Active Members, in a secret ballot vote, which are counted by an advisor.
B. Leadership Award
1. The Leadership Award is presented to the Active Chapter Member who has led by example, gone over and above the call of duty, and taken an active role in promoting the objective of Sigma Alpha.
2. This member is voted on by the other Active Members, in a secret ballot vote, which are counted by an advisor.
C. Sisterhood Award
1. The Sisterhood Award is presented to the Active Chapter Member who best promotes fellowship and cooperation among all members, and exemplifies the qualities of an ideal sister.
2. This member is voted on by the other Active Members, in a secret ballot vote, which are counted by an advisor.
D. Membership Candidate of the Semester
1. This award is given to the pledge who is involved the most with their pledge class, giving advice and helping to plan activities.
2. This Membership Candidate is voted on by the other Membership Candidates in a secret ballot vote, which are counted by the Second Vice President.
E. Outstanding Alumni Award
1. The Outstanding Alumni Award is presented to the Alumni member who has participated and supported the active chapter the most during the given semester.
2. This award will be voted on by the active sisters when deemed appropriate. Nominations will be taken from the floor, and all alumni present will be asked to leave the chapter room.
Article X
Risk Management
Section 1. Risk Management Policy - The Risk Management Policy of the University of Georgia Sigma Alpha Sorority includes the provisions that follow and shall apply to all levels of Sorority membership unless a new risk management policy is drafted.
A. A specific policy change must be approved by a two-thirds [2/3] vote of the active members of the Sorority.
B. All policies must conform to all local, state, and federal laws.
C. The specific policies must be in compliance with the University System and should be supported by the Chapter’s Liability Insurance Policy.
D. No policies of the Risk Management Policy/Plan should be in conflict with the National Policies of Sigma Alpha.
Section 2. Risk Management Policy Education - The Sorority shall annually instruct its Active Members and Alumni in the Risk Management Policies of the Chapter. Additionally, all Active Members and Alumni shall receive a copy of the Risk Management Policy at that time. Membership Candidates should be educated on the Risk Management Policies during their Membership Candidate Education Program; at that time they shall receive a copy of the Risk Management Policy. All Active Members and Membership Candidates are required to sign a contract, on a yearly basis stating that they have reviewed and understood the policies of the Alpha Omicron Chapter, concerning risks.
Section 3. Activity Risk Form - All Officers/Chairmen wishing to have a program, activity, or event must fill out an Activity Risk Form and turn it into the Executive Committee at least one [1] month prior to the event.
Article XI
Discipline of Individual Members
Section 1. Types of Offences and Penalties - Any member who commits any of the following shall be subject to fines, reprimands, probation, suspension, or deactivation, at the request of the Executive Committee and/or the Standards Committee. Members in question shall be informed first before any mention of reprimand, probation, suspension, or deactivation is made to the Chapter.
A. Violates the oath of allegiance to Sigma Alpha
B: Breaks the Laws of this Sorority or any Chapter with which the member is affiliated
C: Who acts in a manner unbecoming of a member of this Sorority
1. Members may not drink alcoholic beverages or use illegal substances while wearing Sigma Alpha letters or at any Sigma Alpha event.
2. Members must present themselves professionally at all times, especially when wearing Sigma Alpha letters or attending Sigma Alpha functions. This includes not only behavior, but also personal grooming and appropriate dress.
D. Who engages in, participates in, consents to, aids or abets in any act or acts of disloyalty or conduct
E. Who is delinquent for any sum of money past due or who fails to discharge financial obligations to the Chapter with which affiliated or the National Board F. Who fails to uphold membership requirements
G. Who does anything or causes anything to be done that is prejudicial to the best interest of this Sorority or any of its’ Chapters.
Section 2. Definitions of Penalties
A. Fine - A sum of money, not to exceed one hundred dollars [$100], charged to the member as a penalty.
B. Reprimand - A reprisal given in the form of a formal censure intended to correct a fault. The reprimand shall be given orally and in writing to the member being reprimanded.
C. Probation - A period of time, not to exceed six [6] months or one [1] semester, during which the member must meet certain specific obligations or requirements determined by the Chapter or National Board. This penalty is designed to correct faults or encourage improved participation. The member maintains membership in the Sorority, continuing as a participating member and is allowed to attend Sorority functions during the period of probation.
D. Suspension - Temporary removal, for a period not to exceed six [6] months or one [1] semester, of the member from office and all privileges. The member is no longer recognized as a participating member and is not allowed to attend any Sorority function, however, membership in the Sorority is maintained.
E. Deactivation - The member in question is no longer a member of Sigma Alpha. The member’s name is removed from all Sorority records and the Dean of the College of Agriculture and Environmental Sciences, the Dean of the Warnell School of Forest Resources, the Dean of the College of Family and Consumer Sciences, the Dean of the College of Education, the Dean of Student Affairs, and the Registrar of the school are notified, if applicable.
Section 3. Deactivation - A member can only be deactivated by a vote of the National Board. Members of Sigma Alpha are subject to discipline for the occurrence of any of the acts set forth in Article IX, Section 1 of the National Constitution and Bylaws.
A. Types of Deactivation
1. Chapter Requested Deactivation Once a Chapter has determined that all of the other forms of disciplinary actions have failed, under the Chapter’s own local rules, they may decide to request that a member is deactivated. The request for deactivation is then made to the National Board. (It is important to remember that until the National Board has acted to approve the deactivation, regardless of the steps the Chapter has taken, the sister in question is still a member of the Sorority.) A request to deactivate must be made to the National Board on the required form. In order to obtain the deactivation form, the Chapter President advises their Chapter Contact of the number of forms needed. In order to be complete, the deactivation forms must have all required signatures and explanations, as well as a brief explanation of the reason(s) for the request and information regarding the location of any pins, badges, and membership certificates. Once completed, the forms are then forwarded on to the National Board President. A certified letter must be sent to the individual in question letting them know about the Deactivation Proceedings that they are facing and requesting all articles with Sigma Alpha or Sigma Alpha Letters on them, including: Pins, Paddles, Membership Certificates, Necklaces, and T-Shirts. Once the local Chapter retrieves all articles, certificates must be forwarded onto the National Board, while all other items may either be sent to the National Board or retained by the Chapter. Deactivation requests must be forwarded promptly to the National Board for action at an upcoming Board meeting. A deactivation requires a three-forth [¾] vote of the National Board. If the National Board votes to deactivate the individual, the Chapter and the member are notified. As of the date of the National Board action, the individual is no longer a member of the Sorority.
If the member is not officially deactivated prior to August 1st, she will still be required to pay National Dues.
2. Member Requested Deactivation - There are times when a member of Sigma Alpha determines that her personal or professional objectives are no longer consistent with the ideals of the Sorority. In such instances, that member may be deactivated. If the member so desires, she should request that the Chapter President obtain the deactivation form. When a member is requesting the deactivation, the form must still be fully completed and must include a narrative from the member setting forth the reasons for the requested deactivation. Once the National Board receives the form, the same procedure is followed. Once the deactivation has been approved, the individual ceases to be a member of the Sorority.
3. Automatic Deactivation - According to the National Constitution and Bylaws, should a member of this Sorority become a member of a social or general sorority or fraternity, the individual shall be automatically deactivated. However, the paperwork as outlined above must be submitted.
Section 4. Powers of the Chapter - The Alpha Omicron Chapter shall have the power to impose any of the penalties heretofore mentioned, with the exception of deactivation, upon any member of its own body who commits any offense herein mentioned.
Section 5. Vote Required to Execute Disciplinary Action
A. A majority vote, as heretofore defined, of all members of the Exec Committee is required to issue a fine or reprimand. This decision may be appealed within seven [7] days of notification.
B. Upon recommendation from the Executive Committee, a majority vote, as heretofore defined, of all members in good standing shall be required to place on probation or to suspend any member of the Chapter. The member in question should be present or notified of the action taking place. The member in question shall not vote.
Section 6. Appeal - The member in question may appeal to the National Board within three [3] months from the date of action as specified in Article IX, Section 8 of the National Bylaws.
Article XII
Bylaws
Section 1. Bylaw Changes - These Bylaws may be amended or suspended in whole or in part, by a three-fourths [¾] vote of the active members of the Alpha Omicron Chapter. Changes should be submitted to the Chapter Executive Committee three [3] weeks prior to the meeting where the vote will take place. However, to amend Article XII, Section 1, entitled Bylaw Changes, a ninety percent [90%] vote shall be required.
Section 2. Emergency Powers - To enable this sorority to act promptly in an emergency, and in order that the best interest of this sorority may be served, special and emergency powers are hereby granted to the Executive Committee to make such temporary amendments to this Bylaws. Consent of the Executive Committee, with no more than one dissenting vote, shall be required to adopt such emergency amendments, and these emergency amendments shall remain in effect only until the next meeting of the Chapter at which time they shall be voted on for approval or removal.
Section 3. National Board Approval - Bylaws and their amendments must be submitted to the National Board for approval.
Andrea Gonzalez___________________ Chapter President
March 16, 2010____________________ Revised Date
________________________________ National Board Approval
________________________________ Date of Approval
Bylaws