Alpha Phi Omega
This chapter shall be conducted as a service fraternity under the policies, principles and provisions set forth in the National Articles of Incorporation and the National Bylaws of Alpha Phi Omega.
Contact: Matthew Rickert '18
In the spirit of H. Roe Bartle and the founding members of Alpha Phi Omega, the Alpha Beta Tau chapter of Alpha Phi Omega hereby proclaims its commitment to the Fraternity, campus, community, and nation. This chapter commits itself to a high sense of honor, to a high sense of respect, and to a high sense of integrity. It is our belief that all should be better off for knowing and interacting with the Brothers of Alpha Phi Omega. The laws enumerated below will act as the bylaws of the Alpha Beta Tau Chapter of Alpha Phi Omega and will govern the proceedings of the chapter in order to ensure that we remain committed to our cause. We as the Brothers will foster a community of friendship, leadership, and service.
Alpha Phi Omega
Alpha Beta Tau Chapter
Washington and Lee University
March 19, 2015
Article I: Name
The name of this organization is the Alpha Beta Tau Chapter of Alpha Phi Omega.
Article II: Policies
This chapter shall be conducted as a service fraternity under the policies, principles and provisions set forth in the National Articles of Incorporation and the National Bylaws of Alpha Phi Omega. This chapter will also adhere to the University policies, the Constitution and laws of the United States of America, the Commonwealth of Virginia, and the city of Lexington.
Article III: Membership
Section 1: Open Membership
Membership in this Chapter of Alpha Phi Omega shall be open to all Washington and Lee University students regardless of their race, ethnicity, religion, age, national origin, handicap, veteran status, political beliefs, gender, sexual orientation, course of study, other fraternal affiliation or any other aspect of their person that could be used in a discriminatory fashion.
Section 2: Rush
All persons attending open rush or who have informed the Alpha Beta Tau Chapter of their intent to rush Alpha Phi Omega will be considered rushees. Barring unforeseen circumstances, questions and voting regarding rushees will take place at closed rush. In order to achieve Alpha status, a rushee must receive a vote of approval by three fifths (⅗) of the active Brothers who are present at the time of the closed rush. An invitation for Alphaship will be delivered to the prospective Alpha the following day. Active members are required to attend two open rush events for two hours total, closed rush, and one open service event during Rush Week each semester.
Section III: Alphaship
Alphaship in the Alpha Beta Tau Chapter shall be open to all students enrolled at Washington and Lee University, where this chapter is located. Alphas are selected to participate in a period of preparation and training in the ideals and purposes of Alpha Phi Omega. The Alpha ceremony shall be conducted according to the official ritual of the Fraternity. This chapter shall determine the content and duration of the Alpha period based on the Articles of Incorporation, the National Bylaws, the operating policies of the National Fraternity, and the policies and guidelines of Washington and Lee University. The duration of Alphaship shall be no less than six weeks and no more than ten weeks.
The following requirements must be fulfilled by each Alpha during the Alphaship period:
1. First semester freshmen must turn in midterm grades to the Advisory Chair. The Alpha must have a minimum GPA of 2.0 to continue the Alphaship process. The Advisory Chair will report the individual's' eligibility to continue to the Education Vice President prior to midterm interviews.
2. Each Alpha is required to do twelve (12) service hours by midterm evaluation and a minimum of twenty-five (25) hours during the entire Alphaship process.
3. Alpha dues, determined according to national and chapter dues, shall be paid within the allotted time. If an Alpha is terminated for any reason within the four weeks of pledging, 50% of the total Alpha dues paid by that Alpha will be refunded. If for any reason, Alphaship is terminated after the first four weeks of the Alphaship process, there will be no refund of dues already paid.
4. A midterm Alpha evaluation will be given based on the Alpha requirements and whether the Alpha has exemplified the cardinal principles of Alpha Phi Omega. A three-fourth (¾) affirmative vote of the active members present at the evaluation will allow an individual Alpha to continue on with the Alpha process.
5. A final Alpha evaluation based on the Alpha requirements and whether the Alpha has exemplified the three cardinal principles of Alpha Phi Omega shall be taken at the end of the Alpha period. A three-fourths (¾) affirmative vote of the active members present at the evaluation is needed for each individual Alpha to continue the Alpha process.
6. Must have the signatures of half the advisors by midterm evaluation.
7. Must have a quiz average of 75% and no quiz may be lower than 50%.
The following are Alpha class requirements:
1. Must organize and carry out two (2) service projects for the Alpha class, to be done as a group.
2. Alphas must exemplify and have knowledge and understanding of the use of the three (3) cardinal principles.
3. Alphas must have a knowledge and understanding of the Chapter bylaws.
The following are guidelines for the Alpha process:
1. Demerits may be given by any member of the Executive Committee for not adhering to the following rules.
a. Failing to achieve above a 50% on any given quiz.
b. Betraying the trust of his or her fellow Alphas and the active brothers through an act of disrespect, cheating, or distributing secrets of Alpha Phi Omega.
c. Failing to attend a commitment previously made barring an excuse deemed acceptable by the Education Vice President.
d. Failing to pay dues or complete Alpha activities in the time given.
2. An Alpha will be terminated from the Alpha process if he or she is accrues three (3) demerits during the Alphaship process. A demerit may be removed if an Alpha records or commits to recording three (3) hours of service beyond the required amount. A maximum of 1 demerit may be removed.
3. When the Alpha class consists of three (3) people or fewer, the requirements for the Alpha class will be determined on a case by case basis by the active brothers.
Section IV: Active Membership
Active membership in this chapter shall be available to enrolled students at Washington and Lee University who accept and abide by the principles of Alpha Phi Omega and the Boy Scouts of America as embodied in the Scout Oath and Law, and those who have successfully completed the period of Alphaship. An affirmative vote of at least four-fifths (⅘) of the active members present at the final vote-in shall be needed to accept Alphas into active membership. Active members shall carry all rights and responsibilities of this chapter. Active members shall continue as long as the member remains in good standing, pays dues, accomplishes the minimum number of service hours set by the chapter per semester, does not become an inactive or associate member and continues enrollment at Washington and Lee University.
The rights of an active member are:
1. The right to vote.
2. The right to hold office.
3. The right to attend closed Alpha Phi Omega functions.
4. The right to have little Brothers.
5. The right to wear fraternity merchandise.
The responsibilities of an active member are:
1. To perform thirty (30) hours of service per semester.
2. To perform thirty-five (35) hours of service per semester if place on probationary status.
a. A schedule should be made by the probationary Brother in order to assure that the Brother is able to maintain active status
3. To actively participate in the weekly chapter meetings by bringing forth service ideas as well as group activities.
4. To fully pay dues each semester by the deadline specified by the treasurer.
5. To pay for lost Alpha Phi Omega pins.
Mandatory Attendance Policy: The membership committee believes that certain events are of significant importance and it is necessary for all members to attend. All active and associate members of this chapter of Alpha Phi Omega must participate in the following activities.
1. Club Fair
a. The Alpha Phi Omega table should be attended by at least one brother for the entirety of the Club Fair.
2. Open Rush
a. Must attend at least two events, one service and one social.
3. Closed Rush
4. Alpha Ritual
5. Alpha Ritual Social
a. Required thirty (30) minute attendance.
6. National Service Week and Youth Service Day.
7. Brotherhood Ceremonies
8. Brother Initiation
9. Committee Meetings
a. Of any that the Brother is a member of.
10. Brotherhood Meetings
a. everyone must attend, each unexcused absence results in one lost service hour.
Excused absences from any event include but are not limited to:
1. School events
2. Work, including work study
3. Family problems
5. Other circumstances approved by the Membership VP two weeks prior to the event, if possible.
6. The Membership VP must obtain an excused absence from the President.
7. Religious obligations
A persistence of unexcused absences shall have the Brother sent to the Alpha Phi Omega Judicial Board as stated in Article XXII
Section V: Associate Membership
This chapter may confer Associate Membership on an active member who finds it necessary to limit involvement in chapter affairs. A Brother must petition for associate membership by giving a letter of intent to the Membership VP within the first five (5) weeks of the semester.
Those rights of an associate member ate those prescribed in Section IV, with the following exceptions:
1. The right to vote.
2. The right to hold office.
3. The right to have little Brothers unless deemed necessary by the Education VP.
The responsibilities of an associate member are as follows:
1. To perform twenty (20) service hours per semester
2. To pay semi-annual dues ($55) each semester at a time designated by the Treasurer. To pay for lost or damaged Alpha Phi Omega pins.
3. To perform twenty-five (25) hours of service per semester if placed on probationary status.
Mandatory Attendance Policy: The membership policy regarding events of this chapter of Alpha Phi Omega with respect to associate members shall be as follows; an associate member must participate in the following events:
1. Closed Rush
2. Alpha Ritual
3. National Service Week and Youth Service Day
4. Brotherhood Ceremonies
5. Brother Initiation
6. Brotherhood Meetings
a. must attend one meeting per month, each unexcused absence results in one lost service hour.
Section VI: Inactive Membership
This chapter may confer Inactive Membership on an Active Member who finds it necessary to cease involvement in chapter affairs because of other commitments of time and effort. A Brother must petition for inactive membership by giving a letter of intent to the Membership Vice President. Inactive members are not permitted to attend chapter meetings or the right to wear letters that represent Alpha Beta Tau. If a member deems it necessary to become inactive after the first three weeks of a term, he or she must pay full dues for that term. An affirmative vote of at least three-fourths (¾) of all present members at a Brotherhood meeting is required for a member to go inactive. No member may go inactive if the Membership Vice President is not present. For an inactive member to become reactive, he or she must explain his or her reasons for wanting to become active at a regular chapter meeting. Finally, affirmative vote of at least three-fourths (¾) of the active members present at a regular meeting is required to become reactive. All inactive members who wish to become reactive must pay full dues for the term in which reactive status is granted. Those holding inactive status forfeit all rights and responsibilities of active members. A Brother must maintain active or associate Brother status during the final semester before graduation in order to obtain alumni status.
Section VII: Advisory Membership
This chapter may confer Advisory Membership upon Washington and Lee University faculty and staff, chapter alumni, and other persons with at least three (3) years post-collegiate (undergraduate) experience, to serve on its Advisory committee; they shall have all rights and privileges of Active Membership, except those of voting or holding office in the chapter other than the Chairman of the Advisory Committee. Advisory membership shall become effective with an affirmative vote of at least four-fifths (⅘) of the active members present at a regular meeting. Each advisor must be sworn in each year. Advisor membership must be re-evaluated each year in the fall.
In order to maintain advisory status in this chapter of Alpha Phi Omega, Advisors must attend at least one meeting per semester and one other mandatory Brotherhood event such as:
1. Club Fair
2. Open Rush
3. Rush Service Project and Social
4. Closed Rush
5. Alpha Ritual
6. National Service Week and Youth Service Day
7. Brotherhood Ceremonies
8. Brother Initiation
If an advisor of this chapter fails to meet these requirements, they will then be removed from the advisory committee of this chapter for the following semester at which time they may seek re-activation by vote of at least three-fourths (¾) of those present at a chapter meeting.
Section VIII: Honorary Membership
This chapter may confer Honorary Chapter Membership upon persons who have contributed significantly to the ideals and purposes of Alpha Phi Omega. Persons so honored have all the rights and privileges of Active Membership except those of voting or holding office. Honorary Chapter Membership may not be bestowed upon undergraduate students. The approval of a vote of at least three-fourths (¾) of this chapter's active members present at a regular chapter meeting shall be required for the conferring of Honorary Chapter Membership.
Section IX: Alumni Membership
Alumni Membership is conferred upon a Brother who graduates from school or leaves the school at any time. Alumni should contact the Brotherhood prior to attending a closed event. Alumni members have none of the rights or responsibilities of an active Brother except the right to attend closed functions.
Section X: Transferring Members
Any Brother of Alpha Phi Omega wishing to transfer into this chapter from another must complete a four (4) week transfer program that can be modified at the chapter's discretion. This program will be overseen by the Membership VP and will account for chapter history as well as other information the Chapter Executive Committee deems necessary for the transferring Brother to become an effective Brother in this chapter. At the end of the four (4) week program, a vote will be taken by all active members present at a meeting. An affirmative vote of three-fourths (¾) will be necessary for the transferring member to be voted into the chapter.
Section XI: Early Alumni Status
In the last semester of one's graduating senior year, an active Brother in good standing may petition for early alumni status. A written letter must be presented to the Membership VP no less than three (3) weeks into the semester. After the Membership VP reads the letter to the Brotherhood, discussion will follow and voting will take place. It must pass by a three-fourths (¾) vote. Exceptions to Early Alumni status would be given by discretion of the Brotherhood.
Article IV: Officers and their Election
Graduating seniors will review the qualifications necessary for each office and recommend to the chapter at least 14 days prior to the election a slate of candidates they judge to be the best person to fill each office. Nominations from the floor will also be taken one week prior to the election. This chapter shall elect officers at the third to last chapter meeting of the Winter Term. A majority vote of the returning active members present at a regular meeting shall be necessary to elect officers. The duties of each officer will be listed below.
1. To serve as the presiding officer at all regular and special chapter meetings and at meetings of the Executive Committee and to serve as a member of the Advisory Committee.
2. To see that the chapter is operated in conformity with the policies set forth in the National Bylaws, Standard Chapter Articles of Association, Chapter Bylaws, and the Policies of Washington and Lee University.
3. To oversee the function of all chapter officers and committees.
4. To ensure that there is proper communication within the chapter, with the Section Chair, with the National Office and with other chapters.
5. To perform such other duties as the office may require.
6. To approve chapter spending in conference with the Treasurer.
7. Must submit Annual Chapter Audit and H. Roe Bartle Award to Nationals by November fifteenth (15th) of every year.
8. Must submit completed CAPS forms from the Chapter Assessment and Planning Session to the National Office immediately after conference.
9. To register annually with the Washington and Lee Executive Committee and meet all other requirements of active clubs at Washington and Lee University.
Membership Vice President
1. To ensure the constant flow of new members into the chapter and maintain among membership the understanding of the need for continued recruitment of new membership.
2. To serve as Chair of the Membership Committee.
3. To ensure that there is proper communication between this chapter's Executive Committee and active members.
4. To inform members who are not making timely progress towards completion of the requirements and of their status.
5. To maintain contact will all inactive Brothers and Brothers on probation and report to this chapter's Executive Committee of their standing.
6. To perform all presidential functions in the absence of the President.
7. To carry out such other assignments as the President may prescribe.
8. To remind all members at vote-in that no hazing is allowed.
9. To submit Charter Re-affirmation when due to Nationals.
10. To edit Membership and Advisor list with the National Office.
11. To complete Chapter Officers list twice a year or when there is a change in the offices. These changes must be sent to the National Office October 1st or January 31st or when there is a change.
12. To submit a list of graduating seniors for fall and spring semester on June 1st.
13. To order awards, graduation cords, and stoles if applicable.
14. To report Distinguished Service Key (DSK) recipients to the National Office.
15. To transmit to the National Office within ten (10) days of the Alpha Initiation the Alpha fee and the Alpha application for each Alpha.
16. To transmit to the National Office within ten (10) days of the Active Initiation the initiation fee and the application for each new member.
17. To collect insurance information, license and registration of each driver.
Service Vice President
1. To oversee and plan, as necessary, service projects for the chapter.
2. To inform Brothers and Alphas of upcoming service projects.
3. To serve as Chair of the Service Committee.
4. To perform all presidential functions in the absence of both the President and the Membership VP.
5. To carry out such other assignments as the President may prescribe.
6. To inform the Membership VP of all members who are not making timely progress toward completion of the requirements of active status.
7. To keep communication open with a local scouting representative and others within the community.
8. To plan at least one project with a Scouting Organization per academic year.
9. To update first aid kits and collect emergency health information for each Brother.
Fellowship Vice President
1. To provide the chapter with activities which promote Brotherhood on a regular basis.
2. To carry out the planning of traditional chapter celebrations.
3. To serve as Chair of the Fellowship Committee.
4. To work with other Executive Committee officers when appropriate.
1. To receive all monies of the chapter and to keep an accurate record thereof.
2. To keep an accurate record of the payment made by each individual member either to the National Fraternity or to the Chapter and to give a written receipt or all such funds.
3. To make prompt payments of accounts by check.
4. To ensure members and advisors are periodically informed of the account balance.
5. To deposit funds in the chapter bank account.
6. To operate on a budget approved by the chapter.
7. To be diligent in the collection of initiation fees, dues and assessments.
8. To ensure that the chapter submits to the National Office its Annual Active Membership Dues by November 15th of every year.
9. To fill out Form 990 annually and submit this form to the U.S. Director of Internal Revenue in the district in which this chapter is located (if necessary).
10. To have the financial books of the chapter properly audited at the close of his or her term as treasurer. Verification of audit must be sent to the National Office by July 31st of every year.
11. To serve as Chair of the Fundraising Committee.
12. To plan and execute enough fundraisers to raise money in excess of the amount in the budget as approved in the fall of each year.
13. To determine a reasonable timetable for members to turn in dues each semester.
1. To keep strict and accurate records of chapter meetings and meetings of the Executive Committee.
2. To ensure all active members, associate members, and chapter advisors receive minutes of meetings weekly.
3. To inform all active members, associate members, and advisors of the time and place of chapter meetings.
4. To send thank-you notes as necessary.
5. To send greetings on holidays and special occasions to the advisors and friends of the chapter.
6. To issue a chapter directory once within the first two weeks of the semester to notify all active members, associate members, and advisors of any changes made.
7. To send sympathy cards to all families of deceased Alpha Beta Tau Brothers.
8. To send sympathy cards to all active Brothers in the event of a lost relative.
9. To send any other cards or notes as deemed necessary.
1. To maintain an accurate mailing list of all alumni of the chapter.
2. To share this list with the National Office each semester.
3. To act as a medium of contact between the alumni and chapter.
4. To promote suitable annual alumni activities on campus.
5. To issue an alumni newsletter twice each semester.
6. To serve as the Chair of the Alumni Committee.
7. Will become an active position Winter Term of 2017 or at such a time as this chapter has a graduating student eligible for Alumni status. Until such a time, this position will remain vacant and the duties shall be handled by the recording secretary if necessary.
Sergeant at Arms
1. To ensure that the constitution is applied and enforced regarding any actions or events related to this chapter, and to serve as a specialist regarding constitutional information.
2. To keep and maintain the ritual material, gavel, banner and other chapter properties.
3. To perform disciplinary and parliamentary procedures as are deemed necessary by the President.
4. To prepare, distribute, collect and count ballots at elections.
5. To maintain a record of those Brothers who have voting rights and ensure that this right is exercised properly.
6. To hold a position on the Alpha Phi Omega Judicial Board.
7. To send signatures of the President and Advisory Chair to the National Office by November 15th every year.
8. To submit a copy of the Bylaws to the University and the National Office when updated and necessary.
1. To chronicle the activities of the chapter by keeping a list of all chapter activities.
2. To maintain a scrapbook containing the above chronicle and pictures of chapter activities to be presented at the annual spring banquet.
3. To keep accurate records of the chapter's family trees.
4. To prepare a slideshow or PowerPoint presentation for various events throughout the school year, such as banquets and/or rush events.
Education Vice President
1. To participate in the planning of the rush service projects and social events.
2. To ensure that there is proper communication between the Brotherhood and the Alpha class.
3. To carry out such other assignments as the President may prescribe.
4. To give all Alphas an opportunity to learn the fundamentals of Alpha Phi Omega and to understand the purpose of the Fraternity before their initiation into active membership.
5. To have responsibility for the election of the Alpha class officers.
6. To ensure that all Alphas receive a copy of the Chapter Bylaws and ensure that they understand the general parliamentary procedure.
Public Relations Chair
1. To plan the chapter rush programs.
2. To give suitable publicity for all chapter events.
3. To ensure that the chapter is properly represented in all campus publications such as the yearbook, student newspapers, etc.
4. To promote the growth of community and campus awareness to the chapter.
5. To submit articles, photographs and other information for chapter promotion to the campus newspapers as well as the Torch and Trefoil.
6. To create a slideshow or presentation for rush events including chapter information.
Removal of an Officer:
An affirmative three-fourths (¾) vote of the active members present at a regular chapter meeting will be needed for the removal of an officer for the following reasons:
1. If he or she fails to complete the stated duties for his or her office as stated in the Bylaws.
2. If a Brother can give just cause for the removal of an officer.
Article V: Advisors
This chapter shall have an Advisory Committee consisting of the President of the Chapter, one or more Scouting Advisors, three or more advisors from the Washington and Lee University faculty or staff and any other advisors which it deems necessary. One of the Advisors shall be elected by the advisors as Chair of the Advisory Committee and shall be involved in Chapter Executive Committee decisions. An affirmative vote of at least three-fourths (¾) of the active members present at a regular meeting shall be needed to accept an advisor. An affirmative vote of at least three- fourths (¾) of the active members present at a regular meeting shall be necessary for the removal of an advisor for just cause, such as not performing his or her duties.
The duties of an Advisor are as follows:
1. To encourage the development of high fraternal and scholastic standards.
2. To assist the chapter in planning and carrying out a service program.
3. To attend chapter meetings as regularly as possible.
4. To serve as an advisor and counselor on chapter matters.
5. To assist the chapter in membership extension.
6. To maintain open lines of communication amongst themselves.
The duties of a Scouting Advisor are as follows:
1. To give counsel and advice to the chapter regarding its Scouting relationship.
2. To encourage high fraternal and Scouting standards.
3. To attend chapter meetings as needed.
4. To give assistance to the chapter in planning and carrying out projects which are in the interest of the Scouting movement and the community at large and to help give publicity to these projects.
Article VI: Meetings
There shall be a minimum of two chapter meetings per month throughout the academic year. The type of meeting shall be determined by the members. At least 60% of active Brothers must be present at a meeting to do business. A quorum at committee meetings shall consist of a majority of the members of the committee.
There is a standard time limit for debate or discussion of 20 minutes except for cases of:
1. Alpha Process
2. Bylaw Amendments
3. Questions of Membership
4. Removal of an Officer
Article VII: Initiation
All active members of this chapter shall be initiated according to the official ritual of the National Fraternity.
Article VIII: Probation
If an active or associate member does not obtain the minimum number of service hours set by the chapter per semester or accrues two unexcused absences, he or she will be sent to the Alpha Phi Omega Judicial Board and be placed on a one semester probationary period immediately upon notification by the Membership Vice President. During this period, the associate or active member on probation must obtain an additional 5 hours of service in comparison to others of non probationary standing at the same level of associate or active. Once achieved, he or she will be taken off probationary status and return to his or her prior status. Failure to comply with probationary requirements will result in automatic suspension, unless extenuating circumstances prevail. Extenuating circumstances shall be determined by the Alpha Phi Omega Judicial Board.
Members on probation lose the right to:
2. Run for or hold office in the same semester that they are on probation.
All members that are on probation are to adhere to the rules set by the chapter. Failure to abide by the chapter's rules and regulations will result in automatic suspension.
Article IX: Suspension
This chapter has the authority to suspend members for just cause once sent to the Alpha Phi Omega Judicial Board, such as:
1. Failure to comply with attendance policies.
2. Nonpayment of dues.
3. Not fulfilling requirements while on chapter probation.
4. Being placed on disciplinary probation by the university.
5. Being on academic probation for two consecutive semesters.
There will be no vote on the determination of suspension. Only under extenuating circumstances will the Alpha Phi Omega Judicial Board review the case of suspension and decide if a two-thirds (⅔) approval of active members present at a regular meeting is required to place a member on suspension.
The duration of suspension extends until the end of the current academic semester. If a Brother is suspended, he or she forfeits all rights and responsibilities of an active member. After the period of suspension, if this Brother so desires, he or she will then be permitted to rejoin the chapter with the approval of two-thirds (⅔) vote of the active members present at a regular meeting. He or she will not be on probation if he or she rejoins the chapter.
If a Brother is suspended from Washington and Lee University for academic or disciplinary reasons, he or she will be suspended from this chapter for one semester. If his or her suspension from the University lasts longer than one semester, he or she will be granted alumni status directly following the first semester of suspension from this chapter.
Article X: Registration of Alphas and Actives
The Membership Vice President and Treasurer of this chapter shall mail Alpha applications and the required Alpha fees to the National Office within ten (10) days of the Alpha ceremony.
The Membership Vice President and Treasurer of this chapter shall also mail applications for active membership and the required national active initiation fees to the National Office within ten (10) days of the initiation ceremony.
Any initiation not followed by the registration of Alphas or actives with the National Office shall be considered null and void.
Article XI: Membership Records
This chapter shall maintain a permanent record of its members.
Article XII: Permanent Mailing Address
This chapter shall maintain a post office box or a permanent chapter mailing address.
Article XIII: Chapter Dues
This chapter may establish reasonable chapter initiation fees, dues and assessments, in addition to those established by the National Fraternity. An affirmative vote of at least two-thirds (⅔) of active members present at the first regular chapter meeting of each semester shall be needed to determine the fees. Upon acceptance of Life Membership, he or she will be granted reduced chapter dues the following semester.
The Treasurer may make reasonable exceptions or a payment plan for any Brother or Alpha who feels that the dues and fees of membership would put a financial burden on themselves or their families.
Article XIV: Hazing
There shall be no hazing or informal initiation in connection with the functions of this chapter. Any mistreatment of Alphas by Brothers shall be considered a violation of the purposes of this chapter, the National Fraternity and University policy. Also in accordance with National Fraternity policy, any events that are required for Alphas to attend for any length of time shall be non-alcoholic events.
Article XV: Housing Policy
As a Service Fraternity, this chapter does not operate or maintain a fraternity house as lodging quarters for members or for any other persons. It maintains rooms, if available, for meetings at the discretion of its members.
Article XVI: Executive Committee
This chapter shall have an Executive Committee consisting of the following members:
2. Membership Vice President
3. Service Vice President
4. Fellowship Vice President
7. Sergeant at Arms
8. Education Vice President
10. Chair of the Advisory Committee
11. Alumni Secretary
12. Public Relations Chair
13. Any other person the President deems necessary
The Executive Committee serves:
1. To advise the chapter President concerning the coordination of all chapter functions.
2. To receive in advance reports on the projects of the chapter and to make recommendations to committees on these projects.
3. To adopt a yearly calendar at the beginning of each academic year.
4. To plan the business meetings of the chapter and to have an agenda ready.
5. To analyze serious problems of the chapter pertaining either to program or to administration and to plan their solution.
6. To serve as the finance committee of the chapter, setting up and operating the budget on a semi-annual basis.
7. To appoint committees to carry out the programs of the chapter.
Article XVII: Policy on Association Membership
This fraternity may not become a member of a local governing council for social Greek organizations without receiving approval of the National Board of Directors of Alpha Phi Omega.
Article XVIII: Finance and Property
This chapter shall complete an annual return of Form 990-A to the Internal Revenue Service in the district in which this chapter is located.
Upon the dissolution of this chapter, a written report of any money or property shall be filed by its officers with the University and a copy with the National Executive Director of Alpha Phi Omega. Such money or property shall be held by the University or by the National Office of Alpha Phi Omega, until reactivation of this chapter, and delivered to the chapter at this time.
Should reactivation not be accomplished within five (5) years of dissolution, such funds shall then be paid to a tax-exempt organization within the meaning of Section 501 (c) (3) of the Internal Revenue Code.
Article XIX: Accounting for Funds
No spending of chapter funds is to take place without the consent of the chapter Treasurer and the President. No reimbursements of expenditures, either in cash or check, shall be permitted without the proper receipts of payment; no exceptions permitted. No Brother or Alpha is permitted to spend money and expect to be reimbursed from the chapter account, unless the Treasurer has been informed beforehand, either by written or verbal agreement. All Brothers are permitted to observe and question the financial records and reports of the chapter through the Treasurer. No refunds will be given on dues except as stated in Article III, part 3.
Article XX: Amendments
Any amendments to these Bylaws shall need an affirmative vote of at least two-thirds (⅔) of the active Brothers present at a regular meeting.
Any revisions to these Bylaws must be submitted to and approved by the Section Parliamentarian.
The procedure of any amendment shall be as follows:
1. Amendment is proposed.
2. There is a two (2) week discussion and waiting period before a vote is taken in order to allow all active Brothers the right to obtain information on any of the proposed amendments.
3. Vote on the amendments.
4. Amendments shall take effect immediately after being voted in.
a. But shall not act retroactively.
Article XXI: General
1. A Chapter Assessment and Planning Seminar (CAPS) will be held in the spring of each year to review projects and performance of the chapter. This paperwork must be sent to the National Office upon completion.
2. The chapter will pay for service pins for the newly initiated Brothers .
3. If an Active member is excused by the Membership Vice President prior to voting, that member is able to cast a vote by giving their vote in the form of a written letter that is signed and given to a member of the Executive Committee.
4. The Sergeant at Arms may, at any time, make grammatical changes to the bylaws. These changes should in no way affect the meaning of the bylaws. The Sergeant at Arms must then inform the Brotherhood of such changes at the earliest convenience.
Article XXII: Judicial Board
Section I: Selection
The Judicial Board shall be composed of five (5) active Brothers, including the chapter Sergeant at Arms, and one chapter advisor. The members of the Judicial Board shall be elected during officer elections, which are specified in Article IV. A Brother may be placed on the Judicial Board with a two-thirds (⅔) majority vote. New members of the board shall take over the responsibilities of their position as soon as they are elected. Should a member position become vacant, a new election should be held immediately to fill the position. Upon their first scheduled meeting, the Judicial Board shall elect a Chairperson, Assistant Chairperson and Clerk.
Section II: Responsibilities of Members.
1. The Chairperson shall have overall responsibility for facilitating Judicial Board hearings and shall preside over all Board meetings. In the Chairperson's absence, the Assistant Chairperson will assume the duties of the Chairperson.
2. The Clerk shall be responsible for keeping minutes of each scheduled meeting and hearing.
3. All other members shall be responsible for work assigned to them by the Chairperson.
4. Attendance at all meetings or hearings shall be mandatory. Any member with two unexcused absences from meetings or hearings shall be removed from the Board. The Chairperson may determine extenuating circumstances regarding absences.
5. Board members shall meet once monthly outside of Board Hearings.
6. Board members must adhere to all provisions of the Judicial Board. Any member charged with violation of the bylaws shall be suspended from the Board during the resolution of the charges and removed permanently if found in violation.
Section III: Jurisdiction and Purpose of the Judicial Board
It shall be the duty of the Judicial Board to examine and decide appropriate action in cases of alleged misconduct by any Alpha Beta Tau Brother, either active or associate.
Section IV: Procedures
The Judicial Board shall adhere to the following procedures:
1. Prior to a hearing, both parties shall independently provide the Board Chairperson all facts and evidence they wish to present at the hearing, no later than the deadline determined by the Chairperson. This evidence must be in writing and must contain accounts, including contact information from all witnesses the parties wish to have testify. The Judicial Board will approve any witnesses they deem to be relevant to the case. If all information is not provided, is past deadline, or if the witness is determined to be irrelevant, the witness and his or her testimony will not be admissible in the hearing.
2. After reviewing all relevant evidence, the Chairperson shall compile all relevant information into a single evidence packet, to be given to each member of the Judicial Board and both parties. This evidence exchange shall occur no later than 48 hours before the scheduled time of the hearing.
3. The Chairperson shall set the date, time, and place for the hearing and shall notify all other Board members and parties. This hearing shall be held at least three business days, but no more than ten business days after the Chairperson received the hearing request.
a. This does not apply during academic breaks.
4. If either party finds it necessary to postpone a Board hearing, they must contact the Board Chairperson or Assistant Chairperson not less than 24 hours before the scheduled time of the hearing. At the discretion of the Chairperson, the hearing may be rescheduled. Should the Board or either party involved find itself unable to convene for the earliest possible time, a new time shall be determined that accommodates the Board and both parties involved at their soonest convenience. Postponements will only be considered in extreme and unforeseeable cases.
5. All parties shall be furnished with a copy of these procedures and the appropriate bylaws prior to the hearing, at a meeting with the Chairperson. At this meeting, the party may petition the Chairperson (in writing) to disqualify a member of the Board from a particular case, but only with good cause. If said member does not then disqualify him or herself, the Board may, by two-thirds (⅔) vote of its membership, disqualify a member for that particular case for the reasons stated in the position if the reasons are determined to be valid.
6. The hearing will be closed except for persons whose presence is authorized by the Board Chairperson.
7. The Chair shall rule on questions of relevancy and procedure prior to and during the hearing, but may be overruled by a two-thirds (⅔) vote of the Board during the hearing.
8. An Alpha Beta Tau chapter advisor must be present throughout the duration of the Board's hearing, deliberation, and decision making in order to provide clarification, advise on questions of relevancy, issues of procedure and structure, and to respond to questions of process or other inquiries.
9. During the hearing, both parties shall have the right to testify, produce evidence (already produced in the evidence packet), and to cross-examine witnesses.
10. The hearing shall proceed as follows:
a. The accusing party shall make his or her opening statement.
b. The accused party shall make his or her opening statement.
c. Any witness subpoenaed by the accusing party shall be called first, then any witness subpoenaed by the accused party, and finally by the members of the board.
d. Following the testimony of witnesses, the Board may question either party, and the two parties may question each other.
e. Following the period of questioning, the accusing party shall make his or her closing statement.
f. The accused party shall make his or her closing statement.
g. After both parties have presented their closing arguments, the hearing will be closed for deliberations.
11. All decisions shall be made by a majority vote.
12. The Chair shall provide the Advisor with the decision, in writing, within two business days of the decision.
13. Within three business days after the close of the Board hearing, the Advisor shall inform (either at a meeting or in writing) the accused of the Board's decision and recommendations.
14. The decision of the Board shall be kept on file.
15. After the Judicial Board has reached a conclusion, if either party feels new evidence would alter the decision of the Board, they may appeal in writing to the Chair.
16. The Board may issue a temporary injunction to stop an action from continuing or to prevent a potential action from occurring. However, this injunction may be changed as a result of a hearing by the respective board.
17. Each Brother is docked the amount of hours the service project lasted for the absence of a project. If the Brother makes an appeal (for good reasoning) then the case will be brought forth to the Judicial Board.
Section V: Amendments
The Judicial Board may propose amendments to these procedures. Before any amendment becomes effective, it shall be approved by a two-thirds (⅔) vote for the Alpha Beta Tau Brotherhood.
The Judicial Board is present in order to make sure all Brothers comply with the bylaws as they are written. The Judicial Board was created in order to give each individual breaking of the bylaws a examination that takes in the unique factors present and allows for greater flexibility than pen and paper would. There should never be an instance where a Brother feels threatened by the Judicial Board nor should any trial be held in an adversarial manner.