POLICY BOOK

TABLE OF CONTENTS

Θ ALUMNI CHAPTER ACHIEVEMENT AWARD

Θ ANTHONY WATSON AWARD – ALUMNI

Θ ANTHONY WATSON AWARD – UNDERGRADUATE

Θ BRUCE D. NESBITT ACADEMIC ACHIEVEMENT AWARD

Θ BYLAW AMENDMENT & REVISION APPROVAL POLICY

Θ MEMBER CODE OF CONDUCT & DISCIPLINARY POLICY

Θ ALCOHOL POLICY

Θ CHAPTER CHARTERING POLICY

Θ NATIONAL FUNERAL POLICY

Θ NATIONAL POLICY DISTRIBUTION PROCEDURE

Θ REGIONAL ACHIEVEMENT AWARD

Θ LIFE MEMBERSHIP POLICY

Θ UNDERGRADUATE CHAPTER ACHIEVEMENT AWARD

Θ NATIONAL STEP TEAM POLICY

Θ PROCEDURE FOR NATIONAL MEETINGS

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE ALUMNI CHAPTER ACHIEVEMENT AWARD

DATE OF SUBMISSION 5/2/2011

PROPOSED BY Brothers Joseph Little & Chris O’Banner

CRITERIA

Chapter must meet the following criteria in order to be nominated:

x The chapter must be financial. (National, Regional) (10 points) * 10% x The chapter must have at least 2 annual events (10 points) *10% x The chapter must perform at least 100 community service hours in the calendar year (5 points per hour) * 30% x The chapter must attend at least 5 professional IOTA or community events in the calendar year (5 points per event) * 25% x The chapter must participate in national and regional activities (10 points) * 10% x Mentor a undergraduate chapter (5 points per chapter) * 15%

NOMINATION IS REQUIRED Submit the information requested below. x Describe all local and national awards and why your chapter was selected x Did the chapter attend all national, regional and statewide meetings? x List total Community Service hours and what % of financial brothers participate in events x List all chapter events for the calendar year x Attached RP recommendation letter x List any national and regional leadership positions brothers hold/held in IOTA and other organizations.

All nominations are confidential and must be forwarded to the Grand Council Awards Committee for consideration.

Policy Number: __ BOD-0511-F- Final______

ANTICIPATED OUTCOME The award is given to an alumni chapter who exemplifies the definition of the "Brown & Gold.” This chapter is the all-around team; they never miss a national meeting. They are the definition of a good Chapter. They are the example for not only their region but the entire fraternity. The fraternity can provide an example to the brotherhood of what a chapter can do if they work together and live up to the tenet of the fraternity.

IMPLEMENTATION STRATEGY Presented to Brotherhood through established means.

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS N/A

IMPACTS AND RISKS (FINANCIAL AND GROWTH) N/A

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award yearly. Highest point total wins.

Policy Number: __ BOD-0511-F- Final______

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE ANTHONY WATSON AWARD- ALUMNI

DATE OF SUBMISSION May 2, 2011

PROPOSED BY Brothers Joseph Little & Chris O’Banner

CRITERIA

Brother must meet the following criteria in order to be nominated:

x The brother must be financial. (National, Regional and Chapter); (10 points) * 20% x The brother must perform at least 50 community service hours in the calendar year; (5 points per hour) * 30% x The brother must attend at least 5 professional IOTA events in the calendar year; (5 points per event) * 30% x The brother must participate in national, regional and chapter activities; (10 points) * 20%

NOMINATION IS REQUIRED Complete the questions below.

x List the official position this brother holds/held with the fraternity and other organizations? x What responsibilities do the positions require of the brother and how has he met them? x What events or committees does this brother assist with or serve on and what are his responsibilities? x Describe successful completion of these duties. x Describe the professional, philanthropic, and financial events this brother has participated in at the national/regional/chapter and community level. x Has this brother participated in fraternity national and regional meeting? x How did this brother share his experience with the chapter? x How does this brother earn respect as a good Iota brother? x How does he go above and beyond? x List national and local awards this brother has received

Policy Number: __ BOD-0511-B- Final______

x Please provide two specific examples of what your chapter considers ultimate brotherhood with regards to this brother. x What does this brother do to get others excited about events and promote brotherhood? x How does this brother portray the ideal symbol of the fraternity?

All nominations are confidential and must be forwarded to the Grand Council Awards Committee for consideration.

ANTICIPATED OUTCOME

The award is given to an alumni member who exemplifies the definition of the "Brown & Gold.” This brother is the all-around member, the one who is at every event the chapter hosts; they never miss a national meeting and are the definition of a good brother. They are the example for not only their chapter but the entire fraternity. The fraternity can provide an example to the brotherhood of what they can do if they are living up the tenet of the fraternity.

IMPLEMENTATION STRATEGY Presented to Brotherhood through established means

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS (N/A

IMPACTS AND RISKS (FINANCIAL AND GROWTH) N/A

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award yearly. High point total wins.

Policy Number: __ BOD-0511-B- Final______

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE ANTHONY WATSON AWARD- UNDERGRADUATE

DATE OF SUBMISSION May 2, 2011

PROPOSED BY JOSEPH LITTLE & CHRIS O’BANNER

CRITERIA

Brother must meet the following criteria in order to be nominated:

x The brother must be financial. (National, Regional and Chapter); (10 points) *10% x The brother must have at least a 3.0 cumulative GPA; (GPA x 25 points) * 30% x The brother must perform at least 50 community service hours in the academic year; (5 points per hour) * 25% x The brother must attend at least 5 professional IOTA events in the academic year; (5 points per event) *15% x The brother must participate in national, regional and chapter activities; (10 points) *20%

NOMINATION IS REQUIRED Complete the questions below.

x List the official position this brother holds/held with the fraternity and other organizations? x What responsibilities do the positions require of the brother and how has he met them? x What events or committees does this brother assist with or serve on and what are his responsibilities? x Describe successful completion of these duties. x Describe the professional, philanthropic, and financial events this brother has participated in at the national/regional/chapter level. x List national and local awards this brother has received x Has this brother participated in fraternity national and regional meeting? x How did this brother share his experience with the chapter? x How does this brother earn respect as a good Iota brother?

Policy Number: __ BOD-0511-C- Final______

x How does he go above and beyond? x Please provide two specific examples of what your chapter considers ultimate brotherhood with regards to this brother. x What does this brother do to get others excited about events and promote brotherhood? x How does this brother portray the ideal symbol of the fraternity? x Attach candidates transcript and RP recommendation letter

All nominations are confidential and must be forwarded to the Grand Council Awards Committee for consideration.

ANTICIPATED OUTCOME

The award is given to a student member who exemplifies the definition of the "Brown & Gold.” This brother is the all-around member, the one who is at every event the chapter hosts; they never miss a national meeting and are the definition of a good brother. They are the example for not only their chapter but the entire fraternity. The fraternity can provide an example to the brotherhood of what they can do if they are living up the tenet of the fraternity.

IMPLEMENTATION STRATEGY Presented to Brotherhood through established means

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS N/A

IMPACTS AND RISKS (FINANCIAL AND GROWTH) N/A

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award yearly. High point total wins.

Policy Number: __ BOD-0511-C- Final______

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE BRUCE D. NESBITT ACADEMIC ACHIEVEMENT AWARD

DATE OF SUBMISSION May 2, 2011

PROPOSED BY Brothers Joseph Little & Chris O’Banner

CRITERIA

Brother must meet the following criteria in order to be nominated:

x The Brother must be financial. (National, Regional, Chapter) (10 points) * 10% x The Brother must have completed MIP before nomination calendar year; (10 points) * 10% x The Brother must have a minimum cumulative GPA of 3.2; (GPA X 25 points) * 30% x The Brother must currently be enrolled in a four year college or university; (10 points) * 10% x The Brother must attend at least 3 professional IOTA or community events in the calendar year; (5 points per event) * 25% x The Brother must participate in national, regional and chapter activities; (10 points) * 15%

NOMINATION IS REQUIRED Submit the information requested below.

x What is the brother’s major x What is the brother’s cumulative GPA x List any national and local leadership positions brothers hold/held in IOTA and other organizations x List all Professionalism and Leadership awards

Policy Number: __ BOD-0511-D- Final______

x List the Community Service project the nomine participated x List all Academic honors x Local and national awards x Attach candidates transcript and RP recommendation letter

All nominations are confidential and must be forwarded to the Grand Council Awards Committee for consideration.

ANTICIPATED OUTCOME Uniform criteria established

IMPLEMENTATION STRATEGY Presented to Brotherhood through established means

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS N/A

IMPACTS AND RISKS (FINANCIAL AND GROWTH) N/A

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award yearly. Highest point total wins.

Policy Number: __ BOD-0511-D- Final______

Iota Phi Theta® Fraternity, Incorporated POLICY

TITLE Bylaw Amendment and Revision Approval Policy

DATE OF SUBMISSION 03 January 2011

PROPOSED BY Darren Sanford - Vice Chairman Board of Directors, Eastern Region Representative

PURPOSE The purpose of this policy is to officially establish the Board of Directors as the guardian of the bylaws in the interest and protection of the brotherhood. The rationale of the policy shall be ensure that the information is correct, concise and complete as per the intent of the initial proposals. This policy will denote that only a board certified copy of the Bylaws shall serve as the official document.

DESCRIPTION INCLUDING BACKGROUND AND SUPPORTING DATA In the past several years there has been no official named entity associated with the review and confirmation of the amended Bylaws. The anonymity has contributed to an inability to identify those directly responsible for the changes in terms of omissions or discrepancies.

ANTICIPATED OUTCOME The policy shall create accountability prior to issuance of the final document to the body. This policy will resolve any and all conflicts to the documents authenticity.

IMPLEMENTATION STRATEGY There shall be a Bylaws Committee established to review and revise the amended bylaws directly after the close of national Conclave. The BOD shall give notice to the Grand Council as well as the body that an official copy of the Bylaws have been certified and approved for distribution. The date in which the document takes affected will be clearly noted as well as the revision date. This document will be signed by the Board Chair and the Bylaws Committee Chair. The document will be issued with the Fraternity seal only. (See attached flowchart)

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS There are no provisions in the current Fraternity’s Governance Documents that speak or conflict with this policy.

IMPACTS AND RISKS (FINANCIAL AND GROWTH) Impacts include establishing a management process and accountability for the Bylaws. This policy will ensure continuity and consistency of Bylaws. Risks remain minimal, selection of milestones for completion (revision, review and distribution) represent the only item in this category.

RECOMMENDATIONS/CONCLUSION: This policy needs to be enacted immediately.

Policy Number: __BOD-0111-A- Final______

Policy Number: __BOD-0111-A- Final______

Member Code of Conduct & Disciplinary Policy

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PREAMBLE CHAPTER I - CODE OF CONDUCT ARTICLE I: MEMBER EXPECTATIONS CHAPTER II - MEMBERS DISCIPLINARY POLICY ARTICLE I: REPORTING VIOLATIONS ARTICLE II: DISTRIBUTION ARTICLE III: DEFINITIONS ARTICLE IV: HEARING AUTHORITY ARTICLE V: PROSCRIBED CONDUCT

Sec. 1. Conduct – Rules and Regulations. A. Description of Misconduct B. Violation of Law and University Discipline

ARTICLE VI: DISCIPLINE OF THE INDIVIDUAL MEMBER

Sec. 1. Description of Penalties Sec. 2. Penalties Defined

ARTICLE VII: DISCIPLINE OF THE ACTIVE CHAPTER

Sec. 1. Description of Penalties

ARTICLE VIII: INTERIM DISCIPLINE Sec. 1. Interim Suspension Sec. 2. When Interim Suspension imposed

ARTICLE IX: REINSTATEMENT AFTER DISCIPLINE

Sec. 1. Expulsion Sec. 2. Indefinite Suspension Sec. 3. Probation Sec. 4. Dues and Fees During Disciplinary Period

ARTICLE X: HEARING POLICIES AND PROCEDURES

Sec. 1. Charges against an accused Sec. 2. Investigations Sec. 3. Rights of the Accused Sec. 4. Hearings Sec. 5. Appeals

ARTICLE XI: INTERPRETATION AND REVISION

Policy Number: BOD-0810-C Final Revision 05/23/11

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Preamble The Code of Conduct serves as a foundation of values designed to develop and promote the Five Principles upon which Iota Phi Theta Fraternity, Inc. was founded. Men who are initiated into Iota Phi Theta Fraternity voluntarily accept membership into an organization of men dedicated to the Advancement of the Five Principles of Scholarship, Citizenship, Leadership, Fidelity, & Brotherhood. Iota Phi Theta expects its members to conduct themselves in a manner that is consistent with the organization’s pursuit of its founding principals and national program initiatives. The integrity of the Fraternity depends upon each member's acceptance of individual responsibility and respect for the rights of others. Iota Phi Theta expects that its members will not lie, steal, cheat; engage in dishonest or unlawful behavior nor any behavior intended to inflict physical or emotional harm on another person or property. Those members who are enrolled at colleges or universities are also expected to abide by university policies and comply with directions of university officials acting in performance of their duties.

Iota Phi Theta Fraternity is also committed to fostering the importance of disciplinary standards as they relate to the mission of the Fraternity and as a primary means for instilling commitment to honesty, personal integrity, and a higher degree of ethical conduct traditionally expected of the men of Iota Phi Theta Fraternity. The disciplinary rules described herein are to be considered the "moral minimum" within the Fraternity. This Member Code of Conduct and Disciplinary Policy are meant to provide strong guidance as a minimum moral standard with which all members should strive to exceed.

The Code of Conduct and Disciplinary Policy have been established by the Fraternity to protect its purpose, to provide for safe and orderly Fraternity activities and, where applicable, to safeguard the interests of the university community by asking Members to uphold the rules and regulations of the universities that allow Iota Phi Theta Fraternity Chapters to exist. Hearings or appeals conducted as a part of this process are not courts of law and they are not subject to many of the rules of civil or criminal hearings. However, because some of the violations of these standards may also constitute violations of law, members may be accountable to civil and/or criminal authorities and, where applicable, to a college or university for their actions.

Policy Number: BOD-0810-C Final Revision 05/23/11

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Code of Conduct Chapter 1 Article I: Member Expectations

A. Members shall respect the aims and objectives of the Fraternity and shall work within the framework of policies, procedures, guidelines or regulations of the Fraternity and, where applicable, those policies, procedures, guidelines and regulations prescribed by the college or university that the Member attends.

B. Members shall abide by all rules, policies and procedures found in the Fraternity’s Constitution and Bylaws, the Ritual, this code of conduct, policy resolutions approved by Conclave, the Orders of the Grand Council, the Orders of the Grand Polaris, the Orders of the Regional Polaris and such additional regulations as may be enacted in accordance with existing rules.

C. Members will strive to conduct themselves according to the Fraternity’s five principles of Scholarship, Citizenship, Leadership, Fidelity, & Brotherhood.

D. Members shall be responsible for their own behavior, recognizing that their actions reflect upon themselves, their peers, and occasionally others.

E. Members shall avoid actions that violate or diminish the collegial, academic, personal or professional ethics or the legal and civil rights of peers, the public, university personnel, or others who may be affected by their actions.

F. Members shall respect the dignity of all persons and will not physically, mentally, psychologically abuse or haze any human being nor allow themselves to be physically, mentally, psychologically abused or hazed.

G. Members will strive to bring into the Fraternity men who will benefit from conducting themselves according to the Five Principles of the Fraternity and men whose membership in the Fraternity will benefit the Fraternity.

H. Members shall regard, refer, and treat Members and all individuals with civility and respect.

I. Members shall respect their property and the property of others and will neither abuse nor tolerate the abuse of property.

J. Members shall pay any and all chapter, region, or international dues and assessments required for the Member to remain in good standing with the respective chapter, region, and international office.

Policy Number: BOD-0810-C Final Revision 05/23/11

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K. Members in good standing will make efforts to attend chapter, corridor, state, Regional and Grand Conclave meetings.

L. Members in good standing will make efforts to support all of the Fraternity’s mandated programs.

M. Members who are students shall abide by those academic standards established by the Fraternity and by the college or university as a whole.

N. In addition to this Code of Conduct and Disciplinary Policy, all Members who attend colleges and universities are expected to abide by the policies and regulations that govern the duties, responsibilities and conduct explicitly or implicitly described in the university’s publications.

Chapter II Members Disciplinary Policy The Disciplinary Policy explains the procedures for reporting violations, sanctions that may be imposed and the basis upon which an appeal may be filed. This policy supplements and does not replace other rules of the Fraternity that may provide for disciplinary policies, rules, or regulations.

Article I: Reporting Violations Anyone wishing to report a violation(s) of the Member Code of Conduct and/or the Disciplinary Policy shall submit an oral or written report to a State Director, Regional Polaris, the International Director of Disciplinary Issues & Conduct of Iota Phi Theta Fraternity, Inc. and university officials. Formal and informal complaints shall proceed through the process set forth below.

Article II: Distribution All Members in good standing and prospective Members are entitled to receive a copy of the Members Code of Conduct and Disciplinary Policy.

Article III: Definitions A. The term “Fraternity” shall refer to Iota Phi Theta Fraternity, Inc.

B. The term “Member” shall refer to those men who have been initiated into and paid all applicable dues and assessments to all units of the Fraternity and who are in good standing with Iota Phi Theta Fraternity.

Policy Number: BOD-0810-C Final Revision 05/23/11

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C. The term “chapter” shall refer to those separate legal entities that have a charter agreement with Iota Phi Theta Fraternity, Inc. to operate as a chapter of Iota Phi Theta Fraternity, Inc. The term chapter refers to both undergraduate and alumni entities that have an active charter with the Fraternity.

D. The term "university” and “college” means any university or college being attended by Members of Iota Phi Theta Fraternity.

E. The term "student" includes all persons taking courses at the university, both full-time and part-time, pursing the baccalaureate, and/or first professional degree. Persons who are not officially enrolled for a particular term but who have a continuing relationship with the university are considered "students."

F. The term "university official" includes any person employed by a college or university to perform assigned administrative or professional responsibilities.

G. The term "member of the university community" includes any person who is a student, faculty member, university official or any other person employed by the university.

H. The term "university premises" includes all land, buildings, facilities, and other property in the possession of or owned, used, or controlled by the university including adjacent streets and sidewalks.

I. The term "shall" is used in the imperative sense.

J. The term "may" is used in the permissive sense.

K. The term “dean of students” is considered to be that person designated by the university to be responsible for the administration of all polices and regulations of the university as it relates to students matriculating at the respective university. The dean of students also refers to the person who serves as the university official who arbitrates all informal complaints pertaining to conduct and discipline on the campus of the university.

L. The term “director of Greek life” is considered to be that person designated by the university to be responsible for the administration of all polices and regulations of the university as it relates to Greek life at that respective university.

M. The term “Director of Disciplinary Issues & Conduct” shall refer to the person appointed by the Grand Polaris to be responsible for ensuring the consistent administration of the polices, regulations, and sanctions described in this Member Code of Conduct and Disciplinary Policy. The Director of Disciplinary Issues & Conduct shall report to the Grand Council.

N. The term "Regional Council" means those officers appointed by the Regional Polaris to serve as the Regional Council. The Regional Council shall hear only those complaints that are specifically referred to it by that Regional Polaris to determine if a violation of

Policy Number: BOD-0810-C Final Revision 05/23/11

Page 6 of 19 the Member Code of Conduct or Disciplinary Policy has occurred and recommend sanctions.

O. The term "Grand Tribunal" means those persons authorized to consider an appeal that a Member has violated the Member Code of Conduct or Disciplinary Policy or from the sanctions imposed by the Regional Polaris or Regional Council.

P. The term "formal" complaint or charge means that the Regional Polaris, at his sole discretion, has determined that the hearing and recommendation of sanctions are to be conducted by the Regional Council.

Q. The term "informal" complaint or charge means the hearing and recommendation of sanctions are to be conducted at the Regional level solely by the Regional Polaris, and by the Director of Disciplinary Issues & Conduct at the national level.

Article IV: Hearing Authority A. The Chapter, Region, Grand Polaris, and the Grand Council shall discipline members as herein provided and such disciplinary action, when properly imposed upon its membership shall be honored and held binding pending appeal.

B. Disciplinary action imposed by the Grand Polaris and the Grand Council shall override the discipline, if any, imposed by a Region or Chapter.

C. Disciplinary action imposed by a Region shall override the discipline, if any, imposed by a Chapter.

D. Nothing in this manual shall prohibit a Chapter from imposing its own discipline upon its own chapter members, if it deems it appropriate. However, in determining whether punishment is appropriate for an offense, the Grand Polaris, Grand Council and Regional Polaris will not defer to the punishment imposed by a chapter.

E. Decisions made by the Regional Polaris or Regional Council shall be final pending the appeal process described in this policy.

F. The Grand Council, for good cause, may review the discipline imposed by any chapter, Regional Council, or Regional Polaris.

G. The Director of Disciplinary Issues & Conduct should periodically provide training and/or consultation to the Regional Polaris, Regional Councils and/or fact-finding teams.

H. A member of the university administration may be designated as arbiter of disputes within the student community in cases that do not involve the violation of the Fraternity’s Member Code of Conduct or Disciplinary Policy.

Policy Number: BOD-0810-C Final Revision 05/23/11

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Article V: Proscribed Conduct Section 1. Conduct - Rules and Regulations: A. Any Member found to have committed any of the following misconduct (but not limited to misconduct specifically contained herein) is subject to the disciplinary sanctions outlined herein:

1. Violation of any rule found in the Fraternity’s Constitution and Bylaws, the Ritual, policy resolutions approved by a Conclave, the Executive Order of the Grand Council, the Executive Order of the Grand Polaris and such additional regulations as may be enacted in accordance with existing rules.

2. Violation of this Member Code of Conduct.

3. Disruption or obstruction of teaching, research, administration, disciplinary proceedings, other university activities.

4. Physical abuse, verbal abuse, threats, intimidation, harassment, coercion and/or other conduct that threatens or endangers the health or safety of any person.

5. Attempted or actual theft of and/or damage to money or property.

6. Hazing, defined as an act which endangers the mental or physical health or safety of a person, or which destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in, a group or organization.

7. Failure to comply with directions of university officials or law enforcement officers acting in performance of their duties.

8. Violation of a university’s student code of conduct or any other university policy, rule or regulation.

9. Violation of federal, state or local laws, which reflects negatively upon the Fraternity.

10. Illegal or unauthorized possession of firearms, explosives, other weapons or dangerous chemicals on university premises or at Fraternity sponsored events.

11. Conduct which is disorderly, lewd, or indecent; breach of peace; or aiding, abetting, or procuring another person to breach the peace on university premises or at functions sponsored by, or participated in by, a chapter, a Region or the Fraternity.

12. Violation of the Membership Oath.

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13. Violation of any portion of the Membership Intake Process whether before, during, or after the start of an officially sanctioned membership process. This also includes conduct that may occur in situations where there has not been an approval to have a membership process.

14. Violation of a mandatory policy or resolution approved by National Conclave or Grand Council.

15. Abuse of the Members Disciplinary Policy, including but not limited to: a) Failure to obey the summons of the Regional Polaris, Regional Council, Dean of Students or Director of Greek Life. b) Falsification, distortion, or misrepresentation of information before the Grand Council, Regional Polaris, Regional Councils, Dean of Students or Director of Greek Life. c) Disruption or interference with the orderly conduct of a disciplinary proceeding. d) Institution of a disciplinary proceeding knowingly without cause. e) Attempting to discourage an individual's proper participation in, or use of, the disciplinary policy. f) Attempting to influence the impartiality of a member of the Regional Council, the Dean of Students or Director of Greek Life prior to, and/or during the course of, the disciplinary proceeding. g) Harassment (verbal or physical) and/or intimidation, or any form of retaliation of a member of the Grand Council, Regional Leadership, fact-finding teams, Members, the Dean of Students or Director of Greek Life or others prior to, during, and/or after a disciplinary proceeding. h) Failure to comply with the sanction(s) imposed under the Members Disciplinary Policy. i) Influencing or attempting to influence another person to commit an abuse of the Members Disciplinary Policy.

B. Violation of Law and University Discipline.

1. University disciplinary proceedings may be instituted against a Member charged with a violation of a law that may also be a violation of this disciplinary policy or the code of conduct. For example, if a violation of the law and/or the Member Disciplinary Policy results from the same factual situation, without regard to the pendency of civil litigation in court or criminal arrest and prosecution, proceedings under this Member Disciplinary

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Policy may be carried out prior to, simultaneously with, or following civil or criminal proceedings off-campus.

2. The Fraternity will cooperate fully with law enforcement and other agencies in the enforcement of criminal laws and in the conditions imposed by criminal courts for the rehabilitation of violators.

Article VI: Discipline of the Individual Member

Section 1. Any Member found guilty of any of the above offenses shall, upon a disciplinary determination by the Grand Polaris, Grand Council, a Regional Polaris or Regional Council, be subject to one or more of the following penalties:

A. Expulsion. B. Suspension. 1. Indefinite Period. 2. Designated Period. C. Probation. D. Fine. E. Any other lawful penalty.

When these penalties are properly imposed upon a Member, the penalties shall be honored and held binding by all members, chapters, Regions, and the International Office

Section 2. Penalties Defined.

A. Expulsion. An expelled member shall:

1. Surrender to the Grand Polaris of the Fraternity (or his identified Representative) his official membership certificate, membership card, and his official pin, along with all regalia, insignia, clothing, or jewelry bearing any identity with the Fraternity.

2. Remove himself and his personal effects from the property of the chapter, the Regional and the international office and he may not return on any occasion.

3. Not attend any meeting of any chapter, Region or Conclave.

4. Cease to identify himself with the Fraternity in any manner on or off campus.

B. Suspension. A member may be suspended for:

1. Indefinite period. A member suspended for an indefinite period shall:

Policy Number: BOD-0810-C Final Revision 05/23/11

Page 10 of 19 a. Remove himself and his personal effects from the property of the chapter, the Region, and the International Office and he may not return unless and until expressly permitted to do so by the Regional Polaris or Grand Council. b. Not attend any Fraternity meetings, vote, or hold office, nor shall he attend any Fraternity gathering not attended by the public unless and until expressly permitted to do so by the Regional Polaris or Grand Council. c. Cease to identify himself with the Fraternity in any manner on or off campus until expressly permitted to do so by the Regional Polaris or Grand Council.

2. Definite period. A member suspended for a definite period shall: a. Remove himself and his personal effects from the property of the chapter, the Regions and the international office and he may not return until expressly permitted to do so by the Regional Polaris or the Grand Council. b. Not attend Fraternity meetings, vote, or hold office, nor shall he attend any Fraternity gathering not attended by the public until the end of the designated period of suspension. c. Cease to identify himself with the Fraternity in any manner on or off campus until the end of the designated period of suspension. d. Be entitled to return at the end of the designated period of suspension unless he is in violation of the terms of said suspension. e. Be automatically returned to good standing unless he is subject to further disciplinary action.

C. Probation. A Member on Probation shall:

1. Follow the limitations, restriction, and terms of the probation.

2. Pay all dues, fees, and assessments applicable to all Members in good standing unless expressly excused there from by the terms of the designated probation.

D. Restitution. A Member may be required to compensate the Fraternity, Region, chapter, entity or an individual for loss, damage or injury. This may take the form of appropriate service and/or monetary or material replacement.

E. Fine. A Member who is fined shall, within the time prescribed, pay the fine to the Chapter, Region, or International Office. Refusal or failure to pay the fine assessed shall subject the Member to being declared non-financial and not a Member.

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F. Warning. A notice in writing to the Member that the Member is violating or has violated provisions of this code.

G. Any other Lawful Penalty. The Fraternity may determine and impose any other awful penalty, as long as such penalty is legal and not in conflict with the rules and regulations of the Fraternity, the university, or society in general.

H. Multiple Sanctions. More than one of the sanctions listed above may be imposed for any single violation.

Article VII: Discipline of the Active Chapter or Region

Section 1. Penalties. The penalties that may be imposed upon Chapters or Regions of the Fraternity include:

A. Discipline. In the case of simple discipline, the penalties include: i. Fine; ii. Reprimand; or iii. Publicity in The Centaur and regional publications;

B. Probation. The Fraternity can also deny a chapter or Regional the: i. Right to participate in Fraternity programs or social activities; ii. Right to participate in membership activities; and/or iii. Right to publish information in The Centaur, national website and regional reports.

C. Suspension. The Fraternity can deny the chapter the right to operate as a chapter of the Fraternity for a definite or indefinite period of time.

D. Deactivation. Loss of all privileges, including university or city recognition, for a specified period of time. The chapter will not be listed as a chapter among the Fraternity’s books or the records of the university.

E. Revocation. In case of a revocation of the chapter’s charter, the Fraternity can require that the chapter surrender to the Fraternity’s Director of Disciplinary Issues & Conduct all Fraternity books, files, paraphernalia, charter, constitution, and Rituals.

F. More than one of the sanctions listed above may be imposed for any single violation.

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Article VIII: Interim Discipline

Section 1: Interim Suspension The Grand Polaris, Grand Council or Regional Polaris may at any time (with or without a hearing) place Members or chapters on probation or suspension if, in the judgment of the Regional Polaris or Grand Polaris, such action is necessary.

Section 2: Interim suspension may be imposed:

A. To ensure the safety and well-being of members of the university community, other individuals or the preservation of property;

B. In order that a formal or informal investigation be performed of a potential violation;

C. To ensure the Member’s own safety and well-being; or

D. If the Member poses a definite threat of disruption or interference with the normal operations of the university, a chapter or other unit of the Fraternity. During the interim suspension, Members should be denied access to Fraternity activities or privileges (including chapter activities) for which the Member might otherwise be eligible, as the Regional Polaris or Grand Polaris may determine to be appropriate.

Article IX: Reinstatement After Discipline

Section 1. Expulsion. In order to be reinstated after an expulsion, the expelled Member must present a petition for reinstatement to the Fraternity. The petition for reinstatement shall contain: (a) A narrative history of his association with the Fraternity; (b) written confirmation that the terms of the expulsion were complied with; (c) circumstances of the expulsion; and (d) the reasons for the application for reinstatement. The reinstatement application must be presented in writing to the Grand Tribunal, which may then hear statements from the Regional Polaris, Grand Council, representative of the fact finding team, the accused, Members or others knowledgeable about facts of the expulsion. Only upon a clear showing of reform and relief should the Grand Tribunal or Grand Council reinstate a Member who has been expelled. The Grand Tribunal or Grand Council may restore the Member to full membership in good standing, restore him to membership on a lesser disciplinary status, or deny his petition. If the petition is denied, the expelled member may not re-present his petition for a period of at least one calendar year.

Section 2. Indefinite Suspension In Excess of 3 Years. In order to be reinstated, a suspended Member shall first, in writing, request reinstatement. The written request must be delivered to the Regional Polaris of the Region in which the suspension was issued.

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The request shall include evidence and a written statement that the terms of the suspension has been complied with and shall recite the substance of the factors that warrants reinstatement. The Regional Polaris may then hear statements from members or others knowledgeable about facts of the suspension and may allow the suspended member to be present for the discussion.

The decision of the Regional Polaris shall be communicated to the Member in writing with a copy to the International Grand Secretary, The Director of Disciplinary Issues & Conduct, and the Fraternity’s General Counsel. If the decision is unfavorable and the suspension continues, the Member may not again request reinstatement for a period of at least ninety calendar days. The Grand Tribunal or Grand Council, only in extraordinary circumstances, by a two thirds (2/3) vote, may order any suspended member reinstated in full or reinstated and placed on a lesser disciplinary status.

Section 3. Probation. Only the Regional Polaris of the Region in which the probation was issued or the Grand Council may remove a Member who has been placed on probation.

Section 4. A disciplined or suspended Member shall, prior to any reinstatement to good standing, pay all regular fees and dues incurred prior to and during the disciplinary period, including general dues, unless exempt from the dues by the terms of the probation.

Article X: Hearing Policies and Procedures

Section 1. Charges against an accused a. Any person may direct a charge against any Member for misconduct. Charges shall, when possible, be prepared in writing and directed to the applicable Regional Polaris. b. When the action complained of is also a violation of university rules and regulations, the charge should be simultaneously reported to the university’s Dean of Students or Director of Greek Life. c. When the action complained of is also a violation of criminal statutes, the facts should be simultaneously reported to area and/or campus law enforcement authorities. d. Any charge or allegation should be submitted as soon as possible after the conduct or event takes place. If a person believes that the conduct is about to take place, a report should be submitted before the alleged conduct occurs. e. If the alleged conduct violates the Fraternity’s Code of Conduct and Disciplinary Policy, the Regional Polaris shall determine if the matter is to be treated by the Fraternity as a "formal" or "informal" charge.

Policy Number: BOD-0810-C Final Revision 05/23/11

Page 14 of 19 f. When the action complained of is also a violation of university rules and regulations, the complainant and/or the Dean of Student or Director of Greek Life shall determine if the matter is to be treated by the University as a "formal" or "informal" charge. This determination by the university, however, will not prevent the Regional Polaris from treating the complaint in whatever fashion he deems appropriate as it relates to the infraction that violates the Fraternity’s rules. g. Generally, many alleged violations may be managed as an informal charge or complaint. An informal hearing by the Regional Polaris may be less procedurally rigid than a formal charge heard by the Regional Council, but not necessarily more lenient when applying a sanction(s). The accused Member shall be notified verbally or in writing of the informal charge(s) before discussing the matter with the Regional Polaris. If the Regional Polaris determines the Member Code of Conduct and Disciplinary Policy or other Fraternity rules or procedures have been violated, sanctions may be imposed as set forth in this policy. h. Complaints determined by the Regional Polaris to be formal complaints of serious violations may be referred to the Regional Council for a formal resolution. The Regional Polaris has the sole discretion to determine whether to refer a complaint to the full Regional Council.

Section 2. Investigations A. The Regional Polaris has the sole discretion to initiate a formal or informal investigation to determine if the charges have merit and/or if they can be disposed of administratively by mutual consent of the parties involved.

B. Where a formal investigation is initiated, the Regional Polaris and/or Director of Disciplinary Issues & Conduct should assemble a fact-finding team that will conduct an investigation of the allegations. The fact-finding team should be formed as soon as practicable and should take whatever steps it deems appropriate to investigate the allegations.

C. Each fact-finding team appointed by the Regional Polaris should include, where possible, an attorney, an adequate representation of undergraduates, a member of the Regional Executive Board and whatever other Members are deemed appropriate.

D. The fact-finding team may utilize whatever investigative methods are at their disposal to investigate whether an offense has been committed. These methods include, but are not limited to:

1. In-person or telephone interviews of witnesses or the accused 2. Written Statements 3. Lie-detector tests (if properly administered) 4. Requests for written information 5. On-site visits

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6. Fact-finding conferences

E. The fact-finding team must present its findings within ten (10) days of the conclusion of its investigation. If the fact-finding team finds that the allegations are unfounded, it must present its report to the Regional Polaris. If the allegations are determined to have merit, the chairman of the fact-finding team should prepare the matter to be presented to the Regional Polaris.

Section 3. Rights of the Accused A. For an informal charge, any Member charged with an offense shall have the right to a hearing before the Regional Polaris to whom the informal charge is referred.

B. For a formal charge, any Member charged with an offense shall have the right to a hearing before the Regional Council to which the formal charge is referred.

C. The accused shall have the right of timely notice of hearing, as hereinafter provided.

D. The accused has the right to be heard during the time disciplinary action is being considered.

E. The accused shall have the right to see the written charges, if any, prior to any hearing.

F. The accused shall have the right to select his own counsel from the membership of the Fraternity, but it is emphasized that the disciplinary hearing procedures are those of Iota Phi Theta Fraternity, Inc. and are not the procedures that would be utilized in a court of law.

G. Counsel or the Member may be asked to leave the hearing at any time by the presiding officer if, in the sole judgment of the presiding officer, counsel or the Member is disrupting the hearing.

Section 4. Hearings A. If the Regional Polaris elects to treat the matter as a formal complaint, then all charges shall be presented to the accused Member in written form. A time shall be set for a hearing, not less than five nor more than 15 business days after the Member has been notified. Maximum time limits for scheduling of hearings may be extended at the discretion of the Regional Polaris.

B. At the discretion of the Regional Polaris, instead of a face-to-face hearing, participants in a hearing may be allowed to participate telephonically or submit written information.

C. The Regional Council may conduct a formal hearing according to the following guidelines:

1. The presiding officer, usually the Chair of the Regional Council, shall call the hearing to order.

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2. Admission of any person to the hearing shall be at the discretion of the presiding officer.

3. The presiding officer shall expel from the hearing any person who, in his opinion, does not maintain proper decorum.

4. Hearings normally shall be conducted in private. At the request of the accused, and subject to the discretion of the presiding officer other persons may be allowed to attend the hearing.

5. In hearings involving more than one accused member, the presiding officer, in his discretion may permit the hearings concerning each Member to be conducted separately.

6. The complainant and the accused have the right to be assisted by any advisor they choose, at their own expense. The advisor may be an attorney. The complainant and/or the accused are responsible for presenting his or her own case and, therefore, advisors are not permitted to speak or to participate directly in any hearing before the Regional Council.

7. The complainant, the accused, and the representative of the fact-finding team shall each have the right to make an opening argument before the evidence is presented and a closing argument after all the evidence has been presented.

8. The complainant, the accused, and the representative of the fact-finding team shall have the privilege of presenting witnesses, subject to the right of cross examination by the Regional Council.

9. The Regional Council may accept pertinent records, exhibits and written statements as evidence for consideration at the discretion of the presiding officer.

10. The presiding officer should remind those in attendance that the proceedings are an educational exercise and will not be perceived as a formal legal hearing.

11. If there is material evidence that cannot be secured from the testimony of members, non-member testimony may be received at the hearing in the discretion of the presiding officer. Non-members may be present at the hearing only while testifying.

12. All procedural questions are subject to the final decision of the presiding officer.

13. After all the evidence has been presented, the Regional Council shall determine (by majority vote) whether the Member has violated each section of the Member Code of Conduct or Disciplinary Policy that the Member is charged with violating. The vote shall be taken separately on each offense and separately as to each accused Member.

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14. The Regional Council’s determination shall be made on the basis of whether it is more likely than not that the accused Member committed an offense.

15. In the event a Member fails to obey the summons of the Regional Polaris or Regional Council, he may be disciplined. If the absentee Member has an excuse that is determined by the Regional Polaris to be valid, then the Member may not be found to have violated the Code of Conduct or the Disciplinary Policy solely because the Member failed to appear before the Regional Polaris or Regional Council. In all cases, the evidence in support of the charges shall be presented.

16. Within five (5) business days following the formal hearing, the Regional Council shall advise in writing its determination and the recommended sanction(s).

17. Within ten (10) business days following his receipt of the determination of the Regional Council, the Regional Polaris must notify the accused of the sanctions imposed.

18. The notice of sanctions imposed should be in writing and sent by facsimile or by certified mail, return receipt requested. If applicable, the writing should also notify the accused that he has ten (10) business days to appeal the decision of the Regional Council.

Section 5. Appeals A. Appeals from Disciplinary Decisions.

1. A decision reached a by Regional Council or a Regional Polaris to expel a Member or revoke a Chapter charter may be appealed by accused Members or complainants to the Grand Tribunal within thirty (30) calendar days of the decision. Such appeal shall be in writing and shall be delivered to the Chair of the Grand Tribunal.

2. Except as required to explain the basis of new evidence, an appeal shall be limited to review of the record of the initial hearing and supporting documents for one or more of the following purposes: i. To determine whether the original hearing was conducted fairly in light of the charges and evidence presented, and in conformity with prescribed procedures giving the complaining party a reasonable opportunity to prepare and present evidence that an offense was committed, and giving the accused Member or Chapter a reasonable opportunity to prepare and present a rebuttal of those allegations. ii. To determine whether the decision reached regarding the accused Member or Chapter was based on substantial evidence, that is, whether the facts in the case were sufficient to establish that a violation occurred. iii. To determine whether the sanction(s) imposed were appropriate for the violation that the Member or Chapter was found to have committed.

Policy Number: BOD-0810-C Final Revision 05/23/11

Page 18 of 19 iv. To consider new evidence, sufficient to alter a decision, or other relevant facts not brought out in the original hearing, because the person appealing did not know such evidence and/or facts at the time of the original hearing.

3. In cases involving appeals by an accused Member(s) found to have violated the Code of Conduct or Member Disciplinary Policy, review of the case by the Grand Tribunal may not result in more severe sanction(s) for the accused Member(s).

4. In cases involving appeals by the referring complainant, the Grand Tribunal may, upon review of the case, remand the case to the original Regional Council with recommendations. The Regional Council may further consider recommendations from the Grand Tribunal or better explain the basis for the original decision. The decision of the Grand Tribunal shall be final and binding.

Article XI Interpretation and Revision

A. Any question of interpretation regarding the Member Code of Conduct or Disciplinary Policy shall be referred to the Fraternity’s Director of Disciplinary Issues & Conduct, Regional Polaris in conjunction with the International Iota Phi Theta Board of Directors

B. The Member Code of Conduct and the Member Disciplinary Policy shall be reviewed and revised as needed every four (4) years under the direction of the International Iota Phi Theta Board of Directors. The review must be completed no later than the final voting day of the Conclave.

Policy Number: BOD-0810-C Final Revision 05/23/11

Alcohol Policy of Iota Phi Theta® Fraternity, Inc.

I. While the fraternity recognizes the right of persons of legal age to consume alcoholic beverages, it does not condone excessive use of alcohol among its members or in conjunction with chapter sponsored activities. Chapters are expected to encourage responsible attitudes on the consumption of alcohol, and to take every precaution against contributing to an environment conductive to alcohol abuse on the part of its members and/or invited guests. II. Alcohol abuse shall not be promoted, encouraged, or tolerated by any financial member or chapter of Iota Phi Theta. III. All financial members of Iota Phi Theta Fraternity, Inc. shall be familiar with the laws, policies and procedures that govern the use and sale of alcoholic beverages established in accordance with the laws of the various states and territories of the United States. IV. In order to ensure the continued welfare of both its individual members and its collegiate chapters and in recognition of the potential damage to individuals and to the Fraternity which can result from substance abuse, Iota Phi Theta Fraternity has established the following guidelines on the use of alcohol in the course of activities sponsored by financial member or local chapters: V. The possession, use and/or consumption of alcoholic beverages, while on chapter premises, during an official fraternity event or in any situation sponsored or endorsed by the chapter, must be in compliance with any and all applicable laws of the state, county, city and university. VI. No alcoholic beverages shall be purchased through the chapter treasury nor shall the purchase of same for financial members or guests be undertaken or coordinated by any

Policy Number: BOD-1009-A-PP Approved February 15, 2010 by the Board of Directors Copyrighted 2010 Iota Phi Theta® Fraternity, Incorporated – Page 1

VII. No chapter members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under legal "drinking age"). VIII. No chapter may co-sponsor an event with an alcoholic distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of gross sales from alcohol) where alcohol is distributed, sold or otherwise provided to those present unless an exception is granted based upon an approval process as defined by the Fraternity. IX. No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host chapters, groups or organizations. X. Intake activities shall not include the use of alcohol in any form. XI. No member shall permit, tolerate, encourage or participate in "drinking games." XII. No alcohol shall be present at any postulant program or activity of the chapter. XIII. Members of Iota Phi Theta are prohibited from consuming alcohol while in public wearing paraphernalia to the extent that consumption is illegal. XIV. Any chapter or individual financial member found to be in violation of the fraternity’s Alcohol Policy shall be subject to immediate discipline up to and including fines and suspension within the discretion of the Grand Polaris.

Policy Number: BOD-1009-A-PP Approved February 15, 2010 by the Board of Directors Copyrighted 2010 Iota Phi Theta® Fraternity, Incorporated – Page 2

CHAPTER CHARTERING POLICY

OF IOTA PHI THETA® FRATERNITY, INC.

Greek-letter designations shall be awarded to Undergraduate and Alumni Chapters in accordance with this Chapter Chartering Policy. UNDERGRADUATE CHAPTERS

1) A minimum of five (5) financial members (all must have been enrolled as students at the institution seeking a chapter designation).

2) The chapter seeking the charter shall have an approved Alumni and/or Chapter Advisor.

3) The chapter seeking the charter shall have attained or attempted to attain University and recognition by National Pan-Hellenic Council or other campus governing body for fraternities.

4) The chapter seeking the charter has paid the chartering fee which includes the fee (dues and assessments) for an active chapter and the chartering processing fee.

5) The chapter seeking the charter shall be approved and recognized by the campus administration as a registered organization or willing to be recognized conditioned upon the charter.

6) The chapter seeking the charter shall have a P.O. Box mailing address

7) The chapter seeking the charter shall submit a petition for chartering and chapter designation and the petition shall include the following:

a) Table of Contents

b) Letter of application

c) Brief history of University/College

Policy Number: BOD-0110-A-PP Approved February 15, 2010 by the Board of Directors Copyrighted 2010 Iota Phi Theta® Fraternity, Incorporated – Page 1

i) Total enrollment (including a separate total for male enrollment and African American male enrollment ii) Verification that the institution is a 4-year institution or military equivalent iii) Grade point scale used by University/College or military equivalent as indicated in the bylaws

d) Statement of goals for the academic year following installation e) Current status of University/College Greek life i) Listing of social fraternities and sororities on campus ii) Average fraternity size on campus iii) All-men's average, all-fraternity average grade point average f) A brief history including details surrounding the Brotherhood Intake Program. g) Proposed recruitment activities h) Group Picture i) Comprehensive listing of all members including: i) Name ii) Phone numbers iii) Email addresses iv) Age v) Class status vi) Major vii) Offices held viii) Participation on campus (organizations and activities outside of fraternity) ix) Hometown j) Activities with Alumni members k) Officers i) Current officers ii) Name of Alumni and /or Chapter Advisor including email addresses and phone numbers l) Finance i) Current balance of chapter account(s) and the financial institution where the funds are held ii) Budget for present year m) Letters of recommendation i) Alumni and/or Chapter advisor ii) Regional Polaris

Alumni Chapters

1) The chapter membership must consist of a minimum of five (5) financial members.

2) The chapter seeking the charter and all of its members must be financial within Iota Phi Theta Fraternity, Inc.®

Policy Number: BOD-0110-A-PP Approved February 15, 2010 by the Board of Directors Copyrighted 2010 Iota Phi Theta® Fraternity, Incorporated – Page 2

3) Verified community service activities.

4) The chapter seeking the charter shall have a P.O. Box mailing address

5) The chapter seeking the charter shall have demonstrated the ability to operate and recruit at a chapter level.

6) The chapter seeking the charter must have paid annual dues and assessments and the chartering processing fee(s)

7) Submit a petition for chartering and chapter designation (see details below).

a) The petition should contain the following: b) Table of Contents c) Letter of application d) Description of Geographic Area i) Demographics ii) Name, meeting cycle and president of the local Alumni National Pan-Hellenic Council e) Statement of goals for the year following installation f) A brief history including details surrounding the Brotherhood Intake Program. g) Proposed recruitment activities h) Group Picture i) Comprehensive listing of all members including: i) Name ii) Phone numbers iii) Email addresses iv) Date of Initiation v) Chapter of Initiation vi) Address vii) Degree (s) viii) Occupation ix) Offices held x) Participation in organizations and activities outside of fraternity. j) Activities with Undergraduate members k) Officers i) Current officers l) Finance i) Current amount dollars in chapter account(s) ii) Budget for present year m) Letter of recommendation from Regional Polaris

Policy Number: BOD-0110-A-PP Approved February 15, 2010 by the Board of Directors Copyrighted 2010 Iota Phi Theta® Fraternity, Incorporated – Page 3 Page 1 of 5

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE National Iota Phi Theta® Funeral Policy

DATE OF SUBMISSION Initially submitted in July 2010. Revision submitted November 12, 2010

PROPOSED BY: The Reverend Brother Talbert Swan, the Reverend Brother Curlee Adams and the Reverend Brother James Hairston

PURPOSE: To provide a uniform template/ ritual for all funeral and memorial services.

DESCRIPTION INCLUDING BACKGROUND AND SUPPORTING DATA: The fraternity is committed to providing uniformity in those areas that require fraternal presence.

ANTICIPATED OUTCOME: The anticipated outcome is to have all undergraduate and graduate chapters commit to following a uniform ritual for all funeral services.

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IMPLEMENTATION STRATEGY

The death of a brother should be reported to the National Office as soon as possible, and participation of the Fraternity in the funeral should be arranged in consultation with the family and/or the Officiating Minister. All funeral and memorial services should be coordinated with the Chaplain’s office for direction, assistance and guidance.

This ritual ceremony, “The Placing of Roses,” is to be a memorial tribute to Founders, Past Grand Polari and Brothers of Iota Phi Theta® Fraternity, Inc. who have made a significant or outstanding contribution to the Fraternity on the chapter, regional or national level.

The Order of Service

Processional Protocol for Processional Grand Polaris Founders Past-Grand Polari in order of their succession Alpha Chapter Brothers – To honor our legacy & continued existence of our “Mother Chapter” Brothers fall into line and proceed, in size order, and make a circle around the church or burial site with the leaders and dignitaries closest to the headstone or casket. When there are not enough brothers to circle the church or burial site, the service should be done in a semi-circle with brothers at the foot of the grave or in the case where there is a body present, head to toe in front of the casket in which case an arrangement would be placed.

Prayer Scripture Lesson Condolences, Resolutions The Fraternal Greetings The Occasion The Fraternal Prayer Recession The Ritual (Placing of the Roses or Fraternity Pin)

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After the Processional and all of the family have been seated the Processional of brothers shall commence. At the completion of the processional, the Ritual shall start as follow:

Opening Prayer

The Old Testament Scripture: Psalms 139:1-17, 23-24 or appropriate scriptures

The New Testament Scripture: I Cor. 15:19-22, or appropriate scriptures.

The Fraternal Greeting: Grand Polaris (or National Designee)

We gather here this day to celebrate the life of our dear Brother (name) whom we recognize for his outstanding contribution to our beloved brotherhood. We count it not robbery to assemble with those who loved him most that being his family, those who shared in his life’s work in his professional life and we stand in humble honor to the God who has welcomed him to his heavenly home.

The Occasion: Chosen brother should offer a few words on the individual being memorialized paying particular attention to giving the highlights of their contribution to Iota.

The Fraternal Prayer: An Iota Chaplain or minister will give a benedictory prayer.

Recessional: (The Minister/Brother shall precede to the casket and family.)

Placing of the Roses: The Founder shall start the formation by placing a rose first at the four corners then at the top and bottom center then proceed to the middle center. Then Past Grand Polari shall begin to fill in the arrangement starting at the top to symbolize their role in the legacy of the Fraternity followed by the sitting Grand Polaris after which Alumni Chapter Polaris should be invited to place then the Undergraduate Chapter Polaris then the Brotherhood at large.

*** Brothers should be wearing yellow roses on the left lapel over their hearts. A brother should be position to direct other Brothers in the placement of the flowers.

Also, assign a brother to bring additional white roses to honor the memories of deceased Founders as they are to be placed as anchors to the right and the left of the floral arrangement. This arrangement should be used at all times to honor Founders or the passing of a Past Grand Polaris as a floral tribute. When the placing of roses does not take place, a floral arrangement should be supplied and placed at the appropriate time. As Founders transition into the “Chapter Eternal,” the white roses should move from the right and left of center to the upper most place of the arrangement. When a Chapter is performing this service, they may, along the bottom of the arrangement, place flowers for a “Line Brother” who has passed away as an observance.

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IIIIIIIIIIII II I II I II IIIIIIIIIIIII

Script to be read while the flowers are being placed:

Chosen Brother #1: “May the works that I have done speak for me. It is for this cause that I move on to my final destination knowing that I have helped this Fraternity through my words, deeds and actions to realize it’s lasting legacy.”

Chosen Brother #2: “For if by one man a race can be won, then, for this cause, do I pass along the baton to the next man to continue on to the finish line that the preservation of those core values would forever live on in IOTA yesterday, today and forever.”

Brothers: Begin humming the “Hymn of IOTA.” At the conclusion of the placing of the roses by the Brotherhood, the hymn should be sung. At the conclusion of the hymn, Brothers should remain in place for the benediction and turn about-face to proceed out of the church or away from the gravesite. Brothers should be silent until everyone has left.

Reading of the poem, “The Last Chapter:”

The time has come to re-pledge my soul I have no fear I am of Brown and Gold I’ve lived my life as best I could I pray I’ve given less pain than good

I’ve traveled across the burning sands I was a Centaur with torch in hand I followed Polaris to the Holy Cross And once there I found what I lost

I placed a wreath at my Brothers head I heard a voice and it said “Welcome to Iota’s Last Chapter” And all I saw was beauty and Rapture

I climbed the stairs of 12 points of light And danced with five stars that shone at night There were Brothers who’ve passed to the other side And how they stepped with Iota Pride

To my Brothers – I’ve given my best I’ve gone to the last chapter And there I will rest

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(Final sentence by the Minister/ Designee)

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS

N/A

IMPACTS AND RISKS (FINANCIAL AND GROWTH)

None.

RECOMMENDATIONS/CONCLUSION: This policy should not be viewed as conducive for all funeral services, but a template for those services where the fraternity is asked or allowed to participate. Brothers should at all times be sensitive and respectful to the religious choice and preference of the deceased brother and remaining family members.

Policy Number: BOD-0710-A-Final______

NationalPolicyDistributionProcedure

Approved May 16, 2011 by Board of Directors

Operational The National Policy Distribution procedure will provide a consistent means of Impact communication between the Board of Directors and the Grand Council when new policies are approved and ready for dissemination.

Purpose The purpose of the National Policy Distribution procedure is outline the steps for circulating all new approved national policies and their effective date.

Process Here are the action steps for communicating the approval of all new national Overview policies. The entire distribution process should take no more than 10 business days.

Step Description 1 Board of Directors Secretary prepares the policy in the official presentation format utilizing Microsoft Word 2003. (1 day) 2 A copy of the official policy is sent from the Board of Directors Chairman/Secretary to the Grand Council (GP, GVP, 2nd GVP, Secretary, Treasurer and Executive Director) and all Board of Directors members (1 day) 3 The Grand Executive Secretary, per the Grand Polaris, will ensure that the new policy is sent to the Regional Polari. (5 days) 4 The Director of Communications will send a press release announcing the new policy including background of the policy, its purpose, etc. It may include statement from Board of Directors Chairman and/or the Grand Polaris and advise the brotherhood to contact their Regional Polaris and Regional Board of Directors Member for copy. (3 days)

IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE REGIONAL ACHIEVEMENT AWARD

DATE OF SUBMISSION May 2, 2011

PROPOSED BY Joseph Little & Chris O’Banner

PURPOSE To identify and salute the Most Outstanding Region within Iota Phi Theta Fraternity, Inc. for the periods between National Conclaves

CRITERIA The following criteria shall be considered: x Extensive community service programs and chapter participation; (10 points) * 25% x Percentage of financial chapters active within region; (percentage of financial chapters * 100 points) * 25% x Successful expansion efforts within region; (10 points) * 15% x Percentage of financial chapters attending State, Regional, and Annual National Meetings; (percentage of financial chapters * 100 points) * 20% x Percentage of Regional Intake goal; (10 points) * 15%

ANTICIPATED OUTCOME The award is given to the most outstanding region who exemplifies the definition of the "Brown & Gold.” This region is the example and model for every other region within the fraternity. The Most Outstanding Region will help lead the brotherhood and shall demonstrate our high principles.

Policy Number: _ BOD-0511-A- Final______

IMPLEMENTATION STRATEGY Presented to Brotherhood through established means

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS n/a

IMPACTS AND RISKS (FINANCIAL AND GROWTH) n/a

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award yearly. High point total wins.

Policy Number: _ BOD-0511-A- Final______

Revision: 1.0 Policy Number: BOD‐0810‐A‐PP Approvals: Board of Directors Representatives Distribution: BOD and Grand Council

A. Purpose The Life Membership Policy is intended to formalize the criteria, eligibility standards, benefits and fees associated with the program within the Fraternity.

B. Scope This policy covers the all associated procedures necessary in attaining membership within the Fraternity.

C. Applies to This policy pertains to those all existing Life Members, sustaining, subscribing, nominated, seeking and interested in the Life Membership program within the Fraternity.

D. Life Membership Process The Life Membership Committee will provide detailed information on awarding and acceptance criteria within its charter. Below are the comprehensive steps for the process.

Application and Acceptance In order to be considered for Life Membership, a brother must; 1. Complete an application to be reviewed by the Life Membership Committee and submitted payment in full or completed as per the subscribing payment option listed in this policy.

2. Have documented proof that he has been nationally and locally financial for five (5) consecutive years.

3. Provide a letter of recommendation from a sustaining Life Member or current Alumni chapter Polaris.

4. Received a formal letter of acceptance into the program from the Life Membership Committee.

Payment Options 1. Payment in full in the amount of $3,500.00

2. Subscribing payment includes (4) quarterly installments of $893.75, the first payment due at the time of the initial application. An administrative fee of $75.00 total is included in this option. All late payments are subject to a 5% late payment penalty. The term for this is option is one year.

3. Sustaining Life Membership is subject to a $55.00 yearly administrative and maintenance fee.

E. Compliance 1. Forfeiture is violation of compliance associated with a failure to meet the financial obligation while exercising the subscribing payment option. Failure to complete the necessary payments within the (1) year term are considered nonrefundable.

A subscribing member must contact the Life Membership Committee, in writing, in the event of extenuating circumstances of financial hardship to request an extension. The Life Membership Committee reserves the right to grant such an extension of the event is considered valid.

2. Revocation is a result of an administrative decision due to non compliance or direct violation established within the governance documents of the Fraternity. The Life Membership Committee solely reserves the right to invoke only in extreme circumstances.

3. Reinstatement must start with a written request to the Life Membership Committee. The committee must vote in the affirmative of 75% in order to approve the reinstatement. In the event that a Life Member has inactive for (1‐3) years he is subject to a reinstatement fee of $350.00 and $500.00 for (4) or more years. All requests for reinstatement require a membership identification number. If lost one must be obtained by contacting the Grand Executive Secretary or Grand Treasurer.

F. Benefits Each Life Member is entitled to all of the follow items Life Member Lapel Pin Gold Membership Card Life Membership Plaque Complementary Edition of the Centaur Magazine* VIP Seating at General Meetings and During Public Sessions Including but not Limited to General Formals and Banquets. Life Membership Badge At National Meetings Listed on the National Webpage Admission to the Life Membership Luncheon at Biannual Conclave A Life Membership Fraternity Jacket* *New Life Members only

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G. Definitions 1. Life Member – Is a member that has been officially awarded the status of “Life Membership” after completing the Life Membership Process in “Section D” as outlined in this policy.

2. Subscribing Life Member – Is a member who has not attained the full status as a “Life Member” and is currently making installment payments.

3. Sustaining Life Member – A sustaining Life Member is defined as a “Life Member” who has paid in full his sustaining “Life Membership” fee as determined by the Board of Directors.

H. Allocation All Life Membership fees will be collected and allocated under a separate line item from the general revenue/income for accounting purposes. The Board of Directors & Life Membership Committee will determine the appropriate investment opportunities and monitor all the contributions received. Each Life Member will receive an annual summary report of the financials of the Life Membership fund. Board of Directors will periodically review its investment strategy against the needs of the Fraternity. In the event of a financial emergency the Board of Directors can re‐allocate up to a cap of % of the total amount to the Fraternity.

I. Reference For more information refer to: related polices, procedures and bylaws and standards.

J. Responsibilities The Board of Directors has the responsibility to enforce, administer, update and review this policy as required.

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IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE UNDERGRADUATE CHAPTER ACHIEVEMENT AWARD

DATE OF SUBMISSION May 2, 2011

PROPOSED BY Brothers Joseph Little & Chris O’Banner

CRITERIA

Chapter must meet the following criteria in order to be nominated:

x The chapter must be financial. (National, Regional); (10 points) * 10% x The chapter must have at least a 2.5 cumulative GPA; (GPA x 10 points) * 30% x The chapter must perform at least 200 community service hours in the academic year; (service hours x 5 points) * 30% x The chapter must attend at least 5 professional IOTA events in the calendar year; (# of events x 5 points) * 20% x The chapter must participate in national and regional activities; (10 points) * 10%

NOMINATION IS REQUIRED Complete the questions below. x Describe all local and national awards and why your chapter was selected x Did the chapter attend all national, regional and statewide meetings? x List total Community Service hours and what % of financial brothers participate in events x List all chapter events for the calendar year x Attached RP recommendation letter x # Of Graduating Sr. (based on roster) x List any national and regional leadership positions brothers hold/held in IOTA and other organizations.

Policy Number: __ BOD-0511-E- Final______

All nominations are confidential and must be forwarded to the Grand Council Awards Committee for consideration.

ANTICIPATED OUTCOME The award is given to an undergraduate alumni chapter who exemplifies the definition of the "Brown & Gold.” This chapter is the all-around team; they never miss a national meeting. They are the definition of a good Chapter. They are the example for not only their region but the entire fraternity. The fraternity can provide an example to the brotherhood of what a chapter can do if they work together and live up to the tenet of the fraternity. IMPLEMENTATION STRATEGY Per established procedure

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS n/a

IMPACTS AND RISKS (FINANCIAL AND GROWTH) n/a

RECOMMENDATIONS/CONCLUSION: These established criteria will be used to fairly determine the winner of this award. Highest point total wins.

Policy Number: __ BOD-0511-E- Final______

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IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY TITLE

National Step Team Policy of Iota Phi Theta® Fraternity, Inc

DATE OF SUBMISSION November 15, 2010

PROPOSED BY Bro. Karl A. Roberts, Sr Gulf Coast Regional Polaris

PURPOSE The purpose of this document is to establish guidelines, protocols, and polices governing the interaction and business of the National Step Team of Iota Phi Theta® Fraternity, Inc. and National Step Team Competitors of Iota Phi Theta® Fraternity, Inc.

DESCRIPTION INCLUDING BACKGROUND AND SUPPORTING DATA The proposed policy was comprised from the necessity to establish rules, regulations, guidelines, and protocols to govern the National Step Team Competitors and ensure that the International organization received a portion of the earnings acquired by the National Step Team. By implementing the proposed policy, it will establish set guidelines and protocols that all members of the National Step Team must adhere to in order to remain an active part of the step team and financial with the National organization. The policy creates a Business Manager to manage all will bookings and appearance by the National Step Team with direct reporting and oversight to the International Grand Council. The policy ensures that financial earnings are distributed respectively to all entities involved in the National Step Team and allow the International Grand Council to recoup compensation for all expenditures.

ANTICIPATED OUTCOME

To be completed by Board Secretary Policy Number: ______BOD-0810-B__FINAL______

Page 2 of 5

The National Step Team Policy will ensure that there is support from the International Grand Council and Headquarters of Iota Phi Theta® Fraternity, Inc. to allow the team to participate in various shows throughout the country to represent and market the fraternity. This will provide the fraternity with better exposure, avenues to build new partnerships, and acquire various sponsorship opportunities from Fortune 500 companies and other prestigious National organizations.

The policy will ensure that all financial earnings are properly distributed between the National organization and the National Step Team. The expenses incurred by the participation of the National Step team in step shows would be covered and recouped by the International Grand Council to avoid the National Step Team acquiring any debt in the name of the fraternity. Also, it will avoid inactive brothers actively participating or stepping in the name of the organization by requiring that all members of the National Step Team be financially active with the National organization.

IMPLEMENTATION STRATEGY The policy would be implemented at the 2011 Conclave in Boston, MA prior to the selection of the new National Step Team during the National Step Team Competition. All teams participating in the National Step Team Competition will be required to sign individual contracts prior to competing in the competition that they understand and agree to abide by the rules and regulations of the National Step Team Policy. The brothers on the selected National Step Team will be held responsible for following all rules and regulations governing the National Step Team.

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS Currently, the fraternity does not have any policies in place that govern the National Step Team.

IMPACTS AND RISKS (FINANCIAL AND GROWTH) The risks to the National organization are very minute. The International Grand Council will be required to cover all expenses of the National Step Team; however, the International Grand Council would recoup compensation for expenses incurred by the team from all winning step shows.

The exposure that the National Step Team would gain will give the fraternity the opportunity to establish new chapters at various academic institutions where chapters are not currently located and would help to improve upon the international image of the fraternity. The National Step Team can be utilized as a platform to increase the interest in the fraternity from aspiring members including collegiate students, alumni and the professional community.

RECOMMENDATIONS/CONCLUSION:

To be completed by Board Secretary Policy Number: ______BOD-0810-B__FINAL______

Page 3 of 5

NATIONAL STEP TEAM POLICY

OF IOTA PHI THETA® FRATERNITY, INC.

The purpose of this document is to establish guidelines, protocols, and polices governing the interaction and business of the National Step Team of Iota Phi Theta® Fraternity, Inc. and National Step Team Competitors of Iota Phi Theta® Fraternity, Inc. Requirements (National Step Team Competitors)

1) A minimum of seven (7) financial members (all must be Undergraduate or Alumni members belonging to a chapter).

2) The National Step Team Competitors shall be comprised of Undergraduate or Alumni members by geographic location, regional identity.

3) The National Step Team Competitors shall be approved by the acting Regional Polaris where the Step Team resides in writing within thirty (30) days of conclave.

4) The National Step Team Competitors shall submit a petition to the Regional Polaris for participation thirty (30) days before conclave and the petition shall include the following:

a) Table of Contents

b) A Letter of Application

c) Comprehensive listing of all members including: i) Name

ii) Phone numbers

iii) Email addresses

iv) Picture

v) Crossing Chapter

vi) Listing of Step Show Experience

vii) Video of prior Step Shows

viii) Personal Contact Information

d) Step Team Mailing Address

To be completed by Board Secretary Policy Number: ______BOD-0810-B__FINAL______

Page 4 of 5

e) Letter of Recommendation from the State Director or the Equivalent

5) The Step Team shall have a Business Manager.

6) The Step Team shall have a Step Master.

Requirements (National Step Team)

1) A minimum of seven (7) financial members (all must be Undergraduate or Alumni members belonging to a chapter).

2) The National Step Team shall be appointed the National Step Team of Iota Phi Theta Fraternity Inc. by the International Grand Council of Iota Phi Theta® Fraternity, Inc. after winning the National Step Show.

3) The National Step Team shall be comprised of Undergraduate or Alumni members by geographic location, regional identity, etc.

4) The Step Team shall be approved by the acting International Grand Council in writing within thirty (30) days after conclave of their appointment as National Step Team.

5) The Regional Polaris shall submit a report to the International Grand Council thirty (30) days before conclave and the report shall include the following:

a) Table of Contents

b) A Letter of Application

c) Comprehensive listing of all members including: i) Name

ii) Phone numbers

iii) Email addresses

iv) Picture

v) Crossing Chapter

vi) Listing of Step Show Experience

vii) Video of prior Step Shows

viii) Personal Contact Information

d) National Step Team Mailing Address To be completed by Board Secretary Policy Number: ______BOD-0810-B__FINAL______

Page 5 of 5

e) Letter of Recommendation from the Regional Polaris

6) The National Step Team shall have a Business Manager.

7) The National Step Team shall have a Step Master.

Finances and Expenses

1) All winnings earned through National Step Team Participation are the property of the National Step Team and International Grand Council of Iota Phi Theta® Fraternity, Inc.

2) The International Grand Council shall receive ten (10) percent of net National Step Team monetary earnings after Iota Phi Theta® Fraternity, Inc. recoups all expenses incurred by the National Step Team from National Step Team earnings.

3) The International Grand Council shall be responsible for compensating and recouping all expenses incurred by the National Step Team while representing Iota Phi Theta® Fraternity, Inc.

4) All contracts entered into shall be subject to approval as defined in Article XV, Section 1 and 4.

Booking and Management

1) The International Grand Council and National Step Team Business Manager shall cooperatively Book and Manage Step Team appearances.

2) National Step Team appearances shall be booked no less than thirty (30) days from appearance date.

3) National Step Team Business Manager shall submit a monthly report to the International Grand Council and the report shall include but is not limited to the following:

a. Table of Contents

b. National Step Team Appearances booked

c. Total Earnings Received to Date

d. Comments and Concerns

e. National Step Show Overall Record

To be completed by Board Secretary Policy Number: ______BOD-0810-B__FINAL______

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IOTA PHI THETA® FRATERNITY, INCORPORATED POLICY

TITLE Operating Procedures for National Meetings of Iota Phi Theta® Fraternity, Incorporated.

DATE OF SUBMISSION March 2011

PROPOSED BY Grand Polaris Karl Price, Brother Darren Sanford, Brother Keenan J. Saulter, Grand Vice-Polaris John Scott, Brother George R. Smith, Jr., and Brother Ramiér L.Waters.

PURPOSE These procedures are to provide structure and guidance when conducting fraternity business at the national level.

DESCRIPTION INCLUDING BACKGROUND AND SUPPORTING DATA The operating procedures are needed to the direct the administration of national meetings. The rules are procedural rather than parliamentary.

ANTICIPATED OUTCOME National meetings will be more productive and effective with limited opportunities for confusion.

IMPLEMENTATION STRATEGY The policy will be distributed to the Brotherhood via Regional Polari and placed in the document library of the fraternity’s website upon approval from the Board of Directors.

Policy Number: BOD-0311-A Final

Page 2 of 8

COMPARATIVE REVIEW OF FRATERNITY’S GOVERNANCE DOCUMENTS The policy does not conflict with any of the Fraternity’s governance documents. As well the Fraternity’s governance documents are referenced within the policy.

IMPACTS AND RISKS (FINANCIAL AND GROWTH) This policy will allow national meetings to be more productive and effective with limited opportunities for confusion.

RECOMMENDATIONS/CONCLUSION: The policy was approved on April 18, 2011 by the Board of Directors.

Policy Number: BOD-0311-A Final

Page 3 of 8

Operating Procedures for National Meetings Policy ARTICLE I - GENERAL

SECTION (1) NAME 1.1 These are the Operating Procedures for National Meetings of Iota Phi Theta® Fraternity, Incorporated.

SECTION (2) PURPOSE 2.1 These rules are to provide structure and guidance when conducting fraternity business at the national level.

SECTION (3) POWERS 3.1 These rules are not to be used as a substitute for nor do these rules supersede the Bylaws and or Constitution of the Fraternity. 3.2 These rules are to be used as the official guide for proper conduct within national meetings. 3.3 Brothers who fail to adhere to these rules will be escorted from the national meeting by the Sergeant at Arms.

SECTION (4) PARLIAMENTARY AUTHORITY 4.1 The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern national meetings in all cases to which they are applicable and in which they are not inconsistent with the bylaws of the Iota Phi Theta Fraternity, Incorporated and these standing rules.

SECTION (5) QUORUM 5.1 A quorum shall consist of a minimum participation of 66% of active chapters. An active chapter is defined by Section 5.1 of Article XII of the Bylaws of Iota Phi Theta Fraternity, Incorporated. 5.2 Quorum shall be obtained by a roll conducted by the Grand Executive Secretary or his designee. Please refer to Section 8.3 for additional information about taking roll.

Policy Number: BOD-0311-A Final

Page 4 of 8

SECTION (6) ATTIRE 6.1 The attire for meetings is standard business attire. Standard business attire includes, but is not limited to dress slacks, ties, sport coats, collared shirts, suits, and dress shoes. The wearing of t-shirts, shorts, jeans, sweat suits/athletic attire, hats, fatigues and athletic shoes are prohibited. 6.2 Failure to adhere to the dress code will bar entry into the meeting room and if necessary the Sergeant at Arms will escort members from the meetings that are not in the required attire.

SECTION (7) AGENDA 7.1 The Grand Polaris shall prepare all proposed agendas for National Meetings. 7.2 The basic agenda shall include: [a] Call to Order, [b] Opening Ceremonies, [c] Roll Call, [d] Standard Order of Business, [e] Good of the Order, [f] Announcements, [g] Program, [h] Adjournment 7.3 The proposed agenda will become the official agenda for National Meetings, once it has been adopted by the delegate body at the outset of the meeting.

SECTION (8) MEETING STRUCTURE 8.1 All national meetings shall begin with an invocation conducted by the National Chaplin or member of the delegate body. 8.2 The recitation of the Stars shall follow the invocation. The recitation shall be lead by the Grand Polaris. 8.3 Roll call will follow the recitation of Stars. The roll call shall be conducted by Grand Executive Secretary or his designee. The roll call must be done daily to determine quorum. A written record of the daily roll calls must be included in the official minutes of the meeting. 8.4 A minimum of three full days must be allocated to conduct the business of the Fraternity during the Biennial Conclave. All meetings shall have a start time of no later than 9:00 am and an ending time of 5:00 pm. However, the length of the meeting time can be lengthened or shortened as suggested by the Grand Council and voted upon by the delegate body. 8.5 Day One of the Biennial Conclave will include the delivery of all reports, briefs and presentations regarding the status of the Fraternity. The items previously mentioned shall be placed in the delegate packets (which will be given to the delegate upon registration). 8.6 Day Two of the Biennial Conclave will encompass the review and deliberations of proposals to amend the Bylaws and/or Constitution. As well, candidates for elected officers will be allowed to address the delegate body. 8.7 Day Three of the Biennial Conclave shall serve as the time to vote on the acceptance of proposals to amend or to adopt new Bylaws and/or to amend the Constitution, and the election of officers.

Policy Number: BOD-0311-A Final

Page 5 of 8

SECTION (9) RECORDINGS 9.1 The recordings of all national meetings shall be done by the Grand Executive Secretary and other available means such as a stenographer, audio recorder, etc. 9.2 Minutes from all national meetings shall be distributed to active chapters in accordance to Section 1.2 of Article VII of the Bylaws of Iota Phi Theta Fraternity, Incorporated.

ARTICLE II – DELEGATES

SECTION (1) DELEGATES/ALTERNATES DUTIES AND RESPONSIBILITIES 1.1 Delegates must be present at all roll calls and seated in the designated delegate seating area. Delegates shall sit in alphabetical order according to chapter designation. 1.2 Fifteen minutes before the roll call is given, a Grand Council member will go to the area directly outside the meeting room and announce that roll call is about to begin. All delegates who are not seated at that time must take their seats. Failure to be present when roll call is taken will result in the chapter being fined at a rate determined by the Grand Council. The chapter will have sixty days from the date the fine is levied to pay the fine. Failure to pay by the sixtieth day will result in the chapter being designated “not in good standing” until such time as the fine is paid to the Grand Treasurer. As well, a late fee at a rate determined by the Grand Council will be added. 1.3 The use of foul and abusive language by a delegate or brothers within the meeting is prohibited. Any delegate who uses foul or abusive language will not be recognized by the Chair, not allowed to speak and will be escorted from the national meeting by the Sergeant at Arms. 1.4 Must be a member in good standing (as outlined in Section 8 of Article II of the By-Laws of Iota Phi Theta® Fraternity, Incorporated) of an active chapter. 1.5 All delegates are required to have a copy of the Constitution and By-Laws of Iota Phi Theta® Fraternity, Incorporated on their person. 1.6 All delegates should have a working knowledge of Robert's Rules of Order Newly Revised. 1.7 All delegates shall be identified with the title of “delegate” on their meeting badge. As well delegates shall wear an additional identifying item determined by the Grand Council. 1.8 Shall adhere to attire requirements as listed in Section 6.1 of Article I of this document. 1.9 All delegates must stay the duration of the meeting. If a delegate has to leave, he must inform the Sergeant of Arms of his departure and must secure his chapter’s registered alternate to replace him in the delegate section before leaving the room.

Policy Number: BOD-0311-A Final

Page 6 of 8

SECTION (2) SERGEANT AT ARMS 2.1 The Grand Polaris will appoint either a member of the Grand Council or a member of the delegate body to serve as the Sergeant at Arms. 2.2 The Sergeant at Arms shall be responsible for maintaining order and ensuring that the Standing Rules and Operating Procedures as stated herein are adhered to. 2.3 Shall have the power to escort from the meeting, any brothers who show a disregard for these Standing Rules and proper meeting decorum in general.

SECTION (3) PARLIAMENTARIAN 3.1 The role of the parliamentarian at a meeting is to be a resource to the Grand Polaris, to assist the chair in the conduct of the meeting. 3.2 The parliamentarian sits adjacent to the Grand Polaris and unobtrusively gives the chair help, guidance and support during the meeting. The chair can and should consult with the parliamentarian when not certain on how to rule on a question or proceed in the circumstances. ARTICLE III - DISCUSSIONS

SECTION (1) DELEGATES 1.1 Only officially recognized and registered chapter delegates from active chapters are allowed to participate in discussions. 1.2 Every active chapter shall have two members (a registered delegate and a registered alternate) for national meetings. Failure to do so will result in a fine equal to the registration fee for two members (based upon chapter level – alumni or undergraduate). The chapter will have sixty days from the date the fine levied to pay the fine. Failure to pay by the sixtieth day will result in the chapter being designated “not in good standing” until such time as the fine is paid to the Grand Treasurer. A late fee at a rate determined by the Grand Council will be added. 1.3 Any delegate who wishes to participate in a discussion must come to the microphone and begin by stating his full name and the chapter he is representing. 1.4 All delegates are limited to 2 (two) minutes on any single topic. 1.5 All discussions are limited to a total of 10 (ten) minutes per topic. Unless a motion is made to continue the discussion. Delegates are asked to not use the discussion time to agree with or reiterate the points made by a prior speaker.

SECTION (2) NON-DELEGATES 2.1 Are not allowed to participate in discussions or votes. 2.2 Any non-delegate who wishes to get a point addressed during a discussion must pass a note or otherwise get the attention of his chapter delegate and have his delegate present his information or viewpoint. 2.3 Are required to sit in the gallery and are not permitted to enter the designated delegate area during meetings.

Policy Number: BOD-0311-A Final

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ARTICLE IV - VOTING

SECTION (1) VOTES 1.1 Only officially recognized and registered chapter delegates from active chapters are allowed to participate in voting. 1.2 Unless otherwise noted, all votes must be done by roll call and recorded immediately by the Grand Executive Secretary. 1.3 If there are multiple issues for voting, the Grand Executive Secretary, assisted by the National Parliamentarian will tally all votes and announce the voting results to the body before the close of the meeting. 1.4 Voting for the Election to the Office of Grand Polaris, Grand Vice-Polaris and Second Grand Vice-Polaris shall be done by official ballot and handled by the Election Committee. The numbers for votes per chapter is as outlined in Section 6.1.a of Article XII of the Bylaws of Iota Phi Theta® Fraternity Incorporated. 1.5 The Grand Executive Secretary shall notify all active chapters of their number of votes for the election of officers no later than May 30th of the year that the Biennial Conclave convenes via electronic mail or standard United States mail. 1.6 Voting for the purpose of amending the Constitution and Bylaws shall be one vote per chapter. 1.7 The Bylaws may be amended or new Bylaws adopted by a two-thirds vote of the voting members at the Biennial Conclave as outlined in Section 1 of Article XVII of the By- Laws of Iota Phi Theta® Fraternity, Incorporated. 1.8 The Constitution may be amended or ratified by 9/10ths vote of membership.

SECTION (2) PROXY 2.1 Proxies shall only be received from active chapters who have paid in advance (not later than thirty days prior to the convening of the national meeting) for two meeting attendees. 2.2 If a chapter grants the power of proxy to another chapter and the proxy holder(s) does not attend the meeting where voting occurs, the chapter's votes are null and void, and any votes placed by other member(s) will be consider invalid and not counted when all votes are tallied. 2.3 Submission of proxies shall be in accordance with Section 7 of Article XII of the Bylaws of Iota Phi Theta® Fraternity, Incorporated.

ARTICLE V – AMENDMENTS

SECTION (1) CONSTITUTION 1.1 Proposals to amend the Constitution can only be submitted from Regional Polari.

Policy Number: BOD-0311-A Final

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1.2 Proposals can only be submitted to the Document Review Committee before the Biennial Conclave. 1.3 Further details concerning amendments are outlined in Article XI of the Constitution of Iota Phi Theta® Fraternity, Incorporated.

SECTION (2) BYLAWS 2.1 Proposals to amend the Bylaws or to adopt new Bylaws can only be submitted from Regional Polari. 2.2 The Regional Polaris must submit proposals (a maximum of three is allowed) via electronic mail, website submission or standard United States mail to the Grand Executive Secretary no later than May 30th of the year that the Biennial Conclave convenes. The Grand Executive Secretary will inform the Regional Polari of the preferred mode of submission. Proposals that fail to meet the preceding deadline/postmark will not be considered. 2.3 The Grand Executive Secretary will submit all proposals to amend the Bylaws or to adopt new Bylaws to active chapters no later than May 30th of the year that the Biennial Conclave convenes via electronic mail or standard United States mail.

Policy Number: BOD-0311-A Final