Delta Phi Omega Sorority, Incorporated Constitution and By-Laws

PREAMBLE

We, the women of Delta Phi Omega Sorority, Incorporated, in regulation with the University ordinances, hereby adopt and establish the following Constitution and By-Laws.

CONSTITUTION

Article I – Name

The name of this organization will be Delta Phi Omega Sorority, Incorporated.

Article II – Purpose

The purpose of Delta Phi Omega shall be to foster unity among South Asian women, build community awareness, and gain a greater understanding of oneself and others. The sorority aspires to instill leadership traits, excel in all academic endeavors, to encourage an active relationship between the sorority and its respective university, and shall do so with the utmost compassion, dignity and fortitude.

Article III – Classification

Delta Phi Omega Sorority, Inc. will be recognized as a social, community service, and philanthropic oriented sorority.

Article IV – Membership Composition

No limitations will be enacted facing gender, color, creed, origin, nationality, or affiliation.

Article V – Membership

Section 1. Membership in this sorority may be granted to all persons dually enrolled at any Delta Phi Omega Sorority, Inc. chartered university.

1 Section 2. The Executive Board will set membership dues each semester. A payment plan of three to five separate payments will be available at the discretion of the Executive Board.

Section 3. On-line members must have a minimum cumulative grade point average of 2.5 at the beginning of the New Member Education semester. Active members must meet a minimum grade point average of a 2.0 at all times. Failure to meet the grade point average requirements will result in academic probation as outlined in the National Handbook.

Section 4. Active members shall be those who have successfully completed New Member Education and are initiated into the sorority according to the regulations in the by-laws.

Clause 1. Active Transfer membership in the sorority may be granted to previously active members who transfer to a university that does not possess a chapter or colony of Delta Phi Omega Sorority, Inc. Active Transfer membership possess the same voting rights, privileges, and responsibilities as Active membership. Active Transfers must pay dues to the closest chapter or colony of Delta Phi Omega Sorority, Inc. Active Transfer members are not permitted to hold any Executive Board positions and attendance is not mandatory to meetings or events if she lives more than 40 miles from the closest chapter or colony of Delta Phi Omega Sorority, Inc.

Clause 2. Any member that has transferred to a local Delta Phi Omega Sorority, Inc. chartered university will be considered an Active member of the sorority. She will be granted all privileges as an Active sister and will pay dues to that chapter or colony. She will be permitted to hold a position on the chapter or colony Executive Board.

Section 5. Alumna membership in the sorority will be granted to members who have been active for at least one full semester or quarter upon graduation and provide proof of graduation from their respective university. If upon graduation, there is an outstanding balance of dues or fines, alumna membership will not be granted, and stoles will not be permitted to be worn during graduation, until all balances have been paid off.

Section 6. Associate membership is available to members who are entering a specialized school such as pharmacy or nursing school, or to those who have extenuating circumstances that restricts her from participating as an Active member. Associate members must have served an active term for at least one year and no more than 3.5 years, prior to applying for the status and must pay National Dues and Insurance. These members are only allowed to attend events as set forth in their associate terms outlined in the National Delta Phi Omega Sorority, Inc. Handbook.

2 Clause 1. Members must send a formal letter to the chapter or colony Executive Board requesting this status and the reasons for why she is applying. Once the Executive Board makes their decision, they will send it to the National President and National Vice President of Internal Affairs for a final ruling where they will approve or deny the request.

Section 7. The local chapter or colony shall reserve the power to suspend or terminate any of its members for due cause with fair warning and trial. National President and National Vice President of Internal Affairs will have final ruling to approve or deny any suspension or termination.

Section 8. The National Council of Delta Phi Omega Sorority, Inc. shall reserve the power to suspend or place any chapter or colony of the sorority with due cause.

Article VI – Executive and Auxiliary Board

Section 1. The Executive Board of local charters shall include only five members: President, Vice President, Secretary, Treasurer and Historian. No other positions shall be created or removed by any chapter or colony. All positions must serve a full one-year academic term beginning fall semester. Seniors graduating in the Fall Semester are not eligible to serve on the Executive Board.

Section 2. The local chapter or colony of Delta Phi Omega Sorority, Inc. will hold annual elections to fill Executive Board and Auxiliary Board positions. All elections shall take place before the end of the Spring Semester prior to the new term.

Section 3. There will be a transition period that takes place after elections and before the new term takes effect. During this period, previous officers will train and transition the new officers. New positions shall take effect immediately after the official last day of school during the spring semester.

Section 4. All positions for the Executive Board shall be filled by a majority vote taken by the Active members present. A member who has been Active for at least one semester is eligible to fill any Executive Board Position.

Clause 1. Election procedures for Executive Board members are as follows. A candidate must have completed one semester of Active membership prior to applying for an Executive Board position. First, the current Executive Board will interview all candidates. All candidates must present a speech in front of the Active members of the chapter or colony. All Active members present will vote and the candidate with majority of votes will be granted the position.

Section 5. Election procedures for Auxiliary Board are as follows. All candidates must present a speech in front of the Active members of the chapter or colony. All Active members present will vote, and the candidate with majority of the vote, will be granted the position.

3 Section 6. There shall be committees for executive and auxiliary positions, but only when the Executive Board sees fit.

Clause 1. Election procedures for committee positions are as follows. Those members, who wish to run for a committee chair position, must write an essay and submit it to the Executive Board. The Executive Board will choose the candidate with the best qualifications. The Executive Board must interview those members who wish to sit on the committee. The Executive Board will set the number of members to sit on each committee. After deliberation, the Executive Board will choose the new committee members.

Section 7. Any member wishing to resign from her position must submit a formal letter of resignation to the Executive Board.

Section 8. The Executive Board reserves the authority to question the efficiency of any member and call a meeting to take any necessary action.

Section 9. The Executive Board has the authority to place any Active member on probation as they see fit upon final approval of National Council. Probation is an official notification to a member that she has violated the Laws of this sorority and that if her conduct is not satisfactorily corrected, termination of membership may be necessary. During probation, the member will be given probation terms, set forth by the Executive Board, that she must accomplish in order to improve in the areas in which caused the violation. The probation term will be set by the Executive Board and is not to exceed one semester. Probation may be appealed to National Council; however, the appealing party must provide all relevant evidence to National Council. National Council will then give the Executive Board the opportunity to rebut the evidence. National Council will overturn the decision if it feels that the Executive Board was erroneous in its decision.

Article VII – General Body Meetings

Section 1. All Active members and associates, according to their terms, will be required to attend all General Body Meetings. The executive board shall reserve the right to increase fines with approval from the National Vice President of Finance.

Clause 1. Those members who miss a General Body Meeting with prior notification, will be responsible for a $5 fine per meeting missed.

Clause 2. Those members who miss a General Body Meeting without prior notification, will be responsible for a $10 fine per meeting missed.

Clause 3: Those members who are 15 minutes late will be responsible for a $15 fine per meeting late.

4 Section 2. Those members that are unable to attend a General Body Meeting give up their right to vote or change any decision voted on during that particular meeting.

Section3. Executive Board members must attend their individual meetings. All members of the Executive Board will agree upon the time, date and location of these meetings.

Article VIII – Finance

Section 1. The expenses of the local chapter or colony will be obtained through funds secured from member dues, fines, donations and fundraisers conducted during the year.

Section 2. All funds received will be deposited into the chapter or colony bank account.

Section 3. Delta Phi Omega Sorority, Inc. is considered a non-profit organization.

Article IX – Amendments

Section 1. This constitution of Delta Phi Omega Sorority, Inc. may be amended at anytime with a majority vote affirmative of the members of National Council or by nine of the National Founding Mothers.

Section 2. Any changes to the constitution will take effect the following semester unless otherwise stated by the National Council.

5 NATIONAL BY-LAWS

Article I – Membership

Section 1. The minimum membership of any chapter or colony shall by five.

Section 2. A permanent record of the Active and Alumnae membership of the chapter or colony shall be kept on file in the archive of the chapter or colony. This record shall include membership history, current activities and permanent address of members.

Section 3. For just cause and after due deliberation, a member may be suspended or terminated of membership from the sorority at which the quorum prevails.

Clause 1. Under no condition will the suspended or terminated member receive a refund of dues.

Clause 2. Those members, who are considered for suspension or termination, are given the option of either trial by jury or a silent vote of active members at the meeting.

Option 1. In the trial by jury option, everyone will be allotted to at least seven days from the time that she is given notification of suspension or termination to prepare. The jury consists of all Active members present during the trial, which shall take place at a mandatory meeting. After all statements are made, a ¾ vote will determine the decision.

Option 2. When the option of silent vote is exercised, a mandatory meeting will be called where a ¾ vote will determine the decision.

Clause 3. Those members who are terminated, are not allowed to participate in any sorority affiliated activities, wear any paraphernalia with Greek or English letters, or write their past affiliation with the sorority on any documents. i.e. resume, application, etc.

Clause 4. Those members who are terminated may not join the sorority in the future.

Section 4. Alumnae members will be granted privileges, which will consist of free admission to all social and charitable events, unless otherwise specified by the local charter.

Clause 1. Alumnae members may not attend events that are exclusive to Active and Associate members only.

6 Clause 2. The chapter or colony Founding Mothers may attend any events without formal invitation or advance notice.

Section 5. Alumnae members may only attend meetings with a formal invitation from the chapter or colony. Alumnae are not able to vote at any meetings on decisions of the chapter or colony. The chapter or colony Founding Mothers may attend any meeting without a formal invitation or advance notice.

Section 6. An affirmative vote of 75% of the active members present at any meeting where a quorum prevails shall be necessary to accept on-line members into Active membership.

Clause 1. Any person accepted as an on-line member is not necessarily guaranteed Active Membership.

Clause 2. No person may be accepted as an on-line member that is on scholastic probation as defined by the University.

Section 7. Membership dues are set at the beginning of the semester.

Clause 1. Members are given two payment options

Option 1. Membership dues must be paid in full within the first 14 days of the semester or within the 14 days after initiation.

Option 2. Membership dues may be paid in three – five equal payments within three – five equal time frames. The Executive Board shall announce these amounts and dates in advance.

Clause 2. Any member who does not pay the allotted dues on the specified dates, unless authorized by the Executive Board, shall consequently face probation the following semester. This member may not vote or attend any social functions until she has paid.

Clause 3. There shall be no refund of dues under any circumstances.

Section 8. Any interested member who does not the required grade point average (GPA) of 2.5 may not be considered for a bid from the sorority. She may decide to apply again for New Member Education the following semester after she has brought her grade point average above a 2.5.

Section 9. Any Active member, who does not meet the required grade point average upon completion of the semester, will be placed on academic probation. During this semester, the member will be given the opportunity to work with the Academic Chair of her chapter or colony to bring her grade point average up to the required minimum.

7 Clause 1. Any Active member who does not meet a minimum of a 2.5 grade point average will be placed on an academic probation with the status of an Active Associate. She may not hold any positions on the Executive Board or Auxiliary Board but may vote at the meeting she is in attendance of.

Clause 2. Any Active member who does not meet a minimum of a 2.0 grade point average will be placed on an academic probation with the status of an inactive member. She may not participate in any Delta Phi Omega Sorority, Inc. related affairs, nor may she wear any paraphernalia.

Section 10. All Active members must accumulate a minimum of 20 community service hours per semester and submit them on the dates indicated in the National Delta Phi Omega Sorority, Inc. handbook.

Clause 1. All community service hours acquired as a reprimand from the University or the law must be performed individually, as opposed to with the sorority.

Section 11. The National Founding Mothers of the sorority have the ultimate authority over Delta Phi Omega Sorority, Inc. If any National Founding Mother, at any time, feels that any of the chapters or colonies of the sorority has veered away from the original purpose or goal of the organization, she may take appropriate action.

Clause 1. A National Founding Mother’s opinion will be heard and taken into consideration. She may demand changes as long as eight other National Founding Mothers share her opinion.

Section 12. Any member may become inactive for a maximum of one semester or quarter upon authorization of the Executive Board and National Council. Only members who have completed one full active semester are eligible for Inactive membership. During this period, Inactive members may not wear any paraphernalia and may not attend any sorority related events, meetings, or gatherings. She is not required to complete any community service hours and is not required to pay dues to the chapter or colony or to the national organization. A letter must be submitted to the Executive Board stating her reasons for the status to be approved. Any letter submitted after the date specified in the National Delta Phi Omega Sorority, Inc. handbook, will not be considered for approval and dues will be collected.

Clause 1. An Inactive member may run for the following year’s Executive Board or Auxiliary Board position. She may attend the General Body Meeting in which elections take place only to state her speech and then leave. She may not vote due to her inactive status.

8 Clause 2. Seniors, who are Inactive members during their graduating semester, may only wear letters for their graduation pictures and on graduation day.

Section 13. There shall be no physical or emotional hazing of on-line members. Hazing is defined as any mental or physical discomfort placed on a person during New Member Education.

Section 14. While wearing Delta Phi Omega Sorority, Inc. paraphernalia, members may not drink, smoke, partake in the intake of any illicit substances, fight, or show any excessive public display of affection.

Section 15. Any member who is arrested for criminal behavior will be immediately put on probation for one semester and may even be terminated after deliberation of the Executive Board and National Council. This member is allowed to have a defense for her behavior, but a vote will be taken on her membership status.

Article II – Executive Board, Auxiliary Board, and Committees

Section 1. All local positions shall be chosen as specified in the Constitution. Members that are on probation or have not met other specific requirements of the sorority, may not run for any position.

Section 2. Any member may resign from office with the consent of the Executive Board without resigning from the sorority.

Section 3. Any officer may be removed from office for just cause after due deliberation by the possible actions set forth in Article I, Section 3.

Section 4. Any member elected to an Executive Board position will retain that position for one full academic year unless terminated or a voluntary resignation is made.

Section 5. Seniors graduating in the Fall Semester may not hold any Executive Board positions unless otherwise approved by National Council.

Article III – Duties of Officers

The Executive Board shall consist of a President, Vice President, Secretary, Treasurer, and Historian. The Executive Board shall give supervision to the chapter or colony and its officers. They will see that the sorority’s constitutional duties and obligations are fulfilled. Each Executive Board member is assigned specific duties that must be fulfilled. The Executive Board shall receive all money of the chapter or colony and keep an accurate record thereof. They will make all payments of the chapter or colony accounts upon proper authorization. They shall keep an accurate written receipt for all such funds. The Executive

9 Board members shall keep an accurate written record of attendance of each member of all chapter meetings.

The Executive Board shall keep a file of membership applications, personal information of all members, resignation letters, and all other such paperwork. The Executive Board has the ultimate decision in any given situation. Each Executive Board member must train her successor and turn over all up-to-date records.

Section 1. President – The responsibilities of this office are as follows: keeping in contact with the other chapters and colonies, overseeing the outside activities of Delta Phi Omega Sorority, Inc., oversee the completion of community service hours, a disciplinarian, mediator, spokesperson, head of meetings, and any other duties seen fit by the Executive Board. The President has the ultimate say so in any given situation. She must train her successor and turn over all up-to-date records.

Section 2. Vice President – The responsibilities of this office are as follows: events and dates, in charge of promoting the sorority and any events, booking rooms for meetings, community service and other duties seen fit by the Executive Board. The Vice President will take the role of the President in her absence. She must train her successor and turn over all up-to-date records.

Section 3. Treasurer – The responsibilities of this office include: the collection of dues and fines, organizing fundraising events, maintenance of accurate bank records, and any other monetary holdings, preparing statements for each general body meeting and any other duties seen fit by the Executive Board. She must train her successor and turn over all up-to-date records.

Section 4. Secretary – The responsibilities of this office include: keeping accurate records of the minutes of each General Body Meeting, collecting letters of resignation or status change, obtaining copies of money spent and collected, maintaining copies of money spent and collected, maintaining telephone and email lists, keeping a list of merits for all active members, the role sheet, community service verification sheets or hours completed, and any other duties seen fit by the Executive Board. She must train her successor and turn over all up-to-date records.

Section 5. Historian – The responsibilities of this office include: to document with pictures and in other creative ways all sorority related events, the creation of a yearly scrapbook and backboard, the Delta Phi Omega Sorority, Inc. family tree for the chapter or colony and its history (alumnae, past events, etc.), remembering and celebrating sisters’ birthdays, keeping contacts with all alumnae of the chapter or colony, maintaining a chapter or colony timeline, composing newsletters, and other duties seen fit by the Executive Board. She must train her successor and turn over all up-to-date records.

10 Article IV – General Body Meetings

Section 1. Any member unable to attend a General Body Meeting must give advance notice to the secretary and may not give a proxy to any member.

Section 2. All regular General Body Meetings of the local chapter or colony shall be held at a time and place that the Executive Board decides.

Section 3. Any member is free to discuss any sorority-related topic or idea at any regularly called General Body Meeting.

Article V – National Council

The administrative and governing body of Delta Phi Omega Sorority, Inc. shall be the National Council. The National Council shall have all jurisdiction over all component parts of the Sorority and shall represent them and approve all decisions in ordinary matters of national policy, public relations and controversy which may be referred to the National Council.

Section 1. The officers of the National Council shall be: National President, Executive Vice President, National Vice President of Expansion, National Vice President of Internal Affairs, National Vice President of Communications, and National Vice President of Finance.

Section 2. The National Council shall be elected by majority vote prior to National Conference. Each National Council officer shall serve a two-year term beginning August 1st.

Clause 1. All National Board and Regional Directors shall serve a one full year term beginning August 1st.

Article V – Finance

Section 1. Each chapter or colony must possess one bank account and all bank statements shall be kept in the chapter or colony archive. National Council shall audit each chapter or colony at a minimum of one time per year. If for any reason there are any discrepancies in record keeping, or if the bank account balance falls under $250, the National Council reserves the right to put that chapter or colony on probation.

Section 2. Only the President and Treasurer of the chapter or colony may have access to the official bank account. Any member who makes any transactions on behalf of the chapter or colony must fill out a proposal form and submit it to the Executive Board for approval. When getting reimbursed by the sorority, the member must present official paper documentation to the Treasurer within 30 days from the date of the purchase. Any receipts for goods or services purchased that are

11 presented after 30 days from the date of the purchase, will not be eligible for reimbursement. All reimbursements made, must have a reimbursement receipt. The treasurer must keep an accurate record of reimbursement receipts and the original receipt of goods or services purchased. The Executive Board has the right to refuse reimbursement to any member who owes the chapter or colony money.

Section 3. A statement of dues, fines, and assessments shall be issued at least three weeks prior to the payment deadline.

Section 4. The treasurer must present a statement of current bank account balance and all income generated and spent at each General Body Meeting.

Section 5. All chapters or colonies must pay National Dues. Each chapters must contribute $20 per Active member per semester and each colony must contribute $25 per Active member per semester.

Clause 1. Dues must be postmarked to the National Vice President of Finance no later than the dates stipulated in the National Delta Phi Omega Sorority, Inc. handbook.

Clause 2. National dues will cover administrative and legal costs, colonization expenses and any other costs that benefit the National Organization as a whole and not any one chapter or colony in particular. The National Council reserves the right to ask for additional money from each chapter or colony. Chapters or colonies who do not pay National Dues on time, will be assessed a fine of $30 per day late.

Section 6. All chapters or colonies must pay National Insurance. National Insurance is negotiated between National Council and the Insurance company. The amount due for National Insurance is subject to change on a yearly basis, which will be relayed to all chapters or colonies by the National Vice President of Finance.

Section 7. The National Vice President of Finance must approve all reimbursements made on behalf of the national organization. All receipts must be submitted to her within 30 days from the date of purchase.

Article VI – Chapter Discipline

Section 1. The National Council has the power to suspend or put any chapter or colony on probation. Suspension or probation of a chapter or colony shall require 2/3 vote of the National Council. The National Council shall agree upon the length of suspension. The National Council may put any chapter or colony on probation for the following reasons but are not limited to the reasons of this list:

Clause 1. Any occurrence of where personal injury or property damage occurs at any sorority related event.

12 Clause 2. Any physical hazing of on-line members.

Clause 3. Repeated failure of a chapter or colony to pay National dues in a timely manner.

Clause 4. Repeated failure of a chapter or colony to submit the required documents to the National Council.

Clause 5. Violation of any of the laws in the National Constitution and National By-Laws.

Section 2. Probation is an official notification to a chapter or colony that it has violated the Laws of this Sorority and that if its conduct is not satisfactorily corrected charter revocation may be necessary. During probation, a chapter or colony will be given specific objectives that it must accomplish in order to improve the areas in which caused the violation. The probation term will be set by the National Council and is not to exceed 12 months.

Section 3. After a chapter has completed its probation period, if the areas in which caused the violation of the Sorority Laws have not been rectified, the National Council may revoke the charter with a 2/3 vote.

Article VII – National Conference

An annual National Conference shall be held in the months of June or July in which all Actives and Alumnae of every chapter or colony may attend.

Section 1. The location of National Conference will be decided by majority vote of National Council upon review of applications by schools interested in hosting.

Section 2. If conference registration fee is charged, it is not to exceed $200. Any other fees may not be collected from registrants. National Council reserves the right to set the amount each chapter or colony must contribute towards conference costs.

Section 3. Each chapter or colony must send at least two Active members to National Conference each year. If two Actives cannot attend National Conference, then the chapter or colony must pay a fine of up to two registration fees. Failure to pay the fine will result in probation for the following semester as determined by National Council.

Article VIII – Colonization

Section 1. There shall be an Expansion Committee headed by the National Vice President of Expansion. The responsibilities of this committee shall be to assist the National Vice President in reviewing charter requests, selecting Recruitment Teams,

13 reviewing applications of interests, conducting interviews, and assisting the National Director of Internal Expansion as requested.

Clause 1. National Council shall determine the number of members to sit on the Expansion Committee. Expansion Committee membership is open to active and alumni members of any chapter or colony as long as they are in good standing with their chapter or colony and National Council. Membership in the Expansion Committee shall be for one year.

Clause 2. Any member who wishes to sit on the Expansion Committee must submit an essay to National Council stating the reasons and qualifications for the position. National Council will review all applications and choose the most qualified candidates.

Section 2. Interests Groups must submit a proposal to the National Vice President of Expansion expressing interest in starting a colony on their campus. After review of the proposal, National Council will make a ruling on whether to grant a bid to the Interest Group.

Section 3. Once the bid is granted, Recruitment Team positions will open up to alumnae members. All alumnae members interested in these positions must submit an essay to National Vice President of Expansion. National Council and Expansion Committee will review the applications and choose the most qualified candidates.

Section 4. All new colonies shall be under probation the semester after they are established. It is the duty of the Recruitment Team and Expansion Committee to keep constant contact with the colony during this period. The colony must complete all requirements set forth by the National Council.

Article IX – Amendments

Section 1. Any changes to the By-laws will take effect the following semester unless otherwise stated by the National Council.

Section 2. Article 1, Section 1, Section 4, and Section 10 of the By-laws may not be amended at any time unless there is a unanimous vote of the National Founding Mothers of Delta Phi Omega Sorority, Inc.

Section 3. Article 5 and Article 6 of the By-laws may only be amended by a ¾ vote of all members in attendance at National Conference, by a unanimous vote of National Council, or by nine of the National Founding Mothers of Delta Phi Omega Sorority, Inc.

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