International Honor Society of the Two-Year College
Chapter Bylaws
Saint Louis Community College at Meramec
Xi Lambda
Table of Contents
Chapter I: Name…………………………………………………………………………………….1
Chapter II: Purpose…………………………………………………………………………………1 Chapter III: Membership……………………………………………………………………………1 a. Eligibility……………………………………………………………………………..1 b. Active Members……………………………………………………………………...2 c. Provisional Members………………………………………………………………...2 d. Alumni Members…………………………………………………………………….2 e. Honorary Members…………………………………………………………………..2 f. Transfer Members.……………………………………………………………………2 Chapter IV: Section 1. Officers………………………………………………………………………………….2 President…………………………………………………………………….………..…3 Vice President of Leadership……………………………………………………….…...3 Vice President of Scholarship………………………………………………………….. 3 Vice President of Service……….……………………………………………………….4 Vice President of Fellowship……………………………………………………………4 Vice President of Membership…………………………………………………………..4 Vice President of Communications……………………………………………………..5 Treasurer………………………………………………………………………………..5 Executive Board……………………………………………………………………….. 6 Chapter Advisors……………………………………………………………………….. 6 Section 2. Election of Officers…………………………………………………………………...…6 Section 3. Election Procedures……………………………………………………………………...6 Section 4. Absentee Ballots………………………………………………………………………...7 Section 5. Replacement of a Chapter Officer………………………………………………………7 Section 6. Removal of a Chapter Officer…………………………………………………………..8 Chapter V: Parliamentary Authority……………………………………………………………….8 Chapter VI: Amendments and Revisions to Chapter Bylaws……………………………………...8
2 BY-LAWS
Of the
XI LAMBDA CHAPTER
Of
PHI THETA KAPPA International Honor Society
CHAPTER I.
Name
The name of this chapter of the Phi Theta Kappa International Honor Society shall be Xi Lambda.
CHAPTER II.
Purpose
The purpose of the Xi Lambda Chapter at St. Louis Community College, Meramec, shall be to uphold scholarship, promote academic achievement, and further the development of leadership and service while cultivating fellowship amongst society members and within the community at large.
CHAPTER III.
Membership
Membership within the Xi Lambda chapter will fall into four categories: Active, Provisional, Alumni and Honorary members. All members regardless of status will be on record with Phi Theta Kappa’s International Headquarters in Jackson, Mississippi.
a. Eligibility : In addition to the guidelines established for active membership in Article IV, Section 1 of the Phi Theta Kappa International Honors Society’s Constitution and Bylaws, students eligible for active membership shall have completed twelve (12) credit semester hours of associate degree program work with a minimum grade point average (GPA) of 3.5. on a 4.0 scale. Developmental and/or physical education courses numbered 100 or lower will not be used to calculate grade point averages. Members must maintain a minimum 3.0 GPA to continue to be considered a member in good standing. Members falling beneath this standard shall be placed on probation and given a semester to improve their GPAs. Only a chapter advisor shall be able to assess standing, and eligibility, and notify students of their failure to comply with GPA standards in
3 accordance with both St. Louis Community College’s campus policies and procedures, and Privacy Act requirements and constraints. b. Active Members : An active member shall be described as any individual who has met the criteria cited above, paid their Membership Fees, and has been duly inducted into the Xi Lambda chapter of Phi Theta Kappa. All active members in good standing shall have voting rights within the chapter’s organization. Members participating in the Chapter’s Five-Star Development Program having achieved any of the five levels shall be referred to as Enhanced Members. All active members in good standing will be allowed to wear the gold Phi Theta Kappa Stole and Tassel at their graduation. Xi Lambda will purchase stoles and tassels at time of graduation for Five-Star Enhanced Members in good standing. The chapter’s Five-Star program will reflect that of the International Honor’s Society’s Five-Star requirements, and be adjusted as required.
c. Provisional Members : Provisional membership within the Xi Lambda chapter will consist of individuals who have yet to fully meet the criteria for membership as stated in subparagraph (a), but have shown an interest in Phi Theta Kappa, and assists the Society on Campus. A provisional member shall be enrolled in an Associate Degree program on campus and maintain a decorum befitting membership within the society. A provisional member will not be an inducted member of Phi Theta Kappa, and as such may not hold chapter office, nor vote on chapter, regional or international affairs.
d. Alumni Members : Alumni members shall be members of the society in good standing that have ended their active status, and completed a minimum of one year’s Associate Degree coursework solely at the Community College level. Alumni shall retain all the privileges of active members with the exception of the right to vote or hold office.
e. Honorary Members : In accordance with Article IV, Section 1D, of Phi Theta Kappa’s International Constitution and Bylaws, an Honorary membership may be bestowed upon an individual for distinguished service rendered to that chapter. Honorary Members may not vote or hold office.
f. Transfer Members : Any existing member of a Phi Theta Kappa Chapter wishing to transfer into Xi Lambda must have a minimum GPA of 3.0, and have completed 12 credit semester hours. No developmental or physical education courses numbered 100 or lower will be taken into consideration when calculating grade point average.
CHAPTER IV
Section 1.
Officers
Offices within the Xi Lambda Chapter of the Phi Theta Kappa International Honors Society shall consist of a President, and a Vice President for each Hallmark: Leadership, Scholarship, Fellowship and Service; plus a Vice President for Membership, and Communications and a Chapter Treasurer. Duties and responsibilities of each officer are as follows:
4 President
1. Call and preside over all business meetings. 2. Appoint and establish any necessary committees. 3. Vote only in case of a tie. 4. Serve in an ex-officio capacity on all committees. 5. File Five-Star Update Forms with International Headquarters. 6. Work with officers and advisor to develop chapter goals. 7. Make agendas and give to VP of Communications for posting on bulletin boards (website if applicable.) 8. Along with Advisor, serve as liaison between chapter and campus administration. 9. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Vice President of Leadership
1. Perform all duties of the President in the event the President is absent. 2. Responsible for the Leadership goals of the chapter. 3. Provide all information pertinent to their Hallmark to the Vice President of Communications for inclusion in the Chapter Newsletter, Meramec Community Relations, Montage, local newspapers, Regional E-newsletter and any other publication that the President suggests. 4. Provide the President and Vice President of Communications all information pertinent to their Hallmark for maintaining the Chapter’s Five-Star Designation. 5. Chair Leadership Study Committees. 6. Maintain chapter display case with assistance of other officers. 7. Work with Vice Presidents of Scholarship, Service and Fellowship to ensure maximum potential for achieving Five-Star goals. 8. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Vice President of Scholarship
1. Preside over business meetings in the absence of the President and Vice President of Leadership. 2. Responsible for the study and implementation of the International Honors Topic within the chapter. 3. Chair the Honors Topic Committee. 4. Provide information regarding scholarship opportunities via appropriate media such as the Chapter Newsletter/website (if applicable). 5. Work with Vice Presidents of Leadership, Scholarship and Fellowship to ensure maximum potential for achieving Five-Star goals. 6. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
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Vice President of Service
1. Responsible for engaging Xi Lambda in the International Service Project on campus and within the community. 2. Provide service projects that are beneficial to the community and that can be participated in by chapter members, campus officials, community members and other members of the International Society on both chapter and regional levels. 3. Responsible for ensuring Hallmark requirements are met for maintaining the Chapter’s Five-Star Designation. 4. Chair all Service Project Committees. 5. Work with Vice Presidents of Leadership, Scholarship and Fellowship to ensure maximum potential for achieving Five-Star goals. 6. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Vice President of Fellowship
1. Provide and promote fellowship amongst members of the Society, locally and regionally; with other campus clubs/organizations; with members of faculty and staff, and with members of the community at large. 2. Emphasis should always be placed on fellowship within the Honors Study Topic and the International Service Project, while maintaining a spirit of camaraderie and fun. 3. Fellowship is responsible for assisting the President and Vice President of Membership in the preparation of chapter Orientations and Inductions. 4. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Vice President of Membership
1. Responsible for increasing membership, and the increased involvement of existing members in all aspects of chapter functions. 2. Will assist the Advisor in drafting list of members in good standing for Spring Commencement. 3. Shall work with Vice President of Communications and advisor to accumulate list of Enhanced Members who will receive stoles and tassel at graduation. 5. Responsible for assisting President and Vice President of Fellowship with Orientation and Induction Ceremonies. 6. Responsible for assisting Vice President of Communications with updating chapter phone list, e-mail addresses, mailing addresses and birthdays each semester. 7. Shall keep any correspondence with regard to membership and induction to both Regional and International Officers and/or Coordinators. 8. Shall determine the time and manner of all dues and induction payments and give to the Treasurer. 9. Will be present along with Vice President of Communications and Chapter Advisor for counting of ballots at annual chapter elections. *
6 10. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Vice President of Communications
1. Responsible for maintaining chapter website (if applicable). 2. Responsible for all correspondence with local and regional chapters. 3. Responsible for Chapter Newsletter, Regional E-newsletter and assisting advisor with monthly press releases. 4. Responsible for keeping copies of all newsletters and correspondence to include any and all correspondence with faculty, staff and other campus organizations; keeping a presentation/souvenir file to further include photos and other materials used for Regional and or International awards. 5. Will assist the President and other officers in preparation of any awards the chapter will submit. 6. Shall work with Vice President of Membership and advisor to accumulate list of Enhanced Members who will receive stoles and tassel at graduation. 7. Responsible for assisting Vice President of Membership with updating chapter phone list, e-mail addresses, mailing addresses and birthdays each semester. 8. Will be present along with Vice President of Membership and Chapter Advisor for counting of ballots at annual chapter elections. * 9. Will be responsible for reserving room for Chapter meetings. 10. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
* NOTE : If either the Vice President of Membership and/or Vice President of Communications is running for another term, counting of the ballots will fall to a non-incumbent officer of the executive board.
Office of Treasurer
1. Responsible for keeping and recording all meeting and business minutes. 2. Responsible for verification of chapter financial records with Chapter advisor and Student Activities Center (SAC). 3. Treasurer shall assume any other duties assigned by the President. 4. Will assist with New Member Orientation, attending both sessions and tracking application materials and fees. 5. Will assist other officers whenever asked. 6. Shall collect original disbursement vouchers and supporting invoices and or statements from members, make copies for record purposes and submit originals to chapter advisor for reimbursement. 7. Be present to answer questions, and assist with Annual Audit of Chapter Funds. 8. If the office of Treasurer is not filled, responsibilities of the office would fall to the Vice Presidents of Communications and Membership. 9. Will report financial status of chapter at each business meeting.
7 10. Will remember they represent Xi Lambda both on and off campus at all times, and conduct themselves accordingly.
Executive Board
Xi Lambda’s Executive Board shall consist solely of its officers and chapter advisors. At executive meetings all members of the board may cast a vote with the exception of the chapter advisors who are non-voting members of the board.
Chapter Advisors
The President of St. Louis Community College, Meramec, per the Phi Theta Kappa International Honors Society Constitution and Bylaws, must appoint Xi Lambda’s Chapter Advisors. (Chapter IV, Section 5). The advisor is responsible for chapter membership, guidance, and approval of local activities. The advisor is further responsible for acting as a liaison between the chapter and International Headquarters and for the oversight and filing of the Annual Report and assurance that requirements set forth by the International Headquarters are met. Further duties and responsibilities of the Chapter Advisors as promulgated by the campus can be found in the Student Activities Manual for Advisors.
Section 2.
Election of Officers a. All candidates for office must be active members in good standing in the Xi Lambda Chapter of Phi Theta Kappa, and must be currently enrolled at the St. Louis Community College Meramec Campus. Officer elections will be held annually in April with installation of new officers following at the annual awards banquet at the end of the school year. All records of outgoing officer should be relinquished to the new officer team at their installation, or at an agreed upon Executive Session scheduled over the summer.
Section 3.
Election Procedures
a. Individuals wishing to run for chapter office may be nominated by members present at a specified chapter meeting. Individuals unable to be present for nominations may submit their intention to run in writing to the chapter president and advisor, prior to the election date and within the prescribed notification period. Notices of intention to run for an office received after the cut off date will not be accepted.
b. Members running for office will submit a short essay of 100 words or less in writing stating why they want to hold that particular office. These essays will be used by candidates in lieu of campaigning and will be placed onto the ballot for voting members in absentia. To ensure a fair and equitable election process for all members running for office, no campaigning will be permitted.
8 c. All ballots shall be cast in secret. Under no circumstances shall any ballot be sent to any member running for office for any reason. Ballots must be cast in person and in hard copy form. No e-mail ballots will be accepted. Any e-mail ballots will be discounted. Members running for office found eliciting ballots being sent to them shall be disqualified.
Section 4.
Absentee Ballots a. All active members in good standing are entitled to cast one vote either in person or via absentee ballot for each office being vacated. Only one vote is allowed per member. A locked ballot box shall be set up in a designated area agreed upon by the Executive Board one week prior to the chapter’s annual election meeting. Individuals wishing to cast absentee ballots may do so provided they sign a registry book. Ballots will be cast in secret; no voter names will be required or placed on the ballot. Signature in the registry book is required and will only be used to verify voter’s membership in Xi Lambda. Ballots will not be numbered, nor will there be any way to tie individual signatories in the registry to any particular ballot. However, should the ballots in the box not match the number of signatures in the registry book all absentee ballots shall be null and void. To prevent tampering, a lock will be secured on the box and a non-voting member of the Alumni, or a non-incumbent member of the Executive Board will be asked to keep the key until the day the votes shall be counted. Upon Election Day, the Vice President of Membership along with the Vice President of Communications will retrieve the box and registry book from the lobby of the Student Activities Center and meet with the chapter advisor and alumni member to verify membership of registered names and ensure there is a match between number of names and ballots. Once confirmation is made, absentee ballots may then be tabulated with the ballots of those voting members present at the chapter election. b. Majority of the written votes cast shall determine the new officers elected.
Section 5.
Replacement of a Chapter Officer
a. In the event a chapter officer should find it necessary to resign an election shall be held to elect a replacement, with the exception of the office of President. Should the Presidency become vacant the Vice President of Leadership will assume the office. Upon ascension, to the Presidency, an election to fill the post for the Vice President of Leadership will be required. Nominations from the floor will be accepted and an election will be held at the first business meeting after the officer’s resignation. Absentee balloting will not be used to fill interim offices. Majority votes cast shall determine the new officer. The president, with the advice and consent of the chapter advisor(s) may temporarily appoint a member to fill any vacated post until an election meeting can be held.
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Section 6.
Removal of a Chapter Officer a. Any chapter officer who is not performing their duties according to the guidelines in the Chapter bylaws, or comporting themselves within the codes of conduct required by the Society can be removed from office by a three/fourths (3/4) majority vote of the membership, so long as the officer has an opportunity to appeal any removal process. In the case of an appeal, the officer shall appear before a committee made up of the other chapter officers, the chapter advisor and one or more individuals from outside Xi Lambda, such as a college administrator or faculty member. The decision of the committee shall be final and no further appeals allowed.
CHAPTER V.
Parliamentary Authority a. Parliamentary Rules as set forth in the most current version of Robert’s Rules of Order , shall be implemented to govern the chapter in all areas where they will not be found to be contrary to the Phi Theta Kappa International Honors Society’s Constitution or Bylaws.
CHAPTER VI
Amendments and Revisions to Chapter Bylaws a. The chapter bylaws may be amended by a two-thirds (2/3) majority vote of members present at any regular business meeting, provided the proposed changes have been reviewed and discussed at the meeting immediately preceding the vote. Members not present may be able to review and/or download proposed changes off the Xi Lambda website (if applicable). b. Fifty-one percent (51%) of the active membership present to vote on proposed amendments/revisions shall constitute a majority vote. c. Any amendments or revisions to the Xi Lambda Chapter’s Bylaws will be submitted to Phi Theta Kappa’s International Headquarters for final approval.
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