Bylaws of the Panhellenic Association
at the University of South Florida
Article I. FINANCE
  1. Fiscal Year: The year of the Panhellenic Association at USF shall be from Semester I to Semester II inclusive (the academic school year.)
  2. Contracts: The signature of the President and of the Vice President of Administration shall be required to bind the Panhellenic Association at USF.
  3. Checks: All checks issued on the behalf of the Panhellenic Association at USF shall be signed by the Vice President of Administration and/or the President and/or the Advisor.
  4. Payments: All payments due to the Panhellenic Association at USF shall be given to the Vice President of Administration who shall record them. Checks for payment will be made payable to the “USF Panhellenic Council”.
  5. Dues
  1. NPC College Panhellenic Dues are paid yearly as invoiced by the NPC office.
  2. Panhellenic Association membership dues shall be an assessment per member and new member. The amount of such assessment shall be ten dollars per semester.
  3. The dues of each Panhellenic Association member fraternity shall be payable on or before October 1st for the fall semester and February 15th for the spring semester. Late fines shall be the sum of five dollars paer week.
Article II. SELECTION OF OFFICERS
  1. Executive Officers
  1. The Executive Officers of The University of South Florida Panhellenic Association shall be President, Vice President Panhellenic Development, Vice President Membership, Vice President Programming, Vice President Communications, and Vice President Administration.
  2. All Executive Board members will begin office the day following Induction, which will occur propr to or at the last the last Panhellenic Meeting of the fall semester.
  3. The length of term for Executive Board members shall be from the time they are inducted until the next Executive Board is inducted.
  4. An officer transition session between the outgoing and incoming Executive Board and current serving Executive Board shall occur no later than one week after the end of each fall semster.
  1. Applications
  1. Applications will be submitted by applicants for all Panhellenic positions.
  2. Each interested candidate will complete an application made available by the University of South Florida Panhellenic Association in which she will rank any and all Executive Board positions that she is interested in.
  1. Application Review and Eligibility
  1. Applications shall be reviewed by the officers to ensure that applicants meet the minimum election requirement.
  2. Panhellenic Executive Board positions shall be limited to no more than two members of every chapter unless members from other chapters which are eligible to apply chose not to do so. Exceptions to this clause shall be made at the discretion of the Slating Committee.
  3. Any sorority which does not have any members applying for Panhellenic Executive Board forfeits its right to be represented.
  1. Slating Committee
  1. The Slating Committee shall consist of one representative from every chapter. Each chapter shall select its representative at its own discretion. Representatives to the Slating Committee shall be knowledgeable of Panhellenic procedures and practices. It is recommended that this representative have some experience working with the Panhellenic Council.
  1. Slating Process: The slating process shall take place as follows:
  1. Panhellenic Executive Board applications will be available no later than the final week in October.
  2. Applications for Panhellenic Executive Board are due no later than the third week of November.
  3. All candidates who apply will be required to attend an interview conducted by the Slating Committee within one week of the application due date. Following the interview and an examination of the applicant’s qualifications, the Slating Committee shall slate candidates for each position.
  4. The slate will be presented at the first regular Panhellenic meeting following interviews.
  5. Voting on the proposed slate will take place at the next regular Panhellenic meeting following its presentation.
  1. Voting

A.Voting shall occur in a closed meeting session. The closed meeting process shall include the President and Panhellenic Delegate of each chapter. The slate shall be presented and the Panhellenic Delegates shall vote to approve the slate. Each organization shall have one vote. Voting shall be done through secret ballot. The slate shall be voted on as a whole and is approved with two-thirds of the voting delegates’ votes.

B.In the case that the slate does not obtain two-thirds of the vote, anyone seeking an Executive Board position that was not slated can be nominated. To be nominated from the floor, the candidate must have turned in an application and been interviewed by the Slating Committee for an Executive Board position. Candidates will be required to give speeches for each position they are nominated for. The speeches are not to exceed two minutes in length and must include the candidate’s leadership abilities and experiences as well as her goals for the position. Candidates will have the opportunity to provide a speech for each individual position they accept a nomination for. Voting will be done through secret ballot. The votes must be cast by the voting delegate of each chapter. All officers will be elected by a simple majority. Each office must be voted on individually. In the event of a tie, voting will continue until the tie is broken. The candidates are subject to a question and answer session at the discretion of the voting delegates.

C.The order of elections shall be:

1. President

2. Vice President Internal Affairs

3. Vice President Recruitment and Retention

4. Vice President Administration

5. Vice President Programming

6. Vice President Recruitment Personnel

7. Vice President External Affairs

8. Officer Removal: The removal process for Executive Board members should be as follows

  1. Immediate Removal from office may be warranted for the following reasons:
  2. Blatant disregard for the Panhellenic Constitution and Bylaws and/or policies and procedures of the Panhellenic Association and/or the University of South Florida. This includes not acting with the highest regard to ethical or moral standards while representing the Panhellenic Association at the University of South Florida.
  3. If more than two (2) Executive Board meetings and/or Council meetings are not attended without being excused by the President.
  4. If the duties and responsibilities of the office held are not being met, or grades fall below the required GPA.
  5. Executive Board Members of the Panhellenic Association are responsible for upholding the duties and expectations of their position. If Executive Board members are not fulfilling these requirements of their position, they will participate in a three step removal process outlined below:
  6. Verbal Warning from President (or Panhellenic Advisor if member is serving as President)
  7. Written Warning from President (or Panhellenic Advisor if member is serving as President). The member will be granted a final warning The Executive Member will present themselves in front of the Panhellenic Executive Board at an Executive meeting. They will need to explain why they are not upholding the duties of their position. The Executive Board will operate in a positive process to provide suggestions and helpful ideas to this member.
  8. If the Executive member is not upholding her duties on a third occasion, that member will then be removed from office.

8. Officer Vacancies

  1. In the event that a Panhellenic Executive Officer must be relieved of her position before the final Panhellenic meeting of the spring semester, a slating process will take place to fill the vacancy. Upon notification of a vacancy, chapter members will be given one week to submit applications. Interviews will be conducted the day of the application deadline. Voting will take place at the following Panhellenic meeting. The Panhellenic Delegate shall cast the vote. In the event that a vacancy occurs within two weeks of the final spring Panhellenic meeting, an emergency meeting shall be conducted for voting.
  2. In the event that a Panhellenic Executive Officer must be relieved of her position after the final Panhellenic meeting of the spring semester, the Executive Board will be responsible for appointing a new officer and notifying the individual chapters of the timeline taken to fill the vacancy. Chapter members will be given one week to apply for the vacant positions. Interviews will be conducted by the Panhellenic Executive Board on the day of the application deadline. The Executive Board will vote on the new officer and will notify the chapters of the decision within forty eight hours.
  3. In the event that a vacancy is filled by another member of the current Executive Board, the duties of the newly vacated position shall be divided among the Executive Board for the remainder of the term.

Article III. Requirements of Executive Board, Cabinet and Recruitment Counselors

  1. Requirements for Executive Board
  1. Must be a full-time student at USF in good standing.
  2. Must be an initiated member of her chapter.
  1. Must maintain active status with her chapter for the duration of her term in office.
  2. May not concurrently serve as President or Recruitment Chair of her own chapter.
  3. Must have a cumulative 2.5 grade point average and maintain a 2.5 or higher semester grade point average while in office.
  4. Must have participated in Formal Recruitment as an initiated member of her chapter.
  5. Additional Requirements for President: Must have held one or more of the following positions:
  1. Chapter President
  2. Panhellenic Executive Officer
  3. Chapter Executive Officer who has served the Panhellenic Council as a member of Cabinet or Junior Panhellenic
  4. Panhellenic Delegate
  5. Recruitment Counselor
  6. Additional Requirements for Vice President Recruitment and Retention: Must have held one or more of the following positions:
  1. Chapter President
  2. Chapter Recruitment Chair
  3. Recruitment Counselor
  4. Chapter Assistant Recruitment Chair
  5. Panhellenic Executive Board Member
  6. Additional Requirements for Vice President Recruitment Personnel: Must have held one or more of the following positions:
  1. Recruitment Counselor
  2. Panhellenic Executive Officer
  3. Requirements for the Cabinet
  1. Must be a full time student at USF in good standing.
  2. Must maintain active status with her chapter for the duration of her term in office.
  3. Must have a cumulative 2.5 grade point average and maintain a 2.25 semester grade point average while in office.
  4. Must be an initiated member of her chapter. If a new member is elected to a Cabinet position, she must meet her respective chapter’s initiation requirements. If she does not, she must resign her Cabinet position.

6. Requirements for Recruitment Counselor

  1. Must be a full time student at USF in good standing
  2. Must maintain active status with her chapter for the duration of the term in office
  3. Must have a cumulative 2.5 grade point average and maintain a 2.25 semester grade point average while in office
  4. Must have participated in Formal Recruitment as an initiated member of her chapter.
Article IV. OFFICER DUTIES
  1. President: The President shall:
  1. Have overall responsibility for the operation and the strategic direction of the Panhellenic Association.
  1. Call and preside at all regular meetings and special meetings of the USF Panhellenic Association.
  2. Call, prepare agenda for and preside at all Panhellenic Executive Board meetings.
  3. Call and preside at all Panhellenic chapter President’s meetings.
  4. Review, approve, and sign all Panhellenic Association checks and contracts involving the USF Panhellenic Association.
  5. Report as required to the National Panhellenic Conference Area Advisor and any other such National Officers as may be required.
  6. May serve as ex-officio member of all Panhellenic Association Committees with voice, but no vote.
  7. Coordinate Panhellenic Executive Officer selection process.
  8. Serve as the SEPC voting delegate for USF.
  9. Serve as the Panhellenic Representative on all University Committees.
  10. Meet weekly with the Panhellenic Advisor.
  11. Coordinate extension efforts at USF with the Panhellenic Advisor.
  12. Be responsible for the communication and correspondence with other Greek councils and campus entities.
  13. Serve as a liaison between the Panhellenic Association and community organizations seeking to become involved with the Panhellenic Association.
  14. Coordinate roundtables with the Panhellenic chapter President’s.
  15. Work with Panhellenic Executive Board officers to develop annual goals.
  16. Attend Council Leadership and Chapter Presidents’ meetings.
  17. Coordinate one-on-one with officers and a performance appraisal.
  18. Be responsible for the preparation and facilitation of transition retreat between old and new officers.
  19. Plan and facilitate officer installations.
  20. Organize award activity for the Panhellenic Association.
  21. Perform all other duties as required by this office.
  22. Vice President Internal Affairs: The Vice President Internal Affairs shall:
  1. Perform all duties of the President in her absence, inability to serve, or at her call.
  2. Serve as chief judicial officer of the Panhellenic Association.
  3. Supervise and train the Panhellenic Ethics Board.
  4. Maintain a complete and up-to-date file, which will include a copy of the current USF Panhellenic Association Constitution, Bylaws, Standing Rules and Infraction information for the past 5 years.
  5. Interpret the meaning and application of the Panhellenic Constitution and Bylaws as they apply to any situation which may arise
  6. Revise and edit the Panhellenic Association Constitution and Bylaws annually with collaboration from the Panhellenic Ethics Board.
  7. Plan, implement, and evaluate all programs and activities promoting scholastic excellence and risk management within the Panhellenic Association.
  8. Meet each semester with the Scholarship Chair and Risk Management Chair from each Panhellenic chapter.
  9. Serve as the parliamentarian for the Panhellenic Association based on Robert’s Rules of Order.
  10. Oversee Director of Academic Initiatives and Director of Women’s Issues and Risk Management.
  11. Receive, review and present any request for amendments, additions or deletions to the Constitution and Bylaws.
  12. Be the coordinator of leadership development opportunities and programming.
  13. Facilitate and mediate informal discussions between chapter representatives to increase good Panhellenic relations.
  14. Enforce and ensure the completion of all sanctions.
  15. Perform all other duties as required by this office.
  16. Vice President Recruitment and Retention: The Vice President Recruitment and Retention shall:
  1. Be responsible for organizing Formal Recruitment including pre and post-recruitment activities.
  2. Plan and chair meetings for Chapter Recruitment Chairs beginning in February.
  3. Research other institutions’ Recruitment processes and facilitate ideas concerning Panhellenic Recruitment.
  4. Chair the committee reviewing the recruitment rules and facilitate the presentation of proposed changes to the recruitment rules and guidelines. Following changes to this document, she shall print and distribute the amended version to chapters within one week.
  5. Oversee the schedule planning process for Recruitment Week with the assistance of the Panhellenic Advisor.
  6. Work with the Vice President of Administration and Panhellenic Advisor to set the recruitment budget.
  7. Design an effective plan to allow chapters not reaching total to use COB processes.
  8. Maintain a record of current recruitment statistics and Panhellenic membership.
  9. Conduct post Recruitment evaluation with Recruitment Chairs and Advisors
  10. Oversee and carry out the registration process for Recruitment
  11. Work closely with Vice President Recruitment Personnel on all recruitment tasks
  12. Plan and coordinate roundtable discussions for New Member Educators at least once per semester.
  13. Oversee the educational processes for new members including Junior Panhellenic.
  14. Coordinate Recruitment Information Nights in conjunction with Vice President External Affairs.
  15. Coordinate council participation in alumnae Panhellenic recruitment events.
  16. Design and implement a 365 recruitment marketing plan.
  17. Coordinate an event immediately after Recruitment ends to introduce and welcome new members to Panhellenic.
  18. Oversee Director of Junior Panhellenic and Recruitment and Retention Assistant.
  19. Perform all other duties as required by this office.
  20. Vice President Administration: The Vice President Administration shall:
  1. Responsible for the Council’s attendance records.
  2. Responsible for the recording, reproducing, and distributing Council meeting minutes. Minutes should be distributed to delegates at the following meeting.
  3. Keep full minutes of all meetings of the USF Panhellenic Association and a record of all action taken by the Executive Board.
  4. Oversee the training and development of Panhellenic Delegates and facilitate regular delegate meetings
  5. Be responsible for the official correspondence of the Panhellenic Association
  6. Supervise the finances of the USF Panhellenic Association.
  7. Be responsible for the preparation of annual budgets which include the fall, spring and recruitment budget. Following their approval by the Panhellenic Association, provide a copy to each USF Panhellenic Association member organization.
  8. Receive payments due to the Panhellenic Association, collect all dues, give receipts and send bills.
  9. Be responsible for the prompt payment of all bills of the USF Panhellenic Association.
  10. Responsible for the distribution and collection of Association membership fees.
  11. Supervise all aspects of lodging and meals for Recruitment Counselors and Panhellenic Executive Board members during Recruitment Week.
  12. Create and maintain listserves.
  13. Reports monthly financial reports to Panhellenic Association.
  14. Inform officers of the status of their budgets on a monthly basis.
  15. Meets with advisor monthly to reconcile the checking and savings account.
  16. Compile an end of the semester council report.
  17. Send minutes to NPC Area Advisor on bi-weekly bases.
  18. Turn over all official books to the Panhellenic Advisor within 48 hours of the last regular meeting of her term.
  19. Be responsible for the Panhellenic office space.
  20. Oversee the Director of Finance.
  21. Perform all other duties as required by this office.
  22. Vice President Programming: The Vice President Programming shall:
  1. Oversees the selection process and training of the Cabinet.
  2. Coordinates and facilitates biweekly Cabinet meetings
  3. Oversee the planning, implementation, and evaluation of all Panhellenic Association programs.
  4. Create, update and coordinate the Panhellenic calendar
  5. It is suggested that the Vice President Programming serve as a Recruitment Counselor
  6. Meet monthly with each cabinet member on an individual basis.
  7. Organize the participation of the Panhellenic Association’s involvement in USF’s student Orientation programs.
  8. Plan and execute the end of the year Panhellenic Awards Banquet.
  9. Seek co-sponsorship of events with major campus organizations and departments.
  10. Coordinate Sisterhood Sorority program.
  11. Perform all other duties as required by this office.
  1. Vice President Recruitment Personnel: The Vice President Recruitment Personnel shall:
  1. Conduct post Recruitment evaluation for potential new members who withdrew during Recruitment and Recruitment Counselors.
  2. Plan all aspects of the Recruitment Counselor selection process including announcements, preparing the application, scheduling interviews, assigning Executive Officers and/or Recruitment Counselor to interview and coordinate final selection.
  3. Coordinate the Recruitment Counselor education program including agendas, materials and scheduling speakers, and workshops and retreats with Presidents, Recruitment Chairs, and Recruitment Counselors.
  4. Organize and coordinate the activities of Recruitment Counselors during Recruitment and delegate tasks to the rest of the executive board.
  5. Oversee and answer all communication with potential new members through Panhellenic email and Recruitment Facebook groups.
  6. Work closely with Vice President Recruitment and Retention on all recruitment tasks.
  7. Educate the council at large regarding Panhellenic.
  8. Complete evaluation process of recruitment counselor program and create a post-recruitment report for successor.
  9. Implement recognition program for Recruitment Counselors.
  10. Perform all other duties as required by this office.
  11. Vice President External Affairs: The Vice President External Affairs shall:
  1. Be responsible for all public relations efforts for the Panhellenic Association, including, but not limited to, press releases, and all other marketing tools.
  2. Be responsible for the advertisement of Panhellenic Recruitment and all Panhellenic sponsored events
  3. Organize the participation of the Panhellenic Association’s involvement in USF’s student Orientation programs.
  4. Coordinate Panhellenic Recruitment Information Nights in conjunction with Vice President Recruitment and Retention
  5. Design, edit and publish the recruitment booklet as well as all other marketing materials
  6. Ensure that all Panhellenic materials are in line with the Association’s brand
  7. May serve as Recruitment Counselor
  8. Create an annual public relations and marketing plan.
  9. Recruit, train and oversee Marketing Team.
  10. Organize and implement workshops on Public Relations and Marketing.
  11. Survey different constituent groups to identify perceptions of sorority community.
  12. Perform all other duties as required by this office.

Article V. OTHER OFFICER DUTIES