Phi Theta Kappa Chapter Bylaws

Bylaws to the Constitution of the PHI THETA KAPPA International Society, Alpha Sigma Rho Chapter, Approved September 11, 2010.

Table of Contents

Article 1. Name of Chapter
Article 2. Purpose
Article 3. Membership
Article 4. Chapter Advisor
Article 5. Officers
Article 6. Election of Officers
Article 7. Impeachment of Officers
Article 8. Meetings
Article 9. Finances
Article 10. Amendments and Revision
Article 11. Proxy Voting System
Article 12. Expense/Honorarium

Article 1. Name of Chapter

The name of this chapter shall be Alpha Sigma Rho.

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Article 2. Purpose

The purpose of Alpha Sigma Rho chapter of Phi Theta Kappa at Reading Area Community College shall be the promotion of scholarship, the development of leadership and service, and the cultivation of fellowship among qualified students of this college.

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Article 3. Membership

Membership in Alpha Sigma Rho shall consist of member, provisional member, alumni member, honorary member, and transfer member.

Section 1. Member
Each candidate for membership must be currently enrolled and must have completed 12 credits of associate degree course work at Reading Area Community College, with a Grade Point Average of 3.60, adhere to the school conduct code, and possess recognized qualities of citizenship. A Grade Point Average of 3.50 must be maintained. If the cumulative G.P.A. falls below 3.50, members have one term in which to bring the average to 3.50. If they fail to raise the cumulative G.P.A. to 3.50 after one term, the members shall have their names removed from the local chapter roll and from the Phi Theta Kappa International roll as well. Grades from other institutions are not considered in determining the cumulative GPA. Members are considered "active members" so long as they are currently enrolled in Reading Area Community College and maintain the 3.50 G.P.A. (Members who have graduated from the College but are still enrolled are considered active members entitled to the benefits of general membership.)

Section 2. Provisional Member
A provisional member of Phi Theta Kappa is a student who, in the opinion of the local chapter, has shown an active interest in the affairs of the society and who serves the society in some special capacity, but who does not meet the full requirements for membership. Chapter requirements for admission as a provisional member shall be academic excellence as defined by a G.P.A. of 3.60 with 6 or more credits of associate degree course work taken at Reading Area Community College. Provisional members have two terms to bring their provisional membership status up to general membership status. It is the responsibility of the student seeking provisional membership to petition, in writing, the Chapter President. In order to become a provisional member, a student must have completed the required hours of associate degree course work at Reading Area Community College, adhere to school conduct code, and possess recognized qualities of citizenship. Provisional members will not be affiliated with the International Phi Theta Kappa Society, cannot hold office, and cannot vote on chapter, regional, or national matters.

Section 3. Alumni Member
Alumni members shall be former members of the society who terminated their active membership in good standing, with a minimum of one year's enrollment at the two year college. Alumni members shall be entitled to all the privileges of full members except the right to vote or to hold office.

Section 4. Honorary Member
Honorary membership may be granted to individuals who have rendered distinguished service. Honorary members may not vote or hold office.

Section 5. Transfer Member
Phi Theta Kappa members in good standing from another chapter who wish to transfer into the Alpha Sigma Rho chapter must meet the chapter maintenance requirements of a GPA of 3.50

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Article 4. Chapter Advisor

Section 1.
The chapter advisor shall be appointed by Reading Area Community College.

Section 2.
The chapter advisor shall be responsible for the guidance of chapter activities and shall act on behalf of the international society and the college administration.

Section 3.
The chapter advisor shall oversee the completion of annual reports, membership report forms, and membership profile forms required by the International Phi Theta Kappa Society.

Section 4.
The advisor shall not be a voting member of the chapter.

Section 5.
The advisor shall audit the financial records of the chapter annually.

Section 6.
The advisor shall order society merchandise for the chapter as necessary.

Section 7.
The advisor shall notify members to be placed on academic probation.

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Article 5. Officers

Section 1.
All officers must be members of Phi Theta Kappa in good standing and maintain a Cumulative Grade Point Average of 3.50 or higher. All officers shall have the following general responsibilities:

  1. Attend monthly officer meetings and general meetings (In emergencies, officers should get another officer to cover responsibilities.)
  2. Complete the Enhanced Member requirements
  3. Attend summer planning meetings with other officers to develop goals for the chapter
    1. Determine Five Star goal
    2. Plan for Honors in Action projects that evolve from the Honors Study topic and incorporate scholarship, service and fellowship
  4. Represent the organization at all times
  5. Review and/or revise the By Laws annually
  6. Confer with Advisor for Annual Report
  7. Work together to complete at least four submissions to the Hallmark Awards Program at regional and international levels
  8. Plan and conduct Orientations and Inductions of New Member, working with the Advisor
  9. Plan the Calendar, submit to membership for approval, and submit to Student Activities Coordinator.
  10. In cooperation with the Treasurer, help prepare and submit the chapter budget to the Student Activities Coordinator.
  11. Study and follow policies in Club/Organization Handbook.
  12. Know and use basic parliamentary procedure in meetings and help members learn procedures.
  13. Write articles or provide information to Public Relations officer for articles in chapter newsletter or college publications.
  14. Attend at least two of the four Leadership Training events.

Section 2.
The Alpha Sigma Rho chapter of Phi Theta Kappa shall have the following officers: President, Vice President, Treasurer, Recording Secretary, and Public Relations Officer.

Section 3.
The duties of the president shall be as follows:

  1. Prepare agendas and preside over all business meetings.
  2. Appoint and establish any necessary committees.
  3. Vote only in case of a tie.
  4. Oversee chapter projects.
  5. Oversee Hallmark Awards preparation and submission (three Hallmarks, and one other: (President/Officer/Member Awards).
  6. Collaborate with Advisor on submission of Five Star Goals and Hallmark update forms online.
  7. Serve as co-chair of College Project, coordinating the preparation of the College Project entry.

Section 4.
The duties of the vice president shall be as follows:

  1. Perform all duties of the president in the president's absence.
  2. Take roll at the meetings.
  3. Act as program chairman overseeing Honors Study Topic implementation and Honors in Action activities.
  4. Serve as co-chair of College Project, coordinating the preparation of the College Project Hallmark entry.
  5. Coordinate participation in Honors Satellite Seminars.
  6. Encourage and recognize academic excellence initiating and promoting scholarly endeavors beyond the honor study topic
  7. Provide information about Phi Theta Kappa scholarships and information on scholarships available to members at area four-year colleges

Section 5.
The duties of the treasurer shall be as follows:

  1. Maintain records for the existing account assigned to Phi Theta Kappa by the college.
  2. In cooperation with the Advisor, prepare and submit the chapter budget to the officer team and then the Student Activities Coordinator.
  3. Receive money and process deposits, check requests, and purchase orders, obtaining necessary signatures, in cooperation with Advisor
  4. Keep a set of books which shall be audited before the office is relinquished or end of the academic year.
  5. Make a report of finances at each business meeting.
  6. Submit monthly treasurer's reports to Student Activities Coordinator.
  7. Oversee all fundraising projects and coordinate deposits of funds raised.
  8. Oversee preparation and submission of reports for all projects.
  9. Serve as co-chair of the Honors in Action Project for the Hallmark awards.

Section 6.
The duties of the recording secretary shall be as follows:

  1. Take and present minutes at each meeting.
  2. Record attendance at meetings.
  3. Submit minutes to advisor and officers within two weeks of meetings.
  4. Submit approved minutes to Student Activities Coordinator and to chapter web page after approval.
  5. Maintain file of minutes and records of the meetings.
  6. Maintain a file of chapter correspondence in cooperation with the Advisor.
  7. Compose correspondence (such as letters and thank you cards) in cooperation with Advisor, as needed.
  8. Monitor Enhanced Membership Program, including the Making a Difference event.
  9. Serve as co-chair of the Honors in Action Project for the Hallmark awards.

Section 7.
The duties of the public relations officer shall be as follows:

  1. Promote the chapter at all levels of the Society including encouraging membership, assisting with orientations, increasing awareness on campus.
  2. Write and submit articles to campus publications.
  3. Submit monitor postings as needed to the Student Activities Coordinator.
  4. Produce issues of the chapter newsletter and distribute to members, college administration, website, and Phi Theta Kappa headquarters.
  5. Submit press releases to the College Public Relations Office.
  6. Maintain and update the chapter calendar of events.
  7. Keep a full record of chapter functions (date, attendance, type of activity, implementation of Honors Study topic, and contribution to Five Star criteria).
  8. Take or supervise photos at chapter events.
  9. Oversee updates to the chapter website, in cooperation with the Advisor.
  10. Collaborate with Advisor on email communications to the members.
  11. Serve as Chair of the Individual Awards for the Hallmark Awards.

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Article 6. Election of Officers

Section 1.
All candidates for office must be members of Phi Theta Kappa in good standing.

Section 2.
Elections must be held at the meeting preceding the last meeting during the spring term of each year

Section 3.
Officers shall hold office from the time of their inauguration, which shall be at the first meeting following the election, to the next inauguration.

Section 4.
Nominations from the floor can be made at the same meeting as the election.

Section 5.
Plurality of the votes cast will determine the new officers.

Section 6.
In any case when an officer must resign, an election shall be held to fill the vacancy. Nominations shall be made from the floor and will be made at the first meeting following the resignation of the officer. The election will be held at the first meeting following nominations. Plurality of the votes cast will determine the new officer. The president shall have the power to make a temporary appointment until an election can be held.

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Article 7. Impeachment of Officers

Officers who fail to fulfill the duties of their office, may be removed as follows:

  1. A special meeting of the society must be held to discuss the problem.
  2. A vote of 3/4 of the total membership is sufficient to remove an officer from office.

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Article 8. Meetings

Section 1.
All business meetings will follow the general agenda:

  1. Call to order
  2. Roll call
  3. Reading of the minutes
  4. Officer's reports
  5. Committee reports
  6. Advisor's report
  7. Old Business
  8. New Business
  9. Announcements
  10. Adjournment

Section 2.
A quorum is defined as a number of general members present that equals the number of elected officers present at the meeting. A quorum must be present before any official meeting can be called to order.

Section 3.
All meetings shall be governed by an adaptation of Robert's Rules of Order.

Section 4.
Special committee meetings shall be called by the chair of said committee. Procedures at such meetings are left to the discretion of the chair. Reports of each meeting shall be given to the members at the following chapter meeting.

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Article 9. Finances

Section 1.
Funds for this chapter will be raised by projects voted on by a majority vote.

Section 2.
Payment of the International induction fee must be received by the chapter
treasurer before members can be inducted.

Section 3.
Members wishing to remain on the chapter mailing list are responsible for
paying the annual chapter fee.

Section 4.
Reimbursement requests must be submitted with supporting invoices, receipts and/or statements attached.

Section 5.
Financial records of the chapter shall be annually audited by the advisor.

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Article 10. Amendments and Revision

Amendments and Revision to the by-laws must be approved by a vote of two-thirds of the members present at any regular meeting, provided that the proposed amendment has been presented at a previous meeting. Any changes to the by-laws must be sent to the International Headquarters for final approval.

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Article 11. Proxy Voting System

Guidelines for the proxy voting system will be defined as follows:
a. All votes must be written and signed.
b. The total number of votes for separate issues should all be on one page.
c. The proxy vote should be dropped off at the College at the advisor's office.
d. Suggestions for other ideas may also appear on the members' proxy voting card.

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Article 12. Expense/Honorarium

The Chapter shall provide compensation for speakers who make a presentation at a chapter function (such as induction, workshop, seminar, or monthly meeting). The amount of compensation, not to exceed $100, will be agreed upon between the presenter and a designated officer and/or the advisor prior to the function.

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