Bylaws of Ohio Wesleyan College Panhellenic Association (OWU CPH)

Approved October 17, 2018

Article I. Name

The name of this organization shall be the Ohio Wesleyan College Panhellenic Association (OWU CPH).

Article II. Object

The object of OWU CPH shall be to develop and maintain women’s fraternity life and interfraternity relations at a high level of accomplishment and in so doing to:

  1. Consider the goals and ideals of member groups as continually applicable to campus and personal life.
  2. Promote superior scholarship and basic intellectual development.
  3. Cooperate with member women’s fraternities and the university/college administration in concern for and maintenance of high social and moral standards.
  4. Act in accordance with National Panhellenic Conference (NPC) Unanimous Agreements, resolutions and policies.
  5. Act in accordance with such rules established by OWU CPH as to not violate the sovereignty, rights and privileges of member women’s fraternities.

Article III. Membership

Section 1. Membership Classes
There shall be three classes of membership: regular, provisional and associate.

  1. Regular membership. The regular membership of the OWU CPH shall be composed of all chapters of NPC fraternities at Ohio Wesleyan University. Regular members of the College Panhellenic Council shall pay dues as determined by the College Panhellenic Council. Each regular member shall have voice and one vote on all matters.
  2. Provisional membership. The provisional membership of the Ohio Wesleyan Panhellenic Association shall be composed of all colonies of NPC fraternities at Ohio Wesleyan University. Provisional members shall pay no dues and shall have voice but no vote on all matters. A provisional member shall automatically become a regular member upon being installed as a chapter of an NPC fraternity.
  3. Associate membership. Local sororities or national or regional non-NPC member groups may apply for associate membership of the Ohio Wesleyan Panhellenic Association. The membership eligibility requirements and the process for submitting an application and approval of the application shall be determined by the Panhellenic Council. Associate members shall pay dues as determined by the College Panhellenic Council. An associate member shall have voice and one vote on all matters except extension-related matters and, if they are not participating in the formal recruitment process, they shall not have a vote on recruitment rules and establishment or modification of Panhellenic total. An associate member may be expelled for cause by a majority vote of the Panhellenic Council. An associate member shall not be entitled to vote on the question of its expulsion. An associate member may complete an application that was sent out by the Panhellenic Council that would grant the associate member privileges to attend weekly meetings and give announcements.

Section 2. Privileges and Responsibilities of Membership

  1. Duty of compliance. All members, without regard to membership class, shall comply with all NPC Unanimous Agreements and be subject to these Ohio Wesleyan Panhellenic Association bylaws, code of ethics and any additional rules this Panhellenic Association may adopt unless otherwise prescribed in these bylaws. Any rules adopted by this Panhellenic Association in conflict with the NPC Unanimous Agreements shall be void.
  2. Chapter Responsibilities:
    1. Official notification of the following shall be filed in a timely manner with the Panhellenic Advisor:
      1. Names of all people attending continuous open bidding events so that the Fraternity & Sorority Life office may assist each PNM with the completion of a Grade Release Form which determines a PNM’s eligibility to receive a bid. Completion of the Grade Release Form is intended to verify eligibility to participate in recruitment.
      2. Names of all women who have withdrawn from their new member education program and the date associated (Submit a Change of Status Form to the Panhellenic Advisor).
      3. Names of all women whose memberships have been terminated, and the date associated (Submit a Change of Status Form to the Panhellenic Advisor).
      4. Names of all women who have become inactive and the effective date of their inactive status (Submit a Change of Status Form to the Panhellenic Advisor).
      5. Names of all new initiates within two weeks after the new member ceremony (Submit a Change of Status Form to the Panhellenic Advisor).
    2. Chapters will have a minimum of 3 weeks’ notice on the number of members required to attend each event.
    3. Chapters must to send a delegate to Panhellenic Council Full Body meetings.
    4. If the delegate is unavailable the chapter must send another representative.
    5. Every member chapter should supply Rho Gammas based on requirements in the recruitment rules.
    6. All chapters must abide by Student Involvement Office (SIO) expectations for submission of events. Submit Event Registration forms 7 business days in advance. See the How To At OWU Clubs and Organization Guide for further information.
  3. Chapter Delegate Responsibilities:
    1. Attend weekly Panhellenic Council meetings and report all pertinent information to the Panhellenic Council and back to her respective chapter.
      1. If the delegate cannot attend, she shall send an alternate.
    2. Assist Panhellenic Officers with Panhellenic Council programming.
    3. Be the voice and vote of her chapter during Panhellenic voting.
    4. Be responsible for completing official paperwork requested by the Panhellenic Council and returning it to the Vice President of Communications by the date specified.
    5. Delegates are encouraged to be the representative of their chapter for Panhellenic Council committees. If a delegate cannot fulfill their duties to committee work, it is their responsibility to find someone to replace them on said committee.

Article IV. Officers and Duties

Section 1. Officers
The officers of the Ohio Wesleyan Panhellenic Association shall be President, Vice President (VP), Vice President of Communication (VPC), Vice President of Recruitment (VPR), Vice President of Marketing (VPM), Vice President of Finance (VPF), Community Development Director (CDD), and Membership Director (MD).

Section 2. Eligibility
Eligibility to serve as an officer shall depend on the class of membership:

  1. Regular membership. Members from women’s fraternities holding regular membership in the Ohio Wesleyan Panhellenic Association shall be eligible to serve as any officer.
  2. Provisional membership. Members from women’s fraternities holding provisional membership in the Ohio Wesleyan Panhellenic Association shall not be eligible to serve as an officer.
  3. Associate membership. Members from women’s fraternities holding associate membership in the Ohio Wesleyan Panhellenic Association shall be eligible to serve as an officer except President, the Vice President of Recruitment, or Membership Director.

Section 3. Selection of Officers
The offices of President, Vice President (VP), Vice President of Communication (VPC), Vice President of Recruitment (VPR), Vice President of Marketing (VPM), Vice President of Finance (VPF), Community Development Director (CDD), and Membership Director (MD) of the Ohio Wesleyan Panhellenic Association shall be elected by application process through a ballot system, except if there is only one nominee for an office that nominee shall be declared elected. The applications for new officers will be distributed to chapters around six weeks before the end of the semester and be due four weeks before the end of the semester.

  1. Election Specifics
    1. Those elected to the offices of Panhellenic President, Vice President of Recruitment, and Membership Director shall not hold the position of “President” or “Recruitment Chair” in her respective chapter.
    2. The VPR must not be from the same chapter as the President nor the Membership Director; however the Membership Director can be from the same chapter as the President.
    3. If an applicant for the positions of President, Vice President of Recruitment or Membership Director has had a record of participating in a Panhellenic Council Mediation or Judicial Board Hearing related to a recruitment infraction, during the term of their application (fall semester), their application will be considered on a case-by-case basis.
      1. Women that have had a record of participating in a Panhellenic Council Mediation or Judicial Board Hearing related to a Panhellenic Violation are eligible to apply for any position.
    4. Each applicant may apply for a maximum of half available positions (i.e. 9/4, 8/4, 7/3, etc.) by filling out the provided application.
      1. It is preferred that applicants be available to serve the full term of the calendar year (i.e. not be studying abroad/ off campus during her term/graduating).
    5. In order to participate in the election for Panhellenic office, an individual must be in good standing in her chapter (as defined by her chapter) which includes maintaining the proper GPA for her chapter.
    6. If a chapter does not feel that their member is best for a position, they have the right to vote against their own member(s),
    7. In the event that an officer is unable to finish their term in office, an election will take place. The candidates for the position will be selected from the community for the position following the same procedure as annual elections.

Section 4. Office-Holding Limitations
No more than three members from the same women’s fraternity shall hold office during the same term.

Section 5. Nomination Procedure
A nominating committee of five members shall be elected by ballot by the Panhellenic Council. Chapters as eligible to elect their current CPH delegate, but not CPH officer. A majority vote shall elect. The members of the nominating committee shall elect their own chairman. The nominating committee shall consider the qualifications of all candidates for elected officers and shall nominate at least one name for each elected officer position. The Panhellenic advisor shall serve as a non-voting ex-officio member of the nominating committee.

  1. The nominating committee must be formed by the fifth week of the fall semester.
  2. By the seventh week of the fall semester, the nominating committee will communicate the roles of CPH officers, and distribute applications.
    1. The nomination committee collects applications, and has one week to review the applications before holding interviews.
  3. Three weeks prior to the end of the fall term, the nominating committee makes their recommendation to the CPH delegates at a regular CPH meeting (Full Body).
  4. The delegates have the opportunity to discuss with their chapters and then vote and then vote at the following CPH regular meeting (Full Body).

Section 6. Term
The officers shall serve for a term of one year or until their successors are selected. The term of office will be one academic year.

Section 7. Removal

  1. Any officer may be removed for cause by a vote of two-thirds of the Panhellenic Council.
  2. If an elected officer does not maintain good standing in her chapter which includes maintaining the proper GPA for her chapter, she shall identify herself to the Panhellenic President and Panhellenic Advisor. Upon consultation of her status one of the two paths will be followed:
    1. Regular meetings will be set up with the Panhellenic Advisor and/or the President
    2. Or the officer will be asked to step down.

Section 8. Vacancies
Vacancies shall be filled in the same manner of selection as provided in Section 3 of this article.

Section 9. Duties of Officers

  1. The president shall:
    • Preside at all meetings of the Panhellenic Council.
    • Preside at all meetings of the Executive Board.
    • Serve as an ex-officio member of all Panhellenic Association committees.
    • Communicate regularly with the Panhellenic advisor.
    • Be familiar with the NPC Manual of Information and all governing documents of this association.
    • Ensure that the NPC annual report is completed.
    • Communicate regularly with the NPC area advisor.
    • Maintain current copies of the following: Ohio Wesleyan Panhellenic Association bylaws and standing rules; the Panhellenic Association budget; contracts executed on behalf of the Panhellenic Association; correspondence and materials received from the NPC area advisor; all College Panhellenic reports to NPC; and other pertinent materials.
    • Perform all other duties as assigned.
  2. The Vice President shall:
    • Be responsible for the organization of the Panhellenic Council and perform the duties of the president in her absence.
    • Shall be familiar with the NPC Manual of Information and all governing documents of this association.
    • Educate the Panhellenic Council on Judicial Board procedures at the beginning of the spring semester.
    • Have chapters appoint a member from their chapter to serve on the Judicial Board at the beginning of spring semester.
    • Serve as the chairperson of the Panhellenic Council Judicial Board. Call the Judiciary Board together as needed to handle any violations of the Ohio Wesleyan University Panhellenic Council Constitution, Bylaws, Standing Rules, Recruitment Regulations, and the National Panhellenic Conference UNANIMOUS AGREEMENTS.
    • Coordinate the selection of the nominating committee, and educate those elected officials on nomination procedure.
    • Review the Bylaws of the Panhellenic Council annually and to revise the documents as necessary in conjunction with the President.
    • Follow the National Panhellenic Conference Judicial Process as outlined in the National Panhellenic Conference Manual of Information Section VII 1-4.
    • Be well versed in the social policies of Ohio Wesleyan University and each national chapter organization’s policies (i.e. BYOB) such that the VP may serve as a resource person for chapter social chairpersons (Understand the University’s alcohol policy).
    • Ensure that all chapter lodges are inspected for fire safety annually by a certified fire inspector from the city of Delaware during the academic term and collect a copy of the report for records of the Panhellenic Council.
    • Make Policies and Procedures available to Chapter Delegates, and act as a resource.
    • Perform all other duties as assigned.
  3. The Vice President of Communications (VPC) shall:
    • Keep an up-to-date roll of the members of Panhellenic Council and call it at meetings.
    • Record minutes of all meetings of the Ohio Wesleyan Panhellenic Council and the Executive Board.
    • Maintain a complete and up-to-date file that includes the minutes of all meetings from the date of organization and current correspondence.
    • Send meeting minutes to the each chapter, all council members, the National Panhellenic Conference Area Advisor, chapter advisors and the Panhellenic Advisor.
    • Shall be familiar with the NPC Manual of Information and all governing documents of this association.
    • Keep record of chapters in attendance throughout the semester, and submit to Panhellenic Advisor for Greek Standards of Excellence.
    • Coordinate registration/travel arrangements for conferences to be attended by individuals who represent Ohio Wesleyan's Fraternity/ Sorority community on behalf of the Panhellenic Council.
    • Be responsible for the Panhellenic Council correspondence (i.e. thank you cards and get-well notes) unless directed otherwise.
    • Distribute a copy of the Bylaws of the Panhellenic Council at Ohio Wesleyan University, either physically or electronically, to each member of the Panhellenic Council, including the Executive Board, chairpersons, and individual chapter representatives and presidents, immediately upon beginning her term.
    • Brief new chapter delegates about the expectations and operations of the Panhellenic Council with respect to the expectations for delegates outlined in Article X of this document.
    • Shall be responsible for the collection of a list of new members, initiated and affiliated members of each chapter when dues are submitted.
    • Perform all other duties as assigned.
  4. The Vice President of Finance (VPF) shall:
    • Supervise the finances of the Ohio Wesleyan Panhellenic Association.
    • Prepare the annual budget and, after its approval by the Panhellenic Council, provide a copy to each Ohio Wesleyan Panhellenic Association member fraternity.
    • Receive all payments due to the Panhellenic Association, collect all dues and give receipts.
    • Pay promptly the annual NPC dues and all bills of the Ohio Wesleyan Panhellenic Association.
    • Maintain up-to-date financial records; give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office.
    • Shall be familiar with the NPC Manual of Information and all governing documents of this association.
    • Prepare a final statement of financial activities at the close of her term in office.
    • Work with the Panhellenic President to coordinate the Panhellenic Award Application Process.
    • Perform all other duties as assigned.
  5. The Vice President of Recruitment (VPR) shall:
    • Plan and coordinate, through weekly meetings, the Panhellenic Spring and Fall Recruitment activities in conjunction with the Panhellenic Advisor.
    • Plan and coordinate all Panhellenic Recruitment workshops and information meetings/events for unaffiliated women.
    • Plan and coordinate all meetings that provide a means and opportunity to evaluate the Recruitment system.
    • Serve as the editor of the Recruitment booklet.
    • Assist the Membership Director and Panhellenic President with selection, education and activities of the Recruitment Guide, or Rho Gammas.
    • Organize meetings as needed with “recruitment chairs.”
    • Plan and organize a recruitment workshop involving all chapter “recruitment chairs,” chapter advisors, and chapter “presidents.”
    • Work with the Vice President of Marketing and Membership Director to develop a marketing plan for recruitment.
    • Disassociate from her respective Panhellenic chapter from December 1st until Spring Bid Day of her term, in order to best represent the Fraternity/Sorority community.
    • Perform any and all other duties pertaining to this office including, but not limited to: revising the Recruitment Rules once a term, Financial Transparency with chapters on campus, recruitment sign-ups, and open communication with freshman women and unaffiliated upper-class women.
  6. The Vice President of Marketing (VPM) shall:
    • Chair the Public Relations Committee, consisting of “Public Relations chairs” from each chapter on campus. The VP of Marketing should organize and preside over meetings of this committee as needed to help her with some of the marketing and public relations duties assigned to her position.
    • Be responsible for all forms of publicity dealing with the activities and affairs of the Ohio Wesleyan University Panhellenic Council.
    • Ensure all Panhellenic events are well-publicized in advance. This publicity may include, but is not limited to: flyers, table tents, banners, social networking and mass mailings.
    • Develop a consistent and sustainable system of marketing and public relations, ensuring proper documentation of all projects and events related to her position, as well as access to this documentation and other resources for the future.
    • Work cooperatively with the fraternity community and the Interfraternity Council to develop a consistent and working system for marketing with the Community Development Director.
    • Inform the Office of Communications of favorable publicity concerning the Panhellenic Council or its member groups.
    • Work with the PR Committee, as needed, to create and circulate a bi-annual newsletter to appropriate chapter officers, advisers, University liaisons, University faculty and staff, etc. This should be done in conjunction with the Interfraternity Council (IFC). Some hard copies should also be placed in the Office of Admissions.
    • Work with the PR Committee, as needed, to create and circulate a bi-annual newsletter to appropriate chapter officers, advisers, University liaisons, University faculty and staff, etc. This should be done in conjunction with the Interfraternity Council (IFC). Some hard copies should also be placed in the Office of Admissions.
  7. The Community Development Director (CDD) shall:
    • Organize events as deemed necessary by the Panhellenic Council (i.e. Trilogy).
    • Maintain up-to-date information about service needs in the community for chapter reference by working closely with Service Learning. Assist the Panhellenic Advisor with Greek Day of Service.
    • Serve on the Greek Week Board and promote communication during Greek Week.
    • Ensure that a tentative schedule of events is presented at a full body meeting at least two weeks prior to the event.
    • Plan and implement All-Fraternity/Sorority social activities.
    • Meet with “philanthropy chairs” of the various sororities and fraternities by the fourth week of the semester in the spring and fall semester to coordinate evenly spaced philanthropy events for the semester.
    • Attend all IFC meetings and be a liaison between IFC and the Panhellenic Council.
    • Perform any and all other duties pertaining to this office.
    • Organize events and activities at the Panhellenic House with the Residential Advisor of the Panhellenic House.
  8. The Membership Director shall:
    • Partner with the Vice President of Recruitment (VPR).
    • Work interactively with the President, VPR and Vice President of Marketing (VPM) to bring more Panhellenic awareness to campus and plan programs to exhibit Greek life positively on campus.
    • Work with the VPM to develop a marketing plan in conjunction with the VPR.
    • Select and coordinate the education and activities of the Recruitment Guides, or Rho Gammas.
    • Organize at least two Panhellenic recruitment events in the fall semester in conjunction with the VPR.
    • Process recruitment rules and inquire about recruitment infractions, reporting these to the VPR so she may send them to the appropriate people.
    • Plan an informational meeting for new members in conjunction with the Community Development Director and VP of Recruitment.
    • Disassociate from her respective Panhellenic chapter from December 1st until Spring Bid Day of her term, in order to best represent the Fraternity/Sorority community.
    • Perform any and all other duties pertaining to this office.

Article V. The Panhellenic Council

Section 1. Authority
The governing body of the Ohio Wesleyan Panhellenic Association shall be the Panhellenic Council. It shall be the duty of the Panhellenic Council to conduct all business related to the overall welfare of the Ohio Wesleyan Panhellenic Association including, but not limited to: annually review and adjust total as needed; determine dues; approve the annual budget; consider extension; set a calendar of events; determine programming; and establish recruitment rules and recruitment style. The Panhellenic Council shall also have the authority to adopt rules governing the Panhellenic Association that do not violate the sovereignty, rights and privileges of member women’s fraternities.

Section 2. Composition and Privileges
The Ohio Wesleyan Panhellenic Council shall be composed of one delegate from each regular, provisional and associate member group at Ohio Wesleyan University as identified in Article III. The delegates shall be the voting members of the Panhellenic Council except as otherwise provided in Article III of these bylaws. If the delegate is absent, chapters will send another representative to act and vote in place of the delegate. If no delegate or representative is present, the vote may be cast by a member of the fraternity, providing her credentials have been presented to the association president.

Section 3. Selection of Delegates and Alternates
Delegates and alternates to the Panhellenic Council shall be selected by their respective women’s fraternity chapters to serve for a one academic year term.

Section 4. Delegate Vacancies
When a delegate vacancy occurs, it shall be the responsibility of the fraternity affected to select a replacement within two weeks and to notify the Panhellenic Association secretary of her name, address and telephone number.

Section 5. Regular Meetings
Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each academic term.

Section 6. Annual Meeting
The annual meeting of the Panhellenic Council shall be held during the month of November. The primary purpose of the annual meeting shall be for the election of officers and any other business that may properly come before the delegates.

Section 7. Special Meetings
Special meetings of the Panhellenic Council may be called by the president when necessary and shall be called by her upon the written request of no less than one-fourth of the member women’s fraternities of the Ohio Wesleyan Panhellenic Association. Notice of each special meeting of the Panhellenic Council shall be sent to each member of the Panhellenic Council at least 24 hours prior to convening the meeting; however, such notice may be waived, and attendance at such meeting shall constitute waiver of said notice.

Section 8. Quorum
Two-thirds of the delegates from the member fraternities of the Ohio Wesleyan Panhellenic Association shall constitute a quorum for the transaction of business.

Section 9. Vote Requirements

  1. Proposed motions on issues that impact a chapter as a whole must be announced at a previous meeting to allow opportunity for chapter input before a vote may be taken on the issue.
  2. A two-thirds vote of the Panhellenic Council shall be required to approve a recolonization plan and for all extension-related votes. All other votes, unless specified in these bylaws, shall require a majority vote for adoption. (See the Article on Amendment of Bylaws for specific voting requirements for the amendment of these bylaws.)

Article VI. The Executive Board

Section 1. Composition
The composition of the Executive Board shall be the President, Vice President, Vice President of Communications, Vice President of Marketing, Vice President of Recruitment, Community Development Director, Membership Director, and Vice President of Finance.

Section 2. Duties
The Executive Board shall administer routine business between meetings of the Panhellenic Council and such other business as has been approved for action by Panhellenic Council vote. At the next regular meeting of the Panhellenic Council through the secretary, the Executive Board shall also report all action it has taken and record the action in the minutes of that meeting.

Section 3. Regular Meetings
Regular meetings of the Executive Board shall be held at a time and place established at the beginning of each academic term.

Section 4. Special Meetings
Special meetings of the Executive Board may be called by the president when necessary and shall be called by her upon the written request of three members of the Executive Board.

Section 5. Quorum
A majority of Executive Board members shall constitute a quorum for the transaction of business.

Article VII. The Panhellenic Advisor

Section 1. Appointment
The Panhellenic advisor of the Ohio Wesleyan Panhellenic Association shall be appointed by Ohio Wesleyan University, Office of Fraternity & Sorority Life.

Section 2. Authority
The Panhellenic advisor shall serve in an advisory capacity to the Ohio Wesleyan Panhellenic Association. The Panhellenic advisor shall have voice but no vote in all meetings of the Panhellenic Council.

Article VIII. Committees

Section 1. Standing Committees

  1. The standing committees of the Ohio Wesleyan Panhellenic Association shall be the Judicial Board, the Bylaws Committee, Junior Panhellenic, and Membership Recruitment Committee.
  2. Term. The standing committees shall serve for a term of one academic year, which shall coincide with the term of the officers.

Section 2. Appointment of Committee Membership
The Panhellenic Council shall appoint members and chairmen of all standing and special committees, except as provided otherwise in these bylaws, and, in making these appointments, recognize fair representation from all member women fraternities as much as possible. The president shall be an ex-officio member of all committees except the Judicial Board and the Alumnae Advisory Council.

Section 3. Judicial Board
The Judicial Board shall consist of the vice president as chairman and a member from each chapter. The Panhellenic advisor shall serve as a non-voting ex-officio member. The Judicial Board members shall participate in training to be educated about the purpose of the board, the rules and regulations the Judicial Board will monitor, the procedures to be followed, proper questioning techniques, the rights of the charged organizations, evaluating evidence, and deliberations and sanctioning. The Judicial Board shall educate member fraternities about the Panhellenic judicial procedure. It shall be the Judicial Board’s duty to hold a hearing to adjudicate all alleged violations of the NPC Unanimous Agreements and the bylaws, code of ethics, standing rules and membership recruitment regulations of the Ohio Wesleyan Panhellenic Association that are not settled informally or through mediation. The hearing shall be conducted by the entire Judicial Board unless Panhellenic Council adopts rules for the hearing to be conducted by a committee of the Judicial Board. The members of the Judicial Board shall maintain confidentiality throughout and upon completion of the judicial process.

Section 4. Membership Recruitment Committee
The Membership Recruitment Committee shall consist of the Vice President of Recruitment and one representative from each regular and provisional member. Alumnae advisors may attend meetings of the committee. The alumnae advisors shall have voice but no vote. This committee shall review and develop membership recruitment rules and submit them for discussion and approval to the Panhellenic Council before the end of the academic term preceding the membership recruitment period. After each membership recruitment period, the Vice President of Recruitment shall present a full report, including recommendations, to the Panhellenic Council based on an analysis of the recruitment statistics and recruitment evaluations from new members, potential new members who withdrew, each member group and chapter advisor.

Section 5. Junior Panhellenic Committee
The Junior Panhellenic Committee shall consist of one new member from each regular, provisional, and associate member. Junior Panhellenic will meet once a month with the Membership Director and President, and hold additional meetings as necessary. This committee shall plan at least one new member event per academic year under the approval of the Membership Director and the President. They also may serve as special committees for Greek Week/Weekend, Trilogy events, and any other events deemed necessary by the Panhellenic Council.

Section 6. Other Committees
Other such committees, standing or special, shall be appointed as deemed necessary by the Panhellenic Council.

Article IX. Finances

Section 1. Fiscal Year
The fiscal year of the Ohio Wesleyan Panhellenic Association shall be from the beginning of the calendar year to the end of the calendar year, inclusive.

Section 2. Contracts
Signatures of the Panhellenic Advisor shall be required to bind the Ohio Wesleyan Panhellenic Association on any contract.

Section 3. Checks
All checks issued on behalf of the Ohio Wesleyan Panhellenic Association shall bear the signature from the Vice President of Finance.

Section 4. Payments
All payments due to the Ohio Wesleyan Panhellenic Association shall be received by the Vice President of Finance, who shall record them. Checks for payments shall be made payable to the Ohio Wesleyan Panhellenic Association.

Section 5. Dues

  1. NPC College Panhellenic dues shall be paid yearly as invoiced by the NPC office.
  2. Panhellenic Association membership dues shall be an assessment per member and new member.
    • Membership Dues: The dues shall consist of $15 per initiated member and $25 per new member. Dues shall be paid per semester by the date set by the Vice President of Finance in an invoice sent to chapter treasures after Bid Day. Late fees are set at $25 per day per chapter for everyday dues are delinquent and the Panhellenic Council will implement these fees.
    • Reimbursement: All money coming out of the Panhellenic Council account must be approved by the Vice President of Finance before funds are withdrawn. Any reimbursements will not be withdrawn if they were not approved prior to the payment. This includes any money being withdrawn by the Office of Fraternity and Sorority Life.

Section 6. Fees and Assessments
The Panhellenic Council shall have the authority to determine fees and assessments as may be considered necessary.

Article X. Extension

Section 1. Extension is the process of adding an NPC women’s fraternity.
The Ohio Wesleyan Panhellenic Association shall follow all NPC Unanimous Agreements and NPC extension guidelines found on the NPC website and in the Manual of Information.

Section 2. Voting rights
Only regular members of the Panhellenic Council shall vote on extension matters.

  1. When all the National Panhellenic Conference chapters at Ohio Wesleyan University are close to or over total, the Panhellenic Council shall consider adding another chapter. The College Panhellenic President, Vice President of Recruitment and Panhellenic Advisor will work with the National Panhellenic Conference area advisor in order to consult with them about the addition of a chapter or raising total.
  2. Consideration should be given to the National Panhellenic Conference fraternities/sororities that have previously had chapters on the campus and to those National Panhellenic Conference fraternities/sororities, which have filed letters expressing interest in colonization at Ohio Wesleyan University.

Article XI. Violation Resolution

Section 1. Violation
Chapters shall be held accountable for the conduct of their individual collegiate and alumnae members. Conduct contrary to the NPC Unanimous Agreements, these bylaws, the Panhellenic code of ethics, standing rules and/or membership recruitment regulations of the Ohio Wesleyan Panhellenic Association shall be considered a violation.

Section 2. Informal resolution
Members are encouraged to resolve alleged violations through informal discussion with the involved parties.

Section 3. Judicial process
If informal discussions are unsuccessful, the judicial process will be set in motion by filing a report of the alleged violation. The Ohio Wesleyan Panhellenic Association shall follow all mediation guidelines found in the Manual of Information.

  1. Mediation. Mediation is the first step of the judicial process. The Ohio Wesleyan Panhellenic Association shall follow all NPC Unanimous Agreements concerning the judicial process found in the Manual of Information.
  2. Judicial Board hearing. When a violation is not settled informally or through mediation, the Judicial Board shall resolve the issue in a Judicial Board hearing. The Panhellenic Council shall adopt procedures in the standing rules for this purpose that are consistent with the NPC Unanimous Agreements.
  3. Appeal of Judicial Board decision. A decision of the Judicial Board may be appealed by any involved party to the NPC College Panhellenic’s Judicial Appeal Committee. The Ohio Wesleyan Panhellenic Association shall follow all NPC Unanimous Agreements concerning the appeals process found in the Manual of Information.

Article XII. Hazing

Per the Unanimous Agreements, the National Panhellenic Conference supports all efforts to eliminate hazing. All forms of hazing shall be banned.

Hazing is defined as any action taken or situation created, intentionally, whether on or off the fraternity or University premises, to produce mental or physical discomfort, embarrassment, harassment, ridicule, or serving no educational purpose. Such activities and situations include, but are not limited to, creation of excessive fatigue; physical or emotional shocks; wearing apparel which is conspicuous or not in normally good taste; engaging in public stunts or jokes; morally degrading games or activities; late night sessions which interfere with academic pursuits or sleep; or any other activities which are not consistent with the regulations and policies of the University, fraternity, or city/state/federal law. The hazing standard employed for all member fraternities shall be: If the chapter would be embarrassed for a parent, professor, advisor, or National Fraternity Officer to view your activity (or feel you would have difficulty explaining the purpose of the activity to them) the completion of such activity should be rethought by the chapter’s officers and members to ensure no hazing will occur. In this case, the chapter should consult the Panhellenic Advisor, their National Headquarters, advisors, and/or the Panhellenic Council President for advice and programming ideas.

Article XIII. Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Ohio Wesleyan Panhellenic Association in all cases to which they are applicable and in which they are not inconsistent with the NPC Unanimous Agreements, these bylaws and any special rules of order the Ohio Wesleyan Panhellenic Association may adopt.

Article XIV. Amendment of Bylaws

These bylaws may be amended at any regular or special meeting of the Ohio Wesleyan Panhellenic Council by a two-thirds vote, provided that the proposed amendment has been announced and submitted in writing at the previous regular meeting allowing an opportunity for chapter input.

Article XV. Dissolution

This Association shall be dissolved when only one regular member exists at Ohio Wesleyan University. In the event of the dissolution of this Association none of the assets of the Association shall be distributed to any members of the Association, but after payment of the debts of the Association its assets shall be given to the National Panhellenic Conference.

Standing Rules of the Ohio Wesleyan Panhellenic Association

Article I. Administration of Membership Selection

  1. Every regularly enrolled new member, initiate or officiate of the chapter, shall be counted in the chapter total with the exception of those studying off campus for a full calendar year.
  2. A list of new members, initiated, and affiliated members shall be filed with the Vice President of Communication, and the Panhellenic Advisor when dues are submitted.
    1. Any de-pledging or other change in membership status shall be reported to the Panhellenic Advisor no later than one week after it has occurred using the sorority change of status form.
  3. The Panhellenic Council does not recognize the following as active members in determining membership total fulfillment:
    1. Graduate student, graduated student, or students who have transferred.
    2. Any member of a chapter away for an entire school year however, any member away for a portion of the school year is counted in the total.
  4. A Panhellenic Conference member chapter may not issue an invitation of membership or formally initiate a woman during any school recess.
  5. All other rules and regulations involving recruitment activities shall be in the Recruitment Guidelines and the National Panhellenic Conference Manual of Information.

Article II. Membership Recruitment Code of Ethics

  1. We, the members of women’s sororities at Ohio Wesleyan University, agree to promote honesty, respect, sisterhood and cooperation within the College Panhellenic and our respective chapters, and in our daily lives. This code of ethics is designed to inspire our members, reinforce exemplary conduct and values-based leadership, and perpetuate lifelong membership to enrich the sorority and Panhellenic experience.
  2. We, as Panhellenic women of Ohio Wesleyan University, agree on and commit to:
    1. Uphold and demonstrate the Panhellenic spirit in thought, word and action through our chapters as well as individual members.
    2. Demonstrate ethical behavior and conduct ourselves in a manner consistent with the mission and values of the College Panhellenic, each inter/national organization and our institution.
    3. Respectfully adhere to the Unanimous Agreements and all policies established by the National Panhellenic Conference.
    4. Avoid disparaging remarks about any sorority or collegiate woman and refrain from discussing Panhellenic matters with non-members, in accordance with the dignity and good manners of sorority women.
    5. Recognize friendly relations with all collegiate women, both sorority members and nonmembers, realizing the importance of creating and building friendships.
    6. Plan recruitment events that provide opportunities for the greatest possible number of women to become sorority members while protecting the rights and privileges of individuals and the chapters.
    7. Provide a safe, positive and enriching recruitment experience, understanding that membership is a social experience arrived at by mutual selection.
    8. Strive to be truthful, honorable, open and friendly to all potential new members during all recruitment events.
    9. Be respectful of the rights of every potential new member to make her own choices, including the right not to join the women’s sorority community.
    10. Refrain from limiting a potential new member’s chances of becoming a member of the Panhellenic community by encouraging her to make a single intentional preference or to limit her choices.
  3. We, as Panhellenic women of Ohio Wesleyan University, also agree on and commit to:
    1. Respectfully adhere to the bylaws and recruitment rules of the Ohio Wesleyan University Panhellenic Association.
    2. Abide by all local and federal laws and NPC inter/national member organization bylaws.
    3. Hold one another accountable to these standards, remembering at all times that we represent not only our individual chapters but also the Panhellenic community as a whole.
  4. As Panhellenic women of Ohio Wesleyan University, these are the tenets by which we strive to live.

Article III. Membership Recruitment Rules

  1. Statement of Positive Panhellenic Contact
    1. We, the women of Ohio Wesleyan University, will promote Panhellenic-spirited contact with all potential new members throughout the year. Strict silence will begin at the time of MRABA signing and last until bid distribution. No sorority member, including alumnae and new members, may communicate with potential new members about recruitment during this period. Communication that violates strict silence is defined as verbal, nonverbal, written, printed, text message and electronic communication or communicating through a third party.
  2. Statement of Adherence to NPC Unanimous Agreements and Policies Regarding Recruitment
    1. All NPC member organizations represented at Ohio Wesleyan University believe in strictly adhering to NPC Unanimous Agreements and policies. All organizations will follow these valued and non-negotiable policies during the recruitment process.
      1. No alcoholic beverages or illegal substances will be permitted at any recruitment event or Bid Day activity. Any PNM or active chapter member found violating this expectation will be removed from the event.
  3. Statement of Values-Based Recruitment
    1. The OWU CPH fall recruitment style is Continuous Open Bidding (COB). The OWU CPH spring recruitment style is Fully Structured Recruitment (FSR). All member chapters of the Ohio Wesleyan College Panhellenic (CPH) who are eligible to extend bids for membership are expected to participate during the fall in either Continuous Open Bidding (COB). Chapters that are not eligible to extend bids are encouraged to host an open house. During the spring semester chapters are expected to participate in Fully Structured Recruitment (FSR).
    2. All NPC member organizations represented at Ohio Wesleyan University will promote the following practices during membership recruitment:
      1. Engage in values-based conversations.
      2. Choose recruitment activities and behaviors that reflect the core values of our organizations.
      3. Make informed choices, based on shared values, about potential new members.
      4. Educate potential new members about the values, benefits and obligations of sorority membership.
    3. In accordance with NPC policy, Ohio Wesleyan University recruitment events do not include skits, elaborate decorations, or costumes.
    4. No favors may be taken from a chapter house during any recruitment event, except for those items distributed by the Panhellenic Council for the purposes of marketing. A favor will be considered anything given to a PNM above and beyond items that are normally distributed during COB/recruitment events. Normally distributed items include but are not limited to: name tags, tissues, and feminine and first aid products.
    5. No persons who identify as male or members of the Ohio Wesleyan University Interfraternity Council (IFC) organizations are permitted to attend any recruitment event or Bid Day activities.
  4. Statement of Membership Recruitment Acceptance Binding Agreement (MRABA)
    1. The Ohio Wesleyan University Panhellenic will uphold and use the membership acceptance binding agreement (MABA) for each potential new member interested in joining a sorority in the fall or during spring COB; during spring FSR the membership recruitment acceptance binding agreement (MRABA) will be used for each potential new member interested in joining a sorority. We agree to all policies and steps pertaining to the MABA and MRABA.
  5. Statement of Automatic Reset of Total
    1. Total is the allowable chapter size as determined by the College Panhellenic.
    2. To allow chapters to achieve parity as quickly as possible, total will be automatically adjusted every regular academic term. This is to be done no later than 72 hours following bid distribution in the academic term that primary recruitment is held and within one week (no more than seven days) from the start of the academic term in which primary recruitment is not held. Total will be determined by largest chapter size in the fall and median chapter size in the spring semester.
  6. Statement of Eligibility
    1. A potential new member must be a regularly matriculating, full-time student in good academic standing at Ohio Wesleyan University to be eligible to participate in recruitment. First year students are eligible to join a chapter after they have established an Ohio Wesleyan University Grade Point Average that meets the individual chapter’s academic standard. This includes transfer students.
    2. A woman who is or who has ever been an initiated member of an existing NPC fraternity shall not be eligible for membership in another NPC fraternity. (NPC Manual of Information, UA p. 31)
    3. A woman who has received a bid through Fully Structured Recruitment and declined her bid will be ineligible to be pledged to any other NPC fraternity on the same campus until the next primary recruitment period in accordance with the MRABA.
  7. Statement of Rho Gamma Policy
    1. Selection of Rho Gammas will take place during the spring semester preceding disassociation on December 1st of fall semester, and will be conducted by the Panhellenic Council President, Vice President Recruitment, and Membership Director. The Membership Director will determine the selection process.
    2. Every chapter will have a minimum of two Rho Gammas represented. Each chapter must submit at least five applicants to be considered as Rho Gammas for spring Fully Structured Recruitment (FSR) and fall recruitment. If a chapter does not submit at least five applications, they forfeit the right to the Difference of Two Rule. The Difference of Two Rule states that as long as a chapter has submitted at least five applications, the number of Rho Gammas selected from any chapter may not exceed two more than the chapter with the least representation.
    3. Members of the Panhellenic Executive Board may choose to apply to be Rho Gammas for their individual houses (with the exception of President, Vice President of Recruitment, and Membership Director), but will then be required to disassociate on December 1st of the fall semester, regardless of their Panhellenic position description as stated in the Panhellenic Standing Rules and Bylaws.
    4. Rho Gammas, with the exception of those abroad, will undergo training during the fall semester at mutually agreed upon times.
    5. Rho Gammas must sign a written contract detailing the expectations and requirements of the position within a week of accepting the Rho Gamma position. If a Rho Gamma fails to meet contract expectations, she will be removed from the Rho Gamma program and a new Rho Gamma may be appointed by the chapter President and chapter Recruitment Chair and approved by the Panhellenic Recruitment Team.
    6. Rho Gammas may not attend any fall recruitment events or workshops held by their individual chapters after they disassociate on December 1st. They may participate in chapter philanthropy events, intramurals, or any other activity before December 1st.
    7. Pictures and names of disassociated members shall not be present during any house’s recruitment events during the period of time in which they have disassociated. The chapter may have no communication with their disassociated Rho Gammas regarding PNM’s including, but not limited to how the women feel, vote, and rank chapters. Violation of this rule may be filed as a violation report with the CPH.
  8. Statement of Continuous Open Bidding
    1. Eligible chapters may grant a bid or host a COB event at any time during the academic year, except for the following periods:
      1. After Commencement and prior to the first day of fall semester, and over academic breaks (mid-semester break, winter break, holidays when classes are not in session)
      2. After the beginning of spring semester and prior to 12:00am on the Tuesday following spring fully structured recruitment.
    2. All unaffiliated women are highly encouraged to attend COB events. If a COB event is held off-campus and requires a fee to participate, the chapter will assume the cost of the event.
    3. If a chapter does not reach total, that chapter may COB until the close of the semester to meet total.
  9. Statement of Fully Structured Recruitment
    1. OWU spring recruitment style is Fully Structured Recruitment (FSR), and we follow a 5:4:2 model.
    2. A chapter may participate in spring FSR at total, and still admit quota to membership. If a chapter is above total after spring FSR but has not reached quota, they may snap bid or COB to quota.
      1. Snap bids may be extended to women that have attended at least one round of FSR but chose to resign or were released.
      2. A PNM who has been “released” is a woman who has attended the first set of FSR and has selected and ranked at least once. This PNM is either not matched/not invited back to a chapter during any set.
    3. The Recruitment Officer from each chapter must attend required meetings with the VPR. If a Recruitment Officer cannot attend, an appropriate alternate may attend in her place. If a Recruitment Officer cannot attend a meeting she must inform the VPR at least 24 hours prior to the meeting time.
    4. Chapters may spend a maximum of $425.00 from their annual operating budgets on expenses pertaining to spring FSR. The budget applies to the cost of the three days of recruitment. This does not include expenses for recruitment/work week, t-shirt costs, Bid Day activities, etc. T-shirts purchased for the purposes of recruitment should not exceed $15 per person. Any t-shirts mandated by Panhellenic will not be included in the $425 budget. Individual chapters may determine budgets for Bid Day activities.
      Alumni donations may be accepted, but not solicited and may not include items that are served to PNMs (such as food and beverages).
      1. Panhellenic Council will not reimburse or contribute to the $425 budget cap for spring FSR.
    5. Chapter Recruitment Chairs must submit a tentative budget to the Panhellenic VPR no later than the Friday after Thanksgiving break.
    6. Recruitment Chairs will be expected to provide copies of receipts to the Panhellenic VPR no later than two weeks after the conclusion of spring FSR.
  10. Only national sorority members, house directors, alumnae, and initiated members of the national organizations may assist in the spring FSR period. Alumnae may not engage in recruitment conversation with PNMs within the chapter’s house while spring FSR is in session.

Article IV. Membership Recruitment Procedures

  1. Chapter Expectations
    1. Chapters should establish a GPA requirement for PNMs in accordance with their Inter/National office and communicate this to the Fraternity and Sorority Life Office prior to the beginning of the next recruitment period.
      1. If a chapter chooses to take an individual who is below the required academic standard of their Inter/National organization, the Office of Fraternity and Sorority Life requests a letter from the Chapter Recruitment Officer or Advisor notifying the office their decision.
        1. This does not include students who are on probation with Ohio Wesleyan University for academic performance. See Statement of Values and Expectations of Fraternity and Sorority life.
  2. Panhellenic Council Expectations
    1. The panhellenic Vice President of Recruitment will meet periodically (as needed) with chapter Recruitment Officers throughout the academic year.
      1. Meetings will include the annual revision of the OWU CPH recruitment rules and Code of Ethics, and additional meetings may be focused on the revision of expectations, policies, and procedures of recruitment.
    2. The OWU CPH Recruitment Team (Panhellenic President, Vice President of Recruitment, and Membership Director) will hold information sessions/events in order to educate PNMs and active members regarding Panhellenic membership and recruitment at Ohio Wesleyan University.
      1. At least two Information Sessions addressing spring Fully Structured Recruitment (FSR) and informal recruitment should be held during the fall semester to answer questions regarding recruitment for PNMs.
        1. At least one Information Session should be held after Thanksgiving Break, in order to introduce PNMs to members of the Panhellenic Council and Rho Gammas to increase visibility and allow the Panhellenic body to act as a resource for PNMs leading up to spring FSR.
    3. The OWU CPH will review Member Recruitment Code of Ethics, Membership Recruitment Rules and Membership Recruitment Procedures during the spring, and total will be automatically adjusted every regular academic term. This is to be done no later than 72 hours following bid distribution in the academic term that primary recruitment is held (spring) and within one week (no more than seven days) from the start of the academic term in which primary recruitment is not held (fall). Total will be determined by largest chapter size in the fall and median chapter size in the spring semester. (Reference Article III.5)
    4. The OWU CPH will comply with NPC procedures regarding Violations through mediation and judicial procedures.
  3. Rho Gamma Expectations
    1. Rho Gammas are required to dissociate from their respective chapters at the beginning of the 1st of December through the duration of spring FSR.
      1. Disassociation requires the removal of all outward signs of membership in a specific chapter, including but not limited to the removal of all pictures, signs, photo albums, public messages, clothing, jewelry, stickers, and all social media by December 1st.
      2. Disassociated women must either archive or delete all social media posts with chapter affiliation or change their account settings to “private” and not accept any requests from any PNMs.
      3. Disassociation also requires the Rho Gamma to speak in a Panhellenic nature about recruitment opportunities without showing favor to their chapter or disclosing their affiliation in any form.
    2. Rho Gammas are encouraged to assist the Panhellenic VPR and Membership Director in planning and executing Panhellenic events pertaining to recruitment, e.g. all-sorority recruitment events, tabling for recruitment sign ups, student involvement fair, etc.
  4. Fall Recruitment Specifics
    1. A range of dates for Continuous Open Bidding (COB) events prior to Bid Day should be suggested by the VPR to the Chapter Recruitment Officers during the prior spring semester.
      1. Recruitment Officers must fill out and submit the Informal Recruitment Event Request Form (available through the Panhellenic VPR) no later than two weeks prior to the event.
      2. Approved events must also be registered through the Student Involvement Office via OrgSync no later than seven business days prior to the event.
      3. If a chapter does not reach total by Bid Day, they may continue to COB until they reach total, or until the close of the semester.
    2. Chapters eligible to COB are able to host as many or as few events as they deem necessary to reach total.
      1. Chapters may hold joint recruitment events with other chapters.
      2. Chapters that are not eligible to COB are encouraged to participate in any Panhellenic sponsored recruitment events, but are not required to host events.
    3. Bids will be distributed no earlier than 6:00PM on the 4th Thursday of the fall semester pending approval of chapter required GPAs.
    4. Bids may be accepted beginning at 6:00PM on Bid Day, the 4th Friday of the semester (Friday following the night bids go out). If a chapter does not reach total on Bid Day, that chapter may COB until total is met or the semester ends.
    5. COB Recruitment Event Timeline:
      1. Prior to COB events:
        1. Submit the “Informal Recruitment Event Request Form” to the VPR no later than least two weeks prior to a chapter’s proposed event.
        2. Send all publicity materials to the OWU CPH email (panhellenic@owu.edu) for approval. Publicity materials may include, but are not limited to, flyers, banners, campus emails, mail outs, personal invitations both written and oral, etc.
          1. All written advertisements must include our brand, "Be More. Be Bold. Be Greek."
          2. Advertisements should contain Panhellenic messages, for example “Come learn more about Greek life by...” etc. and not just “Come to [insert chapter]’s event”.
          3. All forms of chapter members’ social media and group messaging must be Panhellenic in nature.
        3. If personal invitations are handed out you must include the names of the invitees along with your publicity material.
        4. Events must be registered on campus through the OrgSync “Create an Event” form a minimum of 7 business days prior to the event.
      2. During events:
        1. Encourage all attendees eligible to receive a bid (pending an approved chapter required GPA) to complete an online Panhellenic Grade Release Form, permitting the Panhellenic access to their academic information such as academic status and GPA.
          1. Chapter are encouraged to have a laptop or tablet available for interested parties to complete in person.
      3. After event:
        1. Send list of attendees to VPR no later than 11:59 pm the night of the event. The VPR will add all attendees’ names to a shared document accessible to all chapter Recruitment Officers.
        2. It is the chapter's responsibility to encourage PNMs to complete the grade release form on OrgSync and the responsibility of the VPR and Panhellenic Advisor to tell the Recruitment Chairs who has completed a form.
          1. All submissions of the grade release form on OrgSync must be completed no later than 11:59 p.m. the Tuesday prior to Bid Day.
          2. The Fraternity and Sorority Life Office/Panhellenic Advisor will inform the chapters of PNMs academic information and eligibility to receive a bid no later than noon the Wednesday prior to Bid Day.
        3. COB bids should be delivered in person to the PNM in their place of residence, with the exception of commuters. An alternate location may be determined for commuters to accept bids on an individual basis. No more than two active members per chapter may deliver a COB to an unaffiliated woman.
        4. Each COB bid must contain two attached forms explaining the obligations of bid acceptance.
          1. The first form is titled, Continuous Open Bidding Membership Acceptance Binding Agreement or COB MABA, will be provided by Panhellenic and distributed to each of the applicable chapters. In order to formally accept a COB bid, the PNM must sign the COB MABA in front of an active member of the chapter (NPC Manual of Information, UA 6).
            1. This form must be signed and received within 48 hours of the PNM receiving their bid and may be submitted to either the Panhellenic President, VPR or Panhellenic Advisor.
          2. The second form is titled, “Sorority Change of Status” will be provided by Panhellenic and distributed to each of the applicable chapters. In order to formally accept a COB bid, the PNM must sign the Sorority Change of Status form and return in the presence of their new Chapter President for her signature. The completed form is then submitted to the Fraternity & Sorority Life Office.
        5. Until a COB bid is accepted, the unaffiliated women should direct all questions regarding the bid to the chapter president, the treasurer/finance director, or the Recruitment Officer of the chapter that extended her the bid. Other members may talk to the women, but must refer all bid questions to the aforementioned members.
  5. Spring FSR Specifics
    1. OWU spring recruitment style is Fully Structured Recruitment (FSR), and we follow a 5:4:2 model.
    2. Dates of spring FSR will be scheduled during the prior spring semester by the Panhellenic VPR with advisement from Panhellenic Adviser.
    3. Rho Gammas must attend a two day training on the Monday and Tuesday preceding spring FSR hosted by the Panhellenic President, Vice President of Recruitment and Membership Director.
    4. Chapter Recruitment Officers must submit a tentative budget to the Panhellenic VPR no later than the Friday after Thanksgiving break.
      1. Recruitment Officers will be expected to provide copies of receipts to the Panhellenic VPR no later than two weeks after the conclusion of spring FSR.
    5. Snap bidding is an option available to chapters that do not reach spring FSR quota.
      1. Snap bidding is limited to any woman who participated in FSR and did not drop out or withdraw.
      2. Snap bidding shall begin immediately after bid matching and end with the distribution of bids on Bid Night.
      3. Chapters should have a prepared list of snap bids should they not reach quota.
    6. Each PNM shall attend all rounds for Set I in addition to all spring FSR parties to which she has been extended an invitation.
      1. In case of illness, class, family, athletic obligation, or other emergency, the PNM shall notify her Rho Gamma and the Rho Gamma will then notify the VPR immediately. The VPR, the President of Panhellenic, and/or the Rho Gammas shall notify the chapters involved with the stated excuse (NPC Manual of Information, MR p. 101).
      2. Any PNM not attending all required rounds without a prior excuse shall be removed from further participation in spring FSR and considered withdrawn/dropped out.
      3. Adjusted schedules which are created for PNMs with by the Panhellenic Recruitment Team will be distributed to the chapters as soon as they are available. Adjusted schedules will assure that a PNM spends equal time with each chapter for which she has been invited to attend.
    7. Each PNM must select and rank via the ICS system after the last attended round or the completion of each set.
    8. Chapters will turn in ICS lists by the predetermined time, as set by Panhellenic. Chapter members must remain in their respective houses until their chapter’s list has been submitted into ICS.
      1. In case of emergency, this rule is annulled for the involved members.
    9. Bid Day will be the Monday following spring FSR weekend and bids will be given out at 6:00pm.
    10. Spring FSR Schedule:
      1. Set I will begin on the 1st Friday of the semester at 5:00PM. Each round will last 30 minutes. The number of participating PNMs will determine the number of rounds.
      2. Set II will begin on the 1st Saturday of the semester at 12:00PM. Each round will last 45 minutes.
      3. Set III will begin on the 1st Sunday of the semester at 12:00PM. Each round will last 60 minutes.

Article V. Alcohol Policy

The Panhellenic Council and community must uphold the laws in concept, spirit, and letter, of the University, of their Fraternity, and of the state of Ohio. Refer to Ohio Wesleyan University’s Code of Student Conduct. If found in violation of any of the above alcohol policies there will be judicial consequences.

Article VI. Trilogy

  1. Statement of Purpose: The Trilogy series is a set of three events that the Fraternity and Sorority councils believe will promote growth and development through a variety of approaches as well as stimulate unity, leadership, and education for the entire Women’s Fraternity and Sorority community. All three events must take place during the course of an academic year (fall semester - spring semester).
  2. Attendance:
    1. Each chapter must attend the three trilogy events per academic year determined by the Panhellenic Council.
      1. The Community Development Director informs chapters and executes logistics. Chapters will be informed at least three weeks in advance by the CDD of trilogy event dates and times.
    2. 85% attendance (after excuses) is required of all chapters to each trilogy event.
    3. Chapters must inform the Community Development Director at least 12 days in advance if a trilogy event conflicts with a previously scheduled chapter event. In this event, the Community Development Director will designate another trilogy to replace it, subject to chapter approval of the date.
  3. Excuses:
    1. Excuses for those members who will not be able to attend a trilogy event are due to the Vice President of Communications no less than two weeks before the event.
    2. The number of members with acceptable excuses will be added to the number of members who attended when calculating the percentage of chapter in attendance.
    3. Acceptable excuses include:
      1. Class and related activities (ex. review sessions, rehearsals, performances)
      2. Athletics
      3. Work (if notified of Trilogy more than two weeks in advance)
      4. Serious illness
      5. Immediate family emergencies
      6. If the event may negatively trigger you in anyway.
      7. Extenuating circumstances that will be considered by the Executive Board of the Panhellenic Council if necessary.
    4. Academic work outside of that outlined in section c under excuses does not count as an excuse for trilogy events.
  4. Consequences:
    1. Late excuses will not be accepted and will count as an absence.
      1. Only emergency excuses will be considered if late, as long as the Panhellenic Executive Board is informed of the situation as soon as possible.
    2. Chapters that do not meet the required attendance of 85% will be fined $7.00 per unexcused person.
    3. Each chapter must attend three trilogy events by the completion of the academic year or the chapter will be required to host a Panhellenic approved event by the following semester.
  5. It is encouraged that the College Panhellenic partner with the Interfraternity Council to participate in planning at least one Greek-related Trilogy event.

Article VII. Greek Initiative

  1. Purpose: A Greek Initiative is an event outside of the trilogy series that the Fraternity and Sorority councils believe will promote growth and development through a variety of approaches as well as stimulate unity, leadership, and education for the entire Fraternity and Sorority community.
  2. Excuses: Provided this is an optional event, no excuses are necessary.
  3. Incentive: The chapter(s) with the highest attendance will receive a reward at the end of the school year.
  4. The Community Development Director shall be responsible for tallying and collecting the attendance from Greek Initiatives with the assistance of the Executive Board.

Article VIII. The Panhellenic House

  1. The Panhellenic House is a themed-house owned by Ohio Wesleyan University that is currently located at 30 Williams Drive.
  2. The facility will house the same number of individuals from each National Panhellenic Conference chapter on this campus, a Residential Assistant, and a member(s) from an NPHC organization, if they so choose.
    1. If member(s) from an NPHC organization does not wish to reside in the house, the spot may be filled by a Panhellenic Council Executive board member.
  3. There will be an application to live in the house created by Residential Life with input from the Director of Clubs and Fraternity & Sorority Life, and the Panhellenic Council.
  4. Six individuals per chapter can apply to live in the house and Residential Life will choose four of these applicants from each chapter.
    1. Chapters may select six individuals by whatever process if appropriate for their chapter. (vote, nomination, volunteer, academic standing, etc.)
  5. If a chapter cannot provide at least four applicants, then their spots will be divided amongst the other remaining chapters.
  6. It is encouraged that chapter officers apply to live in the house. The definition of officer can be interpreted as the chapter chooses.
  7. If a chapter does not have enough individuals who qualify as officers to submit an application, each chapter may fill spots by seniority as interpreted by the chapter.
  8. New members or individuals that have not been initiated cannot reside in the Panhellenic House.
  9. If an individual resides in the Panhellenic house and chooses to deactivate from her chapter, she must move out and find other housing accommodations through the office of Residential Life.
  10. Any event hosted in the house must be open to all members in the Panhellenic community.
  11. Events with alcohol will not be hosted in the house.
    1. Residents of the Panhellenic House are permitted to be social as long as their behaviors uphold the Student Code of Conduct’s Alcohol Policy.
  12. Individuals living in the Panhellenic House must abide by the rules stated in all the governing documents of the Panhellenic Council. If any of these rules are violated, then the appropriate actions will be determined by the Panhellenic Council Executive board.
  13. Individuals living in the Panhellenic House must abide by the rules of the Ohio Wesleyan University Residential Housing Contract and any other rules stated by Ohio Wesleyan University. If the Ohio Wesleyan Student Conduct Code is violated, then Ohio Wesleyan University will administer the appropriate action to resolve the issue.

Office of Fraternity & Sorority Life

Location

Hamilton-Williams Campus Center #143
Delaware, Ohio 43015
P 740-368-3185
P 740-368-3171
F 740-368-3199
E rbrutkow@owu.edu