National Policy Handbook SIGMA K SOROR July 2008 NATIONAL POLICY HANDBOOK FOR SIGMA KAPPA CHAPTERS prepared by the NATIONAL COUNCIL For use by COLLEGIATE CHAPTERS, ALUMNAE CHAPTERS, ADVISORY BOARDS, CORPORATION BOARDS, NATIONAL OFFICERS AND MEMBERS AT LARGE All policies may be petitioned to the national council with a special dispensation form. These policies are binding on all chapters and members and can be amended only by the national council. This handbook is to be reviewed by collegiate chapters at the beginning of each school year at a joint meeting of new members and initiated members, and by alumnae chapters annually. Changes from previous editions are indicated in italics. TABLE OF CONTENTS I. RECRUITMENT 3 II. PLEDGING 3 III. INITIATION 4 IV. MEMBERSHIP STATUS 6 V. TERMINATION/SUSPENSION OF MEMBERSHIP 10 VI. ACADEMIC REQUIREMENTS 16 VII. RISK MANAGEMENT FOR COLLEGIATE CHAPTERS 17 VIII. INTERNET AND RELATED TECHNOLOGY POLICY 26 IX. COLLEGIATE CHAPTERS 29 X. COLLEGIATE CHAPTER OFFICERS 32 XI. ADVISORY BOARD 33 XII. HOUSING AND CORPORATION BOARD POLICIES 34 XIII. ALUMNAE CHAPTERS AND CLUBS 38 XIV. NATIONAL OFFICERS 40 XV. FOUNDERS' DAY 41 XVI. COLLEGE OFFICER TRAINING SCHOOL 41 XVII. CONVENTION 42 XVIII. SELECTED NPC UNANIMOUS AGREEMENTS AND GENERAL GOVERNING POLICES 43 XIX. BADGES AND JEWELRY 47 XX. LICENSING 48 XXI. SHARING OF MEMBER INFORMATION POLICY 49 XXII. DOCUMENT RETENTION POLICY 51 XXIII. SIGMA KAPPA TRIANGLE DEATH NOTICES 54 INDEX 55 2 I. RECRUITMENT The national recruitment supervisor for each collegiate chapter is appointed by the national council at the request of the national vice president for membership. She has the authority to delay the bidding of any potential member until sufficient further information, satisfactory to the national recruitment supervisor, has been obtained. In addition, she has the authority to set up procedures to enable the chapter to reach quota. Sigma Kappa Legacy Policy Importance of legacies: It is the belief of Sigma Kappa Sorority that our legacies are extremely important to the success of our sorority. When the chapter is determining whom they wish to pledge, the chapter shall give careful consideration to the following relatives/step-relatives of collegiate members and active Sigma Kappa alumnae: sister, daughter, granddaughter, niece. While we believe all legacies are to be given special consideration, it is necessary to be even more careful in our consideration of those specifically listed above. Procedure Whenever possible, a Sigma Kappa legacy should be invited to the first invitational event. If a legacy attends Sigma Kappa's preference event, her name must appear on the first bid list. If a legacy is in danger of being released, the national recruitment supervisor shall assess the situation and has the authority to reverse the chapter decision. A full explanation should be given to the chapter by the national recruitment supervisor of why the legacy should be a member of the chapter. When a chapter participates in a recruitment format with only one invitational event (typically to preference), the chapter will work with the recruitment supervisor to invite back only legacies to whom they intend to extend a bid. II. PLEDGING Policy Collegiate new members: Any woman who qualifies for membership under the constitution and is pursuing a course at a college or university in which a chapter is located shall be eligible to be pledged only under ALL of the following conditions: 1. If an undergraduate, she shall be pursuing a degree. If a graduate student, she shall have a college degree, be pursuing graduate studies, and taking not less than three (3) hours per week. 2. She shall receive an affirmative vote of at least seventy five percent (75%) of the collegiate members who are in good standing of that chapter. 3. She should have at least one written approved alumna recommendation. 3 4. A woman shall have a 2.8 grade point average (based on a 4.0 system) from high school and a 2.5 grade point average from college to be eligible to pledge. All exceptions require approval of the advisory board chairman and collegiate province officer. 5. A woman shall be formally pledged no later than seven calendar days upon accepting a bid. All exceptions must be approved by the advisory board chairman and the collegiate province officer. III. INITIATION A. Initiation Policy 1. Chapters do not vote on new members prior to Initiation. When a college student has been formally pledged to Sigma Kappa, she is eligible to be initiated PROVIDED she meets educational, financial, and new member education requirements. However, the vice president of new member education in her capacity as new member educator may recommend to the chapter that the initiation of any new member be deferred or terminated if, in her opinion, the new member has not met the Sigma Kappa requirements for Initiation. Prior to such recommendation to the chapter, the vice president of new member education must secure approval of her recommendation from her advisor and her collegiate province officer. A two-thirds vote of the chapter is necessary for the recommendation to be accepted. 2. The Promise new member education program is comprised of two components. The new member program lasts for six weeks. The new initiate program, implemented after Initiation, is four weeks long. Initiation should occur immediately after the first six meetings are complete and prior to the new initiate meetings. 3. The following requirements for Initiation shall be completed by each new member prior to Initiation: a. Fulfill all chapter new member education duties and requirements. b. Pass the initiate's exam with a score of at least 90%. C. File with the finance advisor written consent to the financial obligations involved in membership. d. Pay all chapter debts, including the initiation fee and badge fee. e. Sign the badge affirmation card to be sent to national headquarters. f. Meet scholastic standards as follows: 1. When Initiation occurs after a grading period (semester, quarter, etc.), maintain at least a 2.25 or higher grade point average as established by the particular college/university, college Panhellenic or collegiate chapter. 2. When Initiation occurs before a grading period ends, meet scholastic standards as set by the collegiate chapter in collaboration with the advisory board and collegiate province officer. 4 g. During the six-week new member period, maintain acceptable scholastic achievement. h. Should have one (1) written approved alumna recommendation in the chapter files. i. Have proved herself worthy of full Sigma Kappa membership through a cooperative and positive attitude toward Sigma Kappa. 4. Chapters with a new member class of one to twelve initiates must initiate one at a time. New member classes of thirteen to twenty-five initiates may be initiated two at a time. Chapters with twenty-six to thirty-five new members may initiate three at a time. New member classes with thirty-six or more may be initiated four at a time. Alumna and honor initiates must always be initiated one at a time. 5. Parents and special guests may attend Initiation banquets/receptions upon approval of the advisory board. 6. Smoking and alcoholic beverages are prohibited at Initiation receptions/banquets 7. Only initiated Sigma Kappas are permitted to remain in the house during Initiation. No other persons are allowed, except by special permission of the advisory board. B. Honor Initiate Policy Prospective honor initiates are those women chosen and approved by the national council to become members of Sigma Kappa Sorority. The qualifications of an honor initiate are: 1. To be a woman who has received distinction in her community, and whose membership will add distinction to our organization. 2. To have demonstrated her interest in Sigma Kappa. Procedure 1. Alumnae and collegiate chapters may present honor initiate candidates to national council by contacting the national vice president for alumnae. 2. National council approves the collegiate chapter of initiation for a prospective honor initiate. 3. Prospective honor initiates shall be initiated at a national convention, a collegiate chapter installation, a collegiate chapter Initiation, or at another national council approved occasion. 4. The national treasury pays honor initiate fees. 5. Honor initiates are members of Sigma Kappa with all the rights, responsibilities, and privileges. C. Alumnae Initiate Policy Prospective alumnae initiates are those women chosen by alumnae and collegiate chapters and approved by the national council to become members of Sigma Kappa Sorority. Membership is an honor to be conferred with careful consideration of its requirements and responsibilities as 5 well as its privileges. The qualifications of an alumna initiate are: 1. To have a college degree. This should not be considered an absolute requirement. 2. To have demonstrated her interest in assisting college women. 3. To have given service in community affairs. 4. To be sponsored by two alumnae members in good standing. 5. To be willing to acquire knowledge of Sigma Kappa. 6. To be willing to give service to Sigma Kappa. Procedure 1. A three-fourths affirmative vote shall be secured from the collegiate chapter of initiation for each alumna initiate. 2. Alumnae chapters or clubs wishing to present an alumna initiate candidate for Initiation should contact the national vice president for alumnae. 3. Initiation fee and badge fee must be paid. 4. Alumnae initiates are members of Sigma Kappa with all the rights, responsibilities, and privileges. 5. In order to avoid conflicts between generations, collegiate chapters are asked to refrain from inviting to membership their house director until such time as the house director retires. 6. In some cases, selected women from the community in which there is a new colony, or a collegiate chapter being recolonized, may be asked to become alumnae initiates. In these cases, national council gives approval for Initiation. At the discretion of national council, these initiates may or may not be asked to pay the initiation fee and badge fee. IV. MEMBERSHIP STATUS A. Membership Policy No person who is or has been an initiated member of any fraternity belonging to the National Panhellenic Conference or any similar national college or university fraternity, honorary and professional excepted, shall be eligible for membership in Sigma Kappa. B. Social Privileges and Social Membership Policy 1. Sigma Kappa does not permit social privileges or social membership. Regular participation in chapter activities and social events is limited to new members and members of Sigma Kappa. Guests may be invited to social activities on special occasions with advisory board approval, but not because of any social privileges or social membership accorded to them as individuals. 2. Big/Little Brother and Little Sister Policy 6 In support of the 1973 NPC resolution, Sigma Kappa does not recognize auxiliary groups to Sigma Kappa for men, commonly called Big or Little Brothers or women's auxiliary groups for men's fraternities, commonly called Little Sisters. It is the opinion of Sigma Kappa that the activities of such groups are inconsistent with the purpose and philosophies of the National Panhellenic Conference and Sigma Kappa Sorority. Sigma Kappa chapters are not to spend time or financial resources in the formation of Big or Little Brother or Little Sister groups. C. Collegiate Members Policy 1. ALL COLLEGIATE members of Sigma Kappa shall be participating members of their chapter based on the following: Freshman initiates are required to participate for eight full semesters or twelve quarters. Sophomores are required to participate in six full semesters or nine quarters. Juniors are required to participate for four full semesters or six quarters. Seniors are required to participate for two full semesters or three quarters. If a member is initiated during the second semester or second quarter, one term should be subtracted from the total. If a member is initiated during the third quarter, two terms should be subtracted from the total. Enrollment in summer classes does not count toward chapter participation. 2. All collegiate members are expected to participate in at least one co-curricular activity. 3. In order for a collegiate member to have full voting and chapter privileges, she shall be pursuing a degree at the institution where the chapter holds its charter. 4. Any new member or member whose conduct or habits are found to be seriously detrimental to the welfare of individuals or the chapter will be subject to disciplinary action by the chapter and/or the national council. D. Transfer of Membership Policy Members transferring from one college e//university to another may transfer their membership to the Sigma Kappa chapter at the new college/university under the transfer of membership procedure. Procedure 1. In order to affiliate with another chapter, a member wishing to transfer shall have paid all financial obligations, including full payment of the housing/furnishing fee, to the chapter and/or corporation board of her Initiation. 2. When a member wishes to affiliate with a different chapter, that chapter's president shall complete the "Member Transfer Recommendation" and send it to the advisory board chairman and the collegiate province officer for approval. 3. The member may be admitted to membership in the different chapter by a majority vote of the chapter when she has completed one month's residency with the chapter and the "Member Transfer Recommendation" form has been approved by the advisory board and the collegiate province officer. 7 4. Members from dormant chapters shall meet the requirements of number 1 and should petition the national vice president for collegiate chapters. E. Special Membership Status Policy Special status may be granted ONLY under the following conditions: 1. Married members of a chapter will remain active collegiate members. Procedure If they wish to assume alumnae status, a written petition to the chapter is necessary and may be granted upon a two-thirds (2/3) affirmative vote of the chapter followed by the Petition for Special Dispensation approved by the advisory board and the collegiate province officer. She must be a member in good standing. After approval, the change of status shall be noted in the minutes and on the next Personnel Report. 2. Members that pursue full-time professional programs/degrees as an undergraduate member, who have not graduated or participated in the required number of terms as previously mentioned in NPH IV.C.1., are to remain active in their collegiate chapters. Procedure If they wish to assume alumnae status, a written petition to the chapter is necessary and may be granted upon a two-thirds affirmative vote of the chapter followed by the Petition for Special Dispensation approved by the advisory board and the collegiate province officer. She must be a member in good standing. After approval, the change of status shall be noted in the minutes and on the next Personnel Report. 3. Graduate student members of a chapter, those that have graduated with an undergraduate degree. Procedure They may remain active in their collegiate chapter upon a two-thirds vote of approval by the chapter. If granted, the change of status should be listed on the next Personnel Report and the members should comply with the qualifications of an undergraduate member in NPH IV.C. Otherwise, the student is considered an alumna member. 4. Members graduating/leaving school before graduation automatically become alumnae members provided the member is in good standing with the collegiate chapter and the corporation board/property committee (if applicable) for all local and national financial obligations. Procedure 8 The member's status should be marked accordingly on the next Personnel Report as having left school. Marking of alumna status on a Personnel Report or Member Status Change Report or induction in the Order of the Triangle does not relieve a member of any outstanding financial obligations. 5. Members returning to school who have been absent less than one (1) school year shall return to active collegiate membership. 6. Returning undergraduate members who return after an absence of one or more years from the campus (excluding members on "terms away") will be considered alumnae members of Sigma Kappa Procedure A petition to return to collegiate membership can be presented. In this case, a member may return to active status after a two-thirds affirmative vote of the chapter followed by the Petition for Special Dispensation approved by the advisory board and the collegiate province officer. 7. A leave of absence can be granted for only one school term during the member's college career and is to be granted only under any of the following circumstances: a. Serious illness or serious personal problems on the part of the member or her immediate family. b. Extreme financial difficulties. C. Extreme scholastic difficulties. d. Internships. e. Study abroad. f. Student teaching. Procedure 1. Member must apply in writing, giving detailed reasons for requesting this status and providing documentation when possible supporting the need for a leave of absence. 2. Upon approval by the executive council, an application must be submitted on a Petition for Special Dispensation for consideration by the advisory board and the collegiate province officer. 3. In order for the application to the approved, the member shall be a fully participating member of the chapter and in good financial standing. She shall pay her per capita dues and national insurance assessment. 4. When the status is granted, the member shall have the same privileges and responsibilities of an alumna member. If granted, the change of status shall be noted on the next Personnel Report. A leave of absence does not relieve the member from any 9 contractual obligations she may have with respect to housing matters. 5. Upon returning to active status, the member shall return to full participation in all chapter activities. Failure to automatically resume all membership obligations shall result in voluntary withdrawal. If steps are not taken to begin voluntary withdrawal proceedings one month from the start of the term following the leave, expulsion shall result. A leave of absence may not be granted in the last term of her undergraduate career with the exceptions of internships for academic requirement, study abroad, and student teaching. 8. Special alumnae status for collegians from dormant chapters - Collegians who are placed on special alumnae status prior to the recolonization of their collegiate chapter by the national council may, after a period of one year from the date of the recolonization, petition the chapter for collegiate status. Procedure If a member wishes to return to collegiate status, she shall apply in writing to the recolonized chapter. Active collegiate status may be resumed upon a two-thirds affirmative vote of the chapter followed by a Petition for Special Dispensation approved by the advisory board chairman, the collegiate province officer, and the collegiate district director. In the event that a collegian on special alumna status transfers to a college or university where a Sigma Kappa chapter exists, transfer of membership procedures should be followed if affiliation with another chapter is desired. V. TERMINATION/SUSPENSION OF MEMBERSHIP A. Automatic financial suspension Applies only in case of failure to pay bills. Any member 30 days in arrears to the chapter or the corporation board shall be automatically suspended. Procedure 1. The vice president of finance and her advisor notify the member that she is on automatic financial suspension and set a time limit for the debt to be cleared. The advisory board chairman shall hold her badge and membership certificate. Copies of this notification shall be sent to the advisory board chairman, the financial advisor, the collegiate province officer, and national headquarters. If the member does not clear the financial indebtedness by the set date, expulsion procedures shall be initiated per NPH V.D., and the debt shall be referred to a collection agency. 2. During such suspension: 10 a. The member's parents are asked to sign an interest-bearing note for the amount involved. This should be handled by the financial advisor. b. The member is responsible for all bills and fees, both local and national, incurred during the time of suspension. C. The member shall attend meetings, recruitment events, new member ceremonies, and Initiations, but has no vote or social privileges and cannot hold office. 3. Any member who leaves school or graduates while indebted to the chapter should be placed on AFS by the above procedures. 4. Reinstatement of the member and return of her badge and membership certificate are automatic upon payment of all outstanding bills. The member must furnish the national headquarters with documentation by the chapter, which is endorsed by the advisor and the collegiate province officer, that all indebtedness has been rectified. B. Suspension A disciplinary sanction imposed for the reasons set out below. Suspension requires the setting of a time limit of no more than 12 months from the time of the chapter vote. Any of the following constitutes reason for suspension: 1. Suspension by the university. 2. Failure to attend chapter meetings without being excused by the executive or senior council. 3. Contempt of authority. 4. Misconduct. 5. Undermining the chapter spirit. 6. Other valid reasons. Procedure 1. A chapter may place a member on suspension by a two-thirds affirmative vote of the chapter followed by a Petition for Special Dispensation approved by the advisory board and collegiate province officer. 2. The national council may place a member on suspension upon recommendation of the collegiate province officer, the collegiate district director (if applicable), and the unanimous vote of national council. 3. Penalties for suspension a. Suspended members shall not attend any Sigma Kappa meetings or social events. b. The badge and membership certificate of the suspended member are surrendered to the chapter and sent to the national headquarters for safekeeping. C. When a member does not petition at the end of a suspension or if her request for reinstatement is refused at the end of the period, expulsion procedures shall be initiated. d. Such suspension shall be recorded in the official documents of the chapter (minutes, 11 member's card in vice president of alumnae relations' file and beside the constitution book signature of the member) with date and reason for suspension. e. The member is responsible for all bills and fees, both local and national, incurred during the time of suspension. f. See Section XII. B. on housing. 4. Reinstatement a. If suspended by a chapter, a letter shall be presented to the chapter by the suspended member which contains detailed evidence that reasons for the suspension no longer exist. This member shall have shown through interest, actions, and fine spirit that she is again ready to be a loyal, participating member with the good of the chapter at heart. b. If a member is on academic suspension by a chapter and is not eligible to be reinstated, a letter may be presented to the chapter by the suspended member to request a withdrawal of her membership. (See Section V.E. Procedure.) C. After the letter is received, there shall be a two-thirds (2/3) affirmative vote of the chapter in order to reinstate the suspended member. A Petition for Special Dispensation shall be submitted to the advisory board, collegiate province officer, and collegiate district director for approval. The collegiate district director then submits the petition to national headquarters. d. If suspended by the national council, a letter shall be presented to the national council by the suspended member which contains evidence that reasons for the suspension no longer exist. This member shall have shown through interest, actions, and fine spirit that she is again ready to be a loyal, participating member with the good of the Sorority at heart. e. Following consideration of the request by the national council, the member will be notified by national headquarters of the decision. f. When reinstatement follows, the fact and date shall be recorded in each document where suspension is noted (see #3c under penalties above), and badge and membership certificate are returned. C. Expulsion For all reasons, except financial, expulsion is the complete, final and permanent severance of relations, participation, and mutual obligations between Sigma Kappa and one of its members. There is no reinstatement. Procedure 1. The national council may withdraw the privilege of membership from any collegiate member upon recommendation of the collegiate province officer, collegiate district director, and the unanimous vote of national council. 2. A collegiate chapter may withdraw the privilege of membership from one of its members 12 by a two-thirds (2/3) affirmative vote of the chapter followed by a Petition for Special Dispensation approved by the advisory board, the collegiate province officer, collegiate district director, and unanimous vote of national council. The vote shall be by secret written ballot. 3. Expulsion of a collegiate member shall be recorded in the official documents of the chapter and date and reasons given (minutes, member's card in vice president of alumnae relations' file and beside the constitution book signature of the member) and on the next Personnel Report. If a member is expelled for financial reasons, such expulsion does not relieve the member of her financial obligation. 4. The national council may withdraw the privilege of membership from any alumna member upon the recommendation of five alumnae members, with full particulars surrounding the reason for the request (either civil judgment involving Sigma Kappa or criminal conviction), and the unanimous vote of the national council. Upon such a vote, the member's collegiate chapter will be notified by national headquarters. 5. The member's badge and membership certificate are forfeited and shall be sent to national headquarters. 6. See Section XII. B. D. Financial expulsion Occurs when a member on AFS fails to pay her indebtedness by the date set in the notification of automatic financial suspension. Procedure 1. The vice president of finance sends a Petition for Special Dispensation requesting financial expulsion to the advisory board chairman for approval. The petition must be accompanied by the AFS paperwork and member financial records. No chapter vote is required if the member has signed the AFS form. 2. If the member has not signed the AFS form acknowledging the indebtedness, the chapter must vote (2/3 affirmative vote) to expel the member for financial reasons. A copy of the minutes with this information must accompany the petition form. 3. The petition requires approval by the advisory board chairman, collegiate province officer, collegiate district director, and unanimous vote of national council. 4. The badge and membership certificate are forfeited and shall be returned to national headquarters. 5. Upon approval of the petition, national headquarters will notify the member of the financial expulsion and reinstatement procedures. 6. See Section XII. B. 7. The chapter shall send the debt to a collection agency. 8. The date and the reason of financial expulsion shall be recorded in the official 13 documents of the chapter (member's card in vice president of alumnae relations' file and beside the constitution book signature of the member) and on the next Personnel Report. 9. Reinstatement a. A member expelled for financial reasons may petition national council for reinstatement when she is no longer a collegian and at least three (3) years have passed from the date of the financial expulsion. The petition must demonstrate that the expelled member has paid the outstanding financial obligations or include payment for outstanding financial obligations. The petition must also demonstrate that the expelled member is again ready to be a financially responsible and participating member with the good of Sigma Kappa at heart. b. A petition for reinstatement is approved upon the unanimous vote of national council. C. For final processing of the reinstatement, a reinstatement fee shall be paid and a badge and membership certificate shall be purchased. d. When reinstatement occurs, national headquarters will notify the chapter of reinstatement. The financial reinstatement shall be recorded on each document where the expulsion was previously noted (member's card in vice president of alumnae relations file and beside the constitution book signature of the member). The member's status is modified to alumna. E. Voluntary withdrawal of membership The severance of relations, participation, and mutual obligations between Sigma Kappa and one of its members at the voluntary request of the member. Procedure 1. The member shall be in good standing with the chapter including all local and national financial obligations. Pending approval by the chapter, the advisory board, and the collegiate province officer, the member will not be responsible for any local financial obligations accruing after the request for withdrawal, the badge and the membership certificate have been received by the chapter. 2. The member shall request withdrawal through a written letter to the chapter, dated and signed, accompanied by her badge and membership certificate. 3. A two-thirds affirmative vote of the chapter is necessary followed by a Petition for Special Dispensation approved by the advisory board and the collegiate province officer. The original letter of request from the member wishing to withdraw shall accompany the petition to the national headquarters. 4. Upon receipt of acknowledgment from the collegiate province officer that the withdrawal has been approved, the chapter shall send the badge and membership certificate to national headquarters. Such severance is recorded in the official documents 14 of the chapter and the date (minutes, member's card in vice president of alumnae relations' file and beside the constitution book signature of the member) and on the next Personnel Report. 5. Reinstatement a. A letter shall be presented to the chapter by the withdrawn member which contains detailed evidence that the reasons for the withdrawal no longer exist. The member must have shown through interest, actions, and a fine spirit that she is again ready to be a loyal, participating member with the good of Sigma Kappa at heart. b. After the letter is received, there shall be a three-fourths affirmative vote of the chapter in order to reinstate the member. A Petition for Special Dispensation shall be submitted to the advisory board, collegiate province officer, and collegiate district director for approval. The collegiate district director then submits the petition to national headquarters. National headquarters will distribute copies of this petition to national council for consideration. C. Reinstatement is not effective until approved by unanimous vote of national council, and proper notification is received by the chapter and advisory board. It is the exception that national council will approve a reinstatement until such time as the applicant is no longer in college. d. For final processing of the reinstatement, a new badge and membership certificate shall be purchased. e. If the withdrawn member's chapter is dormant, she may petition national council directly for approval of reinstatement according to the criteria in #5a above. f. When reinstatement occurs, the fact and date shall be recorded on each document where the withdrawal is noted (minutes, member's card in the vice president of alumnae relations' file and beside the constitution book signature of the member). F. Depledging The releasing of a new member from her pledge prior to her initiation. Procedure 1. A chapter may depledge a woman by two-thirds (2/3) vote with the consent of the advisory board and collegiate province officer. 2. The national council may depledge a woman upon the recommendation of the collegiate province officer, collegiate district director, and the unanimous vote of the national council. 3. All financial obligations of a new member who has depledged cease at the time the woman is depledged. 4. The new member's change of status must be noted in the chapter minutes and on the monthly and bi-annual Personnel Report. 15 VI. ACADEMIC REQUIREMENTS A. Collegiate Chapter Scholarship Policy A chapter must maintain at least a 2.8 grade point average or be above the all sorority women's average (based on a 4.0 scale). Procedure 1. When a chapter falls below this standard for two consecutive terms, they will be notified in writing by the director of scholarship. The chapter will be required to develop and implement an immediate action plan to bring the chapter into compliance with the scholastic requirement. the director of scholarship and collegiate province officer will work with the chapter to develop an immediate action plan to meet the requirements. a. The vice president of scholarship will submit the scholarship program evaluation form to the director of scholarship, advisory board chairman, and collegiate province officer for review and further recommendations. b. The vice president of scholarship will work directly with the director of scholarship to initiate the action plan once it is presented in writing to the entire chapter. 2. When a chapter fails to meet the standard for three consecutive terms, or four of six terms, the chapter is considered to be "not in good academic standing." The chapter will be notified in writing by the director of scholarship. 3. Chapters which are "not in good academic standing" will be required to complete, but are not limited to, any of the following: are subject to sanctions which may include, but are not limited to, any or all of the following: a. File a scholarship action plan on all chapter and new member academic activities with the director of scholarship, scholarship advisor, advisory board chairman, collegiate province officer, collegiate district director and national headquarters at the beginning and end of each academic term for one year. b. Mandatory participation by the entire chapter in a national scholarship workshop facilitated by a national officer with all travel and related expenses provided by the chapter. b. The filing of bi weekly reports on chapter and new member academic activities with the director of scholarship, collegiate province officer, advisory board chairman, and national headquarters. C. Mandatory presentation of scholastic programs at informal meetings. The final content and number of programs may be determined by the director of scholarship, advisory board chairman, and collegiate province office and communicated to the entire chapter. d. Ineligibility for certain national awards. B. Collegiate Member Scholarship Policy A member must maintain a 2.25 cumulative grade point average (based on a 4.0 scale). 16 Procedure 1. When a member falls below a 2.25 cumulative grade point average, she is considered to be "not in good academic standing" by the advisory board and the collegiate province officer for that term or until the standard is met. Credit obtained during the summer session is figured into cumulative grade point average. 2. When new members are not initiated because they do not meet the minimum requirements on that campus, they will also be considered "not in good academic standing." 3. The terms of "not in good academic standing" are as follows: a. Limited social events - two (2) per term (Social events include fraternity parties, date parties, and formals). b. Participate in the National Scholarship Program for members "not in good academic standing" as outlined in the Handbook for the Vice President of Scholarship. C. As an initiated member, not eligible to serve as a Big Sister or Heart Sister. VII. RISK MANAGEMENT FOR COLLEGIATE CHAPTERS A. Risk Incident Policy All risk incidents should be reported to the national organization per the risk incident procedure. Definition of Risk Incidents The following is a non-exclusive list of risk incidents. If a member is aware of something that might be a risk incident, but is not listed here, please err on the side of caution and treat it as such. (The starred items are emergency incidents for which the member should first call 911.) 1. Member incidents hazing illegal use or possession of alcohol use or possession of illegal drugs mental health problems (depression, eating disorders, etc.), injury requiring hospitalization* tragic accident* rape* assault* battery* suicide* homicide* 2. Chapter property incidents theft embezzlement 17 burglary robbery accidental fire or arson* Procedure Chapter members will use the following procedure with all risk incidents. It is highly preferred that an individual with first-hand knowledge of the incident be the person to make the report, but if that person cannot or will not, then the member with the most knowledge of the incident should make the report. 1. Call 911 or the appropriate emergency number if the incident is an emergency. 2. Call the risk management toll-free number beeper at national headquarters. 3. Contact the advisory board chairman or call through the list of advisors until one has been reached. The advisor will immediately go to the chapter property. If no advisor can be reached, continue with the procedure by contacting the collegiate province officer, collegiate district director, or national vice president for collegiate chapters. 4. Establish authority based on the following ranking of collegiate officers: president, executive vice president, vice president of new member education, vice president of membership, vice president of alumnae relations, vice president of scholarship, vice president of finance, recording secretary, Panhellenic delegate, all Greek delegate (where applicable), corresponding secretary. The ranking collegiate officer (and/or the advisor when she arrives) will immediately do the following: a. Close the chapter property to all non-members and ensure that any evidence is preserved, if applicable. b. Assign a responsible member to answer the chapter phone and take messages. This member should not answer any questions - she should only take messages. C. Confirm with the police or medical officials that they have contacted or will contact the family of the member(s) involved. Chapter members should not contact the family, as this is something for which the police have been specially trained. d. Assemble the chapter members for an informational meeting at the earliest possible time and instruct members not to make a statement to the media (including campus media) or to discuss the incident with non-members. Members of the chapter who may be members of the campus media should be specifically instructed not to disclose the information. e. Coordinate any necessary follow-up or arrangements. 5. The executive assistant at national headquarters will monitor the beeper and notify the appropriate national officers, the executive director, and the director of collegiate services, and an appropriate person will call the chapter within 24 hours. 6. When a chapter member, an advisory board member, or national officer suspects or is made aware that a risk management policy violation is occurring or has occurred, the incident should be reported immediately to the risk management toll free beeper at 18 national headquarters as soon as possible. B. Hazing Policy 1. Sigma Kappa Sorority considers hazing to be a most destructive and degrading activity which is inconsistent with our ideals and standards. The dignity of every individual is recognized and all forms of hazing are opposed. 2. Every chapter shall follow the Promise new member education program as outlined in the Handbook for the Vice President of New Member Education. This program is designed to educate new members in the purposes and ideals of Sigma Kappa. 3. Hazing is defined as any action, activity, or attitude directed toward a new member, member or any individual because of his/her relationship with Sigma Kappa or any other campus organization with or without their consent which ridicules, humiliates, embarrasses, confuses, frustrates or causes undue stress as well as any action that may cause physical or mental discomfort and has the potential to cause bodily injury or psychological damage. The following are examples of hazing by category and is not intended to be all-inclusive. a. Subtle hazing: any action, activity, or attitude which ridicules, humiliates, or embarrasses. Examples include, but are not limited to: purposely alienating new members, referring to new members in a demeaning manner such as "pledge," silence periods, any form of demerits, requiring new members to address initiated members in a different manner, scavenger hunts, phone duty or house duty if only assigned to new members, requiring new members to carry objects that initiated members don't carry, deprivation of privileges, withholding the date of Initiation or big sister revealing, not allowing new members to wear Greek letters, requiring new members to complete signature books, requiring new members to do meaningless activities in order to earn membership such as "pearl" points or separating sprinkles, requiring new members to wear new member pins/ribbons at all times. b. Harassment hazing: any action, activity, or attitude which confuses, frustrates, or causes undue stress as well as any action that may cause physical or mental discomfort. Examples include, but are not limited to: Requiring new members to sleep over at chapter housing or other locations, drawing any unnecessary attention to new members through a form of critique or criticism, scaring new members with what might happen at Initiation or during Inspiration Days, any form of questioning under pressure or in an uncomfortable atmosphere, verbal abuse, personal servitude, moving into the chapter house/suite/residence hall for Inspiration Days, requiring new members to wear ridiculous costumes or special clothing, requiring new members to enter through the back door or not allowing them to see certain parts of the house/suite/residence hall, new member activities with demeaning or crude themes, withholding good grooming or personal hygiene, requiring new members to memorize irrelevant information about initiated members, yelling at new members. C. Dangerous hazing: any action, activity, or attitude which has the potential to cause 19 bodily injury or psychological damage. Examples include, but are not limited to: suggesting or requiring new members acquire paraphernalia from another chapter, leaving campus secretly, requiring new members to do physical exercise for the sake of membership, withholding food or sleep, late work sessions which interfere with scholastic responsibilities, transporting new members against their will, restricting bodily movement in any way, blindfolding, requiring touching any unpleasant substance, hitting, paddling, tuck-ins, kidnaps, requiring new members to drink or eat, marking or branding, requiring a new member to take items from places or deface property, new member sneaks or walkouts. 4. The naming of new member classes or allowing new member class officers does not promote chapter unity and is not recommended. 5. Auxiliary groups such as big brothers, little sisters, or fraternity dads are prohibited in support of the 1967 NPC Unanimous Agreement. For further clarification, see NPH XVIII. A. 6. As a general rule, a member or new member who hazes shall be suspended for no more than one year or shall be expelled from the chapter following the appropriate procedures. Failure to sanction individuals involved in hazing activities may result in sanctions of the chapter as outlined in national policy section VII.G. C. Social Events and Functions Policy 1. General Policies All Sigma Kappa members and new members and their invited guests must be aware of and comply with the following policies: a. All members, new members, alumnae, and guests must be in compliance with state laws, university regulations, local ordinances, and national policies. b. In compliance with the 1979 NPC resolution, all Sigma Kappa social events with other organizations or non-members shall not involve overnight accommodations. C. In compliance with the NPC resolution on alcohol-free functions, all Sigma Kappa events held at a men's fraternity facility must comply with the fraternity's national/local rules and resolutions and any campus-wide alcohol-free initiatives. (See NPH XVIII.F. for further clarification.) d. Open parties are prohibited. There shall be a defined and restricted guest list available at every sponsored or co-sponsored Sigma Kappa event. Anyone visibly intoxicated should not be allowed admittance to a Sigma Kappa event. e. Pre- and post-social function parties are never approved. Such parties and the attendance by Sigma Kappa members and new members are not condoned and will not be tolerated by Sigma Kappa. f. Co-sponsored social function attendees are limited to chapter members and new members of both sponsoring groups. 20 g. Each chapter shall have adequate liability and other acceptable insurance protection through the national organization. h. A chapter may not sponsor or co-sponsor a function or event with an alcohol distributor or bar/tavern where alcohol is given away, sold, or provided nor may a chapter accept as a prize or raffle for fund raising projects. 2. Contract Policy a. All contracts must be reviewed prior to signing by the advisory board chairman or the collegiate province officer. b. Only the chapter president or vice president of finance may sign contracts on behalf of the chapter. Other officers or members who sign contracts may be personally liable. C. All themes, merchandise, t-shirt/logo designs, and favor artwork associated with a social event must be in good taste and reviewed by the advisory board chairman and/or the collegiate province officer prior to the event. See Section XX.B. d. Chapter officers shall not sign releases or waivers on behalf of the chapter. Signing a contract with a hold harmless or indemnification clause in a contract may carry additional legal responsibilities and is not recommended. 3. Social Function Review Form (SFRF) Policy a. The social function review form (SFRF) must be completed by the event planner/social chairman for the following social events and functions: -Any event where alcohol will be present. -Any event that requires signing a contract of any kind. -Any Sigma Kappa-sponsored philanthropy event involving sports. b. Failure to complete the SFRF accurately may result in the event being considered a "not officially recognized Sigma Kappa event." This is considered a risk management policy violation and is subject to the sanctions of section VII.G. Procedure 1. The completed SFRF shall be sent to the advisory board chairman and/or the collegiate province officer at least three weeks prior to the event to allow adequate time for revisions, if necessary. 2. Advisory board members or their approved representatives must be present at each event requiring a SFRF and instructed as to their responsibility. There must be one representative for every 50 people in attendance at the event. 4. Events Involving Alcoholic Beverages Policy a. Underage drinking is prohibited. b. Sigma Kappa social events held outside the city in which the college/university is located 21 require the use of common carrier such as buses, taxis, hotel shuttle, university transportation, etc. Events held in the same city as the college/university may use common carrier or the designated driver program. C. A cash bar shall be utilized for serving alcohol. Use of an outside vendor possessing adequate liquor liability insurance is strongly recommended. Alcoholic beverages must be sold/served by a bartender who is not a member or new member of the sponsoring or co-sponsoring organizations. d. Security personnel shall be hired for any event at which alcohol is served/sold. e. Chapter funds shall not be used to purchase alcoholic beverages. f. Activities/themes must be tasteful and not promote alcohol use/abuse. Drinking games, toga parties, the purchase or use of alcohol in bulk quantities (kegs, etc.), and/or use of drink tickets are strictly prohibited. g. Non-alcoholic beverages and food/snacks shall be available and served throughout the duration of the event. h. In the event a cash bar policy contradicts the published university/Panhellenic or all- Greek regulations for a co-sponsored event, a controlled BYOB function may be requested by petition and reviewed by the collegiate province officer. Procedure Alcoholic beverages may be allowed at Sigma Kappa sponsored or co-sponsored events involving the chapter provided all of the following criteria, in addition to the general guidelines, are met: a. A three-fourths vote of approval by the chapter shall be obtained and documented in the chapter minutes for each Sigma Kappa sponsored or co-sponsored event at which alcoholic beverages are to be served/sold. The vote shall be by secret written ballot and a copy of the minutes shall be attached to the SFRF. b. A definite procedure for monitoring alcohol consumption and ascertaining the age of each participant shall be written on the SFRF. C. The means of transportation shall be defined on the SFRF. Common carrier is the preferred form of transportation for Sigma Kappa events. No open alcohol containers shall be allowed during transportation. d. When a bartender is hired by the chapter, the bartender's agreement must be signed and attached to the SFRF. e. Valid identification with a photograph shall be checked for admission to the event as well as by the bartender each time an alcoholic beverage is served. No one deemed to be inebriated should be served. f. There should be one security guard for every 50 persons and the guard(s) shall not be a member or new member of the sponsoring or co-sponsoring organizations. Security personnel shall be instructed to take effective steps to prevent excessive consumption of alcohol and to prevent alcohol from being served/sold to minors. 22 g. The criteria required for BYOB events, in addition to compliance with all other stated policies regarding alcoholic beverages, are: 1. A bartender shall be hired to take custody of all alcohol and transport it to the event. The bartender shall not be a member or new member of the sponsoring or co-sponsoring organizations. 2. The bartender shall have absolute custody and discretion over dispensing alcohol and shall dispense the alcoholic beverage only to the individual who brought it to the event. Unused alcoholic beverages will be disposed of by the bartender and not returned to those who brought them. h. Three and four way events involving three and four total organizations (including Sigma Kappa) and alcoholic beverages are strongly discouraged; however, if three or four way events are desired, the following criteria must be met: 1. Follow all national policies and procedures. 2. Must be allowed by and comply with the college/university policies and procedures 3. Must be attended by at least one advisory board member for the duration of the event. 4. Written proof of insurance from all other sponsoring groups must be included with the SFRF. 5. A four way event is the maximum allowed under any circumstance. Attendees to be limited to chapter members and new members of all sponsoring groups. 6. Three or four way date functions, where each organization invites guests outside of the organization, are prohibited. D. Transportation Policy 1. When transporting members to and from Sigma Kappa events, the use of appropriate safety precautions is required, including using such modes of transportation where the driver has not been consuming alcohol. 2. In addition to complying with all state laws, university regulations, and local ordinances, members of legal drinking age who choose to consume alcoholic beverages must do SO safely and responsibly. 3. Common carrier, such as taxis, buses, and university or hotel transportation, is the preferred method of transportation to and from all Sigma Kappa events. 4. If a designated driver program is coordinated by the collegiate chapter for a chapter event, all participants must comply with the chapter's designated driver guidelines and responsibilities. 5. Collegiate chapter coordination of transportation to or from a non-Sigma Kappa event is prohibited. 6. Collegiate chapter participation in a designated driver program implemented by the university or other organizations for non-Sigma Kappa events is prohibited. 23 Procedure A signed copy of the Designated Driver Guidelines and Responsibilities form must be on file with the chapter's coordinator of the designated driver program for each driver in the program. E. Housing Safety Policy 1. There shall be no conduct which is in violation of state law, college/university regulations, or Sigma Kappa national policy on Sorority property at any time. 2. All new members, collegiate members, and alumnae shall observe all house, lodge, suite, apartment, or Sorority room rules. 3. All facilities shall be in compliance with all applicable laws, ordinances, and regulations. 4. There shall be no possession or use of illegal drugs, alcohol, or firearms on Sorority property at any time. Pets of any kind shall not be permitted on Sorority property. 5. Chapter participation in, or sponsorship of, any activities related to child care is not approved. In addition, individual members are encouraged not to engage in activities related to child care on Sorority property. 6. The chapter property to include a house, lodge, suite, apartment, or room shall be locked at all times. Propping open doors is strictly prohibited. 7. All chapters with housing shall schedule a disaster/fire drill at the beginning of each term to include practice of the posted evacuation plan. 8. The use of candles, incense, halogen lamps/lights, or oil burning items, including lamps, on Sorority property is prohibited. This includes common areas, individual member rooms, and outdoors. Candles are also prohibited during recruitment and ritual events that are held on Sorority property. Electric or battery candles are recommended. 9. There shall be no access to or occupation of fire escapes or roofs except for their designated purposes. 10. The Sorority property is not open to the public. Non-members are allowed by invitation only and when accompanied by a member or new member. 11. Non-members shall be restricted to the public areas of chapter housing. 12. Any member or new member who engages in disruptive, illegal, or otherwise unacceptable behavior may be asked by the executive council, the advisory board and/or the corporation board to move out of the sorority property within seven days and will forfeit her room and board for the duration of the contract. Procedure 1. All facilities must follow appropriate fire and emergency procedures, must be periodically inspected, and must have a written evacuation and emergency plan. 2. Hours of visitation in the public areas are to be set by the chapter with the approval of 24 the advisory board and in consultation with the corporation board. Visitation in the private areas of sorority property may be petitioned to the advisory board and collegiate province officer and in consultation with the corporation board. A petition to include the rationale for the request, proposed hours of visitation, detailed hours of visitation for all other NPC groups on campus, and plans for enforcement of the requested visitation hours shall be sent each year to the collegiate province officer after obtaining the signature of the advisory board chairman. If no petition is received, there shall be no visitation allowed in the private areas of the chapter house. F. Standards Council Policy 1. Each chapter shall establish a standards council for the purpose of upholding the chapter Code of Conduct and Sigma Kappa national policies. Further information on the standard's council may be found in the Handbook for the Executive Vice President. 2. A chapter who handles policy violations appropriately through their standards council will not be penalized in the Sigma Kappa standards of excellence process. Documentation may be requested to ensure appropriate action has been taken. 3. Failure to utilize the chapter's standards council may result in national council action. 4. Code of Conduct a. Every chapter shall establish a Code of Conduct to be reviewed by the standards council and approved by a chapter vote on an annual basis. All amendments/changes to the Code of Conduct must be approved by a chapter vote. All members must sign a form indicating that they have read the chapter Code of Conduct and National Policy Handbook VII. Risk Management for Collegiate Chapters b. Chapters may strengthen national policy in their Code of Conduct but never weaken it. G. Sanction Policy for Risk Management Policy Violations 1. Sigma Kappa Sorority is a private, self-governed, single-sex organization. The National Policy Handbook is binding on all chapters, new members, and members of Sigma Kappa Sorority. This section specifically addresses violations of policies VII B. - VII.F. 2. The national vice president for collegiate chapters and the national president may determine any and all action to be taken. Sanction Procedure Sanctions for risk management policy violations not appropriately handled by the chapter's standards council may include any or all of the following: a. A letter of challenge to the chapter from national council. b. The filing of weekly reports of chapter and new members activities with the vice president for collegiate chapters, the collegiate district director, the collegiate province officer, national headquarters, and/or the advisory board chairman. 25 C. National council probation for a period to be determined. d. Ineligibility for national awards. e. A required workshop facilitated by a national council member or their approved representative with all travel and expenses paid by the chapter. f. Removal of chapter officers and election of new officers. g. Members involved in the incident disciplined as appropriate. h. Withdrawal of charter by national council. i. Any other action which may be deemed necessary. VIII. INTERNET AND RELATED TECHNOLOGY POLICY A. This policy applies to the Sigma Kappa Internet, which is defined as the public and private sides of the sigmakappa.org Web site, any collegiate or alumnae chapter Web sites, any individual Web sites which reference Sigma Kappa or use Sigma Kappa marks, any public Internet Web sites, including chat rooms and photo storage sites, where members identify themselves as Sigma Kappa members, and any e-mails or instant messaging services referencing membership in Sigma Kappa. B. Sigma Kappa Sorority is the rightful owner of the name "Sigma Kappa," the Greek letters , the coat-of-arms, and the badge. These marks have acquired a secondary meaning and have engendered good will associated with the marks which Sigma Kappa must protect and maintain in order to preserve its intellectual property rights. C. Impermissible Use 1. The Sigma Kappa Internet may not used for any purpose which is illegal, immoral, unethical, dishonest, damaging to the reputation of Sigma Kappa Sorority, inconsistent with the mission of the Sorority, or likely to subject the Sorority to liability. Impermissible uses include but are not limited to the following: a. Harassment b. Libel or slander C. Fraud or misrepresentation d. Unauthorized copying or transmission of copyright-protected items e. Use of Sigma Kappa Sorority's trademarks, logos, insignia, or copyrights without prior approval f. Use of Sigma Kappa Sorority's membership information for non-social (i.e. commercial) purposes g. Posting or sending obscene, pornographic, or offensive material h. Posting or sending material that does not comply with the mission or values of Sigma 26 Kappa Sorority 2. Posting pictures or content on general Internet Web sites can constitute impermissible use and therefore discretion should be used in posting to such sites. Pictures or content that are found on general Web sites which depict possible violations of national risk management policies by collegiate members or chapters will be referred to the national vice president for collegiate chapters to address under NPH VII.G., Sanctions Policy for Risk Management Policy Violations. D. Sanctions for Internet and Related Technologies Policy Violations Sanctions for Internet and Related Technologies Policy Violations not appropriately handled by the chapter's standards council may include any or all of the following: 1. A letter of challenge to the chapter from national council. 2. The filing of regular reports on chapter and new member activities with the vice president for collegiate chapters, the collegiate district director, the collegiate province officer, national headquarters, and/or the advisory board chairman. 3. National council probation for a period to be determined with restricted social privileges during this time. 4. Ineligibility for national awards. 5. A required workshop facilitated by a national council member or their approved representative with all travel and expenses paid by the chapter. 6. Removal of chapter officers and election of new officers. 7. Members involved in the incident disciplined as appropriate. 8. Withdrawal of charter by national council. 9. Any other action which may be deemed necessary. Procedures: Chapter and individual Web sites must 1. Comply with all applicable federal, state, provincial and local laws, university policies, Panhellenic rules, Sigma Kappa Sorority National Policy, and these requirements. 2. Be registered with national headquarters and include name, date of last update, e-mail address, and/or other contact information for the Web master on the homepage of the Web site. Contact information must be kept current and readily accessible. 3. Provide a link to the official Sigma Kappa Sorority Web site (www.sigmakappa.org). 4. Portray the image of the chapter and Sigma Kappa Sorority in a positive manner. For example, photographs, text, or graphics must not be defamatory or depict or reference vulgar or offensive material, foul language, nudity, criminal activity, alcohol, or drugs. 5. Use the Sorority's correct terminology, examples include: "alumnae" rather than "alumni," "members, collegians, sisters, initiated members" when referring to initiated members, not "actives;" "recruitment" rather than "rush;" "new members" rather than "pledges;" "potential members" rather than "rushees;" "national headquarters" rather 27 than "nationals." 6. Not refer to and/or publish ritual materials or other confidential information. 7. Not be used for personal, commercial, political, or religious purposes, including product endorsements or other advertisements, or link to any licensed or non-licensed vendor of Sigma Kappa Sorority. 8. Adhere to Graphic Standards to ensure consistency with the national organization. 9. Limit the posting of personal information in consideration of the personal safety and privacy concerns of members. 10. A password protected area is permissible on a collegiate/alumnae chapter Web site. If this type of area exists, each chapter member is required to change their password once a semester. The chapter's president is responsible for providing a user name and password to the chapter's assigned collegiate province officer/alumnae district director to monitor the password protected area. 11. Not post any Sigma Kappa publications, official correspondence, or sections of the Sigma Kappa Triangle without express written permission from the director of publications at national headquarters. 12. Not violate the rights of other copyright and trademark owners. Permission must be obtained from the owner prior to using material protected by copyright or trademark law. 13. Convey only correct and current information about the national organization and the chapter/club. 14. Include a disclaimer on the Web site indicating the pages are not "official" and the author is solely responsible for the content. Sigma Kappa Sorority does not accept responsibility for the content of chapter and individual Web sites. 15. Not link to any other collegiate chapter, alumnae chapter, or individual member Web site other than the chapter's sister collegiate/alumnae chapter 16. Comply with these requirements in order to use the Sorority's marks on a Web site. Such permission may be revoked under trademark or copyright laws. Monitoring Procedure: 1. The associate director of publications will compile a spreadsheet consisting of chapter Web sites that have or have not been approved by the chapter's collegiate province officer (CPO) for collegiate chapters or the alumnae district director (ADD) for alumnae chapters. The list will be sent to the alumnae district directors (ADDs) and collegiate district directors (CDDs) on a monthly basis. The CDDs will pass the information on to the CPOs. 2. Collegiate chapter Web sites will be monitored by the chapter's CPO. Alumnae chapter/club Web sites will be monitored by the chapter/club's ADD. 28 3. Each collegiate chapter or alumnae chapter/club is responsible for contacting the CPO or ADD with the Web site URL, Web master name, and Web master e-mail address upon the Web site's completion. 4. The CPO or ADD will review the Web site for compliance with the most current Web site guidelines. 5. If the Web site is in compliance with the guidelines, the CPO or ADD will notify the associate director of publications that the chapter Web site can be linked from the online directory. 6. If the Web site is not in compliance with the guidelines, the CPO or ADD will immediately contact the chapter/club to discuss how the chapter can fix the problem (i.e. remove offending language or pictures, change colors to follow graphic standards, etc). 7. The CPO or ADD will monitor the chapter/club Web site at least once a month for continued compliance with the guidelines. Should the CPO or ADD find the Web site is not in compliance with the guidelines, she should immediately contact the associate director of publications at national headquarters to have the link removed from the national Web site. The chapter's president is responsible for providing a user name and password to their assigned CPO/ADD to monitor any password protected area. IX. COLLEGIATE CHAPTERS A. The national council feels that all chapters should respect the fact that each has its own financial objectives and problems. Therefore, no college chapter should solicit monetary aid from another collegiate chapter. B. Sorority membership directories or general solicitation of members via any means, including the Internet, are not to be used for chapter/individual/university/college financial gain or to promote any chapter/individual/university/college financial program or activity that has not been approved by the national council. This does not apply to a college chapter/corporation board/property committee solicitation of the chapter's alumnae. C. Request for Information, Surveys, Standards Documents, Relationship Statements Chapter officers and members are not authorized or permitted to sign or act on behalf of the national organization of Sigma Kappa Sorority and cannot bind the Sorority. The 1966 national convention authorized the national council to handle the filing of our Constitution and Bylaws with the administration of any college/university where we have a collegiate chapter and also gave the council the responsibility of approving the signing of any certificate or statement relating to membership selection presented to Sigma Kappa chapters by their administrations. 29 All items, including standards documents, requests for information, evaluations, recognition agreements, membership selection process, surveys, or other similar or related items, presented to a chapter for consideration on a college or university campus, should be submitted to the national president of Sigma Kappa Sorority for review prior to submission or signature. D. Every collegiate chapter shall maintain the minimum standards as outlined in the Sigma Kappa's Standards of Excellence. E. Every collegiate chapter shall follow the procedure outlined in the Sigma Kappa Graphic Standards Manual. F. When a collegiate chapter fails to respond to correspondence when accounting items (ledgers, bank statements, receipts, disbursements or monthly financial report) are 60 days delinquent, the chapter will be visited by the associate director of finance at the expense of the collegiate chapter. G. Each collegiate chapter shall hold meetings once a week during the college year. Said meetings shall at all times be limited to members of the Sorority. Twice a month a chapter shall conduct informal meetings for the benefit of the chapter. H. All fundraising events/activities of collegiate chapters must be in compliance with national policies and shall be approved at least three weeks in advance of the event by the advisory board chairman and the collegiate province officer. Fundraisers are to be used for philanthropic endeavors only and cannot be used to supplement or cover chapter operating expenses of any kind. I. Chapter participation in or sponsorship of any activities related to child care is not recommended. In addition, individual members are encouraged not to engage in activities related to child care on Sorority property. J. Commercial Endorsements No member or new member will authorize or permit the use of Sigma Kappa writings, photographs, pictures, or other likeness for commercial purposes or for publicity purposes in any way identifying herself with Sigma Kappa sorority unless such use is first approved by national council. K. Corporation Board, Property Committee, and Decorating Committee 1. All chapters must have and maintain an operating corporation board, property committee, or decorating committee. 2. When a chapter is required to have a corporation board, property committee, or decorating 30 committee, the initial personnel shall be selected and organized by the corporation coordinator assigned to the chapter. Procedure Chapters without housing may seek approval for not having a corporation board, property committee, or decorating committee from the appropriate corporation coordinator. Such approval is subject to an annual review by the corporation coordinator and may be revoked at any time. L. Outstanding Business All chapters shall clear outstanding business each year. Outstanding business is defined as having no outstanding fees, fines, loan payments, petitions, badge orders, or initiation numbers. M. Housing and Furnishing Fees 1. All chapters must establish this fee to be used for building/decorating/furnishing The established fee must comply with national minimum requirements. 2. Expenditures for all projects in living areas, dining rooms, dormitory areas, or for the purchase of equipment of any kind, or for construction shall be submitted to the corporation coordinator or corporation liaison. The approval of such expenditures will be contingent on the chapter being current with housing/furnishing fee payments and/ or establishing a payment plan, with corporation coordinator or corporation liaison approval, to make the chapter current. Procedure Minimum national housing/furnishing fees are as follows: a. No housing or single chapter room: $75 b. Suite without living arrangements: $150 C. Suite with living arrangements: $200 d. Lodge (independent building without living arrangements) $200 e. Chapter house: $250 Total fees due must be paid within one year of a woman's initiation date. N. At the end of each school year enough funds for chapter needs in the fall should be retained. The balance of funds remaining are to be turned over to the corporation board or placed in the housing and furnishing fees fund when there is no corporation board. O. Any collegiate member, new member, or alumna wishing to borrow any house, lodge, chapter room furnishings, or equipment shall submit a written request to the corporation board (or advisory board if there is no corporation board) before anything may be loaned and receive written permission with any terms specified. 31 P. All collegiate chapters shall participate in the national insurance program. Q. All collegiate chapters shall participate in the national headquarters accounting program. X. COLLEGIATE CHAPTER OFFICERS A. No member may hold a major office whose grades are not satisfactory. To be eligible to hold and maintain any executive office, a member shall have a 2.5 overall gpa (based on a 4.0 system), as well as a 2.5 the prior school term. To be eligible to hold any other office, a member shall have a 2.3 overall gpa (based on a 4.0 system) as well as a 2.3 the prior term. Procedure Any exceptions to the chapter officer grade requirement policy (X.A.) require written approval from the advisory board, collegiate province officer, and collegiate district director. B. Each member selected for office shall realize the seriousness of her obligations and be prepared to resign if she does not perform her duties. C. The chapter president, executive vice president, and vice president of finance shall be upper class members of the chapter and have been initiated for at least one year. The ritual chairman shall be a member that has been initiated for at least one year. Any exceptions to this policy require written approval from the advisory board, collegiate province officer, and collegiate district director. D. No member shall hold a major office whose financial obligations to the chapter or the national organization are in arrears. E. The national council does not approve of paying any chapter officer, through waiving of all or a portion of the dues or any other charges made on members by the chapter. Being an officer is considered an honor and recognition of ability, interest, loyalty, and cooperation toward the Sorority. The experience gained through training in such office is valuable to the individual and considered sufficient recompense. Procedure 1. The advisory board and the collegiate province officer may remove an officer from office for failure to perform her duties. 2. Upon the vacancy of an elected officer, the chapter may elect her successor pending approval of the advisory board and collegiate province officer. If the chapter fails to elect 32 a successor, the advisory board and collegiate province officer may appoint a replacement to finish the term of office if it is deemed necessary. XI. ADVISORY BOARD A. Advisory board members shall be approved by the collegiate province officer prior to being asked to serve on the board. B. To be eligible for advisory board membership, an alumna shall have been out of college at least two years. Any exception to this policy shall have the approval of the collegiate province officer before the member is asked. C. Each advisory board member shall be in good standing nationally and have paid her local and national dues annually. D. All advisory board members shall be dues paying members of a local Sigma Kappa alumnae chapter. If there is not a local alumnae chapter, dues shall be paid to any alumnae chapter. While attendance at meetings is desirable, an alumnae chapter should not expect maximum participation from advisory board members because they are giving service to Sigma Kappa through the collegiate chapter. E. No alumna shall serve on the advisory board during the time her relative/step-relative (sister, daughter, granddaughter, niece) is a collegiate member or new member of that chapter without special permission of the collegiate province officer, the collegiate district director, and national council. F. If, in the opinion of the collegiate province officer, the collegiate district director, and the national council, any chapter is in need of assistance in selecting its advisory board members, the appointment of the board may be made by the national council and the chapter notified of its personnel. G. If, in the opinion of the collegiate province officer, the collegiate district director, and national council, an advisory board member is not functioning in the best interests of the collegiate chapter she is advising, the national council may replace the advisor. H. When a chapter is installed or re-colonized, the advisory board personnel shall be selected and organized by the national council. 33 I. No alumna shall serve on a chapter advisory board while she is serving as collegiate province officer for that chapter. Any exception to this policy shall have national council approval. J. Advisory board members may not serve on the corporation board of the chapter in which she is an advisor. No alumna shall serve on both boards at the same time. K. All advisory boards shall participate in the national insurance program. XII. HOUSING AND CORPORATION BOARD POLICIES A. Live-In Policy All collegiate members and new members, unless college rules prevent, shall live in the sorority house when the chapter or corporation owns or rents a house, suite, or residence hall floor and there is space available. Procedure (live out) 1. A collegiate member or new member wishing to live out of the house when the house is not fully occupied may do SO under the following conditions: a. She must submit a written petition to and receive approval from the chapter, advisory board, and the collegiate province officer. b. She must pay the amount equivalent to the room rent each term to the house corporation in addition to adjusted local chapter obligations. This amount is to be credited against the rent due to the house corporation from the chapter. 2. A member or new member not following this policy must withdraw or be expelled from the Sorority. Her badge and membership certificate must be returned to national headquarters by the chapter, or the new member pin returned to the chapter. 3. Chapters not following this policy (XII.A.) are responsible for any resulting room rent for each term to the house corporation. B. Housing Policy for Withdrawn, Suspended, Expelled, and Depledged Members Members who have withdrawn, been expelled, or placed on suspension under NPH V., and new members who have terminated their membership may not occupy chapter quarters. A member or new member assuming a status listed above shall move off chapter property within seven days (or within the timeframe dictated by state or local laws) and forfeit her board and room payment for the duration of her contract. C. House Directors 1. All collegiate chapters with live-in housing shall have a live-in house director. 2. Collegiate chapter members are permitted and encouraged to express opinions and present 34 recommendations to the corporation board/property committee with respect to the renewal of contracts and the hiring of a house director. 3. Corporation boards may not hire male live-in employees except as required by law. Procedure Exemptions from the house director requirement may be petitioned to the collegiate province officer and collegiate district director with approval of the advisory board and corporation board. Approved petitions will remain in effect until any housing circumstances change for the chapter. D. Housing Policy for Members not in good standing Any collegiate member, new member, alumna, or guest who does not remain in good standing with the Sorority or the college/university may be asked to leave Sorority property. The advisory board and/or the corporation board reserves the right to refuse house occupancy to any applicant who has violated the Sorority standards, house, or university rules. E. Corporation Board, Property Committee, and Decorating Committees Policies 1. Personnel a. All corporation board, property committee, and decorating committee members shall have paid their lifetime membership fee and shall be dues paying members of a local Sigma Kappa alumnae chapter. If there is no local alumnae chapter, dues shall be paid to any alumnae chapter. While attendance at meetings is desirable, an alumnae chapter should not expect maximum participation from corporation board members because they are giving service to Sigma Kappa through the collegiate chapter. b. To be eligible for corporation board membership, it is recommended that an alumna shall have been out of college at least two years. Any exception to this policy shall have the approval of the corporation coordinator/liaison before the member is asked. C. Two members of the collegiate chapter shall automatically be voting members of the corporation board. These may be any combination of the following: chapter president, vice president of finance, house manager. If the chapter president is not one of the two officers chosen, she attends the meeting as an ex officio member of the board. d. No alumna shall serve on the corporation board, property committee, and decorating committee during the time her relative/step-relative (sister, daughter, granddaughter, niece) is a collegiate member or new member of that chapter. e. Mother-daughter or sister-sister combinations cannot serve on the corporation board, property committee, and decorating committee at the same time. f. Corporation board and property committee members may not serve on the advisory board of the chapter in which she is a corporation board or property committee member. No alumna shall serve on both boards at the same time. g All corporations and property committees shall participate in the national insurance 35 program. 2. Management a. All plans and proposals for new construction, additions, or remodeling shall have the approval of the appropriate corporation coordinator or corporation liaison. b. All contracts for sale, conditional sales contracts, or other forms of conveyance shall be approved by the appropriate corporation coordinator or corporation liaison. C. All projects involving more than $2,400 expenditure in living areas, dining rooms, or dormitory areas, or for the purchase of equipment of any kind or for construction shall be submitted to the appropriate corporation coordinator or corporation liaison for approval before any contracts are let or purchases are made. d. 990 (and 990T where applicable) shall be submitted to national headquarters by the 15th of the fifth month following the end of the fiscal year. e. The Articles of Incorporation and all amendments thereto for the corporation shall be filed with national headquarters. f. If the corporation is dissolved, all of its property remaining after payments and discharge of its obligations shall be transferred and conveyed to Sigma Kappa Sorority, a Maine corporation, pursuant to Article II, Section 3 a. of the Bylaws of Sigma Kappa Sorority. The national council may transfer that property to the National Housing Corporation to hold in trust should the chapter be re-established within ten (10) years pursuant to Article II, Section 3 b. g. When a local corporation does not maintain standing within their state; becomes insolvent; commits acts that cause substantial deterioration to property; fails to file appropriate tax returns (990, 1099, W-2, payroll deposits, etc.); or fails to hold annual meetings, and conduct election of officers properly, the corporation will be required to transition to the National Housing Corporation or will lose its right to utilize the Sorority trademarks and national insurance program. See Housing and Corporation Board Policies XII.F. 3. Fire/Life Safety Entities providing housing and/or meeting space for Sigma Kappa collegiate chapters shall: a. Meet or exceed all federal, state, local, and university policies regarding fire/life safety. b. Hold one fire safety meeting per semester with all residents to identify problem areas, maps, proper use of locks, kitchen safety rules, location of emergency numbers, etc. C. All facilities should be equipped with an adequate security system with a monitoring service encouraged. d. Post escape route maps in a visible location in all common areas indicating fire extinguishers, doors, windows, etc. e. Provide written safety policies with each housing contract with signature required upon receipt. Name, address, and phone number of corporation board president, house director, and corporation coordinator or corporation liaison should be included. f. Know and adhere to Sigma Kappa's emergency procedure for communication 36 g. Maintain a current registry of residents and their room assignments, cell phone numbers, emergency contact names and phone numbers. h. Schedule and maintain at least annually electrical and mechanical maintenance, cleaning, and inspections including all kitchen appliances, grease hood, and all electrical outlets. Chimneys should be inspected and cleaned annually. Extension cords should be avoided. i. Remove all unnecessary storage items from the building, i.e. old mattresses, furniture, clothing, paper products. Recycle bins for paper and combustible items must be removed from areas where heat-producing objects exist. j. Flammable items must be stored properly in original containers and in an appropriate location outside of the building. k. All indoor premises should be designated as nonsmoking. Fire resistant smoke containers must be located in all areas designated as smoking areas. 1. Maintain and report to national organization updated inventory - pictures of additions should be included. m. Maintain sufficient exterior lighting around property parameter. n. Consider adding sprinkler systems to the five or ten year plans as the plans are developed. Also consider other important safety items to be added to the property such as hard wiring monitoring systems and auto battery-powered emergency exit lights. F. National Housing Corporation 1. Any corporation is eligible to be a participant of the National Housing Corporation. 2. All collegiate chapters that are not incorporated must place their housing/furnishing fees with the National Housing Corporation. 3. All new local corporations after July 1, 1994 must become a participator in the National Housing Corporation. 4. Any local corporation requesting a loan or guarantee must be a participator in the National Housing Corporation. 5. Any local corporation with an existing loan that becomes 90 days delinquent in their loan payments to the National Housing Corporation must become a participator in the National Housing Corporation. Procedure 1. Chapter House Insignia Procedure Any exterior insignia for a chapter house, lodge, suite, or room shall be approved by the appropriate corporation coordinator or corporation liaison. 2. Procedures for Corporations in Violation of National Policy XII.E.2. (Housing Management) 37 a. When a corporation liaison determines that a National Housing Corporation (NHC) non-participating corporation board is in violation of national policy as stated in Section XII.E.2.g, the national vice president for finance (NVPF) should be informed in writing detailing the specific violation(s) within one week of the determination b. The NVPF will write the corporation board president to inform of the violation of national policy and to request that the matter be resolved immediately. The corporation liaison and legal counsel are copied on the correspondence. Within 30 days of the NVPF's letter, the corporation board must inform the NVPF in writing of all action taken to correct the violation and must send a copy to the corporation liaison and legal counsel. C. If the corporation board fails to correct the violation within 30 days or inform the NVPF of action being taken to correct the violation, the NVPF will notify the corporation board that a special meeting of the corporation must be called according to the Bylaws of the corporation. Additionally, all parents of current residents of the property must be invited to the meeting, although they will have no vote. At this meeting, all corporation members will be informed of the violation and asked to either instruct the corporation board to correct the violation within 30 days, or vote to begin the process to join the NHC. Either the NVPF or her designee will be present at the meeting to explain the situation. d. Failure to correct the violation within 30 days of the special corporate meeting (if the corporation did not vote to join the NHC) will result in notification from the NVPF that national insurance for the property will be canceled effective the beginning of the next semester or term and that authorization for use of the Sorority's trademarks will be withdrawn immediately. XIII. ALUMNAE CHAPTERS AND CLUBS A. Organization and establishment of more than one alumnae chapter or club in a geographical area shall be permitted. B. Life Membership 1. If an alumna is not a life member, payment of life membership should be remitted to national headquarters. 2. Life membership may be paid in one payment or in installments. C. Alumnae Chapter or Club Membership 1. Alumnae are encouraged to join an organized alumnae chapter or club in their area. 38 2. Any alumna may join more than one alumnae chapter or club. 3. Any alumna who lives in an area where there is no organized chapter or club may join an alumnae chapter or club of her choice. D. Request for Information, Surveys, Standards Documents, Relationship Statements Chapter officers and members are not authorized or permitted to sign or act on behalf of the national organization of Sigma Kappa Sorority and cannot bind the Sorority. The 1966 national convention authorized the national council to handle the filing of our Constitution and Bylaws with the administration of any college/university where we have a collegiate chapter and also gave the council the responsibility of approving the signing of any certificate or statement relating to membership selection presented to Sigma Kappa chapters by their administrations. All items, including standards documents, requests for information, evaluations, recognition agreements, surveys, or other similar or related items, presented to a chapter for consideration on a college or university campus, should be submitted to the national president of Sigma Kappa Sorority for review prior to submission or signature. E. National Insurance 1. All alumnae chapters and clubs shall participate in the national insurance program. The expense of such insurance shall be prorated over all chapters. 2. Chapter officers shall not sign releases or waivers. F. Sorority membership directories or general solicitation of members via any means, including the Internet, are not to be used for chapter/individual/university/college financial gain or to promote any chapter/individual/university/college financial program or activity that has not been approved by the national council. This does not apply to a college chapter/corporation board/property committee solicitation of chapter's alumnae. G. Every alumnae chapter shall follow the procedure outlined in the Sigma Kappa Graphic Standards Manual. H. All fundraisers of alumnae chapters shall be approved by the respective national officers as indicated on the approval form. I. Commercial Endorsements No member or new member will authorize or permit the use of Sigma Kappa writings, photographs, pictures, or other likeness for commercial purposes or for publicity purposes in any way identifying herself with Sigma Kappa Sorority unless such use is first approved by national council. 39 XIV. NATIONAL OFFICERS A. No alumna shall serve as a collegiate province officer during the time her relative/step-relative (sister, daughter, granddaughter, niece) is a collegiate member or new member of that chapter without special permission of the collegiate province officer, the collegiate district director, and national council. B. All national officers shall have paid life membership. C. All national officers shall be dues paying members of a local alumnae chapter. If there is not a local alumnae chapter, dues must be paid to any alumnae chapter. While attendance at meetings is desirable, an alumnae chapter should not expect maximum participation from national officers because they are giving service to Sigma Kappa through their national positions. D. All national officers should attend local alumnae Panhellenic meetings whenever possible. E. Any national officer making an official visit or inspection of a chapter shall submit a report of such a visit within 10 days. F. All national officers are encouraged to make an annual financial contribution and/ or planned gift to the Sigma Kappa Foundation, Inc. XV. FOUNDERS' DAY A. Celebration of Founders' Day is a required function for alumnae and collegiate chapters. Whenever possible, joint participation by alumnae and collegiate chapters is highly desirable. B. A special program shall be held as close to November 9th as possible and shall include a tribute to each of the Founders. C. There is to be no smoking during the celebration of Founders' Day. D. Non-Sigma Kappa guests may attend Founders' Day celebrations. XVI. COLLEGE OFFICER TRAINING SCHOOL A. Collegiate Chapters 40 1. Each collegiate chapter is entitled to have at least one representative to College Officer Training School (COTS). National council will designate the officers to attend each COTS. 2. All chapter representatives shall be in good financial standing, both locally and nationally, at the time of registration for COTS. 3. Collegiate chapters shall clear all outstanding business in order to be eligible to receive a COTS allowance. Outstanding business is defined in NPH IX.L B. Advisory Boards 1. Each collegiate chapter is encouraged to send at least one advisory board representative to COTS. 2. Requirements to receive an advisory board allowance for COTS will be established by national council. 3. All advisory board representatives shall be in good financial standing, both locally and nationally, which includes the payment of life membership, at the time of registration for COTS. 4. Advisory board representatives shall be dues paying members of a Sigma Kappa alumnae chapter in order to receive a COTS allowance. C. Corporation Boards/Property Committees 1. Each corporation board/property committee is encouraged to send at least one representative to COTS. 2. Requirements to receive a corporation board/property committee allowance for COTS will be established by national council. 3. All corporation board/property committee representatives shall be in good financial standing, both locally and nationally, which includes the payment of life membership, at the time of registration for COTS. 4. Corporation board/property committee representatives shall be dues paying members of a Sigma Kappa alumnae chapter in order to receive a COTS allowance. XVII. CONVENTION POLICY A. Collegiate Chapters 1. Each collegiate chapter is entitled to have two collegiate delegates to every national convention as voting delegates. 2. All voting delegates registering for convention shall be in good financial standing, both locally and nationally, at the time of registration. 3. Collegiate chapters shall clear all outstanding business in order to be eligible to receive a convention allowance and to be eligible to vote during convention. Outstanding business is 41 defined in NPH IX.L. B. Alumnae Chapters 1. Each alumnae chapter is entitled to have one voting delegate for each ten members in good standing, based upon paid per capita, but the total number of delegates cannot exceed three. 2. All voting delegates shall be in good financial standing, both locally and nationally, which includes the payment of life membership. The delegate shall be in good financial standing at the time of registration for convention. 3. An alumnae chapter shall qualify for a convention allowance as determined by national council, if the alumnae chapter meets the following annual requirements: a. Pays per capita to national headquarters annually by specified date. b. Sends donations to national headquarters for Sigma Kappa philanthropies and/or Foundation funds with Alumnae Chapter Contribution Form annually by specified date. C. Submits Annual Report annually by specified date. d. Conducts membership drive annually. e. Celebrates Founders' Day. f. Supports assigned collegiate chapter (if applicable). g. Has four (4) activities or meetings each year. h. Submits Election of Officers Report annually. C. Advisory Boards 1. Each collegiate chapter is entitled to have at least one advisory board delegate to every national convention as a voting delegate. 2. Requirements to receive an advisory board allowance for convention will be established by national council. 3. All advisory board delegates shall be in good financial standing, both locally and nationally, which includes the payment of life membership, at the time of registration for convention. 4. Advisory board delegates shall be dues paying members of a Sigma Kappa alumnae chapter in order to receive a convention allowance. D. Corporation Boards/Property Committees 1. Each corporation board/property committee is entitled to have at least one representative to every national convention as a voting delegate. 2. Requirements to receive a corporation board/property committee allowance for convention will be established by national council. 3. All corporation board/property committee delegates shall be in good financial standing, both locally and nationally, which includes the payment of life membership, at the time of registration for convention. 4. Corporation board/property committee delegates shall be dues paying members of a Sigma Kappa alumnae chapter in order to receive a convention allowance. 42 XVII. SELECTED NPC UNANIMOUS AGREEMENTS AND GENERAL GOVERNING POLICIES A. The following was adopted at the NPC Biennial Meeting, November 1967: WHEREAS: There has been criticism of the influence of College Interfraternity Councils on College Panhellenics and of women's auxiliary groups for men's fraternities, and these auxiliaries by arranging sister-brother groups, and WHEREAS: The activities of the auxiliaries could influence choices of students under consideration for membership in women's fraternities in violation of recruitment rules; therefore RESOLVED: That the members of NPC regard these activities harmful and discourage participation in them. B. The following was adopted at the NPC Biennial Meeting, October 1997: WHEREAS: Hazing has been a continuing concern of the National Panhellenic Conference and its member fraternities, and numerous resolutions have been adopted through the years expressing concern, and WHEREAS: The practice of hazing has not been eliminated from all member group chapters and colonies, and hazing remains a detriment to the well-being of the college fraternity system, and WHEREAS: Hazing, in any of its forms or definitions, is contrary to the founding principles of the member fraternities of the National Panhellenic Conference; therefore be it RESOLVED: That hazing be defined as any action or situation with or without consent which recklessly, intentionally, or unintentionally endangers the mental or physical health or safety of a student, or creates risk of injury, or causes discomfort, embarrassment, harassment or ridicule, or which willfully destroys or removes public or private property for the purpose of Initiation or admission into or affiliation with, or as a condition for continued membership in a chapter or colony of an NPC member fraternity, and be it further RESOLVED: That such activities and situations include, but are not limited to, creation of excessive fatigue; physical and psychological shocks; wearing publicly, apparel which is conspicuous and not normally in good taste; engaging in public stunts and jokes; participating in treasure or scavenger hunts, morally degrading or humiliating games and activities, late night sessions which interfere with scholastic activities or normal sleep patterns, and any other activities which are not consistent with fraternal law, ritual, or the regulations and policies of the member fraternity or the educational institution, and be it further RESOLVED: That all member groups of the National Panhellenic Conference continue to affirm their policies and/or statutes on hazing and inform their membership of this NPC position on hazing through contact to all local, regional, and inter/national officers, mailings 43 from headquarters to each chapter and chapter alumnae advisors, and through inter/national magazines. C. The following was adopted at the NPC Biennial Meeting, November 1979: WHEREAS: Weekend parties involving the rental of overnight accommodations for members and their dates have been a widespread practice; and WHEREAS: This practice is a financial burden to individual members; and WHEREAS: This practice increases the fraternities' host responsibility liability locally and nationally, and WHEREAS: This practice may reflect unfavorably on the public image of college fraternities; therefore be it RESOLVED: That each fraternity evaluate its purposes and standards in relation to these overnight or weekend parties; and be it further RESOLVED: That the National Panhellenic Conference encourage its member fraternities to hold these parties in the college community area where overnight accommodations would not be involved. D. The following was adopted at the NPC Biennial Meeting, October 1997: WHEREAS: The issuing and accepting of bids to membership is actually the culmination of the recruitment program for Panhellenics, and WHEREAS: NPC member groups want new members to understand the seriousness of membership and enjoy the beginning of sisterhood, and WHEREAS: The use of alcoholic beverages and the participation of men during recruitment are prohibited, and WHEREAS: The day bids are accepted by potential members and is considered the final day of recruitment program, and all recruitment rules and Unanimous Agreements prohibiting the use of alcoholic beverages, and participation of men in recruitment are in effect; therefore, be it RESOLVED: Each college Panhellenic shall prohibit the use of alcoholic beverages in recruitment and Bid Day activities. Each college Panhellenic shall prohibit the participation of men in recruitment functions and Bid Day activities. E. Because of their concern over the use of alcohol, the national presidents of all 26 NPC groups have agreed to the following: 1. that we are opposed to the misuse of alcohol; 2. that all college chapters, all individual members, and all guests must abide by state, local, C college/university laws and regulations; 3. that no college chapter funds may be used to purchase alcohol (co-sponsors of social events are potentially liable regardless of how the expenses are shared). 4. that it is inadvisable to host a party involving alcohol when the majority of guests attending 44 are under the legal drinking age. Each NPC group has a national alcohol policy and is expected to abide by it. In addition, the national presidents expect their chapters to respect the regulations of any NPC co-sponsoring group. We hope that this agreement will give college chapters the courage and ability to initiate discussion and formulate a Panhellenic stand on the subject of alcohol. F. WHEREAS: Sigma Kappa Sorority recognizes that the misuse of alcohol by students is a serious concern on college and university campuses throughout the country, and; WHEREAS: Sigma Kappa Sorority respects the alcohol-free initiatives adopted by men's and women's fraternities and college and university campuses, and; WHEREAS: Sigma Kappa Sorority supports the alcohol-free resolution adopted by the National Panhellenic Conference that individual NPC member fraternities will work toward CO- sponsoring only alcohol-free functions in men's fraternity facilities by the fall term of 2000; RESOLVED: That where campuses are voting on alcohol-free functions in men's fraternity facilities, Sigma Kappa collegiate chapters will vote in favor of an initiative to address the co- sponsorship of alcohol-free functions in men's fraternity facilities, and; RESOLVED: That Sigma Kappa collegiate chapters will observe the policies of all fraternities and sororities when co-sponsoring events with them or when a chapter is a guest in their facility, and; RESOLVED: That all collegiate chapter members be educated on Sigma Kappa, Panhellenic or campus legislation regarding the co-sponsorship of alcohol-free functions in men's fraternity facilities. G. 1949 Agreement: In cooperation with all NPC member groups, NO SIGMA KAPPA CHAPTER, CHAPTER OFFICER, OR MEMBER shall reply to any questionnaire, etc. until such questionnaire has been submitted to the national president and cleared for completion. H. College Panhellenic Constitutions and Bylaws The national convention of 1964 voted that: Any changes in college Panhellenic Constitutions and Bylaws must be submitted to and approved by the National Panhellenic Conference delegate before the college Panhellenic delegate may vote on any change. XIX. BADGES AND JEWELRY Member Badge Policy All members' badges are the property of the national organization. The payment made at the time of Initiation is considered to be a reasonable sum for the privilege of using the badge during the member's lifetime 45 Procedure 1. Each initiate must pay the Sigma Kappa badge fee. a. If the loan or gift of a badge is made by a relative or Sigma Kappa alumna, the initiate receiving the badge must send the fee for a scroll badge to the Sigma Kappa national headquarters. b. If the badge is an honorary award that is to be returned to the chapter, the initiate is required to pay the Sigma Kappa badge fee for her own badge. C. If a member desires, she may obtain an additional badge at any time. 2. If membership in Sigma Kappa is permanently terminated due to withdrawal or expulsion or temporarily terminated due to suspension, the badge and membership certificate shall be returned to national headquarters. 3. A badge of a deceased member may be donated to a chapter with the approval of the collegiate province officer. It is suggested such a badge be used by the chapter for special recognition. In such case, the initiate receiving the badge must send the fee for a scroll badge to the national headquarters. 4. A badge of a deceased member shall be returned to national headquarters or may be buried with the body. Proper Use of Badges 1. The Sigma Kappa badge shall be worn above all other pins. Fraternity jewelry, either honorary, professional, or social shall not be worn above the Sigma Kappa badge. 2. The badge will be worn with pride by members who reflect the high standards of Sigma Kappa in dress and conduct. 3. The new member pin and the badge of a collegian shall be worn only as badges/pins over the heart and on the outer-most layer of clothing and shall be worn only for the purpose of identifying the wearer as a member or new member of Sigma Kappa. 4. No Sigma Kappa may give her badge to anyone not a member of Sigma Kappa. 5. An alumna member may use her badge as jewelry for example as a ring, charm, or necklace SO long as the badge is not changed in any way. 6. Only national council members are permitted to wear the alternate diamond and pearl Sigma Kappa badge. Other Official Jewelry Procedure 1. New member pin a. Since the new member pin is the property of the national organization, it is returned to the college chapter at the time of Initiation or when pledgeship is terminated. b. A new member pin may be purchased from national headquarters by an initiated member for her personal use. 46 2. The Order of the Triangle Pin may be worn by an initiated member leaving her collegiate chapter in good financial standing. 3. Twenty-five-Year Pin - Any Sigma Kappa who has been initiated for twenty-five or more years is eligible for a twenty-five-year pin and certificate. 4. Fifty-Year Pin - Any Sigma Kappa who has been initiated for fifty or more years is eligible for a fifty-year pin and certificate. XX. LICENSING A. As specified in the Constitution and Bylaws, the ownership of all insignia and emblems including the name Sigma Kappa and/or its Greek letters shall be owned by Sigma Kappa Sorority, a corporation. These insignia and emblems, including the name Sigma Kappa and its Greek letters , shall not be manufactured, created, used, or offered for sale by any person, company, or firm except as specifically authorized in writing and administered by national council. B. Members wishing to acquire merchandise containing the sorority's insignia and emblems should obtain those items only from vendors which are currently authorized to produce or market official Sigma Kappa Sorority licensed merchandise. Procedure A. Collegiate chapters, alumnae chapters and clubs, advisory boards, corporation boards, and property committees may utilize local commercial firms to produce material for their own entities needs from time to time SO long as such material is pre-approved. Prior to ordering such material, approval shall be obtained from the executive assistant at national headquarters. The executive assistant shall not approve any text or design which casts the Sorority in a negative light or is otherwise contrary to the ideals of the Sorority. B. The executive assistant may delegate the responsibility for approval of material produced by local commercial firms as follows: 1. The collegiate province officer for collegiate chapters and advisory boards, 2. The corporation coordinator/corporation liaison for corporation boards and property committees, and 3. The alumnae district director for alumnae chapters and clubs XXI. SHARING OF MEMBER INFORMATION POLICY Sigma Kappa membership directory information is private business of the Sorority and may only be shared according to the following procedure. 47 Procedure The sharing of directory information of procedure will provide direction for staff members and volunteers in answering requests for information. This procedure addresses the sharing of a member's directory information (i.e., name of member, title within Sigma Kappa, address, e-mail address, telephone number, and fax number). 1. Generally, the sorority will provide members with other members' directory information, as we are sharing this information among members within an organization whose purposes are social and recreational in nature. However, common sense should always be used in responding to a request for a member's directory information. 2. Whenever possible, verify that the requestor is a member in good standing (i.e., prior to looking up the member requested, look up the member requesting the information). If the response is in writing to a written request for information, such as via e-mail or mail, then we should also include a statement that "the member's directory information is being provided in furtherance of our sorority's social, spiritual, and intellectual purposes." 3. National officers should be more easily accessible to other members by reason of their appointment or election as an officer with duties within the organization. National officer appointment cards will include a statement notifying the officer that their directory information may be shared with other members and that they are expected to be accessible to the organization's members. 4. The Sorority will be open with our members about our policy of sharing directory information to other members via the Sigma Kappa Triangle, the Web site, Virtual Violet, and/or Sigma Kappa Savvy annually. If a member wishes not to have her information provided to other members, the organization should respect those wishes and make all reasonable efforts to accommodate the request. 5. The Sorority will make reasonable efforts to not disclose member directory information (or any other information) to non-members. The Sorority will contact the member and relay the message that a non-member is trying to contact them and provide the member the information of the non-member. 6. The name, title, address, and e-mail address of national officers will be shared: a. On the private side of the Web site since it will only be accessible to members in good standing; and b. In the Sigma Kappa Triangle. 7. The name, title, address and e-mail address of the presidents of the alumnae chapters and collegiate chapters will be shared: a. On the Web site (except the address will only be shared on the private side of the Web site); and b. In the Sigma Kappa Triangle 48 8. The executive assistant shall continue to approve mailing of licensed vendors to members per established procedure of signing confidentiality agreements to ensure that the list is not being used or sold for purposes other than what was agreed upon. 9. On a case by case basis and upon approval of the national vice president of alumnae, in consultation with Sorority legal counsel and the national president, national headquarters may share with colleges, universities, and Panhellenic associations the directory information of alumnae members upon written request from the college, university, or Panhellenic association. 10. The procedure for sharing directory information of the following members in accordance with the above guidelines is as provided below. a. National Officers: 1. Web site- Name and title 2. Triangle and private side of Web site - Name, title, address, e-mail 3. Information requests coming to the Web site shall be forwarded to the proper staff member or volunteer for a timely response in accordance with the above policy. 4. Telephone requests for information about a national officer from a member at large, advisor, corporation board or alumnae chapter member, upon verification of member status shall be shared, unless otherwise specified in the database. b. Alumnae Chapters: 1. Web site- Name, title, e-mail 2. Triangle and private side of Web site - Name, title, address, e-mail 3. Alumnae chapter Web sites are created and maintained by the alumnae chapter. Alumnae chapters that provide a link to the national Web site shall comply with Sorority Web Site Guidelines. 4. Requests for information that come into NHQ via e-mail, voice mail, telephone, or mail will be acknowledged and responded to by providing directory information upon verification of requestor's membership status, unless otherwise specified in the database. c. Collegiate Chapters: 1. Web site- Name, title, e-mail 2. Triangle and private side of Web site-Name, title, address, e-mail 3. Collegiate chapter Web sites are created and maintained by the collegiate chapter. Collegiate chapters that provide a link to the national Web site shall comply with Sorority Web Site Guidelines. 4. Requests for information that come into NHQ via e-mail, voice mail, telephone, or mail will be acknowledged and responded to by providing directory information upon verification of requestor's membership status, unless otherwise specified in the database. 49 d. Members At Large: 1. The executive assistant reserves the right to approve mailing of licensed vendors to members per the established procedure of signing confidentiality agreements to ensure that lists are not being used or sold for purposes other than what was agreed upon. 2. Telephone, e-mail, and mail requests for directory information of a member at large for a member at large shall be handled as follows: The staff member or volunteer shall take the requestor's name, telephone number and e-mail address, verify membership status, and shall provide the directory information (except telephone number), unless otherwise specified in the database. 3. On a case by case basis and upon approval of the NVPA in consultation with Sorority legal counsel, NHQ may share with colleges, universities, and Panhellenic associations the directory information of alumnae members upon written request from the college, university, or Panhellenic association. 4. On the private side of the Web site, the members name, address, and e-mail address may be shared, unless the member has requested otherwise. e. Requests by Non-Members: The Sorority will contact the member and relay the message that a non-member is trying to contact them and provide the member the information of the non- member. XXII. DOCUMENT RETENTION POLICY Sigma Kappa chapters, officers, and headquarters staff shall conduct document retention on an annual basis utilizing the document retention procedure below. Procedure a. It is important that the above records be retained no longer than the specified time by anyone who has a copy of the document - not just the entity listed as the "responsible party". So where the retention period is for a set number of years, then the document (and all copies of the document) must be destroyed at the end of the retention period. b. If an item bears a member's name along with her address and/or social security number, it should be destroyed (shredded) and not simply discarded at the end of the retention period. C. If the retention period is shown as "permanently", then the responsible party is to keep the document permanently. Anyone else with a copy may retain the document as long as they wish. 50 d. Documents not identified in this policy should be routinely discarded after their useful life has ended. e. All documents relating to a risk management issue with litigation potential should be stored electronically on separate disks and kept by legal counsel until the litigation has ended. If a staff member or volunteer becomes aware of a risk management issue, they should forward that knowledge to legal counsel immediately f. Documents should be retained for the time period listed below by the record keeper listed below. Alumnae Record Files Annual reports permanently NHQ Chapter financial records Bank statements 7 years alumnae chapter Correspondence 7 years alumnae chapter Ledgers 7 years alumnae chapter Foundation contribution forms 7 years alumnae chapter Per capita forms 7 years alumnae chapter Chapter minutes permanently alumnae chapter General correspondence 3 years alumnae chapter Report of Officers to Serve 3 years NHQ Collegiate Record Files Badge affirmation cards permanently NHQ Calendars current copy collegiate chapter Chapter financial records Bank statements 7 years collegiate chapter Correspondence 7 years collegiate chapter Financial suspension records 4 years collegiate chapter Ledgers 7 years collegiate chapter Monthly reports permanently collegiate chapter Chapter minutes permanently collegiate chapter Chapter newsletters 4 years collegiate chapter Current Panhellenic Council Bylaws current copy collegiate chapter New Member Fee Remittance Forms 1 year NHQ Petitions for Special Dispensation Alumna initiate 1 year NVPAlumnae Definite/indefinite suspension 1-4 years* CPO Financial suspension 1-4 years* CPO Expulsion permanently NHQ Leave of absence 1-4 years* CPO Parietal hours 1 year NVPCC Voluntary withdrawal permanently NHQ Recruitment Introduction Form 1 year collegiate chapter Risk Management Policy signatory pages 4 years NHQ 51 Social Function Review Forms 6 years CPO University Correspondence 4 years collegiate chapter University rules current copy collegiate chapter University constitution current copy collegiate chapter *retain as long as member is in college Correspondence and Reports Collegiate Province Officer reports 2 years National officers Collegiate Officer reports 2 years National officers Colonization/recolonization permanently Director of Expansion correspondence and information Committee meeting minutes permanently Committee Chair Convention and meeting correspondence 7 years NHQ Convention proceedings permanently NHQ General correspondence 3 years National officers Council correspondence 3 years National officers Council meeting minutes permanently NVP Communication Field Consultant Reports 2 years National officers Recruitment statistics reports 2 years Dir. of Recruitment Employment Records Employee/personal records 3 years after termination NHQ or corporation Employment applications 3 years NHQ or corporation Time sheets 6 years NHQ or corporation Financial Records Accounts payable ledgers 7 years NHQ Accounts receivable ledgers 7 years NHQ Account reconciliation 3 years NHQ Audit reports permanently NHQ Bank reconciliation 1 year NHQ Cash books - daily income records permanently NHQ Chart of accounts permanently NHQ Canceled checks 4 years NHQ Expense vouchers 3 years NHQ Financial statements permanently NHQ monthly, annual Invoices to members/chapters 7 years NHQ Invoices from suppliers 7 years NHQ Journal entry support 7 years NHQ Payroll records and summaries 3 years NHQ Payroll records / W-2 forms permanently NHQ Tax returns and worksheets permanently NHQ Legal Documents Contracts and Leases 7 years after expiration NHQ 52 Corporate documents permanently NHQ (constitution, bylaws, annual reports, etc.) NO intellectual property agreements permanently NHQ Insurance policies permanently NHQ Insurance records (reports, claims, etc.) 10 years NHQ Legal documents and filings permanently NHQ Risk Management Reports until litigation ends NHQ NHQ opening/closing checklists 2 years NHQ Publications Sorority annual report permanently NHQ Award information 4 years NHQ Convention/COTS handouts 6 years NHQ Convention/COTS programs permanently NHQ Annual supplies 2 years NHQ Handbooks current copy NHQ National Policy Handbook permanently NHQ Monthly mailings 3 years NHQ Newsletters 3 years NHQ Sigma Kappa Triangle article notes 4 years NHQ Sigma Kappa Triangle magazine permanently NHQ Electronic Files Electronic files, including e-mails, containing the above referenced items should be retained as outlined above. XXIII. SIGMA KAPPA TRIANGLE DEATH NOTICES A. Death notices for past national presidents shall include a story and picture. B. Death notices for all present national council members shall include a story and picture. C. Death notices for all past national council members shall include a story and, if available, a picture. D. Death notices for national officers of very long standing shall include a story and, if available, a picture. E. Death notices for members with national public status shall include a story and, if available, a picture. 53 F. Death notices for Colby Award recipients shall include a story and, if available, a picture. G. Death notices for all other Sigma Kappas will be listed in the "In Memoriam" column. 54 INDEX A 16 Academic Requirements 33 Advisory Board Requirements 21 Alcoholic Beverages 38 Alumnae Chapters & Clubs 6 Alumnae Initiates 10 Automatic Financial Suspension B 47 Badges & Jewelry 48 Fifty-Year Pin 48 New Member Pins 47 Proper Use of Badges 48 The Order of the Triangle Pin 48 Twenty Five-Year Pin 7 Big/Little Brother and Little Sister Policy C 24 Candles 38 Chapter House Insignia 25 Code of Conduct 29 Collegiate Chapters 32 Collegiate Chapter Officers 41 College Officer Training School 29 Collegiate Chapters 33 Advisory Boards Corporation Boards/Property 31 Committees/Decorating Committees 46 College Panhellenic Constitution and Bylaws 21 Contracts 42 Convention D 54 Death Notices 15 Depledging 51 Document Retention Policy 24 Drugs 55 E 12 Expulsion F 48 Fifty-Year Pin 13 Financial Expulsion 37 Fire/Life Safety 41 Founders' Day 30, 40 Fundraising G Graduate Student Members 8 Graphic Standards 30, 40 H 18 Hazing 5 Honor Initiates 34 House Occupancy 24 Housing Safety 24 Use of Candles Housing and Corporation Board Policies 34 Chapter House Insignia 38 Corporation Board, Property 35 committees, and Decorating committees Corporation Violation Procedures 38 Expelled, Withdrawn, and 35 Suspended Members 37 Fire/Life Safety National Housing Corporation 38 National Insurance 32, 40 31 Housing and Furnishing Fees 35 House Directors I 4 Initiation 4 Initiation Requirements 6 Initiates, Alumnae 5 Initiates, Honor Internet and Related Technology Policy 26 56 L 9 Leave of Absence 3 Legacy Policy 48 Licensing 24 Locking of Chapter Property M 8 Married Members 47 Member Badges 6 Membership Status Big/Little Brother and Little Sister Policy 7 7 Members, Collegiate 6 Membership, Social Privileges 7 Membership, Transfer of N 38 National Housing Corporation 40 National Officers 43 NPC Unanimous Agreements o 48 The Order of the Triangle Pin 31 Outstanding Business P Panhellenic Constitution and Bylaws 46 48 Pins, New Member 3 Pledging 18 Policy Statement on Hazing 8 Professional Programs/Degrees 47 Proper Use of Badges 57 R 15 Reinstatement 9 Returning Undergraduate Members 17 Risk Management Policies 21 Alcoholic Beverages 21 Contracts 24 Housing Safety 18 Policy Statement on Hazing 17 Risk Incident Procedure Sanctions for Violation of of Risk Management Policy 25 20 Social Events and Functions 21 Social Function Review Form 25 Standards Council 23 Transportation 24 Visitation 3 Recruitment 3 Sigma Kappa Legacy Policy S 16 Scholarship 49 Sharing of Member Information Policy 6 Social Privilege and Social Membership 8 Special Membership Status Professional Programs/Degrees 8 8 Graduate Student Members 9 Leave of Absence 8 Married Members Returning Undergraduate Members 9 Special Alumnae Status/Dormant Chapters 10 25 Standards Council 30 Standards of Excellence 29, 39 Surveys 11 Suspension T Termination/Suspension of Membership 10 Automatic Financial Suspension 10 15 Depledging 12 Expulsion 58 13 Financial Expulsion 15 Reinstatement 11 Suspension Voluntary Withdrawal of Membership 14 7 Transfer of Membership 23 Transportation 48 Twenty Five-Year Pin V 24 Visitation Voluntary Withdrawal of Membership 14 59