Sigma Kappa National Policy Handbook August 2021 NATIONAL POLICY HANDBOOK FOR SIGMA KAPPA CHAPTERS SUMMER 2021 prepared by 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. I. RECRUITMENT 3 II. PLEDGING 4 III. INITIATION 5 IV. MEMBERSHIP STATUS 8 V. TERMINATION/SUSPENSION OF MEMBERSHIP 12 VI. ACADEMIC REQUIREMENTS 17 VII. RISK MANAGEMENT FOR COLLEGIATE CHAPTERS 20 VIII. INTERNET AND RELATED TECHNOLOGY POLICY 29 IX. COLLEGIATE CHAPTERS 33 X. COLLEGIATE CHAPTER OFFICERS 36 XI. ADVISORY BOARD 38 XII. HOUSING AND CORPORATION BOARD POLICIES 39 XIII. ALUMNAE AND ALUMNAE CHAPTERS 43 XIV. NATIONAL OFFICERS 45 XV. FOUNDERS' DAY 46 XVI. SIGMA KAPPA SPONSORED CONFERENCES 47 XVII. CONVENTION 48 XVIII. SELECTED NPC UNANIMOUS AGREEMENTS AND GENERAL GOVERNING POLICIES 50 XIX. BADGES AND JEWELRY 55 XX. LICENSING 57 XXI. SHARING OF MEMBER INFORMATION POLICY 58 XXII. DOCUMENT RETENTION POLICY 61 XXIII. SIGMA KAPPA TRIANGLE DEATH NOTICES 64 INDEX 65 2 I. RECRUITMENT A. The national recruitment supervisor (RS) for each collegiate chapter is appointed by the national council and oversees all matters concerning the assigned chapter's recruitment efforts.-The RS should work with the chapter to create that will assist the chapter in reaching quota and total. B. The Membership Selection Committee (MSC) shall be authorized by a 3/4 majority vote of the chapter members. Procedure: 1. Prior to the first MSC meeting, the chapter must conduct a meeting to vote with a 3/4 majority to authorize the MSC to invite potential new members and to approve the invited potential new members to be members of Sigma Kappa. 2. The voting members of the Membership Selection Committee are president, vice president of membership, assistant vice president of membership, COB chairwoman, DEIA chairwoman and rotation group leaders. 3. The Membership Selection Committee is advised by the recruitment supervisor, vice president of membership advisor and or national headquarters staff person (when applicable). If the RS/VPM advisor is not available then the recruitment coordinator, collegiate coordinator or advisory board supervisor will attend. 4. The Membership Selection Committee meeting is chaired by the recruitment supervisor or her designee as listed in item three above. 3 II. PLEDGING Policy Any individual who consistently lives and identifies as a woman who qualifies for membership under the Bylaws and is pursuing a bachelor's degree 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. She shall receive an affirmative vote of the membership selection committee. 2. She should have at least one written recommendation from an initiated member in good standing. 3. She shall have the minimum grade point average established by the collegiate chapter in its Code of Conduct. 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 supervisor and collegiate coordinator. 4. A woman shall be formally pledged no later than seven (7) calendar days upon accepting a bid. All exceptions must be approved by the advisory board supervisor and the collegiate coordinator. 4 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 coordinator. A two-thirds vote of the chapter is necessary for the recommendation to be accepted. 2. The Promise for New Members Program is comprised of educational opportunities to prepare new members for a successful Initiation and lifelong membership. The program is seven weeks long with Inspiration Days occurring in week six, which immediately precedes Initiation. There is one new initiate meeting, which should occur the week following Initiation. The Initiation ceremony 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 the collegiate chapter's academic standards as follows: minimum grade point average requirement as outlined in the chapter Code of Conduct. It is recommended that a new member maintain a college grade point average of 2.5 of higher when Initiation follows a grading period. 1. When Initiation occurs after a grading period (semester, quarter, etc.), maintain at least a 2.5 or higher grade point average as established by the collegiate chapter. 2. When Initiation occurs before a grading period ends, meet academic standards as set by the collegiate chapter in collaboration with the advisory board and collegiate coordinator. g. During the six-week new member period, maintain acceptable academic achievement. gh. Should have one (1) written recommendation from an initiated member in good standing in the chapter files. hi. 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-four initiates may be initiated two at a time. Chapters with twenty-five to thirty-six new members may initiate three at a time. New member classes with thirty-seven to forty-eight may be initiated four at a time, and similarly, chapters may initiate each multiple of twelve new members in corresponding groups, i.e. 5 at a time up to 60 or 6 at a time up to 72. Alumna and honor initiates must always be initiated one at a time. Legacies should be initiated with all other new members in alpha order. A legacy may be pinned by her family member during the Initiation ceremony. 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. 5 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 individuals chosen by alumnae and collegiate chapters to become members of Sigma Kappa Sorority. Membership is an honor to be conferred with careful consideration of its requirements and responsibilities as well as its privileges. Any individual who consistently lives and identifies as a woman may be considered for alumnae initiation with the following qualifications: 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 initiated 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. An affirmative vote shall be secured from the Membership Selection Committee of the collegiate chapter of initiation for each alumna initiate. 2. Alumnae chapters wishing to present an alumna initiate candidate for Initiation should contact national headquarters. 3. A petition for alumna initiation and alumna initiation application should be submitted to the collegiate alumnae relations coordinator supervising the chapter of initiation. 4. National alumnae dues, alumnae initiation fee and badge fee must be paid. 5. Alumnae initiates are members of Sigma Kappa with all the rights, responsibilities, and privileges. 6. In order to avoid conflicts, collegiate chapters are asked to refrain from inviting to membership their house director until such time as the house director is no longer employed by the corporation. 7. In some cases, selected women from the community in which there is a new chapter, or a collegiate chapter being re-established, 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 national alumnae dues, alumnae initiation fee or the badge fee. 6 7 IV. MEMBERSHIP STATUS A. Membership Policy 1. No person who is or has been an initiated member of any sorority or fraternity belonging to the National Panhellenic Conference or any similar national college or university fraternity, except honorary and professional, shall be eligible for membership in Sigma Kappa. 2. A Sigma Kappa is a "member in good standing" for purposes of this handbook SO long as she is not suspended, withdrawn or expelled while an undergraduate and she is above the minimum academic requirement in section VI.B. for collegiate members. Changes in gender identity do not impact membership status. 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. Auxiliary Groups/Big/Little Brothers Pursuant to the National Panhellenic Conference Unanimous Agreement X., 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. Such groups are inconsistent with the purpose and philosophy of 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. This policy also applies to individual men named as chapter sweetheart or other similar designations. 3. Participation in Men's Recruitment Pursuant to the National Panhellenic Conference Unanimous Agreement X., NPC members shall not participate in men's fraternity recruitment activities; therefore, Sigma Kappa chapters and members may not participate in any of these events, including bid day. C. Collegiate Members Policy 1. ALL COLLEGIATE members of Sigma Kappa shall be participating members of their chapter based on the following: First year (freshman) initiates are required to participate for eight full semesters or twelve quarters. Second year (sophomore) initiates are required to participate in six full semesters or nine quarters. Third year (junior) initiates are required to participate for four full semesters or six quarters. Fourth year (senior) initiates 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 bachelor's 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 / university to another may transfer their membership to the Sigma Kappa chapter at the new college/university under the transfer of membership procedure. 8 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 Form" and send it to the advisory board supervisor and the collegiate coordinator for approval. The form is then sent to national headquarters for final processing. 3. The member may be admitted to membership in the different chapter by a majority vote of the chapter when she has participated in the activities of the chapter for a month and the "Member Transfer Recommendation Form" has been approved by the advisory board and the collegiate coordinator. 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. Members with exceptional family circumstances will remain active collegiate members. Exceptional family circumstances are defined as the marriage or new parenthood of a member. 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 coordinator. She must be a member in good standing. After approval, the change of status shall be noted in the minutes and on Dove Hub. 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 coordinator. She must be a member in good standing. After approval, the change of status shall be noted in the minutes and on Dove Hub. 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 (2/3) vote of approval by the chapter. If granted, the change of status should be listed on Dove Hub 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 9 obligations. Participation in the Order of the Triangle does not change member status to alumna and member status can be addressed as long as the member is on campus. The Order of the Triangle ceremony should be the last chapter activity of the semester/term. Procedure The member's status should be marked accordingly on Dove Hub as having left school. Marking of alumna status on a Member Status Change Report or Dove Hub or participation 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 (e.g. for a gap year or a campus recognized leave of absence) 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 leaves of absence) 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 (2/3) affirmative vote of the chapter followed by the Petition for Special Dispensation approved by the advisory board and the collegiate coordinator. 7. A leave of absence can be granted for a maximum of two (2) school terms 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 supervisor. Typically, only one leave will be granted. The petition must be submitted to the collegiate coordinator for approval if the member is seeking a second term. 3. In order for the application to be approved, the member shall be a fully participating member of the chapter and in good financial standing. She shall pay her national collegiate dues, communication fee and national liability insurance assessment during the leave. 4. When the status is granted, the member shall have the same privileges and responsibilities of an alumna member. A leave of absence does not relieve the member from any 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 10 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 re-establishment of their collegiate chapter by the national council may, after a period of one year from the date of the re-establishment, petition the chapter for collegiate status. Procedure If a member wishes to return to collegiate status, she shall apply in writing to the reestablished 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 supervisor, the collegiate coordinator, 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. 11 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 meet with the member to notify her that she is on automatic financial suspension and set a time limit for the debt to be cleared. The advisory board supervisor shall hold her badge and membership certificate. Copies of the Automatic Financial Suspension Form shall be sent to the advisory board supervisor, the corporation board treasurer or NHC if applicable, the financial advisor, the collegiate finance coordinator 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: a. The member's parents may be asked to sign an interest-bearing note for the amount involved. This should be handled by the finance 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 or serve as a big sister or heart sister for new members. 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 coordinator, 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. Academic probation or suspension by the university or failure to meet the chapter Code of Conduct's academic requirements. 3. Failure to attend chapter meetings without being excused by the executive council. 4. Contempt of authority. 5. Misconduct. 6. Undermining the chapter spirit. 7. Other valid reasons. Procedure 1. A chapter may place a member on suspension by a two-thirds (2/3) secret written ballot of the chapter followed by a Petition for Special Dispensation approved by the advisory board and collegiate coordinator. 2. The national council may place a member on suspension upon recommendation of the collegiate coordinator, 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 12 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 does not pass at the end of the period, no other vote is required and expulsion paperwork shall be submitted. d. Such suspension shall be recorded in the official documents of the chapter (minutes, 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) secret written ballot of the chapter in order to reinstate the suspended member. A Petition for Special Dispensation shall be submitted to the advisory board, collegiate coordinator, 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 coordinator, 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 by a two-thirds (2/3) affirmative secret written ballot of the chapter followed by a Petition for Special Dispensation approved by the advisory board, the collegiate coordinator, collegiate district director, and unanimous vote of national council. 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 Dove Hub. If a member is expelled for financial reasons, such expulsion does not relieve the member of her financial obligation. 13 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 in financial arrears fails to pay her indebtedness. Procedure 1. The vice president of finance sends a Petition for Special Dispensation requesting financial expulsion to the advisory board supervisor 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. The advisory board supervisor should provide a copy to the corporation board treasurer or NHC if applicable once she has signed the petition. 2. If the member has not signed the AFS form acknowledging the indebtedness, the chapter must vote by a two-thirds (2/3) affirmative secret written ballot 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 supervisor, collegiate finance coordinator, 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 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 Dove Hub. 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, specifically through a donation of $25 or more to the Sigma Kappa Foundation. 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. 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 14 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 and the advisory board supervisor, the member will not be responsible for any local financial obligations accruing after the request for withdrawal and the badge and the membership certificate have been received by the chapter. 2. The member shall request withdrawal through a dated written letter to the chapter, accompanied by her badge and membership certificate. 3. A two-thirds (2/3) affirmative secret written ballot vote of the chapter is necessary followed by a Petition for Special Dispensation approved by the advisory board supervisor. The original letter of request from the member wishing to withdraw shall accompany the petition to the national headquarters along with her badge and membership certificate. 4. Upon receipt of acknowledgment from the advisory board supervisor 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 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 Dove Hub. 5. Reinstatement a. A letter shall be presented to national council 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 alumna member with the good of Sigma Kappa at heart, specifically through a donation of $25 or more to the Sigma Kappa Foundation. If the member is seeking reinstatement as a collegiate member, the member shall first submit a dated written letter to her collegiate chapter. A two-thirds affirmative secret written ballot of the chapter is necessary to proceed. Upon an affirmative vote by the chapter, the member may then petition national council for reinstatement. A donation to the Sigma Kappa Foundation is not required when seeking collegiate reinstatement. b. A petition for reinstatement is approved upon a unanimous vote of national council. When reinstatement occurs, national headquarters will notify the chapter of reinstatement. The withdrawal reinstatement shall be recorded on each document where the withdrawal 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 C. Reinstatement is not effective until approved by unanimous vote of national council and proper notification is received by the chapter and advisory board. For final processing, a reinstatement fee shall be paid. d. 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 15 1. A new member who has participated in the new member ceremony shall request depledging through a dated correspondence to the vice president of new member education. 2. A chapter may depledge a woman by two-thirds (2/3) affirmative secret written ballot vote with the consent of the advisory board and collegiate coordinator. 3. The national council may depledge a woman upon the recommendation of the collegiate coordinator, collegiate district director, and the unanimous vote of the national council. 4. All financial obligations of a new member who has depledged cease at the time the woman is depledged. 5. The new member's change of status must be noted in the chapter minutes and in Dove Hub. 16 VI. ACADEMIC REQUIREMENTS A. Collegiate Chapter Academic Policy A chapter must maintain at least a 3.0 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, the chapter is considered to be an "at-risk" chapter." The chapter will be notified in writing by the national vice president for programming. The chapter will be required to bring the chapter into compliance with the academic requirement. a. The vice president of academic excellence, chapter president, vice president of academic excellence advisor, and advisory board supervisor will participate in a conference call scheduled by the programming coordinator. This call will take place within two weeks of receipt of the notification from the national vice president for programming. b. The vice president of academic excellence will submit the Academic Success Action Plan form to the people listed in the notification from the national vice president for programming for review and further recommendations. c.-The vice president of academic excellence will work directly with the programming coordinator to initiate the action plan and ensure it is presented in writing to the entire chapter. d. -The vice president of academic excellence is required to track the chapter's progress on the Academic Success Action Plan twice per term. This progress will be communicated to the people listed in the notification from the national vice president for programming by the first of each month that the chapter is on this program. e. The chapter must utilize Standards Council to hold members, new members, executive council officers and chairmen accountable to their minimum GPA requirements as outlined in the National Policy Handbook and the chapter's Code of Conduct Standards Council meetings must be held for all members not in good academic standing. -Any additional requirements listed in the notification from the national vice president for programming or as determined by the programming team. 2. When a chapter fails to meet the standard for three consecutive terms, or four of six terms (applicable only to quarter and trimester schools), the chapter is considered to be "not in good academic standing." The chapter will be notified in writing by the national vice president for programming. The chapter will be required to complete the following to bring the chapter into compliance with the academic requirement. a. The vice president of academic excellence, chapter president, vice president of academic excellence advisor, and advisory board supervisor will participate in a conference call scheduled by the programming coordinator. This call will take place within two weeks of receipt of the notification from the national vice president of programming. b. The vice president of academic excellence will submit the Academic Success Action Plan form to the people listed in the notification from the national vice president for programming for review and further recommendations. C. The vice president of academic excellence will work directly with the programming coordinator to initiate the action plan and ensure it is presented in writing to the entire chapter. d. The vice president of academic excellence is required to track the chapter's progress on the Academic Success Action Plan on a monthly basis This progress will be 17 communicated to the people listed in the notification from the national vice president for programming by the first of each month that the chapter is on this program. e. All chapter members must participate in an academic focused workshop complying with the additional requirements for this workshop listed in the notification from the national vice president for programming. f. The chapter must utilize Standards Council to hold members, new members, executive council officers and chairmen accountable to their minimum GPA requirements as outlined in the National Policy Handbook and the chapter's Code of Conduct. Standards Council meetings must be held for all members not in good academic standing. g. Ineligibility for certain national awards. h. Any additional requirements listed in the notification from the national vice president for programming or as determined by the programming team. B. Collegiate Member Academic Policy A member must maintain a 2.5 the cumulative grade point average (based on a 4.0 scale) established by the chapter's Code of Conduct, as well as any additional academic requirements in the Code of Conduct. Procedure 1. When a member falls below a 2.5 cumulative grade point average, she is considered to be "not in good academic standing" by the advisory board and the collegiate coordinator 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 mixers/events, date parties, and formals). b. As an initiated member, not eligible to serve as a Big Sister or Heart Sister. C. Complete the Academic Assistance Plan as outlined in the Vice President of Academic Excellence annual supplies: 1. Complete the academic self-assessment 2. Meet with a member of the academic excellence committee to determine academic goals for the term and develop a personalized study program. This meeting should occur within one week of being considered "not in good academic standing." 3. Meet with an academic counselor in the college/university academic assistance ice/learning center within two weeks of being considered "not in good academic standing." 4. Meet with the professors or teaching assistants of the member's classes within three weeks of being considered "not in good academic standing." 5. Meet at least bi-weekly with a member of the academic excellence committee to discuss progress toward academic goals. 18 VII. RISK MANAGEMENT FOR COLLEGIATE CHAPTERS A. Risk Incident Policy All risk incidents must 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. When a member is aware of a potential risk incident, please err on the side of caution and report it. (The starred items are emergency incidents for which the member should first call 911.) 1. Member incidents hazing bias incidents 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 burglary robbery accidental fire or arson* Procedure Members will use the following procedure with all risk incidents. Individuals with first- hand knowledge of the incident should 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. Reporting should take place in the following order: 1. Call 911 or the appropriate emergency number (such as the National Suicide Prevention Hotline) if the incident is an emergency. 2. Call the risk management 24-hour toll-free hotline at national headquarters. 3. Contact the advisory board supervisor first or call through the list of advisors until one has been reached. An advisor should immediately report to the chapter property. If no advisor can be reached, continue with the procedure by contacting the risk management coordinator, collegiate coordinator, collegiate district director or national vice president for collegiate chapters in that order. 4. Establish authority based on the following ranking of collegiate officers: president, vice president of standards and values, vice president of programming, vice president of new member education, vice president of membership, vice president of alumnae relations, vice president of academic excellence, vice president of finance, vice president of communication and operations, vice president of philanthropic service, Panhellenic delegate, all Greek delegate (where applicable). 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. 19 b. Assign a responsible member to answer the chapter phone where applicable 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. Collegiate members should not contact the family, as this is something for which the police have been specially trained. d. Assemble the 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 any information. e. Coordinate any necessary follow-up or arrangements. 5. The executive assistant collegiate services manager-risk management at national headquarters monitors the hotline and notifies the appropriate national officers, the executive director, the general counsel and the director of collegiate services, and an appropriate person will call the chapter within 24 hours. 6. When a 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 shall be reported immediately to the risk management toll free hotline at national headquarters as soon as possible. B. Hazing Policy 1. Sigma Kappa Sorority considers hazing to be a 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 without additions, deletions or alterations. 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. This includes the harassment, intimidation, degrading or lack of respect from one member(s) to other member(s) and may include verbal, written, implied, physical or through email, text and/o any type of social media. The following list includes 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 20 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 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 NPC Unanimous Agreement. For further clarification, see NPH XVIII. G. 6. As a general rule, a member or new member who hazes shall be suspended or expelled from the organization following the appropriate procedures. This applies to alumnae as well as collegiate members. 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 collegiate 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 federal laws, 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, listing all attending Sigma Kappa collegiate members, advisory board representatives and other invited guests. Anyone visibly intoxicated should not be admitted 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. f. Co-sponsored social function attendees are limited to members and new members of both sponsoring groups and their dates guests. 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. 21 i. A chapter may not sponsor or co-sponsor a function or event where firearms will be made available for use. j. Social functions that involve traveling to multiple venues, i.e. bar crawls, are prohibited. k. Chapters may not purchase or rent inflatable devices for use at social or philanthropic events. 1. Chapters may not host or participate in eating contests. m. Possession, use or sale of illegal drugs or other controlled substances at a Sigma Kappa event is strictly prohibited. 2. Contract Policy a. All contracts must be reviewed prior to signing by the advisory board supervisor or the risk management coordinator. 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 supervisor and/or the risk management coordinator 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 an additional insured provision, 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 chairwoman 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 -Any event where the college/university requires registration. 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 supervisor and/or the risk management coordinator at least three weeks prior to the event to allow adequate time for revisions, if necessary. Any exceptions to this timeframe must be approved by the risk management coordinator. 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 and at least one representative on each vehicle when common carriers are utilized. 4. Events Involving Alcoholic Beverages a. Underage drinking is prohibited. b. Sigma Kappa social events held outside the city in which the college/university is located require the use of common carrier such as buses, taxis, rideshare apps, hotel shuttle, university transportation, etc. Events held in the same city as the college/university may use common carrier or the event driver program. All attendees must utilize the designated transportation plan to and from the event. C. A cash bar shall be utilized for serving alcohol. Use of an outside vendor possessing adequate liquor liability insurance is required. Alcoholic beverages must be sold/served 22 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/theme 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/Panhellen or all- Greek regulations for a co-sponsored event, a controlled BYOB function may be requested by petition and reviewed by the risk management coordinator. 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 (3/4) secret written 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. A copy of the minutes shall be attached to the SFRF. b. A detailed 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 alcohol 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. 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. 3. Members who are 21 or older may only bring one (1) six-pack of 12-ounce beer, wine or malt beverage, which are limited to an ABV (alcohol by volume) of 8%. 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 where alcohol is served 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. 23 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 and no alcohol is being consumed during transportation. 2. Common carrier, such as a taxi, bus, rideshare app and/ or university or hotel transportation, is the preferred method of transportation to and from all Sigma Kappa events, whether the event is a social function, a sisterhood event, or other chapter gathering. 3. If an event driver program is coordinated by the collegiate chapter for a chapter event, all participants must comply with the chapter's event driver guidelines and responsibilities. The model event driver guidelines can be found in the chapter president's annual supplies. 4. Collegiate chapter coordination of transportation to or from a non-Sigma Kappa event is prohibited. 5. Collegiate chapter participation in a designated driver program implemented by the university or other organizations for non-Sigma Kappa events is prohibited. Procedure A signed copy of the Event Driver Guidelines and Responsibilities form must be on file with the chapter's coordinator of the event 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, ge/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 alcohol, firearms, electronic or traditional cigarettes or other smoking devices, explosive devices, marijuana (even if permitted by state law), illegal drugs or illegal use of prescription drugs on Sorority property at any time. 5. Pets of any kind shall not be permitted on Sorority property. Emotional support animals will be considered upon request after provision of appropriate documentation. Further guidance is available at this link. 6. 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. 7. The chapter property to include a house, lodge, suite, apartment or room shall be locked at all times. Propping open doors is strictly prohibited. 8. All chapters with housing shall schedule a disaster/fire drill at the beginning of each term to include practice of the posted evacuation plan. 9. 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. 10. There shall be no access to or occupation of fire escapes or roofs except for their designated purposes. 24 11. 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. 12. Non-members shall be restricted to the public areas of chapter housing. 13. 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 agreement. 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 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 coordinator 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 coordinator after obtaining the signature of the advisory board supervisor. 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 Vice President of Standards and Values. 2. A chapter who handles policy violations that addresses member 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 two-thirds (2/3) affirmative 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 for 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 national council may determine will approve 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 reprimand or letter of probation to the chapter from national council. b. The filing of regular reports of chapter and new members activities with the vice president for collegiate chapters, the director of risk management, the collegiate district director, the collegiate coordinator, risk management coordinator, national headquarters 25 and / or the advisory board supervisor. C. National council probation of level one, two or three 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. A thorough analysis of the chapter's risk management education program by a committee of not less than five (5) chapter members appointed by the executive council, with the approval of the advisory board and risk management coordinator, meeting every two weeks and no less than four (4) times. A report of the committee's findings with recommendations for improving the program and bringing it into compliance with national expectations is due to the risk management coordinator, collegiate district director, national vice president for collegiate chapters, and legal counsel no later than two weeks after the delivery of the letter. The findings of these reports and its recommendations are to be presented in informal chapter meetings and noted in the chapter minutes. j. Any other action which may be deemed necessary. 26 VIII. INTERNET AND RELATED TECHNOLOGY POLICY A. This policy applies to the Sigma Kappa Internet, which is defined as any website which references Sigma Kappa or uses Sigma Kappa marks, where members identify themselves as Sigma Kappa members, and any emails, social media sites, applications or instant messaging services referencing membership in Sigma Kappa, any collegiate or alumnae chapter websites, and the public and private sides of the sigmakappa.org website. B. Trademarks 1. Sigma Kappa Sorority is the rightful owner of the name "Sigma Kappa," the Greek letters , the coat-of-arms, the graphical heart logo, the badge and other insignia of the organization. 2. The Sorority retains control over the nature, quality of goods and services rendered under any of the above. Use of trademarks requires approval under the Sigma Kappa Licensing Policy, Section XX of this handbook. 3. 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 be used for any purpose which is illegal, immoral, unethical, dishonest or 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 individual/university / college financial gain or to promote an individual/university/collegefinancial program or activity that has not been approved by national council. 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 Kappa Sorority (including references to drugs, alcohol or other illegal behavior, or references to ritual). 2. Posting pictures or other content on general Internet websites can constitute impermissible use and therefore discretion should be used in posting to such sites. Pictures or content that are found on general websites 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. Social Media 1. Each Sigma Kappa member is encouraged to join the Sigma Kappa official Facebook page and become a follower of @sigmakappa on www.twitter.com as well as any other social media sites on which Sigma Kappa may have an official presence. Chapters also have Facebook pages through the Omega One system and members should participate on those 27 pages. While participation in these communities falls within the above-stated guidelines, special attention must be given to the image portrayed. 2. If the page allows its members to make wall postings or add photos/videos, then two to three active administrators are required. Administrators should keep the page in compliance with the following: a. The page may not be dedicated to or allow posts that demean any group, including but not limited to other Greek organizations, minorities, ethnicities, cultural segments, religions, men or women. b. There may not be any postings or references to alcohol/drugs/illegal substances. This includes those in party photos, t-shirts, event names and/or beverage containers. C. All posts must be free of profanity and should be appropriate for public consideration. d. The created content of the page, as well as member/fan posts, may not include endorsements for products or product advertisements (unless approved by Sigma Kappa national headquarters). e. No one may post personal member information without her written consent, information that can jeopardize the safety of any chapter members, private chapter or Sorority business, or information on Sigma Kappa rituals or ceremonies, including photographs of equipment. f. The page should not include copyrighted material from other sources or trademarks owned by third parties unless authorization has been obtained. g. The page may not be used for any of the impermissible uses of the Sigma Kappa Internet described in Section VIII.C. 3. Use of Sigma Kappa insignia must follow the rules as outlined in the Visual Standards Manual in Live Sigma Kappa. 4. Any Sigma Kappa page that is not administered by the staff at national headquarters MUST include the following text: a. "This is not an official site of Sigma Kappa Sorority. Official sites include www.facebook.com/sigmakappa." 5. The owners of all Sigma Kappa related Facebook applications, groups and pages will be held responsible if they are not in compliance with these outlined expectations. Procedures: Chapter websites and social media sites must: 1. Comply with all applicable federal, state, and local laws, university policies, Panhellenic rules, Sigma Kappa Sorority National Policy and these requirements. 2. Follow current Sigma Kappa Sorority policies and procedures, Sorority style guidelines (see the Sigma Kappa Style Sheet), all campus Panhellenic rules and university policies, including those pertaining to membership recruitment. 3. Be registered with national headquarters and include name, date of last update, email address, and/or other contact information for the Web master on the homepage of the website. Contact information must be kept current and readily accessible. 4. Provide a link to the official Sigma Kappa Sorority website (www.sigmakappa.org). 5. Portray the image of the chapter, Sigma Kappa Sorority and the organization's environment (university, college, city, state) 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. 6. 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 new members" rather than "rushees;" "national headquarters" rather than "nationals." 7. Not refer to and/o publish ritual materials or other confidential information. 8. Not be used for personal, commercial, political or religious purposes, including product 28 endorsements or other advertisements, or link to any licensed or non-licensed vendor of Sigma Kappa Sorority. 9. Adhere to Graphic Standards to ensure consistency with the national organization. 10. Limit the posting of personal information in consideration of the personal safety and privacy concerns of members. In general, personal information should be kept in a password protected area. A password protected area is permissible on a collegiate/alumnae chapter website. The chapter's president is responsible for providing a user name and password to the chapter's assigned public relations coordinator to monitor the password protected area. 11. Not post any confidential Sorority chapter ritual/business. 12. Not post any Sigma Kappa publications, official correspondence, or sections of the Sigma Kappa Triangle without express written permission from the director of communication at national headquarters. 13. 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. 14. Convey only correct and current information about the national organization and the chapter. 15. Include a disclaimer on the website 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 websites. 16. Not link to any other collegiate chapter, alumnae chapter, or individual member website other than the chapter's sister collegiate/alumnae chapter 17. Comply with these requirements in order to use the Sorority's marks on a website. Such permission may be revoked under trademark or copyright laws. Monitoring Procedure: 1. Chapter websites and social media sites will be monitored by the appropriate public relations coordinator (collegiate or alumnae) on a regular basis. 2. Each alumnae chapter is responsible for contacting the public relations coordinator with the website URL, webmaster name, and webmaster email address upon the website's completion. Collegiate chapters should utilize the GIN website. 3. The public relations coordinator will review the website for compliance with the most current website guidelines. 4. If the website is in compliance with the guidelines, the public relations coordinator will notify the digital media and marketing specialist that the chapter website can be linked from the online directory. Collegiate chapter websites through GIN are automatically linked but will be reviewed periodically. 5. If the website is not in compliance with the guidelines, the public relations coordinator will immediately contact the chapter to discuss how the chapter can fix the problem (i.e. remove offending language or pictures, change colors to follow graphic standards, etc.). 6. The public relations coordinator will monitor the chapter website at least quarterly for continued compliance with the guidelines. Should the public relations coordinator (collegiate or alumnae) find the website is not in compliance with the guidelines, she should immediately contact the digital media and marketing specialist at national headquarters to have the link removed from the national website. The chapter's president is responsible for providing a user name and password to their assigned public relations coordinator to monitor any password protected area. 29 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, may not be used for individual/university/college financial gain or to promote any 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/ facilities committee solicitation of the chapter's alumnae for chapter projects. C. Request for Information, Surveys, Standards Documents, Relationship Statements, University Leases 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. All items, including standards documents, requests for information, evaluations, recognition agreements, membership selection process, surveys, university leases or other similar or related items, presented to a chapter for consideration on a college or university campus, should be submitted to the executive director and national president of Sigma Kappa Sorority for review prior to submission or signature. D. Media Requests Chapter officers and members are not authorized to speak on behalf of the national organization of Sigma Kappa Sorority. Any media requests presented to a chapter member or officer should be submitted to the national president of Sigma Kappa Sorority prior to response. Only the chapter president should provide a response once directed to do SO by the national president. E. Every collegiate chapter shall maintain the minimum standards as outlined in the Sigma Kappa's Standards of Excellence. F. Every collegiate chapter shall follow the procedure outlined in the Sigma Kappa Visual Standards Manual. 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 supervisor and the risk management coordinator. 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 30 national council. K. Corporation Board 1. Chapters must have and maintain an operating corporation board if property ownership, management or employment is necessitated. 2. When a chapter is required to have a corporation board, the initial personnel shall be selected and organized by the housing coordinator assigned to the chapter. 3. If a chapter does not have a corporation board, any university housing agreement must be signed by the Sorority executive director. L. Facilities Committee 1. Chapters with university-owned facilities must engage a facilities committee for the management of leases and projects. 2. When a chapter is in need of a facilities committee, the initial personnel shall be selected and organized by the housing coordinator assigned to the chapter. M. 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. N. 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 which can be found in the National Collegiate Fees and Late Fee Notice in the Learning Center. Any exception from the national minimum must be petitioned to the collegiate district director with approval of the advisory board, housing coordinator and corporation board (if applicable). Approved petitions will remain in effect for a two (2) year period. 2. Expenditures for enhancements to the Sigma Kappa experience and all projects in living areas, dining rooms, dormitory areas; or for the purchase of equipment of any kind (including ritual and storage); for construction; or for the cost to finance such expenditures shall be submitted to the housing coordinator. 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 housing coordinator approval, to make the chapter current. 3. Total fees due must be paid within one year of a member's initiation date. 4. Exceptions from the national minimum must be petitioned to the collegiate coordinator and collegiate district director with approval of the advisory board, housing coordinator and corporation board (if applicable). Approved petitions will remain in effect for a two (2) year period. O. At the end of each school year enough funds for chapter needs in the fall should be retained. The chapter should vote on any reallocation of excess funds. Any excess funds remaining may be donated to the Sigma Kappa Foundation, Inc. or may be turned over to the corporation board or placed in the housing and furnishing fees fund when there is no corporation board. P. Chapters may not utilize chapter funds to subsidize individual member dues, either as a scholarship or otherwise. Any exceptions to this policy must be approved by the collegiate district director. Q. 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 R. All collegiate chapters shall participate in the national insurance program. S. All collegiate chapters shall participate in the national headquarters accounting program and follow the fiscal year June 1 to May 31. T. Chapters shall utilize an event waiver for all members participating in campus competitions, including Homecoming, intramurals and other organization philanthropy events. 32 X. COLLEGIATE CHAPTER OFFICERS A. No member may hold an executive council office whose grades are not satisfactory. To be eligible to hold and maintain any executive office, a member shall have a 2.7 overall GPA (based on a 4.0 system), as well as a 2.7 the prior school academic term. To be eligible to hold any other office, a member shall have a 2.5 overall GPA (based on a 4.0 system) as well as a 2.5 the prior academic term. Credit obtained outside the fall and spring semesters, or fall, winter and spring quarters for quarter schools, will be included in the cumulative grade point average, but does not count as "the prior term." Procedure Any exceptions to the chapter officer grade requirement policy (X.A.) require written approval from the advisory board, collegiate coordinator, 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. Officer Requirements 1. Each collegiate chapter shall elect a president, vice president of standards and values, vice president of programming, vice president of new member education, vice president of membership, vice president of alumnae relations, vice president of academic excellence, vice president of philanthropic service, vice president of finance, vice president of communication and operations and Panhellenic delegate. 2. Each collegiate chapter shall have a ritual chairwoman, continuous open bidding (COB) chairwoman sisterhood chairwoman, social chairwoman, public relations chairwoman, diversity equity inclusion and access (DEIA) chairwoman and a Sigma Kappa Triangle correspondent. Chapters with living facilities are required to have a house manager. Each may be elected by the chapter or appointed by the president with the advice of the executive council and advisory board. 3. The chapter president, vice president of standards and values and vice president of finance should be upper class members of the chapter and have been initiated for at least one year. The ritual chairwoman 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 coordinator and collegiate district director. D. No member shall hold an executive council office whose local or national financial obligations 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 coordinator 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 coordinator. If the chapter fails to elect a successor, the advisory board and collegiate coordinator may appoint a replacement to 33 finish the term of office if it is deemed necessary. 34 XI. ADVISORY BOARD A. The advisory board supervisor will be selected and approved by national council. All other advisory board members should be approved by the collegiate coordinator prior to being asked to serve on the board. The collegiate coordinator should work to include diversity in age and experience on the board. B. To be eligible for advisory board membership at her chapter of initiation, an alumna shall have been out of college at least two years. C. Each advisory board member shall be in good standing nationally and shall pay national alumnae dues, either to a local alumnae chapter or directly to the national headquarters. D. All advisory board members are encouraged to be dues paying members of a local Sigma Kappa alumnae 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 coordinator, the collegiate district director, and national council. F. If, in the opinion of the collegiate coordinator, 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 coordinator, 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-established, the advisory board personnel shall be selected and organized by the national council. I. No alumna shall serve on a chapter advisory board while she is serving as collegiate coordinator 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. 35 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 coordinator b. She must pay the amount equivalent to the housing-related fees each term to the house corporation in addition to adjusted local chapter obligations. This amount is to be credited against the housing-related fees due to the house corporation from the chapter. 2. A collegiate 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 housing- related fees for each term to the house corporation. B. Housing Policy for Withdrawn, Suspended, Expelled, and Depledged Members Members who have withdrawn from the chapter or university, 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 agreement. 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 recommendations to the corporation board with respect to the renewal of agreements and the hiring of a house director. 3. Corporation boards may not hire male live-in employees except as required by law. The Sorority and National Housing Corporation have a bona fide occupational qualification (BFOQ) that live-in employees must consistently live and identify as female. Procedure Exemptions from the house director requirement may be petitioned to the collegiate coordinator and collegiate district director with approval of the advisory board and corporation board. Approved petitions will remain in effect for a three (3) year period. 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 is suspended or expelled by the chapter or university or who is subject to Section VII.E.13 of this handbook 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 and Facilities Committee Policies 1. Personnel a. All corporation board and facilities committee members shall be in good standing 36 nationally and shall pay national alumnae dues, either to a local alumnae chapter or directly to the national headquarters. Corporation board and facilities committee members are encouraged to be dues paying members of a local Sigma Kappa alumnae 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 housing coordinator 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 and facilities 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 Parent-child or sibling-sibling combinations cannot serve on the corporation board or facilities committee at the same time. f. Corporation board members may not serve on the advisory board of the chapter in which she is a corporation board member. No alumna shall serve on both boards at the same time. g All corporations shall participate in the national insurance program. 2. Management a. All plans and proposals for new construction, additions, or remodeling, or any exterior insignia for a chapter house, lodge, suite or room, shall have the approval of the appropriate housing coordinator. b. All contracts for sale, conditional sales contracts or other forms of conveyance shall be approved by the appropriate housing coordinator. C. All projects involving more than $3,500 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 housing coordinator for approval before any contracts are let or purchases are made. d. 990 (and 990T where applicable) shall be submitted to national headquarters simultaneous with submission to the Internal Revenue Service. e. The Articles of Incorporation, the Bylaws and all amendments thereto for the corporation shall be filed with national headquarters. Each corporation's bylaws should reference Sigma Kappa Bylaw Article V. Section 3.a. 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 V., 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 V., Section 3 b. g. When a sorority-supervised 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. h. When a participant corporation board with the National Housing Corporation does not maintain standing within their state; becomes insolvent; commits acts that cause substantial deterioration to property; fails to hold annual meetings and conduct elections of officers properly; and/ or fails to uphold the terms of the participation 37 agreement with the NHC, the corporation will lose its right to utilize the Sorority trademarks and national insurance program. i. Corporations which no longer own land or facilities and/ have leases, contracts or employees should dissolve. j. All corporations must be in compliance with insurance dual control requirements. Procedures for Corporations in Violation of National Policy XII.E.2. (Housing Management) a. When a housing coordinator determines that a corporation board is in violation of national policy as stated in Section XII.E.2., 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 housing coordinator 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 housing coordinator 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, for sorority-supervised corporation boards, 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 (or if the sorority-supervised 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. 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 housing coordinator should be included. f. Know and adhere to Sigma Kappa's emergency procedure for communication. 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. 38 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 twice annually - 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 participators in the National Housing Corporation. 4. Any local corporation requesting a loan or guarantee must be a participator in the National Housing Corporation. 5. All local corporations for dormant chapters must become a participant corporation board in the National Housing Corporation as a condition to re-establishing the chapter. 39 XIII. ALUMNAE AND ALUMNAE CHAPTERS A. Organizing and establishing of more than one alumnae chapter in a geographical area shall be permitted. B. Alumnae Chapter Membership 1. Alumnae are encouraged to join an organized alumnae chapter in their area and/or a chapter of her choice. 2. Any alumna may join more than one alumnae chapter. 3. Any alumna who lives in an area where there is no organized chapter may contact the national headquarters alumnae staff about starting a new chapter. 4. To serve as an alumnae chapter officer, an alumna must be current on her national alumnae dues and local alumnae chapter dues. 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. 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. Media requests Chapter officers and members are not authorized to speak on behalf of the national organization of Sigma Kappa Sorority. Any media requests presented to a chapter member or officer should be submitted to the national president of Sigma Kappa Sorority prior to response. Only the chapter president should provide a response once directed to do SO by the national president. E. National Insurance 1. All alumnae chapters 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, may not be used for individual/university/college financial gain or to promote any 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 for chapter projects. G. Every alumnae chapter shall follow the procedure outlined in the Sigma Kappa Visual 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. 40 J. National Accounting Program All alumnae chapters shall participate in the national accounting and bill payment program. K. Each alumnae chapter shall assist any collegiate chapter assigned by the alumnae team. 41 XIV. NATIONAL OFFICERS A. No alumna shall serve as an advisory board supervisor or district coordinator during the time her relative/step-relative (sister, daughter, granddaughter, niece) is a collegiate member or new member of a chapter under her supervision without special permission of the collegiate district director and national council. B. All national officers shall pay national alumnae dues, either to a local alumnae chapter or directly to national headquarters. While attendance at local alumnae chapter 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. C. Any national officer making an official visit of a chapter shall submit a report of such a visit within 14 days. D. All national officers are encouraged to make an annual financial contribution and or planned gift to the Sigma Kappa Foundation, Inc. E. Request for Information, Surveys, Standards Documents, Relationship Statements. National officers are not authorized or permitted to sign, or act on behalf of the national organization of Sigma Kappa Sorority and cannot bind the Sorority. 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. F. Media requests Officers and members are not authorized to speak on behalf of the national organization of Sigma Kappa Sorority. Any media requests presented to a member or officer should be submitted to the national president of Sigma Kappa Sorority prior to response. Only the chapter president should provide a response once directed to do SO by the national president. 42 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. Non-Sigma Kappa guests may attend Founders' Day celebrations. 43 XVI. SIGMA KAPPA-SPONSORED CONFERENCES A. Collegiate Chapters 1. Each collegiate chapter is required to have executive council representation at a regional leadership conference (RLC). National council may designate additional representatives to attend each RLC and may designate other conference attendance as appropriate as outlined by the national organization at conferences sponsored by the national organization. 2. All chapter representatives shall be in good financial standing, both locally and nationally, at the time of registration for the RLC any conference sponsored by the national organization. 3. Collegiate chapters shall clear all outstanding business in order to be eligible to receive a discounted rate on any conference fees. an RLC reduced all-inclusive attendance fee. Outstanding business is defined in NPH IX.M. B. Advisory Boards 1. Each collegiate chapter is required to send at least one advisory board representative Sigma Kappa-sponsored conferences when national council designates advisor attendance. to a regional leadership conference (RLC). National council may designate other Sigma Kappa-sponsored conferences for advisors to attend as well. 2. Requirements to receive a discounted rate for advisory board attendance fees at a an advisory board reduced all-inclusive attendance fee for an RLC or other Sigma Kappa-sponsored conference will be established by national council. 3. All advisory board representatives shall be in good financial standing which includes the payment of national alumnae dues, either to a local alumnae chapter or directly to national headquarters, at the time of registration in order to receive a discounted rate on fees reduced all-inclusive attendance fee to a Sigma Kappa-sponsored conference. C. National Officers 1. National council may designate national officer attendance at Sigma Kappa-sponsored conferences, including but not limited to regional leadership conferences and volunteer development conferences. 2. National officers shall be in good financial standing which includes the payment of national alumnae dues, either to a local alumnae chapter or directly to national headquarters, at the time of registration in order to receive a discounted rate on fees an allowance to a regional leadership conference or other to a Sigma Kappa-sponsored conference. 44 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 defined in NPH IX.M. B. Alumnae Chapters 1. Each alumnae chapter is entitled to have one voting delegate for up to each ten (10) members in good standing, based upon paid national alumnae dues, but the total number of delegates cannot exceed three. 2. All voting delegates shall be in good financial standing, both locally and nationally. 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 national alumnae dues to national headquarters annually by specified date. b. Sends donations to national headquarters for Sigma Kappa philanthropies and/or Foundation funds the Sigma Kappa Foundation with Alumnae Chapter Contribution Form annually by specified date. C. Submits Annual Report annually by specified date. d. Celebrates Founders' Day. e. Has four (4) activities or meetings each year. f. 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, which includes the payment of national alumnae dues, either to a local alumnae chapter or directly to national headquarters, at the time of convention registration in order to receive a convention allowance. D. Corporation Boards 1. Each corporation board is entitled to have at least one representative to every national convention as a voting delegate. 2. Requirements to receive a corporation board allowance for convention will be established by national council. 3. All corporation board delegates shall be in good financial standing, which includes the payment of national alumnae dues, either to a local alumnae chapter or directly to national headquarters, at the time of convention registration in order to receive a convention allowance. E. National Delegates 1. Sigma Kappa Bylaw IV. Convention of the Grand Chapter, Section 7.a. lists the following national delegates that help comprise the voting body of the convention: each member of 45 the National Council, assistant editors of the Sigma Kappa Triangle, all national chairwomen, each of the directors, all coordinators and each of the Past National Presidents of the Grand Chapter. 2. National delegates, as listed above, shall be in good financial standing which includes the payment of national alumnae dues, either to a local alumnae chapter or directly to national headquarters, at the time of convention registration in order to receive a convention allowance. 46 XVIII. SELECTED NPC UNANIMOUS AGREEMENTS AND GENERAL GOVERNING POLICIES A. NPC Unanimous Agreement III. The Panhellenic Compact 1. A woman who is or who has ever been an initiated member of an existing NPC sorority shall not be eligible for membership in another NPC sorority. 2. To be eligible to participate in Panhellenic recruitment and pledge an NPC sorority as a collegiate member, a woman shall: a. Not be simultaneously enrolled in high school and attending college. b. Be an undergraduate regularly matriculated according to the definition of matriculation established by that institution. 3. An undergraduate woman may pledge an NPC sorority only during a regular academic term and not during any school recess or summer academic term except during a primary membership recruitment period and the ensuing continuous open bidding (COB) process when held immediately before an academic term. 4. Each College Panhellenic Council shall establish a Bid Day to conclude the primary membership recruitment period. A Bid Day is the scheduled time when invitations to membership are issued. 5. If through the primary membership recruitment process, a potential new member receives a bid and declines it, then she is ineligible to be pledged to another NPC sorority on the same campus until the beginning of the next year's primary membership recruitment period. 6. At a later date but before the next primary membership recruitment period, if the potential new member who declined her bid expresses interest in being pledged to the chapter with which she originally matched, she may do SO only if the chapter extends another bid and has quota or total spaces to fill. 7. If a potential new member does not receive a bid at the end of the primary membership recruitment period, she is eligible immediately to participate in COB. 8. If through the primary membership recruitment process a potential new member accepts a bid and then has her pledge broken by an NPC sorority or breaks her pledge, then she is ineligible to be pledged to another NPC sorority on the same campus until the beginning of the next year's primary membership recruitment period. 9. A COB acceptance is a binding agreement. If a potential new member accepts a bid, then signs a COB acceptance or goes through the member organization's official pledging ceremony and has her pledge broken by an NPC sorority or breaks her pledge, then she is ineligible to be pledged to another NPC sorority on that campus until the beginning of the next primary membership recruitment period. 10. A woman who has accepted a bid either through primary or COB membership recruitment and who has had her pledge broken by an NPC sorority or has broken her pledge, may be repledged by the same NPC sorority chapter on the campus at any time before the beginning of the next year's primary membership recruitment period, even if the chapter is over total. 11. When a woman who has been pledged but not yet initiated transfers to another campus, her pledge is broken, and she is eligible to pledge an NPC sorority on that campus at the earliest opportunity. 12. Women who have been pledged but not yet initiated into a chapter whose charter has been rescinded or relinquished or of a new chapter that has been dissolved shall be eligible to pledge another NPC sorority immediately following the official release by the NPC sorority. B. NPC Unanimous Agreement IV. Standards of Ethical Conduct 47 1. National Panhellenic Conference (NPC) sororities shall impress upon their undergraduate and alumnae members that they shall respect and obey the letter and the spirit of all NPC Unanimous Agreements. 2. In case of Panhellenic difficulties, all chapters involved shall do their utmost to restore harmony and to prevent publicity, both in the college and the community. 3. NPC denounces the arbitrary priority rating of women's sororities. 4. NPC denounces the ranking or categorization of chapters determined by administrative personnel, according to a chapter's compliance with university standards or guidelines. 5. NPC sorority members shall not suggest to any potential new member that she refuse a bid from one organization in order to wait for a bid from another organization or suggest that a potential member list only one choice on her membership recruitment acceptance binding agreement (MRABA). 6. It is in accord with the dignity and good manners of sorority women to: a. Avoid disparaging remarks about any sorority or college woman. b. Create friendly relations between sorority and non-sorority women. C. Avoid negative publicity on Panhellenic matters. 7. NPC discourages the use of Greek-letter sorority names and insignia in inappropriate or distasteful commercial advertising. 8. NPC has no affiliation or connection with any high school sorority. 9. NPC supports all efforts to eliminate hazing. C. NPC Unanimous Agreement V. Agreement on Extension 1. NPC believes that it is unethical for an NPC sorority to contact an institution and/or its students concerning the establishment of a chapter where the institution fails to meet the NPC requirements for a host institution. The institution must be a senior college or university that is authorized to confer a bachelor's degree and that has received a satisfactory rating by the pertinent recognized regional association of colleges and secondary schools or other recognized agency and/or entity that confers accreditation in the relevant jurisdiction. 2. The proper authority shall be defined as follows: a. Where there are two or more NPC sororities present on campus, then a vote of those NPC sororities as evidenced in written minutes of the College Panhellenic Council (if organized) shall constitute the proper authority. If there is no College Panhellenic Council, then a separate vote of the NPC chapters present on campus shall constitute the proper authority. b. On campuses where there is one or no NPC sorority and where the administration is willing to recognize women's sororities, a letter from a senior-level student affairs administrator shall constitute the proper authority. C. The NPC Extension Committee is the proper authority on campuses where there is one or no NPC sorority and the college administration does not grant recognition to women's sororities but does not discipline students for joining. 3. Contact regarding extension by NPC sororities, volunteers, staff, collegiate and alumnae members shall include the following: a. NPC sororities may contact the administration of any college or university that meets the criteria listed in Unanimous Agreement V, No. 1 and serves as the proper authority. b. When a campus has two or more NPC sororities and is open for extension, NPC sororities can communicate with a student(s), an interest group or a local sorority only with prior permission of the proper authority. C. NPC sororities that are contacted by student(s), local sororities or interest groups from campuses with two or more NPC sororities must refer the student(s), local sorority or interest group to the proper authority. 48 d. NPC sororities should not be in contact with students of any college or university concerning membership where the administration disciplines students for joining women's sororities. e. When a local sorority or interest group is in discussions with an NPC sorority regarding affiliation after approval by the proper authority, no other group shall be in communication with that local sorority or interest group. 4. Any new chapter of an NPC sorority shall become a provisional member of the College Panhellenic Association and shall conform to the association's established rules, regulations and policies. 5. When an NPC sorority has installed a chapter, that chapter shall become a regular member of the College Panhellenic Association. D. NPC Unanimous Agreement VI. College Panhellenic Association Agreement 2. Establishment and Regulation of Membership Recruitment a. Each College Panhellenic Council shall establish rules governing membership recruitment activities. b. Each NPC sorority chapter has the right to use continuous open bidding (COB) to reach quota or its total allowable chapter size during the regular school year as defined by the school calendar. To accommodate a chapter establishment or to allow a chapter to build its membership, the College Panhellenic Council may vote to suspend COB for a period not to exceed three weeks. C. Each College Panhellenic Association shall prohibit the use of alcoholic beverages in membership recruitment and Bid Day activities. d. Each College Panhellenic Association shall prohibit the participation of men in membership recruitment and Bid Day activities. e. All members, including alumnae and new members, shall be bound by College Panhellenic Association rules governing membership recruitment. f. Regardless of recruitment style, a potential new member shall sign a binding membership agreement. 3. Preferential Bidding When a preferential bidding system is used, the College Panhellenic Association shall observe the following: a. When a woman receives a bid under the preferential system, her signing the membership acceptance is binding to the extent that she shall be considered ineligible until the next primary recruitment to accept a bid from any other NPC sorority on the same campus. However, she may be repledged by the same NPC sorority chapter at any time prior to the next primary recruitment. b. The person in charge of preferential bidding shall be required to safeguard all records and keep them for one year from the date of signing. 4. Continuous Open Bidding (COB) a. During COB, the proof of a woman's membership acceptance shall be a dated COB acceptance signed by the woman and witnessed by a member of the NPC sorority chapter. b. The person in charge of record keeping shall be required to safeguard all COB records and keep them for one year from the date of signing. E. NPC Unanimous Agreement VIII. Agreement on Questionnaires Questionnaires, oral and written, shall not be answered until they have been reviewed by the NPC office staff and research subject matter experts. The necessary information will then be released to the member organizations to provide a coordinated response that protects individual and group freedom of association and the right to privacy. 49 F. NPC Unanimous Agreement IX. NPC Declaration of Freedom Knowledge is essential to preserving the freedoms provided in the first 10 amendments of the U.S. Constitution, known as the Bill of Rights, and as provided by the Canadian Charter of Rights and Freedoms (Part 1, Constitution Act, 1982), known as the Guarantee of Rights and Freedoms. Citizens of both the United States and Canada are guaranteed the rights of peaceful assembly and freedom of association. NPC is dedicated to preserving the freedom of citizens to choose their associates. We, the members of the National Panhellenic Conference, agree that we have a responsibility to contribute to accurate and thorough knowledge of the freedoms guaranteed by the U.S. Constitution and the Canadian Charter of Rights and Freedoms, and of any forces, organizations and ideologies that are potentially destructive to these freedoms. G. NPC Unanimous Agreement X. Protecting the Right of NPC Members to Remain Women- Only Organizations NPC member groups exist as women-only private social organizations. We believe that the right to enforce such membership restrictions is rooted in the freedom of association protected by the First Amendment of the U.S. Constitution. The U.S. Congress has recognized that right by providing in Title IX of the Education Amendments of 1972 that the membership practices of social fraternities and sororities are excepted from the prohibition contained in Title IX against discrimination on the basis of sex in participation in educational programs or related activities (20 USC 1681) and in exempting "bona fide private membership clubs" from the general prohibition against sex discrimination in employment practice (26 USC 501(c)). To further protect the right to maintain our membership policies, NPC reaffirms its long held beliefs and policies in the form of a Unanimous Agreement. 1. The women's sororities of the National Panhellenic Conference have the right to confine their membership to women and shall defend their right to exist as single-sex organizations. 2. Auxiliaries. Each College Panhellenic shall denounce the participation of undergraduate Panhellenic women in auxiliary groups to men's fraternities. 3. Men's Recruitment. Each College Panhellenic shall denounce the participation of Panhellenic women in men's fraternity events when or where the primary purpose is recruitment. H. 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 50 facilities. I. 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. J. College Panhellenic Constitutions and Bylaws Any changes in college Panhellenic Constitutions and Bylaws must be submitted to and approved by the director of Panhellenic management before the college Panhellenic delegate may vote on any change. K. The following was adopted by NPC in April, 2013. NPC member groups agree to advise their collegiate chapters to plan or participate in events with men's fraternities only when those men's fraternities are not suspended for reasons of organizational misconduct and are: 1.) chapters or new chapters recognized and in good standing with both their national organization and the college/university; or 2.) chapters or new chapters recognized and in good standing with their national organization, but have been denied recognition or have had recognition rescinded by the college/university for reasons other than organizational conduct; or 3.) chapters or new chapters recognized and in good standing with their national organization, but where the entire Interfraternity Council community lacks recognition from the college/university; or 4.) local fraternities recognized and in good standing with the college/university. 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. 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 coordinator. 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 51 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 current and former 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. 2. The Order of the Triangle Pin may be worn by an initiated member leaving her collegiate chapter in good financial standing and may be purchased from national headquarters. 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. 5. Seventy-five-Year Pin - Any Sigma Kappa who has been initiated for seventy-five years or more is eligible for a seventy-five-year pin and certificate. 52 XX. LICENSING A. As specified in the 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 but not limited to 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, 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 director at national headquarters or her designee. The executive director 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 director may delegate the responsibility for approval of material (including t-shirts, favors, banners, etc.) as follows: 1. The recruitment supervisor for recruitment items, the risk management coordinator for all social function favors and apparel, and the advisory board supervisor for all other items for collegiate chapters and advisory boards. 2. The alumnae district directors for alumnae chapters. 53 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. 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, email 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 email 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 letters 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 website, or other Sigma Kappa publications 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 email address of national officers will be shared: a. On the private side of the website since it will only be accessible to members in good standing; and b. In the Sigma Kappa Triangle. 7. The name, title, address and email address of the presidents of the alumnae chapters and collegiate chapters will be shared: a. On the website (except the address will only be shared on the private side of the website); and b. In the Sigma Kappa Triangle 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. 54 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. Website - Name and title 2. Triangle and private side of website - Name, title, address, email 3. Information requests coming to the website 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. Website-Name, title, email 2. Triangle and private side of website - Name, title, address, email 3. Alumnae chapter websites are created and maintained by the alumnae chapter. Alumnae chapters that provide a link to the national website shall comply with Sorority website Guidelines. 4. Requests for information that come into NHQ via email, 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. Website- Name, title, email 2. Triangle and private side of website - Name, title, address, email 3. Collegiate chapter websites are created and maintained by the collegiate chapter. Collegiate chapters that provide a link to the national website shall comply with Sorority website Guidelines. 4. Requests for information that come into NHQ via email, 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. d. Members At Large: 1. The executive assistant reserves the right to approve mailings 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, email, 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 email 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 website, the members name, address, and email 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. 55 56 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/ social security number, it must be stored in a secure file (either physical or electronic) and must 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. 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 Alumna initiate application 1 year NHQ 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 Alumnae national dues 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 Responsibility Forms 5 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 Membership Selection Committee 57 Confidentiality Agreements 1 year collegiate chapter New Member/Pledge Cards during new member period collegiate chapter Petitions for Special Dispensation Suspension 1-4 years* NHQ Financial suspension 1-4 years* NHQ Expulsion permanently NHQ Leave of absence 1-4 years* ABS/CC Parietal hours 1 year CC Voluntary withdrawal permanently NHQ Recruitment Introduction Form 1 year collegiate chapter Risk Management Policy signatory pages 4 years NHQ Social Function Review Forms 6 years RMC Standards Council Documentation 1-4 years* CC Technology Confidentiality Agreement 1 year collegiate chapter 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 Officer reports 2 years National officers 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 Leadership Consultant Reports 2 years National officers National Officer reports 2 years National officers New chapter/re-established chapter permanently NVP Extension correspondence and information 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 7 years NHQ or corporation Financial Records Accounts payable ledgers 7 years NHQ Accounts receivable ledgers 7 years NHQ Account reconciliation 7 years NHQ Audit reports permanently NHQ Bank reconciliation 7 years NHQ Cash books - daily income records permanently NHQ Chart of accounts permanently NHQ Canceled checks 7 years NHQ Expense vouchers 7 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 58 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 Corporate documents permanently NHQ (bylaws, annual reports, etc.) National officer intellectual property agreements permanently NHQ Insurance policies 10 years NHQ Insurance records (reports, claims, etc.) 10 years NHQ Legal documents and filings permanently NHQ Risk Management Reports until litigation ends NHQ Publications Sorority annual report permanently NHQ Award information 4 years NHQ Convention/RLC handouts 6 years NHQ Convention/RLC 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 emails, containing the above referenced items should be retained as outlined above. 59 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. 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. 60 INDEX A Academic Requirements 17 Advisory Board Requirements 38 Alcoholic Beverages 24 Alumnae Chapters 43 Alumnae Initiates 7 Automatic Financial Suspension 12 B Badges & Jewelry 55 Fifty-Year Pin 56 New Member Pins 55 Proper Use of Badges 55 Seventy-five Year Pin 56 The Order of the Triangle Pin 56 Twenty-five Year Pin 56 Big/Little Brother and Little Sister Policy 8 C Candles 26 Chapter House Insignia 42 Code of Conduct 27 Collegiate Chapter Officers 36 Collegiate Chapters 33 Advisory Boards 38 Corporation Boards / Facilities Committees 39 College Panhellenic Constitution 54 and Bylaws Contracts 23 Convention 47 D Death Notices 64 Depledging 16 Document Retention Policy 61 Drugs 26 E Expulsion 13 F Fifty-Year Pin 56 Financial Expulsion 14 Fire/Life Safety 42 Founders' Day 46 Fundraising Collegiate Chapter 34 Alumnae Chapter 43 H Hazing 21 61 Honor Initiates 6 House Occupancy 39 Housing Safety 26 Use of Candles 26 Housing and Corporation Board Policies 39 Chapter House Insignia 42 Corporation Board and Facilities Committees 41 Corporation Violation Procedures 41 Expelled, Withdrawn, and 40 Suspended Members Fire/Life Safety 42 National Housing Corporation 42 National Insurance 35, 38, 40 Housing and Furnishing Fees 34 House Directors 39 I Initiation 5 Initiation Requirements 5 Initiates, Alumnae 6 Initiates, Honor 7 Internet and Related Technology Policy 29 L Leave of Absence 10 Licensing 57 M Member Badges 55 Members, Collegiate 8 Membership Selection Committee 3 Membership Status 8 Big/Little Brother and Little Sister Policy 8 Membership, Social Privileges 8 Membership, Transfer of 9 N National Housing Corporation 42 National Officers 45 NPC Unanimous Agreements 50 O The Order of the Triangle Pin 55 Outstanding Business 34 P Panhellenic Constitution and Bylaws 54 Pins, New Member 55 Pledging 4 Policy Statement on Hazing 21 Professional Programs/Degrees 9 Proper Use of Badges 55 62 R Recruitment 3 Reinstatement 15 Returning Undergraduate Members 10 Risk Management Policies 20 Alcoholic Beverages 24 Contracts 23 Housing Safety 26 Policy Statement on Hazing 21 Risk Incident Procedure 20 Sanctions for Violation of Risk Management Policy 27 Social Events and Functions 22 Social Function Review Form 23 Standards Council 27 Transportation 25 Visitation 26 S Seventy-five Year Pin 56 Sharing of Member Information Policy 58 Sigma Kappa-Sponsored Conferences 47 Social Privilege and Social Membership 8 Special Membership Status 9 Professional Programs/Degrees 9 Family Circumstance 9 Graduate Student Members 9 Leave of Absence 10 Returning Undergraduate Members 10 Special Alumnae Status/Dormant Chapters 11 Standards Council 27 Standards of Excellence 33 Surveys 33 Suspension 12 T Termination/Suspension of Membership 12 Automatic Financial Suspension 12 Depledging 16 Expulsion 13 Financial Expulsion 14 Reinstatement 14 Suspension 12 Voluntary Withdrawal of Membership 15 Transfer of Membership 9 Transportation 25 Twenty-five Year Pin 56 V Visitation 26 Voluntary Withdrawal of Membership 15 63 64