CONSTITUTION OF

DELTA XI NU MULTICULTURAL SORORITY INC. IOTA CHAPTER, UNIVERSITY OF TEXAS AT SAN ANTONIO

ΔΞΝ

Created: December 5, 2009

Constitution of Delta Xi Nu Multicultural Sorority, Incorporated

ARTICLE I. NAME

The sorority shall be known as the Delta Xi Nu Multicultural Sorority, Incorporated.

ARTICLE II. MISSION STATEMENT AND GOAL

Section 1: Delta Xi Nu Multicultural Sorority is committed to the furtherance of multiculturalism by promoting diversity and cultural awareness in our local communities and throughout the world.

Section 2: The Sorority is established with the goals of promoting diversity and cultural awareness through:

(a) Educational programs, (b) Social activities, and (c) Service activities.

ARTICLE III. PROGRAMMING

Section 1: Programming shall be defined as:

(a) Fundraising Events, (b) Cultural Events, (c) Community Service Events, (d) Educational Workshops, and (e) Social Events.

The Sorority is also founded with the purpose of promoting personal growth and a sense of responsibility to the sorority and to humanity; developing leadership abilities, confidence, strength of perseverance; and building strong bonds of sisterhood among its members.

The University of Texas San Antonio – Iota Chapter

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ARTICLE IV. MEMEBERSHIP

Section 1: Membership shall be granted only to female students enrolled at The University of Texas at San Antonio, who are registered as full time students. The organization agrees to abide by all University policies and local, state, and federal laws.

Section 2: Membership may be granted to undergraduate students.

(a) Undergraduate students must have a cumulative GPA of a 2.5, on a 4.0 scale, in order to be considered for membership.

(b) Incoming freshman may apply for membership after their first semester.

(c) Last semester seniors cannot apply for membership.

Section 3: After offer is given an Educational Process will be required before a potential member(s) will be considered an active member of the sorority.

CRITERIA FOR ACTIVE STATUS

Section 4: Must have a cumulative GPA of 2.50 or above on a 4.0 scale.

(a) Any sister with a cumulative GPA between a 2.50 and a 2.55 will be placed on academic probation, which is defined in Section 7 of Article IV, titled Academic Probation.

(b) Any sister with a cumulative GPA below a 2.50 will be place in Academic inactivity.

Section 5: Must attend mandatory events that are shared and mentioned at the beginning of the semester: i.e. Delta Xi Nu, MGC, and Fraternity and Sorority Life sponsored events. Events may include and will not be limited to: general meeting, service projects, workshops, fundraising projects, social activities, and cultural events.

(a) Sorority must meet attendance requirements put in place by the Multicultural Greek Council and Fraternity and Sorority Life.

Section 6: Must be a full time student, taking 12 hours. If not a full time student the sister will be considered inactive.

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Section 7: Must complete a minimum of 15 community service hours. Five of these hours must be completed during a designated Delta Xi Nu community service event.

MERITS/DEMERITS POLICY

Section 8: Demerits will be implemented if an active member has failed to attend a mandatory event, defined in Section 5 of Article IV. Please look at appendix A for list of demerits.

(a) Demerits will only be implemented if the active member has already given her commitment to the event.

(b) If a member misses a mandatory event, demerits will be implemented.

(c) If a member misses a scheduled meeting, demerits will be implemented.

(d) Regardless of type of excuse, all members must notify both the Standards Officer and respective chair at least 24 hours in advance if they plan on missing a mandatory event. Demerits will be imposed for all members who fail to notify. Certain emergency situations will be excused at the discretion of the Standards Officer.

(e) All mandatory events must be scheduled at least 2 weeks prior to the event and may not be held during dead-days or finals week.

Merits will be implemented when a) Sister go out the their way to help the Delta Xi Nu. b) Merits will also be given to sister that are reach study hour goals c) Come to all or at lest 90% of events d) Merits can take away demerits.

o Example you get 4 demerits and but you have 2 merits. You will only have 2 demerits not 4.

Note: A member may be excused from no more than one meeting per month. However the member may request an excused absence. Only academic and work reasons are excused absences. Requests of an excused absence must be submitted to the Executive Board prior to absence, within ten days. Once the Executive Board has received the submission, they will then approve of the excused absence. The Executive Board has the right to approve of excused absences, through a majority vote of the Executive Board. Standards will touch base with each sister about absence and demerits and merits at every meeting.

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ACADEMIC PROBATION

Section 9: The duration of the probation term is a semester. A member in academic probation will lose all positions held at the time.

(a) Academic probation includes and shall not be limited to:

i. Attending office hours.

ii. Attending tutoring if available for the course.

iii. Members who are on academic probation will have to report to the Standards Officer bi-weekly, with a proof of office hours and tutoring.

iv. Implementing an academic plan for the duration of the probation term.

v. At the end of the probation term, the member must provide a copy of final grades to the standards chair.

vi. Not allowed to vote within her Chapter/Colony.

(b) A member is automatically put on academic inactivity if she fails to adhere the requirements as defined in Section 4 subsection b of Article IV.

JUDICIAL REVIEW

Section 10: Misbehavior

(a) Every sister will have three warnings before they are reported to the National Executive Board for any misbehavior committed that violates the purpose of the mission statement define in Section 1 of Article II.

(b) Warnings are explained below:

i. 1st warning – Verbal warning from the Executive Board. ii. 2nd warning – Written warning from the Executive Board. iii. 3rd warning – Written statement from the Executive Board

to the sister and National Executive Board and forced probation.

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(c) Warnings will restart every semester.

CRITERIA FOR INACTIVE STATUS

Section 11: If a sister would like to go inactive, she must submit a formal letter of inactivation by the second general meeting, unless extenuating circumstances occur. The letter will be reviewed, approved or denied by the National Executive Board. She must also submit an inactivate fee to the Chapter/Colony treasurer.

Section 12: Members that are inactive cannot attend any closed sorority functions, under any circumstances, until their status is changed active.

Section 13: Inactive member:

(c) Will not be allowed to vote within her Chapter/Colony nor the National Sorority.

(d) May participate in any Chapter/Colony open event.

(e) May request permission from the Executive Board to attend/participate in closed events.

Section 14: Closed events include:

(a) Closed socials for the sorority or with other organizations,

(b) Executive or general meetings, and

(c) Membership activities, interested lady events, informationals, educationals, interviews, membership week.

Section 15: Open events include:

(a) Service and philanthropy events,

(b) Fundraisers, and

(c) Programs.

GRADUATION/ALUMNI STATUS

Section 16: Graduation: Any active sister or inactive sister in good standing is permitted to order a stole to wear during commencement.

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Note: Once candidate is elected an executive position, a contract must be signed stating that the candidate will adhere to their detailed responsibilities listed in Article VII titled Officers and Duties. Section 2: Removal of Officer Chapter/Colony officers and other positions may be removed from office due to nonperformance of duty, academic probation, or unsisterly conduct by a majority vote of the active members of that Chapter/Colony. Vacant positions must be filled immediately by a sister in good standing and a majority vote from the chapter.

Section 17: An Alumnae member is any member who is not an active member of the Chapter/ Colony. Active members of the Chapter/Colony will automatically become Alumnae members of the Chapter/Colony when they have ceased their undergraduate studies.

ARTICLE V. OFFICES

Section 1: Elected Officers: The elected officers of the Executive Board shall comprise of the President, Vice President, Secretary, Treasurer, Standards Officer, and Historian.

Section 2: Elected Chairs: The elected chairs of the chapter shall comprise of Alumni Chair, Apparel Chair, Community Service Chair, Events Coordinator, Fundraising Chair, Membership Educator and Co – Membership Educator, MGC Delegate, Public Relations Chair, Recruitment Chair, Social Chair, Stroll Chair, and Web-Master Chair. The Executive Board may appoint additional chairs as needed.

ARTICLE VI. ELECTIONS AND REMOVALS

Section 1: Elections of Executive Board Officers and How an Officer Obtains the Position

(a) All candidates must be currently enrolled at The University of Texas at San Antonio.

(b) All candidates must be full-time students.

(c) All candidates must have a cumulative GPA of 2.5 or above to be eligible to run.

(d) Elections should take place for executive board at the third to last meeting before the semester ends.

(e) All candidates must have a speech under three minutes outlining their interests for the position(s).

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Section 3: Election of Chairs (a) All candidates must be currently enrolled at The University of Texas at

San Antonio.

(b) All candidates must be full-time students.

(c) All candidates must have a cumulative GPA of 2.5 or above to be eligible to run.

(d) The nominations shall take place at the end of every semester if positions need to be changed. (e) Chairs are elected semesterly.

Note: Once candidate is elected a chair position, a contract must be signed stating that the candidate will adhere to their detailed responsibilities listed in Article VIII titled Chairs and Duties.

ARTICLE VII. OFFICERS AND DUTIES

Section 1: President Duties include:

(a) Presiding over regular and executive meetings. (b)Tallying votes in all election matters including officer elections along

with Standards Officer. (c) Meeting with the advisor(s) on a regular basis. (d)Attend all of the Fraternity and Sorority Life President Roundtables. (e) Send reports to Fraternity and Sorority Life for Minimum Standards by

the end of every semester. (f) Give weekly updates on Minimum Standards & Greek Excellence. (g)The president vote is required at all Executive Board meetings and only

as a tie breaker in general meetings. (h) President will keep an annual record of the years activities and

programs. (i) President will update and maintain Rowdylink roster. (j) President oversees all chairs.

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(k) If an Executive Board meeting ends in a tie we will then go to the chapter to present pros and cons and revote as a whole, if at the time there is still a tie the president will break the tie”

(l) President will make the semester calendar.

Section 2: Vice- President Duties include:

(a) Presiding over meetings and assuming the responsibilities of the President in her absence.

(b) Reserving general and executive meeting rooms, and event rooms for the semester.

(c) Plan and Implement workshops for Active Sisters Minimum of 2 a semester (i.e. Minimum Standards, National Constitution, Business/ Professionalism Workshop, Etiquette Workshop, Recruitment Workshop).

(d) Vice President is responsible to conduct all correspondence such as weekly reminders to sisters of chapter events.

Section 3: Secretary Duties include:

(a) Recording the minutes of all general and executive meetings. (b) Sending a copy of the minutes to the National Executive Board, all active

members and alumni. (c) Requesting reports from all sisters to be included in agenda. (d) Preparing the agendas for general meetings, and executive meetings. (e) Distributing the agenda to all active sisters at executive and general

meetings (f) First semester members can run for secretary. (g) Keep record of sisters information (name, address, emergency contact)

Section 4: Treasurer Duties include:

(a) Paying bills. (b) Overseeing account activity. (c) Recording all activity in the budget. (d) Maintaining the annual budget and approving budget allocations not in

the annual budget. (e) Announcing fundraising committee reports and budget updates to the

Executive Board & General Meetings bi-weekly. (f) Applying to the university and/or outside businesses for funding. (g) Turn in all budget forms due to student activities. (h) Maintain access to Cashapp and Venmo. (i) Keeps a record of receipts and expenditures. (j) Receives dues.

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(k) Oversees fundraising committees. (l) The treasure is responsible for submitting the annual chapter budget to

the National Vice President of Financial Affairs.

Note: All purchases must be approved by the Executive Board prior to purchase. All receipts for reimbursement must be given to the treasurer before the end of the month, in which the purchase was made.

The card and checks should only be in the treasurer or president’s possession. When elections take place the old treasurer will update the account and change the names over the new elected officers.

Section 5: Standards Officer Duties include:

(a) Recording merits and demerits in an updated document by sitting down with sisters and letting them know where they are at with merits and demits by showing word document.

(b) Reviewing and enforcing any probation terms. (c) Handling all absence reports whether excused or unexcused. (d) Handling proposals for revision of the constitution and communicating

them to the Executive Board and Delta Xi Nu National Executive Board. (e) Making revisions to the constitution to be voted on by all members. (f) Review all Social Media for inappropriate behavior from any active

sister. (g) First semester members can run for standards. (h) Oversees study hour completion of sisters (which will be determined by

GPA). (i) Oversees sisters school and work schedules. (j) Oversees sisters semesterly grades.

Section 6: Historian Duties include:

(a) Taking photographs at meetings and group functions to upload to google drive.

(b) Keeping an annual record and evaluations of the year’s activities and programs.

(c) Reporting group and member news to NEB to be used in the national newsletter.

(d) Updating and maintaining the board and the workspace for Delta Xi Nu. (e) Update and maintain all Social Media, following a consistent upload

schedule (no less then 3 times a week, not including birthdays. (f) Schedule chapter pictures once a semester.

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ARTICLE VIII. CHAIRS AND DUTIES

Section 1: Alumni Chair responsibilities include:

(a) Liaison between Alumni and active sisters. (b) Responsible for collecting all personal information from Alumni and

maintaining an updated list with their contact information. (c) Maintaining all Alumni up to date with events and changes within the

chapter. (d) Creating a minimum of one Alumni social. (e) Responsible for sending out a monthly newsletter of all the chapters’

accomplishments. (f) Responsible for responding to Alumni’s questions/concerns and updating

the active sisters. (g) Reporting group and member news to NEB to be used in national

newsletter. (h) In the event of an emergency needing to contact alumni (unforeseen

circumstances) the Executive Board will take over

Section 2: Apparel Chair responsibilities include:

(a) Presenting designs for apparel and distributing all group apparel. (b) This position is not required. If no one fills this position, any officer or

chair fulfills the duties. (c) Must order and have t-shirt to distribute to active members prior to the

start of Honey Week. (d) Order chapter shirts once a year

Section 3: Community Service Chair responsibilities include:

(a) Overseeing and coordinating all service and philanthropy activities. (b) Sending Community Service reports to the National Executive Board at

the end of every semester. (c) Must plan a minimum of 5 service events for the semester.

i. Service event during honey week, ii. Service events for all active sisters, and iii. Service event for all active sisters and Interested Ladies with

the assistance of New Membership Educator.

Section 4: Events Coordinator responsibilities include:

(a) Create a calendar of events for the semester at least a month before the start of the semester/year.

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(c) Assign committees. (d) Keep a budget for every event and report to treasurer. (e) Brainstorm and plan new events for the sorority. (f) Must have a minimum of 3 events a semester.

Section 5: Fundraising Chair responsibilities include:

(a) Overseeing and coordination of all fundraising activities. (b) Must plan a minimum of 5 fundraising events every semester. (c) Must reach the minimum fundraising goal indicated in the budget by the

treasurer. (d) Responsible for the participation in both Best Fest and UTSA Fiesta

UTSA.

Section 6: Membership Educator Chair responsibilities include:

(a) Plan and attend interviews for Interested Ladies with the help the President, Vice-President and Co-ME.

(b) Plan and implement educationals that work around Interested Ladies Schedules, as well as active sisters.

(c) Plan and implement Induction and Crossing ceremonies. (d) Inform the active sisters on the Interested Ladies progress every week in

general meetings. (e) Send weekly updates to the National Executive Board right after

educationals to assure being on time. (f) Send off all Collegiate Forms dealing with Interested Ladies before the

given deadline given by NEB. (g) Assure that we are following the membership manual, and abiding by all

the rules given by NEB and the Texas Statue of Hazing. (h) Can not be President or Vice President.

Section 7: Co – Membership Educator Chair responsibilities include:

(a) Presiding over all responsibilities of the Membership Educator in her absence.

(b) Assisting the Membership Educator with all activities involving the Interested Ladies and/or the Membership Process.

(c) See Membership Educator responsibilities in Section 16 of Article VIII. (d) Cannot be President or Vice President.

Section 8: Multicultural Greek Council Delegate responsibilities include:

(a) Attend all of the Multicultural Greek Council Weekly Meetings.

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(b) Report minutes from MGC Assembly to present at the general meeting. (c) Inform the treasurer of presented fines or dues at the general meeting. (d) Inform the president on any forms or deadlines coming up as well as

President Roundtables. (e) Make sure that the chapter participates in the council activities and reach

percentages so that fines will not be given. (f) Vote in the MGC meetings as a direct representative of the chapter.

Section 9: Public Relations Chair responsibilities include:

(a) Advertising all group functions, and communication and advertisement with other organizations for co-programming.

(b) Is responsible to design, create, print and promote posters/fliers/banners for all chapter events.

(c) Is responsible to contact local business for donations for events such as honey week, retreat, and signature events.

(d) Is responsible to maintain a written log of organizations and their contacts.

Section 10: Recruitment Chair responsibilities include:

(a) Plan and implement Honey Week with the ME’s to ensure smooth transition into process.

(b) Present breakdown of recruitment budget to Executive Board 5 weeks before Honey Week will begin.

(c) Present Honey Week plans to the general assembly by the first general meeting of the semester.

(d) In charge of tables at the Involvement Fairs for spring and fall semesters. (e) In charge of tabling during recruitment week. (f) In charge of tabling throughout the semester (minimum 4 times a month).

Section 11: Social Chair responsibilities include:

(a) Overseeing and planning all social events. (b) Is responsible for setting up socials with other student organizations,

minimum of 4 a semester. (c) Is also responsible for planning the Retreat with the help of the Executive

Board at the beginning of each semester. (d) Is responsible for planning the end of the year banquet with the help of

the Executive Board. (e) Is responsible for planning one sisterhood event for all chapter sisters to

attend, this is to strengthen sisterhood and work on team building. (f) In charge of managing group me’s with other organizations.

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Section 12: Stroll Chair responsibilities include:

(a) Plan and implement Stroll practice for all sisters to attend, a minimum of 2 a month.

(b) Organize any participation with any stroll competitions, in accordance to the budget.

(c) Organize a set practice, and agenda to cover all the strolls that will be learned and performed at any time during the semester.

(d) Lead on planning the MGC Showcase performance in the fall and spring. (e) Lead on planning the MGC Switch Day performance in the Fall and

Spring.

Section 13: Web-Master responsibilities include:

(a) Updating the group’s website on a regular basis.

Section 14: Sisterhood responsibilities include: (a) Plans and implements a sisterhood social once a month. (b) Plans and implements a sisterhood week once a semester. (c) Will be in charge of checking in on sisters’ mental health.

ARTICLE IX. MEETINGS

Section 1: General Meetings

(a) General meetings shall be held once a week, while school is in session.

(b) No meetings shall take place during dead week or during final exams.

(c) A two-thirds quorum of all active members must be present at the meeting in order for any voting matters to occur at general meetings.

Section 2: Emergency Meetings

(a) Emergency meetings shall be called by the majority of the Executive Board, with at least a two days notice.

(b) Attendance of the Executive Board is mandatory. Thirty percent of the non-Executive Board members are required to attend.

Section 3: Meeting Agenda

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(a) All sisters shall submit a report to the Secretary at least 36 hours prior to the general meeting.

(b) Secretary shall distribute the agenda to all active members that are in attendance at the meeting.

(c) The Secretary shall upload/send a copy of the general minutes from all General Meetings and Emergency meetings to the Iota Chapter list server no more than two days after the meeting has taken place.

ARTICLE X. FINANCES

Section 1: Dues

(a) Dues are listed in the Dues List form in every active sister’s binder. A certain amount form this dues will be sent to Nationals at the beginning of each semester.

(b) Dues will be issued at the beginning of the semester at the retreat and will be paid off by the members in a timely manner. Failure to do so will result in being reported to NEB.

(c) If a member cannot afford to pay the dues they may work out a payment plan with the treasurer that will notify the Executive Board Members.

(d) The dollar amount of semester dues may only be changed once per academic year on or before the second meeting of the spring semester and require a two thirds vote by all active members. Dues may only be increased by a maximum of ten percent at a time.

Section 2: Annual Budget

(a) The annual budget is calculated and kept by the Treasurer, and the Executive Board must approve it. Any project not accounted for in the semester dues will be voted on during regular meetings and approved by a majority vote. The Treasurer will give all executive members a copy of the budget at the beginning of the semester.

(b) The budget should include all ranges of activities that involve monetary value, budget should be calculated on a excel sheet.

(c) At the beginning of the first general meeting or planning meeting held before the academic semester has started all chairs need to submit a tentative spending budget that they will project on needing for the semester.

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Section 3: Funds

(a) All moneys belonging to the sorority must be deposited and disbursed through a bank account established for the sorority. Executive Board must approve all expenses made by the treasurer.

(b) Only two members may have their name on the Bank account at a time, the President and the Treasurer. When the new executive board is elected, the old president and treasurer, along with the new president and treasurer must take a written letter to the bank in order to implement this change.

(c) In the case that the chapter becomes defunct, all assets will be paid directly to the National Executive Board through check or money order within 24 hours of disbandment.

ARTICLE X1. AMENDMENTS TO THE CONSTITUTION

Section 1: Amendment(s)

(a) This constitution may be amended at any time.

(b) Someone that wishes to make an amendment(s) shall submit a proposal of the new amendment(s) to the Executive Board.

Section 2: Voting on Amendment(s)

(a) Once the proposal of the new amendment is proposed, all active sisters shall vote on the amendment, in an Emergency Meeting.

(b) The Emergency Executive Board Meeting shall be held no more than two weeks from when the new amendment proposal was submitted.

(c) The amendment shall pass through a majority vote.

(d) The Standards Officer shall announce if the new amendment was passed at the next General Meeting.

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ARTICLE XII. ALUMNI ADVISOR Section 1: Voting

(a) All active sisters will vote on an alumni advisor (b) Active sisters will set goals for the alumni advisor

AMENDMENTS MUST ALSO BE REVIEWED BY NEB!

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