THE CONSTITUTION OF THE
EVANS SCHOLARS THETA CHAPTER
The Ohio State University
THE CONSTITUTION OF THE EVANS SCHOLARS THETA CHAPTER
The Ohio State University
As last revised, February 15, 2002
PREAMBLE
We, the Ohio State Evans Scholars, seeking to promote a sound and vital framework to aid in the fulfillment of the ideals of scholarship, leadership, do establish this Constitution to regulate the affairs of the Theta Chapter of the Evans Scholars. The provisions of this Constitution, its Articles and By-Laws, are binding on all Evans Scholars, present and future, of the Theta Chapter.
Article I. Affiliation
Section 1.01 This Chapter shall be affiliated with the Evans Scholars National Committee, and shall be subject to its Constitution and all legislation enacted under its authority.
(a) The representatives to this body shall be the President and one delegate chosen from the newly elected Executive Board by a vote of the active chapter body. Those interested shall explain how they plan to represent the House and may be questioned by the active chapter body. A majority of the votes cast determines the National Committee representative.
Section 1.02 This Chapter shall also be affiliated with the Ohio State University InterFraternity Council, and shall be subject to its Constitution and all legislation enacted under its authority.
(a) The representative to this body shall be either the President or an active in good standing appointed by the President.
(b) The representative shall report to the Chapter on meetings he/she attends, and is responsible for ensuring information pertaining to the Greek system is available to the Chapter membership.
Section 1.03 This Chapter’s members are Evans Scholars selected and funded by the Evans Scholars Foundation (ESF) of the Western Golf Association (WGA) of Golf, Illinois. This Chapter is responsible for and enjoys the use of housing facilities provided by the Evans Scholars Foundation of Ohio, a wholly owned unit of the Evans Scholars Foundation. Chapter members shall be subject to all the rules and regulations of the Evans Scholars Foundation.
Article II. Membership
Section 2.01 The active members of the Theta Chapter, who meet one of the following requirements, shall be recognized as all current Evans Scholars:
(a) Has successfully completed the New Scholar Program at Ohio State University,
(b) Has transferred from another Evans Scholar Chapter House and had completed the New Scholar Program at that school,
(c) Or, has been deemed exempt from completing the New Scholar Program by the Western Golf Association.
Section 2.02 All residents who are not recognized as Active members of this Chapter shall be recognized as probationary members or New Scholars. All responsibilities and obligations incurred by Active members are equally incurred by New Scholars, except where otherwise noted.
Section 2.03 The Active members, probationary members, and New Scholars shall be subject to all rules and regulations of the Western Golf Association, the Ohio State University, and the articles and bylaws of this Constitution.
Section 2.04 Every member living in the House shall be responsible for the payment of the House Bill on or before the date determined by the Treasurer of the Chapter. This includes the $200 house maintenance deposit required by the Western Golf Association, and any other fees or deposits determined to be necessary by the Western Golf Association or the Executive Board. Any special assessment or assessments deemed necessary by the Executive Board of this Chapter must be approved by a two-thirds vote of the total chapter membership.
Section 2.05 Every member is expected to uphold the four pillars of the Evans Scholarship, namely through a contribution of his or her time and effort towards scholarship, leadership, group living, and house maintenance.
Article III. Executive Leadership
Section 3.01 Executive Board Responsibilities
(a) The executive power of the Chapter shall be vested in the seven-member Executive Board consisting of the executive offices listed in Article III, Section 3.02. The Executive Board shall:
(i) be responsible for the Chapter’s compliance with all the policies of the Western Golf Association and University rules and regulations as set down in the Student Handbook.
(ii) have the power to establish House rules and programs for members as deemed necessary by the Board.
(iii) have the authority, in conjunction with the Western Golf Association and The Ohio State University, to discipline any and all members of the Chapter.
Section 3.02 Executive Officers Responsibilities
(a) President: The President shall be the Chief Executive Officer of the Chapter with responsibility for overseeing and promoting the growth and cohesiveness of the chapter. The President also shall:
(i) schedule and preside over all Executive Board and Chapter House meetings.
(ii) represent the Chapter to the WGA, to the Evans Scholars National Committee, to the community, to the Ohio State Interfraternal Council, and to the Ohio State University.
(iii) administer rooming assignments and the order of room picks and the rooming assignments shall be at the discretion of the President.
(iv) work with the Faculty Adviser and the Graduate Resident Adviser to ensure the best possible living environment for every member of the Chapter.
(v) organize committees to assist with various House policies and projects.
(vi) coordinate the completion of the Standards of Excellence reports required by the Ohio State Office of Student Activities and Campus Programs.
(b) New Scholar Educator: The New Scholar Educator shall be responsible for creating and executing the New Scholar Program to initiate the New Scholars into membership in the chapter, for overseeing their proper academic and social development, and for advising the new chapter members during their first year in the program. The New Scholar Educator shall:
(i) insure that the New Scholar Program is in compliance with the rules and policies of the WGA.
(ii) oversee that the New Scholars are fulfilling the four pillars of the scholarship.
(iii) periodically report to the Executive board and the chapter on the progress of the New Scholar program.
(iv) select a committee to assist in planning the program and to assist the New Scholars.
(v) organize and run the New Scholar Weekend for newly appointed New Scholars and their parents in the spring quarter.
(vi) assemble a New Scholar Manual to outline the requirements for activation and to set forth the policies of the chapter.
(vii) organize study tables and to plan other activities to promote class and house unity during the Autumn quarter.
(viii) organize the activation ceremony, to be held at the beginning of Winter quarter, for all New Scholars who successfully completed the New Scholar Program, as set forth in the New Scholar Manual.
(c) Executive Vice President: The Executive Vice President shall assume the responsibilities of President in the event that the President is absent or temporarily incapacitated. The EVP shall oversee all philanthropy matters and maintain the house safety and security operations. The Executive Vice President shall:
(i) supervise the successful running of the house’s annual philanthropy event (The Stephanie Hummer Memorial Tournament) and the funds that it raises
(ii) plan for the distribution of philanthropy funds
(iii) oversee the house’s involvement in other charity and philanthropy events, both those of other Greek houses and the rest of the community
(iv) ensure the safety and security of the house to include changing the locks for the house and the individual rooms as necessary and providing the proper keys for each member of the house.
(v) plan for security access control through doors and windows.
(vi) manage the house parking lot, including the designation of each space and the regulation of all problems regarding the parking lot.
(vii) assist the Administrative Vice Presidents in the overall maintenance of the house.
(d) Administrative Vice Presidents (2): The Administrative Vice Presidents shall be responsible for the overall maintenance and integrity of the scholarship house. The AVPs shall:
(i) assign, explain, and check all house jobs.
(ii) conduct regular work sessions, assigning tasks necessary to maintain the house beyond regular house jobs.
(iii) have sufficient cleaning supplies available so that house jobs can be completed.
(iv) call plumbers, electricians and other service vendors for repairs.
(v) have the heating or air conditioning switched over in the spring and in the fall.
(vi) provide for trash and waste removal.
(vii) provide for all furniture needs including beds, desks, chairs, and mattresses.
(viii) serve as the call persons for the fire system and provide an evacuation plan and have fire drills.
(ix) work with WGA and the Faculty Advisor on facilities improvements projects.
(x) devise a member move in and move out plan for a smooth transition.
(e) Treasurer: The Treasurer shall be responsible for overseeing the proper collection, use and documentation of all Chapter funds. The Treasurer shall:
(i) create and enforce an accurate annual budget of Chapter funds.
(ii) collect house dues, fees and fines and levy fines for late payments.
(iii) have the financial authority to authorize all house expenditures, by means of writing checks or supplying cash.
(iv) pay all expenses incurred by the Chapter.
(v) establish and enforce any documentation for any and all funds collected or spent on behalf of the Chapter using receipts, checks and checkbook register, or other means of documentation.
(vi) prepare financial reports for the Western Golf Association.
(vii) work with the Assistant Treasurer to collect and deposit money obtained from the vending and laundry machines.
(f) Secretary: The Secretary shall be responsible for effective communication strategies in the operation of the Chapter. The Secretary shall:
(i) compile and post the minutes from every chapter house meeting in a professional and timely fashion.
(ii) send minutes to the appropriate individuals who have requested those documents.
(iii) maintain and publish the Theta Chapter Constitution and By Laws.
(iv) provide appropriate documentation throughout the house that tells of upcoming events in such a manner that allows for the members to adjust their schedules accordingly.
(v) take attendance at all house meetings as well as other requested events under the direction of the Executive Board and levy fines for missed meetings.
(vi) compile a phone list every quarter and a list of member information (i.e. address, phone number, e-mail account) in order for individuals from the house to contact each other during the summer months.
(vii) ensure that the mail for the chapter is distributed in the common mailbox and that mail received for people other than current Evans Scholars is returned or forwarded.
Article IV. Additional Leadership
Section 4.01 Social Chairman: The Social Chairman shall develop, present and manage a social plan and program for the Chapter each quarter.
(a) The social chairman shall also be elected in the manner prescribed in Article III, Section 5.01 (c).
(b) The social chairman shall organize meetings of the social committee, and in conjunction with the social committee, is responsible for planning Evans Scholar social functions, such as Fall Date Party, Spring Picnic, etc.
(c) The social chairman shall also organize social events within the Greek community and on campus, such as Greek Week and Homecoming, unless a committee has been created for that purpose.
Section 4.02 Assistant Treasurer: The Assistant Treasurer will assist the Treasurer and membership in handling designated Chapter money.
(a) The Vending Committee Chairperson will assume the responsibilities of Assistant Treasurer. The President will appoint a chapter member as Vending Committee Chairperson.
(b) The Assistant Treasurer shall be responsible for all Chapter funds originating from any coin-operated machines, including the laundry machines and vending machines. The Assistant Treasurer shall empty change from the machines and prepare it to be deposited while in the presence of another Executive Board member, usually the Treasurer. Under no circumstances should the Assistant Treasurer have sole control of the vending funds.
Section 4.03 Committees: Any number of committees may be established from time to time to assist the Chapter with programs, projects and activities; their duties may be delineated in the By Laws. Committees are established by the President with membership agreed to by the Executive Board. Committees may be assigned Chapter funds to use in carrying out their duties. Committees are responsible to the President and Executive Board and report to the Chapter membership at each Chapter meeting. To be eligible as a committee chair, you cannot be on probation.
Article V. Elections and Impeachment
Section 5.01 Election Qualifications and Procedures
(a) To be eligible for election to the Executive Board, an Evans Scholar 1) must have achieved active status and must be in good standing with respect to academics and Chapter Evaluations, and 2) must have completed three semesters or four quarters in college, at least one academic year of which must have been complete in the Evans Scholarship program, or must have achieved junior class standing in the university.
(b) Elections are to be held during winter quarter prior to the Western Golf Association Annual Golf Ball.
(c) Candidates for all elective offices may be nominated from the floor by an Active member at the House meeting before the elections. If an emergency election is being held nominations may be held at the same House meeting during which the position will be voted upon. Nominations will be reopened at the time of elections. Nominations shall be received by the incumbent President and shall be considered in the following order: President, New Scholar Educator, Executive Vice President, Administrative Vice Presidents, Treasurer, and Secretary.
(d) Elections shall be administered by the incumbent President in the following manner:
(i) First, all nominations for the office of President shall be brought forth by the membership, accepted or declined by those nominated, and recorded by the Secretary.
(ii) The order in which candidates state their qualifications for the said office and make general remarks regarding their opinions on Chapter affairs as they relate to the prospective office shall be determined first by class rank and then within classes by grade point average, with the candidate holding the lowest class rank and having the lowest grade point average speaking first. While one candidate speaks the other candidates should move to another room where the candidate who is speaking cannot be heard. The Active body shall be allowed to ask unlimited questions of the candidate, but the questions shall be pertinent to the election and the President shall overrule any irrelevant questions.