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Constitution of Phi Sigma Theta at
The Ohio State University
1. Name:
The name of the organization is Phi Sigma Theta at The Ohio State University.
2. Purpose, Goals & Association/Affiliation
The purpose of Phi Sigma Theta shall be to recognize and reward academic achievement in college undergraduates and encourage community service, leadership, and continued scholastic excellence amongst its members.
3. Affiliation:
This group is affiliated with Phi Sigma Theta National Honor Society, which will act as its parent organization. Phi Sigma Theta will follow the rules of the parent organization as long as they do not conflict with this constitution.
4. Non-Discrimination Policy:
This group and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status.
5. Membership Qualifications:
A. Requirement for Membership
100% of active membership shall be Ohio State University students. All active members are required to have a minimum grade point average of 3.0. Associate membership may be granted to Ohio State University students, staff and faculty members under special circumstances. These associate members shall not be given the rights and privileges of active members.
B. Length of term for membership.
Full membership is granted on a lifetime basis.
C. Specifications for the removal of members from the group.
Any member may be removed by a 2/3’s vote of the active voting members.
D. Voting rights.
All active members may vote. Associate members are not allowed to vote.
6. Dues/Fees:
A. Membership Dues.
Lifetime membership dues shall be fifty-nine (59) dollars. All members are required to pay membership dues. Only the advisor and founding members shall be exempt from paying membership dues. Full or partial refunds can only be granted upon a 2/3 affirmative vote of the officers.
B. Dissolution of Organization
In the event that the organization ceases to exist as deemed by Phi Sigma Theta National Honor Society, any funds remaining in the organization’s account shall be donated to:
United Way of Central Ohio
360 S. 3rd Street
Columbus, OH 43215
(614) 227-2700
7. Quorum:
A quorum shall be composed of fifty percent plus one of current active voting members.
8. Officer Description:
President.
A. The President, to be elected, must have served for at least one semester with the group. The Executive Committee of the Phi Sigma Theta national office may also appoint the President. The President’s duties shall be to preside over meetings, appoint and oversee organizational functions, and to act as the primary University liaison.
Vice President.
B. The Vice President, to be appointed by the President, shall assist the president with his/her duties; preside over the organization in the president’s absence.
Secretary/Treasurer.
C. The Secretary/Treasurer, to be appointed by the President, shall handle all meeting records, correspondence, and all financial matters regarding Phi Sigma Theta. The Secretary/Treasurer keeps account, deposits the organization’s funds, and makes expenditures in a manner approved by the Office of Student Engagement and Involvement.
Only an Ohio State University student may hold an officer position.
9. Election of Officers:
A. Election Process
The election of officers shall occur at the membership meeting held in March. The order of elections shall begin with the President and proceed in order of succession. The organization may not proceed to the election of the next officer until the current one has been resolved.
The nominated candidates for each office will be given a chance to address the organization to discuss their qualifications and reasons why they should be selected to that office.
The advisor and nominations/elections facilitator will tabulate all votes. The nominations/elections facilitator shall announce the officer with a simple majority (more than 50%) of all votes cast by active student members. If no candidate receives a majority of votes, the top two candidates will enter into a run-off election. In the event of a tie, the nominations/elections facilitator shall cast a vote to break the tie.
B. Installation of Officers
Newly elected officers shall take office immediately following the membership meeting in April and their term will end immediately following the membership meeting the next April. Current officers should assist in the transition and training of the officers-elect, from elections until installation. A change in officer information should be reported to the Office of Student Involvement within 10 school days of installation.
10. Officer Vacancies
A. Removal of Officers
Leadership may be revoked without mutual agreement for non-participation, misconduct, failure to fulfill job duties, or violations of any provisions of the Constitution. The officer will be notified in writing of the possible removal from office at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Any officer may be removed from office upon a 2/3 affirmative vote of active student members.
B. Resignation
Officers no longer wishing to serve on the board must submit their resignation to the highest-ranking officer and advisor at least two (2) weeks in advance. Prior to the officer’s final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
C. Filling Vacant Officer Positions
In the event an officer (besides President) is removed or resigns, the remaining officers, by majority vote, will decide if the position is to be filled. If it is to be filled, the nomination and election process as stated in Article V will take place at the next membership meeting.
If the President is removed or resigns, the Vice President will assume the role of President upon a majority confirmation of the remaining officers. If not confirmed, the position of the President will be filled as per the paragraph above.
The newly elected officer’s term shall end at the annual installation of officers in April. A change in officer information should be reported to the Office of Student Involvement within 10 school days of the election.
11. Advisor:
A. Selection
The advisor shall be selected by a majority vote of the officers. To be eligible to serve as the advisor, the person must be a contracted Ohio State University employee (faculty or A&P), as defined by Human Resources.
B. Role and Authority
The advisor shall serve as a mentor to the organization-- providing guidance to the officers and members in the development and implementation of programs and activities, as well as Ohio State University policy and procedure. Additionally, the advisor will monitor all expenditures of the organization. The advisor has no voting rights.
C. Length of Term
The advisor has no term limit as long as he/she remains a contracted Ohio State University employee.
D. Removal and Replacement of Advisor
The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a majority vote of active student members, the advisor will be removed from his/her duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 15 school days. A change in advisor information should be immediately reported to the Office of Student Involvement.
12. Meetings:
A. Membership Meetings
The membership should meet at least once per month during the fall and spring semesters. Officers and active student members are allowed one vote per motion. The quorum required to conduct business is a majority (more than 50%) of the officers and organization’s active student members.
B. Officer Meetings
The officers should meet at least once per month during the fall and spring semesters. There shall be an officer transition meeting no later than two weeks following election of new officer(s). Officers are allowed one vote per motion. The quorum required to conduct business is a majority (more than 50%) of the officers.
C. Calling Meetings
The President will be in charge of calling meetings and the Secretary will be responsible for notifying all members and/or officers at least 48 hours in advance, by e-mail and/or telephone.
D Meeting Procedure
The President shall use his/her discretion as to the manner and process in which he/she presides over meetings.
13. Rules of Order:
Meetings shall be run according to Robert’s Rule of Order.
14. Amendments:
Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a membership meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the following membership meeting. The amendment shall not take effect until approved by a 2/3 affirmative vote of active student members of the organization, approval of Phi Sigma Theta National Honor Society, and approval of the Office of Student Life.
15. Hazing:
This organization prohibits its members, both individually and collectively from committing any acts of hazing as defined herein: “Hazing” means any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student for purposes including, but not limited to, initiation or admission into or affiliation with any organization operating under the sanction of a postsecondary institution. "Hazing" includes, but is not limited to, pressuring or coercing the student into violating state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity that could adversely affect the physical health or safety of the student, and also includes any activity that would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or other forced activity that could adversely affect the mental health or dignity of the student. Hazing does not include customary athletic events or other similar contests or competitions or any activity or conduct that furthers a legal and legitimate objective. For the purpose of this section, any activity as described above upon which the initiation or admission into or affiliation with this organization is directly or indirectly conditioned shall be presumed to be a ‘forced activity,’ the willingness of an individual to participate in such activity notwithstanding.
Updated 8/28/12
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