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ARTICLE VI: Officers 

 

Section 1: The officers of the Epsilon Iota Chapter are the president, vice president, recording secretary, corresponding secretary, vice president of finance, recruitment adviser, initiate adviser, two historians, parliamentarian, and risk management adviser. These members comprise the Executive Board. Additional officers may be elected at the discretion of the chapter by properly amending the Chapter Bylaws. 

 

Section 2: All officers shall possess at least the minimum requirements of an Active Member and have at least a 3.00 cumulative grade point average.  Candidates for President must have at least two (2) full semesters of Active Membership (not including the semester of induction) and have served on the Executive Board for at least one (1) semester or E-Council for an entire year. All officers will be currently enrolled students who have paid their Student Activity Fee and are in Good Academic Standing as determined by Ohio University. Chapter Officers are required to attend all E-Board and/or E-Council meetings, if unable to attend, excuses must be submitted to the chairperson of said meeting 24 hours in advance; failure to do so may result in probation.  

 

Section 3: Election of Officers: 

 

1. A plurality of the Active Members present at a regular meeting shall be required to elect the officers. 

2. Election of officers shall be held at a regularly scheduled meeting with nominations having been taken from the floor at the previous chapter meeting. If any office fails to garner a nomination of an Active Member, then nominations for that office may be taken at the regularly scheduled meeting in which elections are being held. During elections each member nominated for an office may choose to run for any successive office (“tier down”).  

3. Officers shall be elected no later than the fourth to the last meeting before the end of the spring semester. 

4. The term of office shall be one year, from the end of the spring (semester) to the end of the following spring semester. 

 

Section 4: Officers elected to executive board have until the second week of the academic year to drop their position. Failure to drop a position by the above deadlines will result in probationary actions the following semester. If a vacancy occurs in any executive board position, the position will be filled as soon as possible by nominations from the floor followed by an election at the next regularly scheduled business meeting.  

 

Section 5: The duties of each officer are as follows: 

 

The President shall: 

1. Preside at all meetings of the Chapter; 

2. Have removal power of all non-elected positions in the Chapter subject to approval of the Executive Board; 

3. Be recognized as the official representative of the Chapter; 

4. Serve as the chairperson of the Executive Board 

5. Be responsible for advising the Secretaries on all correspondence, in accordance with the Chapter; 

6. Call special meetings of the Chapter; 

7. Prepare the agenda in consultation with the Executive Board; 

8. Be responsible for informing the Chapter about the national activities of Phi Sigma Pi; 

9. Be a voting member of the Executive Board;

10. Ensure all officers complete the officer transition program. 

11. Ensure that grade reports are collected

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The Vice President shall: 

1. Be responsible for all duties of the President in the President’s absence; 

2. Act as coordinator and serve as an Ex-Officio Member of the Chapter’s Standing Committees, excluding the Executive Board and Initiation Committee. 

3. Accept all official responsibilities and obligations deemed necessary by the President; 

4. Give and receive chair agreement contracts; 

5. Solicit reports from all chapter officers and committees/committee heads; 

6. Be a voting member of the Executive Board. 

 

​The Recording Secretary shall: 

1. Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record; 

2. Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter; 

3. Be responsible for the attendance records of the Chapter; 

4. Maintain for the Chapter the approved fraternity Roll Book requiring the signatures of all Members at the time of the Member’s Induction. All members shall be numbered sequentially in the Chapter Roll; 

5. Preside over the meetings of the chapter in the absence of the president and vice president; 

6. Be a voting member of the Executive Board.

 

The Corresponding Secretary shall:

1. Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated; 

2. Preserve, supply and submit all National and Chapter Forms, the National Constitution, Chapter Bylaws, The Ritual, other documents, records, and supplies; 

3. Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of Ohio University to ensure continued affiliation; 

4. Be a voting Member of the Executive Board. 

 

The Vice President of Finance shall: 

1. Report at the Chapter meetings the financial status of the Chapter Accounts, including, but not limited to, delinquent Dues; 

2. Remit appropriate moneys to the National Office by the specified due date; 

3. Propose, in conjunction with the Finance Committee (Fundraising Committee), the budget for the next fiscal year; 

4. Receive and record all moneys of the Chapter and provide for the money’s security; 

5. Adhere to the budget approved by the Executive Board and the Membership of the Chapter; 

6. Pay all debts and expenses; 

7. Maintain a record of receipts and expenditures, balance the accounts, and relinquish possession of the records to the newly-elected VP of Finance before the last regular meeting of the previous term of office; 

8. Serve as Ex-Officio Member of the Finance Committee (Fundraising Committee) and all other general Chapter purpose monetary generating committees; 

9. Provide explanations to questions posed by the Financial Review Board (Group conducting the Chapter’s Annual Financial Review) for the completion of the Financial Review Board’s report; 

10. Be a voting Member of the Executive Board. 

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The Recruitment Adviser shall: 

1. Be responsible for reviewing and updating the Recruitment Program of the Chapter with the assistance of the Recruitment Committee; 

2. Be responsible for maintaining and upholding the integrity of the Recruitment Program of the Chapter in relation to the National Constitution, the rules of Ohio University, and any rules established by the Chapter with the assistance of the Recruitment Committee; 

3. Be responsible for, with the assistance of the Recruitment Committee, the planning and implementation of the Recruitment Program as approved by the Members of the Chapter; 

4. Report recruitment activities and send a complete and detailed description of the Recruitment Program to the National Headquarters by the specified due dates; 

5. Establish and maintain a strong Big Brother program by working with the Initiate Adviser to pair an Active Member in good standing with an initiate, and then be responsible for, with the assistance of the Recruitment Committee, the strengthening and ongoing health of the Big Brother program throughout the Initiation process. 

6. Serve as the chairperson of the Recruitment Committee; 

7. Be a voting member of the Executive Board. 

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The Initiate Adviser shall: 

1. Be responsible for reviewing and updating the Initiation Program of the Chapter with the assistance of the Initiation Committee; 

2. Be responsible for maintaining and upholding the integrity of the Initiation Program of the Chapter in relation to the National Constitution, the rules of Ohio University, and any rules established by the Chapter with the assistance of the Initiation Committee; 

3. Be responsible for, with the assistance of the Initiation Committee, the planning and implementation of the Initiation Program as approved by the Members of the Chapter prior to the first meet night held by the Chapter; 

4. Report Initiation activities and send a complete and detailed description of the Initiation Program to the National Headquarters by the specified due dates; 

5. Serve as the chairperson of the Initiation Committee; 

6. Be a voting member of the Executive Board; 

7. Ensure the Chapter follows The Ritual ceremonies in a serious and professional manner.

 

The Historians shall: 

1. Keep, collect, and preserve an accurate history of the Chapter; 

2. Be responsible for placing news items concerning the Chapter in local and collegiate publications; 

3. Provide the National Office with historical items of the Chapter at the close of the academic year at the Chapter’s discretion; 

4. Be a voting Member of the Executive Board. ​ 

 

The Parliamentarian shall: 

1. Maintain order at all official chapter meetings and events; 

2. Be responsible for maintaining and upholding Robert’s Rules of Order; 

3. Collect and organize all motions passed in Executive Board and Chapter meetings; 

4. Maintain and update the chapter by-laws; 

5. Be a voting member of the Executive Board; 

6. Be responsible for all Probation matters; 

7. Appoint a “Brother at Large.” ​ 

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The Risk Management Officer shall:

1. The Risk Management Adviser shall update and implement the risk management program, as approved by the Chapter, in compliance with all regulations set forth by Ohio University, the National Constitution, and federal, state, and local laws;

2. The Risk Management Adviser shall assistant the standing committees in developing a risk management plan for all Chapter events and provide a minimum of two programs per academic year to further educate members and initiates on its risk management policy;

3. The risk management chair shall make sure that all events are accessible for people with disabilities;

4. The risk management chair shall serve on the Executive board and executive counsel.

 

The Vice President of Diversity and Inclusion shall: 

1. Be an officer on the executive board and a chairperson on the executive council; 

2. Help event planning chairs and be an ex-officio member of all event planning committees to help add diversity and culture to pre-existing events and work with the calendars of different organizations on campus to promote their events to the brothers; 

3. Plan events that focus on the education and discussion of current events and topics relating to diversity of all kinds; 

4. Work under the recruitment adviser and be an ex-officio member of the recruitment committee to reach out to organizations on campus and make an effort to make sure all different groups of peoples on campus feel welcome to participate in our rush process; 

5. Work with the public relations committee to execute a PR plan that will help our organization promote ourselves to a wider and more diverse audience without targeting certain groups; 

6. Shall not favor certain types of peoples over others or create any sort of numerical diversity recruitment goal or quota; 

7. Be an open-minded and constantly molding position with responsibilities and duties to be under a period of trial and testing for as long as the brothers see fit.

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The Brother-at-large shall:  

1. Serve as a brother to chapter liaison, acting as a voice to absent brothers/ quiet brothers/give announcements for absent chairs; ​

2. Serve as a non-voting member of the executive board; 

3. Be more than comfortable with Robert’s Rules of Order;

4. Have outlined rules for the brothers regarding contact; 

5. Must sit in the front row of chapter.

 

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