UBC PANHELLENIC ASSOCIATION

Bylaws of the University of British Columbia Panhellenic

Association
Revised XXX XXXXX XX, 2015, 2015
ARTICLE I. NAME
The name of this organization shall be the University of British Columbia
(UBC) Panhellenic Association (the Association) composed of the following
Member Groups (installation dates shown in brackets):

Delta Gamma (1928)

Gamma Phi Beta (1928)

Alpha Phi (1929)

Kappa Kappa Gamma (1929)

Alpha Gamma Delta (1930)

Kappa Alpha Theta (1930, reinstalled 2003)

Alpha Delta Pi (1931)

Alpha Omicron Pi (1931, reinstalled 2011)

ARTICLE II. OBJECT
The object of the Association shall be to develop and maintain sorority life and
inter-sorority relations at a high level of accomplishment and in so doing to:
1. Consider the goals and ideals of Member Groups as continually applicable to
campus and personal life.
2. Promote superior scholarship as basic to intellectual achievement.
3. Cooperate with Member Groups and the university administration in concern
for and maintenance of high social and moral standards.
4. Act in accordance with the National Panhellenic Conference (NPC)
Unanimous Agreements and policies.
5. Act in accordance with such rules established by the Panhellenic Council (the
Council) as to not violate the sovereignty, rights and privileges of Member
Groups.
ARTICLE III. MEMBERSHIP
Section 1. Membership classe
There shall be two classes of membership: regular and provisional.
A. Regular membership shall be composed of all chapters of NPC Member
Groups at UBC (Regular Member Groups).
B. The Provisional membership shall be composed of all colonies of NPC
Member Groups at UBC (Provisional Member Groups). A Provisional
Member shall automatically become a Regular Member upon being

installed as a chapter of an NPC Member Group.

(Collectively, the Member Groups).
Section 2. Privileges and responsibilities of membership
A. Duty of compliance. All members, without regard to membership class,
shall comply with all NPC Unanimous Agreements and be subject to the
constitution, bylaws, code of ethics and any additional rules this
Panhellenic Association may adopt unless otherwise prescribed in these
bylaws.
ARTICLE IV. OFFICERS AND DUTIE
Section 1. Officers
1. The Officers shall be comprised of Executive Officers and Directors.
2. The Executive Officers shall be: President, Vice President, Vice President
Recruitment, Vice President Finance, Vice President Public Relations, and
Vice President Programming.
3. The Directors shall be: Events, Operations, Financial Operations,
Recruitment Counselors, Membership, Internal Communications and
Digital Media.
4. The Officers shall serve a one year term, commencing no later than the
last week of the first academic term.
5. The Executive Board may determine the need for Special Officers. Special
Officers shall be designated by election.
6. The Executive Board may appoint Special Committees, at their discretion,
to carry out the work of the Council, who serve during the office term of
the Board that appoints them.
7. All Officers are required to disaffiliat from their Member Groups for the
period of time specified in the Membership Recruitment Rules.
Section 2. Removal and Vacancies
1. Any Officer failing to perform her duties as outlined in the Association
Bylaws (the Bylaws) shall resign and a successor be designated by
election.
2. If any officer is unable to complete her term her successor shall be
designated by election.
Section 3. Duties of officers
ALL OFFICERS shall:

1. Respond to e-mail and voicemail relating to council business within 48

hours and 24 hours, respectively. The only exception to this is when an
Officer has logged an out-of-reach notification on an online calendar
shared by council (i.e. BaseCamp).
2. Submit to the President and her advisor completed goals and timeline
documents, which are congruent with the Strategic Plan and overall
Council goals, by the date specified during Transitions.
3. Submit to the Vice President Finance and her advisor an annual budget
request, which is congruent with the Strategic Plan and overall Council
goals, by the date specified during Transitions.
.
4. Incorporate relevant awards criteria (AFLV, NPC, AMS, etc). into her officer
timeline as specified by the Director of Operations by the date specified
during Transitions.
5. Copy the President, her Advisor and relevant Officers in written
communication pertaining to Council business unless the communication is
facilitated within BaseCamp.
6. Officers with a responsibility for planning programs/projects/events
must complete an event final report and submit it the President and her
Advisor.
7. Assist with all Panhellenic duties during Recruitment including, but not
limited to, planning, preparation nights, day-of activities and postrecruitment review.
8. Promote a positive Panhellenic Recruitment spirit.
9. Participated in Officer Transitions both as an incoming and outgoing Officer.
10. Keep her working files and/or electronic folder up-to-date with a
detailed account of the manner in which she handled each duty
pertaining to her office.
11. Submit reimbursement request forms with appropriate documentation
to Vice President Finance within two weeks of expense incurred and pickup reimbursement from AMS within two weeks of submission.
12. Conduct herself in a positive and professional manner when
representing Panhellenic and UBC Sororities.
13.

Perform any duties that she has agreed to fulfil by the agreed upon date.

14.
15.

Perform all other duties pertaining to her office.

Perform all other duties pertaining to her office.

MEETING ATTENDANCE Section 4: Meeting Attendance

1. Officers will be granted one excused absence for Regular and Officer
Meetings of the Council during their elected term, as well as one illness
absence where the officer will be expected to partake via skype.
2. b) A written appeal for extenuating circumstances for absences beyond
those in Article IVII.,41.1a must be approved by the President and
Panhellenic Advisor.
3. 24-hour notice to the President is required in order to be granted an
excused absence under Article III.1.a.
4. In the case of an excused absence, officer reports are required to be sent
in prior to the meeting to the President.
5. Any officer failing to follow the attendance policy in Article III. 4 shall be
referred to the Vice President, President or Advisory Board for mediation.
6. Further attendance violations will result in dismissal from office and a
successor will be designated by election.
7. Any Officer failing to perform her duties as outlined in Article III shall be
referred to the Vice President, President or Advisory Board for mediation.
The offcer must agree to a probationary period with set performance
terms or resign from office. Failure to comply with the performance terms
during the probationary period will result in dismissal from office and a
successor designated by election.
Any Officer failing to follow the attendance policy in Article III.1 shall be referred
to the Vice President, President or Advisory Board for mediation.
Further attendance violations will result in dismissal from office and a
successor designated by election.
Any Officer failing to perform her duties as outlined in Article
III shall be referred to the Vice President, President or
Advisory Board for mediation. The officer must agree to a
probationary period with set performance terms or resign
from office. Failure to comply with the performance terms
during the probationary period will result in dismissal from
office and a successor designated by election.
The PRESIDENT shall:
1. Have overall responsibility for the operation of the Council.
2. Call and preside at all Regular and Special Meetings of the Association and
its Council.
3. Call and preside over Officer Meetings.
4. Call and preside over Presidents Roundtables for Member Groups at least

two times per year.

5. Call and preside, jointly with the IFC President, at least once per
academic term, to improve relations, communications and to address
common issues facing the Greek Community.
6. Ensure, along with the Vice President Finance, that the Association adheres
to all AMS policies, including financial and legal procedures (i.e. contracts).
7. Serve as member ex-officio of all Council committees with voice but no vote.
8. Report as required to the NPC Area Advisor and to the Panhellenic Advisors.
9. Complete the NPC annual report and submit it to the NPC Area Advisor.
10. Be included in Recruitment Counselor selection with the Vice
President, Director of Recruitment Counselors and an Advisor.
11. Serve as a contact person for the Vancouver Alumnae
Panhellenic Association.
12. Review and approve all finances of the Council with the Vice
President Finance.
13. Review and submit awards packages (AFLV, NPC, AMS, etc) with the
Director of Operations.
14. Obtain from each outgoing Officer a report of her term in office
and recommendations for incoming Officers.
15. Serve as the Panhellenic Representative to AMS, University Student
Groups, and University Services. This involves initiating contact, attending
meetings (2 AMS meetings per semester), serving on AMS and University
Committees and reporting back to Panhellenic.
16. Work with the UBC Greek Liaison on matters of importance for sorority
members and Member Groups.
17. Serve as Extension Chairwoman of the Extension Committee on the
occasion that one is voted into formation.
The VICE PRESIDENT shall:
1. Perform the duties of the President in her absence, inability to serve or at
her request.
2. Serve as Chairwoman of the Judicial and Formal Recruitment
Rules Committees.
3. Manage the administration of all infractions including submitting all
notifications and reports to Member Groups and NPC, scheduling
meetings,
attending meetings as required and ensuring all decisions/penalties
are adhered to.
4. Be included in Recruitment Counsellor selection with the President,
Director of Recruitment Counsellors and an Advisor.
5. Be responsible for maintaining and reviewing the Constitution and Bylaws on
an annual basis.
6. Be responsible for providing each Member Group with an up-to-date copy
of the Constitution and Bylaws and NPC Manual of Information (post on
Basecamp).
7. Train Member Group Delegates on the UBC Panhellenic Constitution and
Bylaws, NPC Policies and Procedures and UBC Panhellenic Formal
Recruitment Rules.
8. Lead the review and development of the Formal Recruitment Rules with
the Vice President Recruitment and the Formal Recruitment Rules

Committee.
The VICE PRESIDENT RECRUITMENT shall:
1. Oversee and coordinate all Council Recruitment activities. This includes
Formal Recruitment and Continuous Open Bidding.
2. Serve as a member of the Formal Recruitment Rules Committee.
3. Plan and execute Formal Recruitment, including but not limited to, dayof scheduling/logistics.
4. Collect and review all Recruitment statistics.
5. Be responsible for providing ICS training to chapter representatives.
6. Be responsible for recruitment communication to all potential new
members (Tours Booklet, retention/information emails, orientation
activities, etc.).
7. Execute Formal Recruitment evaluation, including Potential New
Member, Officer, Pi Gamma and Member Group surveys.
8. In coordination with the Vice President, review and develop the
Formal Recruitment Rules.
9. Act as a liaison to chapters regarding all formal recruitment activities.
10. Work in coordination with the Recruitment Manager.
11. Respond to all recruitment-related inquiries received through UBC
Sororities Facebook page and website (info@ubcsororities.com).
The VICE PRESIDENT FINANCE shall:
1. Be responsible for the general supervision of the finances of the Association.
2. Be responsible for the preparation of the annual budget and following
its approval by the Council, provide a copy to each Member Group (post
on Basecamp).
3. Be responsible for the prompt payment of all bills of the Association (via
AMS) and any AMS loans incurred.
4. Maintain up-to-date financial records and record all financial transactions
in Kashoo (accounting software).
5. Reconcile financial transactions (Kashoo vs. AMS Trial Balance) on a
regular basis (weekly during academic terms and monthly during
breaks).
6. Give a financial report at each Regular Meeting of the Council and an
annual financial report at the close of fiscal year.
7. Provide all Officers with a current financial report (budget, actual, forecast)
at officer transitions, at the end of the second academic term and the
beginning of the first academic term.
8. Collect and manage all payments made by Potential New Members during
Formal Recruitment. (i.e. Set-up Rezgo, reconcile funds receive via
cash/Rezgo to ICS, manage cash floats during Recruitment days)
9. Ensure, along with the President, that the Association adheres to all
AMS policies, including financial and legal procedures (i.e. contracts).
The VICE PRESIDENT PUBLIC RELATIONS shall:
1. Be responsible for coordinating, directing and promoting a favourable
image of the Greek system in the community and on campus.
2. Organize projects to promote and publicize Recruitment and organize
campus and community public relations efforts throughout the year.

3. Organize campus and community public relations efforts throughout the

year
4. Prepare a Formal Recruitment PR Plan to be submitted by the middle of
the second semester.
5. Organize and facilitate the UBC Sororities booths for Formal Recruitment.
6. Train and manage the Promotional Team for promotional events through
the pre-recruitment period in August and September.
7. Prepare a Promotional Team PR plan by the middle of the second semester.
8. Understand all NPC policies and procedures regarding publicity and obtain
appropriate approvals for all online, print or verbal messaging about sorority
life at UBC or in general.
9. Organize focus groups to determine effective PR strategies.
10. Be responsible for maintaining the UBC Sororities brand.
11. Be responsible for maintaining the Panhellenic Website (except the
blog). Regular updates are required for chapter information, recruitment
information, documents, external links, photos, wordpress plug-ins, and
FAQs.
12. Review and update the website design/format periodically, in consultation
with the branding and website agencies, to ensure the website is alignment
with the brand and properly maintained (hosting, security, software updates,
coding, etc.).
13. Organize other publicity items to promote Panhellenic.
14. Be responsible for the official correspondence of the Council unless
specified otherwise.
15. Review all sponsorship opportunities to ensure that the organizations
values align with the values of UBC Sororities.
16. Solicit sponsorship to support UBC Sororities events and promotional
activities.
17. Respond to all inquiries received through UBC Sororities Facebook page
and website (info@ubcsororities.com) that do not pertain to recruitment.
The VICE PRESIDENT PUBLIC RELATIONS shall:
18. Be responsible for coordinating, directing and promoting a favourable
image of the Greek system in the community and on campus.
19. Organize projects to promote and publicize Recruitment and organize
campus and community public relations efforts throughout the year.
20. Organize campus and community public relations efforts throughout the
year
21. Prepare a Formal Recruitment PR Plan to be submitted by the middle
of the second semester.
22. Organize and facilitate the UBC Sororities booths for Formal Recruitment.
23. Train and manage the Promotional Team for promotional events
through the pre-recruitment period in August and September.
24. Prepare a Promotional Team PR plan by the middle of the second
semester.
25. Understand all NPC policies and procedures regarding publicity and
obtain appropriate approvals for all online, print or verbal messaging about
sorority life at UBC or in general.
26. Organize focus groups to determine effective PR strategies.
27. Be responsible for maintaining the UBC Sororities brand.
28. Be responsible for maintaining the Panhellenic Website (except the

blog). Regular updates are required for chapter information, recruitment

information, documents, external links, photos, wordpress plug-ins, and
FAQs.
29. Review and update the website design/format periodically, in consultation
with the branding and website agencies, to ensure the website is alignment
with the brand and properly maintained (hosting, security, software updates,
coding, etc.).
30. Organize other publicity items to promote Panhellenic.
31. Be responsible for the official correspondence of the Council unless
specified otherwise.
Review all sponsorship opportunities to ensure that the organizations
values align with the values of UBC Sororities.
Solicit sponsorship to support UBC Sororities events and promotional
activities.
The VICE PRESIDENT PROGRAMMING shall:
1. Organize the publicity for the Panhellenic Scholarship Campaign
(Online promotion, inclusion in Formal Recruitment PR, online
application form).
2. Be responsible for selection of recipients of the Panhellenic Scholarship with
the President and an Advisor.
3. Encourage scholastic achievement in Panhellenic through workshops,
incentives, NPC Month of the Scholar, NPC Scholarship Challenges,
etc.
4. Coordinate the campus speaker and related events. Research speaker and
speech topics desired by Member Groups. Ensure that speakers are
booked by the middle of the prior academic semester.
5. Call and preside over Roundtables for Member Groups in the areas of
Programming, Scholarship and Philanthropy to assess the programming
needs to the Panhellenic community at least once per semester and
compile a programming report.
6. Be responsible for organizing and coordinating spring programming for
Panhellenic to support valuable UBC programming and promote personal
development and education of Panhellenic women through workshops
on relevant topics (i.e. mental health and sexual assault)
7. Organize the Panhellenic Bid Day celebration including schematic
plan, location, DJ and communication with Member Groups and
Officers.
8. Organize and encourage sisterhood activities within the Panhellenic Council
The DIRECTOR OF EVENTS shall:
1. Organize POP, in conjunction with the Event Manager, including setting
the date, venue booking and catering, presentations/speeches and
decor.
2. Ensure the POP date and venue are finalized by the middle of the
second semester.
3. Organize SOS seniors reception and Awards venue booking.
4. Ensure that all events hosted by Panhellenic are consistent with the
Panhellenic brand and public relations strategy.
5. Organize SOS seniors reception and Awards venue booking.
6. Ensure that all events hosted by Panhellenic are consistent with the

Panhellenic brand and public relations strategy.

The DIRECTOR OF OPERATIONS shall:
1. Create and maintain a task calendar for all Officers
2. Be responsible for tracking Officer tasks and goals.
3. Manage the Panhellenic and Greek Calendar for the year including all Greek
events (Panhellenic, IFC, initiations, founders days, social (formals, semiformals, exchanges), philanthropies, etc.).
4. Maintain communication with each chapter to ensure appropriate
information is received relating to the calendar.
5. Research, delegate and organize award submissions for NPC, AFLV and
other awards.
6.
7.

Coordinate the annual strategic planning review and Officer goal setting.
Organize the annual Disaffiliate Retreat including dates, location,
menu and itinerary.

The DIRECTOR OF FINANCIAL OPERATIONS shall:

1. Assist the Vice President Finance in supervising the finances of the
Association.
2. Receive all payments due to the Association, collect all member group
dues and deposit funds received to the AMS.
3. Maintain up-to-date financial records and record all financial transactions
in Kashoo (accounting software).
4. Issue invoices (via Kashoo) for late payment fines, as required.
5. Be responsible for ordering chapters Tours shirts, invoicing chapters
and receiving payments for shirts.
6. Record all payments made by Potential New Members during
Formal Recruitment in ICS.
7. Ensure, along with the President and Vice President Finance that the
Association adheres to all AMS policies, including financial and legal
procedures (i.e. contracts).
The DIRECTOR OF RECRUITMENT COUNSELLORS shall:
1. Serve as Coordinator of the Recruitment Counsellor program.
2. Create the Recruitment Counsellor application package listing all
mandatory time and date commitments.
3. Organize recruitment and selection of Recruitment Counsellors before
Reading Week in the second semester.
4. Be responsible for Recruitment Counsellor selection with the President,
Vice President and an Advisor.
5. Organize a wrap up event for all disaffiliates following Formal Recruitment.
The DIRECTOR OF MEMBERSHIP shall:
1. Manage registration and review applications for formal recruitment in ICS.
2. Be responsible for the formal recruitment registration tracker and
managing missing PNM application information
3. Execute Mock Recruitment held in the second semester.
4. Execute the Panhellenic Continuous Bidding process in coordination with
the Vice President Recruitment.

5. Be responsible for COB Lists, COB Informational Events as well as

providing support to chapters for COB.
6. Create and manage food plan/orders for Formal Recruitment.
7. Execute formal recruitment projects as assigned in conjunction with the
Vice President Recruitment.
The DIRECTOR OF INTERNAL COMMUNICATIONS shall:
1. Keep an up-to-date roll of the members of the Council and call it at all
Council meetings.
2. Keep full minutes of all meetings of the Association, Council and a record of
all action taken by the Executive Board.
3. Maintain attendance records at Council and Officer meetings.
4. Maintain a complete up-to-date file, which shall include the minutes of
the meetings of the Council and current correspondence.
5. Keep current contact information for Panhellenic and Member Group Officers.
6. Submit Member Group rosters to UBC REC.
7. Submit Council Officer List to the AMS.
8. Collect grades from Member Groups each semester for the NPC
Academic Report.
9. Submit the NPC Academic Report each semester.
10. Coordinate the ordering of the Panhellenic composite.
11. Be responsible for all room bookings with the AMS and Classroom
Services for the Association (also doing business as UBC Sororities), for
meetings, recruitment and special events. This includes researching
appropriate spaces and rental rates and developing contacts with
facilities management.
12. Manage internal bookings of the Panhellenic House Conference Room.
13. Maintain a record of the Panhellenic Award plaques and trophies and
which chapter is in possession of the awards. Coordinate the annual
collection of the plaques/trophies with the Awards Advisor.
The DIRECTOR OF DIGITAL MEDIA shall:
1. Promote UBC Sororities online, using social media (ex. blogs, Facebook,
Twitter, Instagram and Pinterest).
2. Promote the Council and the Association via the web.
3. Understand all NPC policies and procedures regarding publicity and obtain
appropriate approvals for all online, print or verbal messaging about
sorority life at UBC or in general.
4. Construct and distribute email marketing communications to our external
audiences as needed and have them approved by the Public Relations prior
to distribution.
5. Regularly update the Panhellenic website blog.
6. Submit regular press releases to campus media publications when
necessary.
7. Execute regular projects to promote and publicize Panhellenic, which
support the PR Plan, in conjunction with the Vice President Public
Relations. These projects include, but are not limited to, working with
VAPA, aiding in the development of promotional videos, and promoting
any community events.
8. Communicate regularly and efficiently with other Officers to promote
upcoming programs and events efficiently.

9. Develop weekly social media campaigns (i.e. Woman Crush Wednesday)

to promote sorority life.

10. Communicate regularly and efficiently with chapter delegates to gather

information on different chapter events, such as philanthropy events, in
order to effectively promote on social media platforms.
11. Be responsible for sending an e-mail reminder to either the VicePresident Public Relations or the Vice President Recruitment if a message
received through UBC Sororities Facebook page has been unanswered for
48 hours.
The DIRECTOR OF DIGITAL MEDIA shall:
10. Promote UBC Sororities online, using social media (ex. blogs, Facebook,
Twitter, Instagram and Pinterest).
11. Promote the Council and the Association via the web.
12. Understand all NPC policies and procedures regarding publicity and
obtain appropriate approvals for all online, print or verbal messaging about
sorority life at UBC or in general.
13. Construct and distribute email marketing communications to our
external audiences as needed and have them approved by the Public
Relations prior to distribution.
14. Regularly update the Panhellenic website blog.
15. Submit regular press releases to campus media publications when
necessary.
16. Execute regular projects to promote and publicize Panhellenic, which
support the PR Plan, in conjunction with the Vice President Public
Relations. These projects include, but are not limited to, working with
VAPA, aiding in the development of promotional videos, and promoting
any community events.
17. Communicate regularly and efficiently with other Officers to promote
upcoming programs and events efficiently.
18. Develop weekly social media campaigns (i.e. Woman Crush
Wednesday) to promote sorority life.
19.
20. Communicate regularly and efficiently with chapter delegates to
gather information on different chapter events, such as philanthropy
events, in order to effectively promote on social media platforms.
ARTICLE V. MEETINGS
1. The Association shall hold regular meetings at a time and place established
at the beginning of each academic term.
2. A Special Meeting of the Association may be called by the President when

necessary and shall be called by her upon the written request of any
Member Group. Notice of the Special Meeting shall be circulated to
Member Group no later than 24 hours prior to convening the meeting;
however, such notice may be waived, and attendance at such meeting
shall constitute waiver of said notice.
3. The Delegate from each Member Group shall be responsible for notifying
her Member Group of all Regular and Special Meetings of the Association.
ARTICLE VI. THE PANHELLENIC COUNCIL
The administrative body of the Association shall be the Panhellenic Council.
It shall be the duty of the Council to administer all business related to the
overall welfare of the Association and to compile rules governing the
Association, including membership recruitment and pledging, which do not
violate the sovereignty, rights and privileges of Member Groups.
1. 1. MEMBERSHIP. The Council shall be composed of one Delegate from
each Member Group.
2. 2. SELECTION OF DELEGATES. Delegates to the Council shall be selected
by their respective Member Groups to serve for a term of one year.
3. 3. DELEGATE VACANCIES. When a Delegate vacancy occurs, it shall be
the responsibility of the Member Group concerned to select a
replacement within two weeks and to notify the appropriate Panhellenic
officer of her name, telephone number and email address. When a
meeting of the Council occurs while a delegate vacancy exists the
Member Group is responsible for sending a qualified temporary delegate
to represent their Member Group.
5.

4. OFFICERS. The Officers of the Association shall serve as the Officers of

its Council. The Executive Officers of the Association shall serve as the
Executive Board of its Council and shall have such powers and duties as are
prescribed in the Constitution and Bylaws.

6. MEETINGS.
a) Regular Meetings of the Council shall be held weekly during the academic
school term at a time and place established at the beginning of each
academic term. Accommodations shall be made for University breaks

and holidays.
b) Changes to the Regular Meeting time or place must be approved by the
Council one week prior to the meeting.
c) Special Meetings of the Council may be called by the President when
necessary and shall be called by her upon the written request of any
Delegate of the Council.
d) Two-thirds of Member Groups shall constitute a quorum for the
transaction of business.
e) Delegates, Executive Officers and Directors shall attend all Council
meetings.
f) Officer Meetings of the Council shall be held weekly during the academic
school term at a time and place established at the beginning of each
academic term. Accommodations shall be made for University breaks
and holidays.
g)Executive Officers and Directors shall attend all Officer Meetings.
7. VOTING.
a)The voting body of the Association shall be its Council.
b) The voting members of the Council shall be the Delegates of each
Member Group holding Regular membership. If a Delegate is absent, the
vote of her Member Group may be cast by another member of that
Member Group, providing her credentials have been presented in writing
to the President prior to the meeting.
c) Proposed motions on issues that impact a chapter as a whole must be
announced at a previous meeting to allow opportunity for chapter input
before a vote may be taken on the issue.
d) Two-thirds of the voting members of the Council shall be required for all
extension-related votes. All other votes, unless specified, shall require a
majority vote.
e) An abstention will be counted as a negative vote. After consultation with
the Officers, the President will cast a secret ballot to be used in the

event of a tie.
7. VOICE. The Executive Officers, Directors and Advisors to the Council, and
Provisional Members shall have voice but no vote.
ARTICLE VII. THE PANHELLENIC ADVISORY BOARD
1. Panhellenic Advisors (the Advisors) shall be appointed by majority vote of
the Chapter Advisors of each Member Group holding Regular membership (the
Chapter Advisors), upon consultation with their Collegiate Member Group.
2. The Advisors shall serve in an advisory capacity to the Association, its
Council and its Executive.
3. The Panhellenic Advisor shall serve as chairwoman of the Advisory Board.
4. Advisors may be removed by a vote of the Chapter Advisors, upon
consultation with their Collegiate Member Group and the recommendation of
the NPC Area Advisor.
5. Vacancies shall be advertised by e-mail notice to Member Groups, Chapter
Advisors and the NPC Area Advisor.
ARTICLE VIII. THE ALUMNAE ADVISORY COUNCIL
1. The Alumnae Advisory Council (the Advisory Council) shall be composed
of one alumna advisor from each Member Group.
2. The Advisory Council shall hold one meeting per academic semester.
3. Meetings may be called at request of the Advisory Board or Advisory
Council.
4. The Panhellenic Advisor shall serve as chairwoman of the Advisory Council.
ARTICLE VIX. STANDING AND SPECIAL COMMITTEES
1. The Executive Board shall appoint Standing Committees to carry out the
work of the Panhellenic Council and Association.

2. The Executive Board may appoint Special Committees, at their discretion,

to carry out the work of the Council, who serve during the office term of
the Board that appoints them.
3. 3. The Standing Committees of the Council shall be the : Judicial and
Formal Recruitment Rules Board and shall be utilized when called upon
by their Chairwoman.
4. 4. The Standing Committees shall serve for a term of one year, commencing
no later than four academic weeks after elections. A Committee member may
be appointed to serve for a further term of office. Immediately following the
selection of Officers for the ensuing year, the President shall call a meeting of
the Executive Board to appoint Committee members.
A. Judicial Committe:
i. Membership. The Judicial Committee shall consist of the Vice
President (Chairwoman), an Advisor and one representative
from each Member Group.
ii. Duties:
iii.
a.
It shall be the judicial boards duty to adjudicate violations of
the NPC Unanimous Agreements, Constitution, Bylaws,
Membership Recruitment Rules and all other rules and policies
of the Association.
b) This committee shall also be responsible for the reviewing
and developing the Associations Bylaws, Formal Recruitment
Rules, and COB Rules, submitting them for discussion and
approval to the Council (before the end of the first academic
term) and distributing copies of them when approved to the
Delegates of the Member Groups.
ARTICLE XV. UNANIMOUS AGREEMENTS AND POLICIES
1. All members of the Association shall act in accordance with fundamental
Panhellenic policies established by NPC in the Unanimous Agreements.
2. All Association rules and policies shall be in harmony with those currently
established by NPC.

3. Any rules adopted by this Panhellenic Association in conflict with the NPC
Unanimous Agreements shall be void.
4. Undergraduate Panhellenic women shall not participate in mens
formal recruitment. Participation is defined as collegiate member
attendance at scheduled or publicized recruitment events during the mens
formal recruitment period. A violation of this bylaw is also a violation of
Unanimous Agreement 10.
recruitment. Participation is defined
as collegiate member attendance
or publicized
at scheduled recruitment
events during the men's formal
recruitment period. A violation of this bylaw is also a violation of
Unanimous Agreement 10.
ARTICLE XVIIII. FINANC
1. FISCAL YEAR. The fiscal year of the Association shall be from May 1 until
April 30 the following year.
2. CONTRACTS. The Association may only be bound by contracts signed on its
behalf by the UBC Alma Mater Society (the AMS).
3. FINANCIAL TRANSACTIONS.
a) The financial policies of the AMS shall be followed.
b) Before any financial transactions occur they must be approved by the
President and the Vice President Finance.
c) Contracts with organizations outside the university shall be reviewed and
signed by the AMS. Officers do not have authorization to bind the
Association.
d) All transactions over $100 and all contracts must be approved by the
Panhellenic Advisor.
4. PAYMENTS.
(a) All payments due to the Association shall be made to the Director of
Financial Operations, who shall record them. Cheques for payments shall
be made payable to the UBC Sororities.

(b)

Payment plans must be submitted to the Vice President Finance within

30 days of the invoice date and must be approved by council.

5. MEMBERSHIP DUES.
(a)AMOUNT. The dues of each Member Group shall be an assessment per
initiated and new member. The amount of dues for the following year
shall be determined prior to the end of the second semester.
(b)TIME OF PAYMENT.
(c)
(d)The dues of initiated members of each Member Group shall be payable
on or before the first Panhellenic meeting following the Formal
Recruitment period.
ii) The dues of new members of each Member Group shall be payable on
or before October 15th.
iii) New members pledged at any time during the first academic term
shall pay full dues. New Members pledged at any time during the
second academic term shall pay one-half of dues.
iv) Refunds will not be granted to the Member Group should a new
member, pledging through Formal Recruitment, resign her
membership after October 15th or any active member who changes
her membership status after the first round of Formal Recruitment.
v) Refunds for new members pledged through COB will be granted to the
Member Group should a new member resign her membership within
two weeks of signing her bid acceptance form.
vi) In the case of members who are returning to their Member Group in
the second term from inactive or abroad status they shall be charged
an amount equal to one half of annual dues, to be submitted on or
before the second Panhellenic meeting in January.
6. OVERDUE PAYMENT. Any cheque not received by the dates specified in
Article I.5.b or the date specified on the invoice for non-membership dues
payments shall be subject to a late fee of 1% per week. If the pending cheque
is not received by the Panhellenic meeting that follows the due date the late
fee will commence immediately.
7. NSF CHEQUES. Chapters shall be responsible for all NSF fees that result
from a returned cheque. A replacement cheque must be received within

one week or overdue charges shall apply as outlined in Article I.6.

ARTICLE XVII. THE EXECUTIVE BOARD
ARTICLE II. SELECTION OF OFFICERS
ELIGIBILITY.
All applicants for the Officer positions of the Association shall be active
initiated members in good standing with a Regular Member Group.
Any applicant who is not enrolled in on-campus courses requiring regular
attendance at the UBC Vancouver campus (ex. co-op terms, online
courses, etc.) must reside in the Metro Vancouver area during the officer
term and be available to attend on-campus events and activities as
required.
No officer shall serve as the President, any recruitment officer or on the
executive council of her Member Group while serving as an Officer of the
Council.
d) No Delegate may also hold an Officer position.
e) Preference will be given to presidential candidates that have at least
one year of experience on the Council as a Delegate or an Officer.
f) It is strongly suggested that Officers reside in and spend the majority
of their time in Metro Vancouver during the summer of their term of
office.
g) It is required that Officers reside and spend the majority of their time
in Metro Vancouver for the month of August.
ELECTION OF OFFICERS.
a) APPLICATIONS. All members wishing to run for election shall submit an
application on or before a date selected by the Executive Board, no later
than one week before the election.
b) NOMINATION COMMITTEE. A Nomination committee composed of one
representative from each Member Group and Panhellenic Advisors shall
conduct business related to elections. It is recommended that committee
members be graduating seniors with Panhellenic experience.

c) INTERVIEWS. All candidates must register for an interview time with

the nomination committee and attend the scheduled interview.
d) ASSESSMENT. The Nominating Committee will evaluate the candidates
using a standardized evaluation process.
e) SLATING. The nominating committee shall slate the candidates with
consideration given to the results of their assessment. The slate and
applications of the slated candidates shall be presented to Member
Groups for review.
CHALLENGES. Candidates wishing to challenge the slate must submit
their intent to challenge within 24 hours of the presentation of the slate.
The challenger must have participated in the interview and assessment
phase and meet the eligibility requirements. In the event of a challenge,
the slated candidate and challenge candidate(s) shall give a speech at
the Special Council Meeting.
SPECIAL MEETING. The President shall call a Special Council Meeting to
conduct matters related to the election of officers. Two weeks notice
shall be given for this meeting.
SPEECHES. All candidates shall give a campaign speech no longer than
two minutes in length. If there is more than one candidate running for a
position speeches will be no longer than three minutes. The campaign
speeches shall be followed by a question and answer session by the
Elections Board, composed of two graduating members who have served
on the Council as an Officer or Delegate and appointed by the Executive
Board.
VOTING.
i). Officers shall be elected by a majority vote of the Member Groups by
secret ballot.
ii). If more than two candidates run for office and no majority is reached,
the candidate with the fewest votes shall be dropped from the ballot. The
Council shall vote again, the process continuing until, between two
candidates if necessary, a majority is reached. In the case of a tie, the
President shall vote upon consultation with the Executive Board.

INSTALLATION. The incoming officers shall be installed by the outgoing

President at an Installation Ceremony before the end of the academic
term.
BY-ELECTION OF OFFICERS. In the event of an officer resignation or if a
position is vacant after the regular election process a by-election shall be
conducted.
APPLICATIONS. All members wishing to run for election shall submit an
application on or before a date selected by the Executive Board, no later
than one week before the election.
NOMINATION COMMITTEE. A Nomination committee composed the
President, Vice President and an Advisor shall conduct business related
to elections.
INTERVIEWS. All candidates must register for an interview time with the
nomination committee and attend the scheduled interview.
ASSESSMENT. The Nominating Committee will evaluate the candidates
using a standardized evaluation process.
SLATING. The nominating committee shall slate the candidates with
consideration given to the results of their assessment. The slate and
applications of the slated candidates shall be presented to Member
Groups for review.
CHALLENGES. Candidates wishing to challenge the slate must submit
their intent to challenge within 24 hours of the presentation of the slate.
The challenger must have participated in the interview and assessment
phase and meet the eligibility requirements.
VOTING.
i). Officers shall be elected by a majority vote of the Member Groups by
secret ballot.
ii). If more than two candidates run for office and no majority is reached,
the candidate with the fewest votes shall be dropped from the ballot. The
Council shall vote again, the process continuing until, between two
candidates if necessary, a majority is reached. In the case of a tie, the
President shall vote upon consultation with the Executive Board.

INSTALLATION. The incoming officer(s) shall be installed by the President

at an Installation Ceremony conducted at the Council Meeting
immediately follower her election.
ARTICLE V. THE EXECUTIVE BOARD
The EXECUTIVE BOARD shall:
1.
Appoint all Standing and Special Committees and their Chairwomen and,
in making these appointments, recognize representation from all Member
Groups.
2.

Administer routine business between meetings of the Council when

advisable and such other business than has been approved for action by
Council vote.

3.

Report all action taken by the Executive Board at the next Regular
Meeting of the Council.

ARTICLE XVIII. ADMINISTRATION OF MEMBERSHIP RECRUITMENT

1. MEMBERSHIP RECRUITMENT
a)
Every new, initiated and affiliated member of a Member Group
shall be counted towards Total.
b)

A list of pledged, initiated and affiliated members and shall be filed

using ICS by the first Wednesday of each academic term with notification
of all changes sent to the Panhellenic Advisor.

c)

Chapters must email the Panhellenic Advisor once ICS is updated

indicating the nature of the updates. A $10 fine per member change will
be issued if updates are not completed by the roster submission date
(first Wednesday of the academic term). Failure to submit a notification
email by the due date will result in a $50 fine.

d)

Any depledging, termination or other change in membership shall

be inputted into ICS and reported to the Vice President Recruitment and
the Panhellenic Advisor no later than twenty-four hours after it has
occurred and recorded in ICS.

e)

Vacancies in chapter total are not created by the granting of

inactive status or alumnae status to a member who has less than a full
academic year remaining before graduation where there is no other good
faith reason for granting a change in status.
f)

To allow groups to achieve parity as quickly as possible at the

conclusion of formal recruitment total shall automatically be reset upon
the completion of snap bidding. Chapter total will be determined by the
average chapter size rounded down to the nearest whole number.

2. FORMAL RECRUITMENT
a)
An early fall recruitment shall be held.
b)

The NPC Quota-Total system shall be followed.

c)

Release Figure Method (RFM) shall be used.

d)

Member Groups which do not fill Quota during Formal Recruitment

may continue to bid and pledge to Quota in Continuous Open Bidding
even if reaching Quota puts them over Total.

e)

If a woman negates her signed Membership Recruitment

Acceptance Binding Agreement and has not participated in a ribbon or
new member ceremony this space in the chapters Quota will be
considered unfilled. The chapter may bid and pledge to Quota in
Continuous Open Bidding even if reaching Quota puts them over Total. If
the Member Group has received Quota Additions the Member Group may
only pledge additional women to the established Quota and not to the
Quota plus Quota Additions.

f)

Rules outlining membership recruitment policies and procedures

related to Formal Recruitment shall be presented by the Council and
approved by Member Groups before the end of the first academic
semester.

g)

Every Member Group shall submit at least five nominations for

members to serve as Recruitment Counselors, and shall be responsible
for continuing to submit names until suitable Recruitment Counselors are
chosen. A nominee who does not participate in the interview process will
not be counted towards the five nominees. If a Recruitment Counselor
resigns the Member Group must provide an appropriate replacement
within one week. A violation of this section shall result in a fine of $250,

due two weeks after the violation. Article I.6 shall apply to overdue
payments.
h)

No Recruitment Counselor shall serve as the President, any

recruitment officer or on any recruitment-related committees in her
Member Group while serving as a Recruitment Counselor. A Recruitment
Counselor must be an active member of her chapter and in good
standing.

3. INFORMAL RECRUITMENT
a)
Except during Formal Recruitment, Continuous Open Bidding shall
be in effect during the regular academic year for all eligible women.
ARTICLE XIXVIII. PLEDGING AND INITIATION
1. A woman must be a regularly matriculated student at UBC-Vancouver to be
eligible for membership recruitment and pledging.
2. A Member Group may not issue an invitation to membership or formally
pledge a woman during any school recess.
3. A new member may be initiated whenever she has met the requirements of
the Member Group to which she is pledged.
ARTICLE XXIX. HAZING
All forms of hazing and/or pre-initiation activities defined as hazing shall be
banned.
Hazing is defined as any action or situation with or without consent which
recklessly, intentionally or unintentionally endangers the mental or physical
health or safety of a student, or creates risk of injury, or causes discomfort,
embarrassment, harassment or ridicule or which willfully destroys or removes
public or private property.
Such activities and situations include, but are not limited to, creation of
excessive fatigue; physical and psychological shocks; publicly wearing apparel
which is conspicuous and not normally in good taste; engaging in public stunts
and jokes; participating in treasure or scavenger hunts; morally degrading or
humiliating games and activities; late night sessions that interfere with
scholastic activities or normal sleep patterns; and any other activities which

are not consistent with fraternal law, ritual or the regulations and policies on
hazing of the Member Group or the university.
ARTICLE XXI. EXTENSION
1.

When all Member Groups are close to or over total, the Council may
consider adding another chapter.

2.

Such a chapter shall be organized through colonization by an NPC Member

Group or through organization of a local sorority that may petition an NPC
Member Group for a chapter.

3.

Consideration should be given to NPC Member Groups that have previously

had chapters on the campus and to those NPC Member Groups that have
filed letters expressing an interest in the campus.

4.

Only Regular Members shall vote on extension matters.

ARTICLE XXII. VIOLATIONS

Violation of any regulation(s) of this Constitution or its related Bylaws, of
Membership Recruitment Rules, of the Associations Code of Ethics, of rules
concerning matters other than recruitment or of the NPC Unanimous
Agreements
shall be adjudicated through the NPC Judicial Procedure as presented in the
NPC Manual of Information.
ARTICLE XXIII. AMENDMENT
These Bylaws may be amended by two-thirds vote of the voting members of
the Council, provided notice of the proposed amendment has been given in
writing at the preceding Regular Meeting.