CONSTITUTION OF THE
WHITMAN COLLEGE PANHELLENIC ASSOCIATION
Revised: Fall, 2013
ARTICLE I - NAME
The name of this organization shall be the Whitman College Panhellenic Association, which includes every Greek women on Whitman College's campus.
ARTICLE II - OBJECT
The purpose of the Whitman College Panhellenic Association shall be to develop and maintain fraternity life and interfraternity relations at a high level of accomplishment and in so doing to:
A. Represent the issues and concerns of the Whitman College Panhellenic Association to College and community representatives.
B. Compile and implement rules governing the actions of Whitman College Panhellenic Association members on issues such as recruitment, pledging, initiation, social functions, alcohol use, and maintaining inter-fraternal and inter-sorority relations on campus.
C. Support the goals and ideals of member groups including friendship, leadership and academic achievement as continually applicable to campus and personal life.
D. Act in accordance with National Panhellenic Conference UNANIMOUS AGREEMENTS and policies.
ARTICLE III - MEMBERSHIP
There shall be two classes of membership: Regular and Provisional
A. The Regular membership of the Whitman College Panhellenic Association shall be composed of all chapter members in good standing of National Panhellenic Conference fraternities at Whitman College.
B. The Provisional membership of the Whitman College Panhellenic Association shall be composed of all chapter members in good standing of National Panhellenic Conference colonies and pledged chapters at Whitman College.
ARTICLE IV - OFFICERS
A. The officers of the Whitman College Panhellenic Association shall be President, Vice President Judicial, Vice President Programming, Vice President Inter-Sorority Relations, Vice President Recruitment, Assistant Recruitment, Vice President Communications, and Secretary/Treasurer.
B. The Officers shall be from fraternities holding Regular membership in the Whitman College Panhellenic Association.
C. The officers shall serve for a term of one year, with the term of office beginning in January and ending when the semester concludes in December.
D. Any officer unable to complete her duties as outlined shall resign and a successor shall be designated as provided in Article VI, D.
E. If an officer is unable to complete her term her successor shall be designated as provided in Article VI, D.
ARTICLE V - MEETINGS
A. The Whitman College Panhellenic Association shall hold at least one regular meeting each year.
B. A special meeting of the Whitman College Panhellenic Association may be called by the President when necessary and shall be called by her upon the written request of any Regular member fraternity at Whitman College.
C. The delegate from each Regular and Provisional member fraternity shall be responsible for notifying her chapter members of all regular and special meetings of the Whitman College Panhellenic Association.
ARTICLE VI - THE PANHELLENIC COUNCIL
The administrative body of the Whitman College Panhellenic Association shall be the Whitman College Panhellenic Council. It shall be the duty of the Panhellenic Council to administer all business related to the overall welfare of the Whitman College Panhellenic Association and to compile rules governing the Panhellenic Association which do not violate the sovereignty, rights and privileges of member fraternities.
The Whitman College Panhellenic Council shall be composed of the Panhellenic Officers and one delegate from each Regular and Provisional member group at Whitman College as identified in Article III.
The officers of the Whitman College Panhellenic Association shall serve as the officers of its Panhellenic Council. These officers shall serve as the Executive Board of the Panhellenic Council and have the power and duties as prescribed in the Bylaws of the Whitman College Panhellenic Association.
C. SELECTION OF DELEGATES
Delegates to the Panhellenic Council shall be selected by their respective fraternity chapters to serve for a term of one year, beginning in January and ending when the semester concludes in December. Unless otherwise designated by a chapter.
D. OFFICER AND/OR DELEGATE VACANCIES
When an officer or delegate vacancy occurs, it shall be the responsibility of the fraternity concerned to select a replacement within two weeks and to notify the Panhellenic President of her name. If a meeting of the Panhellenic Council occurs while an officer or delegate vacancy exists, an alternative delegate shall be appointed by the fraternity concerned to fulfill the duties of the officer or delegate in all cases, except that of President. In that case, the Vice President Judicial shall fulfill the duties of President. In the case of officers only, the chapter should provide at least 2 nominated options for the Panhellenic Council to vote on.
1. Regular meetings of the Panhellenic Council shall be held at a time and place established at the beginning of each semester.
2. Special meetings of the Panhellenic Council may be called by the President when necessary and shall be called by her upon the written request of any member delegate of the Panhellenic Council.
3. Quorum. A majority of the member fraternities shall constitute a quorum for the transaction of business.
1. The voting body of the Whitman College Panhellenic Association shall be its Panhellenic Council.
2. The voting members of the Panhellenic Council shall be the delegates of each fraternity holding Regular membership. If a delegate is absent, the vote of her fraternity shall be cast by the chapter president.
3. A majority vote of member groups shall be necessary to carry all questions. In the case of a tied vote, the matter does not pass.
ARTICLE VII - PANHELLENIC ADVISER
The Associate Dean of Students/Student Programs shall serve in an advisory capacity to the Whitman College Panhellenic Association and its Council.
ARTICLE VIII - UNANIMOUS AGREEMENTS AND POLICIES
A. All members of the Whitman College Panhellenic Association shall act in accordance with the fundamental Panhellenic policies established by the National Panhellenic Conference in the UNANIMOUS AGREEMENTS.
B. The Whitman College Panhellenic Association rules and policies shall be in harmony with those currently established by the National Panhellenic Conference.
ARTICLE IX - VIOLATIONS
Violations of the National Panhellenic UNANIMOUS AGREEMENTS, any regulations of this Constitution or Bylaws, and membership recruitment rules shall be adjudicated through the NPC Judicial Procedure as presented in the NPC Manual of Information.
Also, any violations of school policy will be delegated to the Panhellenic Council as stated in the student handbook.
ARTICLE X - AMENDMENTS
This constitution may be amended by a majority vote of the voting members of the Whitman College Panhellenic Association, provided notice of the proposed amendment has been given in writing at the preceding regular meeting.
BYLAWS OF THE WHITMAN COLLEGE PANHELLENIC ASSOCIATION
Revised: Fall, 2013
ARTICLE I - MEMBERSHIP TOTAL
A. The Whitman College Panhellenic Association total for all chapters shall be sixty-five (65) members.
B. Members who are studying abroad or on leave for two (2) or more semesters shall not be counted in the total of sixty-five (65).
ARTICLE II - TRANSFER STATUS
If a student transfers to Whitman College who is a member from a chapter represented in the Whitman College Panhellenic Association and chooses to affiliate with that group, she shall not be included in the recruitment quota. If chapter membership exceeds total, the transfer student may still affiliate with the chapter.
ARTICLE III - FINANCE
A. FISCAL YEAR
The fiscal year of the Whitman College Panhellenic Association shall be from July 1, to June 30 of the following year.
The signatures of the President and Treasurer shall be required to bind the Whitman College Panhellenic Association.
All checks issued on behalf of the Whitman College Panhellenic Association shall be signed by the Treasurer and approved by the President.
All payments due to the Whitman College Panhellenic Association shall be made to the Treasurer, who shall record them. Checks for payments shall be made payable to the Whitman College Panhellenic Association. When seeking reimbursement from the Secretary/Treasurer, a receipt must be presented as proof of purchase.
1. NPC College Panhellenic dues are paid yearly as invoiced by the NPC Office.
2. Panhellenic Association membership dues shall be an assessment per member and new member.
a. The amount of fall dues will be assessed at $15 per member and new member. The amount of spring dues will be assessed at $5 per member and new member.
b. Panhellenic Association dues will be payable within two weeks of chapters receiving a bill from the Panhellenic Treasurer each semester.
The Secretary/Treasurer, with assistance from the Panhellenic Officers, shall establish a budget for the upcoming fiscal year each semester that must then be approved by the Panhellenic Council.
1. An update on the Panhellenic Association checking account shall be announced monthly at a Panhellenic Council meeting.
2. The financial records of the Panhellenic Association must be audited each December by the Panhellenic Officers prior to being turned over to the new Secretary/Treasurer.
ARTICLE IV - SELECTION OF OFFICERS
Panhellenic Officers will be selected each November/December using the following process:
A. Applications for the Panhellenic Officer positions will be made available to Regular initiated members of the Whitman College Panhellenic Association.
B. Current Panhellenic Officers and chapter delegates will review the applications and conduct an interview with each candidate. One candidate will be slated for each Panhellenic Officer position.
C. The proposed slate will be posted and made available to members of the Panhellenic Association for review.
D. If there is a challenge to the slate, it must be made by a chapter president on behalf of her chapter to the Panhellenic President within five (5) days of the slate being posted. Only women who completed an application and interview will be eligible to be nominated and added to the slate.
E. A final slate will be posted two (2) days after the challenge period ends, and all chapters will vote on the slate at the next chapter meeting. In cases where a challenge has resulted in two or more candidates being nominated for the same position, chapters will vote on the challenged positions first and then vote on the remainder of the slate. Each chapter has one (1) vote for each challenged position and one (1) vote for the remainder of the slate.
ARTICLE V - OFFICER DUTIES
The President shall:
A Have overall responsibility for the operation of the Panhellenic Council, serving as the official spokesperson.
B. Call and preside at all regular and special meetings of the Whitman College Panhellenic Association.
C. Preside at all regular meetings of the Panhellenic Council and call and preside at its special meetings.
D. Review and approve (or sign) all checks and contracts involving the Whitman College Panhellenic Association.
E. Assist with the completion of the NPC Annual Report and send it to the NPC Area Adviser.
F. Maintain a complete and up-to-date President's file, which will include a copy of the following current items: Whitman College Panhellenic Association Constitution, By-Laws, budget, recruitment rules, NPC Manual of Information, current correspondence from the NPC Area Adviser, copies of reports to the area adviser and other pertinent materials.
The Vice President Judicial shall
A. Handle all reported Panhellenic violations, including recruitment violations.
B. Serve as the chair of the Judicial Committee, which is composed of one chapter-elected member to deal with judicial issues that arise.
C. Act as a liaison between Residence Life and Panhellenic.
D. Fill in for the President in her absence.
E. Work in conjunction with the IFC president/officer in charge of social events on all matters concerning the Whitman College Greek system, including the enforcement of the social policy and the scheduling and monitoring of social functions.
The Vice President Programming shall:
A. Co-coordinate non-recruitment sponsored events between the fraternity and sororities including Greekend.
The Vice President Inter-Sorority Relations shall:
A. Coordinate events and activities between the four Whitman sorority chapters.
B. Handle Panhellenic correspondence such as thank yous and congratulations.
The Vice President Recruitment shall:
A. Work with chapter recruitment chairs to plan and execute all aspects of membership recruitment.
B. Work with the Assistant Recruitment Coordinator on the Recruitment Counselor program.
The Assistant Recruitment Chair shall:
A. Assist the Vice President Recruitment with all aspects of the recruitment process.
B. Coordinate the interview and selection process for Recruitment Counselors.
C. Train the Recruitment Counselors and supervise their efforts.
The Vice President Communications shall:
A. Maintain and update as necessary the Panhellenic website and any other social media
B. Assist Panhellenic officers as necessary with marketing and promotion
The Secretary/Treasurer shall:
A. Take minutes at all Panhellenic meetings and distribute minutes to the Panhellenic
C. Keep track of Panhellenic financial records including creating and balancing the budget, collecting dues and paying bills.
ARTICLE VI - INVITATIONAL REPRESENTATIVES
Any member of the Whitman College Panhellenic Association as well as alumni advisers to the groups represented in the Whitman College Panhellenic Association are invited to attend Panhellenic Council meetings unless the meeting has been previously designated as a "closed" meeting for confidential purposes.
ARTICLE VII - MEMBERSHIP RECRUITMENT
A. A fall formal recruitment program shall be held each year, coordinated by the Panhellenic Officers.
B. There shall be distributed rules on recruitment, and a copy of these rules shall be given to the
Panhellenic Officers, Panhellenic Delegates, Chapter Presidents and Recruitment Chairs of the fraternities represented in the Panhellenic Association.
C. It is the responsibility of each chapter to make the current recruitment rules available to their membership and to provide education on these rules.
D. It is the responsibility of the Panhellenic Officers and the Recruitment Counselors to explain all pertinent recruitment rules to potential new members.
E. Alcohol shall not be present at any women's recruitment activity.
F. Men shall not participate in women's recruitment and women shall not participate in men's recruitment.
ARTICLE VIII - PLEDGING AND INITIATION
A. A woman must be a regularly matriculated student to be eligible for membership recruitment and pledging.
B. A Panhellenic Association member fraternity may not issue an invitation to membership or formally pledge a woman during any college recess.
C. A first year student may not be initiated into Greek membership until she has been enrolled for at least one semester as a regular student as required by the Whitman College Faculty Code.
D. No woman who has broken her pledge shall participate in recruitment or be asked to join another group for one calendar year. A record shall be kept of all broken pledges by the Panhellenic Vice President Recruitment.
ARTICLE IX - HAZING
Hazing is defined as any action or situation with or without consent that 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 that 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; wearing apparel that is conspicuous and not normally in good taste; encouraging 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 that are not consistent with fraternal law, ritual or the regulations and policies of the member fraternity or the educational institution.
This policy pertains to all associate, active, and alumnae members of each respective fraternity. Chapters or members who haze will be subject to discipline.
ARTICLE X - GREEK SOCIAL POLICY
A. DEFINITION OF A FUNCTION
A function will be defined to be any event sponsored by more than one Greek Group. This includes the following:
1. A multi-fraternity/sorority event such as a "quad."
2. An event with an invite list.
3. A sorority or fraternity "date dance."
Furthermore, functions should provide a fun, safe, and welcoming social environment for all those in attendance. Consequently, the purpose of a function should never be centered entirely on alcohol or the consumption thereof. Functions should have a specific and well-defined theme, as well as a planned activity that encourages the social interaction and integration of those in attendance. Lastly, the hosting organization(s) are encouraged to designate one or more "sober roamers" for the entirety of the function.
B. DEFINITION OF AN ALL CAMPUS
An all-campus party will be defined as any social event hosted by an organization, such as a concert or a dance, which fails to meet the criterion of a function. All-campus parties by their very nature remain open to the College campus at large and play an integral role in providing accessible and diverse social opportunities to the larger Whitman community. However, this inclusivity does not extend to the larger Walla Walla community, and appropriate steps should be taken, when necessary, in enforcing this distinction.
Each fraternity is allowed one all-campus party during formal rush. Any additional all-campus parties must be approved by the IFC at least one week prior to the event. The IFC reserves the right to prohibit any all-campus party if it is deemed detrimental or counter to the best interest of the system. Furthermore, the hosting organization must demonstrate, one week prior, that they have provided for a security presence at the event as well as taken steps to protect against issues of theft, over-consumption of alcohol, sexual misconduct, fire safety and any other broader issues of liability.
Lastly, hosting organization must make every effort to abide and respect the IFC Community Relations principles. Any breach or transgression of these principles will result in a warning and/or sanction at the discretion of the IFC.
Whitman College Security may be present, although is not required, at functions for the purposes of:
1. Preventing anyone who is uninvited from attending the function.
2. Preventing visibly intoxicated people from entering the function.
3. Preventing anyone from bringing alcohol into the function.
Whitman College Security, or a privately contracted and legally licensed security force, must be present at any and all events that meet the criteria of an all-campus party. Furthermore, security personnel must be contacted and reserved one week prior to the event and must remain present for the entirety of the event. Failure to comply with these requirements will result in the cancellation of the event.
D. PRESENCE OF ALCOHOL
1. No corporate purchasing of alcohol is permitted for an all-campus party.
2. No alcohol may be present in the public spaces of an all-campus party.
3. No outside alcohol may be brought into any function or all-campus party.
4. No open or unregulated punch-drinks are permitted at functions or all-campus parties, including - but not limited to - those commonly referred to as "jungle juice" or "hop skip." If punch drinks are present, they must be attended to, and regulated by, a sober member of the hosting organization. Furthermore, the punch-drink must be confined to an easily controlled and visible space within the house and cannot exceed a ratio of two standard alcoholic drinks per cup/serving. If the drink exceeds the one standard alcoholic drink per cup/serving, a sign stating this fact must be present and highly visible.
5. Water must be made readily available at all functions and all-campus parties, preferably in a centralized and highly visible location.
E. RISK MANAGEMENT
Every chapter must be familiar with its own risk management policies and contingency plans for emergencies. Lastly, none of the above is intended in any way to absolve individual chapters of their national responsibilities, guidelines and the obligations thereof.
ARTICLE XI - EXTENSION
A. When all NPC Chapters at Whitman College are close to or over Total, the Panhellenic Council shall consider raising Total or adding another chapter.
B. Such a chapter shall be organized through colonization by an NPC fraternity.
C. Only Regular members of the College Panhellenic Council shall vote on extension matters.
ARTICLE XII - VIOLATIONS
Any dispute arising out of a violation of the NPC UNANIMOUS AGREEMENTS, the Panhellenic Constitution and Bylaws, and membership recruitment rules shall be addressed through the NPC Judicial Procedure as outlined in the NPC Manual of Information.
ARTICLE XIII - AMENDMENTS
These Bylaws may be amended by a majority vote of The Whitman College Panhellenic Council, provided notice of the proposal amendment has been given in writing at the preceding regular meeting.