INFORMATION FOR

Governing Councils

Panhellenic Association Bylaws

Revised April 2005

Click here for a .pdf file of the Panhellenic Association Bylaws

Article I. Membership Dues

Amount. The amount of dues shall be decided by the Panhellenic Council, according to a 2/3 majority vote of delegates present at the pre-announced budget meeting. This vote will occur annually after the Director of Finance has drawn up the budget. One exception to the annual vote is in the case where previous delegates have voted to enact a graduated dues increase which extends changes through the period in which the current delegates will serve. The dues of each Panhellenic Association member sorority shall be an assessment per member and new member (whom has received a bid on or before the halfway point in the semester.) For dues purposes, chapter total does not include women who are financially inactive, on medical leave, studying abroad, or temporarily on leave from Duke University and/or their chapter for any other reason.
Time of Payment. The dues of each Panhellenic Association member sorority shall be payable each semester within three weeks of the Council’s decision, or within two weeks of the Finance Director’s announcement to chapter treasurers of their total payment due.
Unpaid dues. When a member sorority has failed to pay dues, that sorority is in bad standing with the Panhellenic Association and shall have no voice at Panhellenic Association meetings and shall have no voting rights until such dues are paid. The member sorority with unpaid dues may be called before the Greek Judicial Board to settle the matter.
If a sorority fails to pay membership dues by 5:00pm on the due date, a one-dollar per day, per member fine shall be added to the amount of the membership dues, after allowing for a one-day grace period.

Article II. Selection of Officers

Election Procedures (as outlined in Appendix A of this Constitution) shall begin not less than one month before the end of the fall semester and shall be completed by the end of the fall semester.
No individual may hold the same office for more than two years.
No sorority may hold the same office for more than two years.

Article III. Administration of Membership Selection

A deferred (Spring Semester) formal recruitment shall be held.
The National Panhellenic Conference Quota-Total system shall be followed, using the Preferential Bidding System (See “How to for College Panhellenics,: Section III: Membership Selection).
Every regularly enrolled new member, initiate or affiliate of a chapter shall be counted in the Chapter total.
1. A list of new, initiated and affiliated members shall be filed with the Secretary of the Panhellenic Association and the Panhellenic Advisor at the second Council meeting of each semester.
2. Any depledging, termination or other changes in membership shall be reported to the President and Secretary of the Panhellenic Association and the Panhellenic Advisor no later than twenty-four hours after it has occurred.
The maximum size of a member sorority shall be determined by the total System set forth by the National Panhellenic Conference.
Membership includes:
1. Every regularly enrolled undergraduate woman who is a new member and/or initiated member of the Chapter. Membership includes all sisters at Duke and abroad for one semester; membership does not include sisters abroad for more than one semester.
2. Every affiliated undergraduate transfer student is counted in the Chapter’s total, but is not counted as part of the new member quota. Transfer members may be affiliated, even if by doing so it may put the Chapter over total.
3. A woman who is repledged to a Chapter through the process of formal recruitment will count in that year’s new member quota.
4. A new member whose one-year pledge term has not expired and who has fulfilled the requirements for initiation but has not been initiated is included in total but not in the year’s new quota.
Membership Excludes:
1. Those Chapter members with Inactive status (See “How to for College Panhellenics,” Section III, Article 7). These inactive members are defined as such if the following requirements are observed:
  1. Regulations of an individual national sorority provides for granting inactive status, and
  2. That inactive status extends over the period of the entire college year during which inactivity is granted, and
  3. That inactive member may not participate in recruitment and shall not be counted in membership selection, and
  4. That grades of inactive members shall not be counted in comparative scholarship ratings, and
  5. That inactive members shall have limited social privileges, and
  6. When a National Council grants inactive status to any member of a sorority on Duke’s campus, that chapter shall place a copy of the permission on file with the Duke Panhellenic Association and the Panhellenic Advisor’s Office.
2. Women whose pledgeships have been terminated.
NOTE: Vacancies in chapter total are not created by the granting of alumni status to undergraduate members except when a member is recolonizing.
Chapter total shall be determined annually by vote of the Panhellenic Council. Total should usually consist of the new member quotas of the three previous years plus the current year’s new member quota.

Article IV. Pledging and Initiation

All persons involved with Recruitment shall be responsible for knowing and observing the Rectruitment Rules as outlined in Appendix B of this Consitution.
A woman must be a regularly matriculated student to be eligible for recruitment.
A Panhellenic Association member sorority may not issue an invitation to membership or formally pledge a woman during the summer.
A pledge may be initiated whenever she has met the requirements of the sorority to which she is pledged.
When a woman receives a bid under the preferential system, the signing of the preference card shall be binding to the extent that she shall be considered ineligible for one calendar year for a bid from a sorority other than the one from which she received a bid. The person in charge of the preferential bidding shall be required to safeguard and keep intact for one year all records.
“6:01,” or snap bids, may not be used to fill total during bid matchings; they may only be used by a sorority to fill quota during bid matching.

Article V. Hazing

All forms of hazing, bid day and/or pre-initiation publicity stunts which are defined as hazing, shall be banned.
Hazing is defined as any action taken or situation created, intentionally, whether on or off sorority premised, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities and situation include, but are not limited to: creation of excessive fatigue; physical and psychological shocks; wearing, publicly, apparel which is conspicuous and not normally in good taste; engaging in public stunts and jokes; morally degrading or humiliating games and activities; late-night sessions which interfere with scholastic activities; and any other activities which are not consistent with the regulation and policies of Duke University.

Article VI. Violations

When infractions are alleged, the judicial procedures to be followed are outlined in detail in the UNANIMOUS AGREEMENTS (See College Panhellenic Agreement) and in Appendix C of this Constitution.
In dealing with the routine mechanics of recruitment, such as turning in lists late, specific and reasonable penalties can be established by Panhellenic vote prior to rush, and included in the written recruitment rules for chapters. Such offenses are to be enforced at the discretion of the President, Executive Council and/or Panhellenic Advisor.
In matter of violations of the Panhellenic Creed, by which all chapter women stand “for guarding of good health … through mutual respect and helpfulness” of the entire Panhellenic community, any chapter member may initiate the Duke University Panhellenic Standards Procedure in Appendix C of this Constitution.
In matter of violations of the Panhellenic Constitution, Bylaws, standing rules and recruitment regulations, and also in cases of appeal, the Greek Judicial Board will review the case and handle matters as stated in Appendix C of this Constitution and in the UNANIMOUS AGREEMENTS, Section IX, Articles 5-9.

Article VII. Use of Facilities

Each sorority shall be responsible for the upkeep of any facilities reserved for them in the name of Duke University Panhellenic Association. Violations of University policy regarding the use of University facilities may result in a fining of the sorority/sororities involved and/or suspension of the right to reserve University facilities for a specified length of time.
All such violations and retributions shall be dealt with at the discretion of the Panhellenic Advisor, the President and the Council.

These bylaws may be amended if 2/3 of all the voting members of the Panhellenic Council vote in favor of the proposed amendment, provided that notice of the proposal to amend had been given in writing at the preceding regular meeting.

Appendix A

Revised, October 2003

Procedure to be followed in the Election of Executive Officers of the Duke University Panhellenic Council:

Eligibility:
1. Candidates for the offices of the President, Executive Vice-President and Vice President of Membership must have served as members of the Panhellenic Council of as officers of their sorority.
2. Candidates for all other executive offices of the Panhellenic Council may be sophomores or juniors.
3. Each candidate must be a member of a sorority which is part of or associated with the Duke University Panhellenic Association.
4. Each candidate must have at least a C average (2.0) for the previous semester.
5. No one person may hold the same office for more than two years.
6. No sorority may hold any office for more than two years in succession.
7. No sorority may be represented on the Panhellenic Executive Council by more than two offices, unless running unopposed.
Procedure
1. Applications will be available no less than one month from the end of the fall semester from the Office of Fraternity and Sorority Life. Each candidate must meet with the outgoing officer of the position(s) for which she applies to discuss the role and commitments of the positions(s).
2. The Executive Council positions of President, Executive Vice President, and Vice President of Recruitment will be elected by the Panhellenic Council delegates. Each member chapter will have one vote through its delegate.
3. The night prior to the first round of Formal Recruitment a meeting of the Panhellenic delegates will convene so that the delegates may hear a short speech from each candidate for the positions of President, Executive VP and VP of Recruitment. The delegate will give a report to her chapter during the first round of Formal Recruitment.
4. During the first round of Formal Recruitment, each chapter will hold a blind-ballot, popular vote, in which each Panhellenic woman will cast a ballot for the positions of President, Executive VP and VP of Recruitment. Prior to the election, a 100-word statement by each candidate will be read.
5. In a meeting following the first round of Formal Recruitment, the delegate of each member chapter will cast a vote representing the results of her chapter’s popular vote. The winner of each position shall be that candidate who receives the most votes. In the case of a tie, the Panhellenic Council will defer to the total popular vote from that evening to elect the position concerned.
6. The remaining Executive Council positions will be nominated and slated through an interview and application process. Select members of the outgoing Executive Council will interview the candidates for their respective positions, and will then make a recommendation to the newly elected President, EVP and VP of Recruitment. The President, EVP and VP Recruitment will then convene a slating committee which shall include one representative from each chapter.
7. This committee will work for a consensus on an Executive Council slate. If a consensus cannot be reached, then the committee will work toward approving the slate through a majority vote. In the case of a tie, the newly-elected President will make the final decision.
Vacancies
In the case of a vacancy in an executive position at any time during the year, the President of the Panhellenic Council shall decide if the vacancy shall be filled by an appointment made by the Executive Council or by means of a special election.

Appendix B

Panhellenic Rules for Membership Recruitment 2006
Approved by Duke Panhellenic Association, April 2005

Appendix C

Revised, October 2003

Procedure to be followed in response to Panhellenic violations of standards, regulations and other Judicial affairs.

Procedure
All violations of the Duke Panhellenic Association Constitution, including any and all bylaws, appendixes and Recruitment Guidelines, shall be handled in accordance with the procedure set forth by the Guidelines for the NPC College Panhellenic Judicial Process. Any adjustments to the NPC procedures are described below, including the Duke Panhellenic Standards Procedure and the Constitution and Bylaws of the Greek Judicial Board.
Confidentiality
It should be noted that strict confidentiality concerning all matters of the Judicial System is required of all individuals participating in the system.
Panhellenic Standards Procedure
NOTE: Although this process is less formal than the Greek Judicial Board, the conduct at question when the Panhellenic Creed is broken, is a serious matter. In no instances may initiating, processing and concluding this process be taken lightly.
1. A standards violation by an individual chapter member is defined as any action in violation of The Panhellenic Creed.
2. All chapters shall have an internal standards procedure which they follow in cases of unethical behavior by individual chapter members. The Panhellenic Council may examine a chapter’s standards procedure at any time. The Panhellenic Council may ensure that a chapter is following its internal standards procedure at any time.
4. Any member of the Panhellenic community may report a standards violation by completing the Panhellenic Standards Procedure – Part I.
5. When such a report is filed, a meeting shall occur among the reporter of the standards violation, Panhellenic President, Executive Vice President, the Chapter President of the chapter with which the individual allegedly committing a standards violation is affiliated, and the chapter officer who oversees the internal standards procedure of the chapter. At the meeting, these five women shall discuss the alleged standards violation and decide whether to proceed with the standards procedure. In cases of disagreement, the majority opinion of the group will decide the outcome. The Panhellenic Executive Vice President shall complete the Panhellenic Standards Procedure – Part II. The chapter may choose whether to file paperwork documenting this preliminary meeting.
6. When a decision is reached to proceed, the chapter President and standards officer shall be responsible for commencing with the chapter’s internal standards procedure. The Panhellenic Standards Procedure – Part III shall be completed and returned to the Panhellenic Executive Vice President within two weeks of the filing of the Panhellenic Standards Procedure – Part II.
7. In the case of non-compliance, the chapter shall be reported to the Greek Judicial Board.
Greek Judicial Board
The Duke University Panhellenic Association supports the Greek Judicial Board in its composition, training sessions, hearings and sanctions.

GREEK JUDICIAL BOARD HEARINGS

The Greek Judicial Board is a group of Greek community members appointed to hear serious infractions of Greek organization and/or university policies. The Board is charged with determining whether a group’s actions constitute a violation of any policies and, if so, an appropriate response. In determining an appropriate response, consideration is given to the group’s best interests as well as the Greek community’s and university’s interest in maintaining high standards. All Greek Judicial Board hearings are conducted in private.

Advisors
Accused groups may be accompanied by an advisor to a Greek Judicial Board hearing. The role of the advisor is to assist and support the student through the disciplinary process. The advisor may not address the hearing panel or any witness during the hearing.

Hearing Panels
Hearing panels charged with determining a verdict and/or sanctions shall consist of a majority of justices from the accused group’s umbrella organization and justices of the other umbrella organizations whose total number shall be less than or equal to the number of justices from the accused umbrella organization (for example, if the accused group is an IFC chapter, the hearing panel will consist of 3 IFC justices, 2 NPC justices, and 1 NPHC/IGC/LGA justice). The hearing Chair will be the accused group’s umbrella organization Judicial Chair. The Chair will have voice, but not vote, unless there is a tie. Members of the accused chapter may not sit on the hearing panel. An accused group may agree to a smaller panel or to a different umbrella group ratio in the event that a full panel is not available. The accused group also may challenge any panel member if there is a significant conflict of interest. Such a challenge must be made to the Chair at least 24-hours prior to the hearing and will be granted only for sufficient cause. In the event that the Hearing Chair’s chapter is also the accused organization, the President from the representative umbrella organization will chair the hearing.

Notice
The principal investigators will set the date and time for Greek Judicial Board hearings. They will also select justices and alternates. An accused group will be notified of a Greek Judicial Board hearing at least 48-hours in advance. The notice will include the date and time of the hearing, the specific charges at issue, the names of the panel members, and copies of all written information given to the hearing Chair and the group’s national organization. The principal investigators also may include information clarifying or noting any additional information gathered through the investigation without expressing any personal opinion about the merits of the case.

The complainant will also be notified of the hearing if his/her presence is required. The Chair will determine what information, if any, may be shared with the complainant. (Typically, the complainant will be given an opportunity to review the information available to the hearing panel in response to his/her complaint, but will only be given copies with the permission of the accused.) Upon proper notice, if the group fails to attend the hearing, the hearing panel may proceed in its absence.

Witnesses
The Chair may request the presence of any witness with pertinent information about a case. If a witness is unidentified or unavailable to be questioned by the principal investigators or to attend the hearing, his/her statement may not constitute a sole or substantial basis for determining responsibility. If he/she is necessary and unidentified or unavailable, the Chair may suspend or dismiss the proceedings.

In the case of a witness requesting to remain confidential, the principal investigators will interview him/her prior to the hearing and will provide a written and oral summary of the witness’ testimony. If further questioning of the witness is necessary during the course of a hearing, arrangements may be made for the principle investigator(s) to question the witness outside of the hearing room or the Chair may call a recess and reconvene the hearing later to make time for further investigation/questioning by the principal investigators.

The accused group may bring witnesses to speak on its behalf. (One character witness will be permitted to present an oral statement to the hearing panel.) These witnesses should submit a brief statement to principal investigators prior to the hearing summarizing their knowledge of the incident. The Chair will determine the extent to which witnesses will be permitted in the hearing.
An accused group also may, with sufficient cause, request the attendance of any person who has submitted a written statement against it. Such requests must be submitted to the Chair at least 24-hours before the hearing.

Information to be Considered by the Panel
The panel may consider any information deemed relevant, including documentation and expressions of opinion. If the panel needs additional information during a hearing, such as verification of fact at issue, an expert opinion, etc., the panel may request such information and may suspend their decision until such information is obtained. The accused group will have the right to respond to any additional information that is to be used in considering an outcome.

Outcome
Using “more likely than not” standards during the hearing, the panel may find a group responsible for an alleged violation by majority vote. The panel, also by majority vote, may dismiss any charge. In the case of a tie, the Chair will cast the deciding vote.

Upon a finding a group responsible for a violation, the panel may determine and impose an appropriate sanction. Consideration may be given to the nature of and circumstances surrounding the violation, the group’s acceptance of responsibility, the group’s standing with its national organization, prior disciplinary violations, the impact of a sanction on the group, precedent cases, Greek community and university interests, and any other information deemed relevant by the hearing panel. All sanctions must be decided by majority vote with the exception of dissolution of a group. Dissolution must be supported unanimously by the hearing panel and chair.

Notification and Record of the Hearing
The Chair will notify the accused group of the outcome of the hearing within one week of the conclusion of the hearing. A written hearing report describing the outcome, with a brief explanation of the reasoning, will be given to the accused group. A copy of the written hearing report will be sent to the group’s Inter/National headquarters and another copy will be placed in the precedent files with any personally identifying information removed.

A tape recording of each hearing will be made and kept on file for three years. A copy will be made available to the accused group upon request, at a duplication fee no less than $50.

Appeals
A group found responsible through a Greek Judicial Board hearing may appeal the outcome of the hearing. The appeal is not a rehearing of the case; it is a written statement to the Chair stating the grounds for the appeal and any supporting information. The exclusive grounds upon which an appeal may be made are:

New information (available after the hearing) of a nature that the verdict or sanction may have been different;
Procedural errors within the hearing process which may have substantially affected the fairness of the hearing; and/or
The finding of responsibility was inconsistent with the weight of the information.

The statement of request for appeal will be submitted to the Office of Judicial Affairs. The Office of Judicial Affairs will review the appeal, the hearing report and any evidence included in the hearing.

If the grounds for appeal are substantiated, the Undergraduate Appellate Board may determine a final resolution to the case. A written decision will be delivered to the group, the Greek Judicial Board Panel Chair, and the group’s Inter/National headquarters.

Disciplinary Records
When groups are found responsible for a violation of policy, the case will be recorded on a group’s disciplinary record. The record will be maintained by the Office of Fraternity and Sorority Life. Disciplinary records are kept on file for 5 years from the date of a decision.

Failure to Comply with the Requirements of the Greek Judicial Board Process
If a group fails to comply with the requirements of the Greek Judicial Board process, the Greek Judicial Board, the Office of Fraternity and Sorority Life, or the Office of Judicial Affairs may commence further disciplinary action or suspend privileges. Failure to comply with the requirements of the disciplinary process may include failure to submit a statement, failure to attend a meeting/hearing, or failure to fulfill a sanction.

Contempt
Any student, including a witness, or group who fails to comply with the disciplinary process may be subject to a charge of contempt. Charges of contempt may result in the loss of University housing or other University privileges.

Disciplinary Action While Civil/Criminal Charges Pending
Groups may be accountable to both civil authorities and to the Greek Judicial Board for acts that violate state or federal laws. Disciplinary action through the Greek Judicial Board concurrent with criminal action does not subject a group to “double jeopardy.” Disciplinary action through the Office of Judicial Affairs for individual members of a Greek organization concurrent with Greek Judicial Board action against the group as a whole does not constitute “double jeopardy.”

Disciplinary action will normally proceed during the pendency of a criminal or civil action. The university operates under different policies, procedures and standards and thus, will not be bound by the findings of a court of law. If the court’s outcome satisfies the Greek community’s interests, such outcome may be recorded on the group’s disciplinary record without invoking the Greek Judicial Board process. The Greek Judicial Board, however, will have the option whether to pursue disciplinary action depending on the findings of the court.

Panhellenic Standards Procedure (PSP) – Part I

For the Panhellenic chapter member reporting a breech in The Panhellenic Creed under Article VI of the Duke Panhellenic Association Bylaws, revised October 2003.

Date: ________________________
Reporter: _____________________ Room Phone: _______________________
Email: ________________________ Cell Phone: __________________________
Chapter whose member is in question: ________________________________________

Description of the situation that is resulting in this report. This description must include the day, time, location of incident(s) and all chapter members concerned. Please include all pertinent background information, and anything else applicable for a preliminary standards meeting.

The attached copies of Article VI and Appendix C from the Duke Panhellenic Association bylaws and the Panhellenic Creed are for the reference of the reporter.
Panhellenic Standards Procedure (PSP) – Part II

For the Preliminary Standards Meeting called to address a breech in the Panhellenic Creed under Article VI of the Duke Panhellenic Association Bylaws, revised October 2003.

Date filed: ___________________ Date of PSM: ________________________
Reporter: ____________________ Panhellenic President: _________________
Panhellenic Executive Vice President: ________________________
Chapter whose member is in question: ________________________________________
Chapter President: _____________ Chapter Vice President: ________________

Description of Preliminary Standards Meeting (PSM) – what are the issues at stake? What options were considered? Where does this PSM fit into the greater themes of the NPC Code of Ethics?

Description of Outcome – what are the next steps for this situation?

Panhellenic Standards Procedure (PSP) – Part III

For the Chapter Standards Meeting called to address a breech in The Panhellenic Creed the Duke Panhellenic Association Bylaws, revised October 2003.

Date filed: ___________________ Date of Chapter Meeting: _______________
Chapter whose member is in question: ________________________________________
Chapter President: _____________ Chapter Vice President: ________________

Description of Chapter Standards Meeting – Where did you meet? Who was at this meeting? What was discussed at this meeting? What paperwork have you filed, both internally and to your nationals?

Description of Outcome – what resolutions did you come to in this meeting? How is your chapter addressing the breech of The Panhellenic Creed for the chapter member(s) involved? For the entire chapter? For the greater Greek community?

We, as Undergraduate Members of women’s fraternities, stand for good scholarship, for guarding of good health, for maintenance of fine standards, and for serving, to the best of our ability, our college community. Cooperation for furthering fraternity life, in harmony with its best possibilities, is the ideal that shall guide our fraternity activities.

We, as Fraternity Women, stand for service through the development of character inspired by the close contact and deep friendship of individual fraternity and Panhellenic life. The opportunity for wide and wise human service, through mutual respect and helpfulness, is the tenet by which we strive to live.

Appendix D

Revised, October 2003

Procedure to be followed in the for appeals for membership status change, from Suspended to Regular or Affiliate

As stated in Article 1 C I of the of the Duke University Panhellenic Association, all Suspended Members of the Panhellenic Association may appeal their status to the Panhellenic Council no more than twice per year. The Panhellenic Council grants full privileges to all members in good standing of National Panhellenic Conference fraternities at Duke University and may change the status of any Suspended Member to Regular or Affiliate Membership by a 2/3 vote.

Requirements: in order to appeal for status change, the Suspended Member shall:
1. Have written record of communication with National Headquarters, requesting assistance in their effort to fulfill member obligations to Duke Panhellenic Association and Duke University.
2. Be financially able to pay full Panhellenic dues;
3. Show commitment to attend all Panhellenic Council meetings;
4. Attend the President’s retreat and other leadership conferences; showing commitment to increasing the vitality of Greek Life;
5. Submit a detailed progress report;
6. Comply with all Panhellenic Association policies, University policies, and guidelines established by the Office of Fraternity and Sorority Life;
Procedure:
1. When a Suspended Member meets all requirements listed in section 1 of this Appendix, the chapter may file for appeal to the Director of Administration and Order.
2. The Director of Administration and Order will either
  1. Send back the appeal with specific instructions as to which requirements are NOT being met, or
  2. Add the appeal to the next appropriate Panhellenic Council meeting.
3. Representatives from the Suspended Member will present their case at the assigned Panhellenic Council meeting.
4. All Regular Members and Affiliate Members will have one week to deliberate.
5. At the next Panhellenic Council Meeting, the voting delegates must bring the appeal to a vote.
  1. If the appeal is granted by 2/3 of voting delegates, then the Suspended Member will become either a Regular or Affiliate member as defined in Article I of the Constitution.
  2. If the appeal is not approved, the Suspended Member shall not appeal for status change for one semester.