Constitution


Preamble

The purpose of The Order of Omega shall be threefold:

First, to recognize those students who have attained a high standard of leadership in inter-Greek activities, to encourage them to continue along this line, and to inspire others to strive for similar conspicuous attainment.

Second, to bring together the most representative fraternity and sorority members, and to create an organization which will help mold the sentiment of the institution on questions of local and intercollegiate affairs.

Third, to bring together members of the faculty, alumni, and student members of the institution’s fraternities and sororities on a basis of mutual interest, understanding, and cooperation.

Article I – Introduction

The name of this chapter shall be the Zeta Xi chapter of the the Order of Omega. Note that the chapter will hereby be referred to as “the Order” for the remainder of the Constitution.

Note “the Board” will refer to the chapter’s executive board.

Note that the national constitution/bylaws shall be referred to for anything not included in this constitution.

Article II – Organizational

Structure

Section I – Executive Board

It is the responsibility of the executive board to lead the chapter in accordance with the values outlined in the Preamble. The responsibilities of each of the four positions are outlined below.

 

President

 

The President shall…

  • Have overall responsibility for the operation of the Chapter
  • Call and preside all regular and special meetings of the Chapter
  • Call and preside at all Chapter Executive Board meetings
  • Approve all the Chapter’s checks and contracts
  • At minimum, serve as an ex-officio member of all Chapter Committees
  • Report as required to Order of Omega Headquarters
  • Maintain the following documentation: current Order of Omega Constitution & Bylaws, current budget, correspondence and materials received from the Order of Omega Headquarters
  • Keep in regular contact with the Chapter Advisor
  • Represent the Chapter to outside parties
  • Keep Order of Omega Headquarters informed of all membership changes
  • Aid and oversee all other executive board members

 

Executive Vice President

 

The Executive Vice President shall…

  • Absorb responsibilities typically allocated to the Secretary and Treasurer
  • Serve as the Executive Vice President in ritual
  • Assist the President with oversight of all committees and initiatives
  • Log operation of all active initiatives
  • Take notes at all meetings and activities relevant to both the chapter and its initiatives
  • Maintain a complete and up-to-date file, including meeting minutes since the Chapter’s inception, copies of all contracts and current correspondence
  • Perform the duties of the President in his or her absence, inability to serve, or as requested by the President
  • Keep an up-to-date membership roster and call roll at all meetings
  • Be responsible for the general supervision of Chapter finances
  • Prepare the annual budget for approval by the Executive Board
  • Receive all payments and collect dues
  • Pay all bills of the Chapter
  • Maintain up-to-date financial records, give a financial report at each regular meeting

 

VP of Selection & Education

 

The VP of Selection & Education shall…

  • Serve as the “Secretary” in ritual
  • Coordinate all membership selection activities according to the Constitution
  • Educate membership on proper selection procedures and how to obtain a diverse membership pool
  • Oversee tapping and initiation activities per Order of Omega rituals and policies
  • Keep all initiation supplies in proper condition

 

VP of Programming

 

The VP of Programming shall…

  • Serve as the “Treasurer” in ritual
  • Organize regular social events for Order of Omega members to attend
  • Consider hosting events, whether they be leadership, social, or discussion oriented, open to individuals beyond the undergraduate chapter members as appropriate
  • Maintain contact with and engage staff and administration, esp. honorary members of the Order of Omega
  • Assist the VP of Selection & Education with the more socially-oriented events hosted by the Chapter

 

Section III – Advisor

An advisor – an alumnus or honorary member of the Order – shall be established each year. The advisor shall be in communication with the President on chapter affairs.

Section IV – Dissolution of Organization

If for any reason the Zeta Xi Chapter of the Order of Omega is dissolved, all property thereof, belonging to the chapter, including real estate and all possessions belonging to the Order of Omega shall automatically be transferred to the Office of Fraternity and Sorority Life at 3933 Walnut Street, Philadelphia, PA 19104.

Article III – Membership

Section I – Types of Membership

There shall be three classes of members: first, student; second, honorary; and third, alumni.

Student members shall be those selected to Omega as undergraduate students by a chapter and they shall be so designated during the remaining period of their undergraduate, post-baccalaureate, and/or graduate enrollment.

Honorary members shall be those selected honoris causa by a chapter of Order of Omega. These members shall include faculty, staff, alumni and other community members who are not undergraduate students.

Alumni members shall be all former student members after their graduation or the termination of their collegiate enrollment.

Section II – Membership Privileges, Expectations

The minimum expectation to continue membership in the chapter as an undergraduate requires every member to pay the dues amount set by the executive board at the beginning of its term. Failure to pay this fee, or a separate amount agreed upon between the executive board and the individual, will result in the option for the executive board to terminate the member’s lifetime membership in the Order of Omega.

 

Membership in Order of Omega entitles the initiated to the rights and privileges of life membership. Only student members may vote and hold office in a local chapter.

Section III – Transfer Student Membership

Transfer members may affiliate or be eligible for selection to membership according to the following:

  1. Initiated transfer students shall be affiliated with the Zeta Xi Chapter of the Order of Omega chapter at the discretion of that chapter, generally through admission during the standard new member selection cycle. It is recommended that the chapter verifies Order of Omega membership with the Executive Office.
  2. A student transferring from another institution shall be eligible for selection to membership in Order of Omega Zeta Xi.

Section IV – Membership Eligibility

The qualifications for membership in Order of Omega shall be character, scholarship, service and leadership.

Exemplary character shall be the primary consideration for membership in Order of Omega.

To be eligible for membership in Order of Omega, a student shall meet the following minimum requirements:

  1. One full academic year of residence at the institution where selected.
  2. Junior or Senior (undergraduate) standing.
  3. Have a GPA of a 3.0 on a 4.0 scale at the time of initiation.
  4. Be in good standing with the initiate’s fraternal organization.
  5. At least one-third of each group of initiates shall be of junior standing at the time of initiation.

The selection of student members shall consider the following areas of a candidate’s collegiate record:

  1. Character
  2. Scholarship
  3. Greek offices held
  4. Greek participation
  5. Service to the university
  6. Service to the local community

Section V – Membership Selection

New members may be chosen either annually or semi-annually, the manner and frequency of selections being subject to the decision of the active undergraduate executive board and chapter advisor. Honorary members may be selected as frequently as a chapter may desire.

The number of students initiated into membership in any one year may not exceed three percent (3%) of the total number of enrolled full-time Greek undergraduates at the beginning of the academic year on the campus, or fifteen (15), whichever number is greater.

Deliberations

The final stage of each new member selection cycle should be a chapter-wide final deliberation. Before the final deliberation, the Executive Board will meet in order to set quota and define the restrictions on the number of new members from each chapter and the target ratio of males versus females.

For deliberations to take place, ½ of the chapter membership must be present. Each of the candidates still remaining in the selection process will be discussed, one by one, and then voted upon by private ballot. The chapter president or VP of Selection & Education will preside over the deliberation. During the vote, each member may vote yes, no, or abstain. For a candidate to be offered membership, s/he must receive at minimum 6 yes votes, and at least ⅔ of those voting must be yes votes. It is up to the selection committee and executive board to design the order of deliberations in the fairest and most effective manner by referring to the Standing Rules.

Section VI – Organizational Disaffiliation

A member may at any time choose to voluntarily disassociate from lifetime membership in Order of Omega, releasing them from the privileges and expectations outlined in Section II.

 

Should a student’s fraternal organization close or lose official institution recognition the student may be eligible to maintain membership in Order of Omega as long as the other eligibility requirements in Article III’s membership guidelines are met, and the executive board approves of the continuation of membership.

 

Any member found responsible of conduct unbecoming of Order of Omega shall be deprived of membership. Written notification shall be sent to the individual in question and the Executive Office. A three-fourths (3/4) vote of the active members of the local chapter is required to deprive an individual of membership and shall be subject to review by the Executive Council before it shall be made finally effective.

 

Resignation or expulsion from a fraternal organization may subject one to termination of membership in Order of Omega. Such termination may be subject to review by the Executive Council before it shall be made finally effective.

 

Article IV – Executive Board

Election/Selection Process

Section I – Selection Timing

The President-elect will be elected in January or February, prior to the Spring new member selection during a chapter meeting. The remainder of the executive board will be elected in April, after Spring Fling, during an elections-oriented chapter meeting. These elected members will serve from April until the following April election.

Section II – Executive Board Eligibility and Qualifications

All members in the Zeta Xi Chapter of Order of Omega are eligible to be elected to the executive board as long as they are of junior standing at the time of election.

Section III – Nominations

Any member may nominate any other member or him/herself to be placed on the ballot for executive board elections. Nominations are confirmed by contacting the President (for the President-elect election) or the President-elect (for the executive board election).

 

When the President or President-elect begins taking nominations, the date and time for elections should be publicized.

Section IV – Election and Voting Procedures

In the event of a contested election for any type of election, ½ of the chapter membership must be present.

 

The election process should proceed as follows:

  • Candidates for a given position all give their speeches with each other in the room.
  • Candidates all leave the room.
  • Voting members come up with uniform questions to ask all the candidates.
    • The President/President-elect should have a prepared list of questions to use as a foundation.
  • One by one, the candidates come back for a Q/A period and are each sent back.
  • The voting members engage in a secret ballot: majority wins, revote on top 2 if only plurality exists.
  • Abstaining is allowed but discouraged.

Section V – Procedure for Removal from Office

In the event of an impeachment process, there must be an ad-hoc committee formed by a small group of members, headed by at least one executive board member. This group should formulate a case against the executive board member for his or her removal from office. The group then must present the case at a chapter meeting, which it has the right to organize. At least ½ of the membership must be present at the meeting, and the motion for removal from office must have the approval of at least ⅔ of those in attendance to become effective. The officer in question should have the opportunity to make a statement in his or her defense during this chapter meeting. There will be a special election held to fill the vacant office soon thereafter.

Section VI – Executive Board Resignation

A member of the executive board may choose to resign at any time, although such action is highly discouraged. A special election should be organized by the remainder of the executive board to fill the vacancy.

Section VII – Board Transition Responsibilities

The President is obligated to involve the President-elect in all chapter operations and activity throughout the President-elect’s term in order to sufficiently transition him or her. The rest of the executive board is simply obligated to hold a transition meeting with the corresponding position on the newly elected board and pass on any relevant materials and documentation.

Article V – Handling of Funds

Section I – Accountable Persons

The Executive Vice President has jurisdiction over all financial aspects of the chapter. S/he may be overruled in any situation by the President. The President should stay up to date on and take responsibility for the chapter’s financial situation.

 

There shall be a one-time initiation fee of $50 for each undergraduate initiate. This shall include the official pin and certificate. This fee should be sent with the form provided by the Executive Office at least four (4) weeks before the date of initiation. Honorary members may be initiated for a one-time $10.00 fee.

 

Local dues may be set by the executive board at the beginning of each semester, but can not exceed a $50 increase from the semester before. New members will be charged the local dues figure in addition to the one-time initiation fee upon accepting their invitations to join.

Article VI – Constitutional

Amendments

Section I – Amendment

This constitution may be proposed at any time, but must be ratified (as defined below in Section II) by a chapter vote before they go into effect. The changes should be presented in a clear format that shows the before and after verbiage.

Section II – Ratification

The Constitution may be ratified at any chapter meeting where ½ of the membership is present, and ⅔ of the membership votes in an open ballot to approve the Constitution.