Constitution

The Constitution and Laws of Phi Eta Sigma Honor Society, Alpha Chapter, University of Illinois

Preamble

We, the members of the Phi Eta Sigma honor society, in order to promote a higher standard of learning and to encourage high scholastic attainment among the freshmen in our institutions of higher learning, do ordain and establish this constitution for the government of our society.

Article I. Name

The name of this organization shall be Phi Eta Sigma Honor Society, University of Illinois alpha chapter.

Article II. Statement of Purpose

The purpose of this organization shall be to recognize achievement of freshmen students and promote superior scholarship amongst all members.

Article III. Membership

(membership defined)

Section 1. The members of Phi Eta Sigma shall be those persons who have been initiated according to the ritual as provided by the Phi Eta Sigma national guidelines.

Section 2. In such cases whereas it is impossible for any student to be initiated by formal ceremony in either the fall or spring semester, he or she may be duly initiated by proxy by the chapter advisor without the requirement of going through the initiation ceremony.

(eligibility for membership)

Section 3. Any person, irrespective of membership in other organizations and associations, shall be eligible to membership in Phi Eta Sigma who is a full time student at the University of Illinois, and who has a cumulative grade-point average of at least 3.5 out of 4.0 at the close of the spring or fall semester of his or her freshman year. A student (defined as someone who takes at least twelve credit hours per semester) who enters the University of Illinois with advanced standing but no credits obtained in residence at a college or university may be initiated into Phi Eta Sigma on the same basis as any other candidate for the society. Because of his or her advanced standing a first year candidate may be unintentionally excluded from the mailing list of eligible members; however, any such candidate may still petition for membership by contacting the chapter advisor or president during the fall or spring membership drive following the fall or spring semester of his or her first year of attendance at the University of Illinois. It is the sole responsibility of such eligible members with advanced standing to contact the chapter advisor or president if he or she wishes to join Phi Eta Sigma. A student in his or her first year at the University of Illinois but with credit obtained in residence at another college or university is not eligible for membership.

Section 4. Once initiated, a member is a part of Phi Eta Sigma for the duration of his or her college career at the University of Illinois. No member of the University of Illinois chapter can be suspended or expelled from membership by the local Executive Board, but the Executive Board reserves the right to appeal for removal of any member(s) to the national Executive Committee.

Article IV. Officers

(eligibility)

Section 1. Any member in good standing and regardless of class standing or membership in other organizations and associations shall be eligible to apply to be an officer on the Executive Board, with the exception that the President may not concurrently hold the position of president for any other Registered Student Organization at the University of Illinois.

Section 2. The chapter officers shall be President, Vice-President, Director of Internal Affairs, Treasurer, Philanthropy Coordinator, Service Coordinator, Professional Development Coordinator, On- and Off-Campus Tutoring Coordinator, Social Coordinator, Secretary, Publicist, and Senior Advisor(s). Any Executive Board applicant may be considered for any of the aforementioned positions so long as they are willing to assume responsibility of the position as defined in the following sections, with the exception that a senior advisor must be a previous Executive Board member for at least one term.
(responsibilities)

Section 3. The President is responsible for the general coordination of the Executive Board in their endeavors to carry out their assigned tasks. The President is responsible for ensuring that the student chapter acts in accordance with the guidelines set out by the national organization’s constitution as well as guideline set forth by the University’s Office of Registered Student Organizations. Furthermore, the President serves as the official representative of the student chapter, acting as a liaison among the other student chapters as well as the national organization. Finally, the President runs all general meetings and plans the spring induction ceremonies.

Section 4. The Vice President of External Affairs is in charge of helping organize and run all of the activities that Phi Eta Sigma runs, especially the general meetings. The Vice President of External Affairs acts as a second arm to the President, holding almost as much responsibility and as much authority. The Vice President of External Affairs is also in charge of Phi Eta Sigma publications, including membership mailings and the production of initiation materials.

Section 5. The Director of Internal Affairs (DIA) chief responsibility will be maintenance of the Phi Eta Sigma website including: updating the front page with recent announcements, updating the events page, and uploading newsletters and photographs from the Publicist. The DIA will also be responsible for the administration of the points system as outlined in the appended bylaws by keeping track of members’ points on Google spreadsheets and updating the points on the Phi Eta Sigma website in a timely manner. The DIA will be responsible for recording attendance at general membership meetings. In addition to these responsibilities the DIA will also be responsible for keeping track of honor cord recipients.

Section 6. The Treasurer is responsible for the maintenance of accurate financial records for the student chapter. The Treasurer is also responsible for the prompt reimbursement of officers and committee members as well as the coordination and payment of decorations and refreshments served at general body meetings, induction ceremonies, and appropriate social events. The Treasurer proposes a budget in the spring to be voted on and approved by the Executive Board for use the following school year. The Treasurer is also responsible for maintenance of the on-campus and off-campus bank accounts.

Section 7. The Philanthropy Coordinator is responsible for the management and creation of all Philanthropy events. The Philanthropy Coordinator will choose at least one philanthropic charity for which the group will fundraise in the fall semester, and participate in Relay for Life during the spring semester. If the Philanthropy Coordinator chooses to, the group may fundraise for an additional charity during the spring semester. The Philanthropy Coordinator is also the head of the Philanthropy Committee.

Section 8. The Service Coordinator is in charge of organizing service events and is the head of the Service Committee. The Service Coordinator is responsible for coordinating at least four service events per semester that benefit either the Urbana-Champaign Community at large or the University of Illinois Campus Community, as well as at least one event that is academic in nature. The Service Coordinator is also the head of the Philanthropy Committee.

Section 9. The Professional Development Coordinator is responsible for coordinating programs that will offer members the opportunity to develop their person in such a way as to prepare them for a professional future. The Professional Development Coordinator should organize no fewer than four events per semester that offer different opportunities for professional preparedness. The Professional Development Coordinator is also the head of the Professional Development Committee.

Section 10. The On- and Off-Campus Tutoring Coordinator will be responsible for coordinating an on-campus tutoring program to benefit both members and non-members, as well as a tutoring program with local schools. The On- and Off-Campus Tutoring Coordinator shall employ different marketing and advertising techniques in order to facilitate a successful on-campus tutoring program for all majors and disciplines. The On- and Off-Campus Tutoring Coordinator will also be the head of the On-Campus Tutoring Committee chosen by the Coordinator. Additionally, the On- and Off-Campus Tutoring Coordinator must stay in contact with the school administration and the tutors in order to make sure that the off-campus program is running smoothly. Students of all years and majors are eligible to serve as weekly tutors for the off-campus tutoring program. The On- and Off-Campus Tutoring Coordinator is also the head of the Tutoring Committee.

Section 11. The Social Coordinator is responsible for coordinating at least three events per semester to encourage internal integration. In addition, the Social Coordinator will also be the head of the Social Committee.

Section 12. The Secretary is responsible for the transcription of minutes of Executive Board meetings. These minutes are sent to the Executive Board via electronic mail within three days of Executive Board meetings and are archived (so that they may serve as a historical record of the organization). The Secretary is responsible for archiving the minutes and for keeping a detailed transcription of all of the events, so that they may be referred to in the future for very specific information. Furthermore, this Board member ensures that the rest of the Executive Board is aware of each others’ activities through the soliciting and mailing of Officer Reports to the rest of the Board. Additionally, the Secretary is in charge of sending to members the biweekly announcement emails that highlight upcoming events and opportunities for members.

Section 13. The Publicist will put together the Phi Eta Sigma display Board to be used for Quad Day, Induction Ceremonies, and other pertinent events. The Publicist will also create the PowerPoint presentations to be used at General Member meetings, Induction Ceremonies, and other Phi Eta Sigma-related events that require a slideshow of information. The Publicist is also responsible for creating at least one newsletter per semester detailing chapter events and emailing them to the membership as well as providing them to the Director of Internal Affairs for display on the website. The Publicist will also take pictures at as many events as possible and make them available on the Phi Eta Sigma website and Facebook page. Additionally, the Publicist will be in charge of maintaining the Facebook page and the Twitter feed to ensure that members are receiving information in a timely manner via other forms of on-line communication.

Section 14. The Senior Advisor(s) shall oversee the activities of the Executive Board and offer guidance in decision making. The senior advisor shall work closely with the President and the Chapter Advisor to ensure that all members of the Executive Board are performing their duties promptly and efficiently. The Senior Advisor must meet and counsel at least every other week with individual officers of the Executive Board as delegated by the Chapter Advisor.

Section 15. All officers of the Executive Board are required to regularly attend weekly Executive Board and General Meetings, and to attend both the spring induction ceremonies and Relay for Life. Additionally, all officers of the Executive Board must maintain at least two office hours per week at the Phi Eta Sigma RSO Cube in the Illini Union.
(term)

Section 15. All officers of the Executive Board shall take office for the next academic year at the end of the spring semester for the academic year preceding their term, as scheduled by the outgoing Executive Board, with the exception that the outgoing president and outgoing treasurer may continue working with the chapter advisor and incumbent president and treasurers as needed until the first day of classes in the fall semester.

Section 16. Any officer of the Executive Board may opt to self-nominate for a second term on the executive board if applying for the same position. Such officers need not officially reapply or be interviewed for their position but they must inform the chapter advisor that they wish to fulfill a subsequent term by an appropriate date as set by the chapter advisor and president. The chapter advisor and senior advisor hold the power to veto any officer for a second term. If vetoed by either the chapter or senior advisor, that officer may reapply for a position on the Executive Board by the formal application and interview process. If an officer on the current executive board wishes to apply for a different position he or she must apply by the formal process.

(vacancy)

Section 17. In the case of a vacancy due to removal or voluntary withdrawal, the Executive Board officers shall have the first opportunity to self-nominate to fulfill the position. Officers may leave their position for the vacant position or they may assume two roles for the remainder of the academic year. Following self-nomination, the Executive Board fill a vacant position by appointing a candidate from the general membership or, if no such candidate exists, any student of the general membership may apply for office in accordance with Officer and Election guidelines.

Section 18. In cases of vacancy other than removal or voluntary withdrawal an open office shall be filled according to the direction of the chapter advisor with approval of the candidate from the president.

(removal)

Section 19. An officer may be removed for not fulfilling any of the aforementioned responsibilities and requirements by a majority vote of the executive board. The following procedures are to be followed in such case.

  1. Any member of the Executive Board may submit a complaint, in writing, to the president, or, in the case of the president as the offending officer, to the chapter advisor, detailing the actions or lack thereof of the offending officer.
  2. Upon notification from the president the chapter advisor shall contact the officer in question and additionally notify the rest of the executive board that a hearing is to occur.
  3. At the end of the next Executive Board meeting, which shall be held not less than one week and not more than two weeks after the president has received the written complaint, the officer in question shall be given five minutes to address the Executive Board.
  4. After the officer in question addresses the Executive Board the officer in question is to leave the meeting, following which the remaining officers may discuss the allegations against the officer in questions. The discussion shall not be longer than fifteen minutes.
  5. Following the discussion the Executive Board shall conduct a written, confidential vote to remove, to not remove, or abstain from voting on the officer in question. The officer in question may not vote on the removal.
  6. The chapter advisor shall tally the votes and contact the officer in question immediately after the voting. The rest of the Executive Board may be notified of the vote by email within twenty-four hours of the voting.
  7. If the officer in question is under the guidance of the senior advisor then the senior advisor may assume the aforementioned roles of the chapter advisor.
  8. An officer may voluntarily remove himself from the position.

Section 20. Committee chairs are subject to the leadership of the committee head. In addition to the 6 points maximum to be received, chairs may receive points based on attendance at committee events. Committee chairs shall also hold at least 1 office hour at the RSO Cube per week.

Article V. Elections

Section 1. Elections shall be held annually in the spring semester. Prospective officers shall complete an online application and be formally interviewed by at least two members of the executive board prior to the spring induction ceremony. The Executive Board may review applications to determine which candidates to interview. The slate shall be determined by the Executive Board and presented for confirmation by the general membership at the spring general meeting.

Section 2. Elections may be held as needed to fill vacancies on the executive board.

Article VI. Finances

Section 1. Dues in the amount of a one-time payment of fourty dollars are to be paid to Phi Eta Sigma by established deadline for membership prior to the initiation ceremony.

Section 2. The funds of the University of Illinois chapter shall be kept in a bank or other depository to be designated by the Executive Board and shall be paid out by the treasurer only on the order of the Executive Board.

Section 3. The treasurer has the sole authority to collect and disperse funds for appropriate reasons and purchases. The following sections shall apply:

  1. Any single purchase totaling more than two-hundred dollars shall require the signature of both the treasurer and the president.
  2. The chapter advisor shall manage a petty cash fund of no more than one-hundred dollars to be kept at the office of the chapter advisor and to be allocated with the approval of the president or the treasurer.

Section 4. The Phi Eta Sigma Honor Society at the University of Illinois at Urbana-Champaign has entered into a scholarship fund agreement with the University of Illinois Foundation on the 14th day of September, 2012. This fund shall be used to provide scholarships to undergraduates who are enrolled in the Division of General Studies at the University of Illinois at Urbana-Champaign: both an incoming, first-time freshman student in the Division of General Studies who is in the top 10% of the admitting class and has examples of leadership, involvement, service and future career/goals in the admission file, and a continuing student in the Division of General Studies who has a minimum GPA of 3.5 on a 4.0 scale and submits an essay to be judged on leadership, involvement, service and future career/goals.

Article VII. Meetings

Section 1. Meetings of the general membership shall be held at least once a semester or as determined necessary by the Executive Board.

Section 2. Freshmen introductory meetings shall be held before spring induction to provide information to new members. In consideration of space and to promote closer affiliation between members and the board, separate meetings shall be held on different days.

Section 3. The general membership shall be notified about upcoming Phi Eta Sigma activities within the first month of classes at the beginning of both the fall and spring semesters.

Section 4. Meetings of the Executive Board shall be held once a week or as determined necessary by the president. Any officer who amasses two consecutive unexcused absences may be subject to a removal hearing as defined in Article 4, Section 15. Unexcused absence shall be defined as not informing the president of absence or missing a meeting for reasons unrelated to academics, other organizational conflicts, or out of town travel.

Article VIII. Advisor

Section 1. The chapter advisor shall serve as a connection between the student members of Phi Eta Sigma and the University of Illinois. The chapter advisor oversees Executive Board meetings and aides the Executive Board in planning and production tasks as needed.

Section 2. The chapter advisor must attend all induction ceremonies.

Section 3. The chapter advisor must have approval from the president or the treasurer to sign or spend on behalf of Phi Eta Sigma.

Section 4. The chapter advisor shall offer guidance to the Executive Board but may not vote on any issues other than exercising the veto power as needed against officers wishing to serve consecutive terms.

Article IX. Affiliations

Section 1. The University of Illinois chapter of Phi Eta Sigma shall be affiliated with no organization other than the national organization of the Phi Eta Sigma honor society.

Section 2. The University of Illinois chapter may cosponsor independent events with other registered student organizations at the University of Illinois but shall not merge membership lists, treasury funds, or executive boards.

Article X. Ratification

Section 1. A three-fourths vote of the general membership in attendance is needed to ratify the constitution.

Section 2. A review of this constitution shall be conducted by the Executive Board once every two years prior to the spring induction ceremony.

Article XI. Amendments to the Constitution and Bylaws

Section 1. An Executive Board officer may submit in writing a suggested amendment to the president, who shall forward the amendment to the rest of the Executive Board for discussion at the next Executive Board meeting.

Section 2. Any person of the general membership of Phi Eta Sigma may submit in writing a suggested amendment to an Executive Board officer, who shall then follow the protocol established in Article XI, Section 2.

Section 3. Upon discussion and revision, a proposed amendment must be approved by two-thirds of the Executive Board before it shall be brought to the general membership.

Section 4. An amendment shall only be ratified by three-fourths of the general membership in attendance at the next general meeting. Upon ratification, an amendment shall be effective immediately.

Article XII. Parliamentary Procedure

Section 1. In circumstances not detailed by the Constitution and Laws of Phi Eta Sigma honor society, University of Illinois chapter, Phi Eta Sigma shall defer to the national constitution of the Phi Eta Sigma honor society or to the University of Illinois’s Registered Student Organization guidelines.

Section 2. This Constitution shall govern the University of Illinois chapter of Phi Eta Sigma in all undertakings, except if the Constitution shall violate the laws of the state of Illinois or the laws of the national constitution of Phi Eta Sigma, upon which the University of Illinois chapter shall defer to higher authority.

Article XIII. Bylaws of the University of Illinois Chapter of Phi Eta Sigma

Section 1. Amendments to Bylaws

The bylaws can be amended at any point in time by a simple majority vote of the entire executive board. In order to make an amendment, an officer in good standing shall motion to change the existing wording of the bylaws and after the motion is seconded, the motion shall pass and the bylaws amended after a majority votes in favor of the change.

Section 2. Points

In order to increase participation among the general membership a point system will be used to award members for their participation. If members earn enough points, they will be awarded with honors chords at their graduation. . The director of internal affairs shall administer the points system and will be responsible for recording member¡¦s point totals. Some events will have a set number of points as outlined in the following. Any other events not specified in the following chart shall be decided upon by a majority vote prior to the event beginning. In order to receive honor cords the member must have earned a minimum of 50 points by their graduation semester with a minimum of 20 points coming from the starred events (this rule applies to those inducted Spring 2008 and onward)

Activity Points
Executive Board 25*
General Membership Meeting 3
Social Acitivies 1/hour
*Volunteer Activites 1/hour*
Committee Chair Up to 6 pts/semester*
Committee Members Up to 5 pts/semester*
*On-Campus Tutoring 1/hour*
*Off-Campus Tutoring 1/hour*
Study Hall 1

*On campus tutoring- up to 10 points may be awarded for private tutoring; no maximum for group tutoring

*Denotes active points

Section 3. Officer Elections

Officer Elections shall be held no later than one month before the general membership meeting. The Senior Advisor(s) or President shall instruct the Executive Board prior to the elections on the procedure of the election process. The election shall begin with an online application process to be administered by the Chapter Advisor(s). Depending on the number of applicants, the executive board can elect to conduct a paper screening. A member of the executive board designated by the President shall then schedule interviews. Each interview shall last no longer than a time designated by the Senior Advisor(s). The President will lead questioning during interviews and other Executive Board members may participate in questioning. Senior Advisor(s) and Chapter Advisor(s) will only interject in questioning and discussion when a pertinent point has not been brought to the attention of the Executive Board. After all of the interviews have been conducted, the President will lead the executive board in discussing three candidates for each position beginning with President and ending with Off-Campus Tutoring Coordinator. The votes are cast on anonymous ballots and tabulated by the Senior Advisor(s) and Chapter Advisor(s). In the event of a tie the Senior Advisor(s) and Chapter advisor(s) shall then break the tie and announce a winner.

Section 4. Expenditures

Any expenditure totaling more than $50 requires a majority vote from the executive board.


Created this 9th day of March, 2004

By Jennifer Kolton

  1. President, Phi Eta Sigma
  2. 2003-2004, 2004-2005

Revised this 26th day of March, 2006

By Justin Litz

  1. President, Phi Eta Sigma
  2. 2005-2006

Revised this 6th day of April, 2008

By Michelle Beck

  1. President, Phi Eta Sigma
  2. 2007-2008

Revised this 29th day of April, 2010

By Tiffany Chan

  1. President, Phi Eta Sigma
  2. 2009-2010

Revised this 19th day of February, 2013

By Isabella Prenta

  1. President, Phi Eta Sigma
  2. 2012-2013