Zeta Bylaws

ZETA CHAPTER BYLAWS-Enacted April 27, 2021
Article I: Function

This constitution shall not take precedence over any part of the National Constitution of Alpha Chi Sigma.
Gender-specific words are used in this constitution for simplicity only and are not intended to designate gender.

Article II: Membership

Brothers of the Zeta chapter of Alpha Chi Sigma shall remain active members by fulfilling active requirements approved by the chapter in a popular vote early in each semester.
The Executive Board reserves the right to waive or grant active status in extenuating circumstances.
Brothers shall keep the secrets of the fraternity.
Active members may:
1. Make, second, or vote on any motion
2. Attend chapter events
3. Hold elected or appointed office
4. Perform any other duties and functions as stated in the constitution of Alpha Chi Sigma.

Article III: Offices

The following offices shall be elected for a term of one semester: Vice Master Alchemist, Master of Ceremonies, Professional Chair, Social Chair, Fundraising/Outreach, Recorder, and Cyber Alchemist.
The following offices shall be elected in the Spring Semester and be held for the term of one academic year: Master Alchemist, Treasurer, Reporter, Engineering Council (EC) Representative and Krug Chair.
An assistant treasurer will be elected in the fall semester. At the end of the immediately following spring semester, he will be approved as treasurer for the following academic year by a majority vote from the chapter. In the event that the chapter does not approve the assistant treasurer, a traditional election of the treasurer will take place immediately following the election of the Master of Ceremonies.
1. An assistant treasurer may be elected for the summer term, but the treasurer shall remain in charge.
The Master Alchemist shall appoint members for a term of one semester to the positions of Attendance Chair, Tutoring Chair, Intramural Athletics Chair, cyber alchemist, Assistant to the Engineering Council representative, and any temporary offices-deemed necessary. Each appointment must be approved by a majority vote from the chapter.
Co-Chairs
1. Co-officers are not permitted for the following positions of MA, MC, Recorder, Treasurer, and Reporter.
2. Given the event that one co-chair is unable to fulfill his responsibility in office, the remaining co-chair has the choice torun the office alone or accept a replacement co-chair. To replace a co-chair after elections, the chapter will cast an impromptu election at the chapter’s earliest convenience. The election will occur as follows:
  1. The current chair (whose position is irrevocable) shall elect a running mate of his choice.
  2. Candidates from the previous election who lost shall have the option to run again, individually as an additional co-chair. In the event that no previous candidates choose to run, the chapter shall pick a running mate that they feel will be adequate in holding the co-chair position. The new co-chair will be elected by a majority vote.
Responsibilities of Office
1. All officers must complete their duties as set forth by the Constitution
2. The position of treasurer shall be succeeded by the Assistant Treasurer
3. The Master Alchemist shall:
  1. Be the executive officer of the Chapter
  2. Preside at chapter and executive meetings
  3. Commit to memory the parts of the ritual assigned to the Master Alchemist
  4. Delegate responsibilities for special committees or projects as deemed necessary
  5. Be a member of the Budget Committee
  6. Be responsible for the condition of the chapter and the proper discharge of the duties of its officers
  7. Be familiar with general parliamentary procedure
  8. Be the official Chapter representative at public functions unless delegated to another member
  9. Have the power to call special meetings with due notice. Due notice is defined as at least one calendar week
4. The Vice Master Alchemist(s) shall:
  1. Plan and execute all events pertaining to the recruitment of new members
  2. Plan and supervise all pledge oriented events
  3. Commit to memory the parts of the ritual assigned to the Vice Master Alchemist(s)
  4. Set active requirements for chapter upon approval by chapter in a popular vote early in each semester
  5. Manage the VMA budget each semester
  6. Inform and train pledges about chapter related history including but not limited to
    1. The P-Chem
    2. Chapter By-Laws
  7. Review the bylaws with chapter each semester
  8. Decide active status of each brother with the membership committee at the end of the semester
  9. Approve events that fulfill active requirement
5. The Master of Ceremonies shall:
  1. Commit to memory the parts of the ritual assigned to the Master of Ceremonies
  2. Organize and supervise all ceremonial events
  3. Be responsible for obtaining all materials needed for ceremonial activities unless otherwise delegated
  4. Be responsible for the safekeeping and good condition of the regalia entrusted to the chapter
  5. Keep account for all copies of the ritual lent and be responsible to the Grand Chapter for them
6. The Treasurer shall:
  1. Set the pricing of dues and determine when they will be due
  2. Create a budget based on the estimated semester income. Since we are a non-profit organization, there should be no profit at the end of the semester.
  3. Ensure all fees are paid to nationals on time
  4. Manage bank accounts
  5. Fill out IRS postcard each year before May
  6. Conduct an audit with the help of the audit committee of the chapter's yearly expenses
  7. Remain in good standing with RSO office by completing mandatory training modules before the deadline
  8. Complete SORF funding for Krug and any other events in need of fund
  9. Train the assistant treasurer
7. The Assistant Treasurer Shall:
  1. Be under the tutelage of the treasurer and shall act as an assistant through the spring semester.
  2. The Assistant Treasurer shall be authorized to collect dues but shall NOT be able to settle chapter debts.
8. The Professional Chair(s) shall:
  1. Plan all professional events relating to the interest of the chapter
  2. Find times and dates for professor/Alumni chats with any interested professors/Alumni.
  3. Conduct chats by ensuring that actives/pledges are respectful towards the speaker.
  4. Provide site visits and networking opportunities to all actives/pledges of the fraternity.
9. The Fundraising/Outreach Chair shall:
  1. Organize fundraising and outreach events with the community
  2. Notify chapter of any events relating to fundraising or outreach
  3. Ensure that all funds from fundraising are properly allocated to their respective charity or organization
10. The Social Chair(s) shall:
  1. Be responsible for the planning and organization of all chapter social events
  2. Chair the Social Committee
11. The Krug Chair(s) shall:
  1. Plan a lecture with a notable member of the chemical sciences community regarding recent advancements in research.
  2. Work with the EC rep and the treasurer to get funds for the lecture.
12. The Reporter shall:
  1. Report elections, initiations, deaths, expulsion proceedings, changes in status of members, and all other matters of record as required by the Supreme Council.
  2. Fill out any other forms and send them to the national office as they are deemed necessary. These forms can all be found on the national website with explanations.
  3. Have all pledges thoroughly read the Risk Management Policy and sign it. The reporter shall keep records of these forms.
  4. Correspond with the MA, VMAs and Treasurer to ensure the following forms are completed and submitted: Alcohol Awareness Form, Audit, Chapter, Ritual and Regalia Inspection (CRRI) Form.
  5. Fill out and submit the Star Chapter Annual Report by the deadline to ensure the chapter's status with the national office.
13. The Recorder shall:
  1. Keep and distribute the minutes of Chapter meetings
  2. Be responsible for the documents and records of the Chapter
  3. Act as Reporter in the absence of the Reporter
  4. Maintain/create bi-annual scrap book of the chapter.
14. The Engineering Council (EC) Rep shall:
  1. Be an engineer, and a member of Alpha Chi Sigma. They must be willing to commit to the position for an entire academic year.
  2. Regularly attend EC meetings. This means that the representative’s schedule should always be open during meeting times. If several consecutive meetings are to be missed, then a replacement EC Rep shall be selected by the MA.
  3. Find a replacement to attend in their presence when they are unable to
  4. Convey the desires of the Alpha Chi Sigma membership and Exec board to EC when necessary.
  5. Convey relevant information gained from EC meetings to the Alpha Chi Sigma membership [at chapter or when necessary].
  6. Organize and ensure that Alpha Chi Sigma has a smooth Engineering Open House experience.
    1. The EC may also appoint an EC chair to help with organizing EOH or attend EC meetings.
  7. Apply for funding from EC for EOH, the Krug Lecture, and optionally other events held by Alpha Chi Sigma.”
15. The Cyber Alchemist shall:
  1. Maintain all social media platforms and AXS websites up to date in accordance with the MA, VMA, and MC schedule
  2. Publish the Zeta Ion
16. The Health and Safety Officer shall:
  1. Be familiar with the Health and Safety Philosophy and Health and Safety Policies of Alpha Chi Sigma
  2. Be familiar with campus, local, and national policies and regulations as they relate to the chapter.
  3. Be a member of the Chapter Conduct Committee
  4. Assist with planning chapter events to ensure compliance with all policies and regulations.
Election and Removal of Officers
1. Nominations for the elected offices shall have two phases. After the first chapter post pinning ceremony, nominations will be opened for the office of MA, VMA, and MC. Nominations will resume for all additional positions at the third to the last regular chapter meeting of the semester and will continue through the day of elections. Elections will take place on the second to the last regular chapter meeting.
2. Candidates for office must accept the nomination and have the support of at least one other active member.
3. Elections of officers shall be held in the order listed in Article III-A.
4. With all other candidates removed, each candidate shall make a time-limited speech on the day of elections and shall answer questions from the chapter.
5. To win an election, a candidate must receive more than 1/2 of all cast votes. If no one candidate receives the majority of votes, a run-off vote between the two highest vote-getting candidates shall decide the election.
6. Installation of officers shall occur at the last regular meeting of the semester.
7. An officer may be removed from office by calling for a vote of no confidence. A 2/3 majority is required to remove the officer. Should the-MA ever come under such a vote, the VMA shall conduct such proceedings.
8. In the event an office becomes vacant, nominations are to be opened at the earliest opportunity.
9. Vacancies in the Collegiate Chapter offices shall be filled as follows:
  1. The Vice Master Alchemist shall succeed the Master Alchemist, and a new Vice Master Alchemist will be elected. In the event there are two co-chairs for the VMA position an election shall be held to pick one person.
  2. The Recorder shall succeed the Reporter, and a new Recorder will be elected.
  3. Where assistant chapter officers are provided by chapter bylaws, the assistant shall succeed to the higher office and a new assistant will be elected.
  4. Vacancies not otherwise provided for shall be filled by chapter election.
10. The Master Alchemist may appoint temporary officers to fill vacancies until the next meeting of the chapter, when an election shall be held.
11. Election of a replacement shall take-place at the next regular chapter meeting. Any officer temporarily filling a vacancy may decline a permanent appointment for that term.
12. Any member of the chapter who wishes to count votes may not vote
13. Brothers must be present to vote for the following positions.
  1. MA, VMA, MC, Professional Chair(s), Social Chair(s), Fundraising/Outreach, or Assistant Treasurer.
  2. All other positions must submit a paragraph one week in advance of elections to chapter. Absentee ballots must be submitted to the MA before the start of election.
14. Each brother may cast only one vote.
15. The Master Alchemist shall not vote except in the case of a tie in a two-candidate election.
16. Conduct Committee - to consist of either:
  1. No less than 5 active members, including the Health and Safety Officer, appointed as described in chapter bylaws or,
  2. The Health and Safety Officer, Vice Master Alchemist, Social, Chair, Master of Ceremonies, Reporter, and Recorder.
  3. The Conduct Committee shall perform case resolutions and assign sanctions per the National Constitution and Bylaws.

Article IV: The Executive Board

The Executive Board will be comprised of all elected officers and the treasurer
The Executive board:
1. shall have the powers of the chapter during the summer, interim periods, and emergency situations, including the allocations of moneys not budgeted toward normal fraternity affairs.
2. shall consider and report on matters of policy
3. shall meet as necessary
4. shall have the power to make decisions concerning the house and chapter operations and shall report them to the chapter at the-next regularly scheduled meeting. The chapter has the power to veto such decisions by a simple majority vote. Non-emergency-decisions by the executive committee shall not be enacted until they have been reviewed by the chapter.
5. shall always meet in open session except when addressing initial charges against any officer, member, pledge, or house resident.
6. shall have its proceedings and minutes kept by the Recorder
7. shall see that committees mandated by the constitution are assembled and perform their assigned duties
Any member of the executive board may call an executive board meeting
A reasonable amount of notice must be given prior to executive board meetings.
Any power not enumerated here shall be reserved for the active chapter.

Article V: Pledging and Initiation

A candidate for pledgeship into the Zeta Chapter of Alpha Chi Sigma
1. Shall be a faculty member OR a student of the University of Illinois at Urbana Champaign or Parkland College.
2. Shall pass an initial pledge vote of the active members by a simple majority.
Pledges must meet requirements set forth by the VMA before initiation. The active chapter may waive any requirement with a 75% vote.
Pledges must attend initiation at the Zeta or another chapter in order to become full members.
The Zeta chapter of Alpha Chi Sigma adheres to the pledging standards and procedures outlined in the National Constitution.

Article VI: Chapter Meetings

The Zeta Chapter of Alpha Chi Sigma shall have regular meetings every week of the school year at a designated time approved by the chapter.
The quorum for chapter meetings will consist of a majority of the active collegiate members residing within the chapter locality, less those excused, shall constitute a quorum. Proxies toward a quorum are prohibited.
The order of business shall be set forth as deemed appropriate by the MA.
Any motion will pass following a second and a majority vote of voting members present at the chapter meeting.

Article VII: Chapter House

Any chapter house will be administered by rules set forth by the residents of the house
The house rules will not violate any portion of the bylaws of the Zeta chapter of Alpha Chi Sigma or the National Constitution and bylaws of Alpha Chi Sigma.

Article VIII: Adoption, Suspension, and Amendment Procedures

These bylaws will be ratified, and all former versions of the bylaws of the Zeta chapter of Alpha Chi Sigma will be discontinued following a 2/3 affirmative vote of voting active members present at any chapter meeting, providing quorum is met.
Suspension of this constitution in part or in its entirety requires a 3/4 vote of the total active membership.
To propose an amendment, it must first be offered in writing to the Executive Committee by an active member. It can then be proposed at the next regular meeting of the chapter and must be seconded. An affirmative simple majority vote of the members present is necessary to consider the amendment.
To adopt a proposed amendment, it must receive a 3/4 vote of all active members present.
Amendments shall be voted on at the last three chapter meetings of every spring semester.
Amendments shall become active immediately upon adoption.

Article IX: Non-Discrimination Claus

The Zeta Chapter of the Alpha Chi Sigma fraternity does not condone or tolerate discrimination based on but not limited to race, color, religion, creed, national origin or ancestry, sex, age, economic status, or sexual preference in recruitment or membership, nor in the activities, programs and events conducted under the auspices or by the directives of the chapter.
The Zeta Chapter is committed to the elimination of such discriminatory acts based on the above criteria and will take swift, immediate action to cease such behavior.

Article X: Safety Policy and Procedures

All members, pledges, and guests of the Zeta chapter must abide by all Alpha Chi Sigma Health and Safety policies and procedures.

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