Chapter Bylaws
B Y L A W S
OF THE ALPHA BETA CHI CHAPTER
OF PHI THETA KAPPA INTERNATIONAL
AT PIMA COUNTY COMMUNITY COLLEGE
Revised November 17, 2004
CHAPTER 1. Name of Chapter
The name of this chapter of Phi Theta Kappa shall be Alpha Beta Chi.
CHAPTER 2. Purpose
The purpose of Alpha Beta Chi chapter of Phi Theta Kappa shall be to recognize and encourage scholarship among Pima Community College students. To achieve this purpose, Alpha Beta Chi shall provide opportunity for the development of leadership and service, an intellectual climate for exchange of ideas and ideals, lively fellowship for scholars, and stimulation of interest in continuing academic excellence.
CHAPTER 3. Membership in the Chapter
Section 1.
The Alpha Beta Chi chapter shall consist of provisional, standard, enhanced, honorary, probationary and alumni members. Prospective members must meet the orientation requirements before induction.
A. Standard Member: In addition to meeting membership eligibility requirements as stated in article IV, chapter 1of the Phi Theta Kappa International Constitution and Bylaws, each candidate for membership must meet the following requirements before induction:
be currently enrolled at Pima Community College for at least one class,
have completed 12 semester hours of coursework with a cumulative grade point average of 3.5 or higher on a 4.0 scale,
submit a completed application packet which may include but is not limited to a completed application form, and membership fees,
adhere to the school conduct code and possess recognized qualities of citizenship.
Grades for transfer credits from other institutions may be considered in the determination of membership eligibility. Transfer students must still complete 12 semester hours of coursework at Pima Community College before becoming eligible for membership. Students previously enrolled at Pima Community College who have not taken classes for a period of five consecutive years, may request that the older coursework not be considered when determining membership eligibility.
To join the local chapter, a current Phi Theta Kappa member transferring from another chapter must pay the current Alpha Beta Chi chapter membership fee and provide all information necessary for the Contact Advisor to transfer the membership.
A cumulative grade point average of 3.5 must be maintained to remain a standard member in good standing. If a standard member’s grade point average drops below 3.5, that member will become a probationary member.
B. Enhanced Member: An enhanced member of this chapter must meet all standard membership requirements in addition to the current Alpha Beta Chi Enhanced Membership program requirements.
C. Provisional Member: In addition to meeting eligibility requirements as stated in article IV, section 1B of the Phi Theta Kappa International Constitution and Bylaws, a student must have earned a cumulative grade point average of 3.5 on all course work completed in high school, or be a Pima Community College student who demonstrates a desire to become an active member of the chapter and be in the process of fulfilling the eligibility requirements. A provisional member must be currently enrolled at Pima Community College, adhere to the school conduct code and possess recognized qualities of citizenship. This desire for membership must be demonstrated by signing a letter of intent. A provisional member shall not enjoy the full rights of standard membership until such time as all requirements have been met.
D. Honorary Member: An individual must meet eligibility requirements as stated in article IV, section 1D of the Phi Theta Kappa International Constitution and Bylaws. Honorary membership in the chapter may be granted to anyone who, in the opinion of the chapter, has rendered distinguished service to Alpha Beta Chi or the community. This membership shall be conferred at the discretion of the Executive Board. All honorary members shall be privileged to wear the regular Phi Theta Kappa Key without the requirement of induction.
E. Probationary Member: A Probationary Member is any member whose grade point average falls below the requirement of 3.5 on a 4.0 scale. In accordance with Chapter 1, Section 3 of the Phi Theta Kappa International Constitution and Bylaws, when a member is no longer in good academic standing, it is his or her responsibility to notify the Contact Advisor. A probationary member has one semester to reestablish the required grade point average. If the member fails to do Society membership will be revoked.
F. Alumni* Member: An individual must meet eligibility requirements as stated in article IV, section 1C of the Phi Theta Kappa International Constitution and Bylaws and be an alumni of the Alpha Beta Chi chapter. Alumni have no voting privileges.
*In this document, the word “alumni” is interpreted as meaning both alumni and alumnae.
CHAPTER 4. Chapter Advisors
Section 1.
In addition to carrying out the duties as stated in the Phi Theta Kappa International Constitution and Bylaws, chapter IV, section 5, the chapter Advisors shall be responsible for but not limited to:
overseeing the completion and submission of membership reports and fees to Regional and International Headquarters,
act as liaisons between chapter and college administration,
assist in the recruitment of members,
when possible, accompany Alpha Beta Chi members on out-of-state and/or out-of-town travel,
maintain communication with each other regarding Alpha Beta Chi business,
coordinate officer elections with the Vice-President of Leadership,
assist in the development and implementation of the chapter’s comprehensive programs, and
assist the officers in maintenance of all chapter records.
The Advisors shall have no voting rights.
Section 2.
The number of advisors will include but not be limited to one Advisor from each campus, one of whom will also serve as the Contact Advisor. The Executive Board shall conduct a review of each candidate’s qualifications and then make recommendations to the Vice-Chancellor of Educational Services who will administratively appoint the new chapter Advisor. The term of all advisors shall be for one year beginning in June and continuing until the end of May of the following year.
Section 3.
If an advisor is unable to fulfill his or her duties, that advisor shall give written notice to the current chapter Contact Advisor, Chapter President, and Vice-Chancellor of Educational Services as soon as possible. The Executive Board will immediately seek a replacement. The Executive Board may vote by secret ballot to remove an Advisor, then said request will be submitted for approval and action by the Vice-Chancellor of Educational Services.
CHAPTER 5. Officers
Section 1.
All officers must be:
standard members of the Alpha Beta Chi chapter, in good standing,
have a minimum grade point average of 3.5 and
must be carrying a minimum course load of six semester hours during the fall and spring semesters of their terms.
Section 2.
The Alpha Beta Chi chapter shall have the following elected officers: President, Vice-President of Membership, Vice-President of Scholarship, Vice-President of Leadership, Vice-President of Service, Vice-President of Fellowship, Vice-President of Finance, Vice-President of Administration, Vice-President of Public Relations and All Campus Liaisons. These officers shall constitute the Executive Board.
Section 3.
The Executive Board shall appoint an Alumni Liaison from the Beta of Arizona Alumni Association. The Alumni Liaison shall have no vote.
Section 4.
The Alpha Beta Chi chapter officers shall:
establish and implement the policies for the operation of Phi Theta Kappa in accordance with the international constitution and bylaws and chapter bylaws,
attend all appropriate meetings as designated by the Executive Board.
fulfill duties as required by the chapter bylaws,
establish and maintain open lines of communication at International, Regional and College levels,
make regular reports to the Executive Board,
train successors to their respective positions,
maintain and update standard operating procedures for their respective positions that will be kept on file with the chapter Secretary, and
elicit from the general membership whatever assistance is needed to fulfill the responsibilities of their offices.
If an officer is unable to perform her or his assigned duties, the Executive Board shall appoint one of the standard chapter members to act as a pro-tempore until such time as the officer is able to resume his or her duties. If the officer is unable to resume his or her duties, the pro-tempore officer shall serve until an appointment is made to the position.
Section 5.
The duties of the President shall be to:
preside over all executive, and special board meetings,
serve as an Ex-officio member of all committees,
set the agenda for all special and Executive Board meetings,
assist the Contact Advisor with preparation of the Annual Report for Regional and International Headquarters,
vote only in the case of a tie,
establish chapter goals centered around the Five-Star Chapter Development Program with the aid of the advisors, officers, and members,
represent the organization at all times,
direct other officers in the implementation of their comprehensive programs,
appoint and establish all special committees as needed, and
coordinate preparation of the Arizona Regional and International award applications.
Section 6.
The duties of the Vice-President of Membership shall be to:
assume presidential duties in the absence of the President
appoint the chairs of the membership committees,
coordinate nomination of honorary members for the Executive Board’s approval,
provide information to all members explaining:
benefits of membership
All-USA/All-Arizona Academic Teams
National Dean’s List
Arizona Region Alumni Associations
Society bank card program
conduct new member orientations and coordinate new member induction each semester,
insure that all new members meet the eligibility requirements,
with the assistance of the Treasurer and Contact Advisor, make sure all membership information is forwarded to International Headquarters and that all Regional and International membership fees are paid,
and appoint all chairs of all appropriate membership committees.
Section 7.
The duties of the Vice-President of Scholarship shall be to:
assume presidential duties in the absence of the President and Vice-President of Membership,
coordinate writing of the Regional Honors Topic essay,
coordinate and implement the chapter’s comprehensive honors program,
coordinate and implement the chapter's Five Star Enhanced Membership program,
oversee writing of the Hallmark Award application for Scholarship,
and appoint the chairs of all scholarship committees.
Section 8.
The duties of the Vice-President of Leadership shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership and the Vice-President of Scholarship
direct the chapter in the use of parliamentary procedure for meetings,
assist Advisors in coordinating Officer Elections and New Officer Orientation and Training,
oversee all leadership activities,
coordinate the preparation of the Leadership Hallmark Award entry
and appoint the chairs of all leadership committees.
Section 9.
The duties of the Vice-President of Service shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership, Vice-President of Scholarship and Vice-President of Leadership
coordinate and implement the chapter’s comprehensive service program,
oversee writing the Hallmark Award application for Service,
and appoint the chairs of all appropriate service committees
Section 10.
The duties of the Vice-President of Fellowship shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership, Vice-President of Scholarship, Vice President of Leadership, and Vice-President of Service,
implement the chapter’s comprehensive fellowship program,
work with the chapter President and Vice-Presidents to integrate fellowship into chapter activities,
oversee writing of the Hallmark Award application for Fellowship,
and appoint the chairs of all appropriate fellowship committees.
Section 11.
The duties of the Vice-President of Finance shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership, Vice-President of Scholarship, Vice-President of Leadership, Vice-President of Service, and Vice-President of Fellowship,
keep records of all financial transactions of the chapter,
present financial reports at each Executive Board meeting,
place all financial records in official chapter files at the end of each academic year after the books have been reviewed and audited by a non-signatory Advisor,
coordinate all chapter fundraising events,
maintain financial records for all fundraising committees,
process all paperwork for expenses and revenues,
coordinate travel to all official Phi Theta Kappa functions,
and appoint chairs for all treasury committees as needed.
Section 12.
The duties of the Vice-President of Administration shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership, Vice-President of Scholarship, Vice-President of Leadership, Vice-President of Service, Vice-President of Fellowship and Vice-President of Finance
record the minutes of all proceedings of regular Executive Board and special meetings,
send copies of minutes to all chapter officers and advisors within seven days following the Executive Board or special meeting,
write chapter correspondence as necessary,
maintain chapter records, files, and chapter operations guidelines,
and maintain a chronological listing of chapter events.
Section 13:
The duties of the Vice-President of Public Relations shall be to:
assume presidential duties in the absence of the President, Vice-President of Membership, Vice-President of Scholarship, Vice-President of Leadership, Vice-President of Service, Vice-President of Fellowship, Vice-President of Finance, and Vice-President of Administration
send press releases as appropriate to all college and community news media
keep the chapter, college and community informed about chapter activities and recognition’s
insure that the chapter web site is maintained and updated on a regular basis,
oversee creation and distribution of brochures, flyers, and posters relating to chapter activities and events,
publish the chapter newsletter,
and appoint the chairs of all appropriate public relations committees.
Section 14.
The duties of the Campus Liaisons shall be to
plan, schedule, and conduct the General Membership meetings
post all appropriate notices on the chapter bulletin boards,
serve as liaison between the members and Executive Board,
assist in the recruitment, orientation, and induction of new members,
assist with implementation of chapter activities at their respective campuses.
Each campus may have up to two Liaisons serving together during one school-year term of office. The absence of any Liaisons will not deter from obtaining a quorum. They will only add to the official count.
Section 15.
Alumni Liaison
The Alumni Liaison is to be appointed by the Executive Board. The term of office shall be approximately one year from the date of appointment.
The duties of the Alumni Liaison shall be to:
keep the alumni aware of chapter needs.
report on alumni activities and chapter support.
represent the alumni as liaison to the Executive Board.
provide information to members explaining the mission and goals of the Arizona Region alumni associations.
CHAPTER 6. Election and Appointment of Officers
Section 1.
In addition to meeting requirements as stated in chapter IV, section 3 of the Phi Theta Kappa International Constitution and Bylaws, all candidates for office must be members of the Alpha Beta Chi chapter, in good standing.
Section 2.
Elections shall be coordinated by the chapter advisors and the Vice-President of Leadership. Elections shall be held once yearly. Installation of officers shall occur during the month of May.
Section 3.
Elected officers shall hold office for approximately one year from the date of installment. Officers may not serve more than one consecutive term in any given elected office, and may not serve more than two consecutive terms in any capacity as an Executive Board officer unless no eligible candidate comes forward for the position.
Section 4.
Appointed officers shall serve from the time of appointment until the installation of new officers. Appointed officers shall have the right to run for any Executive Board position, and their appointed term shall not be applied to the term limit of elected officers in chapter 6, section 3 of these bylaws.
Section 5.
Any Executive Board member who resigns for any reason must wait one full term before running for an Executive Board position. Officers who complete one full term will receive their stole and tassel or equivalent gift.
Section 6.
Any elected or appointed officer shall occupy no more than one office within the Phi Theta Kappa organization. If a chapter officer is elected or appointed to a Regional office before the Regional Convention, the officer must resign from the chapter office upon being sworn in as a Regional Officer. If the officer is elected or appointed to office at the Regional Convention, that officer may complete the term as a chapter officer.
Section 7.
The chapter officers shall be elected by a simple majority of voting membership by secret ballot, and the advisors shall count said ballots.
Section 8.
A three-fourths majority of the voting membership by secret ballot shall be necessary to remove an officer from office.
Section 9.
An officer failing to maintain active membership in the society shall forfeit the office at the request of the advisors and Executive Board.
Section 10.
Vacancies in any Executive Board office shall be filled by appointment by the Executive Board.
CHAPTER 7: Committees
Section 1. Standing Committees
The following shall be known as standing committees:
Correspondence/Phone Committee
Fundraising Committee
Programs Committee
Fellowship Committee
Community Service Committee
Membership Committee
Public Relations Committee
History-Yearbook Committee
Awards Committee
Section 2. Special committees shall be established as the Executive Board deems necessary.
Section 3. Committee Meetings and Reports
Active committees should meet as frequently as necessary and send a written report of their activities to the appropriate supervising officer and to the Secretary prior to the regularly scheduled Executive Board meeting.
When a committee terminates its function, the committee chair must submit a final written report to the appropriate supervising officer.
When a committee becomes inactive it should submit a written notice of inactivity to the Vice-President of Administration.
CHAPTER 8. Meetings of the Chapter
Section 1. Executive Board Meetings
A. Executive Board meetings shall be held not less than once a month.
B. Monthly Executive Board meetings shall be scheduled by the Executive Board officers and advisors at the planning meeting held prior to the beginning of each semester. Members shall thereafter be notified of the meeting schedule.
C. Copies of the meeting agenda shall be distributed to each Executive Board member and Advisor and posted at each campus and the chapter web site for the general membership not less than three days prior to the scheduled meeting.
D. Voting:
All elected or appointed officers of the Executive Board are entitled to one vote each.
The President may vote only in the case of a tie.
All chapter members attending Executive Board meetings shall have one vote each.
A majority of officers of the Executive Board shall constitute a quorum.
Rescheduling of Executive Board meetings must be done within 72 hours of the originally scheduled meeting and posted on the campus bulletin boards, chapter web site, and distributed via e-mail as appropriate.
E. No action shall be taken by the Executive Board that is contrary to the Phi Theta Kappa International Constitution and Bylaws, Alpha Beta Chi Bylaws and the policies of Pima Community College.
Section 2. General Membership Meetings
A. General Membership meetings of the chapter shall be held at least once every semester.
B. Each campus General Membership meeting must be conducted by the appointed Campus Liaison or their designee.
C. Agendas shall be determined by each campus liaison and be distributed at the time of the meeting.
D. The General Membership meeting places, times, and dates shall be established by the Campus Liaisons.
E. Each member, excluding provisional members, shall be entitled to one vote at General Membership meetings.
F. A quorum need not be established to conduct General Membership meeting business.
G. No action shall be taken at any General Membership meeting that is contrary to the Phi Theta Kappa International Constitution and Bylaws, Alpha Beta Chi Bylaws, and the policies and practices of Pima Community College.
H. Rescheduling of General Membership meetings must be done within 72 hours of the scheduled meeting and posted on the chapter bulletin boards, chapter web site, and distributed through the chapter e-mail list.
Section 3. Meeting Notices
Members shall be notified at the beginning of the semester of all regularly scheduled Executive Board and General Membership meetings. The Executive Board, the advisors, or the chapter membership may call special meetings. Members must be given at least three days notice prior to the scheduled date of a special meeting.
Section 4. Procedures
Robert’s Rules of Order shall be used as a guide for all chapter business.
CHAPTER 9. Finance of the Chapter
Section 1. Revenues
A. Fees
Membership fees in Phi Theta Kappa represent chapter, regional and international fees. Alpha Beta Chi chapter fees shall be fixed by a majority vote of the membership.
The Vice-President of Finance shall verify receipt of all membership fees.
The Vice-President of Membership shall keep a separate record of all fees payments made by new members and provide a receipt as needed.
The Vice-President of Finance will deposit checks, money orders and cash payments to the Phi Theta Kappa multi-campus charge center at Pima Community College.
The Contact Advisor and the Vice-President of Membership shall confirm with the Treasurer the amounts to be paid to Phi Theta Kappa International Headquarters as soon as supporting documentation is verified.
The Vice-President of Finance and Contact Advisor are responsible for overseeing membership fees payments to International headquarters.
B. Receipts From Fundraising Events
All receipts from fundraising events shall be submitted to the Vice-President of Finance within two days after conclusion of the event.
All expense receipts in connection with the event should be submitted at the same time. The Vice-President of Finance will deposit the receipts to the Phi Theta Kappa multi-campus charge center at Pima Community College.
Section 2. Expenditure of Funds
A. Cash Advance Vouchers
The Vice-President of Finance and a minimum of two Advisors will be the signatories on the Phi Theta Kappa multi-campus charge center account at Pima Community College.
The Alpha Beta Chi chapter will follow Pima Community College’s current accounting procedures for the disbursement of chapter funds.
All requests for funds must be submitted in writing to the Vice-President of Finance at least two weeks prior to the event.
Supporting receipts for reimbursement of any approved expenditure shall be submitted to the Vice-President of Finance for processing.
The Vice-President of Finance is responsible to submit all receipts for processing within one week of their receipt.
B. Emergency Expenditures
Approval of emergency expenditures will be by majority vote of the Executive Board.
C. Purchases in Excess of $50.00.
All purchases of more than $50.00 must be approved by vote of the Executive Board. All purchase requests are to be submitted in the form of motions or written proposals asking not to exceed a specified amount. All written proposals will be included in the minutes of the Executive Board meeting.
Section 3. Tax Exemption
Alpha Beta Chi shall be operated exclusively for educational purposes and shall be exempt from taxation under section 501 (a) as described in section 501 (c)(3) of the Internal Revenue Code. No part of its funds shall accrue to the benefit of any private individual except that reasonable compensation shall be paid for services actually rendered.
Section 4. Budget
An annual budget shall be prepared as deemed necessary by the Executive Board and Advisors. The annual budget shall be prepared during August. The budget may be amended by a two-thirds vote of the Executive Board and approved by the advisors.
Section 5. Chapter Accounts
No financial obligation shall be incurred by an officer or committee except as authorized within the annual budget, or under authority of special action, approved by majority vote of the Executive Board and authorized by one Advisor.
Section 6. Expenditure of Funds
All monies shall be retained in the Phi Theta Kappa multi-campus charge center at Pima Community College and administered by the Vice-President of Finance of Alpha Beta Chi under the authority of the Executive Board and Advisors.
Section 7. Annual Financial Report
At the last Executive Board meeting of the academic year, the Vice-President of Finance shall present a statement of the financial condition of the chapter and shall report the financial operations of the preceding year. The Executive Board shall review and approve this report.
Section 8. Prudent Reserve
The outgoing Executive Board shall leave a prudent reserve in the Phi Theta Kappa multi-campus charge center to support the beginning activities of the next Executive Board.
CHAPTER 10. Amendments and Revision
These bylaws may be amended in the following manner:
A. Written copies of any proposed amendment(s) to these bylaws shall be made available to all members of the chapter at least 30 days prior to the special meeting calling for a vote on the amendments.
B. The Campus Liaisons will present the amendment(s) for discussion and possible approval by the members at a special meeting called for said purpose. Approval shall require a two-thirds vote of the members present at the meeting.
C. When the proposed amendment(s) is (are) passed, a copy of the amended bylaws shall be submitted to International and Regional Headquarters and the Dean of Student Development at each campus.
D. Amendments shall not alter the purposes of this chapter to operate exclusively for non-profit educational purposes or in a manner that precludes this chapter from being tax exempt. Donations and fees will be deductible from taxable income to the extent allowed in the United States Internal Revenue Code.
E. No amendment shall be proposed which is contrary to the Phi Theta Kappa International Constitution and Bylaws or the policies and practices of Pima Community College
