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Bylaws of the Alpha Gamma Xi Chapter of

Alpha Phi Omega at the University of Dayton

Revised 02/20/08 In Completion

Article I: Name

The name of this organization shall be the Alpha Gamma Xi chapter of Alpha Phi Omega (subsequently Alpha Gamma Xi chapter or chapter).

Article II: Purpose

The purpose of this fraternity shall be to assemble college students in a National Service Fraternity in the fellowship of the principles of the Boy Scouts of America as embodied in its Scout Oath and Law, to develop Leadership, to promote Friendship, and provide Service to humanity, and to further the freedom that is our national, educational, and intellectual heritage.

Article III: Membership

SECTION A: OPEN MEMBERSHIP

Membership in the Alpha Gamma Xi Chapter of Alpha Phi Omega shall be open to all students of the University of Dayton. Membership shall be in keeping with the policies set down in the Articles of Incorporation, National Bylaws, Standard Articles of Association, and this chapter’s Bylaws, the policies, rules and regulations of the National Fraternity, and those set forth by the University of Dayton and the state of Ohio. The policies, rules, and regulations of both the University of Dayton and the state of Ohio take precedence over any other. All members, regardless of gender, shall be known as brothers.

SECTION B: TYPES AND CONDITIONS OF MEMBERSHIP

There are eight types of membership granted by the Alpha Gamma Xi chapter: (1) Pledge, (2) Active, (3) Associate, (4) Probationary, (5) Honorary, (6) Inactive, (7) Alumni, and (8) Advisory. Only students of the University of Dayton are eligible for Pledge, Active, and Associate membership.

1. Pledge Membership

Pledge Membership shall be conferred upon enrolled students of the University of Dayton upon their induction to the chapter through the Pledging-In ceremony. This Pledging-In ceremony shall be held in accordance with the official Induction of the fraternity. The pledgeship process is one of preparation and education in the ideals and purposes of Alpha Phi Omega. The content and duration of the preparatory period are to be determined by the Membership Vice-President in so far as these matters do not conflict with the Articles of Incorporation and Bylaws or operating policies of the National Fraternity. The pledge ceremony shall be held according to the official ritual of the fraternity. Membership shall be held until the student participates in the initiation ritual of the fraternity or ceases pledging by not completing the pledge program during the time specified by the chapter.

2. Active Membership

Active membership shall be conferred upon all pledges at the time of activation provided that they complete the pledge process to the approval of the chapter.

a. All active members shall serve on at least one chapter committee. If a member has not signed up for any committee by the second chapter meeting, the Recording Secretary, with the consent of the committee chairperson and the active member, shall assign the member in question to that chairperson’s committee. To change committees during the semester, one must obtain approval from both the original assigned committee chair and the committee chair of the committee to which transfer is sought. After this approval is granted, the Recording Secretary will be informed by the chair of the member’s new committee.

b. Active members are required to be active members of committees by attending meetings regularly, informing the committee chair prior to any meeting that one might miss, and helping the committee perform its duties for the betterment of the chapter.

c. All active members shall participate in at least one fundraising event during each semester, provided there are at least three fundraising events during any given semester. To be excused from this requirement, an active member must be excused by the Membership Vice-President.

d. All active members must pay the chapter dues by the fourth chapter of the semester.

e. All active members shall participate in no less than fifteen service hours per semester that the chapter is in session with a minimum of two different service projects, one of which must be a service project organized by the members of Alpha Phi Omega.

f. All active members are allowed a maximum of two unexcused absences from general chapter meetings during each semester. To be excused from a chapter meeting, an active member must receive permission from the Membership Vice-President at least twenty four hours prior to the meeting except in case of emergency at the discretion of the Membership Vice-President.

g. Only active members can hold an elected or appointed office and they must remain active for the full term of office.

h. All active members shall receive all chapter mailings.

i. Graduate and professional students are required to fulfill all the requirements of active membership, unless granted specific exemption to a clause by the Executive Committee.

j. Active membership shall be transferred from one chapter to the Alpha Gamma Xi chapter if the member transfers institutional enrollment subject to the approval of the chapter by majority vote. The new member will receive the necessary transfer form from the chapter and complete it. The Corresponding Secretary is responsible for seeing that the national office receives the form.

k. All active members are to attend the following events. All meetings, ritual activities and mandatory events (a mandatory event being defined per semester as Fellowship Retreat, Service Retreat, Pledging-In, Activation, and three rush events, one of which must be formal rush) are considered necessary for effective operation of the chapter. Fellowship retreat shall be defined as a two to four hour event on campus or in the nearby Dayton area that has activities allowing the chapter to increase its spirit and brotherhood. Service Retreat will be defined as a combination of service and fellowship activities lasting four to twenty-four hours within one hour of the Dayton Area.

l. Seventy-two hours notice shall be given if an active member cannot attend a l mandatory event unless in case of emergency, which is up to the discretion of the Membership Vice-President.

3. Associate Membership

All active members who find it necessary to cease full involvement in chapter affairs, due to other commitments of time and effort, and who petition the chapter for associate membership, may be granted such status. The petition must be in writing, explaining the reasons associate membership is desired, and given to the Membership Vice-President by the 2nd chapter meeting. The Membership Vice-President will present this request anonymously and the decision to grant associate membership to that member will be determined by a majority vote of the Executive Committee. Members who are interning, co-oping, student teaching, or studying abroad shall automatically be placed on associate status if requested and are exempt from paying dues.

a. Associate members must pay full dues by the fourth week of the semester, and are encouraged, but not required to attend general chapter meetings, serve on a committee, and/or complete the required number of service hours.

b. Associate members may participate in all fraternity activities.

c. Associate members cannot hold any office.

d. Associate members have a voice, but no vote.

e. Those members on Associate status shall automatically become active the semester following the semester in which they were Associate unless they re-petition to again be placed on Associate status.

f. Associate members must renew their status each succeeding semester they choose to remain an Associate member.

g. Associate status may only be retained for up to two consecutive semesters. The member must either be active the following semester, graduate, or be placed on inactive status. The member must appeal to the Executive Committee to be exempt.

4. Probationary Membership

Clause 1: Probationary membership shall be conferred upon those active members whose total service hours are less than zero.

Clause 2: Probationary members have a voice, but no vote.

Clause 3: Probationary members cannot be elected, appointed, or nominated for any office of this chapter. An officer who obtains probationary membership has two weeks to become an active member or to petition the Executive Committee for an extension, before impeachment proceedings begin.

Clause 4: Active membership shall be immediately reconferred upon a probationary member once their total service hours are greater than zero.

Inactive Membership

Clause 1: Inactive membership shall be conferred upon any member who has negative service hours at the end of any semester.

Clause 2: In order to regain active membership, a member must petition the chapter for instatement. Upon acceptance of the petition by a majority of the active body the member shall be placed on active status on the condition that they complete all active requirement for the semester in which reactivation is sought.

Additional Service Hours:

Clause 1: Failure to attend events required of active members without excuse will result in a member being assessed additional service hours.

Clause 2: The following additional hours will be assessed for an active for missing a required event;

1) Two hours for Fellowship Retreat, Service Retreat, Pledge-In, and Activation.

2) One hour for Formal Rush, Chapter Meetings in excess of two unexcused, and for every rush event under two attended.

Clause 3: Failure to complete a fundraising event during a semester will result in one additional service hour being assessed at the end of the current semester. This penalty hour shall be considered to exist at the end of the current semester for the purpose of determining a member’s membership status.

Clause 4: Each time a member fails to meet the requirements of committee membership, they may be assessed an additional service hour at the discretion of the committee chairperson.

Clause 5: One additional service hour shall be assessed for every hour under fifteen service hours a member is at the end of a semester. Additional hours assessed for this reason are to be completed the following semester.

Clause 6: All additional service hours shall be tracked by the Vice President of Membership.

Clause 7: Any assessment of additional service hours may be appealed to the Executive Committee for removal.

Clause 8: Additional service hours shall not be counted against the amount of service hours reported to the National Fraternity.

5. Honorary Membership

The criteria for honorary membership includes the following:

a. Honorary Members are non-members of the fraternity who have contributed some way to it or to the community at large who have been deemed worthy of association with the fraternity.

b. Honorary Membership shall be conferred on someone by a two-thirds vote of the active body at a general chapter meeting.

c. The person to whom honorary membership is to be conferred shall be contacted by the chapter President and must consent to have this honor conferred upon them.

d. Those granted honorary membership status shall be initiated at the next chapter Initiation ceremony.

e. All honorary members shall be considered non-dues paying associate members of the chapter.

f. All currently living honorary members of the fraternity shall be invited to each semester’s banquet.

6. Inactive Membership

Inactive membership shall be conferred upon those members who do not meet the requirements for active or associate membership. Inactive membership is also conferred upon a probationary member who remains in this status until the end of the semester in which the probationary status was conferred, unless an extension is granted by the Executive Committee.

a. Inactive members may not participate in Rituals, mandatory events, or the semi-formal. Exceptions may be made at the discretion of the Executive Committee.

b. Active membership may be conferred upon inactive members once they have written a letter of intent to the president and when all fines and penalties are completed to the satisfaction of the by-laws.

7. Alumni Membership

Alumni status shall be conferred upon persons who are duly registered in the National Office as former active members of Alpha Gamma Xi chapter; who are no longer enrolled at The University of Dayton; and who were in good standing (either active or associate) at the end of their final semester.

8. Advisory Membership

The chapter shall appoint a person to be an Advisor of the chapter by a simple majority from the vote at a chapter meeting. At the time of appointment to Advisory membership, the Advisor shall be designated a faculty advisor, a community advisory, or a scouting advisor. In order to be a faculty advisor, a person must be part of the faculty, administration, or staff of the University of Dayton. In order to be designated as a scouting advisor, a person must have affiliation with a scouting organization recognized by the fraternity. A community advisor can be anyone who is not an active member of any chapter of Alpha Phi Omega.

Article IV: Chapter Finance

SECTION A: MEMBERSHIP DUES

Membership dues shall be recommended by the Executive Committee and approved by a simple majority of the active members for the following year. Membership dues shall be paid by the fourth chapter of each semester the chapter is in session. If these requirements are not met by the fourth chapter of the semester, the Membership Vice-President will confer probationary status until dues and the appropriate fine(s) are paid in full.

SECTION B: FINES

A five dollar fine shall be conferred upon any dues paying member who does not pay the required membership dues by the fourth chapter of each semester unless approval for an extension has been granted by the Executive Committee. Fines for a member per semester shall not exceed one-fourth of the semester dues.

SECTION C: DEBT OCCURRENCE

In the event of financial debt incurred by the chapter, the chapter may levy equal assessment upon the active chapter membership by an affirmative vote of three-fourths of the active members present at a chapter meeting. All actives should pay these assessments within a one-month period after their assessment.

SECTION D: EXPENDITURES

All expenditures must be approved by the chair of the committee and it must not be exceeding the budget. If expenditure does not fall under a specific committee, it must be approved by the Executive Committee.

SECTION E: BUDGET

In the case that a committee or the chapter as a whole exceeds its budget, the committee (or treasurer, in the case of chapter expenditure) must formally present to the chapter membership its situation and how to reconcile the debt. This proposal of action must receive a three-fourths affirmative vote of the active membership in order to be acted upon. Subsequent proposals must be made until the budget has been balanced.

SECTION F: CHAPTER CONTRIBUTIONS

The chapter may donate funds to subsidize participation of member(s) in programs, which exemplify the three Cardinal Principles, not to exceed twenty dollars per member per semester. A two-thirds affirmative vote of the chapter membership present at the time of the proposal must be attained to pass.

Article V: Meetings

SECTION A: ELECTION MEETINGS

A Meeting for the purpose of elections shall be held annually. This meeting shall take place at a regularly scheduled chapter meeting during the month of April each year. The exact date of this yearly election meeting shall be determined by a majority vote of the executive committee at least one month prior to the proposed date of elections. Additional dates for elections may be added, if deemed necessary, by a majority vote of the chapter.

SECTION B: GENERAL CHAPTER MEETINGS

Chapter meetings shall be held weekly during periods of which the university is in session at the discretion of Executive Committee.

SECTION C: SPECIAL MEETINGS

Special meeting dates shall be determined by the President, and may include emergency meetings for all members or specifically for the Executive Committee. Due notice should be given for all such occasions.

SECTION D: MEETING RULES

All meetings shall be conducted according to Robert's Rules of Order, Revised at the discretion of the chair of the meeting.

SECTION E: SESSIONS OF THE CHAPTER

This chapter shall be in session during the traditional school year (the beginning of the Fall Semester to the end of the Winter Semester). All Membership requirements are waived during the remainder of the year.

SECTION F: ATTENDANCE

All meetings, ritual activities and mandatory events (a mandatory event being defined per semester as Fellowship Retreat, Service Retreat, Pledging-In, Activation, and three rush events, one of which must be formal rush) are considered necessary for effective operation of the chapter. Fellowship retreat shall be defined as a two to four hour event on campus or in the nearby Dayton area that has activities allowing the chapter to increase its spirit and brotherhood. Service Retreat will be defined as a combination of service and fellowship activities lasting four to twenty-four hours within one hour of the Dayton Area. Two weeks notice to the chapter is required for mandatory attendance.

Article VI: Nominations and Elections

SECTION A: GENERAL NOMINATIONS

Nominations for chapter offices shall be opened for one calendar week before the scheduled date of an election. These nominations shall preferably be opened at a chapter meeting. If the nomination is not made at a general chapter meeting, a written nomination and a second to that nomination must be submitted to the President prior to the close of nominations.

SECTION B: NOMINATIONS AND ELECTION ELIGIBILITY

Any active member shall be eligible to nominate and be nominated for any chapter office with the following restriction:

a) Brothers, who have not been active members of Alpha Phi Omega since the first meeting of the election semester, may not be nominated for the office of President or any of the Vice-President positions. In exception, for a brother who becomes associate due to a co-op job, internship, or study abroad program.

b) All nominations must be seconded by an active member and accepted by the nominee in order to be valid.

c) An election semester shall be defined as the semester in which the current election is taking place.

d) In the event that a nominee is not present to accept a nomination, the nomination is not valid unless the nominee has previously submitted a written acceptance to the president or sergeant-at-arms for the appropriate position.

e) Each member must be nominated for a position and is not automatically nominated because they did not win a higher position.

SECTION C: OTHER NOMINATIONS

If the nomination is not made at a general chapter meeting, a written nomination and a second to that nomination must be submitted to the President prior to the close of nominations.

SECTION D: ORDER OF ELECTIONS

Only one office shall be filled at a time and the order will proceed as follows:

President, Service Vice-President, Membership Vice-President, Fellowship Vice-President, Treasurer, Public Relations Chairperson, Fundraising Chairperson, Recording Secretary, Corresponding Secretary, Historian, and HOPE Chairperson.

SECTION E: ELECTION PROCEDURE

a) All elections for officers shall be done in accordance with Robert's Rules of Order, Revised at the discretion of the chair. In addition, the officer elections for this chapter shall be done by secret ballot. No proxy voting is permitted.

b) The election ballots shall be counted by two of the chapter’s advisors.

c) In the event that only one chapter advisor is present at the election, ballots shall be counted by the sergeant-at-arms and the advisor present.

d) In the event that no advisors are present, ballots shall be counted by the sergeant-at-arms and by one active as voted on to serve this function by a majority of the active body.

e) In the event that there are no advisors or the sergeant-at-arms present, ballots shall be counted by two actives voted to serve this function by a majority of the active body.

f) In no event shall these active members voted on to count ballot be candidates for any office during the current election proceedings.

g) A candidate must receive a majority of the votes cast. If no candidate receives a majority, half of the candidates with the lowest number of votes are dropped from the ballot leaving two or more candidates, and a new vote is taken.

SECTION F: UNFILLED POSITIONS

The President shall appoint with approval by the Executive Committee, within two weeks after the election, any positions not filled at the election. This appointment must be accepted by the appointee, in order to take effect.

SECTION G: TERMS OF OFFICE

All chapter officer terms shall commence upon their installation to their office at the last chapter meeting of the semester in which their election took place. They shall serve until the installation of the officer succeeding them in their position. A member may hold the same office for a maximum of two consecutive terms.

SECTION H: RESIGNATION OR IMPEACHMENT

Upon the resignation or impeachment of an officer, the office shall be filled by an election at the next regularly scheduled general meeting provided that nominations are open for at least one week prior to the election. The president may appoint an interim officer if he or she feels it is necessary during the one week that nominations are open before an election.

SECTION I: HOLDING MULTIPLE POSITIONS

No member shall hold more than one elected or appointed position at one time.

Article VII: Duties of Officers and Appointed Positions

SECTION A: PRESIDENT

The President shall serve as chairperson of the Executive Committee and ensure the execution of the responsibilities of the committee as listed in the Constitution and Bylaws, and presiding officer at all regular and special chapter meetings unless the charges of impeachment of the resident are to be resolved at the meeting. Other duties of the President are to coordinate the function of all chapter officers and committees; to serve as the chief spokesperson and representative of the chapter; to retain contact with advisors, and the sectional, regional, and national chairpersons; to appoint officers and committees as necessary; to serve as an ex-officio member of all committees; and to see that the chapter is operated within the bounds of the policies set forth in the National Bylaws and the Chapter Bylaws. Documentation will be kept of all important phone numbers, contacts, helpful hints, etc. to be given to the President-elect for the following year.

SECTION B: SERVICE VICE-PRESIDENT

The Service Vice-President shall serve on the Executive Committee and serve as the chairperson of the Service Committee. He or she shall perform all presidential duties in the absence of the President. He or she shall appoint a service project coordinator for each service project, and serve as the overall contact for project coordinators and the membership regarding service activities. All service hours should be appropriately recorded online at the Alpha Phi Omega website so that all members have access to it.

Documentation will be kept of all important phone numbers, contacts, input, etc. on the service projects done during the year to be given to the Service Vice-President-elect for the following year.

SECTION C: MEMBERSHIP VICE-PRESIDENT

The Membership Vice-President shall serve on the Executive Committee and serve as the chairperson of the Membership Committee. He or she shall perform all presidential duties in the absence of the President and Service Vice-President. He or she shall appoint the positions or Rush Chairperson(s), Big/Little Chairs, Retention Chair, and Pledge Masters each semester. He or she will work with the Rush Chairperson(s) and the Big/Little Chairperson(s) to coordinate the pledge program with the chapter program and activities. All pledges will have the opportunity to learn the fundamentals of Alpha Phi Omega and become imbued with the spirit of this fraternity before their initiation into active membership. He or she shall insure that the pledge training program is carried out in a constructive, dignified manner. The Membership Vice-President will notify all members who acquire probationary or inactive membership. He or she will also support the Rush Chair(s), Big/Little Chair(s), and Retention Chair in their efforts. Documentation will be kept of helpful hints, rush information, the pledge program, etc. to be given to the Membership Vice-President-elect for the following year.

SECTION D: FELLOWSHIP VICE-PRESIDENT

The Fellowship Vice-President shall serve on the Executive Committee and serve as the chairperson of the Fellowship Committee. He or she will coordinate social and “family” activities to promote Brotherhood within the chapter and its members. This will include planning a fall and spring retreat, a spirit week each semester, semi-formal, formal, and a spring banquet. Some activities may be available to other Alpha Phi Omega chapters to promote inter-chapter fellowship. The Fellowship Vice-President shall perform all presidential functions in the absence of the President, Service Vice-President, and Membership Vice-President. Documentation will be kept of helpful hints, phone numbers, all events, etc. to be given to the Fellowship Vice-President-elect for the following year.

SECTION E: TREASURER

The Treasurer shall serve on the Executive Committee. He or she shall handle all chapter finances and keep an accurate record thereof. He or she shall see to all accounts being promptly collected and on proper authority make payment for chapter accounts and debts. With the assistance of the Executive Committee, he or she shall prepare a budget for the next term by the end of the current term. It must then be approved by the Executive Committee. He or she shall prepare the necessary forms for the IRS, the National Office, and the chapter’s financial institution as they are due. The treasurer shall transmit the funds due to the National Fraternity either for the pledge fees or initiation fees within ten business days of the respective ceremony, and keep and all receipts received on each file. The treasurer is responsible for all reimbursement of receipts to members for chapter-related expenses within ten working days of receiving them. Documentation will be kept on all transactions, and appropriate notes will be kept to be given to the treasurer-elect of the following year.

SECTION F: PUBLIC RELATIONS CHAIRPERSON

The Public Relations chairperson shall serve on the Membership Committee.

He or she shall advertise special fraternity events; help members with chapter-related public relations needs; and work to promote awareness of Alpha Phi Omega. He or she will coordinate the organization, production, distribution and make available an electronic copy of at least two chapter newsletters each semester. Documentation will be kept of all activities, contacts, etc. to be given to the Public Relations Chairperson-elect of the following year.

SECTION G: FUNDRAISING CHAIRPERSON

The Fundraising Chairperson shall serve on the Executive Committee and serve as the chairperson for the Fundraising Committee. He or she is responsible for raising money for chapter operations and assisting the treasurer in forming a budget, as needed. Documentation will be kept of numbers, contacts, etc. to be given to the Fundraising Chairperson-elect for the following year.

SECTION H: RECORDING SECRETARY

The Recording Secretary is a member of the Membership Committee. He or she shall keep accurate, typewritten minutes of all chapter meetings; and keep an accurate record of attendance of each member at all chapter meetings and rituals. The Recording Secretary will notify the Membership Vice-President when a member has more than two unexcused absences or has missed a ritual. He or she will also keep an accurate record of members’ current addresses and phone numbers.

SECTION I: CORRESPONDING SECRETARY

The Corresponding Secretary shall serve on the Executive Committee. He or she shall coordinate distribution of all correspondence between the chapter and alumni, and with people and organizations external to the chapter. He or she will also develop and send letters of appreciation as needed. The Corresponding Secretary can appoint an Alumni Secretary at his/her discretion. Updated information about graduating seniors and alumni will be duly recorded and all information will be passed to the Corresponding Secretary-elect of the following year.

SECTION J: HISTORIAN

The Historian shall serve on the Membership Committee. He or she shall keep an accurate history of the chapter during his/her term in office. This will be done with detailed written accounts, photographs, and clippings. The Historian shall prepare a presentation of the chapter history for rushes and other appropriate activities. He or she shall keep an accurate history of the chapter during his/her term in office. This will be done with detailed written accounts, photographs, and clippings. A chapter scrapbook or historical documentation will be completed and submitted to the Historian-elect within 10 days of the transfer of office. The Historian shall keep track of all family trees.

SECTION K: HOPE CHAIRPERSON

The HOPE Chairperson shall serve on the Fundraising Committee. The Hope Chairperson is appointed by the Fundraising Chair and approved by the Fundraising Committee. He or she will coordinate a large-scale campus, community or inter-chapter fundraising project to benefit a pre-determined charity or non-profit organization. This annual effort may include advertising, sponsorships, and the participation of the whole fraternity. Documentation of helpful-hints, phone numbers, contacts, etc. will be kept, to be given to the HOPE Chair-elect for the following year.

SECTION L: SARGENT-AT-ARMS

The Sargent-At-Arms shall serve on the Executive Committee as a non-voting member. The Sargent-At-Arms is responsible for the following: keeping track of each members voting status; handling all parliamentary procedure disputes and sealing the chamber when necessary. Voting privileges during elections shall be retained. The Sargent-At-Arms is appointed by the President after consultation with the Executive Committee. Copies of National and local Chapter Bylaws, as well as information on parliamentary procedure and its use in the chapter, shall be kept and given to the Sargent-At-Arms-elect for the following year.

SECTION M: PLEDGE MASTER

The Pledge-masters shall execute a pledge-training program that will give pledges the opportunity to learn the fundamentals of Alpha Phi Omega and prepare for active membership in the chapter. They will plan the closed Rush and keep track of each pledge’s requirements. The Pledge-masters shall be appointed by the Membership Vice-President and approved by the Executive Committee. They shall serve as members of the Membership Committee.

SECTION N: RUSH CHAIRPERSON

The Rush Chairperson(s) shall coordinate all open Rush activities, including working with the Service Vice-President to organize an open service project. He/She/They will work with Public relations Chairperson to coordinate publicity for open Rush events. Other responsibilities include contacting interested students and inviting potential pledges to the Closed Rush. The Rush Chairperson(s) shall be appointed by the membership Vice-President and approved by the Membership Committee. He/She/They shall be (a) member(s) of the Membership Committee. The Rush Chairperson(s) is (are) required to attend all rush events. They are responsible for planning, setting up, running, and cleaning up after the event.

SECTION O: BIG/LITTLE PROGRAM CHAIRPERSON

The Big/Little Program Chairperson(s) shall coordinate all events of the program, including orientation, acquaintance socials, matching Bigs and Littles, and Big/Little Week. The Big/Little Chairperson(s) shall be appointed by the membership Vice-President and approved by the Membership Committee. The Big/Little Chair(s) (are) is a member(s) of the Membership Committee. The Big/Little Program Chairperson(s) is (are) required to attend all Big/Little events. They are responsible for planning, setting up, running, and cleaning up after the event. When assigning Bigs, brothers whom are in their last academic semester at the University of Dayton are not eligible to be assigned a little.

SECTION P: RETENTION CHAIRPERSON

The retention Chair shall coordinate the membership retention program, which shall consist of written and verbal contact to encourage active membership and to maintain chapter morale. The retention Chairperson shall keep in contact with associate members and encourage them to return to active status. The retention Chairperson shall be appointed by the Membership Vice-President and approved by the Membership Committee. The Retention Chair is a member of the Membership Committee.

SECTION Q: TEMPORARY OFFICES

The President shall create temporary offices as necessary. Appointments to these offices shall be made by the President and approved by the Executive Committee. The duties of these offices shall be defined at the time of creation. The maximum term of a temporary office is one year. If the position exceeds one year, it shall become permanent upon a three-fourths affirmative vote of a quorum.

SECTION R: WEB PAGE CHAIRPERSON

The web page chairperson shall be responsible for the timely upkeep, as determined by the Public Relations chairperson, of the Alpha Phi Omega Web Page for the Alpha Gamma Xi chapter. Duties include, but are not limited to, the posting of the Fraternity’s Member Roster, Calendar of Events, Pledging Information, and Fraternity History. The web page chair shall be appointed by President and approved by the Executive Committee. The web page chairperson shall be responsible for the weekly upkeep of the Alpha Phi Omega Web Page for the Alpha Gamma Xi chapter.

SECTION S: SPRING BREAK CHAIRPERSON(S)

The Spring Break Chairperson(s) shall serve on the Service Committee and be responsible for planning, coordinating, fundraising, carrying out and participating in a spring break trip to a destination of chairperson’s choice, after consulting with the president, executive committee, and chapter about possible locations. The trip should serve to educate the chapter about the culture about the chosen location while doing tangible service to the location chosen. Copies of trip planning documents, financial records, fundraising ideas, and other pertinent paperwork shall be kept and given to the Spring Break Chairperson(s) for the following year.

Article VIII: Committees

SECTION A: EXECUTIVE COMMITTEE

The Executive Committee shall meet at least twice per month. Special executive Committee meetings shall be called for by the President or upon request of a majority of the executive Committee. The Executive Committee meetings shall be open or closed to the general chapter membership at the discretion of the President. At the beginning of the term, the Executive Committee shall review a list of objectives for the fraternity for that year from the previous year. The committee shall also formulate a yearly budget at the beginning of each term in office and is responsible for approving chapter expenditures as submitted by the Treasurer.

SECTION B: SERVICE COMMITTEE

The Service Committee shall oversee the planning and execution of all service projects and prepare a written report on each project to be presented at a general chapter meeting or conduct a verbal evaluation during a general chapter meeting. The committee shall ensure that the chapter service program has a balance of service projects that meet the needs of the chapter membership. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION C: MEMBERSHIP COMMITTEE

The Membership Committee shall plan and execute the chapter membership program, encompassing the chapter membership recruitment, education, and retention programs. The committee shall plan and execute the chapter pledge program. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION D: FELLOWSHIP COMMITTEE

The Fellowship Committee shall plan, publicize, coordinate, and execute all fellowship events. It shall see that a fall and spring retreat, a spirit week each semester, semi-formal, formal, and spring banquet are held each year. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION E: PR/HISTORIAN COMMITTEE

The PR/Historian Committee shall organize and publish the fraternity newsletter; advertise fraternity events; help other committees with public relation needs; and offer information to campus and community newspapers, as well as Torch & Trefoil, for possible news coverage. The committee must provide at least two fraternity newsletters per semester and see that all appropriate individuals receive them. The Corresponding Secretary will assist in the mailing of newsletters to chapter alumni. The committee will also assist the Historian in creating an annual Historian Album and keeping track of family trees.

SECTION F: FUNDRAISING COMMITTEE

The Fundraising Committee shall plan and execute the chapter’s fundraising efforts that will be added to the chapter’s funds. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION G: HELPING OTHER PEOPLE EVENT (HOPE) COMMITTEE

The HOPE Committee shall organize, advertise for, recruit sponsors for, and execute a special fundraiser project once a year that will directly benefit a chosen charity or non-profit organization. This event should either include or allow participation of all members, other students, and the community in this single non-profit effort. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION H: TEMPORARY COMMITEES

Temporary committees shall be formed at the discretion of the President with the approval of the Executive Committee. The duties of the temporary committee shall be defined at the time of creation. The committee is highly encouraged to frequently submit articles to the chapter newsletter.

SECTION I: ADVISORY COMMITTEE

In accordance with the Standard Chapter Articles of Association, this chapter shall have an Advisory Committee. All advisors of the chapter shall be considered to be members of this Advisory Committee. This committee must consist of at least one Scouting Advisor, and two faculty advisors and one community advisor. There shall be one chair of the Advisory Committee elected. Advisors shall have all privileges of active membership, except those voting and holding chapter offices. The Scouting Advisor shall be a registered member of a recognized Scouting organization. The advisors are responsible for establish a working relationship with the chapter and especially the officers, assuring full adherence on the part of the chapter to school and Nation al Fraternity requirements, assuring the chapter remains chartered and active, holding Advisory Committee meetings as needed, and encouragement and counseling in effective program planning in the long term. The President shall be considered a member of the Advisory Committee.

Article IX: National Conventions

SECTION A: FUNDS

1) Budget

Money shall be set aside in the yearly budget to pay for the costs of the two voting delegates to the Alpha Phi Omega National Convention. This should include registration, all banquet costs, transportation costs to be approved by the Executive Committee (including parking and fuel, if driving), and hotel accommodations only.

2) Distribution

A vote may be taken on whether the money intended for the two delegates will be divided equally among those members attending. This decision should be presented to, and voted upon the members prior to electing the voting delegates.

SECTION B: DELEGATES

The chapter shall send two voting delegates to the Alpha Phi Omega National Convention. Additionally, the chapter shall send two voting delegates to the Regional and Sectional conference in the geographical in which the chapter is a part. These voting delegates shall be elected at a regular chapter meeting as decided by the executive committee. This election must take place at least two weeks prior to the convention/conference for regional and sectional conferences, and at a chapter meeting in November for the National Convention.

Article X: Policy of Risk Management

SECTION A: FRATERNITY EVENTS

For the purpose of this document, a "fraternity event" will be defined as a function that is planned and/or announced at any fraternity meeting (general or committee) from the pounding of the gavel to open the meeting, to the toast song. During a committee meeting, a fraternity event will refer to anything announced between the opening and closing of the meeting by the committee chairperson. For a service project or fundraising event, this will refer to the time credited to a service hour. For a fellowship activity, a fraternity event will be defined as the time from the scheduled start of the activity, to the time that the organizer declares the activity over. Alpha Phi Omega cannot govern individual’s actions outside of fraternity events, but it is strongly recommended that alcohol-related words not to be used following a fraternity event, as guests and advisors may be present, and the room is reserved in the name of Alpha Gamma Xi.

SECTION B: HAZING

No fraternity member, rush, or pledge shall take part in or support hazing activities. Hazing activities are defined as, but not limited to:

Any action taken or situation created, intentionally during fraternity functions where members, rushes, or pledges are forced or coerced to participate in the name of Alpha Phi Omega, to produce mental or physical discomfort, embarrassment or ridicule. Such activities may include, but are not limited to the following:
Use of alcoholic beverages; paddling in any form; branding, creation of excessive fatigue, physical or psychological shocks; quests; treasure hunts; scavenger hunts, road trips; or any other such activities carried on in the name of the fraternity; wearing of apparel in public which is conspicuous and not normally in good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and any other activities that are not consistent with fraternal law, ritual or policy or the regulations and policies of the educational institution and local, state and federal laws.

SECTION C: ALCOHOL AND DRUGS

The possession, use and/or consumption of alcoholic beverages, during any fraternity event, must be in compliance with the policies of Alpha Phi Omega; any and all applicable laws, policies and regulations of the state, county, city and institution of higher education where the event is held, and must comply with Third Party Vendor Guidelines. The Third Party Vendor Guidelines include a specification that, at events where minors (those under the legal drinking age) are present, a third party vendor, who must agree in writing to check identification, may serve alcohol. The Third Party Vendor Guidelines also apply to any event that may be associated with the fraternity, and to any event sponsored or endorsed by the chapter.
No fraternity event shall be planned which involves alcohol as the focus of the event.
Alpha Gamma Xi shall neither use or condone the use of alcoholic beverages as a part of its membership recruitment "rush" or pledge events. A violation of this policy shall be deemed a violation of the membership policies of Alpha Phi Omega National Service Fraternity
No alcoholic beverages may be purchased through the use of chapter funds nor may money be collected for alcohol, or alcohol related activities, in the name of Alpha Gamma Xi or Alpha Phi Omega.
No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor at any fraternity event.
Alpha Gamma Xi may not directly profit from the sale of alcohol. However, Alpha Gamma Xi may profit from events at which A Third Party Vendor serves alcohol.
The possession, use and/or consumption of illegal drugs or controlled substances, during any fraternity event, any event that may be associated with the fraternity, or in any situation sponsored or endorsed by the chapter, is strictly prohibited.

SECTION D: SEXUAL HARASSMENT/ABUSE/DISCRIMINATION

Alpha Gamma Xi shall not tolerate or condone any form of abusive or discriminatory behavior on the part of its members, pledges, or rushes, whether physical, mental or emotional in respect to gender, race, religion, ethnicity, physical or emotional handicap, age, marital status, or sexual preference This is to include, but not limited to any actions which are deemed to be demeaning to all, including date/gang rape or verbal harassment.

SECTION E: CONTRACTUAL OR FINANCIAL ISSUES

All contracts or financial agreements entered into by this chapter shall not use the name “Alpha Phi Omega." All contracts should use “Alpha Gamma Xi” or “University of Dayton Campus Ministry.” This includes, but is not limited to such agreements as leases, contracts, hold harmless agreements, liability releases, account agreements, purchase orders, and hotel or banquet contracts. The current President, one current Vice-president, and one current advisor, who will be recognized by Alpha Gamma Xi, must sign all contracts or financial agreements.

SECTION F: PERSONAL PROPERTY

Use of personal property in fraternity/chapter activities shall be strictly voluntary and the sole responsibility of the owner. Neither Alpha Phi Omega, nor Alpha Gamma Xi, shall assume liability for personal property used in conjunction with fraternity/chapter activities, or for any damages resulting from said use.

SECTION G: TRANSPORTATION ISSUES

Any individual who drives or otherwise provides transportation in conjunction with Alpha Phi Omega or Alpha Gamma Xi activities shall obey all applicable laws, including but not limited to those concerning vehicle safety, vehicle operation, insurance, and the transportation and consumption of alcoholic beverages. Operators will insure that vehicles are not overloaded and are driven in a sate manner. When using a university vehicle, all operators must use be under the insurance of the University of Dayton. Rental vehicles shall be operated in accordance with the rental contracts, which must be made in accordance with the criteria listed above in “Contractual or Financial Issues.” Use of personal vehicles shall be considered personal property and as such, fall in the category above titled “Personal Property."

SECTION H: GENERAL HEALTH AND SAFETY

All activities planned in conjunction with Alpha Phi Omega or Alpha Gamma Xi shall take into account the health and safety of all participants. Planning of projects and activities shall include appropriate personal safety equipment (ear plugs, eye protection, gloves, etc), which must be in good working condition, and training in the use of this equipment. All equipment and training will be provided by the organization being served. It is the responsibility of the participant to utilize the safety equipment and training, and to inform the supervisor of substandard equipment, or if uncertain of safety procedures. If the participant does not feel confident in his or her ability to properly use the equipment, he or she must not use it.

SECTION I: ADVISORS

Advisors and alumni serving Alpha Phi Omega or Alpha Gamma Xi on behalf of their employer or respective volunteer agency (educational institution, youth service organization, etc) will do so in accordance with the policies of said entity, including but not limited to risk management and personal liability Advisors and alumni shall adhere to the provisions to this and all applicable policies of the fraternity and chapter when engaging in fraternity related activities. Advisors shall recognize the appropriate authority of elected or appointed officers, representatives or employees of the fraternity in questions of policy, and shall not engage in activities designed to circumvent fraternity policies

SECTION J: EDUCATION

All reasonable efforts will be made to insure each student member, pledge, associate member, advisory and honorary member shall be instructed on the Risk Management Policies annually. Active chapters will indicate their understanding of and compliance with the Risk Management Policy statement on an annual basis. Organizers of fraternity events will reasonably inform guests (including non-members, alumni, advisors and visiting members) of applicable policies.

SECTION K: VIOLATIONS OF THE RISK MANAGEMENT POLICY

Any violation of the Risk Management Policy will be handled on a case by case basis by a judiciary panel. This panel will consist of three active members, elected by the members; two members of the Executive Committee, elected by the Executive Committee; and two Advisors, elected by the Advisors. The panel will be appointed as needed, for only as long as is needed to resolve the issue.

SECTION L: SUSPENSION OF MEMBERS

1. A member will be suspended from this chapter in violation of the Chapter Bylaw’s Risk Management Policies with a finding of just cause through the following procedure:

a. Announce the intended suspension to said individual by the President

and Advisor.

b. Judiciary panel shall be formed, according to Section L of the Chapter

Bylaws, to review case.

c. Said individual will be suspended from all Alpha Phi Omega