Alpha Kappa Alpha Sorority, Incorporated Kappa Alpha Chapter bylaws revised and Adopted March 5, 2011

Kappa Alpha Chapter

BYLAWS

Revised and Adopted March 5, 2011

This organization shall be known as Kappa Alpha Chapter located in Cullowhee, NC of Alpha Kappa Alpha Sorority, Incorporated. The chapter shall be located at Western Carolina University in Cullowhee, NC. The chapter shall be composed of Undergraduate Sorors as defined by the Corporate Constitution and Bylaws.

The purpose of the Kappa Alpha Chapter is to cultivate and encourage high scholastic ethical standards, to promote unity and friendship among college educated women, to study and help alleviate problems concerning girls and women in order to improve their social stature, to maintain a progressive interest in college life, and to be of service to all mankind as stated in the Constitution and Bylaws of the Alpha Kappa Alpha Sorority, Inc.

The Kappa Alpha Chapter of Alpha Kappa Alpha Sorority, Incorporated realize the importance of an organization to improve the general welfare of our community. As a group of college women we will strive to provide a challenge to self and others, to maintain a partnership between academic excellence and high ethical standards, as well as remain actively involved in the advancement of our university. Through unity and cultural diversity we seek to strengthen the bond of friendship through sisterhood.

Section 1. Qualifications for membership in the Kappa Alpha chapter will follow those outlined by Alpha Kappa Alpha in her Constitution and Bylaws, specifically Article IV Sections 4, 12-27. In addition, an undergraduate seeking membership into Alpha Kappa Alpha through the Kappa Alpha chapter will also have to meet qualifications set by the Western Carolina University Office of Greek Life. This includes having completed 12 hours of credit at the university and having a 2.5 semester and cumulative graduate point average.

1. 
   The dues and assessments of this chapter shall be set annually by the membership. A fee shall be included in the dues for the cost of Constitution and By-Laws shall be included in the year following Boule.
   

2. 
   All dues are due to the Pecunious Grammateus upon the date set forth by the Tamiouchos. Any Assessments Penalties or previous late fees shall be collected before members pay annual chapter dues.
   

3. 
   Officers and potential candidates for office must have paid all current financial obligations and dues for the ensuring year prior to installation
   

Section 3. The rights of an active member of the Kappa Alpha chapter of Alpha Kappa Alpha Sorority, Incorporated include: the right the vote in chapter meetings, hold office, participate in and attend social affairs of the chapter, and to officially represent the chapter at events, programs, and conferences.

1. 
   At least 15 of the required 20 hours of community service must be completed in the Fall semester.
   
2. 
   Failure to complete the required 20 hours of community service by April 1^st of that academic year will result in a fine and possible withdrawal of individual privileges.
   

Section 5. A member may have individual privileges withdrawn, be suspended, be expelled, or be imposed fines in accordance with Article VI of the Alpha Kappa Alpha Sorority, Incorporated National Constitution and Bylaws.

1. 
   Withdrawal of individual privileges may include but shall not be limited to: forfeiture of the right to vote in chapter meetings, hold office, participate in or attend social affairs of the chapter, participation in step shows or stroll competitions, participation in strolls at parties or officially represent the Kappa Alpha chapter until such time as the privileges are restored.
   
2. 
   As also stated in the Alpha Kappa Alpha Sorority, Incorporated Constitution and Bylaws, withdrawal of individual privileges shall be in force until the Regional Director determines that the causes for the penalty no longer exist, or until the designated period of the penalty has expired, except in the following instances:
   

b. A member found responsible for circulating any unauthorized communication in the name of Alpha Kappa Alpha Sorority, Incorporated, shall be subject to this penalty for not less than ninety (90) days.

C. The chapter may impose the penalty of withdrawal of individual privileges on a member for infractions of the sorority not covered in the Alpha Kappa Alpha Sorority, Incorporated Constitution and Bylaws. A decision to invoke the penalty must be voted by a two-thirds vote of the membership at a meeting for which written notice has been given and the Graduate Advisor must be present. The member must be notified in writing of the action taken by the chapter and the conditions of restoration. A copy of the notice shall be sent to the Regional Director and the Alpha Kappa Alpha Corporate Office.

D. Financial Penalties

1. 
   Any member of this chapter who is absent from one (1) formal official meetings without an approved, legitimate excuse (sickness, employment, student athlete responsibilities, death, academics) is subject to withdrawal of privileges and are fined $10.00 for each meeting missed hence forth.. The money is due at the next formal meeting. These penalties are in effect per semester.
   

2. 
   Any member who has stated that she will participate in a scheduled event and it has been recorded in the official minutes, shall be fined $15.00 for missing any events. The money is due at the next formal meeting.
   

3. 
   Any member more than 5 minutes late for a regularly scheduled meeting shall be fined $5.00 and shall be fine an additional $5.00 for each 5 minute increment that they are tardy.
   

4. 
   Any member, who misses a meeting due to one of the above reasons, shall notify the Basileus by email 24 hours prior to the meeting. r of the absence.
   

5. 
   Any member who misses any required meeting, event, etc required by the Graduate Advisor, unless any excused reason as stated above, will be fined $15.00.
   

Section 1. The elected officers of the Kappa Alpha Chapter shall be Basileus, Anti-Basileus, Grammateus, Pecunious Grammateus, Tamiouchos, Epistoleus, Hodegos, Ivy Leaf Reporter, and Historian. All other positions, the Basileus will appoint.

1. 
   Basileus: The Basileus will reside at each meeting. She will prepare agenda and give the meetings structure and direction. She adheres to parliamentary procedure and appoints committees. She will serve as an ex-officio member of all committees except the Nominating Committee. She selects members for appointed positions and serves as the official representative of the chapter. She approves all financial matters. She also approves, implements, and delegates all business of the chapter. She must be knowledgeable of parliamentary procedures, Alpha Kappa Alpha Constitution and Bylaws, and the Chapter Bylaws.
   
2. 
   Anti-Basielus: The Anti-Basileus assumes the duties of the Basileus during her absence. She represents the Basileus upon her request. She directs the chapter’s community activities and chairs the Program Committee. She ensures other committee chairs are aware and implements their responsibilities in relation to the National Programs. She performs other duties as requested by Basileus.
   
3. 
   Grammateus: The Grammateus maintains accurate records of all chapter proceedings. She maintains an alphabetical roster of all active members. She calls roll at each chapter meeting and whenever requested to do so. She reads the minutes and/or provides copies at each chapter meeting. She reports committees’ recommendations. She records business of all meetings and keeps all minutes in bound volumes. She assists the Basileus in preparing the agenda and in establishing quorum. She certifies delegates within the chapter. She seals and preserves ballots and tallies. She performs other duties as requested by Basileus.
   
4. 
   Pecunious Grammateus: The Pecunious Grammateus receives and records all monies for the chapter. She gives receipts for all income received and maintains duplicates of all receipts in the Receipt Book. She gives all money to the Tamiouchos to deposit with a detailed report with sources of income. She maintains the cash receipts journal for the chapter. She maintains current alphabetical list of all financial members. She may call roll on request. She maintains record of funds submitted to the Tamiouchos. She keeps a record of all payments made my each soror and brings it to chapter meetings. She signs vouchers along with the Basileus and other designated sorors. She serves on the Budget and Finance Committee.
   
5. 
   The Tamiouchos is the guardian of all of the chapter’s funds. She receives all monies from the Pecunious Grammateus and deposits all funds within 5-7 business days of receipt from Pecunious Grammateus. She issues checks and signs checks along with the Graduate Advisor. She reconciles monthly bank statements and provides monthly reports of income received (sources), expenditures (purposes), and account balances as of the date of the report. She maintains chapter operational funds and fundraising funds in separate accounts. She prepares the annual financial report to the Corporate Office and an annual budget with the assistance of the Budget and Finance Committee. She maintains the chapter’s Cash Disbursement Journal and the checkbook. She secures the chapter’s approval for spending non-budged monies through the contingency fund and Chairs the Budget and Finance Committee.
   
6. 
   Epistoleus: The Epistoleus notifies members of meetings and checks the chapter mail regularly. She sends out correspondence for the chapter as directed by the Basileus. She maintains the chapter’s correspondence files. She reads all correspondence at the chapter meeting.
   
7. 
   Hodegos: The Hodegos receives and introduces all visitors. She takes care of all courtesies the chapter should extend. She chairs the Social, Hospitality, and Protocol Committee. She assists the Basileus with Ivy Beyond the Wall Ceremonies. She assists the Membership Intake chairmen with all meal functions and receptions. She coordinates all chapter social events, i.e. receptions, mixers, teas.
   
8. 
   The Ivy Leaf Reporter provides information to the community about the chapter. She promotes chapter activities by compiling and submitting publicity; including news releases, flyers, public service announcements, press releases, etc. She attends all key committee meetings to gather information to publicize events. She covers all major activities of the chapter and conducts an annual public relations workshop for the chapter. She takes photographs of the chapter’s major events. She serves as the chair of the Public Relations, Communications, and Publicity Committee. She is familiar with the guidelines for the Ivy Leaf magazine and submits articles to the Ivy Leaf magazine on behalf of the chapter.
   
9. 
   The Historian maintains accurate historical records of the chapter’s activities. She prepares a narrative account of chapter’s activities and keeps the permanent history of the chapter. She keeps pictures, newspaper articles, and other media related to chapter and member’s activities. She works cooperatively with the Program Chairman, Ivy Leaf Report, and Custodian. She sends the chapter’s information to the National Archives Committee. She chairs the chapter’s Archives and Awards Committee. She is responsible for making the chapter scrapbook.
   

Section 2. The term of office for each officer shall be for one year or until graduation, whichever comes first.

1. 
   Sorors shall be nominated by the chapter and names will be submitted to the Nominating Committee after verification by the Pecunious Grammateus that all financial obligations have been met.
   
2. 
   The Nominating committee must submit the preliminary ballot of officers at the first chapter meeting in November. At that time nominations from the floor should be opened. There must be at least two names of viable candidates for each officer position.
   
3. 
   Sorors who accept nominations for elected offices must submit 3-5 sentences on why they would like to hold the position and what they plan to do, to the Nominating Committee, the meeting before voting occurs. These statements will be circulated to chapter members before the meeting where voting occurs.
   
4. 
   At the second November meeting, nominations from the floor will be closed and all officer candidates must give a speech of why they should be elected for their designated position. Speeches may be no longer than 3 minutes in length.
   
5. 
   Whenever a position is vacated outside of normal term termination, the Nominating Committee will convene to compose a ballot.
   

Section 4. The Graduate Advisor and/or Assistant Graduate Advisor shall serve as a link between the graduate and undergraduate chapter. It shall be the duty of the Graduate Advisor and/or Assistant Graduate Advisor to support and advise the Undergraduate Chapter with operations, activities, and any area(s) of concerns. The Graduate Advisor and/or Assistant Graduate Advisor will ensure that the Sorors of the undergraduate chapter will be the decision makers and lead their chapter’s operations.

Section 1. The Kappa Alpha chapter shall meet bi-weekly on Sunday except during the months of May, June, and July. Times and locations for chapter meetings shall be voted upon at the first meeting of each semester.

1. 
   The last meeting in April will be for the chapter to plan programmatic goals for the upcoming academic year.
   
2. 
   The chapter will have an Operations and Goal Setting Retreat in July after Boule to plan for the upcoming Academic Year. This retreat will be coordinated by the Baslieus and Graduate Advisor.
   
3. 
   The last chapter meeting in December will be a Transitioning and Chapter Report Workshop. It will be coordinated by the outgoing Basileus and Graduate Advisor.
   

Section 4: A quorum for convening an announced, regularly scheduled or special meeting shall consist of a simple majority (51%) of Chapter’s financial members. A quorum for voting purposes shall consist of a simple majority (51%) of those financial members present at an announced, regularly scheduled or special meeting, except as dictated by the Boule or Robert’s Rule of Order, Newly Revised. Voting on potential candidates requires 2/3 of active members.

Section 1. The Executive Committee shall be composed of all officers and committee chairs.

Section 1. Awards and Archives: The purpose of this committee is to serve as the custodians of the chapter’s print and non-print materials. This includes all chapter belongings and historical documents (i.e. past minutes, past reports, Tamiouchos records, scrapbooks, awards, etc.). This committee will also submit materials from the chapter for any awards that the chapter may be eligible for. This committee is responsible for putting together the materials for awards for Alpha Kappa Alpha National and Regional conferences, WCU Order of Omega Awards, and the Multicultural Affairs awards. They are also responsible for giving any awards by the chapter (i.e. Faculty Member of the Year, Scholar of the Year, Student of the Year, etc). The Awards and Archives are traditionally to separate committees, however because of the small nature of this chapter they shall serve as one and the Historian shall serve as the chair.

Section 1. Ad hoc committees are appointed by the Basileus to perform specific tasks and automatically cease to exist when its final report is discarded.

1. 
   To participate on the step show team/committee, sorors must have at least a 2.8 cumulative grade point average.
   
2. 
   The chapter may only compete in two step show competitions per academic year.
   
3. 
   Step Show requests must be submitted to the Regional Director at least 14 business days before the step show.
   
4. 
   Those sorors participating on the step team/committee must complete a community service project within 5 days before or after the step show competition date.
   

Section 4. The Basileus develops and appoint committees to address other issues or tasks as needed.

Section 1. All chapter members are required to maintain a C+ (2.33) cumulative and semester grade point average to not have their privileges withdrawn. All chapter members are expected to obtain a minimum of a 2.8 cumulative or semester grade point average to ensure that they remain in good standing with the chapter.

1. 
   Sorors will have individual privileges withdrawn. They will not be allowed to participate in step shows, stroll competitions, or step or stroll at campus events other than parties (i.e. Meet the Greeks, Greek Week, yard shows, etc.)
   
2. 
   Sorors will be required to complete (4) study hours a week outside of the mandatory hours outside of the chapter study hall. Two (2) of the study hall hours a week must be completed within the chapters study hall. Study hall dates and times will be set by the scholarship committee at the beginning of the semester based on the schedule of those Sorors required to complete those additional hours.
   
   1. 
      In lieu of completing a study hall hour, a soror may attend an academic workshop or help center (i.e. Math Lab, Student Support, CAT Center, or the Writing Center). She must submit proper documentation from the workshop facilitator or tutor that she did indeed attend.
      
3. 
   Sorors must complete a Scholarship Improvement Plan by the third (3^rd) chapter meeting of the semester. A copy will be filed and one will be given to the member. She must then work with her Academic Advisor, the Scholarship Committee, and any other specified persons to ensure that the Scholarship Improvement Plan is implemented and improvements are made in her academics.
   
4. 
   After mid-terms, the chapter member must submit her Mid-Term Update to the Scholarship Committee. At that time, any adjustments to her Scholarship Improvement Plan may be made.
   

The governing documents will be used in said order:

1. 
   Alpha Kappa Alpha Sorority, Incorporated Constitution and Bylaws
   
2. 
   Alpha Kappa Alpha Sorority, Incorporated Manual of Standard Procedure
   
3. 
   Kappa Alpha chapter Bylaws
   
4. 
   The rules contained in the current edition of the Robert’s Rules of Order Newly Revised.
   

Section 1. The Kappa Alpha chapter Bylaws is a living document and will be routinely evaluated by the Constitution and Bylaws committee for any needed modifications.