ARTICLE I. FINANCE

1. The fiscal year the University of Pennsylvania Panhellenic Association shall begin February 1 of every year and end January 31 the following year.

2. The signatures of The President of the Council and the Treasurer of the Council shall be required to bind the University of Pennsylvania Panhellenic Association.

3. All checks issued on behalf of the University of Pennsylvania Panhellenic Association shall be co-signed by the President of the Council and the Treasurer of the Council.

4. All payments due to the University of Pennsylvania Panhellenic Association shall be given to the Treasurer, who shall record them. Checks for payment shall be made payable to the Panhellenic Association of the University of Pennsylvania.

5. MEMBERSHIP DUES:
   1. The dues of each Panhellenic Association member fraternity shall be an assessment per member. The Panhellenic Council under advisement by the Treasurer shall determine the amount of such does annually.
   2. The dues of each Panhellenic Association member fraternity shall be payable semesterly during the fall and spring semesters by a date decided upon by the Treasurer.

ARTICLE II. SELECTION OF OFFICERS

Each fall semester, during the second bi-weekly meeting of the Panhellenic Council in the month of October, all current Panhellenic Executive Board Officer will give an overview of the role and duties of their office. Once the officers have reviewed the role of their positions, the Secretary will provide prospective candidates with applications for Executive Board positions. Applications will also be available on the Panhellenic website.

1. Any member fraternity may submit a candidate for the office of President of the Panhellenic Council provided that fraternity did not hold the office the previous term and that the candidate has served on the Panhellenic Council for a minimum of one full year.

2. It is strongly suggested that each chapter submit a candidate for each office, and especially the offices of the Treasurer and the Secretary to ensure that the most possible chapters hold Panhellenic Executive Officers.

3. Different candidates may be nominated for each office; however a chapter may nominate the same candidate for more than one office, as well.

4. All candidates must have been initiated at least one semester prior to taking office, with the exception of newly formed chapters.

5. The selection of candidates will begin with an application process designed by the Executive Board of the Panhellenic Council. Candidates who have submitted a completed type-written application of the satisfaction of the Executive Board must at the designated Panhellenic Council Meeting give an election speech and be available for questions asked by members of the Panhellenic Council and Association. The Presidents from each member fraternity will be responsible for taking notes on the candidates' speeches and will have been provided beforehand with a copy of each candidate's application. After reviewing the applications, the Panhellenic Executive Board and the President of each member fraternity will create a slate to be approved by their respective chapter. In the case of a Fraternity President's scheduled absence, either because they are a candidate or other grounds previously approved by the Panhellenic Council, a delegate or other accepted Fraternity member shall act on their behalf in vote and voice. This slate will represent their chapters vote with the current Panhellenic executive board holding exclusively voice and no vote.

6. SLATE CREATION
   1. PRESIDENT. The slate will begin with the office of the President and will be conducted with the current President in the role of moderator.
   2. Candidates for President will be voted upon by all member fraternities, each having one vote.
   3. The candidate receiving a simple majority (over 50% of the votes) will become the new President.
   4. In case no one candidate receives a simple majority, there will be two run-off elections between the candidates receiving the most votes. If a candidate still has not been determined as the winner, then the current Executive Board will cast the determining vote.
   5. OTHER OFFICES. The election of the remaining offices will be held as the election of the President, with consideration to include a minimum of one member from each Regular membership Fraternity. The order of the election for the remaining offices will be Executive Vice President, Vice President for Recruitment, Assistant Vice President for Recruitment, Vice President for Publicity, Vice President for Judicial Affairs, Treasurer, and Secretary.
   6. Any current Executive Board member or fraternity president who is a candidate may not be present or participate in the slating process. The one exception to this rule shall be the Assistant Vice-President for Recruitment, who may be present.
   7. The candidate will then receive a phone call by a member of the current executive board with the results of the election. At this time, the slated candidate may accept or decline her position. The slate will subsequently be distributed to the fraternity President to return to their chapters for approval of the slate by a minimum of 2/3 majority of their respective chapter.
   8. Upon approval of the slate by a minimum of 2/3 fraternities, the slate will be confirmed and presented as the new board. The slate will not be released until all voting is successfully completed.

ARTICLE III. THE EXECUTIVE BOARD

The Executive Board shall:

1. Appoint the Panhellenic Council Standing and Special Committees Chairs, usually through an application process.

2. Administer routine business between meetings of the Panhellenic Council when advisable and such other business as has been approved for action by Panhellenic Council vote.

3. Report all action taken by Executive Board at the next regular meeting of the Panhellenic Council through the Secretary and record the action in the minutes of that meeting.

4. Inform the member fraternities of important University decisions that may affect the Greek System at large.

ARTICLE IV. OFFICER DUTIES

1. The President shall:
   1. Have overall responsibility for the operation of the Panhellenic Council.
   2. Call and preside at all regular and special meetings for the University of Pennsylvania Panhellenic Council.
   3. Call and preside at all meetings of the Panhellenic Executive Board.
   4. Report as required to the National Panhellenic Conference Area Advisor.
   5. Maintain a complete and up to date President's file which will include a copy of the current University of Pennsylvania Panhellenic Association Constitution, Bylaws and Standing Rules; the current Panhellenic Council budget; the current NPC Manual of Information and related materials, current correspondence and material received from her NPC Area Advisor; her copies of the College Panhellenic Reports to the Area Advisor and other pertinent materials.
   6. Act as a liaison and representative of the Panhellenic Association to the University Community and to the University Administration especially regarding issues pertaining to the members of the Panhellenic Association.
   7. Preside over the procedures for handing recruitment infractions outlined under "Handling Infractions of Recruitment Rules" and "Penalties for Infractions of Recruitment Rules" in the Unanimous agreements of the National Panhellenic Conference as established in Article VI.
   8. Co-facilitate the monthly Intergreek Council Meetings with the presidents of the Interfraternity Council and the Bi Cultural Intergreek Council.
   9. Perform all other duties usually pertaining to this office.

2. The Executive Vice-President shall:
   1. Be responsible for overseeing all Panhellenic Committees and act as a liaison between the committees, the Panhellenic Association and Executive Board.
   2. Act as a liaison and representative of the Panhellenic Association to the University Community when the President cannot fulfill her responsibilities or when the President deems it necessary.
   3. Organize and coordinate officer transitions including Circle of Sisters.
   4. Preside over Panhellenic Council meetings in the absence of the President.
   5. Plan and execute the education of the Junior Panhellenic Council Representatives.
   6. Perform all other duties coordinated with this office.

3. The Vice-President of Recruitment shall: Due to the enormous responsibility and complexity of the duties assumed by the person in this position, this individual will serve a two-year term. She will be elected as Assistant Vice-President of Recruitment through the annual Executive Board election process and will automatically move into the position of Vice-President of Recruitment the following year.
   1. Select and supervise recruitment counselor coordination and a general recruitment assistant, if necessary. The Vice President of Recruitment will select and supervise the recruitment counselors and oversee the recruitment counselor program.
   2. Set dates and times for recruitment parties according to the formal recruitment period voted upon by the Panhellenic Council.
   3. Coordinate recruitment registration, party invitations and make arrangements for bid matching.
   4. Manage the recruitment database system.
   5. Be responsible for any other recruitment or pre-recruitment activities.
   6. Perform all other duties coordinated with this office.

4. The Vice-President of Publicity shall:
   1. Coordinate all publicity for the Panhellenic Council.
   2. Be responsible for publicizing Panhellenic Council meetings.
   3. Be responsible for all publicity regarding Panhellenic recruitment including: the recruitment booklet, posters, advertisements and any other publicity deemed necessary by the Vice-President of Recruitment.
   4. Organize, attend, and preside over Social Round Table meetings.
   5. Perform all other duties coordinated with this office.

5. The Vice-President for Judicial Affairs shall:
   1. Coordinating the training of the Judicial Board members with the Panhellenic Advisor and/or representative of the Office of Student Conduct
   2. Making arrangements for the hearing as indicated by the Panhellenic President. That is determining location, meeting room, set-up, appointment of secretary among board members, and notification of the hearing to the board members and involved chapters
   3. Determining if any Judicial Board members need to be excused from serving because of a conflict of interest
   4. Providing involved chapters with an outline of Judicial Board Hearing Procedures
   5. Presiding over judicial hearings
   6. Informing, in writing, cited chapters and their advisors of the verdict. Following up with additional procedures and the appeals process if needed.
   7. Attending all Social Round table meetings with the Vice President for Publicity.
   8. Communicate on a regular basis with the Alcohol Policy Coordinator and the Director of the Office of Student Conduct.
   9. Be the liaison to the Alcohol and Other Drug Task Force.
   10. Perform all other duties usually pertaining to this office.

6. The Treasurer shall:
   1. Be responsible for the general supervision of the finances of the University of Pennsylvania Panhellenic Council.
   2. Prepare the annual budget for the fiscal year of her term, beginning and ending in February.
   3. Receive all payments due to the Panhellenic Council.
   4. Collect all dues from both individual chapters and from recruitment participants.
   5. Give receipts and pay general expenses of the Panhellenic Council.
   6. Maintain up to date financial records, give a financial report at each regular meeting of the Panhellenic Council and an annual report at the close of her term of office.
   7. Assist individual chapters in fundraising or if in areas of financial trouble.
   8. Perform all other duties usually pertaining to this office.

7. The Secretary shall:
   1. Keep an up to date roll of the members of the Panhellenic Council and call it at all Council meetings.
   2. Keep current statistics concerning the number of initiated members and new members of each Panhellenic Association member fraternity.
   3. Keep full minutes of all meetings of the University of Pennsylvania Association, the Panhellenic Council and a record of all action taken by the Executive Board.
   4. Maintain a complete and up to date file which will include the minutes of the meetings of the University of Pennsylvania Panhellenic Association and its Panhellenic Council from the date of its organization; current correspondence.
   5. Mail copies of the Panhellenic Council Minutes and other pertinent information to the Area Panhellenic Council Advisor. Additionally the Secretary shall work with the executive Board to file the annual NPC Area Advisor Report Form.
   6. File the annual Northeastern Panhellenic Conference Awards petition. The Secretary shall coordinate the compilation of this petition among the Executive Board officers. The petition is generally due the month of January.
   7. Be responsible for the official correspondence of the Panhellenic Council unless provided for otherwise.
   8. Perform all other duties usually pertaining to this office.

ARTICLE V. PANHELLENIC DELEGATES

1. Delegates shall be selected by her respective fraternity to serve for one year beginning in the spring Semester.

2. In the case of a delegate vacancy, it shall be the responsibility of the fraternity concerned to select a replacement before the next meeting of the Panhellenic council and to notify the Panhellenic council Secretary of her name and contact information.

3. The delegate shall act as the liaison between the Panhellenic council and her respective fraternity.

4. The delegate shall act as her fraternity's representative vote on issues before the Panhellenic council with the exception of creating the slate for the Panhellenic officers.

5. Delegate attendance is mandatory at each Panhellenic Council meeting and in the event of an absence of temporary vacancy, an alternative delegate must be presented.

6. Both regular and associate fraternity members of the Panhellenic Association shall send delegates, while only regular members are eligible to vote.

ARTICLE VI. STANDING PANHELLENIC COUNCIL COMMITTEES

1. The Standing Committees of the University of Pennsylvania Panhellenic Council shall be: Athletic, Civic, Greek Week, Penn Watch and Safety, Scholarship, and Women's Issues.

2. The Standing Committee Chairs shall serve for a term of one year.

3. The Panhellenic Council and Association will fully support auxiliary and Greek-wide committees.

4. Committee Chair Responsibilities:
   1. Attend all Panhellenic Council meetings.
   2. Attend Panhellenic programs and activities.
   3. Hold regular committee meetings and keep accurate minutes and attendance at them.
   4. Encourage participation of all committee members.
   5. Update the Executive Vice President weekly on the committee's activities.
   6. Work with other committees and members of Panhellenic Executive Board as needed.

5. The committees of the University of Pennsylvania Panhellenic Council are as follows.
   1. Athletic- The athletic chair is responsible for planning and coordinating intramural sports for Panhel in the spring. This entails having the sororities sign up as well as keeping them informed of the game schedule. The chair will act as a liaison between the intramural office and the sororities. The chair will also work with the VP Publicity to keep the sororities informed of women's sports events.
   2. Civic- This committee will organize and plan community service and philanthropy activities for the Panhel/Greek Community. This includes helping to with the Rena Rowen Ribbon Run during Greek Week in the fall as well as a community service event, such as Christmas in April or UC Green, during Greek Weekend in the spring. The committee will also facilitate volunteering at the Rena Rowan Breast Center for sorority members. The civic chair is responsible for maintaining an active relationship with Civic House and serving as the Panhellenic representative at community service functions. The civic chair will host a philanthropy roundtable at least once per semester. This position involves the most time and commitment.
   3. Greek Weekend/Week- The Chair will lead the committee in planning events for Greek Week and Weekend. This committee will coordinate with the civic committee, IFC and Big-C to create a schedule of events. The focus of Greek Weekend and Week is on the positive contributions of the Greek System and providing an opportunity for the houses to interact with each another..
   4. Penn Watch and Safety- This committee will serve as Panhel's representative to the University committee regarding issues of safety. In the past, this chair has made magnets or cards with important phone numbers to give to sisters, organized self-defense seminars for individual chapters and kept the Panhellenic community informed of non-alcoholic events on or around Penn's campus. This committee will also be concerned with Panhel's role in Take Back The Night.
   5. Scholarship- This committee will create programs and activities that promote scholarship in the Panhellenic Community. This includes facilitation of Greek/faculty interaction, maintenance of the Panhel Career Network on Panhel's website, and organization of career preparatory and/or academic advising workshops for individual chapters. The chair will also host a scholarship roundtable at least once per semester. .
   6. Women's Issues- This committee will address issues that pertain to women. The committee will help to plan an activity or program, such as pink ribbon distribution, during Breast Cancer Awareness Month. The chair is responsible for maintaining relationships with GUIDE, STAAR, the Penn Women's Center and the Women in Leadership Series. The committee chair will also help to organize Panhel's role in Take Back The Night..

ARTICLE VI. RECRUITMENT RULES AND PROCEDURE

FORMAL RECRUITMENT: shall be held beginning with orientation in late November or early December, and concluding with Bid Day in late January. There will be one Formal Recruitment period per academic year.

ELIGIBILITY FOR RECRUITMENT

Must be a fully matriculated, full-time student at the University of Pennsylvania. Shall not be, or ever have been, an initiated member of a NPC sorority. Must not have received a preferential bid from a sorority at the University of Pennsylvania during any previous Recruitment process for one full calendar year. If completed the recruitment or new member process in the past, must have broken the pledge to her sorority or had the pledge broken for her before initiation.

FALL SEMESTER ACTIVITIES

No first year women are allowed to attend any fall semester sorority social or philanthropy events. First year women may only participate in those fall semester Panhellenic events in which they will have limited interaction with sorority members. These events include, but are not limited to, Panhellenic sanctioned events including Greek Week planning and events.

Any invitations or advertisements for fall semester sorority events must include the words in a readable font, "Due to Panhellenic rules, no first year women may attend." This includes, but is not limited to, fliers, posters and t-shirts that serve as advertisements. In the case of t-shirts, this exact phrase must appear across the back of the shirt in a font that measures 1" in height and may be easily read. Any design that deviates from these specifications must be approved by the Vice President of Recruitment for the Panhellenic Council.

When a sorority sponsored event or party is held, either in the chapter house or in another location, signs should be posted outside the door displaying the words, "Due to Panhellenic rules, no first year women may attend." With the exception of academic study, 1st year women and chapter members may not be entertained in each other's residences.

PROCEDURE OF FORMAL RECRUITMENT

• The use of alcoholic beverages in a Formal Recruitment event will be prohibited.
• Men are prohibited from participating in Formal Recruitment functions.
• From the beginning of Formal Recruitment to the acceptance of bids, no potential new members will visit a sorority house except for the designated Formal Recruitment parties.
• From the first day of classes after Winter Break through Bid Day no recruits may be entertained by a sorority member in her dorm room or residence off campus. Sorority members are also prohibited from entertaining potential new members in third party vendor locations.
• No sorority member shall buy anything for a potential new member.
• No favors or gifts may be given to a potential new member by the sorority and/or by individual members.
• All recruitment parties will be held in a sorority house or another location designated by the individual chapter and approved by the Executive Board of the Panhellenic Council.
• All recruitment parties will be completed in the time period designated by Panhellenic.
• There will be no promising of bids, directly or indirectly, by any member, or alumna of a sorority.
• Sororities will submit a current, factual listing of all dues and fees that the potential new member will be expected to pay during her collegiate membership. This information will be submitted to the VP Recruitment at a specified date

Only national sorority representatives, house directors, alumnae, and initiated members of the sorority may assist the chapter with recruitment during Formal Recruitment.

No posters or advertisements shall be displayed by any sorority during Formal Recruitment. This shall include, but not be limited to, any letters, advertisements, pamphlets, or Performing Arts Programs.

There will be no decorations at the Skit and Philanthropy rounds. Decorations will be defined as balloons, streamers, cut-outs, banners or other paraphernalia that would not be present in the chapter house under non-recruitment circumstances.

With the exception of academic or extra-curricular commitments, there shall be no contact between sorority members and potential new members. For any other matters, the sorority member should advise the potential new member that she should speak to her recruitment counselor for assistance.

RULES FOR POTENTIAL NEW MEMBERS

From the beginning of Formal Recruitment through the acceptance of bids, no potential new member shall visit a sorority house.

A potential new member shall attend one orientation and all parties to which she has received invitations. Failure to do this will result in the potential new member's elimination from recruitment. Exceptions are as follows:

The potential new member has an academic commitment, athletic team game or meet, dress rehearsal, religious observance, or illness which conflicts with the recruitment event AND has submitted this excuse by phone or e-mail to the Vice President of Recruitment no later than 24 hours prior to the start of the event to be missed. Other excuses will be considered on a case-by-case basis.

The potential new member has an emergency illness or is involved in some other similar emergency situation and has notified the Vice President of Recruitment by phone no later than one hour prior to the end of the missed recruitment event.

A potential new member shall register for Formal Recruitment until a date and hour specified by VP Recruitment The recruitment registration fee will be determined on a yearly basis by the Panhellenic Council. All potential new members will be required to pay this amount by the beginning of Formal Recruitment.

A potential new member has the responsibility to consult her Recruitment Counselor before withdrawing from recruitment.

A potential new member shall not give a promise, oral or written, to join a certain sorority before formal bids are issued through Panhellenic.

Membership Recruitment Acceptance binding Agreements are to be signed immediately post-parties with no form of contact to be had by the potential new members with anyone other than recruitment counselors or Panhellenic executive officers.

Once a potential new member has signed a membership recruitment acceptance binding agreement, no change can be made.

Any potential new member signing a Membership recruitment acceptance binding agreement and receiving a bid at the end of recruitment shall be bound by the agreement until the beginning of the next Formal Recruitment period if she is still at the University of Pennsylvania.

There will be no communication between potential new members and sorority members during Formal Recruitment outside of Formal Recruitment parties. A potential new member should refer any questions she may have about a sorority or about recruitment to her recruitment counselor, recruitment counselor coordinator, or Panhellenic Executive Board member.

RECRUITMENT COUNSELORS  

1. Each Chapter must contribute a minimum number of candidates for Recruitment counselors to be determined yearly.
2. Recruitment counselors must have participated in formal Recruitment for a minimum of one semester as a sister.
3. Recruitment counselors may not wear letters after selection is announced or identify their respective chapter.

RECRUITMENT POLICY REVIEW  

1. Recruitment rules and policies will be reviewed yearly by the VP for Recruitment. These rules will be provided to chapters in the Recruitment Chair Manual which is given to chapters in the fall semester

VIOLATIONS OF THE RECRUITMENT RULES

1. A potential new member violating the above rules may be dropped from recruitment at the discretion of the Panhellenic Recruitment Committee.
2. The procedures for handling recruitment infractions allegedly committed by sorority members will be those outlined under "Handling Infractions of Recruitment Rules" and "Penalties for Infractions of Recruitment Rules" in the Unanimous agreements of the National Panhellenic Conference.

GOOD FAITH AMENDMENTS TO THE RECRUITMENT RULES  
Recognizing that the Panhellenic Association fosters a spirit of cooperation amongst all chapters within its membership, the member chapters recommend that the following guidelines be followed:

1. During the fall term of each academic year, questions about sorority recruitment should be answered in terms relating to the Panhellenic system as a whole, and discussion about recruitment should focus upon the Panhellenic process rather than one's individual chapter's recruitment.
2. The members of the Panhellenic system are permitted to wear apparel adorned with the letters of their chapter during the entirety of the Fall and Spring semesters, including the period beginning with Recruitment Orientation and ending on Bid Day.
3. No member of the Panhellenic Executive Board may wear letters beginning with the start of the Fall Semester and ending on Bid Day. Panhellenic Executive Board members are not permitted to reveal affiliation verbally during this period to first year women or unaffiliated women who may seek to participate in the recruitment process.