Regional Bylaws

Preamble

We, the members of Phi Theta Kappa in the Ohio Region, to support scholarship and academic excellence in community, junior, and technical colleges throughout our region, to enhance the development and growth of our society and its members, and to provide greater service to our schools, our communities, our region, and our international organization, hereby establish these by-laws for the Ohio Region of Phi Theta Kappa.


Article. I. Name of Organization Article. II. Purpose of Organization Article. III. Divisions of Organization Article IV. Elections of Regional Officers and District Representatives Article V. Powers and Duties of the Coordinator's Advisory Committee
Article VI. Powers and Duties of Advisors Article VII. Convetions, Conference, and Business Meetings Article VIII. Amendment Procedures Article IX. Ratification

 

Article I. Name of Organization

The name of this organization shall be known as Phi Theta Kappa of Ohio.

Article II. Purpose of Organization

The purpose of this organization shall be to provide a means through which Phi Theta Kappa chapters in the Ohio Region may better achieve the goals of Phi Theta Kappa, to encourage participation of individual members in Phi Theta Kappa activities, and to promote fellowship among Phi Theta Kappans throughout the Region.

Article III. Divisions of Organization

Section 1. Members

A. Membership in the Ohio Region of Phi Theta Kappa shall consistof all chapters in the State of Ohio and the northern panhandle of WestVirginia that have been chartered by Phi Theta Kappa International Honor Society and that are in good standing. Good standing in the region shall be defined as a chapter with paid up regional dues and having on file at International Headquarters a current annual activities report. Members of said chapters who are in good standing in their chapters, based on each chapter’s criteria for membership, are eligible to participate in regional activities.

B. Regional dues are $5.00 for each new member a chapter inducts. This is a one-time fee, payable to the region via submission of said dues to international with payment of international dues at the time the new member is inducted into the chapter.

C. In order for a chapter to exercise its voting rights and its members to be in good standing within the region, eligible to participate in Regional activities, all regional dues must be paid up to date.

Section 2. Coordinator's Advisory Committee

A. The Coordinator’s Advisory Committee of the Ohio Region shall consist of the Regional Coordinator, Regional Officers, District Representatives, Six Advisors, and the President of Alpha of Ohio.

B. Advisors and the President of Alpha of Ohio shall serve as nonvoting members of the Coordinator’s Advisory Committee. The Coordinator shall serve as a voting ex officio member.

C. Officers and District Representatives shall be elected at the annual Regional Convention for a one year term of office.

D. Advisors will be elected by advisors for two year terms.

Section 3. Regional Committees

A. The Ohio Region will have the following standing committees: Event Planning Committee, Leadership Conference Committee and Honors Institute Committee. In addition, the Region may create as many temporary committees as the Advisory Committee deems necessary in order to accomplish its goals and fulfill its programs. Membership on said committees will be selected from those members in good standing.

B. Members of both standing and temporary committees shall be appointed by the Regional President in consultation with the Coordinator. Such appointments shall be shared with the Advisory Committee, either at the time of appointment, or at the next meeting of the Coordinator’s Advisory Committee for their acceptance. The Coordinator’s Advisory Committee may accept, alter or reject such appointments by a majority vote.

Section 4. Standing Committees

A. Event Planning Committee

  1. The Event Planning Committee will be composed of the Coordinator, Regional President, Vice President, and one District Representative.
  2. This committee will be responsible for the selection of host chapters for regional events, overseeing programming at regional events, and to work with the host chapter to secure hotel / motel room rates.
  3. The Coordinator will contact chapters who are in good standing within the Region and solicit proposals to host regional events in the forthcoming year.
  4. Upon receipt of such proposals, the Coordinator will review them and make a recommendation to the Events Planning Committee, who will review the prospective hosts and make a recommendation to the Advisory Committee.

B. Leadership Conference Committee

  1. The Leadership Conference Committee will be composed of the Coordinator, Regional President, and two advisors and/or college employees who have been certified to teach the Phi Theta Kappa Leadership course.
  2. This committee will be responsible for developing and overseeing the Leadership Program for the region. They will work with the host chapter in the development of this program.

C. Honors Institute Committee

  1. The Honors Institute Committee will be composed of the Coordinator, Regional President, the Honors Advisor and the Regional Honors student recipient and a member of the host chapter.
  2. The committee will be responsible for overseeing the program development for the Honors Institute for the Region.

 

Article IV. Elections of Regional Officers and District Representatives

Section 1. Requirements

A. Candidates for office must be members of a chapter in good standing and meet all requirements of membership in that chapter.

B. Nominations may be made in writing to the Coordinator up to one week prior to the regional convention, or from the convention floor during the first general session by a member in good standing in the Region.

C. Candidates must be present at the convention in order to participate in the election.

D. Candidates for office must be willing and able to attend the Orientation / Planning meetings of the Regional Officers and District Representatives.

E. Candidates for Regional President must be willing and able to attend the International Honors Institute and certify that they will be able to secure the additional transportation costs involved.

F. All candidates will be required to address the general assembly explaining why they are pursuing regional office and answer questions posed to them on that issue. Candidates will be asked to prepare a brief resume for distribution to all voting delegates, prior to the vote.

G. Each Officer and District Representative will be paid a stipend of $100 for each Regional Event they attend to assist in off-setting expenses they incure. Regional events are retreats and/or meetings as well as Leadership, Honors, and Regional Conventions.

H. Regional officers and District Representatives must be attending a community, junior, or technical college throughout their term in office. Officers and/or District Representatives must be enrolled for at least one course on the campus of their two year institution each academic term of the time while they are serving in office and be active in their local chapter.

I. A Regional Officer and/or District Representative may not hold regional office more than two years. A District Representative may not succeed him/her self nor can an officer hold the same office two years in a row. Any individual appointed to fill a vacant officer team position for a period of six months or less is eligible to run for a full term in that same position. All other rules regarding election and service still apply.

Section 3. Removal from Office

A. Officers and District Representatives may be removed from office for failing to fulfill their duties and obligations to Phi Theta Kappa and the Region.

B. To remove an Officer or District Representative a complaint stating the reasons must be signed by at least two chapter presidents from chapters in good standing. The Complaint must be sent to the Regional Coordinator who will submit it to the Region for a vote.

C. The vote to remove may be done by mail or at a regional event, whichever is more convenient. To successfully remove an Officer or District Representative a two thirds vote is necessary. If the vote is conducted by mail then two thirds of the chapters within the region who are in good standing must approve of the motion. If the vote is conducted at a regional event then two thirds of the chapters present must approve of the motion.

D. An officer or District Representative may appeal a decision to be removed from office by requesting a hearing before a committee of chapter advisors, appointed by the regional coordinator. The number of chapter advisors will range from 3-5. The decision of the chapter advisors is final.

E. The Regional Coordinator, with the approval of a majority of the Coordinator’s Advisory Committee, may appoint a replacement for a regional officer or District Representative who, for any reason, fails to fulfill his/her obligations or has resigned from office.

Article V. Powers and Duties of the Coordinator's Advisory Committee

Section 1. The President Shall:

A. Serve as chairperson of the Regional Events Planning, Honors Institute Committee and Leadership Conference Committees.

B. Preside over the Regional Convention, the Regional Leadership Conference, the Regional Honors Institute, and all regional meetings, including meetings of the Advisory Committee.

C. Direct regional activities and projects in conjunction with the Regional Coordinator.

D. Appoint convention committees and other committees or direct the Advisory Committee to do so.

E. Attend the Honors Institute.

Section 2. The Vice President Shall:

A. Take the place of the President in his or her absence.

B. Oversee the regional election at convention.

C. Assist the President when called upon.

D. Report the results of the elections to the President and Coordinator.

E. Act as Parliamentarian.

F. Coordinate the application process for Ohio Region Scholarships and report these applications to the coordinator.

Section 3. The Secretary/Regional Newsletter Editor Shall:

A. Keep accurate records of all regional business meetings.

B. Prepare and send reports to the international headquarters, the Regional Coordinator, all regional officers and district representatives, and all chapters of all state meetings and activities.

C. Write, edit, and distribute the Regional Newsletter, The Buckeye. Maintain copies of all Buckeyes throughout her/his term of office and pass on those copies to the next editor.

D. Newsletters will consist of the following:

  1. Summer issue-Biographies of Regional Leadership Team; regional calendar; announcements.
  2. Fall issue-Focus on activities of Region.
  3. Winter issue-Focus on activities of Region.
  4. Spring issue-Focus on activities of Regional Convention and Awards.
  5. Each issue will contain a report from the Coordinator, President, Alumni, and each district representative.

E. Assist the President when called upon.

Section 4. District Representatives Shall:

A. There will be a Representative from each of the Districts established by the Region. The Ohio Region is divided into five districts which are:

  1. Northwest District
  2. Northeast District
  3. Central District
  4. Southwest District
  5. Southeast District

B. District Representatives must be a member of a chapter within the district he/she is representing.

C. District Representatives are the Region Executive Committee’s liaison between the Region, its officers and Coordinator, and chapters within their district.

D. District Representatives are to attend events put on by chapters within their district and assist those chapters in program development to the best of their ability.

E. District Representatives must attend Regional Meetings during their term of office.

Article VI. Powers and Duties of Advisors

Section 1. The Regional Coordinator

A. Is appointed by the Executive Director of Phi Theta Kappa International and shall act as Advisor for the Ohio Region.

B. Make appointments for vacant positions on the Coordinator’s Advisory Committee with the approval of the Executive Board.

C. Create and maintain the regional treasury.

D. Execute all financial transactions for the region.

E. Collect all dues and advise, through the Coordinator’s Advisory Committee, those chapters not in good standing because of non-payment of dues.

F. Advise the Advisory Committee of any chapter not in good standing at the time of the regional convention.

G. Approve the agenda for all official regional meetings.

Section 2. Chapter Advisors

A. Chapter Advisors shall maintain communication with and assist the Regional Coordinator and the Advisory Committee in Regional Programming, and chapter participation in Regional activities.

B. Chapter advisors are the vital link and support for each chapter and are urged to assist members on an active basis as time commitments and professional obligations allow.

Article VII. Coventions, Conference, and Business Meetings

Section 1. Regional Event

A. Regional Events shall consist of Regional Conferences highlighting the four hallmarks, Honors in Action and Leadership, and the Regional Convention. In addition, they include the regional meeting held at International Convention, Orientation and Planning sessions for Regional Officers and District Representatives, Advisor Workshops and other events as planned by the Regional Coordinator’s Advisory Committee.

B. Host chapters for any regional conference will be selected according to the following criteria:

  1. Any chapter in good standing can be asked by the Regional Coordinator to host one of the Regional Events. If the chapter wishes to do so, it must submit a letter of intent to the Regional Coordinator at least three weeks before the Regional Convention. The letter will be signed by the Chapter President, Advisor, and the College President and/or administrator indicating their and the college’s support for the event.
  2. After reviewing each submission, the Coordinator will recommend to the Event Planning Committee a host chapter for each of the regional events for the next year. After reviewing the information, the Advisory Committee will select a host chapter for each event and inform the Region of such selections at the Regional Convention.

C. A chapter selected to host each event will receive two International Convention registrations and two registrations for the next regional event.

Section 2. Regional Business Meeting

A. Regional business meetings may be held at any regional conference or Convention, and the International Convention of Phi Theta Kappa.

B. Special regional meetings may be called any time the regional president is in conference with at least 51 percent of the regional chapters.

C. Minutes of all regional business meetings shall be available to all regional chapters on the region web site.

D. Robert's Rules of Order shall be the parliamentary guide at all regional business meetings.

Article VII. Coventions, Conference, and Business Meetings

Section 1. Regional Event

A. Regional Events shall consist of Regional Conferences highlighting the four hallmarks, Honors in Action and Leadership, and the Regional Convention. In addition, they include the regional meeting held at International Convention, Orientation and Planning sessions for Regional Officers and District Representatives, Advisor Workshops and other events as planned by the Regional Coordinator’s Advisory Committee.

B. Host chapters for any regional conference will be selected according to the following criteria:

  1. Any chapter in good standing can be asked by the Regional Coordinator to host one of the Regional Events. If the chapter wishes to do so, it must submit a letter of intent to the Regional Coordinator at least three weeks before the Regional Convention. The letter will be signed by the Chapter President, Advisor, and the College President and/or administrator indicating their and the college’s support for the event.
  2. After reviewing each submission, the Coordinator will recommend to the Event Planning Committee a host chapter for each of the regional events for the next year. After reviewing the information, the Advisory Committee will select a host chapter for each event and inform the Region of such selections at the Regional Convention.

C. A chapter selected to host each event will receive two International Convention registrations and two registrations for the next regional event.

Section 2. Regional Business Meeting

A. Regional business meetings may be held at any regional conference or Convention, and the International Convention of Phi Theta Kappa.

B. Special regional meetings may be called any time the regional president is in conference with at least 51 percent of the regional chapters.

C. Minutes of all regional business meetings shall be available to all regional chapters on the region web site.

D. Robert's Rules of Order shall be the parliamentary guide at all regional business meetings.

Article VIII. Amendment Procedures

Section 1. Coordinator's Advisory Committee

The Coordinator’s Advisory Committee or any chapter may initiate an amendment proposal by presenting the amendment, in writing, to the Regional Coordinator and the Advisory Committee

Section 2. Presenting the Amendment

A. Written copies of a proposed amendment must be sent to each chapter at least fourteen (14) days prior to voting.

B. Amendments may be voted on if they were presented at a previous regional convention, conference or business meeting.

Section 3. Amending By-Laws

Amending the Regional by-laws shall require a two-thirds (2/3) vote of the chapters present at any regional business meeting or, if the voting is done by mail, a two-thirds (2/3) vote of a regional chapters in good standing.

Section 4. Voting

When voting on an amendment is done by mail or email, all eligible chapters not responding within 30 days will be considered as voting in the affirmative

Section 5. Distribution of Amendments

Distribution of proposed amendments, tabulation of chapter votes, and announcement of the results shall be the responsibility of the Executive Board with assistance of the Regional Coordinator.

Article IX. Ratification

Section 1.

These By-Laws shall become effective, replacing the former Regional Constitution upon two-thirds (2/3) vote of chapters in attendance at the Regional Honors Institute in February, 1998.

Section 2.

These By-Laws or any of the provisions herein may be suspended by a two-thirds (2/3) vote.

Section 3.

A like two-thirds (2/3) vote is required to reinstate any suspended provision.

Section 4. Voting

Regarding Article IX., Section 1-3, all chapters in good standing not casting a vote, or, in case of a vote by mail, not responding within thirty (30) days, shall be considered as voting in the affirmative.

Section 5. Distribution of Amendments

Final interpretation of these By-Laws shall be the responsibility of the Regional President, the Regional Coordinator, and the Phi Theta Kappa International Headquarters staff.