PHI THETA KAPPA
BOARD OF DIRECTORS

Adopted by the Phi Theta Kappa Board of Directors, December 1988. Revised January 2000:
 

Regarding the practice of withholding membership privileges due to a member's failure to actively participate in activities and projects of the chapter:

• No chapter of Phi Theta Kappa may deny privileges of membership guaranteed by Phi Theta Kappa Headquarters to any Phi Theta Kappa member.

  • This statement should be understood to mean that chapters may not deny such membership privileges and benefits as wearing the honor stole, tassel and/or cord at graduation based on the member's grade point average, their participation in chapter activities, or on any other factor, provided the member is in good standing with the chapter.

  • This policy should also be understood to mean that no member may be dropped from the membership roll due to lack of participation in chapter activities.

Current procedure for replacing International Officers:
(as previously approved by the Board of Directors in August 1991)
 

When an International Officer has resigned or is removed from office before completion of their term, the following procedure is initiated in filling the vacant office:
 

• If the office becomes vacant before Summer Orientation:

  • According to the Phi Theta Kappa Constitution, when the office of the International President becomes vacant prior to the summer Headquarters orientation, the four International Vice Presidents elect a new International President from among them. The Vice President who is elected to serve out the term as International President is replaced by the candidate who received the next highest number of votes for that Vice President's position, provided that candidate still meets all other eligibility requirements for serving as an International Officer.

  • When the office of an International Vice President becomes vacant prior to the summer Headquarters orientation, he/she is replaced by the candidate who received the next highest number of votes for that Vice President's position, provided that candidate still meets all other eligibility criteria for serving as an International Officer.

• If the office becomes vacant after Summer Orientation:

  • When the office of the International President becomes vacant after the summer Headquarters orientation, the four International Vice Presidents elect a new International President from among them. The Vice President who is elected to serve out the term as International President serves in dual capacities; both as International President and International Vice President.

  • When the office of an International Vice President becomes vacant after the summer Headquarters orientation, he/she is not replaced.
     

Board of Directors Constitutional Interpretation Regarding Process for International Officer Candidacy:

• As presented in the Phi Theta Kappa Constitution, Article V, Section 2-C: Any active member of Phi Theta Kappa shall be eligible for national (international) candidacy.

• The Board of Directors of Phi Theta Kappa interprets this to mean that every member has an equal opportunity to seek candidacy for International Office following campaign guidelines established by International Headquarters. Regional organizations cannot modify the established International Office campaign procedures through a regional screening process or in any other way.
  Adopted by the Phi Theta Kappa Board of Directors, April 1995:
  No student otherwise eligible for membership may be denied membership based on lack of participation in chapter activities.
  Adopted by the Phi Theta Kappa Board of Directors, January 1996:
  All local chapter bylaws must be in compliance with the Phi Theta Kappa Constitution and Policies, and must be submitted to Headquarters for approval. All local chapter bylaws must be approved by the local college administration.
  This new policy statement is designed to address situations involving the question of who has the final authority in deciding issues that will affect the future of the chapter. This statement will give college administrators, chapter members and chapter advisors a better understanding of the proper channels to follow when a decision is not mutually agreed upon by the chapter advisor and voting members.
  Because the charter of a chapter is granted to an institution, that institution's top administrator --- the college president or campus CEO --- has the final authority on deciding an issue upon which the advisor and members cannot agree, as long as that decision is in compliance with the Phi Theta Kappa Constitution and Bylaws.
  Example: If a chapter votes in favor of an issue that the advisor feels is not in the best interests of the chapter, the advisor, as an agent of the college, may veto the vote. If the chapter's voting members want to challenge that veto, they may present the issue to the college administrator charged with overseeing the local Phi Theta Kappa chapter. This individual is usually the Dean of Students or Vice President of Academic Affairs. If this administrator rules in favor of the advisor, the members may appeal this decision to the college president or campus CEO. Likewise, if the administrator rules in favor of the members, the advisor may appeal this decision to the college president or campus CEO.
  Adopted by the Phi Theta Kappa Board of Directors, October 1998:
  Regarding the standard grade point average used to determine eligibility of students wishing to transfer their membership from one chapter to another:
  The local chapter may use either their membership eligibility standard or maintenance standard when determining eligibility of Phi Theta Kappa members requesting to transfer membership into their chapter. The standard selected, however, must be used consistently and identified in the chapter's bylaws.
  Regarding the appointment of Voting Delegates at International Conventions:
  Only active members of active chapters may serve as voting delegates at the International Convention. Neither alumni members nor chapter advisors may serve as voting delegates for the chapter.
  Regarding the appointment of chapter advisors in reference to their employment by the college where the chapter is located:
  In order to serve as a chapter advisor, an individual must be an employee of the college where the chapter is located.
  Adopted by the Phi Theta Kappa Board of Directors, October 1998:
  Qualifications and Duties of a Regional Coordinator
  Introduction
  The Regional Coordinator serves as the leader of the region. The Coordinator facilitates the integral relationship among chapters in the region, between Headquarters and the chapters, and between Phi Theta Kappa and the two-year college.
  I. Eligibility
  1. The Regional Coordinator must be a two-year college chapter advisor. While it is not required by the Constitution and up to the Coordinator as to the extent of involvement, it is strongly recommended that each Coordinator work with a co-advisor.
  2. The Regional Coordinator must be an employee on at least a half-time basis having an annual contract or appointment with the same two-year college where serving as a chapter advisor. An annual contract or appointment means that the Coordinator has a binding commitment with that college to provide service for one academic year. Temporary changes in status due, for example, to sabbatical, parenting leave, or illness shall not affect eligibility.
  The concerns for strong connection to the college include communication, accessibility, visibility on the campus, support from administration, and direct and frequent contact with chapter members and co-advisors and with other chapters in the region.
  The Regional Coordinator will have office facilities, a telephone, mail box, and fax number on campus, in order to contribute to the life of the chapter, college, and region. It is expected that the Coordinator will have online access to electronic communication.
  II. Selection Process
  1. Headquarters will submit to chapter advisors and college presidents in the region forms for nominating chapter advisors for the position of Interim Coordinator.
  2. From these nominations a finalist(s) will be interviewed by the Executive Director.
  Selection of the Interim Coordinator will be announced in writing by Headquarters to all chapter advisors and college presidents.
  3. Following selection, the Interim Coordinator will attend an orientation session at Headquarters. During the orientation, the Interim Coordinator will work with the Director of Regional Programs who will assist in establishing goals, assign a mentor, and provide guidelines for the mentoring relationship.
  4. One year following the orientation, the Interim Coordinator will review with the Director of Regional Programs progress made toward the attainment of established goals.
  5. The Director of Regional Programs and the Associate Director will make a recommendation to the Executive Director regarding the appointment of the Interim Coordinator as Regional Coordinator.
  6. Following approval of the recommendation for the appointment of the Interim Coordinator as Regional Coordinator, the Executive Director will direct the Executive Committee to appoint the Regional Coordinator as outlined in Article V, Section 5(B) of the Phi Theta Kappa Constitution.
  Should the Interim Coordinator choose not to be considered as Regional Coordinator, or the Director of Regional Programs and the Associate Director not recommend the appointment of the Interim Coordinator as Regional Coordinator, or the Executive Director not approve the recommendation submitted, a new Interim Regional Coordinator will be selected according to the stated process.
  7. The Executive Director will notify the Interim Coordinator regarding appointment.
  8. Once the Regional Coordinator is appointed, Headquarters staff will notify in writing all chapter advisors and college presidents within the region.
  9. A Regional Coordinator will serve a one-year term, which is subject to renewal [Article V, Section 5(A) of the Phi Theta Kappa Constitution].
  III. Responsibilities
  The Regional Coordinator serves as head of the Phi Theta Kappa Region by
  Demonstrating at all times the highest level of professionalism, which reflects positively on the Coordinator, chapter, region and Society.
  Managing the affairs of the region through effective planning, organizing, coordinating and evaluating.
  Nurturing the development of students and chapters at the local and regional levels.
  Ensuring frequent and consistent communications on the local, regional and international levels.
  Cultivating the support of and positive relations with administrators and faculty at local and regional levels.
  Participating frequently and consistently in chapter, college, regional and international activities.
  The following are responsibilities of each Regional Coordinator.
  Each Coordinator will
  1. Serve as head of the region.
  2. Work directly with the Director of Regional Programs at Headquarters.
  3. Attend and fully participate in the Regional Coordinator Meeting at the International Convention and other Coordinator meetings convened by Headquarters.
  4. Oversee the election of a Coordinator Advisory Committee, explain the responsibilities of the committee, and serve as a member.
  5. Attend and fully participate in all official regional meetings.
  The Coordinator will direct the planning of the Leadership Conference, Convention, and Honors Institute (if offered) and ensure that information about these programs is sent out in a timely manner. While the Coordinator is responsible for these programs, he/she usually coordinates the programs with a host chapter. The Coordinator must have input in and final approval of the agenda.
  The selection process for hosting regional events must be open and communicated to all chapters in the region. To host a regional meeting, a chapter must provide authorization and evidence of support from the college administration and advisor. The process for selecting a host chapter(s) should ensure that all chapters are encouraged to participate and that meetings are rotated to all geographical areas of the region when practical.
  6. Hold an organizational meeting to plan regional activities and set goals for the coming year.
  Goals set at this meeting will be distributed as soon as possible to all the chapters in the region and to Headquarters.
  7. Hold a formal Regional Officer Orientation as soon as possible following the election of officers.
  This orientation is intended to bring together the Coordinator and officers to explain the role and responsibilities of the Regional Officer as defined by the Regional Bylaws and the Honor Code, to identify goals for the officer's term, and to develop a positive working relationship to achieve these goals. The Coordinator should work closely with the Regional Officer throughout the year.
  8. Communicate frequently and consistently with Headquarters staff and respond to requests in a timely manner.
  9. Administer the Five Star Chapter Development Program.
  The Regional Coordinator is required to keep on file the Five Star Goal and Update Report forms submitted by the chapters and to communicate the names of the chapters and their award levels to Headquarters in time for certificates to be prepared for presentation at the appropriate regional meeting.
  10. Supervise the Regional Awards Program.
  The Regional Coordinator will not serve as a judge. The judging will be done by persons outside the region and according to criteria determined by the Regional Coordinator Advisory Committee. (Yearbook and art entries may be judged by local experts on site.)
  11. Collect regional fees and supervise the regional treasury.
  If regional funds are not deposited within a college account, the Regional Coordinator is responsible for depositing funds in an insured bank account. The signature card for this account must bear both the names of the Regional Coordinator and the Phi Theta Kappa Executive Director. However, the Regional Coordinator is authorized as a sole signatory. The Coordinator will prepare and present a financial report to the Regional Convention and submit within two weeks a copy to the Director of Regional Programs.
  12. Appoint for a defined term the region's Presidential Ambassador (with input provided by the Coordinator Advisory Committee and Executive Director).
  The Regional Coordinator will meet with the Presidential Ambassador to develop goals and work closely with him/her to achieve these goals.
  13. Supervise a structured orientation and/or a mentoring program for new advisors as developed by the Coordinator Advisory Committee.
  14. Supervise the development and distribution of regional written and electronic communications which include newsletters, handbook/directory, and other necessary communications.
  15. Report promptly to the Membership Services Department at Headquarters changes in advisor information.
  16. Report to the Chapter Programs Department at Headquarters the chapters, advisors, and members who deserve recognition other than through the Society's International Hallmark Awards Program (i.e., features in publications, special commendations, etc.)
  17. Submit to Headquarters a "State of the Region" Report.
  The Report will include an evaluation of the achievement of the regional goals established at the Regional Planning Meeting held earlier in the year, the State of the Region Report, and the Financial Report (using the form provided by Headquarters). These reports are to be presented at the Regional Convention and submitted to Director of Regional Programs along with a copy of the region's current bylaws within two weeks after the Regional Convention.
  18. Submit to the Director of Regional Programs requests for reimbursements along with receipts within 60 days of incurring such expense.
  IV. Benefits
  1. Travel Grant
  A travel grant of $1,250 per year is provided to cover the Regional Coordinator's travel costs associated with representing Phi Theta Kappa at meetings and chapter events held throughout the region.
  2. Honors Institute Scholarship and Travel Assistance
  An Honors Institute Scholarship is provided to each Regional Coordinator providing funds for payment of tuition, travel expenses, room, and board fees to attend the Honors Institute.
  3. International Convention Travel
  Travel expenses to attend the Convention are paid by Headquarters. A scholarship is provided which pays for registration fees and Convention Hotel lodging. Meals not included in the Convention Program are the responsibility of the Regional Coordinator.
  4. Recognition Opportunities
  Regional Coordinators are eligible to receive the Distinguished Regional Coordinator Award and, as a recipient of this award, may compete for the Mosal Award for Scholarship or Leadership.
  5. Professional Development
  Interim Regional Coordinators attend a formal orientation at Headquarters. Additionally, Regional Coordinators participate in the annual Regional Coordinator Pre-Conference held during the International Convention.
  A scholarship is provided for the Regional Coordinator to attend and participate in a Leadership Development Studies Certification Seminar. Fees include certification, Instructor's Guide, student textbook, lodging and meals.
  A scholarship is provided which pays for registration fees for the Regional Coordinator to participate in an annual conference for certified faculty.
  6. Stationery and business cards
  Headquarters provides Regional Coordinators Phi Theta Kappa letterhead, personalized envelopes and business cards upon request.
  
  V. Term Review and Renewal
  1. Following the Regional Convention but prior to the planning meeting, the Headquarters staff will review with the Regional Coordinator the progress of the Region, the achievement of regional goals, and the identification of areas for regional improvement.
  2. The Director of Regional Programs and the Associate Director will make a recommendation to the Executive Director regarding the renewal of the appointment.
  3. The Executive Director will notify the Regional Coordinator of the renewal decision.
  4. Should the Regional Coordinator choose not to continue to serve, or the Director of Regional Programs and the Associate Director not recommend the renewal of the term for the Regional Coordinator, or the Executive Director not approve the recommendation submitted, a new Interim Regional Coordinator will be selected according to the stated process.
  Phi Theta Kappa Honor Code for Regional Officers
  Mission Statement
  The purpose of Phi Theta Kappa shall be to recognize and encourage scholarship among two-year college students. To achieve this purpose, Phi Theta Kappa shall provide opportunity for the development of leadership and service, for an intellectual climate for exchange of ideas and ideals, for lively fellowship for scholars, and for stimulation of interest in continuing academic excellence.
  Introduction
  In support of the Society's Mission Statement, the Phi Theta Kappa Board of Directors adopts this Honor Code as a declaration of the high standards of conduct to which Regional Officers are held. This Honor Code is not simply a set of rules and procedures governing Regional Officers' academic conduct, nor is it a legal contractual obligation of Phi Theta Kappa or the Regional Officer; it is an opportunity to put personal responsibility and integrity into action. Regional Officers will abide by this code which liberates them to serve the Region and the Society in an atmosphere of mutual confidence and respect. The success of the Code depends upon the support of the Region. Infractions should be reported to a chapter advisor, who may communicate this information to the Regional Coordinator.
  HONOR CODE
  As a Regional Officer...
  I will conduct myself at all times in a manner that reflects positively on myself, my chapter, my region and the Society.
  I place as a priority continued academic excellence.
  I am committed to maintaining an environment which recognizes the dignity of each individual member and encourages appreciation of diverse backgrounds, opinions and goals in life.
  I am committed to honesty and integrity in personal, social, and academic endeavors.
  I recognize that a successful Regional Executive Committee (or name of Regional Officer group) requires a team effort, and I pledge to work together to promote the Society's Mission.
  I will work with the Regional Coordinator and the Society's leaders in the same spirit of cooperation I display in my dealings with others.
  I will respond promptly, courteously, and positively to the concerns and requests of the Regional Coordinator and other Society constituents.
  I will fulfill my responsibilities in an effective, efficient, and timely manner.
  I will conduct myself in a manner which is respectful of others and worthy of respect from others.
  I will dress appropriately for any and all occasions.
  I will not engage in any conduct which may bring shame or disrepute to myself or diminish the reputation of my Region or Phi Theta Kappa.
  I will not engage in any illegal activity or violate any stated policies of the Region or the Society.
  I will not consume and will discourage the consumption of alcohol at Phi Theta Kappa functions.
  I will not use or possess nor tolerate the use or possession of controlled substances.
  I have read, understood and agree to the terms and conditions of the Phi Theta Kappa Honor Code. I further understand and agree that my continued service as a regional officer is a privilege, not a right, and that violation of this code will subject me to discipline determined appropriate by the Regional Coordinator or his/her designees. Additionally, I understand that pursuant to the procedures outlined by the Regional Bylaws, I have the right to appeal disciplinary action which results in my removal from office.
  Criteria For Establishing New Regions
  I. Criteria for Obtaining Regional Candidacy Status:
  Headquarters will determine whether an area qualifies for candidacy status upon consideration of the following factors: percentage of colleges with chartered chapters, percentage of active chapters (reporting new members), and geographical factors.
  
  II. Candidacy Status:
  Once an area has been determined by Headquarters to be qualified for candidacy status, Headquarters will establish a steering committee consisting of a minimum of three advisors and two students (representing 5 different chapters from the prospective region), and a Headquarters staff member.
  
  III. Criteria for Obtaining Regional Status:
  Once regional candidacy status is approved, the following goals and objectives should be accomplished within a time frame established by the steering committee: (Meeting the following requirements will not automatically result in the granting of regional status; Headquarters staff reserves the right to waive criteria, postpone or delay the recommendation for the granting of regional status to the Board of Directors.)
  1. One hundred percent of chapters will hold at least one induction during the academic year.
  2. One hundred percent of chapters will submit an Annual Report to International Headquarters.
  3. One hundred percent of chapters will have approved chapter bylaws on file at Headquarters.
  4. Fifty percent of chapters will participate in the Five Star Chapter Development Program.
  5. Fifty percent of chapters will submit at least one Hallmark Award entry to Headquarters.
  6. The steering committee will plan and host at least two regional meetings within the proposed region.
  7. Fifty percent of the chapters will attend at least two regional meetings within the proposed region.
  8. At least fifty percent of the colleges with chapters will submit nominations for the All-USA Academic Team.
  9. Regional bylaws will be drafted by the steering committee and circulated to all chapters in the proposed region for approval.
  10. The steering committee will submit for approval to Headquarters a final report on the attainment of goals and objectives, and the ratified regional bylaws.
  11. Headquarters Staff will review the report and regional bylaws to determine whether or not to recommend to the Board of Directors that regional status be granted.
  12. When regional status is granted by the Board of Directors, an Interim Regional Coordinator and Presidential Ambassador will be nominated and appointed according to established procedures.
  
  IV. Support Provided by Headquarters During Regional Candidacy Status:
  1. Headquarters will pay for travel expenses for a staff member to attend, coordinate and participate in steering committee meetings. The Headquarters staff member will serve as a member of the steering committee.
  2. Headquarters will provide five scholarships to pay registration fees, three for advisors each from different colleges to attend the International Advisor Education Conference and International Convention and two for students each from different colleges to attend the Officer Academy and International Convention. (Pre-conferences/Academies must be attended in addition to the Convention in order to use the scholarships).
  3. Once candidacy status is approved, regional fees will be collected and held in escrow by Headquarters for the proposed region until regional status has been granted by the Board of Directors.
  4. The steering committee may submit to Headquarters for approval, a proposal for a grant of up to $500 to defray costs for regional programs or events.
  Adopted by the Phi Theta Kappa Board of Directors, January 2000:
  Professional Guidelines For Serving as an International Officer
  1. International Officers must be active participants in their local chapter activities.
  2. Phi Theta Kappa International Officers must enroll in and successfully complete a minimum of six credit hours in each of at least two semesters/quarters during their term. Up to three hours of coursework that does not require the student to be on campus may be counted in the six hour total.
  3. International Officers must not send mass mailings via e-mail or postal mail without consultation and approval from their International Headquarters contact.
  4. International Officers must not initiate or commit the Society to programs or projects without prior consultation and approval from their International Headquarters contact.
  5. International Officers must not make their own Society-related travel arrangements. Their International Headquarters contact will approve and confirm Officers' airline and hotel reservations to Society-related events. Once the Officers' travel is confirmed, Officers must not change travel arrangements except in cases of emergency, and then only at the approval of their International Headquarters contact.
  6. International Officers must include their International Headquarters contact in all conference calls in which all Officers are participating in order to promote a climate for effective and open communication.
  7. International Officers must submit all Regional Meeting Reports and Expense Reports to the International Headquarters contact no more than three days after returning from a Society event.
  8. International Officers must obtain prior approval from their International Headquarters contact before sending any mass correspondence to Society constituents.
  9. International Officers must send their International Headquarters contact courtesy copies of all official correspondence e-mailed or postal mailed to regional officers, regional coordinators and other Society constituents.
  10. International Officers must not solicit invitations to attend Society-related events.
  11. International Officers must direct all invitations to attend chapter or regional events to their International Headquarters contact. Officers must not accept invitations to attend Society-related events without prior consultation and approval from their International Headquarters contact.
  12. International Officers must not schedule meetings or activities with Phi Theta Kappa chapters or regions without advance consultation with their International Headquarters contact. International Headquarters establishes each Officer's participation in Society-related events. Officers must not attend Society-related events that International Headquarters has not assigned and/or approved for them to attend, even if the Officer is willing to cover expenses associated with attending the events.
  13. International Officers must not rely on their advisor, secretary or relatives to correspond with International Headquarters. Officers are responsible for personally fulfilling all responsibilities. International Officers must personally complete their Regional Meeting Reports, Regional Expense Reports and all other assignments.
  14. International Officers must not make personal transactions on their Phi Theta Kappa Business Charge Card.
  15. International Officers must plan ahead for speaking engagements and should not request that Headquarters staff ship materials and supplies to them for overnight or rush delivery.
  16. International Officers must understand that policies and procedures regarding Officers vary from year to year depending on the Society's budget, resources and priorities. Privileges, requirements or responsibilities of previous International Officers may not necessarily be applicable to the current International Officers.