Bylaws

California Polytechnic State University, San Luis Obispo
Kappa Kappa Psi – Iota Pi Bylaws

Article I. Preamble

Section A

This Chapter of Kappa Kappa Psi, National Honorary Fraternity for College Bandmembers, has been formed in order to provide service and assistance to the Cal Poly Bands.

Section B

It is the intent of this organization to abide by pertinent State, University, and ASI regulations.

Article II. Purpose

Section A

Be it known that Kappa Kappa Psi, National Honorary Fraternity for College Bandmembers, is an organization operating exclusively in the field of the college and university bands, and for the following several purposes:

1. To promote the existence and welfare of the college and university bands and to cultivate at large a wholesome respect for their activities and achievements.
2. To honor outstanding bandmembers through privilege of membership extended as a reward for technical achievement and appreciation for the best in music.
3. To stimulate campus leadership and promulgate an uncompromising respect through the medium of the college band for gracious conduct, good taste, and unswerving loyalty.
4. To foster a close relationship between college bands and promote a high average of attainment by the performance of good music and selection of worthwhile projects.
5. To provide a pleasant and helpful social experience for all engaged in college band work, and to cooperate with other musical organizations in any manner consistent with the purposes of California Polytechnic State University, San Luis Obispo.

Article III. Identification

Section A

This organization, Chapter 232 of Kappa Kappa Psi, National Honorary Fraternity for College Bandmembers, located at California Polytechnic State University, San Luis Obispo, shall be named Iota Pi as assigned by the National Council of Kappa Kappa Psi.

Article IV. Membership

Section A

Membership Requirements and Distinctions in addition to the requirements as stated in section 6.5 of the Kappa Kappa Psi National Constitution.

1. Active members shall:
   1. Be registered students of this university.
   2. Be enrolled in the university band program for a minimum of two (2) quarters of the academic year. In the event of extenuating circumstances, an exception may be granted by the approval of the Director of Bands and Chapter Sponsor.
   3. Be formally initiated members of Kappa Kappa Psi.
   4. Follow the attendance policy in accordance with Article IV.
   5. Pay all fees and dues in accordance with Article VIII.
   6. Maintain a cumulative GPA above 2.0 for undergraduate students and above 3.0 for graduate students, and be considered in good standing with the chapter.
   7. In the event that an Active member fails to meet the above requirements, probation proceedings shall be initiated against that member. The Executive Council shall suggest the terms of probation at the beginning of the probation proceedings.
2. Associate members shall:
   1. Be any active member in good standing of Tau Beta Sigma who transfers to another school with only a Kappa Kappa Psi chapter.
   2. Meet all requirements in accordance with the Kappa Kappa Psi National Constitution.
   3. Have all the rights, privileges, and responsibilities related to Active status in the chapter.
   4. In the event that an Associate member fails to meet the above requirements, probation proceedings shall be initiated against that member. The Executive Council shall suggest the terms of probation at the beginning of the probation proceedings.
3. Conditional members shall:
   1. Be formerly Active or Associate members who cannot, without undue hardship, continue to meet the requirements for Active or Associate status, respectively.
   2. Have submitted a letter to the Chapter President and Recording Secretary requesting Conditional status and stating the specific reasons for the request. This request shall be proposed to the chapter for approval by a majority vote, and authorized by the Chapter Advisor/Sponsor.
   3. At the discretion of the chapter, have the right to attend meetings, observe Ritual, participate in chapter activities, attend District events and/or meetings, and attend National Convention.
   4. Not vote, hold office, introduce business, or act in the capacity of a new Big Brother.
   5. Conditional members shall also pay all fees and dues in accordance with Article VIII.
4. Inactive members shall be defined as per the Kappa Kappa Psi National Constitution.
5. Honorary members shall be defined as per the Kappa Kappa Psi National Constitution.
6. Alumni members shall:
   1. Be defined as per the Kappa Kappa Psi National Constitution.
   2. Have all rights and privileges of Active or Associate membership except voting, introducing business, serving in the capacity of a new Big Brother, or holding office.
7. Life members shall:
   1. Meet all of the requirements of an Alumni member of this chapter.
   2. Upon payment of the set Life Membership contribution and submittal of a completed application to the National Headquarters, be entitled to Life Membership privileges, in accordance with the Kappa Kappa Psi National Constitution.

Section B

In accordance with ASI guidelines:

1. There shall be no membership discrimination on the basis of race, sex, religion, national origin, or sexual preference.
2. This organization or any of its members shall not conspire to commit any act which causes or is likely to cause bodily danger or physical or emotional harm to any member of the campus community.
3. Only Active and Associate members may participate in meetings, be elected to office, debate or represent the organization.

Section C Initiation

1. Guidelines for initiation and membership shall be in accordance with the Kappa Kappa Psi National Constitution.
2. Eligible individuals shall be permitted entry into the Membership Education Program at the request of an Active or Associate member of the Fraternity. A negative vote of twenty-five percent (25%) or five (5) members, which ever is greater, of the eligible voting membership shall be required to prevent a person from entering the Membership Education Program.
3. After entry into the Membership Education Program, each membership candidate must receive a favorable vote of seventy-five percent (75%) of the eligible voting membership to continue in the Program. Should a candidate fail to receive the required supermajority, he/she shall be removed immediately from the Membership Education Program and shall no longer be considered a candidate for membership.
4. Prior to initiation, each membership candidate must again receive a favorable vote of seventy-five percent (75%) of the eligible voting membership, and must meet all requirements set forth in the Kappa Kappa Psi National Constitution.
5. An Active or Associate member may, at any time, move to remove a membership candidate from the Membership Education Program. A favorable vote of twenty-five percent (25%) of the eligible voting membership shall be required to remove a candidate from the Membership Education Program. If said percentage is achieved, the vote shall be considered final after one reconsideration or at the end of the meeting that the result of the vote is announced, which ever is earlier.

Section D

Guidelines for probation, suspension, and expulsion of Active members shall be in accordance with the Kappa Kappa Psi National Constitution.

Section E Attendance

1. Meeting And Ritual Attendance
   1. All Active and Associate members are required to attend all general meetings, regularly scheduled meetings of the committee(s) to which they are assigned, and Rituals.
   2. In the event that an Active or Associate member is unable to attend a meeting or Ritual on time, it is the responsibility of that member to inform the President and Recording Secretary of the reason for the absence in advance.
   3. Tardiness or absence from a committee meeting shall be counted as half of a regular absence.
   4. Absence or tardiness during Ritual or election shall be counted as twice the normal amount, with the exception of a special election.
   5. If a member misses or is tardy to more than one required event in a single day, he/she shall only accumulate regular absences for the single event that is worth the greatest number of absences.
   6. If a member leaves prior to the conclusion of an election, this shall be counted as one (1) absence, with the exception of a special election.
   7. The President and Recording Secretary shall review each absence and decide if the absence is excused or unexcused. If the Recording Secretary and the President cannot reach a consensus, the issue shall go to the chapter for discussion.
   8. Failure to notify the President and Recording Secretary of the absence in advance (except in case of emergency) shall automatically result in an unexcused absence.
   9. In the event that an Active or Associate member has three or more unexcused absences in any one quarter, probation proceedings shall be initiated against that member. The Executive Council shall suggest the terms of probation at the beginning of the probation proceedings.
2. Event Attendance Policy
   1. All Active and Associate members are required to attend at least four (4) events per quarter
   2. An event is defined as a Kappa Kappa Psi event.
   3. In the event that an Active or Associate member fails to attend four (4) events in one quarter, probation proceedings shall be initiated against that member. The Executive Council shall suggest the terms of probation at the beginning of the probation proceedings.

Section F Risk Management

1. All Active, Associate, and Conditional members shall follow all policies outlined in the Kappa Kappa Psi Risk Management Handbook.
2. Each year, all Active, Associate, and Conditional members shall submit to the President a signed form stating that they agree to follow all Risk Management policies.

Article V. Officers

Section A

Officers shall:

1. Have at least a 2.0 Cal Poly cumulative GPA at the time of nomination and election, and must maintain at least a 2.0 GPA while in office.
2. Be an Active member of this chapter in good standing at the time of election.
3. Serve for a period of one year.
4. Not be compensated.

Section B Elected Officers

1. The elected officers of the chapter, known as the Executive Council, shall be President, Vice President, Recording Secretary, Treasurer, Correspondence Secretary, Alumni Secretary, and Historian.
2. Duties of officers shall be defined as per the Kappa Kappa Psi National Constitution.
3. All officers must maintain and update a Handbook for their respective office.
4. The President shall:
   1. File the Chapter Renewal Application with ASI Club Services at the beginning of the year.
   2. Submit all forms required by Kappa Kappa Psi National Headquarters, the Western District of Kappa Kappa Psi, or ASI.
   3. Meet regularly with the Chapter Advisor/Sponsor.
5. The Vice President shall:
   1. Be responsible for the chapter Member Education Program, including education, training and initiation of all membership candidates.
   2. Be responsible for the chapter Post-Membership Education Program.
   3. In the event the Sergeant-at-Arms is not appointed, the Vice President shall be responsible for the participation and execution of the ritual and for the safekeeping of the Ritual and its secrets.
   4. Prepare the Initiate Registration Form and submit it to the President.
6. The Recording Secretary shall:
   1. Take attendance in accordance with Article IV.
   2. Take minutes at all official Fraternity meetings.
   3. Maintain a permanent record of each member of the chapter including name, address, telephone number, email address, and chapter roster number.
7. The Treasurer shall:
   1. Create a chapter budget at the beginning of the academic year and maintain it throughout the year.
   2. Ensure the chapter follows Article VIII correctly.
8. The Correspondence Secretary shall:
   1. Communicate with other chapters, including but not limited to holiday greetings, chapter anniversaries, and event promotions.
   2. Submit articles for each District and National publication and notify the chapter of all publication deadlines.
   3. Notify the chapter of District and National awards and their application deadlines.
   4. Be encouraged to produce a quarterly chapter newsletter.
9. The Alumni Secretary shall:
   1. Collect address and other applicable Alumni information for all members graduating or leaving the university.
   2. Supply Alumni information to Kappa Kappa Psi National Headquarters and any Alumni Associations pertinent to Iota Pi.
   3. Organize a Chapter Alumni Day and promote other Alumni activities.
10. The Historian shall:
    1. Update the chapter bulletin board at least once per quarter.
    2. Coordinate chapter displays for District and National Conventions.

Section C Appointed Officers

1. Other officers shall be appointed by the Executive Council. They shall be appointed at the beginning of the term and approved by the Chapter Advisor/Sponsor.
2. The Web Manager shall maintain the chapter website and email aliases.
3. The Festival Coordinator shall:
   1. Be appointed in collusion with the Director of Bands.
   2. Meet regularly with the directors of the Cal Poly Wind Orchestras, Symphony, and Jazz Bands, and perform all tasks as outlined by the directors.
   3. Run all aspects of the Cal Poly All-State Music Festival.
   4. Serve as the liaison between the conductors and the participating students.
4. The Parliamentarian shall:
   1. Maintain a thorough understanding of the chapter’s governing documents.
   2. Advise the chapter on matters of parliamentary procedure.
5. The Sergeant-at-Arms shall:
   1. Be responsible for the participation and execution of the Ritual and for the safekeeping of the Ritual and its secrets.
   2. Execute their responsibilities as designated by the Vice President.
6. A designated Committee Chair shall chair each committee.

Section D Nominations and Elections

1. Elections shall be held in May.
2. Nominations shall be accepted starting two weeks prior to the election meeting.
3. All nominations must be seconded and the member nominated must accept in order to be considered for office.
4. The current President shall run elections.
5. The order of election shall be: President, Vice President, Recording Secretary, Treasurer, Correspondence Secretary, Alumni Secretary, Historian.
6. Elections shall be divided over two consecutive meetings. The first meeting shall consist of the elections of the President and Vice President and the second meeting shall consist of the elections of the Recording Secretary, Treasurer, Correspondence Secretary, Alumni Secretary, and Historian.
7. A candidate not elected to his/her nominated office may choose to run for another subsequent office without further nominations.
8. Elections shall be by secret ballot.
9. Officers shall be elected by a simple majority vote of the eligible voting membership of the organization.
10. The member running for office must be present at the election meeting in order to be elected.
11. In the event that no candidate receives a majority vote, all candidates but the two (2) receiving the highest numbers of votes are eliminated. A second round of voting shall immediately be held, and the non-eliminated candidate receiving a plurality of votes shall be elected.
12. The results shall be made known to the membership following the election of each office.
13. New officers shall be installed at the last general meeting of the academic year.

Section E Special Elections

1. In the event that an officer position becomes vacant, a special election shall be held.
2. Nominations shall be held at the meeting in which the special election occurs.
3. Elections shall be held immediately following the nominations.
4. The term of a specially elected officer begins immediately following the election.
5. The specially elected officer shall serve for the remainder of the term of the officer being replaced.

Section F Recall

1. In the event that an officer is not performing his/her duties, any Active or Associate member may make a motion to recall that officer.
2. Following a second to the motion, a secret ballot shall be held to determine if the officer should be recalled.
3. If seventy-five percent (75%) of the eligible voting membership votes in favor of recall, the officer is recalled from office, and a special election shall be held immediately to fill the vacancy.

Section G Special Conditions

1. In the event that the chapter’s membership falls below seven (7) Active and Associate members, the chapter shall elect an Executive Officer to replace the Executive Council.
2. The Executive Officer shall be responsible for carrying out all of the above officers’ duties.
3. The Executive Officer’s title shall be President.
4. The Executive Officer’s term of office shall run until a full executive council can be reinstated or until the next regular election.
5. The Executive Officer shall be encouraged to delegate the responsibilities of the officers to the other members of the chapter, except that of the duties of the Treasurer.

Article VI. Meetings

Section A General Meetings

1. Meetings shall be scheduled at least twice a month during the Fall, Winter and Spring quarters.
2. Meetings shall not be scheduled over academic breaks.
3. Business cannot be conducted unless quorum and two (2) officers are present.

Section B Special Meetings

1. Special Meetings may be called by an officer or by fifty percent (50%) of the eligible voting membership of the organization.
2. All members must be given at least forty-eight (48) hours notice prior to the meeting time.

Section C

If an Active or Associate member is unable to attend a meeting, that member may proxy his/her vote to any other eligible voting member who is present at the meeting and who is not already acting as the proxy for another member.

Section D

No official meetings shall be required during Summer quarter.

Section E

Robert’s Rules of Order shall be referred to for all parliamentary procedures not covered by these bylaws.

Section F

Quorum shall be fifty percent (50%) of the Active and Associate membership.

Section G

Quorum shall be seventy-five percent (75%) of the Active and Associate membership during any meeting containing an election, with the exception of a special election.

Article VII. Committees

Section A Standing Committees

1. The Band Social Committee:
   1. Is responsible for the planning and execution of social events for the University Bands.
2. The Brotherhood Committee:
   1. Is responsible for the planning and execution of activities that promote brotherhood.
   2. Is responsible for enforcing brotherhood in the chapter.
3. The Fundraising Committee:
   1. Is responsible for the planning of fundraising projects.
   2. Shall promote attendance in regards to fundraising projects.
4. The Music Committee:
   1. Is responsible for the planning and execution of musical activities.
   2. Shall promote good musicality among the brothers.
5. The Ritual and Tradition Committee:
   1. Is responsible for the protection of the Rituals and Traditions of the Iota Pi Chapter of Kappa Kappa Psi.
   2. Shall work with the Vice President and Sergeant At Arms in the planning and execution of education and the Ritual.
6. The Service Committee:
   1. Is responsible for the planning and execution of service projects.

Section B Special Committees

1. Special committees shall be created as needed by the President.
2. A chairperson shall be appointed by the President for each special committee.
3. Special committees may be disbanded by the President when the committee’s function is no longer needed.

Article VIII. Finances

Section A

Funds must be administered through the UU Epicenter and within ASI policies and procedures.

Section B

All monies shall be received and expended by the chapter Treasurer or President.

Section C Dues

1. The organization shall annually collect dues from the Active, Associate, and Conditional membership by October 8th.
2. The dues collected shall consist of two parts: the first part required by the National Headquarters of Kappa Kappa Psi, and the second to be set aside for the chapter’s general fund. The amount of the second part shall be determined by a simple majority vote at the second general meeting of the fall quarter.
3. Problems arising from the inability of a member to pay dues in the allotted time (not the willful non-payment of dues) shall be dealt with on an individual basis by the President, the Treasurer, and the Advisor/Sponsor. A contract will be arranged between the Treasurer and this member for the full payment of dues by the 7th week of the Fall quarter.
4. No member of this chapter shall be compelled to accept Inactive status because of inability to pay dues without approval of a majority of the eligible voting membership.

Article IX. Standing Rules

Section A

Standing Rules may be created by a simple majority vote.

Section B

They may be suspended by a simple majority vote.

Section C

They may be amended or rescinded by a two-thirds majority vote.

Article X. Advisor/Sponsor

Section A Duties of the Advisor

1. Oversees the organization.
2. Ensures the University policy is followed.
3. Provides continuity from year to year and during transition periods.
4. Assists in developing and reaching the organization’s short and long term goals. And provides guidance to help reach those goals.
5. Encourages leadership and group development.
6. Oversees the expenditures of the organization, including the planning of the budget, and the monitoring of financial reports.
7. Reviews and approves paperwork, such as E-Plans, PRFs, Cash Securities Forms, etc., in a timely manner.
8. Provides oversight to protect the safety of students and the interests of the University.

Section B Advisor Requirements

1. The advisor must be a Cal Poly State faculty or staff member.
2. The advisor shall be approved in advance by his/her respective department chair and Dean and by the Director of Bands.
3. The advisor shall operate under the authority of the Director of Bands.

Article XI. Amendments

Section A Amendment Procedures

1. Proposed amendments or changes to these bylaws shall be presented to the chapter in writing at least one meeting before a formal vote is taken.
2. Approval by two-thirds (2/3) of the eligible voting membership at a regularly scheduled meeting shall pass a proposed change.

Section B

Amendments to the Kappa Kappa Psi Risk Management Handbook shall follow the same amendment procedures as amendments to these bylaws.

Section C

Amendments must be approved by the Student Life and Leadership Department before becoming effective.

Article XII. Conflict

Section A

These bylaws shall be in accordance with the ASI Bylaws and Codes and the policies of the University.

Section B

In the event of conflict or discrepancy, it is the intent of this organization to abide by the rules and regulations established in the Kappa Kappa Psi Western District Constitutions and the Kappa Kappa Psi National Constitution.