Constitution and By-Laws of the Alpha Sigma Phi Philippines

ARTICLE I
NAME AND LOCATION

Section 1.This organization shall be called Alpha Sigma Phi Philippines, Inc., and its national headquarters shall be permanently located in Dumaguete City, Philippines.

ARTICLE II
MEMBERSHIP

Section 1.All bonafide college students with good moral character, good health, and those who passed the Alpha Sigma Phi Entrance Examination are qualified to join the organization.

Section 2.Quitters of any chapter without justifiable reason shall not be accepted for initiation in other chapters.

Section 3.Quitters from other fraternities shall not be accepted in the organization.

Section 4.Resignees from other fraternities shall not be accepted in the organization.

Section 5.Applicants shall secure a medical certificate and police clearance as pre-requisite for initiation.

Section 6.Before any applicant becomes a member, he must pass the initiation and requirements set by the Fraternity.

ARTICLE III
NATIONAL COUNCIL OFFICERS

Section 1.The National Council shall be the executive arm of the Fraternity.

Section 2.The National Council shall be composed of nine (9) members to be elected at large during the national convention. Selected members shall serve for a term of two (2) years and may be re-elected for one more term.

Section 3.Provincial Council Chairmen shall be ex-officio members of the National Council.

Section 4.The National Council shall prepare the program and budget for approval by the Convention.

Section 5.The National Council shall act as the Board of Directors of the organization.

Section 6.The following shall be the National Officers:

  1. National President
  2. Executive Director
  3. National Treasurer
  4. National Auditor
  5. National Herald

Section 7.The National President and the National Auditor shall be elected from among the delegates of the Convention.

Section 8.The Executive Director, National Treasurer, and the National Herald shall be appointed by the National President.

ARTICLE IV
QUALIFICATIONS AND DUTIES OF THE NATIONAL OFFICERS

Section 1.Qualification of the National President.

  1. Must be a degree holder of a four year course.
  2. Must be an active member of the organization and must have held key position in the organization.
  3. Must be willing to devote much of time to management of the organization.
  4. Must be able to represent the organization in all activities that requires his presence.

Section 2.Duties of the National President:

  1. He shall be the Chief Executive of the organization.
  2. He shall be the Chairman during National Conventions and in all meetings of the organization.
  3. He shall issue permits to organize, establish and recognize chapters and associations.
  4. He shall be responsible for the disbursement of the funds of the organization.
  5. He shall appoint the Executive Director, National Treasurer and National Herald.
  6. He shall represent the organization in all functions necessitating his presence.

Section 3.Qualification of the Executive Director:

  1. Must be a degree holder of a four year course.
  2. Must be an active member of the organization.
  3. Must be willing to serve the organization for years.
  4. Must be willing to relocate himself to the National Headquarters site upon appointment.
  5. Must be a full-time worker of the organization and be compensated, the amount of which will be fixed by the National Officers/Board of Directors.

Section 4.Duties of the Executive Director:

  1. He shall be responsible for the maintenance of the National Headquarters, keeping of the records, receive and disseminate informations, and represent the National President in all functions delegated to him.
  2. He shall keep the minutes of the National Convention and National Council and prepare copies thereof for submission with the Securities and Exchange Commission within thirty days (30) after such meetings.

Section 5.Qualifications of the National Treasurer:

  1. He must possess knowledge in banking and finance, accounting and business administration.
  2. He must be bonded.

Section 6.Duties of the National Treasurer:

  1. He shall be the chief budget officer of the organization.
  2. He shall receive and collect funds, fees, and contributions for the organization.
  3. He must keep an accurate record of all disbursements, expenses and other releases of funds of the organization.
  4. He shall update and present the books of accounts to the National Council during its annual meetings. He shall also present an annual financial report to the Securities and Exchange Commission and the National Convention.
  5. He must deposit the funds of the organization in a bank for safety, or upon the order of the national President with the approval of the National Council, invest it for more profit.

Section 7.Qualifications of the National Auditor:

  1. He must be an active member of the org showing qualities of honesty, concern and objectivity in his work.
  2. He must be an accounting graduate with knowledge and experience in auditing. However, if no qualified member is available, any member may be elected provided he has knowledge and experience in auditing.

Section 8.Duties of the National Auditor:

  1. He shall have authority to conduct regular or surprise audit of all chapter/association treasurers, including the National Treasurer.
  2. He shall be ready to report on the financial status of the organization when so demanded by the National President of the national Council.
  3. He shall report anytime any discrepancy, anomalies and corruption done in any offices of the organization.

Section 9.Qualifications of the National Herald:

  1. He must have a working knowledge in journalism and must possess the talent in oral as well as written communications.

Section 10.Duties of the National Herald:

  1. He shall be responsible of all publications of the organization including the publications of the national newsletter.
  2. He shall be the Director of Publications
  3. He must be ready to assume other duties that may be assigned to hem by the National President.

ARTICLE V
STAND COMMITTEES

Section 1.Standing committees specified hereunder shall be headed by a member of the National Council and shall be composed of members appointed by him. These committees shall serve until the next National Convention.

Section 2.Committee on Publications. It shall undertake the creation and development of an effective center for the publication of materials, literatures, brochures and national newsletter necessary for the growth of the organization.

Section 3.Committee of Membership and Expansion. It shall study and monitor present membership and expansion programs and to devise ways and means to improve the same paying particular attention to initiation procedures, formal acceptance ceremony (RITUAL), pledge education and other related matter, and the formation of national and simplified guidelines for the recognition and de-recognition of chapters and associations.

Section 4.Committee on Alumni Affairs. It shall initiate and monitor programs for the active involvement of alumni members in the affairs of the organization and for the organization to assist in improving the log of alumni members.

Section 5.Committee on Development, Operations and Finance. It shall consider and implement plans for the establishment of a national headquarters and chapter homes and to assist all chapters/associations in pursuing effective service projects and fund-raising activities to support the various programs of the organization.

Section 6.Committee on Scholarship, Awards and Recognition. It shall supervise and monitor the scholarship program of the organization, and formulate a system of awards and recognition for scholastic achievement, distinguished service to the fraternity and community, and for other purposes for the enhancement of the prestige, honor, and good name of the whole organization.

Section 7.Chairmen of these committees shall be appointed by the National President from among the members of the National Council.

ARTICLE VI
PROVINCIAL COUNCIL

Section 1.The Provincial Council shall be composed of the elected Chairman, Vice-Chairman, Secretary, Treasurer, Auditor and Herald.

Section 2.The Provincial Council shall be created in a province having at least two or more existing recognized chapters.

Section 3.It shall be the duty of the Provincial Council to coordinate and supervise chapters and to assist the National Council in the execution of policies agreed and enacted by the organization.

Section 4.Undergraduate chapters existing alone in the province shall directly communicate to the National President or merge with the nearest provincial council.

Section 5.The Provincial Council officers shall be elected from the undergraduate chapters and alumni association in the locality.

ARTICLE VII
ALUMNI ASSOCIATION

Section 1.The following are qualified to join and form alumni associations:

  1. Brothers and Sisters who graduated of any four-year course, or
  2. Brothers and Sisters who have stopped schooling but are working, or
  3. Brothers and Sisters who have acquired a certificate/diploma of any two-year course or less from duly accredited or recognized educational institution.

Section 2.Upon application, a certificate of provisional recognition shall be granted to an alumni association having at least twelve members subject to the inspection by the Office of the Executive Director for formal recognition and chartering.

Section 3.Alumni Associations shall be governed by its own policies, rules and regulations not inconsistent with the Constitution and By-Laws of the organization.

Section 4.The following shall be the officers of Alumni Associations:

  • Chairman
  • Vice-Chairman
  • Secretary
  • Auditor
  • Press Relation Officer

ARTICLE VIII
UNDERGRADUATE CHAPTERS

Section 1.The following shall be the officers of the Undergraduate Chapters:

  • Grand Chancellor
  • Chancellor
  • Keeper of the Scroll
  • Exchequer
  • Keeper of the Mace
  • Herald
  • 2 Advisers

Section 2.Undergraduate Chapters shall be established in colleges and universities recognized by the Ministry of Education and Culture.

Section 3.Each chapter have its official name, a letter or combination of letters of the Greek Alphabet. Each chapter may adopt as its popular and unofficial name that of the institution of learning which it is located. Chapters established under this section shall be considered established as of the date of their founding.

Section 4.Chapters shall consider proposals for amending this Constitution and By-Laws and other questions affecting the Fraternity as a whole at regular meetings, or special meetings which have been duly called with notice to all members of the purpose, time and place thereof.

Section 5.A majority of the members present at any meeting competent to consider a Fraternity question shall determine the chapter’s vote on such proposals.

Section 6.No members shall ever be permitted to vote by proxy on any proposal contained in Section 4 of this article.

Section 7.Each chapter shall make its own policies, rules and regulations for its own government not inconsistent with the Constitution and By- Laws of the Fraternity. Each chapter shall be empowered to levy a sum or sums of money upon pledges and undergraduate members. Each shall be responsible to the Fraternity for all fraternity fees due from undergraduate members.

Section 8.Each chapter shall maintain above average scholastic performance at least once in every three years. Upon failure to do so, the National Council shall appoint a chapter scholarship consultant to counsel the chapter on educational matters and to determine and assist with any scholarship problems the chapter may have. The National Council shall have the authority to subject such chapter to disciplinary action, including but in no way limited to suspension or revocation of National Recognition.

Section 9.All chapters of this organization shall, in their policies, rules and regulations, make provisions to supply each member at the time of his formal acceptance into the organization the National ID, membership certificate and other paraphernalias to be held by him as long as he remain a member of good and regular standing.

Section 10.The Grand Chancellor shall see to it that all communications to chapters from the National Headquarters and National Officers are read in an open meeting.

Section 11.Should the chapter become inactive, its Certificate of Recognition, records and other property shall be the property of the National Headquarters and shall be surrendered to the trustees appointed by the National President for the purpose of taking custody of such property.

ARTICLE IX
FINANCES

Section 1.A registration fee of twenty five pesos (P25.00) shall be collected from each member accepted to the organization and which amount shall be remitted to the National Fund.

Section 2.Undergraduate members who become alumni shall also be collected a one-time registration free of fifty pesos (P50.00) that shall likewise goes to the National Fund. Alumni members who already paid their registration fees in their undergraduate years shall only pay the difference.

Section 3.Undergraduate members shall be collected monthly dues of three pesos (P3.00) per member, of which 30% goes to the National Fund and 70% goes to the local fund.

Section 4.Alumni members shall be collected monthly dues of five pesos (P5.00) per member, of which 30% goes to the National Fund and 70% goes to the local fund.

Section 5.An annual Recognition Fee of one hundred fifty pesos (P150.00) shall be collected from each local chapter that goes to the National Fund.

Section 6.All other fundings shall consist of donations, contributions and proceeds fund raising projects of the members, friends, private persons and chapters.
Registration Fees, donations and contributions for the National Fund shall be remitted upon receipt/collection of same by the local chapter, white portion of monthly dues due to the National Fund shall be remitted on a quarterly basis. Remittance shall be made not later than the 16th of every month immediately following the quarter just ended.

ARTICLE X
PENDAL PROVISIONS

Section 1.The following are considered minor offenses:

  1. Violation of chapter rules and regulations.
  2. Violation of school rules.

Section 2.The following are considered major offenses:

  1. Violation and/or conviction of Philippine Penal Laws.
  2. Violation of the Constitution and By-Laws.

Section 3.For minor offenses the local chapter, by a majority decision of all its members duly signed by the Grand Chancellor, may suspend the member for a period of not more than 30 days, or reprimand the member(s) at its discretion.

Section 4.Suspension for more than 30 days but not more than five months needs the approval of the Provincial Council Chairman.

Section 5.Suspension for more than five months needs the approval of the Provincial Council and the National President.

Section 6.Recommendations for expulsion must be signed by a majority of all the members of the chapter, signed by the Grand Chancellor and the Provincial Council Chairman and approved by the National President.

Section 7.Offenses, whether minor or major, committed by the chapter officers will be tried by the Provincial Council and approved by the National President.

Section 8.Offenses, whether minor or major, committed by the Provincial Council officers will be tried and decided by the National Council and approved by the National President.

Section 9.Offenses committed by the National Officers:

  1. By a majority decision of the Board of Directors, the officer(s) concerned may be indefinitely suspended until the next convention.
  2. The National Convention will elect a nine-member body to try and decide the case and its decision will be final and immediately executory.

Section 10.In all proceedings to implement the provisions of this article due process shall be observed. All members must be notified and their attendance in these meetings shall be compulsory. The members right to be heard shall not be violated.

ARTICLE XI
CORPORATE SEAL

Section 1.The National Council shall undertake the making of the corporate seal which shall appear in all official communications of the organization.

ARTICLE XII
AMENDMENTS

Section 1.Any provision of this By-Laws may be amended, repealed, revised or modified by the National Convention during its regular session by a majority of all the member of the associations and majority vote of The Trustees.

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