Bylaws for Phi Alpha Theta-Sigma Zeta Chapter

We are a professional society whose mission is to promote the study of history through the encouragement of research, good teaching, publication, and the exchange of learning and ideas among historians. We seek to bring students and teachers together for intellectual and social exchanges, which promote and assist historical research and publication by our members in a variety of ways.

The Sigma Zeta chapter of Phi Alpha Theta will maintain compliance with the Constitution and By-Laws of the Phi Alpha Theta National Honor Society.

The goal of Sigma Zeta chapter of Phi Alpha Theta is to encourage academic excellence and professional development in the study of history at Texas State University- San Marcos.

Section 1: Composition
The board will be comprised of five officers (president, vice president, secretary, treasurer, and historian), board members, and the chapter’s faculty advisor. The board will be no larger than twelve voting members (including the faculty advisor in the event of a tie) and no less than the five officers.

Section 2: Requirements
Executive board members will be required to attend the annual new member induction, each semester’s general membership meeting, a minimum of two Brown Bags each semester, and the chapter’s academic history conference if one is held. Incoming boards are also strongly encouraged to select other events, which will be mandatory and/or create a system though which each event held by the chapter is attended by at least two members of the board.

Section 3: Qualifications for Officers
All candidates for officer positions must be members in good standing of the Sigma Zeta Chapter and must remain members in good standing of the Sigma Zeta Chapter for the duration of their term. Candidates for the office of president must have successfully completed one term as an officer. Candidates for the office of vice president must have successfully completed one semester as a member of the board. Candidates for the offices of president, vice president, secretary, and treasurer must be graduate students. At least one executive officer must be involved in the public history graduate program and one executive officer must be a graduate student who is not involved in the public history program. In the event that no candidates meet these qualifications, the outgoing executive officers will meet with the chapter faculty advisor in order to select suitable candidates.

Section 4: Terms of Office for Officers
The term of office for officers will be one academic year to begin the day after the Induction Ceremony and to end the day of the following year’s Induction Ceremony. With approval of the Board, an officer may serve additional semesters. With the vote of approval of the board the President can serve one additional semester.

Section 5: Duties
President – The president serves as the chair of all chapter meetings and board meetings. With the aid of the board, the president appoints committee chairs as needed, assigns tasks and duties of board members, creates and promotes the chapter’s calendar each semester, and ensures that all functions are properly staffed. The president also serves as liaison to the faculty advisor and other faculty members and is the final reviewer for all new member applications. The President, with the Treasurer and Faculty Advisor, creates a projected budget for the academic year.

Vice President – The vice-president chairs chapter meetings, events and board meetings in the absence of the president; coordinates the chapter’s new member recruitment process, chairs the new member induction committee, and ensures that items such as membership certificates have been secured from the Phi Alpha Theta National Honor Society; reviews all membership applications and submits them to the president for approval; verifies all membership transfers. Should the office of the president be vacated mid-term, the vice-president will assume the role of president with the approval of a majority of the executive officers and faculty advisor.

Secretary – The secretary maintains all non-financial chapter records, to include a log of minutes. These records include but are not limited to the chapter’s general membership list; notifies applicants of the status of their application after review by the president and vice-president; maintains records of chapter activities and records minutes for all board meetings and general meetings.

Treasurer – The treasurer with the President and Faculty Advisor creates a projected budget for each academic year, maintains the chapter’s financial records supervises the execution of the chapter budget; collects payments for all events and ensures that they are deposited in the chapter account in a timely fashion; supervises applications for funding and works to secure new funding sources as needed; advises the president and board to ensure that the chapter is in compliance with any requirements requested by those who have agreed to provide the chapter with funds. The treasurer prepares and submits to the board regular financial reports once a month.

Historian – The historian promotes chapter events, maintains avenues for promotion including bulletin boards and social media outlets, and documents all chapter events or arranges for someone else to do so.
Board Members – Board members are selected by the chapter’s executive officers as needed. Board members perform duties as assigned by the president with the approval of the officers. The term of service for board members is one semester. Each board member is responsible for compiling all of their records and submits them to the vice president who will archive them.

Section 6: Appointment of the Officers
One month prior to the New Member Induction Ceremony, the executive board will propose a slate of officers for the following academic year. They will make this slate public and provide two weeks for the chapter’s membership to review. During this period, members in good standing of the Sigma Zeta Chapter may address any concerns to the faculty advisor in writing. The faculty advisor will review any concerns and bring them to the attention of the board. Together, the executive board and the faculty advisor will determine what changes, if any, should be made. If at the end of two weeks the faculty advisor has not notified the executive board of any objections, the slate of officers will be approved and the new officers will be introduced during the New Member Induction Ceremony.

Section 7: Removal of Officers and Board Members
If an officer fails to perform their duties as outlined in these bylaws or as determined by the board, a minimum of two officers may petition the advisor to investigate the member in question. If the advisor finds that the officer or board member in question has indeed failed in their duties, the advisor may bring this petition to the board. The board, excluding the officer or member in question, will review the petition. The board will then vote via secret ballot to determine if the officer or board member in question should be removed from their position.

Section 8: Board Meetings
Board meetings are closed meetings; however, the board may invite members in good standing of the Sigma Zeta Chapter to attend. Similarly, members in good standing of the Sigma Zeta Chapter may petition the board to attend individual meetings and may participate in debate if a member of the board is willing to yield them time as needed. If the board denies a member in good standing of the Sigma Zeta Chapter the ability to petition the board, that member may appeal to the faculty advisor, who has the right to overrule the board’s decision and allow the member to participate in debate. Only members of the board can vote during board meetings unless the vote is deadlocked, in which case the advisor may vote to break the deadlock. While guests may be invited to attend meetings or participate in debate, non-board members will be excused before the voting process begins.

Section 9: Occurrence of Board Meetings
Board meetings will occur at least once a month during the academic year and should be scheduled at a regular time and location as part of the calendaring process. Members must be given a minimum one-week notice if the time or location of a board meeting changes.

Section 10: Voting Procedure
All decisions made by the executive board should be made democratically. Any board member may request that the board take a formal vote regarding any decision. Similarly, any member of the board may request the use of secret ballots during this voting process. All decisions must enjoy the support of fifty one percent of the board except for alterations to the chapter bylaws. A two-thirds majority of the board must approve changes made to the chapter by-laws.

Section 11: Quorum
A quorum of the executive board will consist of two-thirds of the board rounded down. Votes that require a quorum of board members are as follows: alterations to chapter bylaws, approval of the annual budget, and authorization of each semester’s calendar.

Section 12: Rules for Discussion and Debate 
Discussion - The action or process of talking about an issue that does not require a vote. Discussion is intended to be an informative exchange of ideas to ensure that every member of the board understands the issue being discussed.

Debate - A formal discussion pertaining to an item on which the executive board is voting, such as the annual budget and events for each semester's calendar. Any officer may call for debate to begin on an issue at any time. The president will formally announce the beginning and conclusion of debate. Unless otherwise voted on by the executive board, debate pertaining to each issue will last no longer than 30 minutes and all members will be allowed the opportunity to speak once during the debate before any member is allowed to speak twice.

Section 1: Creation of the Annual Budget
The president and treasurer will work with the faculty advisor to create a projected budget for each academic year. This budget will include all expenditures including events, operating costs, and chapter obligations. All incoming funds and membership fees will be determined as part of the budgeting process. Dues assessed to new members will be reviewed annually and will be modified to reflect the new member fees required by Phi Alpha Theta National Honor Society and any expenses incurred by the chapter during the New Member Induction Ceremony.

Section 2: Budget Approval Process
The board must have a quorum when voting on the annual budget and a majority of fifty-one percent of the board must approve the annual budget.

Section 3: Budget Presentation
The budget will be presented during the first general membership meeting of the academic year.

Section 1: Adherence to the Law
Phi Alpha Theta Sigma Zeta chapter expects all members to obey local, state, and federal laws in order to maintain membership in the chapter. If a member is charged with a criminal offence, they may be subject to removal from the chapter according to the procedure outlined in Article V, Section 6 of the bylaws.

Section 2: Adherence to the Texas State Student Code of Conduct
Phi Alpha Theta Sigma Zeta chapter expects all members to adhere to the Texas State University Student Code of Conduct, available on the Texas State University website. Members who violate the Student Code of Conduct may be subject to removal from the chapter according to the procedure outlined in Article V, Section 6 of the bylaws.

Section 3: Alcohol
The organization may hold events where alcohol is provided or accessible. Members may only consume alcohol at organizational events if they are of the legal drinking age of twenty-one years old. Members may not drive to, from, or during organizational events while intoxicated above the legal Blood Alcohol Content of .08% according to State of Texas law. While Phi Alpha Theta may host events where alcohol is accessible, the organization does not encourage consuming alcohol beyond the CDC recommended amounts, available from the CDC. Members violating these standards may be subject to removal from the chapter according to the procedure outlined in Article V, Section 6 of the bylaws.

Section 4: Hazing
Phi Alpha Theta Sigma Zeta chapter forbids hazing by any member of the organization. Hazing is considered “any intentional, or reckless act, occurring on or off the campus of an educational institution by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at Texas State University.” Members engaging in hazing may be subject to removal from the chapter according to the procedure outlined in Article V, Section 6 of the bylaws.

Section 5: Sexual Misconduct
Phi Alpha Theta Sigma Zeta chapter forbids sexual misconduct by members against any person. Members may not engage in any behaviors considered sexual misconduct according to Title IX and the Texas State University System Sexual Misconduct Policy. Members who violate this clause may be subject to removal from the chapter according to the procedure outlined in Article V, Section 6 of the bylaws.

Section 6: Whistleblower Protection
Phi Alpha Theta Sigma Zeta chapter will not retaliate against any member reporting illegal activities or violations of the organization’s bylaws to appropriate authorities. The organization cannot guarantee protection from university actions.