Our Constitution
NOTE: A PDF version of this document can be found here.
Constitution
Kappa Kappa Psi, Psi Chapter
University of California, Los Angeles
Adopted on 06/02/97
Last Amended on 06/01/08
Preamble
1.2. This Constitution replaces all previous documents governing the operations of this Chapter and will take effect upon two-thirds favorable vote of the active body of the Chapter and approval of the National Office of Kappa Kappa Psi.
1.3. In accordance with section I. 1.109 of the National Constitution of Kappa Kappa Psi, Psi Chapter of Kappa Kappa Psi Fraternity expressly prohibits discrimination on the basis of race, national origin, gender, religion, handicap, sexual orientation or marital status. Rather it is the policy of this Chapter to foster a spirit of mutual understanding and respect among all people, especially those involved with university and college bands, remembering that music is the universal language.
1.4. The Psi Chapter of Kappa Kappa Psi recognizes Epsilon Kappa Chapter of Tau Beta Sigma, National Honorary Band Sorority as an equal affiliated organization with a parallel purpose, function and role in the UCLA Bands, and will work closely with said Chapter for the betterment of the UCLA Band program.
2.1. The Elected Officers of The Chapter shall be the following, in order of rank: President, Vice-President, Sergeant-at-Arms, Director of Service, Treasurer, Secretary, Historian, Alumni Relations Officer, Social Chair, Brotherhood/Sisterhood Chair, and any others named by the President as needed.
2.2. The Executive Council shall consist of the President, Vice-President, and Sergeant-at-Arms.
2.2.1. The Executive Council shall be responsible and have authority for all fraternity matters.
2.2.2. Each Office of the Executive Council must be held by a different active member.
2.2.3. Each Executive Council Officer has one vote in Council meetings.
2.2.4. The Executive Council shall submit proposals for fraternity activities for the approval of the active body of the Chapter on a majority vote of those present. Any officer may make such a presentation that shall include all ramifications, both pro and con, as seen by the Executive Council.
2.2.5. The Executive Council shall prepare and distribute to each active member a calendar of regular meetings and activities each academic quarter by the end of the first week of instruction of that quarter.
2.2.6. Active members not present at a vote may choose another active member to vote in their place, with a written or verbal statement of proxy being given to the Executive Council prior to the vote. No member may receive more than one additional vote through proxy.
2.3. The officers of the Chapter shall be elected in the ninth week of instruction in the Spring Academic Quarter, and shall be installed during the tenth week of instruction in the Spring Academic Quarter.
2.3.1. Candidates for President, Vice-President, Sergeant-at-Arms, Director of Service, Treasurer, Secretary, Historian, Alumni Relations Officer, Social Chair, and Brotherhood/Sisterhood Chair shall be nominated from the floor of a regularly called meeting prior to the elections.
2.3.2. The order of nominations and elections shall be as follows: President, Vice-President, Sergeant-at-Arms, Director of Service, Treasurer, Secretary, Historian, Alumni Relations Officer, Social Chair, Brotherhood/Sisterhood Chair, others.
2.3.3. No brother may be nominated for candidacy to more than three (3) officer positions without special exception from the Executive Council.
2.3.4. A list of nominations must be submitted to the Chapter Sponsor for approval at least one week prior to the scheduled election date.
2.3.4.1. No nominations will be accepted after this time without special exception from the Executive Council.
2.3.5. A majority of all votes cast is necessary for election.
2.3.6. Run-off elections will be held if no one candidate receives a majority of the votes cast. Only the candidates with the two highest totals of votes in the initial election remain candidates for run-off election.
2.3.7. In the case of a tie during the run-off election, the following order of voting will take place:
A. All returning active members of the Chapter.
B. All Chapter officers except any candidate(s) for the position.
C. The Executive Council except any candidate(s) for the position.
2.4. Executive Council Officers-elect shall serve as members ex-officio of the Executive Council until they take office during the tenth week of instruction in the Spring Academic Quarter.
2.5. Each Chapter officer shall serve for the period of one year without compensation.
2.6. The President shall preside at all meetings of the Chapter and of the Executive Council and shall be a member ex-officio of all Chapter committees.
2.6.1. The President shall be designated as the official representative of the Chapter in all manners.
2.6.2. The President shall vote only in the case of a tie, in the selection of band members to receive bids for membership, and in elections.
2.6.3. The President shall, along with the Chapter Treasurer, co-sign checks for monies disbursed and shall co-sign contracts and other business incurred by the Chapter.
2.6.4. The President shall have the authority to create and appoint any ad hoc positions or committees as deemed necessary.
2.6.5. The President shall be responsible for all inter-Chapter events, and for representing the Chapter in communication with other Chapters. These duties may be delegated as deemed appropriate by the Chapter President.
2.6.6. The President shall be responsible for submitting a year-end Chapter summary report to the National Office, the Chapter Archive, and to all active members prior to the installation of new Chapter officers.
2.6.7. The President shall be responsible for notifying all active members of meetings and activities.
2.7. The Vice-President shall, in the absence of the President, preside at all meetings of the Chapter and of the Executive Council.
2.7.1. In the event of the absence of the President, the Vice-President shall be designated as the official representative of the Chapter in all manners.
2.7.2. The Vice-President shall be responsible for the education, training, and initiation of all members.
2.7.3. The Vice-President shall chair the Membership Committee.
2.8. The Sergeant-at-Arms shall be responsible for ensuring that the Chapter Constitution is upheld, that order is maintained at all Chapter meetings, and that Ritual is properly organized.
2.8.1. In the event of the absence of the President or Vice-President, the Sergeant-At-Arms shall be designated as the official representative of the Chapter in all manners.
2.8.2. The Sergeant-at-Arms shall have working knowledge of the National Constitution, the Chapter Constitution, and basic parliamentary procedure.
2.8.3. The Sergeant-at-Arms shall be responsible for presenting Ritual material and regalia of the Chapter.
2.8.4. The Sergeant-at-Arms shall make sure that the Chapter is properly trained by holding at least one practice prior to each presentation of the Ritual.
2.8.5. The Sergeant-at-Arms shall ensure that the Ritual is in accordance with the most recent revision adopted by the National Chapter.
2.8.6. The Sergeant-at-Arms shall constantly strive to enrich the presentation of the Ritual through the addition and upkeep of equipment and music, which shall be presented to the Chapter prior to usage.
2.8.7. The Sergeant-At-Arms shall chair the Constitution Committee when the committee is necessary.
2.9. The Director of Service shall be responsible for organizing all service projects of the Chapter.
2.9.1. The Director of Service shall be responsible for submitting proposals for service projects to the Chapter and, upon approval, executing said projects.
2.9.2. The Director of Service shall be responsible for working with the Sponsor and Vice-President to ensure that all Brothers uphold their service responsibilities and act as positive role models within the band program.
2.9.3. The Director of Service shall meet with the Psi Chapter Sponsor, Epsilon Kappa Chapter Sponsor, and corresponding Epsilon Kappa officer at least bi-weekly to propose and discuss service projects and serve as a liaison of the Psi Chapter to said parties.
2.9.4. The Director of Service shall schedule and attend a quarterly meeting with the Director of Bands to propose and discuss service projects benefiting the entire UCLA Band Program.
2.9.5. The Director of Service shall chair the Service Committee.
2.10. The Treasurer shall control the receipts and disbursements of all monies of the Chapter.
2.10.1. The Treasurer shall collect all dues and fees from each active member or candidate.
2.10.2. The Treasurer shall, along with the Chapter President, co-sign all checks for monies distributed.
2.10.3. The Treasurer shall keep a ledger of all Chapter finances.
2.10.4. The Treasurer shall prepare and present an annual budget to the Chapter at the beginning of the academic year.
2.10.4.1. The Treasurer shall report any changes to the budget to the Chapter at the next scheduled meeting.
2.10.4.2. The Treasurer shall prepare a report of Chapter finances at least once per academic quarter, as well as a year-end Chapter financial summary report to the National Office, the Chapter Archive, and to all active members, prior to the installation of new Chapter officers.
2.10.5. The Treasurer shall plan and execute at least one fundraising activity per academic quarter.
2.10.6. The Treasurer shall chair the Fundraising Committee.
2.11. The Secretary shall record the minutes of all meetings of the Chapter and shall co-sign all contracts and other instruments of business.
2.11.1. The Secretary shall maintain a permanent record of each member of the Chapter, including name, candidate class, address, phone number, e-mail address, birthdate, and instrument played.
2.11.1.1. The Secretary shall provide said record for each active member to the Western District Secretary/Treasurer no later than the earliest deadline for district award submissions.
2.11.2. The Secretary shall notify each active member of special meetings of the Chapter. The Secretary shall supply each active member with a copy of the minutes of each meeting within forty-eight hours of that meeting.
2.11.3. The Secretary shall be responsible for all out-going Chapter correspondence.
2.11.4. The Secretary shall be responsible for the maintenance of a Chapter website and the Chapter e-mail list.
2.11.5. The Secretary shall be responsible for tracking meeting attendance as specified by the attendance policy in Section V.
2.12. The Historian shall be responsible for maintaining a written and pictorial record of the activities of the Chapter and the UCLA Bands.
2.12.1. The Historian shall chair the Historical Committee.
2.12.2. The Historian shall be responsible for maintaining and updating the Chapter Archive, which shall contain the permanent records and historical materials of the Chapter.
2.12.3. The Historian shall be responsible for creating and distributing the Chapter yearbook.
2.12.4. The Historian shall be responsible for maintaining and updating the Joint Chapter Display Board in Schoenberg Music Building concurrently with the Epsilon Kappa Historian.
2.12.5. The Historian shall be responsible for the creation of a Joint Chapter Display for the annual Western District Convention concurrently with the Epsilon Kappa Historian.
2.13. The Alumni Relations Officer shall be the liaison between the Chapter’s active members and its Alumni.
2.13.1. The Alumni Relations Officer shall chair the Alumni committee.
2.13.2. The Alumni Relations Officer shall create and distribute the Alumni newsletter each school quarter.
2.13.3. The Alumni Relations Officer shall work with the Social Chair to plan and execute at least one Alumni event per academic quarter.
2.13.4. The Alumni Relations Officer shall be responsible for collaborating with the UCLA Band Office to maintain and update the Alumni roster.
2.13.5. The Alumni Relations Officer shall assist in the coordination of Kappa Kappa Psi alumni with the UCLA Band Program.
2.13.6. The Alumni Relations Officer shall work with the Kappa Kappa Psi Fraternity national alumni program and any Local Alumni Association as is necessary.
2.13.7. The Alumni Relations Officer shall collect permanent address information and dispense Life Membership applications to all brothers graduating or leaving the University, and supply this information to the National Office.
2.14. The Social Chair shall be responsible for submitting proposals for social activities to the Chapter.
2.14.1. The Social Chair shall responsible for the coordination of all social activities of the Chapter.
2.15. The Brotherhood/Sisterhood Chair shall be the liaison between the Brothers of the Psi Chapter and the Sisters of the Epsilon Kappa Chapter of Tau Beta Sigma.
2.15.1. The Brotherhood/Sisterhood Chair shall be responsible for evaluating the current state of Brotherhood/Sisterhood between our two Chapters.
2.15.2. The Brotherhood/Sisterhood Chair shall work in conjunction with the other Chapter officers to ensure that the bond between our two Chapters is preserved.
2.15.3. The Brotherhood/Sisterhood Chair shall be responsible for ensuring that all members of our two Chapters learn to understand, respect, and cherish our bond in order to increase the longevity of our companionship.
2.15.4. The Brotherhood/Sisterhood Chair shall chair the Brotherhood/Sisterhood Committee.
2.15.5. The Brotherhood/Sisterhood Chair shall work concurrently with the Brotherhood/Sisterhood Chair of Epsilon Kappa in order to effectively implement the aforementioned responsibilities.
2.16. Any Chapter officer can be removed from office by a two-thirds vote of all active members.
2.17. In the event of a vacancy in any office, an election will be held to fill that office within two weeks of a vacancy.
2.17.1. All Chapter members shall be notified of a vacancy in office by the Executive Council at least five days prior to the election meeting to fill that vacancy.
2.17.2. A special election meeting may be held for the election of a vacant office.
3.1. The Standing committees of the Chapter shall be the following: Membership Committee, Service Committee, Fundraising Committee, Historical Committee, Alumni Committee, and Brotherhood/Sisterhood Committee
3.1.1. A Constitution Committee shall be formed biannually, or as deemed necessary by the Chapter President.
3.2. Special committees, required by the Chapter, may be formed by the President.
3.2.1. Members of special committees shall be appointed by the President and shall serve until relieved of their appointments by the President.
3.3. Committee members shall be appointed by the President at the beginning of the school year and following the induction of new active members into the Chapter.
3.3.1. Committee membership may be re-evaluated at any time by the Executive Council.
3.4. The Membership Committee shall be chaired by the Chapter Vice-President.
3.4.1. The committee shall review and revise the New-Membership Education Program and the new initiate process of the Chapter as well as following guidelines as posted by the National Office.
3.4.2. The committee shall oversee and assist the Vice-President in the execution of the entire process of induction of new active members into the Chapter as set forth in section 6.
3.4.3. The committee shall research persons possibly qualified for Honorary Membership into the Chapter as set forth in section 6.
3.4.4. The committee shall develop and implement a post-membership education program.
3.5. The Service Committee shall be chaired by the Director of Service.
3.5.1. The Service Committee shall be responsible for the planning and execution of all service projects of the Chapter and in any other way the chair sees fit.
3.5.2. The Service Committee shall be responsible for the evaluation of service projects recommended by the Western District Council and the execution of said service projects if deemed appropriate.
3.6. The Fundraising Committee shall be chaired by the Chapter Treasurer.
3.6.1. The Fundraising Committee shall be responsible for the planning and execution of all Chapter fundraisers and utilized in any other way the chair sees fit.
3.7. The Historical Committee shall be chaired by the Chapter Historian.
3.7.1. This committee shall be responsible for maintaining a written and pictorial record of the activities of both the Chapter and the UCLA Bands, and in any other way the chair sees fit.
3.7.2. This committee shall maintain and update the Chapter Yearbook, and is responsible for Chapter displays at National and District Conventions.
3.8. The Alumni Committee shall be chaired by the Alumni Relations Officer.
3.8.1. The Alumni Committee shall be responsible for the planning and execution of all alumni events and in any other way the chair sees fit.
3.9. The Constitution Committee shall be chaired by the Sergeant-at-Arms.
4.1. All monies of the Chapter shall be received and expended by the Chapter Treasurer. All expenditures of these monies shall be made by check drawn on a bank selected by the Chapter, signed by the Chapter Treasurer and President.
4.2. The fiscal year of the Chapter is September 1st to the next succeeding August 31st.
4.3. Active Member dues shall be equal to National Member dues plus $20.00 Chapter dues.
4.3.1. All Dues must be paid in full by the last general membership meeting occurring at least 2 weeks before the national deadline.
4.3.2. New Initiate Dues shall also include the national initiation fee.
4.3.2.1. New initiate dues shall be paid in full prior to the Ritual of 3rd Degree.
4.3.3. Membership in the Chapter is automatically lapsed if all applicable dues are not paid by the Chapter deadline, unless an agreement is previously arranged with the Treasurer. A delinquent payment, which includes a late fee of 25% on all dues, is sufficient to restore active membership.
4.3.4. By payment of the membership fee all active members shall have the opportunity to participate in all activities of the Chapter, which includes the right to vote in all Chapter meetings.
5.1. A regularly called meeting of the Chapter shall be held at least once a month during the regular academic year of UCLA. Meetings may be held more frequently when deemed advisable by the Executive Council. The exact time and location of meetings shall be determined by the Executive Council.
5.2. Special Chapter meetings shall be called by the Chapter President or Executive Council as needed.
5.3. Fifty (50) percent of all active members of the Chapter together with at least two Chapter officers, one being on the Executive Council, shall constitute a quorum at all Chapter meetings, and is required in order to vote on any official business of the Chapter.
5.4. The order of business of Chapter meetings shall be as follows or as deemed necessary by the Chapter President:
A.Reading of the Minutes of the previous Chapter meeting
B.Report of the Chapter Officers
C.Committee Reports
D.Unfinished Business
E.New Business
F.Announcements
G.Adjournment
5.5. Basic Parliamentary procedure shall be utilized in all Chapter meetings unless deemed moot by the Chapter President.
5.6. Attendance is required at all regular Chapter meetings and shall be monitored as follows:
5.6.1. If a member cannot attend a regularly scheduled meeting, or any part of the meeting including arriving late or leaving early, the member must contact the Chapter President and Secretary at least twenty-four (24) hours in advance of the meeting to be missed.
5.6.1.1. If the Chapter President deems the reason for the missed meeting to be valid, the missed meeting shall be excused. Said member must notify the Chapter via e-mail that he or she has read the minutes prior to the following meeting.
5.6.1.1.1. Any two unexcused late arrivals or early departures will result in one unexcused absence.
5.6.1.2. If the Chapter President deems the reason for the missed meeting to be invalid or said member fails to notify the Chapter President and Secretary as stated above, the missed meeting will not be excused. The Chapter President shall notify said member and said member must deliver a signed copy of the minutes to the Chapter Secretary by the following meeting.
5.6.2. If a member fails to follow the above guidelines for a missed meeting, said member shall receive an additional unexcused absence.
5.7. If a member acquires three (3) unexcused absences within any ten (10) meeting period, said member shall be automatically placed on probationary status.
6.1. Membership of any type in this Chapter shall be governed by parts VI. 6.501-VI.6.521 of the National Constitution of Kappa Kappa Psi.
6.2. Each Fall the Membership Committee will request the active body of the Chapter to submit the names of band members as candidates for active membership in the Chapter. The Committee shall then compile a list of the names of all the prospective members. The Committee may add names to that list at its discretion.
6.2.1. All active members must include at least one reason for membership consideration with each name they submit to the committee. Each active member may name any number of candidates.
6.2.2. In a regularly called Chapter meeting, the active body of the Chapter shall take a vote on each potential membership candidate. A negative vote of twenty-five (25) percent of the eligible voting membership, shall be required to prevent a person’s selection for membership candidacy in the Fraternity. If a person is rejected on a second ballot in the same meeting, the name shall not be proposed again during the current academic year.
6.2.3. Each band member named on the aforementioned list will receive a written invitation for membership candidacy, handed out in person by the Membership Committee no later than the sixth week of instruction in the Fall Academic Quarter.
6.2.4. Each band member receiving an invitation shall be invited to an informational meeting with the Chapter President and the members of the committee representing the Chapter. Such meeting will be held two to three weeks prior to the Ritual of the First Degree.
6.2.5. The Chapter representatives at the informational meeting shall outline the purposes, achievements, and goals of the Chapter and organization, and shall explain the commitments expected of membership candidates.
6.2.6. Band members attending this meeting will not be obligated in any way to accept their invitation for membership candidacy.
6.2.7. Each band member interested in accepting their invitation will be required to participate in an interview to be conducted prior to the regularly scheduled meeting before the Ritual of the First Degree.
6.2.7.1. Interviews shall be conducted by current members of the Chapter as set up by the Membership Committee.
6.2.7.2. At a regularly scheduled meeting after interviews have been conducted, the interviewers for each potential candidate shall present information from the interviews.
6.2.7.3. The active membership shall vote whether to extend a bid, officially offering candidacy to those invitees who have completed their interview.
6.2.7.3.1. A negative vote of twenty-five (25) percent of the active membership will be required to prevent an invitee’s selection as a candidate.
6.2.8. The Chapter Vice-President shall prepare a roster of the membership candidates, including name, phone number, address, and e-mail address, and distribute it to all the active members of the Chapter and all membership candidates.
6.2.9. Every membership candidate must receive a favorable vote of seventy-five (75) percent of the eligible voting membership prior to initiation.
6.3. The New-Membership Education process shall be administered according to the rules set by the Membership Committee of that year, to be determined prior to the potential membership candidate informational meeting.
6.4. All active members must pass a quarterly fraternity information test. This test shall be created and administered by the Chapter Vice-President, under the supervision of the Executive Council.
6.4.1. Any member who does not pass the fraternity information test on the first attempt may request a retake for no later than one week after the initial test.
6.4.2. Any member who does not pass on their second attempt may be placed on Probationary status.
6.5. All active members are required to participate in a UCLA Band or Jazz Ensemble two out of the three quarters in one academic school year. Any member who does not meet this requirement may be subject to suspension from the Chapter.
6.6. The Membership Committee shall maintain a constant program of research on persons possibly qualified for Honorary membership into the Chapter.
6.6.1. The Committee may request Honorary membership for persons it deems qualified by submitting a citation of commendation to the active body of the Chapter.
6.6.2. The Committee may present requests for no more than two Honorary memberships in one Academic Quarter.
6.6.3. Honorary Memberships shall be offered by the Chapter President to candidates who are approved by a seventy-five (75) percent vote of the active body of the Chapter.
6.6.4. The Chapter may confer no more than four Honorary Memberships in one Academic Year.
6.6.5. Honorary Members shall be initiated into the Chapter by suitable ceremonies consisting of Third Degree in addition to any other degrees or ceremonies deemed appropriate and shall be presented a certificate of commendation.
6.6.6. The Chapter shall pay all expenses incurred on the induction of Honorary Members into the Chapter.
6.7. An active member placed on Probationary status shall maintain all privileges of active membership.
6.7.1. Upon due cause, a member of the fraternity may be placed on probation following a favorable vote of seventy-five (75) percent of the eligible voting membership and approval by the Chapter sponsor.
6.7.2. It may be recommended to place an active member on Probationary status for one of the following reasons:
A)Absence from Ritual without prior approval by the Executive Council.
B)Violation of regular meeting attendance policies as stated in Article V.
C)Failure to pass the quarterly Fraternity information test as set forth in Article VI.
D)Insufficient attendance at Chapter events outside of regular meetings by a unanimous vote of the Executive Council.
E)Violation of Psi Chapter Controlled Substance Policy.
F)Misconduct, by a unanimous vote of the Executive Council.
6.7.3. A member placed on probation shall be informed, in writing, of the following: the reasons for probation; a specified time period in which to make restitution; and the obligations needed to be fulfilled within that time period. Fulfillment of all obligations within the specified time period shall return said member to previous membership status. Fulfillment of all obligations shall be approved by the Chapter and sponsor. Failure to complete all obligations is just cause for either an extension of the probationary term or for the initiation of suspension proceedings.
6.7.4. Active members placed on Probationary status have the option to voluntarily place themselves on Conditional status (as outlined in 6.08), instead of Probationary status, for a time period to be determined by the said member, but not exceeding beyond the current fiscal year.
6.7.5. Probationary status shall last for a period of four (4) weeks of academic instruction, starting from the day when said member has been notified of their status by the Chapter President.
6.7.6. If at any time during a probationary period a member is absent from any additional regularly scheduled Chapter meeting or Ritual without the prior consent of the Executive Council, said member is subject to immediate and indefinite suspension from the Chapter.
6.7.7. A member may only be placed on Probationary status twice during their membership in the Chapter. If the member qualifies for probation a third time, said member is subject to immediate and indefinite suspension from the Chapter.
6.8. Conditional status in the Fraternity may be requested by an active member when that member cannot, without undue hardship, continue to meet the requirements for active status. The request shall be in writing and shall state the specific reasons for requesting conditional status. To become effective, the member shall have paid member dues for the current academic year. The request shall be approved by a majority vote of the Chapter, with approval of the Sponsor/Director of Bands. Conditional status shall not be maintained for more than one (1) year.
7.1. This Constitution must be amended at a regularly scheduled Chapter meeting by a two-thirds (2/3) vote of all active members of the Chapter.
7.2. Sections of this Constitution may be suspended for special circumstances by a two-thirds (2/3) vote of all active members of the Chapter.