Policy 1. Transaction of Business—The Grand President presides at the Grand Chapter Congress and the Executive Director (or his/her designee) serves as Secretary of the Grand Chapter Congress. All business is transacted as prescribed in the Bylaws of Delta Sigma Pi.
Policy 2. Order of Business—The order of business of the Grand Chapter Congress is as follows: a. Call to order.
b. Memorial Service. c. Opening Ritual.
d. Presentation of delegate credentials. e. Seat the delegates.
f. Receive the report of the Rules and Resolutions Committee and approve the Standing Rules. g. Approve the minutes of the previous Grand Chapter Congress.
h. Receive the report of the Grand President.
i. Distribute the report of the Executive Director and others selected by the Grand President. j. Receive or distribute the reports of the vice presidents and committees.
k. Old business. l. New business. m. Elections.
o. Testimonials p. Adjournment.
Policy 3. Appointment, Duties and Qualifications of Chancellor of the Grand Chapter Congress—For each Grand Chapter Congress the Grand President will appoint a Chancellor whose duty is to preside as chair over the Grand Chapter Congress during old business, new business and elections. Any collegiate or alumni member, as seen fit by the Grand President, is eligible for appointment as Chancellor. The Chancellor will receive a
complimentary Congress registration and no other compensation.
Policy 4. Appointment, Duties and Qualifications of Parliamentarian of the Grand Chapter Congress—For each Grand Chapter Congress the Grand President will appoint a Parliamentarian whose duty is to advise the chair on issues of parliamentary procedure and law. The Parliamentarian must be an alumni member. The Parliamentarian will receive a complimentary Congress registration and no other compensation.
Policy 5. Registration—Before being admitted to any session of the Grand Chapter Congress, all members must duly register themselves and pay all registration fees as may be adopted by the Board of Directors.
Past Grand Presidents not sitting on the current Board of Directors will have their Grand Chapter Congress registration fee waived.
The District Director and Chapter Advisor recognized for each chapter by the National Fraternity, and members of the faculty and administrators from schools where Delta Sigma Pi has an active chapter, may receive a special discounted rate for Grand Chapter Congress registration. This discount does not apply to any other “advisors” elected or appointed by any collegiate or alumni chapter or Grand Officer.
Policy 6. Grand Chapter Congress Reports —Each chapter may be required, by the Board of Directors, to prepare a written report covering its activity since the previous Grand Chapter Congress, in such manner and on such forms as may be prescribed, and this report must be presented on or before the date specified by the Board. Failure to comply with this requirement will constitute grounds for the forfeiture of representation and participation in the Grand Chapter.
Policy 7. “Official Host(s)” —Following its selection of a Grand Chapter Congress site, the Board of Directors, at its election, may designate a group of members as the Congress Host Committee. If such group is recognized, the Executive Director, at his or her discretion, will designate a Host Chairman from among the group members. The Host Chairman will receive a complimentary Congress registration and no other compensation. No other individual acting in a “host” capacity will receive any compensation, including complimentary registration. With the exception of the Host Chairman, all individuals serving in any host capacity must register and pay for any convention activities they attend.
Functions of the Host Committee include, but are not limited to:
a. Supporting the Executive Director in efforts to accumulate information on vendors, venues, etc. in the Congress area.
b. Raising funds to help promote and support attendance by local brothers and to make the Congress experience more enjoyable for all.
c. Provide “welcoming” information and services for Congress attendees. d. Helping volunteer leaders and staff to address needs during the Congress.
When performing volunteer duties, the Host Committee is to refrain from actively campaigning in any election or wearing any paraphernalia that endorses a candidate.
Policy 8. Congress Reserve Fund for Collegiate Chapters—Each collegiate chapter will be invoiced $200 annually ($100 in August and $100 in January) to establish a Congress reserve fund for their chapter. Each chapter
will thus accumulate at least $400 to be used toward Congress costs during each biennium. Use of these funds is up to each chapter, as long as they are used for Congress expenses (registration, hotel, travel, etc. for the delegate, alternates and/or other chapter members).
The funds will be distributed as follows:
A. Chapter must have a voting-eligible delegate seated at Grand Chapter Congress to receive disbursement. Chapters on probation, which otherwise meet all criteria for a voting delegate, are exempted from this provision and will receive disbursement if representatives fulfill all other related requirements.
1. Money from the fund will not be distributed before check in at Grand Chapter Congress, per b below
2. The Congress reserve fund will be issued as an account credit in the Hub to each eligible chapter within 14 days after Congress. If the chapter prefers the fund to be disbursed via check, the request must be made at least 14 days prior to the start of the event. The check will be made payable to the chapter and given to the chapter delegate upon check-in to the event.
3. Any eligible collegiate chapter not having a registered delegate at Congress will forfeit $400 from this fund. Forfeited funds will be transferred to the general fund following the conclusion of Congress and used by the Fraternity for any legitimate budgeted purposes. Chapters on probation will forfeit the $400 only if no chapter representative at all attends Congress.
B. Chapters may elect to deposit additional funds to the Congress reserve fund. Additional funds which are over and above the minimum are not subject to any forfeitures or restrictions except in the case of chapter closure.
1. These additional funds may be used for any prepaid expenses in advance of Congress such as registration fees or transportation costs such as airfare. All prepaid expenses will be reimbursed within a reasonable timeframe after an expense report with adequate documentation is received by the Central Office. The chapter vice president-finance will be responsible for preparing the expense report documentation which must be countersigned by the chapter president. 2. If no request is made to reimburse prepaid expenses and a chapter has a registered delegate at
Grand Chapter Congress, any unused funds will be mailed via check, made payable to the chapter, within 14 days upon the conclusion of Congress.
3. If no registered delegate is present, the funds will be retained for the chapter until next GCC unless the chapter submits a written request for them after GCC.
4. Chapters will be provided an accounting detail of their reserve fund balance by submitting a written request to the Central Office.
Policy 9. Site SelectionThe Executive Director is authorized to recommend sites for Grand Chapter Congress that best fit the Fraternity’s needs, without regard to geographic rotation.
Policy 10. Testimonials—A Testimonial is a Grand Chapter Congress declaration that honors a person or group for their accomplishments and/or for service to the Fraternity. It may be serious or humorous, frequently containing elements of both. Any Testimonial questioning the character or motives of a person or group, or is derogatory or defamatory, is out of order. Testimonials properly received according to the Congress Standing Rules are recognized at the closing business session of Grand Chapter Congress.