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Eta Omicron ConstitutionJames Madison University
CONTENTS
Eta Omicron Constitution ......................................................................................................................................3-12
VIII. Project Groups ..........................................................................................................................................7-8
IX. Finances ....................................................................................................................................................... 8
X. Attendance Policy .....................................................................................................................................8-9
Constitution of the Joint Council of Eta Rho and Eta Omicron............................................................................ 13
Sections 6, 9, and 15 from the Northeast District Constitution ........................................................................ 14-15
Section VI from the National Constitution ......................................................................................................... 16-22
Eta Omicron Officer Handbook .......................................................................................................................... 23-29
I. General....................................................................................................................................................... 23
V. Vice President of Membership .................................................................................................................. 25
VI. Vice President of Service ...................................................................................................................... 25-26
VII. Vice President of Brotherhood .................................................................................................................. 26
VIII. Secretary ............................................................................................................................................... 26-27
IX. Treasurer .................................................................................................................................................... 27
X. Historian ............................................................................................................................................... 27-28
Revised by Allen Derina
Executive Vice President, 2013-2014
2 Eta Omicron Chapter Handbook
Preamble to the National Constitution
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 band, 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 to promote a high average of attainment by the
performance of good music and the 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 the institution at which
chapters are located.
Kappa Kappa Psi 2014 3
ETA OMICRON CONSTITUTION
I GENERAL
1.01 This document provides the basis for the rules and framework of the activities and members of this chapter
for which it is written and of which it is a part.
1.02 This document is subordinate to and does not supersede the National Constitution of Kappa Kappa Psi.
1.03 The name of this organization shall be the Eta Omicron Chapter of Kappa Kappa Psi, National Honorary
Band Fraternity for College and University Bandmembers.
1.04 The chapter shall exist:
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 to 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 organization in any manner consistent with the purposes of the
institution at which chapters are located.
1.05 Robert’s Rules of Order (current revision) shall be the parliamentary authority for all meetings and actions
of this chapter.
II MEMBERSHIP
2.01 Active members shall be those who have been formally initiated under the guidelines of the National
Fraternity and this chapter. To remain on active status, the following guidelines must be met:
1. Members must pay, on a yearly basis, national dues and chapter dues and shall have paid initiate
dues. All due dates for payment will be set by the chapter Treasurer. Any member who is unable
to fulfill his financial obligation to the fraternity must make other arrangements with the
Treasurer. Members remain on active status until two weeks after the final due date for payment
of dues in the fall semester.
2. Members must actively and successfully participate in the University band program at least once
within the academic school year and be in good academic standing with James Madison
University. Sections 6.506 and 6.507 of the National Constitution are to be observed concerning
active status of members.
2.02 Conditional status in the Fraternity may be requested by an active or associate member when that member
cannot, without undue hardship, continue to meet the requirements for active or associate status,
respectively. The request shall be in writing and shall state the specific reasons for requesting conditional
status. To become effective, the member shall have paid national member dues 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. After one (1) year, a request
must be submitted to maintain Conditional status.
2.03 Conditional members may, at the discretion of the chapter, attend chapter meetings, District and National
Conventions and events, participate in Ritual, participate in chapter fundraisers and service projects and
attend chapter social functions. Conditional members shall not hold office, propose candidates for
membership, introduce business, vote on any matters, or act in the capacity of a big brother.
4 Eta Omicron Chapter Handbook
2.04 Former active or associate members who are enrolled in school but do not pay member dues shall be
classified as inactive members. Inactive members have no privileges of Fraternity membership. Inactive
members may not participate in any Fraternity business, projects, or activities. To obtain privileges of
membership, said member must request, in writing, reinstatement by the chapter from which the member
became inactive. Upon review of the inactive member’s written request, the inactive member must receive
a favorable vote of seventy-five (75) percent of the eligible voting membership, the approval of the chapter
sponsor, and payment of all financial obligations to both the chapter and Fraternity in order to be granted
privileges of membership.
2.05 Alumni members of Eta Omicron are those active, associate, or conditional members of the fraternity who
have completed their education or have terminated their affiliation with James Madison University. In the
event an alumni member wishes to reactivate with this chapter, said alumnus must be registered as a
student, be an active member of the University band program, and meet requirements as an active member
of the chapter. Alumni members have privileges that are at the discretion of the chapter. These privileges
include but are not limited to: attending chapter meetings, participating in Ritual, participating in chapter
fundraisers, and attending chapter social functions. Alumni members shall not, at the Chapter or District
level, hold office, propose candidates for membership, introduce business, vote on any manners, or act in
the capacity of big brother.
2.06 Honorary members of Eta Omicron shall possess the same general qualifications as active or associate
members except that they shall not necessarily be regularly enrolled at James Madison University nor
possess any qualifications as musicians. They shall be generally recognized as outstanding in their field of
endeavor or shall have performed outstanding service for the James Madison University band program or
Eta Omicron.
2.07 Upon due cause, as outlined in section XI of Eta Omicron Constitution, a member may be placed on
probation following a favorable vote on the motion of seventy-five (75) percent of the chapter’s eligible
voting membership and approval by the chapter sponsor.
2.08 A member placed on probation shall be informed by the President, in writing, of the following: the reasons
for probation; a specified time 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, as stated in section
XI of Eta Omicron Constitution, shall return said member to previous membership status. Fulfillment of
all obligations shall be approved by the President 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.
2.09 Upon due cause, a member of the Fraternity may be suspended following a favorable vote of seventy-five
(75) percent of the chapter’s eligible voting membership and approval from the chapter sponsor.
Suspended members may not participate in any Fraternity business, projects, or activities.
2.10 A member placed on suspension shall be informed, in writing, of the following: the reasons for suspension;
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 President and sponsor.
Failure to complete all obligations is just cause for either an extension of the suspension term or for the
initiation of expulsion proceedings.
2.11 Upon due cause, a member of the Fraternity may be expelled following a favorable vote of seventy-five
(75) percent of the chapter’s eligible voting membership and approval of the chapter sponsor. Such
expulsion must conform to the rules and regulations of the local institution involved. The member will be
given a hearing before the said motion is voted on. The vote will be secret ballot, and the member will be
informed the vote totals. Having been expelled, the member shall return to the chapter all regalia and
property of the Fraternity being held, and the name shall be stricken from the Master Chapter Roster at the
National Headquarters.
2.12 No person shall be considered a member of this fraternity until that person has been entered upon the roster
of the chapter and the roster of the National Office.
Kappa Kappa Psi 2014 5
2.13 No person shall be restricted from becoming a member of the Eta Omicron Chapter of Kappa Kappa Psi
based on the following: race, color, national or ethnic origin, gender, martial status, religion, creed,
handicap, age, sexual orientation, or political affiliation.
III PROSPECTIVE MEMBERS
3.01 A prospective member of this chapter of Kappa Kappa Psi shall be anyone who has been enrolled at James
Madison University for no less than one (1) semester unless exception is made by the chapter sponsor, has
participated in a James Madison University band program as defined by playing a brass, percussion, or
woodwind instrument in Concert Band, Symphonic Band, Wind Symphony, or the Marching Royal Dukes,
or by performing in the colorguard in the Marching Royal Dukes, and is in good academic standing as
defined by James Madison University. The prospective member shall be a band member who demonstrates
responsibility and concern for the band.
3.02 At the beginning of the each semester, an informal smoker will be held for all interested students. Within a
reasonable amount of time, a formal smoker will be held. At this time, a vote shall be taken on the
admission of the prospective members. A negative vote of twenty-five (25) percent or five (5) eligible
voting members, whichever is greater, of the eligible membership shall be required to prevent a person
from entering the Membership Education Program of the Fraternity. The Vice President of Membership
will then send bids to prospective members following the formal smoker.
3.03 Extension of bids to prospective members will occur at only one (1) time each semester.
3.04 Two favorable votes of seventy-five (75) percent of the eligible membership shall be required to continue
the Membership Education Process. A third vote of seventy-five (75) percent of the eligible membership
shall be required to allow a Membership Candidate to commence with the ritual of Third Degree.
3.05 There shall be no restriction regarding race, color, national or ethnic origin, gender, marital status, religion,
creed, handicap, age, sexual orientation, or political affiliation.
IV SPONSOR
4.01 There shall be at least one (1) sponsor to this organization.
4.02 The sponsor(s) shall be the Director of Bands at James Madison University or shall be the appointed
representative of the Director of Bands.
4.03 The Sponsor shall exist for the following purposes:
1. Interpret University policy to the chapter.
2. Assist the chapter in reaching its stated goals.
3. Aid in representing the chapter within the University community.
4. Help in maintaining the continuity of the chapter.
V OFFICERS
5.01 The officers of the chapter shall be the President, Executive Vice President, Vice President of Membership,
Vice President of Service, Vice President of Brotherhood, Secretary, Treasurer, Historian, Music Director,
and Webmaster. Each officer shall adhere to the Eta Omicron Officer Handbook for his or her duties.
5.02 Eligible members shall elect officers within two (2) weeks following spring break. Elected offices are:
President, Executive Vice President, Vice President of Membership, Vice President of Service, Vice
President of Brotherhood, Secretary, Treasurer, and Historian. Each candidate for office shall be an active
member of the Fraternity who possesses outstanding business or professional ability and shall be capable of
representing the Fraternity under all ordinary conditions.
5.03 Candidates for office must submit to the chapter the following materials at least three (3) days prior to the
date of elections in order to be eligible for election:
6 Eta Omicron Chapter Handbook
1. A platform that should include a list of goals and plans/strategies to meet them, the member’s
fraternal experiences, musical leadership and accomplishments, and experiences outside of Kappa
Kappa Psi
2. Any other supporting documents such as a résumé or letter(s) of recommendation
5.04 The President shall preside over all meetings of the chapter, create and oversee project groups, and preside
over the Executive Board. The President shall co-sign all checks, contracts, and other instruments of
business or treasury concerned with the chapter. The President shall serve as the representative of the
chapter unless otherwise delegated by the President.
5.05 The Executive Vice President shall oversee project groups with the President. It will be the duty of the
Executive Vice President to see that the chapter adheres to proper parliamentary procedure. The Executive
Vice President shall also perform any reasonable duties deemed necessary by the President.
5.06 The Vice President of Membership shall be responsible for the education, training, and initiation of all
prospective members. They shall also present the Membership Education Program (MEP) for each
semester to the chapter for approval.
5.07 The Vice President of Service shall be responsible for the development and coordination of all service
activities of the chapter.
5.08 The Vice President of Brotherhood shall be responsible for planning social functions that further enhance a
sense of Brotherhood within the Fraternity.
5.09 The Secretary shall record the minutes of all meetings and maintain a roster of members including name,
address, phone number, and any other pertinent information. The Secretary shall be responsible for
communication within the chapter and shall coordinate with the Historian in publishing the chapter
publication, HO Happenings. The Secretary shall coordinate with the Sponsor and Director of Bands when
checking the grade point average (GPA) of all members at the beginning of each semester.
5.10 The Treasurer shall control the receipts and disbursements of all monies of the chapter and shall submit a
budget and further recommendations concerning the financial policies of the chapter as may be required.
The Treasurer shall co-sign all checks for monies disbursed and shall prepare and be responsible for
keeping records of all chapter finances.
5.11 The Historian shall be responsible for maintaining a written and pictorial record of the chapter and the
band. The Historian shall coordinate with the Secretary in publishing the chapter publication, HO
Happenings.
5.12 The Executive Board shall consist of the current elected officers, including the Immediate Past President.
The Immediate Past President shall not vote in Executive Board decisions.
5.13 The Immediate Past President shall serve on the Executive Board in an advisory capacity if the Immediate
Past President is still an active member of the chapter following the term as President. The Immediate Past
President shall be listed with the other members of the Executive Board, regardless of the Immediate Past
President’s status.
5.14 Upon due cause, an officer may be removed from office by a favorable vote of seventy-five (75) percent
the eligible membership assembled.
5.15 Each officer shall be an active member in good standing of the Fraternity. Any change in an officer’s
status will constitute a vacancy in that office.
5.16 Vacancies in office, except the President, who shall be replaced by the Executive Vice President, will
warrant a special election to fill the vacancy at the earliest possible date. If a vacancy exists and there are
three (3) weeks or less in the academic year before the chapter’s annual elections, the vacancy will be filled
by an eligible member to be appointed by the Executive Board. If, in the time between officer elections
Kappa Kappa Psi 2014 7
and officer installations, a vacancy exists, the Executive Board shall appoint the officer-elect to fulfill the
remainder of the term.
VI MEETINGS
6.01 Meetings shall be held at least once every month in which the University is in regular session. Other
meetings may be called as the Executive Board deems necessary.
6.02 A special meeting at which a vote will take place may be called by the President or by written petition
signed by a simple majority of active members. An attempt shall be made at least one (1) day in advance to
notify all members of the meeting and subject(s) to be discussed at the meeting.
6.03 Fifty (50) percent plus one (1) of all eligible members of the chapter and at least two (2) officers, one of
which shall be the President or a Vice President, shall constitute a quorum at all meetings.
6.04 The order of business shall be determined by the presiding officer at each meeting. The following business
shall be included in each meeting:
1. Opening ceremonies
2. Officer reports
VII VOTING PROCEDURES & OFFICER/DELEGATE ELECTIONS
7.01 Absentee ballot voting will be enacted during chapter meetings. Any active member may cast an absentee
ballot if he or she will not be present at the meeting.
7.02 Members who wish to vote by absentee must submit their votes to the Executive Vice President prior to the
call of the question. Absentee ballots submitted in this manner shall be for the formal motion as stated to
him or her. If the motion is amended during debate, the vote by absentee shall be considered an “abstain.”
If the member does not cast an absentee vote, he or she shall be considered to have abstained.
7.03 Eligible active members voting by absentee shall not count toward quorum.
7.04 Elections for elected offices will be held once a year. At the last chapter meeting prior to spring break,
nominations will be opened, taken from the floor, and then closed. At officer elections, nominations will
again be opened and taken from the floor. Nominations will be closed to all offices before voting takes
place.
7.05 Voting procedures for officer and delegate elections will be as follows:
1. A simple majority of eligible members is required for election. Any Active or Associate member
who will not be present at the election may submit an absentee ballot, while observing section
7.02 and 7.03 of Eta Omicron Constitution, using preferential voting, as outlined in Robert’s Rules
of Order (current revision).
2. If there is no majority, the result is announced, the candidate or candidates with the single lowest
vote total shall be removed from the ballot, unless such action shall leave no candidate on the
ballot, and the election is held again. This process will be repeated until a candidate is elected or
the office is left vacant.
3. There shall be a limit on candidates’ speeches of three (3) minutes and on question and answer of
ten (10) minutes, unless a member moves to otherwise extend or limit, adopted by a two-thirds
vote. Candidates for the office in question must leave the room during discussion.
VIII PROJECT GROUPS
8 Eta Omicron Chapter Handbook
8.01 At the discretion of the Executive Vice President, a project group may be created for a specific initiative or
event.
8.02 An Executive Board member shall appoint a member of the chapter to head the project group. The
President and Executive Vice President shall oversee the project group.
8.03 There shall be two (2) types of project groups: type I and type II. Type I shall be considered a large task or
long-term commitment. Type II shall be considered a small task or short-term commitment. The President
and Executive Vice President shall determine the type of each project group.
8.04 Each active or associate member must earn a minimum of one (1) project point per semester where type I
project groups count as one (1) point and type II project groups count as one-half (1/2) of a point.
8.05 Successful fulfillment of a project point, either in partial or in full, shall be determined by the President and
Executive Vice President at the recommendation of the project group head.
IX FINANCES
9.01 All monies of the chapter will be received and expended by the Treasurer. All expenditures will be co-
signed by the President and the Treasurer.
9.02 At the end of each spring semester, the chapter shall set the rate for chapter dues and adopt a budget for the
next fiscal year.
9.03 The chapter shall vote to distribute any funds not budgeted to an office.
X ATTENDANCE POLICY
10.01 All active and associate members must attend all chapter meetings, Fraternity and Joint Rituals, mandatory
rush events as outlined in the Membership Education Program, Project Group requirements as outlined in
section VIII in Eta Omicron Constitution, chapter events, one (1) concert ushering, and all obligations to
the marching band crew to which they are designated as outlined in section 11.06 in Eta Omicron
Constitution.
10.02 All active members must complete schedule “Wampler” shifts, scheduled every week. A Wampler shift is
defined as one (1) hour present at the Wampler table during scheduled “Wamplering” hours which will be
determined by the chapter Sponsor and/or Director of Bands each semester. Conflicts with scheduling or
completing a Wampler shift will be dealt with at the discretion of the Vice President of Service on an
individual basis. Completion of a member’s Wampler requirement will be determined by the Vice
President of Service.
10.03 A chapter event shall be defined as any event moved upon by the chapter or mandated by the Director of
Bands or Sponsor.
10.04 If an active or associate member is absent from one or more of the requirements as outlined in 10.01 in Eta
Omicron Constitution, he or she must use participation in Fraternity events, at the discretion of the
Executive Board member organizing the event, to make up for the absence in the manner described below:
1. Ask the Executive Board organizer of the event to use participation to makeup an absence. The
Board member will approve or deny your request.
2. Fill out the Attendance Makeup Sheet, and take it to the above Executive Board member to sign.
3. Present your completed Attendance Makeup Sheet to the Secretary.
10.05 Executive Board members cannot use their own events to makeup an absence.
10.06 In order to request conditional status, members must have no outstanding absences.
10.07 Members must have no outstanding absences at the end of a semester.
Kappa Kappa Psi 2014 9
10.08 In extreme circumstances, absences may be excused. Those circumstances include: absence due to death in
the family, absence due to illness requiring hospitalization, and other emergency circumstances out of
control of the member.
10.09 The President and Secretary shall collaborate and decide if the absence is excused. If the officers do not
agree that it falls under the excused absence clause, the absence remains unexcused.
XI GUIDELINES FOR PROBATION
11.01 General guidelines:
1. Members on probation may not hold office, propose candidates for membership, introduce
business, or vote on any matter, but may, at the discretion of the chapter, attend District and
National Conventions and events and participate in Ritual. A big brother of a current membership
candidate will continue to serve as a big brother at the discretion of the Vice President of
Membership.
2. The specified time period in which to make restitution shall be the remainder of the academic
semester. At the last meeting of the semester, there shall be a mandatory vote by the chapter
concerning all members still on probation to determine whether to extend probation or to initiate
suspension proceedings.
11.02 Explanation of non-fulfillment of dues requirement:
1. If an installment in an active, associate, or conditional member’s payment plan is more than two
weeks overdue, there will be a mandatory vote by the chapter to place the member on probation.
2. If a member is not placed on probation and does not fulfill his or her monetary obligations, there
will be a mandatory vote by the chapter.
3. If a member is placed on probation, he or she will bring his or her payment plan up to date before
being taken off probation. If a member defaults on the payment plan after being taken off
probation for dues, there will be a mandatory vote by the chapter. If he or she is placed on
probation for a second time, he or she will have to pay the remainder of his or her balance to the
chapter before being taken off probation.
4. Active and associate members placed on probation for dues are still bound by the Eta Omicron
Attendance Policy.
11.03 Explanation of non-fulfillment of GPA requirement:
1. In accordance with the Federal Education Rights and Privacy Act of 1974, as amended, the
Secretary shall coordinate with the Sponsor or the Director of Bands when checking the grade
point average (GPA) of all members at the beginning of each semester to check for good academic
standing.
2. If an active, associate, or conditional member’s GPA falls below a 2.0 cumulative, there will be a
mandatory vote by the chapter to place the member on probation.
11.04 Explanation of non-fulfillment of attendance requirement:
1. If an active or associate member fails to comply with the attendance policy outlined in 10.01 of
Eta Omicron Constitution, there will be a mandatory vote by the chapter to place the member on
probation.
2. If a member is placed on probation, he or she must reconcile all delinquent requirements from the
previous semester in order to be removed from probationary status. Functions attended to fulfill
delinquent requirements shall not count toward attendance for the semester.
10 Eta Omicron Chapter Handbook
11.05 Explanation of non-fulfillment of band participation requirement:
1. If an active or associate member fails to actively and successfully participate in the University
band program at least once within the academic school year, there will be a mandatory vote by the
Fraternity. Active and successful participation in the University band program shall be defined as
performing in a University approved ensemble. Examples of a University approved ensemble
include, but are not limited to, all School of Music ensembles, Nuance Winterguard, JMU Indoor
Drumline, and JMU Pep Band. Upon the unanimous decision of the Executive Board, this
requirement may be waived.
2. If a member is placed on probation, they will remain on probation until restitution is made, or for
the duration of the semester, at the discretion of the chapter.
11.06 Explanation of non-fulfillment of marching band crew participation requirement:
1. Marching band crew obligations are as follows:
a. Game day crew: game day crew head shall communicate with logistics crew and
establish a meeting time. Game day crew shall meet at that time and help prepare for the
game. Non-marchers on game day crew must successfully participate in at least two-
thirds (2/3) of regularly scheduled games as well as all playoff games barring conflicts as
approved by the game day crew head. Game day crew members who march must fulfill
all duties of the crew when not interfering with regular marching band requirements.
Duties include, but are not limited to: handing out water after pre-game and half-time,
cleaning up the band stands after games, and any other tasks as determined by game day
crew head and/or logistics crew.
b. Podium crew: podium crew shall set up and tear down podiums and band stand ladders at
all rehearsals and performances. Podium crew members who march must fulfill all duties
of the crew when not interfering with regular marching band requirements. The podium
crew head shall approve all conflicts.
c. Pit crew: pit crew shall assist with the relocation of pit equipment as determined by pit
crew head and/or pit section leader. Pit crew members who march must fulfill all duties
of the crew when not interfering with regular marching band requirements. The pit crew
head shall approve all conflicts.
d. Uniform crew: uniform crew shall help with all distribution and return of uniforms.
Uniform crew members who march must fulfill all duties of the crew when not
interfering with regular marching band requirements. The uniform crew head shall
approve all conflicts.
2. The crew head and/or the Vice President of Service shall determine successful fulfillment of
duties.
3. If an active or associate member fails to fulfill their marching band crew requirements, there shall
be a mandatory vote by the chapter to place the member on probation.
11.07 Explanation of non-fulfillment of big brother payment plan requirement:
1. A member acting as a big brother of a current Kappa Kappa Psi membership candidate may
borrow funds, at the discretion of the Executive Board, in the amount of up to $150, for the
chapter for use in providing the following tools necessary tot he membership candidates’ process
and initiation: book supplies, a star, a paddle, one set of letters, and a blanket.
2. Borrowed funds will be returned to the chapter on a payment plan schedule created between the
Treasurer and the member. The full amount of borrowed funds must be returned by the final
Kappa Kappa Psi 2014 11
meeting prior to the member becoming alumni. All receipts of purchased tools must be provided
to the Treasurer as proof of use of funds.
3. If an installment in an active, associate, or conditional member’s payment plan is not submitted by
the meeting immediately following a due date or if receipts are not provided, there will be a
mandatory vote by the chapter to place the member on probation.
4. If a member is not placed on probation and does not fulfill his or her monetary obligation, there
will be a mandatory vote by the chapter each meeting immediately following a due date.
5. If a member is placed on probation, he or she will bring his or her payment plan up to date and
provide all receipts before being taken off probation. If a members defaults on the payment plan
after being taken off probation for default, there will be a mandatory vote by the chapter. If he or
she is placed on probation for a second time, he or she will have to pay the remainder of his or her
balance to the chapter before being taken off probation.
6. Active and associate members placed on probation for payment plan default are still bound by the
Eta Omicron Attendance Policy.
XII HAZING
12.01 Hazing is prohibited as outlined in the National Policy on Hazing and James Madison University’s Hazing
Policy.
12.02 Kappa Kappa Psi, in keeping with JMU’s expectations for a positive academic and social environment,
unconditionally opposes hazing. No individual member of our group or the group itself may engage in or
plan any activity that may be defined as hazing.
12.03 Kappa Kappa Psi opposes any situation created intentionally to produce mental or physical discomfort,
embarrassment, harassment or ridicule to its members or prospective members. In addition, no individual
nor recognized organization may by physical or mental stress or by subtle or covert technique, impair,
make captive, or destroy an individual’s freedom of thought and choice.
12.04 Hazing, under Virginia law, is defined as activities for the initiation or induction into an organization which
include calisthenics or other strenuous physical activity; exposure to inclement weather; consumption of
food, liquid, beverage, drug or other substance; confinement to any room or compartment; spraying,
painting or pelting with any substance; burying in any substance; burning, branding or tattooing or another
activity which may result in physical injury or endanger the health or life the individual being hazed. J17-
101 Section 18.2-56 of the Code of Virginia, as amended, which declares hazing illegal, establishes
conditions for civil and criminal liability and outlines the duties of the university when a student has been
found guilty of hazing.
12.05 It is hereby incorporated as part of this constitution and will serve as a guide for action by the university
and Kappa Kappa Psi if there is an instance of hazing by this fraternity or any of the members. It will be
the duty of the officers of Kappa Kappa Psi to educate the membership of this policy.
XIII JOINT AFFAIRS
13.01 The Eta Omicron Chapter shall recognize any decisions made by the Joint Chapters of Eta Omicron and Eta
Rho.
XIV AMENDMENTS TO THE CONSTITUTION
14.01 Amendments shall be made to the constitution of this chapter by a request in writing, which must be sent to
the Executive Vice President. Amendments must receive a favorable vote of seventy-five (75) percent of
the eligible membership assembled and approval of the chapter sponsor to gain ratification.
12 Eta Omicron Chapter Handbook
14.02 All amendments to this Constitution, once duly ratified by the chapter and approved by the sponsor, shall
be submitted for approval to Office of Student Activities and Involvement.
14.03 This document is considered adopted upon a favorable vote of seventy-five (75) percent of the eligible
membership assembled and approval of the chapter sponsor.
14.04 At the time of the proposal of amendments, each amendment shall be discussed and amended separately
and then tabled.
14.05 At the next meeting, each amendment shall be voted upon separately.
14.06 This document may not be suspended in its entirety; however, parts may be suspended by a favorable vote
of seventy-five (75) percent of the eligible membership assembled.
14.07 This document becomes effective upon approval by Office of Student Activities and Involvement.
Kappa Kappa Psi 2014 13
CONSTITUTION OF THE
I GENERAL
1.01 The name of this organization shall be the Joint Chapter of Eta Omicron and Eta Rho.
1.02 The Joint Chapter shall exist to coordinate efforts to serve the band program at James Madison University
and to strengthen the relationship between Eta Omicron and Eta Rho.
1.03 Robert’s Rules of Order (current revision) shall be the parliamentary authority for all meetings and actions
of this chapter.
1.04 This constitution shall be considered approved or amended upon a seventy-five (75) percent favorable vote
of each organization.
II MEMBERSHIP
2.01 Membership shall consist of members who have been formally initiated under the guidelines of their
respective National Chapter, chapter at James Madison University, and have completed the Joint Third
Degree of the Joint Chapter of Eta Omicron and Eta Rho.
III OFFICERS
3.01 The officers shall consist of the Executive Boards of both organizations.
3.02 The Executive Board of the Joint Chapter of Eta Omicron and Eta Rho will meet once a month during the
fall and spring semesters, unless the Presidents deem it unnecessary.
3.03 The Presidents shall preside over all meetings and oversee all activities of the Joint Chapter.
3.04 The Executive Vice Presidents shall see that parliamentary procedure is adhered to at all meetings.
3.05 The Executive Vice Presidents shall oversee any Joint Committees.
3.06 The Vice Presidents of Membership shall meet prior to the rush period of their respective organizations
each semester to discuss and revise the Joint Membership Education Program and present it to the Joint
Chapter for their approval.
3.07 The Vice Presidents of Membership shall present dates for Joint Rituals at least two (2) weeks in advance.
3.08 The Vice Presidents of Service shall plan Marching Band Crews and appoint and communicate with Crew
Heads.
3.09 The Vice Presidents of Service shall plan Adopt a Highway three (3) times a year
3.10 The Vice Presidents of Service, along with the Vice Presidents of Membership, shall plan a Joint Rush
event two (2) times a year.
3.11 The Vice President of Brotherhood and the Vice President of Social Affairs shall plan and distribute Band
Buddies at least one (1) week before Band Camp.
3.12 The Vice President of Brotherhood and the Vice President of Social Affairs shall plan Band Banquet at the
conclusion of the Marching Band Season and coordinate costs with the Treasurers.
3.13 The Secretaries shall record the minutes of all meetings and report them to their respective organizations.
14 Eta Omicron Chapter Handbook
3.14 The Secretaries shall exchange updated Brother and Sister Rosters by the first week of classes for the fall
and spring semesters.
3.15 The Treasurers shall plan any Joint Fundraising and decide how to split the profits between the
organizations.
3.16 The Historians shall be responsible for taking pictures at Joint Events and Rituals.
IV COMMITTEES
4.01 Committees may be created and disbanded at the discretion of the Executive Vice Presidents and with the
advice of the Executive Boards.
4.02 Each Executive Vice President shall appoint a member from their respective organizations to co-chair each
committee.
4.03 There shall be a standing Joint Service Committee co-chaired by the Vice Presidents of Service.
V MEETINGS
5.01 A joint meeting will be held at least once a month during the fall and spring semesters, unless the
Presidents deem it unnecessary.
5.02 Both Eta Omicron and Eta Rho must have a quorum as defined by their respective constitutions before any
meeting may take place.
5.03 The order of business at all meetings shall be as follows:
1. Officer reports
2. Committee reports
3. Old business
4. New business
5. Announcements/Open forum
SECTIONS 6, 9, AND 15 FROM THE
NORTHEAST DISTRICT CONSTITUTION
6. Conduct
6.01 The Northeast District strictly forbids members and Chapters from using banquet fees, Chapter fees,
registration fees, or any similarly labeled monies for purchasing alcoholic beverages at District functions.
The possession, sale, use, or consumption of alcoholic beverages at District functions shall comply with the
Kappa Kappa Psi Policy on Alcohol and Controlled Substances.
6.02 Any District Council member possessing knowledge of an alleged violation of any section of the National
Constitution, District Constitution, or an alleged violation of policy as formally communicated by the
National Council or District Council, shall detail immediately, in writing, any and all information on such
incidents to the National President, National Executive Director, or Northeast District Governor(s).
9. Chapters
9.01 Only a Chapter that has paid off all of its District and National Dues and is not under suspension or charter
revocation as described in the National Constitution shall be considered a Chapter in good standing.
9.02 Every Chapter must send a delegate fee of ten (10) dollars to the District Secretary/Treasurer no later than
five days after the close of the last Precinct meeting. Failure to send payment by this date will result in a
late fee of fifteen (15) dollars. A Chapter will not be permitted to seat a delegate or proxy until all fees
have been paid. The District Council, with approval of the Governor(s), reserves the right to waive the
delegate fee if deemed appropriate for that year.
9.03 Every Chapter that fails to submit their annual national membership fees tot he National Headquarters by
the deadline stated in 6.304 of the National Constitution shall reimburse the District for income lost
because of the Chapter’s tardiness. The reimbursement amount shall be equal tot he amount of income lost
from the district’s fall allocation caused by the Chapter as determined by the District Secretary/Treasurer.
This reimbursement shall be sent to the District Secretary/Treasurer prior to District Convention. A
Chapter will not be permitted to seat a delegate or proxy until all fees have been paid.
15. Delegates and Proxies
15.01 Each active Chapter of the Fraternity in good standing with the District shall be represented by a delegate,
alternate delegate, or proxy.
15.02 The Active and Associate members of a Chapter shall elect a delegate and one (1) or more alternate
delegates, if possible, at a regularly called meeting of that Chapter.
15.03 Each delegate and alternate delegate of a Chapter shall have an official statement signed by the local
president and sponsor to the effect that they have been duly elected by their Chapter prior to the start of
District Convention.
15.04 A proxy shall be considered as anyone who is seated in place of an official delegate. A proxy shall be an
Active, Associate, or Life member of the Fraternity and shall be a member of a Chapter in the District. The
proxy holder is responsible for relaying all pertinent information to the Chapter for which they are seated.
15.05 Each official delegate or proxy shall have a vote at regularly called District Convention.
15.06 Each official delegate shall serve for the duration of the Convention to which he/she has been appointed.
15.07 Should official Chapter delegates appear following the seating of the proxies and before the second
separate session recesses, the proxies shall relinquish their seats to the official Chapter delegates.
16 Eta Omicron Chapter Handbook
15.08 A Chapter may submit a written proxy designation representation by another Chapter at District
Convention. The Proxy must be submitted prior to the opening of separate session of Convention.
15.09 All delegate forms (See Part I, Section 7.02h of the Northeast District Constitution) shall act as a letter of
proxy and each proxy shall be seated accordingly. In the event a Chapter cannot attend a District
Convention, their delegate and proxies shall be assigned, in Greek alphabetical order sequentially year to
year, to a Chapter within their Precinct. If there are no alternates available within the Precinct, the proxy
shall be seated in Greek alphabetical order from year to year from the remainder of the District Chapters.
15.10 Each Chapter shall have no more than three (3) delegates, including regular delegates, written proxies and
alternate delegates seated as proxies during the course of the District Convention.
Kappa Kappa Psi 2014 17
SECTION VI FROM THE NATIONAL CONSTITUTION
1. GENERAL
6.101 Chapters of Kappa Kappa Psi Fraternity shall be established throughout the general jurisdiction of the
Fraternity at academically accredited colleges and universities, with the permission of the Director of
Bands, and then operate in a manner consistent with this document, the rules and regulations of the college
or university, local ordinances, and state and federal laws. The Director of Bands is responsible for
governing and monitoring the activities and affairs of the local chapter. The Director of Bands may choose
to appoint an individual to serve in the role of Chapter Sponsor. The National Council shall recognize the
authority of the Chapter Sponsor appointed by the Director of Bands; however, the Director of Bands has
ultimate authority in matters pertaining to the chapter. The Chapter Sponsor and Director of Bands are
members ex officio of all chapter committees.
6.102 Chapters shall be named after letters in the Greek alphabet. After the alphabet has been exhausted, the
chapters shall be named by prefixing each letter with the first letter of the alphabet and again reusing the
alphabet. After again exhausting the alphabet, the chapters shall be named by prefixing each letter with
second letter of the alphabet, and so on as chapter names are needed. Alphabet letters shall be assigned
consecutively as chapters are named.
6.103 The chapter shall have jurisdiction over all its members at the college or university where the chapter is
located.
6.104 Each chapter shall have its own constitution which shall be approved by the Chapter Sponsor. The chapter
constitution shall in no way conflict or receive priority over this Constitution.
6.105 Investigative Hold. Upon due cause, chapters of the Fraternity may be placed on investigative hold by the
National Council. All chapter functions and activities shall be halted pending an investigation by a
representative of the National Organization who shall make a written report to the National Council within
ten (10) days following the conclusion of the investigation. The National Council, after reviewing the
report and the chapter's response and any other information provided to them, may take appropriate action
to sanction the chapter. The chapter may appeal the action(s) imposed in accordance with a procedure
established by the National Council to ensure due process to the chapter within ten (10) day of the National
Council's decision to sanction. Said chapter's Director of Bands, Chapter Sponsor, Chapter President,
District Governor(s), District President and the appropriate college or university officials shall be notified
within ten (10) days of sanction decision from the National Council.
6.106 Probation. Upon due cause, chapters of the Fraternity may be placed on probation by the National Council.
Probation shall be accompanied by such terms and conditions as necessary and appropriate to correct the
deficiency and/or failures of the chapter and ensure observance of fraternity obligations. Probation shall
not extend beyond the end of the fiscal year, or at the discretion of the National Council. Chapters who
miss two (2) consecutive report obligations to the National Chapter will automatically be placed on
probation. Any chapter that fails to timely correct their situation may face further sanctioning from the
Fraternity.
6.107 Suspension. Upon due cause, chapters of the Fraternity may be placed on suspension by the National
Council. Suspension shall be accompanied by such terms and conditions as necessary and appropriate to
correct the deficiency of the chapter and ensure observance of fraternity obligations. All chapter functions
and activities shall be suspended. The chapter may only meet under the supervision of the Director of
Bands and Chapter Sponsor, or their designee, to address the conditions of the suspension. Chapters who do
not meet their financial dues obligation to the National Chapter will be placed on suspension. Any chapter
that fails to timely correct their situation may face further sanctioning from the fraternity.
6.108 Charter Revocation. Upon due cause, including the continued failure of a chapter to follow the policies and
procedures of the Fraternity, the National Council shall revoke the charter of the chapter. The National
Headquarters shall take appropriate measures to effect surrender of the chapter’s charter and other items of
identification with the Fraternity. Where appropriate, remaining collegiate members of the chapter shall
18 Eta Omicron Chapter Handbook
also be expelled. The chapter may appeal the disciplinary action imposed in accordance with a procedure
established by the National Council to ensure due process to the chapter. Said chapter’s Chapter Sponsor,
Chapter President, District Governor(s), District President and the appropriate college or university
officials shall be notified within ten (10) days of disciplinary action.
6.109 Reinstatement. A chapter charter which has been revoked may be reinstated after inspection by a
representative of the National Organization, provided that the petitioning group meets the standards
required for a new chapter and that all financial obligations accrued prior to revocation of the chapter
charter shall have been settled. A chapter so reinstated shall be granted its previous chapter name after
completing a recolonization program.
2. OFFICERS
6.201 The officers of a chapter shall be: Sponsor/Advisor (ex officio), President, Vice President, Secretary,
Treasurer, Historian, Alumni Relations Officer and other officers as needed.
6.202 The active and associate members of a chapter shall elect its officers at a regularly called meeting of the
chapter.
6.203 Each chapter officer shall be an active or associate member of the Fraternity at the time of election and a
regularly enrolled student at the college or university during the term of office. Each officer shall possess
more than ordinary business ability and shall be capable of representing the chapter under all ordinary
conditions. Each officer shall have the best interests of the Fraternity at heart and shall be willing and able
to devote the necessary time to the execution of the office. The Chapter Sponsor shall have the authority to
exempt any officer from a specific requirement of office.
6.204 The election of chapter officers shall be held at least once during the academic year. Nominations for each
office shall be made from the floor of the meeting and a majority of all votes cast shall be necessary for
election.
6.205 Each officer shall serve for a period of one (1) year unless otherwise stipulated by the chapter. Chapter
officers shall serve without compensation.
6.206 The Sponsor shall operate under the authority of the Director of Bands. The Sponsor acts as a consultant to
the chapter and assists the group in its growth and development. He/She provides direction through advice,
understanding and clarification.
6.207 The President shall preside at all meetings of the chapter and shall be a member ex officio of all chapter
committees. The President shall sign all checks for monies disbursed and shall sign all contracts and other
instruments of business involving the chapter. The President shall be designated as the official
representative of the chapter whenever such representation shall be required and shall prepare and send all
reports to the National Executive Director of the Fraternity.
6.208 The Vice President shall, in the absence of the President, preside at meetings of the chapter and shall
advance the purposes of the Fraternity as stated in the Preamble of this Constitution by promoting the work
of the chapter as performed by its several officers and committees. The Vice President shall be responsible
for the educating, training, and initiation of all members, unless another officer has been elected to that
duty.
6.209 The Secretary shall record the minutes of all meetings of the chapter and shall sign all contracts and other
instruments of business incurred by the chapter. The Secretary shall maintain a permanent record of each
member of the chapter including name, address, telephone number, chapter roster number, and instrument
played. In addition, the Secretary shall be responsible for all chapter correspondence.
6.210 The Treasurer shall control the receipts and disbursements of all monies of the chapter, and shall submit
recommendations concerning the financial policies of the chapter as may be required. The Treasurer shall
Kappa Kappa Psi 2014 19
sign all checks for monies disbursed and shall prepare and be responsible for keeping records of all chapter
finances.
6.211 The Historian shall be responsible for maintaining a written and pictorial record of the activities of the
chapter and band.
6.212 The Alumni Relations Officer shall collect permanent address information and dispense Life Membership
applications to all brothers graduating or leaving the college or university, and to supply this information to
the National Headquarters. The Alumni Relations Officer shall work with and promote alumni activities.
3. FINANCES
6.301 All monies of the chapter shall be received and expended by the Chapter Treasurer. All expenditures shall
be signed by the Chapter President and Treasurer.
6.302 The fiscal year for the chapter shall be from June 1 to the next succeeding May 31.
6.303 The financial policies of the chapter shall be governed by a budget adopted at the beginning of each fiscal
year.
6.304 Income of the chapter shall be derived from annual dues assessed each active and associate member and
fundraising projects conducted by the chapter. These dues shall be determined by the chapter and shall
include an annual national membership fee as determined by the National Chapter and payable to the
National Executive Director on or before September 30 of each year along with the submission of all
appropriate forms. Chapters at schools with starting dates after September 15 will not be required to pay
fees until October 15. If the fees are not paid and all forms are not submitted complete with required
signatures, the chapter will go on immediate probation. Probation will include the immediate suspension of
all fraternal activities. Any chapter not in full standing in thirty (30) days from the due date will be assessed
a surcharge of twenty-five percent (25%) of the total member dues and chapter fee. Chapters that have not
paid by January 1 will be officially suspended and may have the chapter charter revoked.
4. MEETINGS
6.401 A regularly called meeting of the chapter shall be held at least once each month during the regular
academic school year of the college or university where the chapter is located. Meetings may be held more
frequently when deemed advisable by the chapter. The exact time of the meeting shall be determined by the
chapter.
6.402 Special chapter meetings shall be called as provided by local bylaws.
6.403 Fifty (50) percent of all active and associate members in a chapter together with at least two (2) chapter
officers shall constitute a quorum at all meetings.
6.404 In general, the order of business of all chapter meetings shall be:
a. Opening Ceremonies
d. Unfinished Business
e. New Business
g. Closing Ceremonies
6.405 When deemed advisable, the general order of business may be changed by the Chapter President.
5. MEMBERSHIP
20 Eta Omicron Chapter Handbook
6.501 Chapter membership shall consist of seven (7) types: Active, Associate, Conditional, Inactive, Alumni,
Life, and Honorary Membership. All Active, Associate, and Conditional memberships expire September
30.
6.502 An initiated member of Tau Beta Sigma shall never be granted active status in Kappa Kappa Psi.
6.503 A bandmember may be offered entry into the Membership Education Program of the Fraternity after the
satisfactory completion of one (1) term as a member of the college or university band unless exception is
made by the Chapter Sponsor. The prospective member shall be a band member who possesses unusually
good character and demonstrates leadership potential.
6.504 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 (25) percent or five (5)
members, which ever is greater, of the eligible active and associate membership shall be required to prevent
a person from entering the Membership Education Program of 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.
6.505 Prior to initiation, the membership candidate must receive a favorable vote of seventy-five (75) percent of
the eligible voting membership and pay an initiation fee and the year’s national dues as determined by the
National Chapter (refundable if not initiated) to the Chapter Treasurer who shall forward it immediately to
the National Headquarters. The candidate shall not be considered initiated until said name has been
recorded in the Master Chapter Roster at the National Headquarters. Any chapter that submits information
for initiates later than thirty (30) days after the initiated date will be assessed a late reporting fee of an
additional twenty-five (25) percent of the total number of initiates submitted.
6.506 Active and associate members of the Fraternity shall be registered students and members of the college or
university band program who have been formally initiated after the completion of the Membership
Education Program of the Fraternity. All annual dues and fees must be paid up to date to maintain active
membership in the Fraternity.
6.507 It shall be the duty of each active and associate member to attend all meetings of the chapter; to pay
promptly all financial obligation to both the chapter and the Fraternity; to become acquainted with the
National Constitution, District Constitution, the local constitution and the history of Kappa Kappa Psi; and
to support the efforts and purposes of the chapter and Fraternity.
6.508 Any member of any Kappa Kappa Psi chapter who has recently been an active member of that chapter is,
upon transferring to another school, eligible to become an active member at the chapter of that school.
Active membership will be granted to the member upon enrollment in the band program at the new school
and fulfillment of all financial obligations.
6.509 Associate membership is available to any active member in good standing of Tau Beta Sigma who transfers
to another school with only a Kappa Kappa Psi chapter. The student may request associate status with the
Kappa Kappa Psi chapter. To be eligible to request associate status, the student shall be enrolled in the
band program. Following such a request, the student shall complete an orientation program not to exceed
thirty (30) days, during which time the chapter will assist the student in becoming familiar with the
principles, purposes, and policies of Kappa Kappa Psi and the operations of the local chapter. Upon the
successful completion of the orientation program and approval of the chapter sponsor, the chapter shall
vote on the request for associate status. The student must receive a favorable vote of seventy-five (75)
percent of the eligible voting membership and pay the year’s national dues as determined by the National
Chapter (refundable if not initiated) to the Chapter Treasurer who shall forward it immediately to the
National Headquarters.
6.510 To maintain associate status, the member shall satisfy all requirements and obligations for active status set
forth in Section 6.506 and 6.507, as well as any local requirements, such as local dues, service hours,
attendance, etc. Associate members shall have all the rights, privileges, and responsibilities related to active
status in the chapter. In the event of one or more subsequent transfer to other schools, associate
membership may be continued if there is no Tau Beta Sigma chapter at the local institution. However, upon
Kappa Kappa Psi 2014 21
subsequent transfer to another school with a Tau Beta Sigma chapter, the associate members are no longer
be eligible for associate membership status in Kappa Kappa Psi.
6.511 Conditional status in the Fraternity may be requested by an active or associate member when that member
cannot, without undue hardship, continue to meet the requirements for active or associate status,
respectively. The request shall be in writing and shall state the specific reasons for requesting conditional
status. To become effective, the member shall have paid national 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. After one
(1) year, a request must be submitted to maintain Conditional status.
6.512 Conditional members may, at the discretion of the local chapter, attend Chapter meetings, District and
National Conventions and events, participate in Ritual, participate in chapter fundraisers and service
projects and attend chapter social functions. Conditional members shall not hold office, propose candidates
for membership, introduce business, vote on any matters, or act in the capacity of a big brother.
6.513 Former active or associate members who are enrolled in school but do not pay member dues shall be
classified as inactive members. Inactive members have no privileges of Fraternity membership. Inactive
members may not participate in any Fraternity business, projects, or activities. To obtain privileges of
membership, said member must request, in writing, reinstatement by the chapter from which the member
became inactive. Upon review of the inactive member’s written request, the inactive member must receive
a favorable vote of seventy-five (75) percent of the eligible voting membership, the approval of the chapter
sponsor, and payment of all financial obligations to both the chapter and the Fraternity in order to be
granted privileges membership.
6.514 Alumni members of the Fraternity shall be those Active, Associate or Conditional members of the
Fraternity who have completed their education or who have terminated their affiliation with their college or
university. In the event an alumni member wishes to reactivate with the respective chapter, said alumnus
must be registered as a student, be an active member of the institution’s band, and meet requirements as an
active or associate member of the local chapter.
6.515 Alumni members have privileges that are at the discretion of the local Chapter. These privileges include but
are not limited to: attending Chapter meetings, participating in Ritual, participating in Chapter fundraisers,
and attending Chapter social functions. Alumni members shall not, at the Chapter or District level, hold
office, propose candidate for membership, introduce business, vote on any matters or act in the capacity of
a big brother.
6.516 Any alumni member upon payment of a Life Membership contribution, the amount to be set by the
National Chapter, along with an application to the National Headquarters, shall be entitled to Life
Membership privileges and may, if desired, subscribe to The PODIUM.
6.517 Honorary members of the Fraternity shall possess the same general qualifications as active or associate
members except that they shall not necessarily be regularly enrolled in the college or university where the
chapter is located nor necessarily possess any qualifications as musicians. They shall be generally
recognized as outstanding in their field of endeavor or shall have performed outstanding service for the
college or university band or Fraternity.
6.518 An initiation fee as determined by the National Chapter for each honorary member initiated by a chapter
shall be paid by the Chapter Treasurer to the National Headquarters prior to the initiation and shall entitle
the honorary member to Life Membership privileges in the Fraternity without further obligations. The
National Headquarters shall provide a special membership certificate and membership card and gold
recognition button. Additional jewelry for honorary members may be purchased by the chapter if deemed
advisable.
6.519 Upon due cause, a member of the Fraternity may be placed on probation following a favorable vote on the
motion of seventy-five (75) percent of the chapter’s eligible voting membership and approval by the
chapter sponsor.
22 Eta Omicron Chapter Handbook
6.520 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.
6.521 Upon due cause, a member of the Fraternity may be suspended following a favorable vote of seventy-five
(75) percent of the chapter’s eligible voting membership and approval from the chapter sponsor. Suspended
members may not participate in any Fraternity business, projects, or activities.
6.522 A member placed on suspension shall be informed, in writing, of the following: the reasons for suspension;
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 suspension term or for the
initiation of expulsion proceedings.
6.523 Upon due cause, a member of the Fraternity may be expelled following a favorable vote of seventy-five
(75) percent of the chapter’s eligible voting membership and approval of the chapter sponsor. Such
expulsion must conform to the rules and regulations of the local institution involved. The member will be
given a hearing before the said motion is voted on. The vote will be a secret ballot, and the member will be
informed of the vote totals. Having been expelled, the member shall return to the chapter all regalia and
property of the Fraternity being held, and the name shall be stricken from the Master Chapter Roster at the
National Headquarters.
6.524 Membership status in Kappa Kappa Psi may not be terminated by the member through resignation.
However, as stated in 6.520, 6.521, and 6.522, a member may be suspended or expelled for due cause by
the chapter of his/her affiliation.
6. DELEGATES AND PROXIES
6.601 Each active chapter of the Fraternity shall be represented at each District and National Chapter Convention
by a delegate, alternate delegate, or proxy. Each delegate, alternate delegate or member acting as a proxy
for an absent chapter shall have a current Active or Associate membership card, a Life Membership card, or
be vouched for properly. Each delegate or proxy will be officially seated when all National or District
registration procedures have been completed.
6.602 The active and associate members of a chapter shall elect its delegates at a regularly called meeting of the
chapter. Each chapter delegate shall be an Active, Associate or Life Member of the Fraternity at the time of
election.
6.603 Each delegate and the alternate delegates of a chapter shall have an official statement signed by the local
president and sponsor to the effect that they have been duly elected by their chapter.
6.604 Each official delegate, alternate delegate, or proxy (when officially seated at a District or National
Convention) shall have one (1) vote at the Convention. Each official delegate or proxy shall serve for the
duration of the Convention to which appointed.
6.605 The election of chapter delegates to the District Convention shall be held at least thirty (30) days prior to
the opening date of the Convention. The election of chapter delegates to the National Chapter Convention
shall be held at least sixty (60) days prior to the opening date of the Convention.
6.606 Chapter delegates shall serve without compensation. Expenses of chapter delegates, when authorized by the
chapter, shall be paid by the chapter upon presentation of a written statement approved by the Chapter
President and Treasurer.
7. COMMITTEES
6.701 Committees of the chapter shall be determined as required by the chapter and all committees shall be
appointed by the Chapter President.
8. REPORTS
6.801 All reports of the chapter shall be submitted to the National Headquarters in writing by December 1 and
June 1 to the National Headquarters on forms prescribed by the National Headquarters.
9. COLONIZATION
6.901 Procedures and guidelines for colonization as approved by the National Chapter and/or National Council
will be adhered to by the advising chapter, advisor, and colony.
24 Eta Omicron Chapter Handbook
ETA OMICRON OFFICER HANDBOOK
I GENERAL
1.01 The Eta Omicron Officer Handbook explains the specific duties of each officer of the Eta Omicron Chapter
at James Madison University.
1.02 The general duties of each office may be found in the Eta Omicron Constitution and National Constitution
of Kappa Kappa Psi.
1.03 This document becomes effective upon a favorable vote of seventy-five (75) percent of the eligible
membership assembled.
1.04 The officers of the chapter are as follows: President, Executive Vice President, Vice President of
Membership, Vice President of Service, Vice President of Brotherhood, Secretary, Treasurer, Historian,
Music Director, and Webmaster.
II EXECUTIVE BOARD
2.01 The Executive Board shall serve as the governing body for the Eta Omicron chapter, setting policy and
disputes within the chapter
2.02 The Executive Board shall be chaired by the President, with meetings called at his or her discretion. The
members of the Executive Board are the President, Executive Vice President, Vice President of
Membership, Vice President of Service, Vice President of Brotherhood, Secretary, Treasurer, Historian,
and Immediate Past President (if present).
2.03 The Executive Board shall review all probation considerations, as outlined in sections X and XI of Eta
Omicron Constitution, prior to introduction as new business in chapter meetings.
2.04 The Executive Board shall discuss any problems that the chapter is facing and attempt to design and
implement solutions.
2.05 The Executive Board shall meet with the Sponsor and/or Director of Bands to discuss new ideas, problems,
or any other pertinent information.
III PRESIDENT
3.01 The President shall preside over all chapter meetings, for which he or she is responsible for setting the time
and place. He or she should plan the agenda for each meeting, following 6.04 of Eta Omicron Constitution.
3.02 The President shall alternately preside over Joint meetings with the President of Tau Beta Sigma.
Meetings, held at their discretion, shall be used to maintain communication between the organizations
regarding joint affairs. The Presidents should plan the agenda for each meeting, following 6.02 of
Constitution of the Joint Council of Eta Rho and Eta Omicron.
3.03 The President shall regularly meet with the Sponsor and Director of Bands of the chapter to maintain open
communication.
3.04 The President shall preside over the Executive Board and call meetings at his or her discretion.
3.05 The President and Vice President of Membership shall assign each membership candidate a big brother,
unless the President is on the list of big brothers. In such case, the next-highest ranking Officer, not vying
for a little brother, will decide with the Vice President of Membership.
3.06 The President shall sign off on all meeting minutes, as composed by the Secretary.
3.07 The President and Treasurer shall co-sign all checks.
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3.08 The President shall be responsible for ensuring that the Fraternity is properly represented, taking corrective
measures with any member who participates in any activity contradictory with the fraternity’s ideals and
purposes.
3.09 The President, as an emissary of Kappa Kappa Psi, shall present a gift to the Marching Royal Dukes at the
Band Banquet.
3.10 The President shall be designated as the official representative of the chapter whenever such representation
shall be required, unless otherwise delegated by the President.
3.11 The President shall prepare and send all reports to the National Headquarters of the Fraternity.
3.12 The President shall be certified by Event Management to reserve rooms for designated Chapter events.
3.13 The President, in collaboration with the Vice President of Brotherhood, shall organize a retreat each fall
and spring if feasible.
IV EXECUTIVE VICE PRESIDENT
4.01 The Executive Vice President shall oversee all Project Groups of the chapter.
4.02 The Executive Vice President shall record the progress of all Active and Associate members’ Project Group
attendance.
4.03 The Executive Vice President will maintain a project and event schedule containing milestones for the
planning and execution of each officer’s required and suggested activities.
4.04 The Executive Vice President will work with each officer to create a reference of past projects and their
utility. The Executive Vice President will maintain a copy of this reference.
4.05 The Executive Vice President shall maintain order in all chapter meetings utilizing knowledge of Robert’s
Rules of Order (current revision) and National, Northeast District, and chapter constitutions.
4.06 The Executive Vice President shall regularly educate members of the chapter and membership candidate
class on proper parliamentary procedure.
4.07 The Executive Vice President shall review the Chapter Handbook at least once each academic year to
ensure compliance with the latest revisions of the National and Northeast District Constitutions as well as
University policy.
4.08 The Executive Vice President shall be responsible for maintaining the Chapter Handbook and correcting
any typographical and clerical errors.
4.09 The Executive Vice President shall keep in constant contact with the Office of Student Activities and
Involvement (OSAI) to make sure all fraternal documents, events, and actions are within the regulations set
by OSAI and James Madison University.
4.10 The Executive Vice President, in the absence of the President, shall be designated as the official
representative of the chapter whenever such representation shall be required and shall preside over all
meetings of the chapter and of the Executive Board.
4.11 The Executive Vice President, in the absence of the Secretary, shall record the minutes of all meetings,
including all motions and important announcements. He or she must type all minutes, and submit them to
the President for his or her approval.
4.12 The Executive Vice President shall perform any reasonable duties deemed necessary by the President.
26 Eta Omicron Chapter Handbook
4.13 The Executive Vice President shall collaborate with the Vice President of Membership to design and
impellent the Post-Initiate Education.
V VICE PRESIDENT OF MEMBERSHIP
5.01 The Vice President of Membership shall be responsible for the education, training, and initiation of all
members.
5.02 The Vice President of Membership shall make a schedule of membership-related events for the semester,
including rush, rituals, and weekly membership themes which shall be termed the Membership Education
Program (MEP). Rush events should focus on explaining the Fraternity’s mission, the basics of the
membership period, and allow the members of the chapter to become acquainted with each prospective
member.
5.03 The Vice President of Membership shall revise the MEP each semester and present it to the chapter for
approval.
5.04 The Vice President of Membership shall be certified by Event Management to reserve all rooms necessary
for membership-related events.
5.05 The Vice President of Membership shall prepare bids to distribute on bid night to those prospective
members who were accepted as potential Membership Candidates. Bids shall include a list of potential big
brothers and a date and time for First Degree. After the active membership votes on prospective members,
the Vice President of Membership shall distribute bids.
5.06 The Vice President of Membership and President shall assign each membership candidate a big brother,
unless the President is on the list of big brothers. In such case, the next-highest ranking Officer, not vying
for a little brother, will decide with the Vice President of Membership.
5.07 The Vice President of Membership, along with the Tau Beta Sigma Vice President of Membership, shall
determine big brothers for prospective sisters and big sisters for prospective member.
5.08 The Vice President of Membership shall meet weekly with the membership candidate class to discuss
pertinent information and schedule upcoming rituals and events. He or she must also meet with the
membership candidate class once a week to administer a quiz or test.
5.09 The Vice President of Membership shall discuss evaluations of each membership candidate at chapter
meetings, addressing all comments and concerns at this point.
5.10 The Vice President of Membership shall schedule, prepare for, and perform all chapter and joint rituals.
5.11 The Vice President of Membership, in collaboration with the Executive Vice President, shall design and
implement a Post-Initiate Education program (PIE). Post-Initiate Education will be comprised of two parts:
The Continuing Membership Education Program (CMEP) and Brother Enrichment. The Continuing
Membership Education Program will be for newly initiated brothers, while Brother Enrichment will be for
the brotherhood as a whole.
5.12 The Vice President of Membership shall plan Senior Ceremony with the Tau Beta Sigma Vice President of
Membership, providing refreshments and reserving a room for the event.
VI VICE PRESIDENT OF SERVICE
6.01 The Vice President of Service shall be responsible for the development and coordination of all service
activities of the chapter.
6.02 The Vice President of Service shall plan a service event for Fraternity Weekend.
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6.03 The Vice President of Service, along with the Tau Beta Sigma Vice President of Service, shall assign all
members to a crew for the Marching Royal Dukes. The crews are as follows: game day, pit, podium, and
uniform.
6.04 The Vice President of Service, along with the Tau Beta Sigma Vice President of Service, shall be
responsible for scheduling Wampler shifts for each semester.
6.05 The Vice President of Service shall schedule members to usher concerts each semester.
6.06 The Vice President of Service shall coordinate uniform dispersal plans with the Uniform Crew Head.
6.07 The Vice President of Service shall maintain communication with the band staff to determine how Kappa
Kappa Psi can better serve the band program.
6.08 The Vice President of Service shall maintain a list of all service activities performed throughout the year
for use in the Chapter Summary Report.
6.09 The Vice President of Service shall coordinate chapter awards, scholarships, and grants, including, but not
limited to: the Kappa Kappa Psi/Tau Beta Sigma Matching Grant Program, William G. Posey Service
Award, and MRD Scholarship.
VII VICE PRESIDENT OF BROTHERHOOD
7.01 The Vice President of Brotherhood shall be responsible for the development and coordination for social
activities of the chapter. Social activities should be designed to further develop a sense of brotherhood
within the chapter.
7.02 The Vice President of Brotherhood shall work with organizations to coordinate and plan social activities.
7.03 The Vice President of Brotherhood, in collaboration with the President, shall organize a retreat each fall
and spring feasible.
VIII SECRETARY
8.01 The Secretary shall be responsible for communication within the chapter.
8.02 The Secretary shall record the minutes of all meetings, including all motions and important announcements.
He or she must type all minutes, and submit them to the President for his or her approval.
8.03 The Secretary shall maintain a calendar of Fraternity, band, and University events for the chapter and to
keep the public informed of our events and activities.
8.04 The Secretary shall maintain a roster of members and Membership Candidates, including name, address,
phone number, and any other pertinent information. He or she shall compile and release a fall, spring, and
summer roster. He or she will provide this roster to the Eta Rho Chapter of Tau Beta Sigma each semester.
He or she shall also acquire a roster of members and membership candidates of the Eta Rho Chapter of Tau
Beta Sigma.
8.05 In accordance with the Federal Educational Rights and Privacy Act of 1974, as amended, the Secretary
shall coordinate with the Sponsor and the Director of Bands when checking the grade point average (GPA)
of all members at the beginning of each semester. If any member is found to be in violation of the GPA
regulations of the chapter, the Secretary shall bring that member up for probation.
8.06 The Secretary shall take attendance at every event at which members are required to be present. If any
member is found to be violation of the attendance policy of the chapter, the Secretary shall report the
violation to the Executive Board and bring that member up for probation.
28 Eta Omicron Chapter Handbook
8.07 The Secretary, along with the President, shall be in charge of all correspondence, including utilization of
social media services, with the National Office, Northeast District, and other chapters.
8.08 The Secretary shall regularly check for fraternity mail, from both the chapter regular mailbox and from
mail collected by the JMU Band Office. He or she shall deliver mail to the appropriate members and
mention all mail at chapter meetings.
8.09 The Secretary shall post notices on the national and district listservs highlighting upcoming events and
activities and notify the chapter of any national, district, or other chapter function that the chapter would be
interested in attending.
8.10 The Secretary shall coordinate the submissions from members to issues of The Podium and the Northeast
Notes.
8.11 The Secretary, along with the Historian, shall produce an issue of the HO Happenings, a publication
dedicated to keeping members informed of events occurring within the chapter, at least once a year. He or
she shall provide a copy to the chapter, Sponsor, Advisor, and any other Honoraries who wish to receive it,
in a timely manner. They shall create articles that highlight upcoming chapter events and important alumni
events.
IX TREASURER
9.01 The Treasurer shall control the receipts and disbursements of all monies of the chapter.
9.02 The Treasure