STANDARDS MANUAL

Copyright 2016 Delta Zeta Sorority

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Table of Contents

Preface ............................................................................................................................. 3 Section I: Standards ......................................................................................4 Section II: Discipline Philosophy..................................................................6 Section III: Disciplinary Process ...................................................................8

Individual Discipline of an Initiated Member .............................................................. 8 Degrees of Discipline ............................................................................................................ 8

Warning ............................................................................................................................ 8 Probation .......................................................................................................................... 9 Suspension – Terms and Conditions................................................................................. 9 Suspension with Recommendation to Dismiss ............................................................... 10

Right of Appeal ......................................................................................................... 11 Individual Discipline of a New Member .................................................................... 12

Section IV: Due Process Procedure ............................................................. 13 Enforcement Officers ................................................................................................ 13 Role of the Chapter Executive Board vs. Chapter Standards Board/Committee in the Individual Member Disciplinary Process ......................... 13 Disciplinary Procedure .............................................................................................. 14

Section V: Dismissal ................................................................................... 16 Dismissal Appeal ....................................................................................................... 16 Reinstatement ........................................................................................................... 17

Section VI: Discipline of a Chapter ............................................................ 19 Section VII: Other Disciplinary Policies ..................................................... 20

Policy Statement for Disclosure of Information to Parents ......................................... 20 Use of Recording Devices .......................................................................................... 21 Policy Statement on Financial and Legal Liability Assistance ...................................... 21

Section VIII: Sample Letters ....................................................................... 22 Section IX: Resources ................................................................................. 34

Delta Zeta Sorority Standards Manual 3

Preface

The National Council of Delta Zeta Sorority reaffirms its commitment to the principles embodied in the Constitution, the Code of Regulations, the Standing Rules & Policies, the Standards Manual and other governing documents with respect to membership standards, rights, and obligations; that in light of serious member and chapter conduct issues, the National Council hereby directs its administrators, employees, volunteers and chapter executive boards to take such actions as are necessary to maintain and enforce those standards; and that the National Council expressly recognizes that there may be disciplinary situations where the protection of Delta Zeta Sorority and its members requires that member disciplinary processes be expedited and that processes spelled out in the Standards Manual may need to be abbreviated, provided that the National Council determines in any such circumstances that the protection provided to individual members by its governing documents is being otherwise preserved and protected.

Adopted June 2006

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Section I: Standards

One of the objects of this Sorority, as defined by our Founders and stated in the Articles of Incorporation is “to stimulate one another in the pursuit of knowledge and the attainment of a high standard of morality.” This is met through setting and meeting behavioral expectations by each member and the chapter as a whole. Expectations of membership are defined in the Constitution, Article III, Section 3. Qualifications as the following:

“All members of Delta Zeta shall be chosen for moral, social and intellectual worth. Membership shall not be denied because of race, religion, national origin, disability status, sexual orientation, or for any reason inconsistent with applicable law. It shall be the duty of each member to exemplify in her daily conduct the noble principles of this Sorority, to promote the welfare of the whole by every means consistent with a high sense of honor, to obey its laws, to avoid all conduct which may be criticized among acquaintances or be offensive to her fellow members and to exert herself to promote and maintain harmony and prosperity for the sorority.”

Each member, therefore, must maintain “Obligations of Membership” as defined in the Code of Regulations, Regulation II, Section 1. Good Standing. Good standing is the fulfillment of all moral, academic, financial or other obligations required of a Delta Zeta member or chapter. Section 2. Standards of Conduct Obligations; Section 3. Academic Obligations; and Section 4. Financial Obligations. Please refer to the Code of Regulations for more details on each obligation of membership. Members and chapters must remain in good standing. Those who are not in good standing and who violate the behavioral expectations of the Sorority are subject to disciplinary action in accordance with the procedures adopted by National Council. Copies of these manuals are available on the Members page of the website>Top Resources>Manuals. Academic and Financial discipline procedures are included in the respective Academic Manual and College Chapter Financial Guide. All college chapters and members are expected to maintain the highest standards of moral and social conduct. Delta Zeta seeks a true atmosphere of “home” in its chapter houses and other facilities in which a Delta Zeta resides, and to attain this, the ideal of sisterhood shall be emphasized. Courtesy, kindness, consideration and mutual helpfulness should be the watchwords. This manual will focus primarily on individual behavior which is based upon the Code of Regulations, Regulation III, Section 1. Causes for Discipline and Section 2. Discipline of a Collegiate Member, Section 5. Right of Appeal and Section 6. Right of Reinstatement. Equally as important to the process of Delta Zeta is the behavior of its chapters as defined in Regulation IV, Section 1. Cause for Discipline; Section 2. Discipline of a Chapter; Section 3. Right of Appeal; and Section 4. Right of Reinstatement. It is important that your reference materials include the most current copy of the Constitution and the Code of Regulations. Copies of these documents are available through National

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Headquarters in hard copy and posted on the Members page of the website>Top Resources>Governing Documents. Please refer to the Resource Section of this manual for ordering information.

The personal behavior of each Delta Zeta must always be above reproach, because the actions of the individual reflect upon the reputation of the other members. If a member fails to conduct herself properly, it is probable that she does not have the attitude or aptitude for group participation or living. Those who behave in such a manner as to bring the chapter into disrepute will be disciplined.

Obligations to Delta Zeta Sorority are for life. Membership is granted by National Council and such membership shall remain on the records of Delta Zeta unless removed by a vote of the National Standards Committee and ratified by the National Council. Our goal as mentors, leaders and advisors is to ensure the example for appropriate behavior is set and understood in the minds of each new member, initiate and alumna in order to make the Sorority the best that it can be.

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Section II: Discipline Philosophy

Violation of the Delta Zeta Sorority policies and procedures, membership obligations and/or standards of conduct by its chapters or individual members shall be cause for discipline. Specific causes for discipline are outlined in the Code of Regulations, Regulation III, Section 1.a.-m.

Enforcement of the Sorority’s policies and procedures and the authority to discipline is granted to the chapter Executive Board, the College Chapter Director, the Regional Collegiate Director and other national representatives as authorized by the National Council. (Reference the Code of Regulations, Regulation XII, Section 2.b. and others.)

Disciplining a sister is neither an easy or pleasant task. It is the responsibility of every member to ensure that her behavior does not harm or bring risk to the reputation and overall operation of the chapter. When a member makes a choice to behave improperly, she is choosing to hurt Delta Zeta Sorority, the chapter and all of its members. Therefore, the responsible imposing officer will take immediate and appropriate disciplinary action to re-educate the member about Sorority standards and to provide an appropriate measure of discipline to protect the Sorority from further or potential harm.

How might an imposing officer think when considering a potential discipline matter? Richard A. Wussie, author of “Coming to Grips with Ethics in Business” suggests a Model for Ethical Decision Making, which includes some of the following suggestions when one is preparing and implementing a solution:

1. Impartiality: Your wants and needs are important, but they are no more important than anyone else’s wants and needs. If there is to be some form of discipline, there must be very good reasons for doing so.

2. Consistency: The correct ethical decision in one situation must also be the correct ethical decision when the same situation arises again. You cannot arbitrarily change the rules of the game. Once you compromise your principles ever so slightly, it becomes easier to do so again.

3. Consider both the Means and the Ends: You should be concerned with the methods, attitudes and processes as well as both the short and long term consequences of your decisions.

4. Respect Human Dignity: Ethical conduct seeks to educate by providing people the means they need to make reasoned decisions. Even when acting in the name of what is right and just, you cannot allow ethics to be reduced to manipulation.

5. Consult Your Conscience: Once you think about what you are doing, you will know right from wrong.

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6. Evaluate the Solutions Implemented: After the decision is made, you need to go back and see if your decision had the desired effect. More importantly, you must consider ways that the situation could have been avoided through better planning, education or management.

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Section III: Disciplinary Process

Individual Discipline of an Initiated Member Delta Zeta Sorority recognizes the following four degrees of discipline of a collegiate member as outlined in the Delta Zeta Sorority Code of Regulations, Regulation III, Section 2:

1. Warning

2. Probation

3. Suspension

4. Dismissal

The degrees of discipline need not be implemented in consecutive order, but any one degree may be imposed at the time the disciplinary action is taken. The degree of discipline imposed and the duration of the discipline depends upon the offense. A Warning may be used as a means to inform a member that her behavior is unacceptable. This is an opportunity to educate a member about appropriate behavior and policy compliance. If a member is habitually in trouble with inappropriate conduct or behavior or when her behavior is detrimental to the chapter, then it may be advisable to immediately impose a higher degree of discipline such as probation or suspension. When using probation or suspension, a letter typically will be written to the member that outlines any sanctions or behavioral changes that must take place within a prescribed period of time. It is strongly advised that every effort be made to address infractions at the first point of violation. If a member’s misbehavior is long-standing, then she should never have been initiated in the first place.

In some instances, penalties are automatic such as for academic and financial violations. (See Academic Discipline and Financial Discipline Section in the respective manuals.) Some terms (penalties) are left to local custom. Chapters may assess fines for missing recruitment functions or mandatory chapter meetings. Others have found that withholding certain privileges, such as attending a social function is a stronger deterrent.

Degrees of Discipline

Delta Zeta Sorority recognizes the following four degrees of discipline of an individual member. The process for instituting the four degrees of discipline is outlined in Section IV.

Warning

This level of discipline should ordinarily be used in situations where a member may not be aware that her behavior is inappropriate or is not in accordance with Delta Zeta policies. A “warning” is a verbal communication by the imposing officer informing the member of her inappropriate action and what action is proper or expected. The communication should also clearly state the policy to educate the member for future reference.

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Probation

This level of discipline should ordinarily be used in situations that warrant immediate discipline response with sanctions and/or suspended privileges of membership for a specific period of time. A letter typically should be written by the imposing officer explaining the violation, the resulting sanctions, and the period of time the member is expected to fulfill the sanctions. A member may appeal probation, in writing, to the Executive Board within five (5) days of receipt of the notice informing her of the probation.

Suspension – Terms and Conditions

As stated in the Code of Regulations, Regulation III, 2c, a member may be suspended when her actions are inconsistent with the standards and purpose of Delta Zeta Sorority who fails to meet the requirements for good standing. The National Standards Chairman must be contacted by the College Chapter Director or Regional Collegiate Director prior to suspending a member. A member may appeal her suspension pursuant to the terms outlined under this heading.

1. Suspension ordinarily is both an oral and written communication to the chapter member stating the causes for discipline as described in the Code of Regulations, Regulation III, Section 1. The College Chapter Director, Regional Collegiate Director, or a designated national representative is charged with imposing suspension as stated in the Code of Regulations.

a. A member who has been placed on probation and has not met the terms and conditions of that probation may be suspended by the imposing officer.

b. A member may be suspended for cause as set forth in the Code of Regulations, Regulation III, Section 1 without first being given a Warning or being placed on Probation.

c. A member whose membership has been suspended may not participate in any function of the chapter and she shall have no further contact with the chapter until she has satisfied all the terms of her suspension and has been notified in writing that her membership has been returned to good standing.

2. The suspension letter shall state the reasons for the disciplinary action and the effective date of the suspension. The letter must state the terms, the conditions of disciplinary action and the duration of the suspension. It ordinarily should be delivered in person and the member should sign the letter indicating she has read and understands the terms and conditions of the disciplinary action. If the member is unavailable, the suspension letter must be sent by certified mail with a return receipt requested. If the member refuses delivery of the letter, the returned letter should be sent to the permanent address on file and a copy kept on file as evidence of good faith effort to notify the member of the disciplinary action against her. The following guidelines should ordinarily be adhered to in the suspension letter:

a. The member must be advised in writing that if she meets the terms and conditions of her suspension, her membership will be returned to good standing.

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b. The letter must contain notice when the disciplinary action will be reviewed to determine if the member has met the terms and conditions of suspension.

c. The member must be advised that if she does not adhere to the terms or conditions of the suspension during the stipulated time period, dismissal of her membership may be recommended to the National Council at any time.

d. The letter must advise the member that she may appeal her suspension, in writing, to the National Standards Chairman within ten (10) days of receipt of the notice informing her of the disciplinary action.

3. If an appeal request is not received by the National Standards Chairman within the stipulated time period, the terms and conditions of the suspension will stand.

4. When a member complies with the terms and conditions of the suspension as stipulated in the suspension letter, the College Chapter Director, Regional Collegiate Director or designated national representative shall send her a letter notifying her that she has complied with the terms of suspension and her membership is returned to good standing. The following are to receive copies of the letter returning the member to good standing: Chapter President, College Chapter Director, Regional Collegiate Director, the National Standards Chairman and the national representative, if appropriate.

5. When a member has not complied with the terms of suspension as stipulated in the suspension letter, the College Chapter Director, Regional Collegiate Director or national representative shall send her a letter, certified mail with return receipt requested, notifying her that a recommendation for her dismissal has been forwarded to the National Council. If the member refuses delivery of the letter, the returned letter should be sent to the permanent address on file and a copy kept on file as evidence of good faith effort to notify the member of the disciplinary action against her.

Suspension with Recommendation to Dismiss

As stated in the Code of Regulations, Regulation III, a member may be recommended for dismissal when her conduct fails to uphold the standards of conduct expected of every member of Delta Zeta Sorority, who consistently fails to meet the requirements for good standing or who fails to meet the terms and conditions of a suspension. The National Standards Chairman must be contacted by the imposing officer, College Chapter Director or Regional Collegiate Director prior to recommending dismissal of a member. Only National Council and the National Standards Committee have the authority to dismiss a member. A member may appeal her suspension pursuant to the terms outlined under this heading.

1. Suspension with recommendation to dismiss ordinarily is both an oral and written communication to the chapter member stating the causes for discipline as described in the Code of Regulations, Regulation III, Section 1. The imposing officer, College Chapter Director, Regional Collegiate Director or a designated national representative is charged with imposing suspension with recommendation to dismiss.

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2. A member who has been placed on probation or suspension and has not met the terms of that discipline may be suspended with recommendation to dismiss after her case has been reviewed by the Executive Board and the College Chapter Director, Regional Collegiate Director or national representative.

3. A member may be suspended with recommendation to dismiss for cause as set forth in the Code of Regulations, Regulation III, without first being given a Warning, being placed on Probation or Suspended.

4. The suspension with recommendation to dismiss letter typically shall state the reasons for the disciplinary action, the effective date of the suspension and the terms and conditions of the disciplinary action. Note that until National Council or the National Standards Committee approves the recommendation to dismiss, the member’s status shall be listed as “suspended.”

5. The letter ordinarily should be delivered in person and the member should sign the letter indicating she has read and understands the terms and conditions of the disciplinary action.

• If the member is unavailable, the letter must be sent by certified mail with a return receipt requested.

• If the member refuses delivery of the letter, the returned letter should be sent to the permanent address on file and a copy kept on file as evidence of good faith effort to notify the member of the disciplinary action against her.

The following guidelines should ordinarily be adhered to in the letter notifying a member of suspension with a recommendation to dismiss.

• The letter must advise the member that she may appeal her recommendation for dismissal, in writing, to the National Standards Chairman within ten (10) days of receipt of the notice informing her of the disciplinary action.

• If an appeal request is not received by the National Standards Chairman within the stipulated time period, the terms and conditions of the suspension will stand and she will proceed with obtaining National Council’s approval for dismissal.

6. A member suspended with recommendation to dismiss shall have no contact whatsoever with the chapter.

Right of Appeal Any member dismissed by National Council or the National Standards Committee may have the right of appeal in accordance to the Code of Regulations, Regulation III, Section 5. Right of Appeal. In such cases, an appeals committee may be appointed in accordance with procedures adopted by the National Council and outlined in this manual.

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Individual Discipline of a New Member A new member is expected to conduct herself at all times as an initiated member of our Sorority. A new member should review the first module on Delta Zeta policies within one week of pledging to understand what is expected of her. If a new member fails to uphold the standards expected of all members of our Sorority, minor corrections or admonishments, similar to an oral warning, would be a first step to correcting unacceptable behavior. More serious offenses that would warrant probation or suspension if committed by an initiated member are cause for immediate depledging. A new member cannot be depledged without discussing the situation first with the College Chapter Director and/or Regional Chapter Director (if there is no CCD) and the National Standards Chairman. If the College Chapter Director and/or Regional Chapter Director (if there is no CCD) and the National Standards Chairman are in agreement the new member should be depledged, the Vice President of New Member Education, in consultation with the College Chapter Director, shall notify the new member, preferably in person, that her behavior is not acceptable. She shall be asked to return her pledge pin and any materials given to her since her new member period began. She shall have no further contact with the chapter.

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Section IV: Due Process Procedure

Enforcement Officers The College Chapter Director and/or the Executive Board may act as a disciplinary body for the chapter to enforce campus, national or chapter rules, policies and standards. (Refer to the Code of Regulations, Regulation XII. College Chapter Officers and Duties, Section 2b. Duties of the Executive Board and Section 3. Duties of the College Chapter Director.) In some chapters, investigative and education responsibilities are delegated to a Standards Board/Committee who must then advise the Executive Board of their recommendation.

The Executive Board, College Chapter Director, Regional Collegiate Director, National Council or an authorized national representative is authorized to impose any level of discipline upon a member whose conduct shows blatant disregard for Delta Zeta Sorority’s standards of conduct. For example, witnessing or photographic evidence of drug use, hazing or illegal or improper alcohol consumption is grounds for immediate disciplinary action.

The Code of Regulations, Regulation III, Section 1. Causes for Discipline should be reviewed and understood by all imposing officers.

Role of the Chapter Executive Board vs. Chapter Standards Board/Committee in the Individual Member Disciplinary Process The Executive Board is charged in the Code of Regulations, Regulation XII, Section 2b. as acting as the disciplinary body for the chapter in enforcing campus, National Sorority and chapter rules, policies and standards.

1. Individual college chapters may have a Standards Board/Committee which, when directed, may act on behalf of the Executive Board only in the investigatory process of suspension or suspension with recommendation to dismiss if an appeal is filed. The role of the Standards Board/Committee is to investigate the facts and allegations.

2. The Standards Board/Committee may include the Chapter President or a designated Executive Board member, an initiated member in good standing elected from each class or appointed by the College Chapter Director and Regional Collegiate Director.

3. As liaison to the Standards Board/Committee, the Chapter Secretary may take minutes at sessions of the Standards Board/Committee at the request of the College Chapter Director and/or Chairman.

The Standards Board/Committee cannot implement any degree of discipline against a chapter member.

Once the Standards Board/Committee determines the facts in following the due process, it shall make a recommendation to the imposing officer (Executive Board, College Chapter Director, Regional Collegiate Director or the designated national representative) as to whether suspension is warranted.

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The Executive Board, College Chapter Director, Regional Collegiate Director or the designated national representative reviews the Standards Board/Committee’s recommendation and decides whether disciplinary action is to be implemented.

Disciplinary Procedure Behavioral misconduct usually falls into one of two categories. Blatant violation of Delta Zeta policy witnessed by one or more officers of the chapter, the College Chapter Director or designated national representative, or substantiated through photographs or website posting, for example. The imposing officer should act immediately at the time the violation is observed and follow up with written documentation of the disciplinary status of the guilty individual. The individual, of course, has the right to appeal.

The second form of behavioral misconduct is not as clearcut; it usually involves accusations by one or more sisters against one or more other sisters. The imposing officer in these instances must be certain that all steps of the due process procedure are followed.

Each chapter officer, College Chapter Director, Regional Collegiate Director, the National Council or its official representative is charged with seeing that due process be given to the chapter member prior to the imposition of suspension with recommendation to dismiss. The following steps are recommended to assure that the chapter member, the college chapter and Delta Zeta Sorority are provided due process during the disciplinary process:

1. All accusations of behavioral misconduct must be presented to the Executive Board/Standards Board, College Chapter Director, Regional Collegiate Director or the national representative in writing and signed by those bringing the charges against the member. During most investigations, all members who have direct knowledge of the events in question should be interviewed.

2. The Executive Board/Standards Board, College Chapter Director, Regional Collegiate Director or the national representative meet to determine if the charges brought against the member warrant disciplinary action.

3. In most cases, the nature of the charges are given to the chapter member accused of behavioral misconduct both in person and in writing by the Executive Board/Standards Board, or if appropriate, the College Chapter Director/Regional Collegiate Director or the national representative. It is recommended that the Executive Board/Standards Board or a member of the Advisory Board be present at this time.

4. In most cases, the member is to be given the opportunity to review the evidence prior to imposition of disciplinary action.

5. Unless otherwise necessary, the member is to be given at least 24 hours advance written notice of the time, place and date of the meeting with chapter officials, unless otherwise determined by the College Chapter Director, Regional Collegiate Director or National Representative.

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6. A meeting is held with the Executive Board/Standards Board, College Chapter Director, Regional Collegiate Director or national representative, and the member. At this time, the member has the opportunity to present her case with both written evidence and that evidence provided by witnesses to the incident who are speaking on her behalf. A witness may only be another Delta Zeta sister. Each witness should be questioned independently.

7. The member and all others are excused, and the Executive/Board Standards Board, College Chapter Director, Regional Collegiate Director or national representative meet to determine if implementation of disciplinary action is warranted, given all the evidence presented in the case.

• At this point in the process, it is important to remember that the case against the member must be proved by the preponderance of evidence. This means proof that leads a reasonable person to find that the facts in issue are more than likely to have occurred than not.

8. If a Standards Board/Committee is the initial investigatory body, its recommendation is to be presented to the Executive Board, College Chapter Director, Regional Collegiate Director or national representative at this time.

If the decision is made to proceed (with disciplinary action), the member ordinarily must be informed, in writing, of the type of discipline, the reason(s) the action is being taken as stated in the Code of Regulations, the terms of the discipline and the period of time the discipline will last.

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Section V: Dismissal

The following guidelines and procedures apply only after a member has been dismissed. As stated in the Code of Regulations, Regulation III, a member may be dismissed when her actions are inconsistent with the Sorority’s Constitution, Code of Regulations and/or Standing Rules & Policies. Only the National Council, upon the recommendation of the National Standards Committee, has the authority to dismiss a member.

1. In most cases, the member shall be notified in writing by the National Council or the National Standards Chairman on behalf of the National Council, of the reasons for the intended dismissal.

2. The dismissal letter must inform the member that she may appeal the pending disciplinary action, in writing, to the National Standards Chairman within ten (10) days after she has received notice that her membership is to be dismissed.

3. The written request shall be sent to the National Standards Chairman and shall be reviewed by the National Standards Committee to determine if there are sufficient grounds for an appeal hearing.

4. If the request for an appeal hearing is not granted, the National Standards Chairman shall notify the National President of the committee’s decision and the reasons for that decision.

5. The National President shall then notify the member of the National Standards Committee’s decision and the reasons for the decision with a copy to the College Chapter President, the College Chapter Director, the Regional Collegiate Director, the National Standards Chairman and Committee and the National Council.

6. If the member does not request a hearing, the dismissal shall be effective as of the date of the letter notifying the member of the proposed discipline.

Dismissal Appeal 1. If an appeal is granted, the National President will establish a date, time and place for

the hearing and inform the member thereof.

2. An appeal may be granted from a decision to discipline a member based upon, without limitation to, any of the following grounds:

a. Procedural irregularity in the conduct of the hearing.

b. Abuse of discretion, bias or prejudice which prevented the member from having a fair hearing.

c. Newly discovered or additional information or evidence which, with reasonable diligence, could not have been discovered and produced by the member at the hearing.

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3. The burden shall be upon the member to set forth fully and clearly why an appeal should be granted. The National Council shall have the opportunity to respond to the member’s reasons.

4. In most cases, the hearing shall be held within sixty (60) days from the date that the request for an appeal is filed or as soon thereafter as possible.

5. The National President, with the approval of National Council, shall appoint an appeals committee composed of no less than three (3) members, consisting of one collegiate member, one alumna member who is not a national officer and a past or current national officer who shall chair the committee.

a. The National President shall notify the committee of the date, time and place for the hearing.

6. At the appeals hearing, a designee of National Council and the member will have the opportunity to orally present their respective positions.

a. Written materials may also be presented and witnesses heard in support of either or both positions.

b. The National Council designee shall not be a member of the hearing committee.

7. At the conclusion of the appeals hearing or as soon thereafter as possible, the Appeals Committee Chairman shall notify the National President in writing of their decision.

8. National Council shall review the record of the hearing and all other written materials presented to it prior to making a decision.

9. The decision of the National Council shall be final.

10. A letter shall be written by the National President or National Vice President of Administration informing the member of the National Council’s decision.

Reinstatement A member who has been dismissed may request, in writing to the National Council or through the National Standards Committee, reinstatement of her membership.

1. The written request for reinstatement must detail the reasons and circumstances which led to the severance of her membership in the Sorority.

2. The request must also clearly and fully state the reasons why the member believes she should be reinstated.

3. The National Standards Committee shall have the opportunity to review and respond to the member’s request for reinstatement.

a. The committee may be guided by statements from those chapter members, chapter advisors and region officers who have knowledge of the circumstances surrounding the member’s severance.

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b. The committee may also consider recommendations from Sorority members and advisors writing on behalf of the member.

4. The National Standards Committee shall make a recommendation to the National Council as to whether the former member should be reinstated or her request denied.

a. If the committee, after careful review of the facts, decides not to recommend reinstatement, the National Standards Chairman shall notify the member of the committee’s decision and the reasons for that decision.

5. National Council, in its sound discretion and after considering the recommendation of the National Standards Committee and the reasons submitted by the member, may reinstate the member.

a. The National Council may reinstate any member without specific request of that member.

6. The National President, or the National Standards Chairman on behalf of the National Council, shall notify the member of National Council’s decision with respect to her reinstatement.

7. The decision of the National Council is final.

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Section VI: Discipline of a Chapter

Delta Zeta Sorority expects all of its chapters to uphold the high standards outlined in our Code of Regulations. Every chapter is expected to avoid all of the causes of discipline as specified in Regulation II, Section 1 and in addition, to comply with all of Delta Zeta Sorority’s policies in every aspect of chapter function. Delta Zeta’s policies are contained in the most recent edition of the Standing Rules and Policies book which can be ordered on the form in the Resource Section of this manual. All chapters are expected to maintain the highest standards of moral and social conduct, to obey all laws and to follow all policies of our Sorority at all times. The actions of any chapter reflect upon the national organization as a whole. If a chapter fails to conduct itself properly and ultimately brings the Sorority into disrepute, the National Council will not hesitate to take whatever action is necessary to restore the good name of Delta Zeta everywhere. The installation of a chapter and the presentation of a charter by the Sorority is a privilege; and as such, the privilege can be revoked when subsequent actions are inconsistent with the purposes of Delta Zeta Sorority as stated by our Founders. A chapter which fails to uphold the high principles and standards of Delta Zeta shall be subject to the following four levels of discipline:

Warning Suspension Probation Revocation of Chapter Charter

Any chapter suspected of violating any of Delta Zeta’s policies or involved in any situation stipulated in the causes for discipline in the Code of Regulations, Regulation IV, Section 1 shall be reported by the imposing officer, usually the College Chapter Director, to the Regional Collegiate Director who shall notify the National Vice President of Collegians. In most cases, the chapter shall be immediately placed on investigation status pending an investigation. On occasion, a campus official may notify National Headquarters of a violation. National Council will be advised of all chapter infractions. In most cases, an investigation will begin immediately.

Following a complete investigation, the National Council may decree that the chapter is suspended for a period of time. Specific terms are often given for the chapter’s probation or suspension. These terms will be reviewed by the National Council. In grave situations or on occasion of a repeat offense, National Council may revoke a chapter charter.

In most cases, any chapter found guilty of violating a policy or involved in any situation listed as a cause for discipline shall be considered not in good standing and shall find itself ineligible for any social activities, ineligible for any top regional or national awards and ineligible to vote if discipline occurs during a convention year.

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Section VII: Other Disciplinary Policies

Policy Statement for Disclosure of Information to Parents Occasionally, an incident occurs of such a nature that chapter collegiate members or officers believe that it may warrant notification of a member’s parents. Such incidents may include disciplinary actions, criminal proceedings or incidents of an extremely personal nature. Conversely, parents may contact local chapter members, and/or officers inquiring about their daughter and/or certain conduct of their daughter.

A member who is eighteen (18) years of age or older and living away from home has a reasonable expectation of privacy. Parents, on the other hand have a right to know when an emergency occurs involving their daughter. These interests must be weighed carefully in each situation.

The judgment and discretion of individual collegiate members and chapter officers must be used in cases of disclosure of routine information to parents. The following guidelines are suggested to deal with those situations:

1. Generally no personal information, except information concerning emergencies, should be disclosed without first consulting the member affected. If at all possible, the member shall be encouraged to talk directly to her parents, and the parents should be encouraged to talk directly to their daughter.

2. If the member agrees to authorize the release of information by the chapter collegiate members, officers or advisors, the authorization should be in writing and retained in the files.

3. If authorization is not given, do not give out the information but consult with a national representative for guidance on how to proceed.

4. In emergency situations involving the health, safety or welfare of the member, parents may be contacted without prior notice to, or the permission of, the member. Examples of emergency situations are: a member’s serious illness or injury, a rape or attempted rape, a suicide attempt or a situation where the member is a danger to herself or others.

5. All information given to the parents should be factual. Do not convey rumor or innuendo. All information disclosed to parents should be verified before it is disclosed.

6. Information regarding the financial status and responsibilities of chapter members may be released to parents on a case-to-case basis by chapter officers and its advisors.

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Use of Recording Devices

It has been called to the attention of the National Standards Committee that there have been instances where recording devices have been taken to meetings involving sensitive discussions, involving members who have been disciplined or whose conduct has been questioned and/or is under investigation. Please be advised that the use of a recording device, including but not limited to smart phones, is not permissible in any Delta Zeta-related conversation unless all concerned parties agree to its use and, if applicable, that agreement is noted in the official record of the meeting.

If a recording device is used in violation of this standard, the member or members involved will be subject to disciplinary action as stipulated in the Code of Regulations, Regulation III, Section 1.a. Policy Statement on Financial and Legal Liability Assistance

WHEREAS, the Delta Zeta National Sorority of Oxford, Ohio, (hereinafter referred to as “National”) is an incorporated fraternal organization; and

WHEREAS, there currently exists new member, initiate and alumna membership in a number of Delta Zeta Sorority collegiate chapters, colonies, alumnae organizations, housing corporations and the like (hereinafter referred to as “Local”); and

WHEREAS, National, as a separate legal entity, believes it reasonable, appropriate and necessary to declare its position in the event of a claim of legal or financial liability is asserted against the Local, its members or the National jointly with the Local and/or its members:

NOW THEREFORE, BE IT RESOLVED that:

1. Each Local shall report to the National every incident, injury or accident which could possibly give rise to a claim for damages against the Local, within 72 hours after the occurrence. This notification shall include a brief written account of the facts and circumstances surrounding the incident. Even if the Local believes a potential claim is without merit, it shall report the incident.

2. If the matter is covered by the National’s liability insurance, the carrier will provide legal counsel to the Local. The National will not be responsible for any damages or settlement amounts for claims against the Local in excess of the policy limits unless National Council, by resolution, authorizes such expenditure.

3. If the matter is not covered by the National’s liability insurance, the National may provide the Local with legal assistance in the form of consultation, advice and/or defense of any resulting litigation. Assistance may be withheld if the Local has not given the National notice of claim required in paragraph 1. The National will not be responsible for any damages or settlement amounts for claims against a Local unless National Council, by resolution, authorizes each expenditure.

4. The National will not provide any financial assistance to pay claims for damages or settlement amounts when the claim arises from Local activities in violation of federal,

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state or local laws or in violation of Sorority regulations or rules. Examples of prohibited activities are hazing or the use of alcohol or illegal substances at social functions. Likewise, the National will not provide any financial assistance arising out of Local functions involving inherently dangerous activities such as ski trips, raft trips, bicycle trips or races on public highways.

5. The National will not pay the fees of legal counsel employed by a Local unless the attorney has been selected by the National and employed at the express written direction of the National.

6. Assistance under this policy only will be provided to members or Locals in good standing.

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Section VIII: Sample Letters

Sample Letter Sample A-1: Notice of Due Process Meeting

NOTICE OF DUE PROCESS MEETING (To be retyped on Delta Zeta letterhead)

Date (Member’s Name) (Address)

Dear (Member):

Your presence is requested at a meeting with the (name of chapter) Chapter of Delta Zeta Sorority Executive Board/Standards Board, College Chapter Director and/or Regional Collegiate Director on (day of week, date) at (time) at the (place). The purpose of this meeting will be to discuss your recent actions which are grounds for discipline according to the Code of Regulations of the Delta Zeta Sorority, Regulation III. Section 1.

(Specifically state the allegations and refer to the appropriate cause for discipline as outlined in the Code of Regulations, Regulation III. Section 1.)

During the meeting, you will have the opportunity to discuss your actions with the Executive Board/Standards Board, the College Chapter Director and/or Regional Collegiate Director. Other individuals who have direct knowledge of the events may speak on your behalf and you have the opportunity to present written and oral documentation as to the incident which occurred on (date). You are asked to limit the number of individuals speaking on your behalf to three (3). These individuals may only be Delta Zeta sisters.

Please understand the purpose of this meeting is to permit the Executive Board/Standards Board, College Chapter Director and/or Regional Collegiate Director to obtain all the pertinent facts concerning the incident in question. Please be advised the committee and chapter advisors will permit and consider only those statements which are relevant to the event in question. The information you provide will assist them to determine whether there is just cause for disciplinary action.

If you have any questions regarding the above, please contact me.

Sincerely,

Imposing Officer

cc: Chapter President College Chapter Director

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Sample Letter Sample A-2: Notice of Due Process Meeting Determination

NOTICE OF DUE PROCESS MEETING DETERMINATION

(To be retyped on Delta Zeta letterhead)

Date (Member’s Name) (Address) Dear (Member): After deliberation of the facts as discussed in the meeting of (state date), it is the decision of the (college chapter) Executive Board/Standards Board, College Chapter Director and/or Regional Collegiate Director that there is not sufficient cause to justify implementation of any disciplinary action. Your membership remains in good standing as an active collegiate chapter member provided you continue to maintain the high standards of conduct expected of every member of Delta Zeta Sorority. Sincerely, Imposing Officer cc: Chapter President College Chapter Director

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Sample Letter Sample A-3: Probation Notice of Sanctions

PROBATION

NOTICE OF SANCTIONS (To be retyped on Delta Zeta letterhead)

(Date)

(Member’s Name) (Address)

Dear (Member):

After careful deliberation of the facts as discussed with you in the meeting of (date), it is the decision of the (college chapter) Executive Board/Standards Board, College Chapter Director and/or Regional Collegiate Director that your membership be placed on probation in accordance with the Code of Regulations of the Delta Zeta Sorority, Regulation III. Section 1 (state appropriate cause) and Section 2a.

The disciplinary action is based on the following reasons: (briefly explain the reasons for the action).

Your probation became effective (state date) for (state period of time probation will last).

The terms of your probation are as follows: (list terms below.)

At the end of (state period of time), your probation will be reviewed by the Executive Board, College Chapter Director and/or Regional Collegiate Director to determine if all the requirements have been completed. If they have, your membership will be returned to good standing. If you do not meet the terms of your probation as stated above, your membership will be suspended. You have the right to appeal the disciplinary action within five (5) days to the Executive Board.

If you have any questions regarding the above, please contact me.

Sincerely, Imposing officer

I have read and understand the contents of the probation letter.

Name Date

cc: Chapter President College Chapter Director Regional Collegiate Director

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Sample Letter Sample A-4: Probation Notice of Return to Good Standing

PROBATION

NOTICE OF RETURN TO GOOD STANDING (To be retyped on Delta Zeta letterhead)

(Date) (Member’s Name) (Address) Dear (Member): The (college chapter) Executive Board, College Chapter Director and/or Regional Collegiate Director wishes to advise you that they have reviewed the terms of your probation imposed on (date). You are hereby advised you have met the stipulated conditions of the disciplinary action taken against you and your membership in Delta Zeta Sorority is returned to good standing effective (date). You are once again entitled to all the rights and privileges of membership in Delta Zeta Sorority provided you maintain the high standards of conduct expected of every member of the Sorority. Sincerely, Imposing Officer cc: Chapter President College Chapter Director Regional Collegiate Director

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Sample Letter Sample A-5: Suspension Notice of Sanctions

SUSPENSION

NOTICE OF SANCTIONS (To be retyped on Delta Zeta letterhead)

(Date) (Member’s Name) (Address)

Dear (Member):

After careful deliberation of the facts as discussed with you in the meeting of (date), it is the decision of the Executive Board, College Chapter Director and/or Regional Collegiate Director that your membership be suspended in accordance with the Code of Regulations, Regulation III. Section 1 (state appropriate cause) and Section 2b.

The disciplinary action is based on the following reasons: (briefly explain the reasons for the action.)

Your suspension becomes effective (state date) for (state period of time suspension will last).

The terms of your suspension are as follows: (list items below.)

At the end of (state period of time), your suspension will be reviewed by the College Chapter Director and/or Regional Collegiate Director to determine if all the requirements have been met. If they have, your membership will be returned to good standing. If you do not meet the terms of the suspension as stated above, a recommendation will be made to the National Council that your membership be dismissed.

You have the right to appeal the disciplinary action within ten (10) days to the National Standards Chairman, (insert name and address). Sincerely, Imposing Officer

I have read the letter suspending my membership in Delta Zeta Sorority and understand its contents.

Name Date cc: Chapter President College Chapter Director Regional Collegiate Director National Standards Chairman

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Sample Letter Sample A-6: Suspension with Recommendation to Dismiss Notice of Sanctions

SUSPENSION WITH RECOMMENDATION TO DISMISS

NOTICE OF SANCTIONS (To be retyped on Delta Zeta letterhead)

(Date) (Member’s Name) (Address) Dear (Member):

After careful deliberation of the facts as discussed with you in the meeting of (date), it is the decision of the Executive Board, College Chapter Director and/or Regional Collegiate Director that your membership be suspended in accordance with the Code of Regulations, Regulation III. Section 1 (state appropriate cause) and Section 2b. It is recommended that the National Council dismiss your membership.

The disciplinary action is based on the following reasons: (briefly explain the reasons for the action.)

Your suspension becomes effective (state date) until a decision is reached by National Council.

The terms of your suspension are as follows: (list items below.)

You have the right to appeal the disciplinary action within ten (10) days to the National Standards Chairman, (insert name and address).

Sincerely, Imposing Officer

I have read the letter suspending my membership in Delta Zeta Sorority and understand its contents.

Name Date

cc: Chapter President College Chapter Director Regional Collegiate Director National Standards Chairman

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Sample Letter Sample A-7: Suspension Notice of Return to Good Standing

SUSPENSION

NOTICE OF RETURN TO GOOD STANDING (To be retyped on Delta Zeta letterhead)

(Date) (Member’s Name) (Address) Dear (Member): The (college chapter) Executive Board, College Chapter Director and/or Regional Collegiate Director wishes to advise you that they have reviewed the terms of your suspension imposed on (date). You are hereby advised you have met the stipulated conditions of the disciplinary action taken against you and your membership in Delta Zeta Sorority is returned to good standing effective (date). You are once again entitled to all the rights and privileges of membership in Delta Zeta Sorority provided you maintain the high standards of conduct expected of every member of the Sorority. Sincerely, Imposing Officer cc: Chapter President College Chapter Director Regional Collegiate Director National Standards Chairman

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Sample Letter Sample A-8: Suspension Notice of Recommendation to Dismiss

SUSPENSION

NOTICE OF RECOMMENDATION TO DISMISS (To be retyped on Delta Zeta letterhead)

Date (Member’s Name) (Address) Dear (Member): The terms of your suspension imposed on (date) have been carefully reviewed by your College Chapter Director, (insert name), and Regional Collegiate Director, (insert name). You are hereby advised it has been determined you have not met the terms and conditions of the disciplinary action taken against you. Therefore, there is no recourse but to recommend to the National Council of Delta Zeta Sorority that your membership be dismissed in accordance with the Code of Regulations, Regulation III. Section 1 and Section 2 (insert appropriate section reference[s]). You have the right to appeal the decision within ten (10) days of receipt of this letter to the National Standards Chairman, (insert name and address). Sincerely, Imposing Officer cc: Chapter President College Chapter Director Regional Collegiate Director National Standards Chairman

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Sample Letter Sample A-9: Notice of Due Process Meeting – New Member

NOTICE OF DUE PROCESS MEETING - NEW MEMBER

(To be retyped on Delta Zeta letterhead)

Date (New Member’s Name) (Address)

Dear (New Member):

Your presence is requested at a meeting with the (name of chapter) Chapter of Delta Zeta Sorority Executive Board, New Member Advisor, College Chapter Director and/or Regional Collegiate Director on (day of week, date) at (time) at the (place). The purpose of this meeting will be to discuss your recent actions which are grounds for depledging according to the Code of Regulations of the Delta Zeta Sorority, Regulation I. Section 4(a).

(Briefly state all allegations).

During the meeting you will have the opportunity to discuss your actions with the Executive Board, New Member Advisor, the College Chapter Director, and/or Regional Collegiate Director. All individuals who have direct knowledge of the events may speak on your behalf and you have the opportunity to present written and oral documentation as to the incident which occurred on (date). You are asked to limit the number of individuals speaking on your behalf to three (3). These individuals must be Delta Zeta sisters.

Please understand the purpose of this meeting is to permit the Executive Board, New Member Advisor, College Chapter Director and/or Regional Collegiate Director to obtain all the pertinent facts concerning the incident in question. Please be advised the committee and chapter advisors will permit and consider only those statements which are relevant to the event in question. The information you provide will assist them in the decision-making process.

If you have any questions regarding the above, please contact me. Sincerely, Imposing Officer cc: Chapter Vice President of New Member Education Chapter President New Member Advisor College Chapter Director

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Sample Letter Sample A-10: Notice of Due Process Meeting Determination – New Member

NOTICE OF DUE PROCESS MEETING DETERMINATION – NEW MEMBER

(To be retyped on Delta Zeta letterhead)

Date (New Member’s Name) (Address) Dear (New Member): After careful deliberation of the facts as discussed with you in the meeting of (state date), it is the decision of the (college chapter) Executive Board, New Member Advisor, College Chapter Director and/or Regional Collegiate Director that there is not sufficient cause to justify your depledging at this time. You will remain a new member of Delta Zeta Sorority provided you continue to maintain the high standards of conduct expected of every new member of the Sorority. Sincerely, Imposing Officer cc: Chapter Vice President of New Member Education Chapter President New Member Advisor College Chapter Director

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Sample Letter Sample A-11: Notice of Depledging

NOTICE OF DEPLEDGING

(To be retyped on Delta Zeta letterhead)

Date (New Member’s Name) (Address) Dear (New Member): After careful consideration of the facts presented by you during the meeting of (date), the (college chapter) Executive Board, New Member Advisor, College Chapter Director and/or Regional Collegiate Director wishes to advise you that your actions were and are not consistent with the standards of conduct expected of a new member of Delta Zeta Sorority. Therefore, it is the decision of the Executive Board and chapter advisors that you be depledged in accordance with the Code of Regulations of the Delta Zeta Sorority, Regulation I. Section 4(a). Sincerely, Imposing Officer cc: Chapter Vice President of New Member Education Chapter President New Member Advisor College Chapter Director

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Section IX: Resources

In addition to this manual, the Constitution, Code of Regulations, Delta Zeta Standing Rules and Policies, and the following manuals serve as valuable resources for the chapter standards board.

Academics Manual Financial Guide

The manual resources are posted on the Members page of the website>Top Resources>Manuals. The Constitution, Code of Regulations and Standing Rules and Policies are posted on the Members page of the website>Top Resources>Governing Documents.