Suggested Chapter Bylaws

Chapter I: Organization
The _____ Chapter of Tau Kappa Epsilon Fraternity, located at _____, being recognized as a collegiate chapter of Tau Kappa Epsilon Fraternity, specifically adopts, accepts and acknowledges the International Constitution and International Bylaws and Traditions of Tau Kappa Epsilon Fraternity and, in addition, the following Bylaws are adopted under which this Chapter shall operate.

Chapter II: Meetings
Section 1. Regular Meetings. Regular meetings of the Chapter shall be held in the Chapter Room (or other designated location) every _____ of the regular school year at _____, provided that in case of emergency or necessity, the day, hour or place may be changed by the Prytanis on sufficient notice placed in a conspicuous location for all members to see.

Section 2. Special Meetings. Special meetings may be called at any time by the Prytanis or shall be called by him upon written request of not less than ten percent (10%) of the undergraduate members by posting the call on the official Chapter bulletin board at least 24 hours in advance of the time fixed for the meeting. The purpose of the meeting shall be clearly stated in any such request, and in the call to order of such meeting.

Section 3. Quorum. Fifty-one percent (51%) of the undergraduate members in good standing shall constitute a quorum for the conduct of business at any regular or special meeting of the Chapter.

Section 4. Opening and Closing. The first meeting of each month shall be a formal ritual meeting of the Chapter and shall have a specific order of business. The informal opening and closing ritual shall be used for all other weekly meetings during the calendar month and follow the same order of business. However, formal ritual may be used for each and every meeting of the Chapter. Nothing herein shall in any way discourage formal ritual for all meetings at the Chapter.

Section 5. Order of Business. The order of business for meetings shall be as follows:

  1. Opening by Prytanis, using ritual. (Only initiated members may attend when the formal ritual is used.)

  2. Roll Call by Grammateus.

  3. Reading of minutes of last meeting by Grammateus
    • Reading of names of unexcused absences

    • Reading of names of excused absences

  4. Report of Officers and Committee Chairmen
    • Epiprytanis: Report on status of Bylaws, Policies, and committee issues.

    • Grammateus: Remind Chapter of unfinished business and pending legislation, read any correspondence received by the Chapter since the last meeting.

    • Crysophylos: Report on status of Chapter finances; collection of fees, dues, rent, assessments, etc.; accounts receivable; accounts payable; status of initiation fees. Present a written statement at the first meeting of each month of each member owing monies to the Chapter.

    • Histor: Report on communications and visits with/by alumni, status of Chapter’s alumni newsletter, status of communication with the editor of The Teke Magazine.

    • Hypophetes: Report on status of Chapter Scholarship Program, status of member and Chapter scholastics, Chapter and campus activities and projects, fraternal activities and projects.

    • Pylortes: Report on such special activities as may from time to time be assigned by the Prytanis.

    • Hegemon: Report on the Education Committee, the Chapter Education Program, the New Member Education Program, and the Ongoing Education Program.

    • House Chairman: Report on condition of the Chapter house, meeting room, etc. Report on status of special house projects.

    • Recruitment chairman: Report on Recruitment Committee and the recruitment efforts of the Chapter. Remind members of coming events and note any changes in previously approved plans.

    • Athletic Chairman: Report on Chapter intramural activities.

    • Membership Quality Board Chairman: Report on date of next meeting, general status of members, and the Member Standards.

    • Social Chairman: Report on social activities of the Chapter and the campus, update social calendar.

    • Report of Other Committees: any other committee not listed.

  5. State of the Chapter Address by Prytanis. Prytanis should probably give report from Board of Advisors.

  6. Reading of correspondence, other materials, if any

  7. Announcements not previously covered

  8. Unfinished business as previously reported by the Grammateus during the reading of the minutes.

  9. New business. All new business shall be submitted to the Grammateus at least 24 hours prior to the start of any meeting.

  10. Discussion on prospective members, when appropriate.

  11. Passing of the gavel for remarks for the good of the Fraternity.

  12. Closing by Prytanis, using ritual.

Section 6. Special Order of Business. The following shall be special order of business on the occasions specified:

  • At the first regular meeting after any Conclave, the report by the Chapter delegate regarding all legislative issues, the results of the Grand Council elections, and any other Conclave matter, shall be given following the reading of the minutes.

  • Following official visits by a representative of the International Fraternity, his report shall be given following the reading of the minutes.

  • At meetings called by, or because of, a General Court, the business of the Court or its recommendations shall be taken up immediately following Roll Call, following the reading of the minutes.

  • Charges against members shall be heard under the proper headings, and the method, time, and procedure of trial determined immediately thereafter, and special court selected if trial is to be by that method.

  • At the last regular meeting in the month of April, the nomination of Chapter Advisor, and Campus Advisor, under new business.

  • At the next regular meeting after a vacancy occurs in an office, the election and installation to fill said vacancy shall be taken up under the report of the Nominations Committee. This meeting shall be a formal ritual meeting.

  • At the last meeting of the year, the Chapter shall conduct the Fraternity for Life ritual, assisted by representatives from the Board of Advisors and/or the Alumni Association in order to induct the graduating seniors.

Section 7. Voting. Voting on motions, on Candidates for Membership, on election to office and/or all other voting activities of the Chapter shall be open and by the usual sign, except the Prytanis may call for a division of the house or a Roll Call and must do so if requested by at least five fraters. Secret ballot shall be allowed only on Top TKE Chapter Member or other such awards. Absentee voting is never permitted.

Section 8. Elections.

  1. Election of officers shall be held at the first regularly scheduled meeting in the month of December, under new business.

  2. Two weeks prior to the election, the Prytanis shall post on the bulletin board or other prominent place a listing of each office. Any interested frater may post his own name in nomination for that office.

  3. During the election meeting, each candidate for office shall have five minutes to present a statement as to his qualifications and his plans to carry out the office.

  4. Voting for each office shall be open and by the raising of hands for each office. Should no candidate receive a simple majority on the first vote, the bottom candidate will be removed and another vote taken. This shall proceed until one candidate receives a simple majority.

  5. Special elections to fill unexpired officer terms shall proceed in the same manner as regular elections except that the duty to post notice on the bulletin board for two weeks shall not apply.

Section 9. Attendance at Chapter Meetings. Every member shall be present at every meeting unless excused by the Prytanis, said application being submitted to the Grammateus and approved by the Prytanis. If a member is absent from two successive regular meetings without excuse, he shall have his right to vote removed until he shall be reinstated by a simple majority vote of a quorum at a regular meeting. The Prytanis and Hypophetes shall interview any such person as soon as possible after his suspension from voting and counsel him. Suspension of voting rights shall not affect financial obligations to the Fraternity.

Section 10. Attendance by Alumni. Any alumnus or honorary member may attend any meeting of the chapter and may join in discussion and debate the same as any active member, but may not make or second motions or vote.

Chapter III: Officers and Committees
Section 1. Prytanis. The Prytanis has all the duties and powers of a President and serves as the Chief Executive of the chapter. The responsibilities of Prytanis are:

  1. Oversee the Chapter as the presiding officerat all meetings, including but not limited to, meetings of the Chapter officers, formal Chapter meetings, informal chapter meetings, and rituals.

  2. Enforce the constitution, laws, traditions, rituals, and local bylaws and rules, at all times.

  3. Listen to the needs of the chapter and attempt to meet them. Clarify the goals of the chapter and carry out the wishes of the chapter, delegating work as appropriate.

  4. Appoint all committee chairmen; removing ones who do not fulfill their responsibilities. Appoint a delegate to Conclave, and a delegate to campus interfraternal organizations.

  5. Get all chapter members involved during the semester.

  6. Ensure communications between your chapter, your school, and other fraternities; between your chapter and the Offices of the Grand Chapter; and between your chapter and your alumni.

  7. Along with the Hypophetes, maintain the chapter morale at a high level.

  8. Facilitate the running of the operations of the house.

  9. Be the spokesman for the chapter.

  10. Represent the chapter at Conclave, and see that the chapter participates in TKE educational conferences and programs.

  11. Attend Alumni Association meetings as the chapter representative.

  12. Coordinate an officer retreat with the Chapter Advisor and a chapter retreat with the Chapter Advisor.

  13. Help the Crysophylos prepare an adequate budget.

  14. Be a leader; influence others for the benefit of the chapter. Make responsible decisions.

Section 2. Epiprytanis. The Epiprytanis has all the duties and powers of a vice president. In the absence of the Prytanis, he performs all of his duties. The responsibilities of Epiprytanis are:

  1. Assist the Prytanis as required.

  2. Hold copies of The Black Book and the chapter Constitution and Bylaws. Be familiar with their contents, bring copies to meetings, and be prepared to answer or secure answers for any question or interpretation of them.

  3. Keep the chapter Constitution and Bylaws up-to-date by inserting all amendments and updates as necessary.

  4. Review Bylaws at least annually; look for updates needed to keep them current.

  5. Coordinate the activities of all committees.

Section 3. Grammateus. The Grammateus has all the duties and powers of Secretary. The responsibilities of Grammateus are:

  1. Keep the list of chapter officers on file with the Offices of the Grand Chapter updated. Do this using the TKE Maintenance Module

  2. Keep a permanent record of all proceedings of the chapter, sharing the minutes with the Chapter Advisor and Board of Advisors, and passing these records on to your successor.

  3. Attend to all correspondence not otherwise delegated, keeping a file of all official chapter correspondence with the Offices of the Grand Chapter, the college or university, and other interested parties.

  4. Develop a new phone list every term, providing a copy to each member.

  5. Report to the chapter at all meetings any unfinished business.

  6. Assist with the compilation of the annual membership roster, which is used by the Offices of the Grand Chapter to calculate Annual Membership Fees.

  7. Assist the Prytanis in preparing the Annual Report and any applications for Chapter awards, both due to the Offices of the Grand Chapter each spring.

  8. Retiring Grammateus shall notify the Offices of the Grand Chapter with a roster of the newly elected officers within 10 days of officer elections.

Section 4. Crysophylos. The Crysophylos has all the duties and powers of Treasurer. The responsibilities of the Crysophylos are:

  1. Collect all money due to the chapter.

  2. Disburse chapter funds, timely paying chapter obligations. Reference the Fee Structure regarding fees owed to the Offices of the Grand Chapter and cooresponding due dates.

  3. Remit promptly (within 15 days) to the Offices of the Grand Chapter all initiation registrations and fees.

  4. Prepare accurate monthly financial reports of cash receipts and disbursments. Distribute to the Chapter Advisor, Board of Advisors, and post one for all members of the chapter to read.

  5. File an Annual Report with the Offices of the Grand Chapter as required by the Black Book.

  6. Make sure that all candidates register and pay their candidate fee on-line, so that they may promptly receive their candidate kits.

  7. Ensure that all initiate fees are remitted to the Offices of the Grand Chapter in a timely manner.

  8. Assist in making the chapter budget.

Section 5. Histor. The Histor has all the duties and powers of a Historian. The responsibilities of the Histor are:

  1. Produce newsletters for chapter members and alumni and forward a copy to the Offices of the Grand Chapter.

  2. Provide information for The Teke magazine about chapter activities.

  3. Safely keep, and transmit to your successor, the chapter scroll.

  4. Take photos or videos of chapter events to record chapter history for each term.

  5. Coordinate the development of composites.

  6. Cooperate with local alumni associations, where they exist, to provide programming for Teke alumni.

Section 6. Hypophetes. The Hypophetes serves as the Chaplain. The responsibilities of the Hypophetes are:

  1. Develop a calendar for rituals, in conjunction with the Hegemon and Prytanis.

  2. Keep all ritual items and make an inventory of them.

  3. Preside in the absence of both the Prytanis and Epiprytanis.

  4. Administer the oath of officers elect.

  5. Counsel with any member about his academic progress and difficulties, arranging for further help, tutoring and counseling as needed.

  6. Patricipate on the scholarship committee.

  7. Maintain the chapter morale at a high level.

Section 7. Pylortes. The Pylortes has all the duties and powers of a Sergeant-at-Arms. The responsibilities of the Pylortes are:

  1. Be the primary risk management representative for the chapter.

  2. Act as doorkeeper at meetings, maintaining order as needed or directed by the Prytanis.

  3. Work with the chapter to develop an alcohol awareness program.

  4. Set up before chapter meetings.

  5. Be custodian of all flags, properly displaying them whenever customary.

Section 8. Hegemon. The Hegemon is the chapter educator, primarily concerned with the preparation of Candidates. The responsibilities of the Hegemon are:

  1. Prepare a written program covering all aspects of the new member education program and supervise the program.

  2. Ensure that candidates are registered with the Offices of the Grand Chapter. Candidates should register using the TKE Maintenance Module.

  3. Implement a Membership Development Program, "The Blueprint" for all members.

  4. Be in charge of Candidate activities, which should stress scholarship, recruitment, active participation, and leadership.

  5. Constantly monitor the progress of new members.

  6. Cooperate with the Prytanis in the selection of big brothers.

Section 9. House Manager. The responsibilities of House Manager are:

  1. Obtain and keep a record of signed room rental or other signed housing contracts, distributing new contracts and filing copies of signed contracts with the Chairman of the Board of Advisors or his representative.

  2. Meet regularly with the Board of Advisors, assisting in assessing of all room charges by the Board of Advisors.

  3. Keep a record of all damages for each occupant, and all other matters concerning the premises and property.

  4. Assist in preparing the house budget with the Prytanis, Crysophylos, and Board of Advisors.

  5. Ensure that all contracts with repairmen and other services are reviewed and approved by the Board of Advisors prior to being signed.

  6. Approve payment of all bills for the house and submit them to the Board of Advisors for payment.

  7. Supervise all cleaning and maintenance activities for house and grounds.

Section 10. Social Committee. The responsibilities of the Social Committee are:

  1. Prepare a social program based on the budget that has been approved by the Board of Advisors.

  2. Supervise and direct the social program in accordance with established Risk Management Guidelines, hiring halls, bands, services, purchasing supplies, or making other expenditures within the budget, with all contracts being reviewed and approved by the Board of Advisors prior to being signed by the Chairman of the Board of Advisors.

  3. Ensure that sufficient quantities of non-alcoholic beverages and food are available at all social functions.

Section 11. Recruitment Committee. The responsibilities of the Recruitment Committee are:

  1. Develop and implement an appropriate and effective program to attract new members to the Fraternity, submitting the program in writing to the Chapter at the end of each term for approval for the next term.

  2. Ensure that all Chapter members are trained in recruitment techniques.

  3. Invite interested individuals to accept membership and to report the same to the Chapter at the next meeting.

  4. The Recruitment Committee Chairman serves as a member of the Membership Quality Board.

  5. Be aware of all programs and resources available to assist the Chapter in its recruitment efforts.

Section 12. Athletic Committee. The responsibilities of the Athletic Committee are:

  1. Organize, and supervise, the athletic participation of the Chapter in all appropriate events.

Section 13. Risk Management Committee. The responsibilities of the Risk Management Committee are:

  1. Ensure that the Chapter follows Risk Management Guidelines.

  2. Develop, implement, and enforce a social protocol/strategy that addresses all matters of risk management, which may include but not be limited to alcohol, drugs, hazing, etc. on Chapter property or at Chapter functions, and other risk management concerns.

  3. Cooperate with the Pylortes in ensuring that all Chapter members are educated in, and aware of, risk management guidelines.

  4. Report violations to the Chapter Advisor, the Board of Advisors, and the Offices of the Grand Chapter.

Section 14. Membership Quality Board. The responsibilities of the Membership Quality Board are:

  1. Develop Recruitment Standards and Member Standards and to present them to the Chapter for approval.

  2. Review these standards each year and present recommendations to the Chapter for approval.

  3. Interview each Candidate for Membership.

  4. Evaluate Chapter members each academic term, according to the established Member Standards.
  5. Recommend placing members on warning, probation or suspension, or refer to the appropriate authority (Judicial Board or Board of Advisors) for action.

  6. Recommend charges for revocation of membership for any member who has seriously or repeatedly fallen below the Member Standards. These charges shall be read at the next regular Chapter meeting and a vote should be taken to empanel a Special Court. The Special Court shall be conducted as outlined in The Black Book.

  7. Recommend members who have met the Member Standards on a sustained basis for appropriate recognition (i.e., Knights of the Classic Lore, Order of the Founders).

Section 15. Duties, Rights, and Responsibilities. The duties, rights, and responsibilities of Officers and Committee Chairman are:

  1. Chapter officers are to serve from January 1 to December 31, exercising the duties as defined in the International Constitution and Bylaws of TKE and further defined in these Bylaws. The Chapter officers shall be known as the Executive Committee;

  2. The Chapter may remove any of the officers by a two-thirds vote of the members in good standing attending any regular meeting at which a quorum is present;

  3. The Prytanis shall appoint, after consultation with the Executive Council, the following: House Manager, Social Chairman, Recruitment Chairman, Athletic Chairman, Risk Management Committee Chairman, and the Membership Quality Board Chairman. The Prytanis may appoint any other committees he sees fit. Committee chairmen should choose their own committee members, subject to the approval of the Prytanis.

  4. Each committee chairman is responsible for the successful functioning of his committee, and may be replaced at any time by the Prytanis, who shall report any such changes to the Chapter at the next regular meeting.

  5. Each officer may appoint such members as he may see fit to assist him in proper and successful carrying out of the duties of his office.

Chapter IV: Finances
Section 1. Candidate and Initiation Fees. After receiving a bid, each candidate shall pay his Candidate Fee to the Offices of the Grand Chapter. Prior to his initiation, each candidate shall pay to the Offices of the Grand Chapter the appropriate Initiation Fee. No extension of time may be granted, nor shall any candiate be initiated until all fees are paid in full.

Section 2. Member Dues. Dues are set by the Chapter based on the requirements of the approved chapter budget that has been reviewed by the Board of Advisors. The budget must include all fees and assessments due to the Offices of the Grand Chapter, including Annual Membership Fees and Risk Management Fees.

Section 3. Special Assessments. Special assessments may only be levied by a two-thirds vote of the Chapter and only with the approval of the Board of Advisors.

Section 4. Rebate for Prompt Payment. Fraters paying their dues in full for a term before the first day of classes shall receive a 10% rebate.

Section 5. Rendering Bills. The Crysophylos shall, prior to the first meeting of every month, give each member a statement for the monies owed.

Section 6. Payment of Bills and Delinquencies. All debts to the Chapter or Board of Advisors for dues, fees, rent, assessments or other monies must be paid by the due date established by the Chapter. All unpaid accounts are delinquent and incur a 10% penalty.

Section 7. Suspension for Non-Payment. Any member who shall be delinquent shall be automatically suspended from all Chapter activities and shall have no privileges until he shall have satisfied the indebtedness. In case the suspended individual is an officer, the Prytanis shall appoint another Frater to fill the office until the suspended officer is either reinstated or removed. Should the Chapter be unsuccessful in securing settlement of the debt, the Chairman of the Board of Advisors shall commence action under The Black Book to remove the individual’s membership and turn the indebtedness over to a collection agency.

Section 8. Expenditures. No expenditure shall be made, indebtedness incurred, by any person not expressly authorized to do so within these Bylaws. No person authorized to spend or incur indebtedness shall exceed his authorized budget.

Section 9. Bills, Payments, Disputes. No invoice in excess of $1 shall be paid by cash. No bill shall be paid without presentation of receipts. All checks require at least two signatures (both of whom must be officers); at least one signatory must be the Prytanis or Crysophylos. All disputes over accounts shall be referred to the Executive Committee who, after review, may further refer them to the Board of Advisors.

Chapter V: Membership
Section 1. Recruitment. At the last regular meeting of each school term, the Recruitment Chairman shall present his plans, programs and budget requirements to the Chapter for approval. Once approved, the Recruitment Chairman is empowered to conduct activities, to invite new men to join, and to arrange all matters to successfully bring men into the Fraternity as new members.

Section 2. Voting on Candidates for Membership. Selection and voting shall proceed in the following manner:

  1. Immediately after a recruitment activity, the Chapter shall meet to determine which prospective members should be referred to the Membership Quality Board for a membership interview.

  2. The Recruitment Chairman may individually refer a prospective member to the Membership Quality Board for a screening interview.

  3. After the Membership Quality Board interviews a prospective member, it shall determine if the he is to be invited to join TKE. The MQB shall inform the prospective member of its decision within the next 2 days.

  4. If a prospective member is approved, he shall be presented with an invitation to join the Fraternity (bid card).

  5. After accepting the bid, the candidate shall be inducted (using the candidate induction ceremony) within 14 days.

Section 3. Probation. Any member of the Chapter may be placed on a probationary status for failing to meet the Member Standards established by the Chapter. While on probation status, members may lose specific privileges. Some of the privileges that may be taken away include: voting rights, the right to participate in social programs, the right to participate in athletic programs, the right to serve as a Big Brother, the right to select new members, the right to hold office, and the right to live in the Chapter house.

Chapter VI: Amendments to Bylaws
Section 1. How Made. Proposed amendments to these Bylaws shall be submitted in writing to the Epiprytanis who shall post the same on the bulletin board and present the same to the Chapter at the next regular meeting under new business for discussion after which the proposed amendment shall lay on the table until the next regular meeting when, if duly seconded and receiving a two-thirds favorable vote, it shall be declared adopted.

Section 2. Duty of Epiprytanis to Enter. It shall be the duty of the Epiprytanis to immediately enter in all copies of the Bylaws all amendments thereto.