Regardless of the current level of campus operations at your university or the social distancing guidelines in effect, internal accountability processes are still able to be performed virtually. The Expulsion Process as outlined would be used to address judicial matters that meet the grounds for expulsion found in Code III, Section 12 of the Chapter Codes. For expulsion proceedings relating to financial and academic deficiencies, the chapter could move forward with the Alternative Method of Expulsion outlined in Code III, Section 13, B. in the Chapter Codes. The process below outlines the steps the chapter could take to host virtual expulsion proceedings.
For additional information regarding the expulsion process, please reference:
Prior to Expulsion Proceedings
A chapter may institute expulsion proceedings against a student member by serving the student member with a written notice of the chapter’s intent to expel the student member at least forty-eight (48) hours prior to the expulsion proceeding (hereinafter, “Expulsion Notice”).
The written expulsion notice may be sent in the form of an e-mail or by delivering a physical copy to the student member if possible. The Expulsion Notice shall contain charges, time/place of the hearing, Code III, Section 13 of the Chapter Codes and Article VI of the Constitution, and a copy of the full Constitution and Chapter Codes
A quorum of members must be present at the meeting to conduct the proceeding. If a quorum is not present, the proceeding shall be recessed and rescheduled and each step completed until this point shall be be repeated. It is imperative to select a time that will work best for the members to attend the virtual expulsion proceedings.
After selecting the date/time for the expulsion proceedings and delivering the Expulsion Notice to the student member, the president, or a designated individual shall send a calendar invite to the members with the teleconference details (Zoom, GoToMeeting, RingCentral, Microsoft Teams, etc.). The chapter is encouraged to allow the host the opportunity to grant access to members from the virtual waiting room, mute individuals as they join the meeting, and disable recording of the meeting.
Hosting the Virtual Expulsion Proceedings
The chapter president shall preside at the proceeding and is responsible for filling out the Affidavit of Expulsion to be submitted to the International Fraternity via email or physical mail. The chapter president is in control of the virtual meeting which can be conducted as an agenda item at a regular chapter meeting or may be the agenda item for a specially called chapter meeting, pursuant to the chapter’s bylaws.
The chapter president shall monitor the individuals as they are granted access to the meeting from the virtual waiting room. He shall ensure that only active members in good standing with the chapter are granted access to take part in the proceeding. The proceeding shall be conducted in accordance with Robert Rules of Order. The individual leading the proceeding is encouraged to utilize the mute function, with members raising their hand to be addressed. After all allegations, information, and testimony have been provided by both the chapter and the member being brought up for expulsion, the chapter shall discuss such allegations, information, and testimony.
The chapter shall vote in favor of or against the proposed expulsion. To expel a member, at least two-thirds (2/3) of the members present at the proceeding must vote in favor of the expulsion. Voting during the virtual expulsion proceeding may be conducted by either utilizing the “raise hand” feature or by using the chat function. The chapter president should provide a reasonable amount of time for the members in attendance to cast their vote and clearly communicate before proceeding.
After the Expulsion Proceedings
If the motion carries, the chapter shall send written notice of the expulsion to the expelled member’s last known address (hereinafter, “Expulsion Action”). The chapter shall then report the expulsion to the Executive Vice President, Justin Buck (email@example.com) within five (5) days of the expulsion along with the following documentation:
- A copy of the “Expulsion Notice” that notified the member of the proceeding
- A physical or digital version of the signed Affidavit of Expulsion
- A copy of the “Expulsion Action” mailed to the expelled student
For archival purposes, the Executive Vice President shall maintain a file for each expulsion. Please contact your chapter consultant or director of services with any additional questions or concerns regarding the expulsion process.