NPC Judicial Procedures:

Training for College Panhellenics

Resources: NPC Manual of Information,

AFA Annual Mtg 2008 Judicial Procedures Presentation by SMU, Law & Order, NPC Judicial Procedures Training

National Level: National Panhellenic Conference (NPC)◦ 26 National Delegates (1 from each sorority)◦ UNANIMOUS AGREEMENTS vs. guidelines◦ Manual of Information (aka: MOI, the green book)◦ NPC Area Advisor our resource

Local Level: Panhellenic Council◦ Panhellenic Judicial Board

Vice President serves as Chairman with voice but no vote.

1 representative from each sorority◦ Panhellenic Judicial Board vs. Greek Judicial Board

Background of Panhellenic

To facilitate constructive conversation between chapters/parties who have concerns.

To encourage/recommend INTERNAL sanctions

in an effort to abide by the NPC Unanimous Agreements, best practices, and the Panhellenic Council’s constitution, bylaws, and standing rules.

Why does the Judicial process exist?

Benefits of the NPC Judicial Process

Fairness – provides a fair opportunity to resolve disputes through mediation or the hearing process

Format – the MOI details a step-by-step meeting procedures with supporting documents

Forms – ensures proper notification and documentation

Violations of what?

NPC Unanimous Agreements College Panhellenic’s Constitution College Panhellenic’s Bylaws Standing Rules Recruitment Rules Code of Ethics

Governing Documents

How do I deal with an infraction?

3. Mediation

4. Judicial Board

2. Violation Report Form

1. Informal Discussion

If representatives of both parties are comfortable having a conversation, NPC encourages informal discussion between the parties to address the concern.

If a mutual understanding exists, then the parties must contact the Panhellenic President or Advisor to inform her of the discussion. No further action will take place.

If a mutual understanding is not achieved, or the concern cannot be resolved, then move to STEP 2.

Step 1: Informal Discussion

The accusing chapter has 30 days from the day of the incident to fill out a Violation Report.

The form should be turned into the Panhellenic President. If the President is unavailable or the violation is against

her sorority, the report should be turned into the Panhellenic Advisor.

The form will be reviewed to ensure it has been filled out completely; an incomplete report shall be returned.

The Panhellenic President will notify the accused sorority in writing by delivering the Notice of Infraction to the chapter president within seven days of receiving the Violation Report.

The accused sorority shall contact the Panhellenic president within seven days to schedule mediation. Mediation shall be held unless the accused sorority chooses to proceed directly to a judicial hearing.

Panhellenic Recruitment Director Pi Chi PNM Panhellenic Advisor

The accused fraternity shall contact the Panhellenic President within one week to schedule mediation or choose to proceed directly to a judicial board hearing.

Step 2: Violation Report Form

Proper Reporting Authority (new!) Infractions (excluding recruitment infractions)

Chapter President Executive officer/board member of a chapter Panhellenic officer Panhellenic Advisor

Recruitment Infractions Chapter President Panhellenic Recruitment Director Panhellenic Counselor Potential New Member Panhellenic Advisor

What is mediation?

A facilitated discussion between two parties where a concern exists.

It is a process of “assisted negotiations”. All parties must be willing to be open and candid.

The outcome of the mediation is entirely dependent on all parties involved. All must be willing to work towards an agreement.

Who attends mediation?

All parties need to be represented. Each party may have no more than 3

representatives, including a chapter advisor. The representatives need to have the

authority to make decisions on behalf of the parties.

The mediator is an unbiased, neutral third party who has no interest of the outcome of the concern.

The goal of mediation is the satisfaction of the concerned party and the charged chapter.

Everything discussed in the mediation is CONFIDENTAL, including the final agreement.

Each party is allowed to tell their version - uninterrupted.

The chapters will negotiate appropriate actions to be taken. There are no “sanctions”, rather the outcome is an agreement; it may have expectations or actions that need to be completed.

If no mutual agreement can be reached during the Mediation, then a Judicial Hearing will be scheduled.

Hearings are closed to the public and are confidential (as are mediations).

All parties need to represented at the hearing. Each party may have no more than 3 representatives, including an advisor.

Hearing Order of Events in packet.◦ Both parties tell their version to judicial board.

Minutes are taken and a final Summary Report is signed.

Step 4: Judicial Hearing

Penalties◦ Board shall strive to achieve a fair and reasonable

resolution for infractions.◦ Should fit the nature and degree of the offense.◦ Monetary fines only for measurable infractions or

predetermined amounts stated in recruitment rules◦ Penalties not allowed:

Forbidding functions that observe a national celebration Affecting quota or total. Affecting new member acceptance and/or initiation. Forbidding the right to vote in Panhellenic meetings.

◦ Shall not exceed one calendar year from the time the decision is final.

Step 4: Judicial Hearing

Handle all alleged violations of NPC Unanimous Agreements and the College Panhellenic constitution, bylaws, code of ethics, membership recruitment rules and standing rules that are not settled in the mediation process

Educate member fraternities about the Panhellenic judicial procedure

Conduct a fair hearing with impartial judicial board members following the NPC Unanimous Agreement VII, College Panhellenic Judicial Procedure

Maintain confidentiality throughout and upon completion of the judicial process

Duties of the College Panhellenic Judicial Board

If ANY involved party is not satisfied with the outcome of the Judicial Hearing, the party has one week to appeal.◦ NPC College Panhellenics Judicial Appeals

Committee◦ Inter/National Presidents◦ NPC Executive Committee◦ National Panhellenic Conference Board of

Directors All decisions made by NPC are FINAL

Step 5: The Appeal Process

Yes! It’s that simple!

More information in MOI Judicial Procedures Section

Documents can be found at https://www.npcwomen.org/college-panhellenics/for-officers/officer-toolkit.aspx

ORwww.uca.edu/panhellenic/resources