National Committee on Chapter Maintenance Policy Manual

1. National Committee on Chapter Maintenance meetings shall serve as a “forum of communication” for Chapters to openly discuss ideas, problems and solutions, conflicts, and et cetera. The National Committee on Chapter Maintenance shall encourage dialogue whether the subject matter is internal, between Chapters, or between Chapter(s) and National Officer(s).

2. The National Committee on Chapter Maintenance shall conduct a “Chapter Review Session” during the National Committee on Chapter Maintenance Convention meeting.

   1. This session will allow each Chapter an allotted amount of time to report on its general status, problems encountered, goals achieved, assistance desired, and any other relevant material.
   2. Based on a Chapter’s report, the National Committee on Chapter Maintenance may elect to add items to the meeting’s agenda.

3. The National Committee on Chapter Maintenance shall assist the National Vice President of Chapter Maintenance in maintaining the Maintenance section of the Chapter Handbook.

4. The National Committee on Chapter Maintenance shall work to ensure the continued Active status of all Chapters.

   1. The National Vice President of Chapter Maintenance shall make an attempt to establish good working relations with the faculty and staff, especially Chapter advisors, of schools where Mu Beta Psi is located.
   2. The National Vice President of Chapter Maintenance and National Committee on Chapter Maintenance shall maintain a set of “warning signs” that indicate a Chapter might be in trouble.

      1. These warning signs might include less than ten active Brothers, several consecutive smaller-than-normal pledge classes, frequency of Brother’s Court trials, failure to submit required National documentation, frequent internal and external conflicts, etc.
      2. Warning signs shall serve to alert the National Committee on Chapter Maintenance that a Chapter might be in danger and needs help, before the Chapter actually comes to a point where they are not in Good Standing or forced onto Probation.
   3. If a Chapter meets one or more “warning signs”, the National Vice President of Chapter Maintenance shall contact the Chapter to offer the assistance of their office and the assistance of the National Committee on Chapter Maintenance.
   4. The National Committee on Chapter Maintenance shall assist Chapters who are not in Good Standing to regain its Good Standing.

5. The National Committee on Chapter Maintenance shall be jointly responsible with the National Committee on Expansion to administer and employ the Non-Functioning Chapter and Reinstatement Policy.

   1. The National Committee on Chapter Maintenance shall work actively with the National Committee on Expansion and the National History and Archives Committee, when appropriate, to assist in the reactivation of dormant Chapters of Mu Beta Psi.
   2. The National Committee on Chapter Maintenance shall assist in keeping the Non-Functioning Chapter and Reinstatement Policy up-to-date by conducting a yearly review of the Policy at Convention.
   3. Amendments submitted by the National Committee on Chapter Maintenance shall be forwarded to the National Executive Committee for review and approval.
   4. The National Committee on Chapter Maintenance shall make no recommendations, which would negatively affect the current status of any Chapter.

6. The National Committee on Chapter Maintenance shall ensure that each Chapter possesses, and is properly using, a current version of Robert’s Rules of Order.

   1. The National Vice President of Chapter Maintenance shall ensure that each Chapter’s Parliamentarian (or equivalent officer) is competent in their knowledge of Robert’s Rules, and shall coordinate training if necessary.

7. The National Committee on Chapter Maintenance shall maintain standards for all Chapters to follow when recording minutes. These standards shall be documented in the Chapter Handbook.

   1. The National Committee on Chapter Maintenance shall review and update the minutes- taking standards at every National Convention.
   2. The National Vice President of Chapter Maintenance may, at their discretion, periodically request minutes from the Chapters to ensure the Chapters are following the minutes-taking standards.
   3. National Committee on Chapter Maintenance delegates shall ensure that minutes are being properly submitted to the National Vice President of Chapter Maintenance.

8. National Committee on Chapter Maintenance delegates shall be responsible for conducting a Policy Manual Training Session once per academic period.

   1. The goal of the Policy Manual Training Session is to teach Chapters and Brothers about the Policy Manual: what it is, what information it contains, and how to use it to strengthen the Chapter and its relationship with the National organization.
   2. An outline of said Training Session shall be produced and maintained by the National Vice President of Chapter Maintenance with the assistance of the National Committee on Chapter Maintenance.
   3. The National Vice President of Chapter Maintenance shall be responsible for guiding National Committee on Chapter Maintenance delegates through the Training Session, and then instructing them on how to run the Training Session in their own Chapter meetings.

9. The National Committee on Chapter Maintenance shall encourage each Chapter to submit entries yearly for the National Fraternity Awards (Major Kutschinski Award, “Price”less Memories Award, Ralph Daniel National Brother of the Year Award).

   1. The National Vice President of Chapter Maintenance shall keep a current copy of all documents related to these awards in their records, and shall be able to direct the Chapters to the appropriate documents.
   2. The National Vice President of Chapter Maintenance shall, by request, assist Chapters in submitting an application for these awards.

10. Committee members shall work with the National Vice President of Chapter Maintenance to carry out the duties stated in the National Vice President of Chapter Maintenance Officer Duties which specifically deal with National Vice President of Chapter Maintenance-Chapter interaction.

    1. If the National Committee on Chapter Maintenance sees the necessity for revisions to the National Vice President of Chapter Maintenance Officer Duties, it shall make the appropriate recommendations to the National Executive Committee.

11. This policy shall be revised as necessary by the National Committee on Chapter Maintenance and approved by a two-thirds (⅔) vote of the National Executive Committee.

Approved March 1, 2003