Resignation, Indisposition, and Default Policy

1. Definition of Terms

   1. Resignation of a National Officer or Permanent Board of Trustees member shall be defined as the act of giving up one's office and associated duties and responsibilities by the submission of a signed letter stating such along with the last date they will perform those duties.
   2. Indisposition of a National Officer or Permanent Board of Trustees member shall be defined as the failure to perform their duties as found in the National Documents due to personal illness, accident, and/or other circumstance that leaves said person unable to complete or comprehend their duties.
   3. Temporary Indisposition of the National Historian or Permanent Board of Trustees member shall be defined as the failure to attend to their duties due to personal illness, accident, and/or other circumstance for a time not more than that required to satisfactorily complete their duties as found in the National Documents.
   4. Default of a National Officer shall be defined as:

      1. the failure to perform their duties as found in the National Documents, or
      2. the failure to remain active with the National Organization as found in the National Documents, or
      3. the failure to remain active with a Chapter of the Fraternity as per the By-Laws of the respective Chapter.

2. Declaration of Resignation

   1. Upon receipt of a signed letter of resignation, it shall be verified that all required information needed is present as per section 1.1 of this policy. Should all required information not be contained in the letter, the National Officer receiving the letter shall inform the person resigning immediately by phone and in writing within three (3) business days. The letter shall be declared null and void.
   2. The procedure for resigning from a National Office or from the position of Permanent Board of Trustees member shall be as follows.

      1. Each National Officer, with the exception of the National Secretary and Chair of the Board of Trustees, shall submit their letter of resignation to the National Secretary. The National Secretary shall immediately notify the National President and Chair of the Board of Trustees by phone, and shall forward copies of the letter to them within three (3) business days of its receipt.
      2. Each Permanent Board of Trustees Members shall submit their letter of resignation from the position of Permanent Board of Trustees Member to the National Secretary. The National Secretary shall immediately notify the National President and the remaining Permanent Board of Trustees members by phone, and shall forward copies of the letter to them within three (3) business days of its receipt.
      3. The Chair of the Board of Trustees shall submit their letter of resignation from the position of Chair of the Board of Trustees to the National Secretary. The National Secretary shall immediately notify the National President and other Permanent Board of Trustees members by phone, and shall forward copies of the letter to them within three (3) business days of its receipt.
      4. The National Secretary shall submit their letter of resignation to the Chair of the Board of Trustees. The Chair of the Board of Trustees shall immediately notify the National President and other Permanent Board of Trustees members by phone, and shall forward copies of the letter to them within three (3) business days of its receipt..
   3. Upon the acceptance of a valid letter of resignation by the appropriate National Officer, the position shall be declared vacant and notice will be sent out within ten (10) business days to all Chapters, National Officers, and Permanent Board of Trustees members.

3. Declaration of Indisposition

   1. Any person can file a report stating that they believe that a National Officer or a Permanent Board of Trustees member is indisposed and unable to fulfill their duties and responsibilities. Members of the Fraternity shall establish contact between the person filing the report and the appropriate National Officer.

      1. If the report is against a National Officer, with the exception of the National Secretary, National Historian or Chair of the Board of Trustees, the report shall be submitted to the National Secretary. The National Secretary shall immediately notify the National President and Chair of the Board of Trustees, who shall assist the National Secretary in the verification of the report. This verification may include contact with immediate family members and/or visiting the indisposed National Officer in person. This verification process shall be completed within ten (10) business days. The Chair of the Board of Trustees shall call an emergency meeting of the Board of Trustees within ten (10) to fifteen (15) business days of the receipt of the report. The Board of Trustees may declare the National Officer indisposed by a two-thirds (⅔) vote. The National Secretary shall publish notice of the vacancy within ten (10) business days to all Chapters, remaining National Officers, and Permanent Board of Trustees members.
      2. If the report is against a Permanent Board of Trustees Member, the report shall be submitted to the National Secretary. The National Secretary shall immediately notify the National President and remaining Permanent Board of Trustees members, who shall assist the National Secretary in the verification of the report. This verification may include contact with immediate family members and/or visiting the indisposed Permanent Board of Trustees member in person. This verification process shall be completed within ten (10) business days. The National President shall call an emergency meeting of the National Executive Committee within ten (10) to fifteen (15) business days of the receipt of the report. The National Executive Committee may declare the Permanent Board of Trustees member indisposed or temporarily indisposed by a two-thirds (⅔) vote. In the event of temporary indisposition, the National Executive Committee shall determine where the responsibilities for said Permanent Board of Trustees member's duties lies. The National Secretary shall publish notice of any vacancy within ten (10) business days to all Chapters, National Officers, and remaining Permanent Board of Trustees members.
      3. If the report is against the National Secretary, the report shall be submitted to the Chair of the Board of Trustees. The Chair of the Board of Trustees shall immediately notify the National President and remaining Permanent Board of Trustees members, who shall assist the Chair of the Board of Trustees in the verification of the report. This verification may include contact with immediate family members and/or visiting the National Secretary in person. This verification process shall be completed within ten (10) business days. The Chair of the Board of Trustees shall call an emergency meeting of the Board of Trustees within ten (10) to fifteen (15) business days of the receipt of the report. The Board of Trustees may declare the National Secretary indisposed by a two-thirds (⅔) vote. The interim National Secretary, as appointed at this meeting by the Board of Trustees, shall publish notice of the vacancy within ten (10) business days to all Chapters, remaining National Officers, and Permanent Board of Trustees members.
      4. If the report is against the National Historian, the report shall be submitted to the National Secretary. The National Secretary shall immediately notify the National President and Chair of the Board of Trustees, who shall assist the National Secretary in the verification of the report. This verification may include contact with immediate family members and/or visiting the indisposed National Officer in person. This verification process shall be completed within ten (10) business days. The Chair of the Board of Trustees shall call an emergency meeting of the Board of Trustees within ten (10) to fifteen (15) business days of the receipt of the report. The Board of Trustees may declare the National Officer indisposed or temporarily indisposed by a two-thirds (⅔) vote. In the event of temporary indisposition, the National Executive Committee shall determine where the responsibilities for the National Historian's duties lies. The National Secretary shall publish notice of any vacancy within ten (10) business days to all Chapters, remaining National Officers, and Permanent Board of Trustees members.

4. Declaration of Default

   1. Any Brother can file a report stating that they believe that a National Officer is in default.

      1. If the report is against a National Officer, with the exception of the National Secretary or Chair of the Board of Trustees, the report shall be submitted to the National Secretary. The National Secretary shall immediately notify the National President, Chair of the Board of Trustees and the officer in question. Said officer shall have thirty (30) days in which to rectify the situations causing the default. The Chair of the Board of Trustees shall call an emergency meeting of the Board of Trustees to take place at the end of the thirty (30) days. The Board of Trustees shall hear what actions, if any, were taken by the National Officer in question. The Board of Trustees may declare the National Officer in default by a two-thirds (⅔) vote. The National Secretary shall publish notice of the vacancy within ten (10) business days to all Chapters, remaining National Officers, and Permanent Board of Trustees members.
      2. If the report is against a National Secretary, the report shall be submitted to the Chair of the Board of Trustees. The Chair of the Board of Trustees shall immediately notify the National President, National Secretary, and remaining Permanent Board of Trustees members. The National Secretary shall have thirty (30) days in which to rectify the situations causing the default. The Chair of the Board of Trustees shall call an emergency meeting of the Board of Trustees at the end of the thirty (30) days. The Board of Trustees shall hear what actions, if any, were taken by the National Secretary. The Board of Trustees may declare the National Secretary in default by a two-thirds (⅔) vote. The interim National Secretary, as appointed at this meeting by the Board of Trustees, shall publish notice of the vacancy within ten (10) business days to all Chapters, remaining National Officers, and Permanent Board of Trustees members.
      3. No Permanent member of the Board of Trustees may be found in default. If a Brother believes a Permanent Board of Trustees member is not fulfilling their duties, that Brother may follow the impeachment procedure as stated in the National Constitution.

5. National Officers and Permanent Board of Trustees members under review.

   1. Should, at any time, a National Officer or Permanent Board of Trustees member receive a report while under review, the report shall be referred to the highest ranking member of said National Officer or Permanent Board of Trustees member's respective body not under review.

6. Vacancies

   1. All vacancies shall be filled in accordance with the procedures set in the National Documents.

7. Policy

   1. A motion originating in either the National Executive Committee or the Board of Trustees may revise this policy.
   2. The motion, if approved of a two-thirds (⅔) vote in the originating body, must then be approved without additional amendments by a two-thirds vote of the other body. Upon the two-thirds (⅔) approval of an identical motion by both bodies, the amendment shall be immediately enacted.
   3. The approved policy shall be presented to the National Convention for information only.

Approved: February 25, 2000
Last Amended: March 6, 2010