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====== Chapter Oversight and Reinstatement Policy ======

==== 1. Purposes ====
  1. **Purposes.**
    - The purposes of this policy are
      - To assist the National Organization in making a decision determining the status of a Chapter.
      - To define the role of the National Organization in overseeing Chapters in danger of becoming Inactive due to declines in active membership or other reasons.
      - To define the role of the National Organization in overseeing Chapters on Probation.
      - To define the procedures for reinstating a Chapter to Active status.\\
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    - Mu Beta Psi designates Chapters into five categories:
      - **ACTIVE** Chapters;
      - **SUPERVISED** Chapters;
      - Chapters on **PROBATION**;
      - **INACTIVE** Chapters, and
      - **REVOKED** Chapters

==== 2. Definitions ====

  2. **Definitions.**
    - **Active Chapter.**
      - A Chapter conducting normal operations with full chapter privileges.\\
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    - **Supervised Chapter.**
      - A Chapter not currently operating with full chapter privileges or responsibilities because they have met one or more of the criteria to be put under supervision, and whose supervisory period has not yet expired.\\
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    - **Probation.**
      - A Chapter on probation is a Chapter that is not currently operating with full chapter privileges because it has met one or more of the criteria to be put on probation, and the probationary period has not yet expired.\\
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    - **Inactive Chapter.**
      - A Chapter that has ceased to function entirely but has not had its Charter revoked.\\
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    - **Revoked Chapter.**
      - A Chapter that has had its Charter revoked. \\
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    - **Chapter Supervisor.**
      - The National Vice-President of Chapter Maintenance or their designee, granted authority under this policy to monitor or oversee a Chapter.\\
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    - **Host Institution.**
      - An educational institution where a Chapter is chartered.

==== 3. Supervised Chapters ====

  3. **Supervised Chapters.**
    - **Reasons for Supervision.**
      - A Chapter’s active membership falls to 12 members or fewer.
      - A Chapter’s active membership is at or below the number of active members required by campus policy to remain a registered student organization, plus two additional members.
      - A Chapter allows 12 months to pass from the conclusion of the last education period without conducting a New Member Education program.
      - A Chapter has insufficient funds available to sustain normal chapter operations.
      - A Chapter allows twelve months to pass without conducting a fundraiser and receiving funds from non-Fraternal sources.
      - A Chapter is unable to conduct normal business due to internal disagreements or division which do not rise to the level of misconduct.
      - Any other reason which impedes the normal functioning of a Chapter but does not rise to the level of misconduct.\\
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    - **Involuntary Supervision.**
      - A Chapter may be placed under involuntary supervision whenever any condition described in Section     - is met.
      - The National Vice-President of Chapter Maintenance or their designee will confer with the Chapter Executive Board to assess if supervision is warranted.
      - The National Vice-President of Chapter Maintenance must refer a Chapter to the Board of Trustees for consideration of involuntary supervision when warranted.
      - A Chapter may be put on involuntary supervision by a three-quarters vote of the Board of Trustees.
        - The Chapter must have a voting Board of Trustees representative at the meeting.
        - The Board of Trustees may place a Chapter on involuntary supervision without a referral from the National Vice-President of Chapter Maintenance.
      - The Chapter will be on supervision for two years, or until the Chapter or the National Vice-President of Chapter Maintenance requests a Board of Trustees review as described in Section     -
      - If the Chapter is still not functioning as expected by the end of the supervisory period, the Board of Trustees must conduct a review to determine the continued viability of the Chapter.\\
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    - **Voluntary Supervision.**
      - A Chapter may place itself under voluntary supervision by a three-quarters vote of its active members.
        - The vote must be introduced at the meeting prior to the scheduled vote. 
          - The National Vice-President of Chapter Maintenance and Board of Trustees Membership Advisor must be contacted immediately after this meeting.
        - The vote must take place at the following meeting, but no sooner than one week after the vote is introduced.
      - This vote may be postponed for up to thirty days by the National Vice-President of Chapter Maintenance to allow time for the National Vice-President of Chapter Maintenance or the Board of Trustees Membership Advisor to consult with the Chapter.
      - The Chapter and the National Vice-President of Chapter Maintenance will collaborate to decide an appropriate time period for voluntary supervision. Ideally, this time period should not exceed two years but may be extended.\\
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    - **Responsibilities of the Supervised Chapter.** 
      - Within sixty days of being put under supervision, the Chapter, in collaboration with the Chapter Supervisor, must develop a plan containing goals and strategies to correct the issues that led to the Chapter being placed under supervision.
        - The plan must be approved by a majority of the Board of Trustees upon the recommendations of the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor.
      - The Chapter may vote on National business.
      - The Chapter must send at least two delegates to National Conventions.
        - In extenuating circumstances, the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor may grant the Chapter an exemption from in-person attendance.
      - The Chapter must send representatives to the following:
        - The Board of Trustees;
        - The National Executive Committee;
        - The National Committee on Chapter Maintenance;
        - The Legislative Council.
      - The Chapter must work diligently to return to Active status by following the goals and strategies set above.

==== 4. Release from Supervision and Return to Active Status ====

  4. **Release from Supervision and Return to Active Status.**
    - A Chapter may request release from supervision by a three-fourths vote of the entire active Brotherhood of the Chapter and the approval of the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor. 
      - The motion to vote must be introduced at the meeting prior to the scheduled vote.
        - The National Vice-President of Chapter Maintenance and Board of Trustees Membership Advisor must be contacted immediately after this meeting.
      - If the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor agree that the Chapter is ready to be removed from supervision, the vote must take place at the following Chapter meeting.
      - If the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor do not believe that the Chapter is prepared to operate without supervision, the vote is canceled.
        - The Chapter may appeal the decision of the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor to the Board of Trustees.
        - The Board of Trustees, by simple majority, may approve the Chapter’s request to vote to end supervision.
          - The Chapter must have a voting representative at the Board of Trustees meeting at which the request is considered.\\
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    - The Chapter becomes an Active Chapter upon release from supervision.

==== 5. Chapters on Probation ====

  5. **Chapters on Probation.**
    - **Reasons for Probation.**
      - A Chapter must be placed on probation for any of the following reasons:
        - The Chapter’s Host Institution puts them on probation.
        - The Chapter has not been in good standing for longer than six months.
      - Any Chapter may be placed on probation by sanction of the National Standards Board according to the procedures in the Code of Conduct.\\
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    - **Probationary Period Requirements.**
      - Within two months of being put on probation, the Chapter, in collaboration with the Chapter Supervisor, must develop a plan containing goals and strategies to correct the issues that led to the Chapter being placed on probation.
        - All activities of the Chapter under the proposed plan, including whether the Chapter can run a Member-in-Training class, must be approved by a majority of the Board of Trustees upon the recommendations of the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor.
      - The Chapter is not allowed to vote on National business.
      - The Chapter must send at least two delegates to National Conventions.
        - In extenuating circumstances, the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor may grant the Chapter an exemption from in-person attendance.
      - Unless prohibited by a majority vote of the Board of Trustees, the Chapter must send representatives to the following:
        - The Board of Trustees;
        - The National Executive Committee;
        - The National Committee on Chapter Maintenance;
        - The Legislative Council.
      - The Chapter is required to work diligently to return to Active status by following the goals and strategies set above.
      - If the Chapter allows a probationary period to expire without making any attempt to regain Active status, the Chapter may be declared Inactive or have its Charter revoked by the Board of Trustees as described in Section 7 of this policy.\\
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    - **Period of Probation.**
      - The length of the probationary period is determined by the reasons the Chapter is on probation.
        - Probation by the Host Institution
          - The Chapter must be on probation until the Host Institution probationary period expires.
        - Probation by sanction
          - The Chapter is required to be on probation for such length of time as set according to the Code of Conduct.
        - Probation for lack of good standing
          - The Chapter is required to be on probation for such length of time as set by the Board of Trustees.
      - If the Chapter is not functioning as expected by the end of the probationary period, the Board of Trustees must conduct a review to determine the continued viability of the Chapter.\\
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    - **Reinstatement of Chapters on Probation.**
      - A Chapter must have the written recommendation of the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor to be removed from probation and returned to Active status.
      - To be reinstated to Active status:
        - The Chapter must submit an application for reinstatement to the National Vice-President of Chapter Maintenance.
          - The application is a letter to the National Vice-President of Chapter Maintenance clearly stating why the Chapter believes it is eligible for reinstatement.
          - The letter must list the goals in the plan developed in Section 4.2 and how they were met.
        - The application must be approved by the National Executive Committee.
        - The Chapter does not pay a rechartering fee.
        - The Chapter designation and Charter remain unchanged.
        - The application must be approved by a three-quarters vote of the Board of Trustees.
      - The Chapter must resume a regular education program monitored by the National Vice-President of Chapter Maintenance.
      - Once removed from probation, progress by the Chapter will be monitored for six months by the National Vice-President of Chapter Maintenance. 
        - Additional progress monitoring periods of six months can be assigned by the National Vice-President of Chapter Maintenance if necessary.

==== 6. Chapter Supervisor Authority ====
  6. **Chapter Supervisor Authority.**
    - Once a Chapter has been placed under voluntary or involuntary supervision, or on probation, the National Vice-President of Chapter Maintenance must appoint an Active Brother to serve as the Chapter Supervisor for the duration of the supervisory or probationary period.
      - The National Vice-President of Chapter Maintenance may appoint themself to serve as Chapter Supervisor.
      - The National Vice-President of Chapter Maintenance must inform the National President and the Board of Trustees Membership Advisor of the appointment.\\
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    - The Chapter Supervisor will oversee the Chapter during the supervisory or probationary period, act in the Chapter’s best interest, and guide the Chapter to recover so that they may be removed from supervision or probation.\\
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    - While a Chapter is under supervision or on probation, the Chapter Supervisor has the authority to do any of the following as necessary:
      - Suspend some or all of the Chapter’s Bylaws and Policies;
      - Appoint, remove, or replace elected or appointed Chapter officers, committee chairs, or other positions of responsibility;
      - Call for new Chapter elections;
      - Act as an intermediary between the Chapter and campus officials;
      - Approve or prohibit any Chapter activities;
      - Approve or prohibit Chapter financial decisions, including but not limited to Chapter expenditures;
      - Exempt the Chapter from participation in National Fraternity business not otherwise required by this policy;
      - Exempt the Chapter from adherence to responsibilities outlined in National Policies;
        - The Chapter may not be exempted from the Articles of Incorporation, the National Constitution, the Code of Conduct, or the Risk Management Policy.
      - Other actions not specified in this policy, upon approval of the National Vice-President of Chapter Maintenance, or the Board of Trustees Membership Advisor if the Chapter Supervisor is the National Vice-President of Chapter Maintenance.\\
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    - The Chapter Supervisor may not take any actions in conflict with federal, state, or local laws and policies, or campus policies.\\
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    - The Chapter Supervisor must inform and update the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor when taking any action under Section\\
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    - The Chapter may appeal decisions of the Chapter Supervisor, in order as follows:
      - To the National Vice-President of Chapter Maintenance;
      - To the Board of Trustees Membership Advisor;
        - The Chapter may appeal directly to the Board of Trustees Membership Advisor if the Chapter Supervisor is the National Vice-President of Chapter Maintenance;
      - To the Board of Trustees.
        - The Board of Trustees may overturn a decision of the Chapter Supervisor by majority vote.
        - The decision of the Board of Trustees is final.

==== 7. Inactive and Revoked Chapters ====

  7. **Inactive and Revoked Chapters.**
    - Mu Beta Psi, National Honorary Musical Fraternity, holds no legal responsibility for Revoked Chapters or Inactive Chapters.\\
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    - **Inactive Chapters.**
      - Inactive Chapters retain their Chapter designation and have not had their Charter revoked. 
      - A Chapter can be designated Inactive in the following ways:
        - The Chapter has no Brothers remaining at the Host Institution and no activity directed towards it by the National Organization.
        - The Chapter has allowed its probationary period to expire without completing all requirements set for the Chapter to be removed from probationary status.
        - The Host Institution requests the Chapter be inactive for any reason.
        - The Chapter is sanctioned by the National Standards Board according to the procedures in the Code of Conduct.
        - The Chapter voluntarily goes Inactive according to the procedures in Section 7.3 of this policy.
        - The Chapter allows a probationary period to expire without making any attempt to regain Active status.
      - If a Chapter meets any of the conditions listed above, within 60 days the Board of Trustees may declare the Chapter to be inactive by a three-quarters vote. 
        - This vote must take place only after recommendations by the National Vice-President of Chapter Maintenance and the Board of Trustees Membership Advisor.\\
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    - **Voluntary Inactivation of a Chapter.**
      - If a Chapter decides to go Inactive 
        - The vote to go Inactive must be introduced at the Chapter meeting prior to the scheduled vote, under the topic of New Business. 
        - The National Vice-President of Chapter Maintenance and Board of Trustees Membership Advisor must be contacted immediately after this Chapter meeting.
        - The vote must take place at the following Chapter meeting under the topic of Old Business.
        - The Board of Trustees must approve an affirmative Chapter vote to go Inactive by a three-fourths vote within 60 days, with input from the National Vice-President of Chapter Maintenance.
          - If approved by the Board of Trustees, the Chapter will be designated Inactive.
          - If not approved by the Board of Trustees, the Chapter must be placed on involuntary supervision.\\
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    - **Revoked Chapters.**
      - Reasons for revoking a Charter include:
        - Blatant violation or disregard of the National Constitution, National Policies, or Fraternity directives, including but not limited to, hazing, improper initiations, or financial sabotage.
        - A final decision by the Chapter's respective Host Institution to permanently remove the Chapter from its campus.
        - The Chapter allows a probationary period to expire without making any attempt to regain Active status.
      - A Charter may only be revoked according to the procedures in the Code of Conduct, except when the Chapter's respective Host Institution permanently removes the Chapter from its campus.\\
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    - **Preservation of Chapter and Fraternity Property.**
      - Within thirty days of the Chapter being declared Inactive or Revoked
        - Any chapter funds will revert to the National Organization after all monetary obligations are met.
        - All chapter materials bearing the name and symbols of Mu Beta Psi must be sent to the National Historian to become property of the National Organization.
        - All other chapter property, including but not limited to photos, composites, minutes, records, manuals, binders, and all other documents, as well as physical property such as mascots or other materials, must be sent to the National Historian for archiving, or access granted to the National Historian if the property is digital.
          - Brothers retain ownership of their individual property but may not keep property or documents that belong to the Chapter or National Organization.
        - The National Organization will pay all related shipping and storage costs.\\
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    - **Reinstatement of Inactive and Revoked Chapters.**
      - The reinstatement of Inactive and Revoked Chapters is the responsibility of the National Vice-President of Expansion, with assistance from the National Committee on Expansion, the National Committee on Chapter Maintenance, the National History and Archives Committee, and any other Committees or National Officers deemed necessary by the National Vice-President of Expansion
      - The Chapter must be reinstated according to procedures outlined in the National Committee on Expansion Policy. 
      - Reinstatement of the charter is contingent upon the approval of the Legislative Council per the requirements set by Article XI of the National Constitution.
      - Revoked Chapters must pay a Reinstatement fee equal to the current chartering fee.
      - //Applies to Revoked Chapters only// — The National Committee on Expansion must make a recommendation to the National Executive Committee, who must then vote on whether the Chapter must receive a new chapter designation (Greek letter name) or not. In all cases, a new Charter must be created.
        - The physical charter of a reinstated Chapter must be reissued upon the successful conclusion of the reinstatement process. The charter must include both the initial founding dates and the reinstatement date, and be signed by the National President serving at the time of reinstatement. If possible, the National President serving at the time of the initial founding should be given the opportunity to sign the charter in addition to the current National President.\\
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    - Once reinstated, the Chapter will be a Supervised Chapter for a period of no less than two years and subject to any additional provisions in the National Committee on Expansion Policy. 
      - If the Chapter is not functioning at expected levels within two years, the Board of Trustees must conduct a review to determine the continued viability of the Chapter

==== 8. Authority of the Board or Trustees ====

  8. **Authority of the Board of Trustees.**
    - This policy does not and cannot list all possible scenarios which could lead to supervision, probation, inactive status, or a revocation. They should be used for what they are: guidelines for instances which may occur in the future of Mu Beta Psi. It is not the intent of this policy to restrict the options of the Fraternity, but to provide the Fraternity with written suggestions of how to handle Chapters which are no longer active for any reason. 
      - If it is found that this policy or other national policies do not cover a particular scenario, the Board of Trustees has the final authority to determine the status of a Chapter. 
        - A three-fourths vote of the Board of Trustees is required to decide the status of a Chapter.

==== 9. Amendments ====
  9. **Amendments.**
    - This policy may be revised as necessary by the National Executive Committee upon the recommendation of the National Vice-President of Chapter Maintenance or the National Vice-President of Expansion.

> Approved September 14, 2022
> Rob Faggart, National Vice-President of Chapter Maintenance
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