Description and Background
The Board of Directors (BOD) of Gamma Zeta Alpha Fraternity, Inc. (GZA) has created this document to guide chapters and individuals through the Generally Accepted Policies and Standards (GAPS). This Protocol for GAPS may be revised and improved upon. If there are any questions, please contact a BOD member for further clarification.
Please note that each situation may be unique and situational. The process outlined here is designed to provide a framework for guidelines and best practices, but some steps may be altered depending on the situation.
Chapter Membership
Chapter Roster
Chapters are required to update their membership (actives, inactives, officers, alumni) twice a year, by September 30th and January 15th. Failure to do so may result in bad standing with the National BOD which will remain until all updates are submitted. There will also be a $40 late fee assessed to the chapter.
Contact Information
Chapters are required to submit contact information for their chapter advisor and student activities office by July 30th. Failure to do so may result in bad standing with the National BOD that will remain until all updates are submitted.
Chapter Operations Emails
Chapters are required to have standardized emails in place. Please reach out to the National Secretary for details on the correct format.
Updated Chapter Bylaws
A copy of the most recent bylaws is due by August 1st. Failure to do so may result in bad standing with the National BOD that will remain until all updates are submitted. There will also be a $40 late fee assessed to the chapter.
Chapter Registration Fees
Registration fees are due on October 15th and January 30th for all chapters, regardless if the university is a quarter or semester-based institution. Chapters are not to pin any new classes until registration fees have been paid or with prior arrangement and approval from the Director of Finance and the Director of New Membership Education.
Academic Programing
Grade Reports
Grade reports are due on a semester/quarter basis to the Director of Academic Affairs by the end of week 4 of the following semester/quarter. Failure to submit a report may result in a $50 fine assessed to the chapter.
Bi-Monthly Calls with Academic Chairs
Chapters are required to have the academic chair or a proxy attend the Academic Calls to be held every other month. The meetings are via teleconferencing with UberConference. There will be a $50 fee per chapter that doesn’t meet this requirement.
Graduation Sashes
Graduation sashes are partially subsidized. There will be two different price points. Inactive brothers will pay the full price of the standard sash, but the national organization will cover the taxes and shipping. Actives and postgraduate sashes will be about 50% the cost of the sash in $5 increments, and taxes and shipping costs will also be covered. Sash personalization is also an option and the brother will pay full cost for the personalization costs. All sashes are sent to a chapter location; sending to an individual’s home is currently not an option.
Community Service Programming
Monthly Reports
Community service reports are due on a monthly basis to the Director of Community Affairs by month-end. Failure to submit a report will result in a $50 fine assessed to the chapter.
Academic Decathlon
Chapters are required to participate in the California Academic Decathlon. Please contact the Director of Community Affairs for details and requirements. Failure to participate will result in a $150 fine assessed to the chapter.
Interchapter Development Program
Description and Background
Note that this is a summary of the program. For full details, please refer to the Well-Rounded Gammas: Interchapter Development document. Chapters will be paired together for about one calendar year. They will need to complete three activities together (or more if desired). One activity needs to pertain academics, one to community service and the other to brotherhood. Upon successful completion of all three requirements, chapters will be paired with a new chapter the following year. If the requirements are not completed between paired chapters within the year deadline, then the two chapters will remain paired-up for another year until the requirements are met.
Timeline
- Jan 1st to Nov 30th — Timeframe to complete all requirements
- Dec 1st — Deadline for chapter to submit all requirements
- Dec 31st — Chapters will be paired and announced by this date
Completion
Chapters must complete all three requirements. Please refer to the Well-Rounded Gammas: Interchapter Development document for full details on requirements. The Director of Chapter Development will review all documents submitted and will select the two chapters that showcased the best activities and goals of this program. Those selected will be considered for $100 pizza & soda voucher for each chapter to be awarded during the next Presidents Meeting or National Conference, whichever comes first.
Failure to Complete
If the requirement is not completed, then the two chapters will remain paired-up for another year, restarting the requirement cycle for that calendar year. If the requirement is not completed, a $100 fine will be imposed to each chapter.
Marketing and Public Relations Programming
Large Fundraisers and Special Events
Chapters must submit event contract and all promotional materials to National Board of Directors 37 calendar days in advance, prior to the tentative event date. Chapters are not to publicize or promote these events without prior approval. In addition, chapters are not to publicize “house parties” with the fraternity’s name. If the event is not submitted 37 days in advance, the event must be postponed to comply with the 37-day deadline. Failure to comply with the aforementioned may result in double the fee for the event held. Please refer to the events checklist for full details of all requirements.
T-Shirts, Flyers, and Social Media Management
Chapters must submit soft copies to approvals@gammas.org for approval prior to printing, uploading or any other form of distribution. This includes, but not limited to, all marketing promotion such as fundraisers, socials, community service events, academic events, rush events, etc. Chapters will be held accountable for any materials shared by chapter accounts made GZA, where it says Gammas, full org name, Greek letters or shield. Failure to comply with the aforementioned may result in a $150 fine.
Membership Education Programming
Gammas 87 Training
Chapter deans must attend and complete the Gammas 87 Membership Education training prior to hosting any membership intake.
Pinning/Crossing Activities
Chapters must notify and receive approval by the National Board of Directors prior to pinning or crossing. Failure to comply may result in a $750 fine along with a 30-academic week suspension effective the date of the offense. In addition, no rush activities will be permitted for the first 15 academic weeks effective the date of the offense.
Violation of Hazing Policies
The procedure for all hazing allegations are outlined in the Protocol for Hazing Allegations. Please refer to that document for further details.
National Conference, Annual Presidents’ Meeting, and Monthly Presidents’ Meetings
Attendance Requirements for National Conference
Chapters are required to have a 75% minimum attendance requirement. That number is based on the number of members enrolled on campus, same as based on membership dues for the Winter/Spring term, regardless of active/inactive status. There will be a $65 fee per member that doesn’t meet this requirement. For example, if a chapter needs 7 brothers to attend to meet the 75% requirement, and only 5 register, then the chapter will be charged $130. Note that 100% of the neos are required to attend.
Attendance Requirements for Annual Presidents’ Meeting
Chapters are required to have the chapter president or a proxy attend the Presidents’ Meeting. The annual meeting is an in-person meeting. The location will be announced months in advance to allow time for proper travel arrangements. There will be a $50 fee per chapter that doesn’t meet this requirement.
Attendance Requirements for Monthly Presidents’ Calls
Chapters are required to have the chapter president or a proxy attend the monthly Presidents’ Calls hosted by the National Executive Vice President. The monthly meetings are via teleconferencing with UberConference. There will be a $50 fee per chapter that doesn’t meet this requirement.
Travel Arrangements
The National Conference and the annual President’s Meeting is announced months in advance. Please make travel arrangements as soon as possible to minimize cost of travel.
Summary of Important Due Dates and Deadlines
| Due Date | Item Due |
|---|---|
| September 30th | Fall Chapter Roster |
| October 15th | Fall Chapter Dues |
| November 30th | Deadline to complete all requirements for the Interchapter Development Program |
| December 1st | Deadline to submit all requirements for the Interchapter Development Program |
| December 31st | New chapter pairs to be selected for the Interchapter Development Program by this date |
| January 1st | Initial date of the new pairing for the Interchapter Development Program |
| January | Deadline for awards packet. Refer to packet for exact date. Date subject to change annually |
| January 15th | Deadline for Winter/Spring chapter roster |
| January 31st | Deadline for Winter/Spring chapter dues |