Chapter, Colony & Alumni Chapter Delegate Information

Delta Chi Law requires that each chapter, colony, and alumni chapter have representation at the Convention. This page contains information that chapters/colonies need to understand the delegate declaration process.

Explanations on this page are intended to aid the delegate process. In all cases, Delta Chi Law as written takes precedence.

Allocation of Convention Delegates

In brief, votes at Convention are given to delegates from undergraduate chapters, undergraduate colonies, alumni chapters, and a past “AA” committee. (See below, Delta Chi Constitution – Article II, Section 1.)

Ideally, delegations from each undergraduate chapter will be comprised of three people: two active student members likely to return to the chapter the following year, and one alumnus, who is either that chapter’s “BB” or an alumnus of that chapter. At least one delegate from each undergraduate chapter must be an initiated member. As well, no one individual can serve as a delegate for more than one chapter. (See below, Delta Chi By-Laws – Article II, Section 1.)

Each undergraduate chapter will receive one free delegate registration for each chapter assessment payment paid since the previous Convention. This is the chapter assessment billed by International Headquarters each January; not to be confused with a chapter assessment charged by regents in concert with Regional Leadership Conferences. For the 2018 Denver Convention, the two relevant chapter assessments are from the 2016-17 fiscal year and the 2017-18 fiscal year, billed in January 2017 and January 2018 respectively.

Alumni chapters do not receive any free delegate registrations. 

Each colony will receive one paid delegate registration, regardless of the chapter assessments that have been billed to and paid by the colony.

Each chapter and colony located more than 500 miles from Denver can receive some level of travel assistance.  Failure to attend the required portions of the keynote sessions, breakout sessions, and/or missing the required roll calls during the business meetings will result in the loss of travel assistance to your Chapter.

The travel assistance is not designed to and will not cover all of the costs of traveling to or hotel costs at the Convention.  It is between the delegates and the chapter to decide how the travel assistance reimbursement, which is sent to the chapter in September or October, is distributed.  Delta Chi HQ will issue a credit to the Chapter account after the assistance has been approved.  It is up to the Chapter to pass on the assistance to the attendee if the attendee is entitled to it (e.g. attendee used his own funds to cover his travel to Convention).

Chapters and colonies must be considered to be in Good Standing by the Fraternity to qualify for delegate voting rights at Convention and must also comply with Delta Chi Law concerning delegate selection and declaration. (See below, Delta Chi Regulations – Article II, Section 1.)

  • Delta Chi Constitution, Article II, Section 1:

    1. COMPOSITION OF CONVENTION

    The convention will be composed of delegates from each colony, undergraduate chapter, alumni chapter, and a Past “AA” committee.

  • Delta Chi By-Laws, Article II, Section 1:

    1. MAKE-UP OF DELEGATION

    Insofar as possible, the delegation from each undergraduate chapter shall be composed of the “BB” or an alumnus of the chapter, and two student members both of whom are reasonably certain to return to the chapter the following academic year. At least one delegate from each undergraduate chapter shall be a member. No person shall act as a delegate for more than one chapter.

  • Delta Chi Regulations, Article II, Section 1:

    1. CONVENTION EXPENSES

    The Executive Committee shall, prior to each Convention, determine an appropriation to be made to assist in defraying the travel expenses of one delegate from each undergraduate chapter seated at the Convention upon the basis of the distance of each chapter from the Convention site, provided that the amount paid to each delegate shall be prorated according to the number of sessions of the Convention actually attended by the delegate. The Executive Committee shall direct the Executive Director to give notice of the proposed appropriation to each chapter no later than ninety (90) days before the convening of a Convention.

    The Executive Committee may also, prior to each Convention, determine an appropriation to defray a portion of the expenses of each “ BB” and Vice Regent, provided that no “BB” or Vice Regent shall also receive a portion of his travel expenses as a chapter delegate. Each undergraduate chapter shall be entitled to one registration at no cost for each Chapter Assessment billed and paid during the period since the prior Convention. To be entitled to said registrations, undergraduate chapters shall comply with other requirements of Delta Chi Law regarding the selection of delegates and the presentation of credentials.

    Irrespective of the dollar amount or number of Chapter Assessments billed or paid, each colony, or chapter that was chartered subsequent to the final billing of a Chapter Assessment prior to a Convention, shall be provided one registration. 

Voting Privileges

All chapters must send an accredited delegation to Convention, even if the chapter has lost the right to vote. Any undergraduate chapter that fails to send an accredited delegation to Convention will be fined $500 for each vote for which its delegation is eligible.

As stated in the Delta Chi Constitution, Article II, Section 4, Subsection (2), chapters lose their right to vote at Convention if at the convening of the Convention:

a) The chapter’s charter is revoked or suspended

b) The chapter is under risk management sanctions of Level III Corrective Action or above (as defined in Delta Chi By-Laws Article V, Section 4, Subsection (2))

c) The chapter is not in financial good standing (it owes more than $150 to the Fraternity, as stated in Delta Chi By-Laws, Article VII, Section 5, Subsection (4))

d) The chapter is under probation as defined in Article VII, Section 5, Subsection 7(b) of the By-Laws of The Delta Chi Fraternity.

Chapters are first warned about minimum standards violations. If they fail to resolve the violation in the allotted time, they are put on probation and lose their right to vote on Fraternity business.

Failure to meet minimum number of initiated members

According to Delta Chi By-Laws, Article VII, Section 5, Subsection (1), if a chapter a) has less than 30 initiated members or b) has a number of members less than the average number for fraternities on that chapter’s campus, then the chapter will be put on warning by the Board of Regents for a period of one year. (Whichever is the lower number is the number of initiated members that must be passed.)

If during the warning period of one year, the chapter meets the initiated member standard, then as long as the chapter maintains the standard for one year following the date the chapter met the initiated member standard, the chapter will be returned to good standing. However, if the chapter fails to meet the standard at any point during the initial one year warning period, the chapter will be advanced to probation and its voting rights revoked.

If while on probation, the chapter resolves their minimum standards violation, their voting rights are re-instated, given that the chapter otherwise qualifies to vote and the Executive Committee approves the seating of the chapter at Convention.

Failure to meet GPA minimum

According to Delta Chi By-Laws, Article VII, Section 5, Subsection (2), each undergraduate chapter must have a minimum cumulative combined (grades for that academic term of all chapter members combined) chapter grade point average at or above the all-men’s or all-fraternity grade point average at their host institution, but no lower than a 2.7 grade point average (on a 4.0 scale). If the averages are not compiled or are not available from the chapter’s university, then the chapter has failed to meet the GPA minimum.

Failure to have appropriate alumni guidance

According to Delta Chi By-Laws, Article VII, Section 5, Subsection (3), each undergraduate chapter must have a “BB”, a Faculty Advisor,  and an Alumni Board of Trustees.

For both failure to meet the GPA minimum and/or failure to have appropriate alumni guidance, chapters will be put on warning by the Board of Regents until standards are met or for a period not to exceed one year. Any chapter that fails to have appropriate alumni guidance will be on warning until the next Convention or regional conference, whichever comes first. 

If during the designated warning period, the chapter meets requirements of the minimum standard it has violated, then as long as the chapter maintains the standard for one-year following that date, the chapter will be returned to good standing. However, if the chapter fails to meet the standard at any point during the initial one year warning period, the chapter will be advanced to probation and its voting rights revoked.

If while on probation, the chapter resolves its minimum standards violation, its voting rights are reinstated, given that the chapter otherwise qualifies to vote and the Executive Committee approves the seating of the chapter at Convention.

In accordance with Delta Chi By-Laws – Article II, Section 3, Subsection (4), at the required Pre-Convention Board Meeting, the Board of Regents will make a final decision on the eligibility of chapters to send a voting delegation to Convention.

  • Delta Chi Constitution Article II, Section 4:

    4. VOTING

    (1) DISTRIBUTION — Each chapter and colony and the Past “ AA” committee shall cast the number of votes provided in Delta Chi Law.

    (2) LOSS OF VOTE IN CONVENTION — A chapter shall have no vote at a Convention, if, at the time of the convening of such Convention:

    (a) The chapter’ s charter is revoked or suspended;

    (b) The chapter is under Risk Management sanction of Level III Corrective Action or above as defined by Delta Chi Law;

    (c) The chapter is not in financial Good Standing as defined by Delta Chi Law;

    (d) The chapter is under probation as defined in Article VII, Section 5, Subsection 7(b) of the By-Laws of The Delta Chi Fraternity; provided, however, a chapter under such probation may be permitted to vote if both of the following conditions are met:

    (i) The conditions required by probation are complied with by the chapter; and,

    (ii) The Executive Committee approves the seating of the chapter at the Convention.

    (3) COMPULSORY FOR CHAPTER TO SEND ACCREDITED DELEGATION — Even though the delegation may not qualify to vote, each undergraduate chapter shall send an accredited delegation to the Convention. Any undergraduate chapter that fails to send an accredited delegation to the Convention shall be fined five hundred dollars ($500) for each vote the chapter would be entitled to cast, even if the chapter is ineligible to vote.

    This fine may be waived or reduced by a majority vote of the Board.

  • 3. PRE-CONVENTION BOARD MEETING

    There shall be a pre-Convention Board Meeting to consider and act on all matters that need Board action and specifically including the following:

    (1) Recommend the legislative program to be presented to the Convention including amendments to Delta Chi Law and recommend the committees to which such proposed legislation should be referred.

    (2) Appoint the Qualifications Review Committee.

    (3) Recommend the organization of the Convention, selection of officers and appointment of other committees of the Convention.

    (4) Determine chapters eligible to seat a delegation and determine whether Convention privileges shall be recommended for delegates not seated at the Convention.

  • 5. GOOD STANDING

    (1) Each undergraduate chapter shall have a minimum of either 30 initiated members or a number of initiated members equal to or higher than the average number for fraternities on the campus for that chapter, whichever is less, to be in good standing.

    (2) Each undergraduate chapter shall have a minimum cumulative combined (grades for that academic term of all chapter members combined) chapter grade point average of at or above the all-men’s or all-fraternity grade point average at their host institution, but no lower than a 2.7 grade point average (on a 4 scale) if those averages are below a 2.7, or if for any reason those averages are not compiled or not available from the host institution to be in good standing.

    (3) Each undergraduate chapter shall have a “ BB”, a Faculty Advisor and an Alumni Board of Trustees to be in good standing.

    (4) Each undergraduate chapter shall be in registered attendance at each convention, regional conference or “A”s Academy to be in good standing.

    (5) Each undergraduate chapter shall have an account balance owed to the Fraternity, including obligations to the Housing Fund by a chapter or its housing corporation (or any named alumni entity that functions in such capacity), not exceeding $150 to be in Good Standing. For purposes of this subparagraph (5), a chapter’ s account balance shall consist of obligations thirty (30) or more days past due. A chapter on probation under Regulations, Article IX, Section 7 Subsection (4) (a) may be considered in good standing if the Executive Committee determines that it has fully complied with the terms of the probation for twelve (12) consecutive months.

    (6) In lieu of sections 1-4 above, each undergraduate colony shall meet such standards for recognition and chartering as established by the Board.

    (7) Sanctions

    (a) Warning — Any chapter not in good standing by failing to meet the standard in Section 1 above shall be placed on warning by the Board of Regents for a period of one year. If the chapter meets the standard at any time during the year, it shall be held at warning level for a period of one year. If the chapter is still meeting the standard at the end of that year, it shall be returned to good standing. If the chapter fails to meet the standard at the end of that year, it shall be advanced to probation.

    Any chapter not in good standing by failing to meet any of Sections 2 to 3 above shall be placed on warning by the Board of Regents until the standards are met or for a period not to exceed one year. Any chapter not in good standing for failure to meet standard 4 above shall be on warning until the next convention or regional conference, whichever comes first.

    (b) Probation — Any chapter that fails to meet the standard in Section 1 after having been placed on warning for the period specified in Subsection (a) shall be placed on probation for a period of one year. If the chapter meets the standard at any time during the year, it shall be held at probation level for a period of one year from the time the chapter meets the standard. At the time the chapter meets the standard, it shall have its right to vote under Delta Chi Law restored for the year it is being held at the probation level, if otherwise eligible to vote. If the chapter is still meeting the standard at the end of the that year, it shall be returned to good standing. If the chapter fails to meet the standard at the end of that year, it shall be advanced to Sub-Section (c) and be eligible for suspension by the Board of Regents.

    Any chapter that fails to meet any of the standards in Sections 2 to 4 above after having been placed on warning for the period as specified in Subsection (a) shall be placed on probation until the standards are met or for a period not to exceed one year unless the Board of Regents, by majority vote, determines that special circumstances exist.

    (c) Suspension — Any chapter that fails to meet any of the standards in Sections 1 to 4 above after having been placed on warning and probation shall have its charter suspended by the “ AA” unless the Board of Regents, by majority vote, determines that special circumstances exist to justify why the charter should not be suspended. Any action by the Board of Regents to defer suspension of the charter shall be for a period not to exceed one year, renewable by the Board.

    (8) Loss of Privileges — Any chapter failing to meet the standard in Section 5 above shall lose the right to vote on all Fraternity matters.

  • (…)

    The Levels of Corrective Action shall be the following:

    Level 1 — Level 1 Corrective Action shall include, but is not limited to, ordering that the chapter cease and desist from the conduct in the future and be in accordance with the requirements of Delta Chi Law and the Risk Management Policy of the Fraternity. The Chapter shall be required to submit to the Executive Director a written statement that all prohibited conduct has been stopped. The statement shall be signed by the “A” , “BB” and such other members of the chapter, as specified in the report, that were involved with or had supervision over the conduct in the violation.

    Level 2 — Level 2 Corrective Action shall include, but is not limited to, all provisions of Level 1, plus the chapter shall submit a written plan of procedures and/or activities that comply with the Fraternity’s Risk Management Policy covering the activities in the violation. The plan shall be updated at least twice per year for the period of corrective action.

    Level 3 — Level 3 Corrective Action shall include, but is not limited to, all provisions of Level 1 and 2, plus supervision of the activities of the chapter that were involved in the violation by a person or persons acceptable to the Executive Director.

    Level 4 — Level 4 Corrective Action shall include, but is not limited to, all provisions of Levels 1, 2 and 3 plus the chapter shall either be placed in conservatorship, as provided in Delta Chi Law, or shall operate under the direct supervision of the Executive Director.

    Level 5 — Level 5 Corrective Action shall require the suspension of the charter and the cessation of operation of the chapter, as it then exists. Re-establishment of the chapter shall be subject to the terms and conditions of the Board of Regents after a minimum one-year period.

    (…)

Allocation of Votes

The guidelines for vote allocation can be found in the Delta Chi By-Laws, Article II, Section 6.

Undergraduate chapters receive three votes if their number of members is less than the average for the Fraternity, four votes if their number of members is equal to or greater than the average number of chapter members, or five votes if their membership is equal to or greater than ten members less than double the average chapter membership. The membership number is defined as the number of initiated and dues-paying members, including those initiates who are not yet required to pay dues, AS REPORTED TO DELTA CHI HEADQUARTERS THROUGH THE CHAPTER ROSTER IN MYDCHI’S VAULT.

For example, if the average number of members is 30:

a chapter with less than 30 members will receive 3 votes;
a chapter with 30 members to 49 members will receive 4 votes;
a chapter with 50 or more members will receive 5 votes (avg. of 30 members * 2 = 60 members – 10 members) 

Undergraduate colonies receive one vote if their number of members is less than the Fraternity average, two votes if its membership is equal to or greater than the average chapter membership, and three votes if its membership is equal to or greater than ten members less than double the average chapter membership. Colony membership is defined as the number of members and associate members.

For example, if the average number of members is 30:

a colony with less than 30 members will receive 1 vote;
a colony with 30 members to 49 members will receive 2 votes;
a colony with 50 or more members will receive 3 votes (avg. of 30 members * 2 = 60 members – 10 members) 

Alumni chapters with one to 15 members receive one vote, chapters with 16 to 30 members receive two votes, and chapters with 31 or more members receive three votes.

The Past “AA” Committee, comprising the past “AA”s in attendance, receives two votes.

  • 6. VOTING

    (1) UNDERGRADUATE CHAPTERS — Each undergraduate chapter shall cast a number of votes based on its membership, defined as the number initiated and dues paying members including those initiates who are not yet required to pay dues, as follows: if its membership is less than the average chapter membership, three (3) votes; if its membership is equal to or greater than the average chapter membership, four (4) votes; if its membership is equal to or greater than twice the average chapter membership less ten (10), five (5) votes.

    (2) UNDERGRADUATE COLONIES — Each undergraduate colony will cast a number of votes based on its membership, defined as the number of members and associate members as follows: if its membership is less than the average chapter membership, one (1) vote; if its membership is equal to or greater than the average chapter membership, two (2) votes; if its membership is equal to or greater than twice the average chapter membership less ten (10), three (3) votes.

    (3) ALUMNI CHAPTERS — Each alumni chapter will cast a number of votes based on the number of members in good-standing as follows: 1-15, one (1) vote; 16-30, two (2) votes; 31 or more, three (3) votes.

    (4) “ AA” COMMITTEE — The Past “ AA” Committee, as represented by those in attendance, will cast two (2) votes.

Declaring Delegates for Convention

In accordance with Delta Chi By-Laws, Article II, Section 2:

  1. Delegates for undergraduate and alumni chapters must be chosen no later than 60 days before Convention.
  2. The Executive Committee will determine whether a delegate / delegation is accredited.
  3. After selecting delegates, chapters will give credentials of their delegates to Headquarters in a manner and format selected by the Executive Committee, no later than 60 days before Convention. This is to allow the Executive Committee time to examine the credentials of delegates.
  4. Revised credentials can be filed with the Executive Committee any time before Convention.

Fill out the form embedded below to declare delegates for Convention.

    1. SELECTION OF DELEGATES-CREDENTIALS

    (1) TIME OF SELECTION — Delegates shall be chosen by undergraduate and alumni chapters not later than 60 days prior to the Convention.

    (2) CREDENTIALS COMMITTEE — The Executive Committee shall serve as the Credentials Committee to determine the accredited delegates for the Convention.

    (3) PRESENTATION OF CREDENTIALS — Promptly upon choosing delegates each chapter shall forward their credentials to the Headquarters Office, in a manner and in a format as determined by the Credentials Committee, not later than 60 days prior to the Convention for presentation to and examination by the Credentials Committee.

    (4) Revised credentials may be filed with the Credentials Committee at any time prior to the opening of the Convention.

Fill out my online form.

Travel Assistance

Following Delta Chi Regulations, Article II, Section 1, and the decision of the Executive Committee, each chapter and colony located more than 500 miles from Denver can receive some level of travel assistance.  The level of assistance is dependent on the chapter or colony’s distance from Denver. Failure to attend the required portions of the keynote sessions, breakout sessions, and/or missing the required roll calls during the business meetings will result in the loss of travel assistance to your Chapter.

The travel assistance is not designed to and will not cover all of the costs of traveling to or hotel costs at the Convention.  It is between the delegates and the chapter to decide how the travel assistance reimbursement, which is sent to the chapter in September or October, is distributed.  Delta Chi HQ will issue a credit to the Chapter account after the assistance has been approved.  It is up to the Chapter to pass on the assistance to the attendee if the attendee is entitled to it (e.g. attendee used his own funds to cover his travel to Convention).

The application for travel assistance will be made available after the end of Convention, and the final amount of assistance a chapter / colony receives depends on the decision of the Executive Committee.

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