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.)

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.

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.

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.

Declared delegates must wait until after they have received approval to register for Convention through MYDCHI.

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. 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 assistance to the attendee if the attendee is entitled to it (e.g. attendee used his own funds to cover his travel to Convention).