The Alumni Board has chosen to codify operational policies and to display them here so they are available to any member.
The policies shall be maintained in alphabetical order.
Zeta Alpha Alumni Chapter of Theta Chi Fraternity Procedures and Policies
Alcohol Policy
- That the Alumni Board adopt the following as the Alumni Chapter’s policy on Alcohol:
No alcohol will be given or sold to any undergraduates at any alumni functions no matter what the age of the undergraduate to ensure there is no dispute, disagreement, implied impropriety or need to manage the distribution of alcohol to undergraduates.
No Alumni Corporation funds will be used for the purchase of alcohol at any Alumni Corporation sponsored event.
No member or guest who appears to be under the influence of alcohol will be permitted to operate a motor vehicle.
Adopted (9/17/17)
Alumni Corporation Recognition Program Policy
- It shall be the policy of the Alumni Board to actively complete the requirements of the Theta Chi Fraternity Alumni Corporation Recognition Program and submit the application in a timely manner (normally April 1) every 2 years to guarantee the rights and privileges associated with that recognition. Currently including but not limited to:
- License to us Theta Chi Fraternity name and trademarks.
- Access to current roster and contact information for alumni and collegians.
- Waiver of nomination fees for certificate-based awards.
- Coverage under the general liability and Officers and Directors policies.
- Ability to send an alumni delegate to the International Convention.
Adopted (2/1/26)
Alumni Board Meeting Attendance Policy
- Since from this point forward Board meetings will be conducted as video conference calls, only the Board and invited guests will be able to participate in the meetings of the Board. Regularly scheduled Board meetings are announced in the minutes. Any interested parties may submit agenda items prior to a meeting to be discussed to the President or Secretary and would more than likely be an invited guest during their portion of the meeting. Any Alumnus interested in the business conducted by the Board may access that information on the website by reviewing the minutes normally posted in a timely manner or contact a Board member.
Adopted (5/31/20)
Banking Policy
- The funds rescued when the chapter closed that Brother Mark Hoffman has been holding since that time in Certificates of Deposit when received be deposited in the unrestricted alumni account.
Adopted (8/20/17)
- All funds remaining in the bank account in Latrobe, PA. be moved to the newly established account in Slippery Rock, Pa. by January 31,2018.
Adopted (1/21/18)
- Beginning June 1, 2026 start the process of opening 2 checking accounts one for the general fund and one for the brick fund at the First National Bank of Slippery Rock-Plaza with all board the President, Secretary and Treasurer members being signatories and move the funds from the First National Bank in Sharon to the new bank accounts to be completed by June 29, 2026 and that no funds shall be distributed without approval of the Board and all approved income and expense items, shall be processed and reported at the next Board meeting.
Adopted (4/27/25) Amended (6/29/25)
Brick Fund Policy
- The money currently in the “Brick Fund” be a separate restricted fund and only used for the purchase of bricks for the memorialization of brothers who have passed.
Adopted (8/20/17)
- That Brothers are encouraged to inform the board of the passing of initiated brothers of the Zeta Alpha Chapter.
When the Board is aware of the passing of an initiated member of the Zeta Alpha Chapter, a motion shall appear in the minutes, noting that Brother’s passing.
No later than June 1 each year the Secretary shall review the previous twelve (12) months of minutes and compile a list of all Brothers who have passed and present that list to the Board with a funding request to be made from the Brick Fund to approve a brick to be placed in memorial for each Brother at the Russell Wright Alumni House at Slippery Rock University.
Once approved, the Treasurer shall send a check to the Secretary. The Secretary shall then send the check along with an order form for the bricks to be ordered to the SRU Alumni Association.
Adopted (1/16/22)
Fees Policy
- It shall be the policy of the Board that a convenience fee of 3% to any payments accepted by the Alumni Board or Chapter to cover charges incurred using those payment methods. Checks or cash would incur no convenience fee.
Adopted (6/29/25)
Golf Outing Policy
- Golf outing participants 70 years of age and older will be afforded the opportunity to tee off from the gold senior tees and will qualify for participation in the skill challenges.
Adopted (2/19/23)
Helping Hand Scholarship Fund Policy
- That the Helping Hand Scholarship Fund and the procedures for its administration (click here) distributed in advance be approved.
Adopted (1/20/19)
- That Brother Gary Perdue be appointed as chairman of the Helping Hand scholarship fundraising committee.
Adopted (2/21/21)
- Upon revocation of the Zeta Alpha Chapter of Theta Chi Fraternity’s charter, a representative of the Theta Chi Foundation Chapter will notify the Executive Director of the Slippery Rock Foundation that the chapter’s charter has been revoked and that the funds that are in the “endowment fund” and the “interest fund” of the Theta Chi Helping Hand Fund currently held by the Slippery Rock University Foundation are to remain invested and in the fiduciary care of the Slippery Rock University Foundation, for safe keeping until such time that a chapter is reestablished at Slippery Rock University and awards can again be made according to the criteria set forth in the scholarship agreement. The stewardship contact for management and direction of the fund shall then be the Theta Chi Foundation Chapter Executive Director or designate Tax ID 21-4014559 317-848-1856, P.O Box 503 Carmel, IN 46082.
If, for reasons unforeseeable at this time, a reestablished chapter of Theta Chi would not be possible for a period of 20 years after the loss of the charter, the Slippery Rock University Foundation would be contacted by the Theta Chi Foundation Chapter and the funds would then be transferred to be invested and in the fiduciary care and safe keeping of the Theta Chi Foundation Chapter Tax ID 21-4014559 317-848-1856, P.O Box 503 Carmel, IN 46082 in the name of the Zeta Alpha Chapter of Theta Chi until such time that a chapter is re-established.
A copy of the entire agreement shall be provided to the Theta Chi Foundation Chapter for placement in the Zeta Alpha Chapter files.
Adopted (9/10/23)
Official Events Policy
- It shall be the policy of the Alumni Board, in compliance with recommendations from Holmes Murphy the company that provides Theta Chi fraternity’s liability insurance for the alumni and the chapter, that an official list of events shall be designated by the Alumni Board for any official alumni events each year at the first meeting of each new calendar year.
Adopted (2/1/26)
Purchase of Chapter House Policy
- The Board table any further research or discussions concerning permanent housing for the chapter until such time that the chapter expresses to the Board an interest in moving forward.
Adopted (1/29/23)
Resolute Man Scholarship Policy
- Since the Resolute Man Scholarship is not producing the lead results desired by its design, that the scholarship be discontinued and the funds be transferred to the Helping Hand Scholarship as soon as possible. Any funds previously awarded as part of the Resolute Man Book Scholarship will remain in the fund until such time that the funds are used or the student graduates. At that time, those funds would be transferred to the Helping Hand Scholarship Fund.
Adopted (8/25/19)
Scholarship Committee Policy
- That the Alumni Board shall annually appoint a Scholarships Committee and Chair no later than June 30 each year. The Scholarship Committee shall be responsible for scholarship fundraising and ensuring that all scholarship programs are administered as approved by the Alumni Corporation including but not limited to the Zeta Alpha Theta Chi Resolute Man Book Scholarship and the Zeta Alpha Theta Chi Helping Hand Scholarship.The Scholarship Committee Chair shall be responsible for presenting to the Board, in advance, a detailed plan of scholarship objectives, promotion and fundraising for the year for approval prior to implementation and documenting where appropriate, award activity. The committee shall be composed of a Chair and members of the Alumni Corporation in good standing. The number of members of the committee shall be determined by the Alumni Board each year. The Chair and members of the committee may be reappointed from year to year.Alumni shall not be solicited for any scholarship funds outside those activities presented to the Board by this committee.The Chair of the Scholarship Committee shall submit a written report to the Alumni Board Treasurer no later than January 1 and June 1 of each year including funds raised and deposited with the Slippery Rock University Foundation by fund and expenditures by fund. The Alumni Board Secretary will provide contact information for Alumni Corporation members on an as needed basis.
Adopted (1/20/19)
Standard Code of Conduct Policy
- The Alumni Board adopt a Standard Code of Conduct as a standard for an alumni member to follow to be in good standing and be considered while interacting and/or working with undergraduates at all times. Link to Standard Code of Conduct.
Adopted (9/17/17)
- That the Standards of Conduct procedure (link to document) distributed in advance be approved as presented.
Adopted (1/20/19)
Web Support
- To appoint Brother Brody McKenna as the Web Support Advisor to the Board as a non-voting member of the Alumni Board to handle responsibilities related to the website.
Adopted (4/30/23)