CHAPTER MANUAL

Correspondence

All mail should be sent to:

Gene and Catherine Wong
Executive Co-Directors Phi Sigma Society
Dept. of Biological Sciences
Quinnipiac University
Box 82
275 Mt. Carmel Ave.
Hamden, CT 06518

E-mail: phisigmasociety@hotmail.com

Revised 1992

PLEASE KEEP THE NATIONAL OFFICE INFORMED

The Chapter Officers Listed Below are Responsible for Providing Specific Information to the National Office

Additional information on the proper way to send in orders via e-mail is available on the advisor page.  Please ask your advisor for these instructions.

The Chapter Secretary is responsible for:

1. The names and school addresses of all officers when elected and at the beginning of each academic year.
   
2. The name, staff title, and school address of the Faculty Advisor (Art. III, Sec. 3). The Faculty Advisor provides continuity with the National Office in aiding new officers in chapter operations and responsibilities. Copies of all correspondence to and from the National Office should be provided to the Faculty Advisor.
   
3. The campus location of your chapter files. The National Office must have such information and it is a constitutional requirement (Art. V, Sec. 6 (2)).
   
4. A copy of the official Annual Report (Art. V, Sec 6 (5)).

The Chapter Vice-President is responsible for:

1. COMPLETING AND MAILING ALL MEMBERSHIP FORMS AND FEES.
   
2. Chairing the Membership Committee (Art. VI, Sec. 3).
   
3. Fulfilling the requirement that he/she "make all necessary contacts with the Executive Director regarding candidates for membership" (Art. V, Sec. 5).

RECORDS FOR INITIATES:

These regulations must be followed so that official records are complete and accurate. The initiation of candidates before the National Office processes and accepts all records is not authorized.

1. Two copies of forms must be filled out as completely as possible. Type accurately all names and addresses. The National Office will not be responsible for errors on membership certificates and on mailing lists unless such information is provided in readable form.
   
2. Arrange each class of initiates in alphabetical order.
   
3. Assign the chapter serial number (if used) to the names of chapter initiates in alphabetical order. The numbering should continue in sequence from the last initiation.
   
4. Scholastic averages must be entered for all initiates. This regulation is required by the Association of College Honor Societies.
   
5. At least five weeks must be allowed between the mailing date of records to the Executive Directors and the date of the initiation. This time period is sufficient if all records are complete and acceptable. Except under very unusual circumstances, membership certificates should be handed to initiates at the time of initiation, as provided in the Ritual.
   
6. Mail by 1st Class. Registered mail is not advised because it slows up delivery considerably. Neither is Special Delivery advised because it seldom makes any difference in the overall time for processing records; nor does Air Mail, except for foreign countries.

ORDERING MEMBERSHIP RECORD FORMS:

1. A set of four forms is necessary for each initiate as indicated in item #1 under Records for Initiates.
   
2. Order the membership record forms free of charge from the Executive Directors.

CONSTITUTION AND BYLAWS:

Copies may be printed from this website.

"A MATTER OF HONOR":

1. This brochure will be sent free of charge to each chapter each year.  Additional copies may be ordered directly from ACHS.
   
2. This brochure answers the question "Why join an honor society?" It is an excellent informational pamphlet for prospective initiates.  

FEES:

1. Active Membership. $50.00; includes $20.00 initiation fee and $10.00 dues and $20.00 for the journal. Initiates receive an embossed membership certificate, Phi Sigma pin, and a one-year subscription to BioScience, individually mailed. After the first year, they are then able to continue their subscription at the 50% discount rate offered to students.
   
2. Member-at-large.  $60.00.
   
3. Honorary Membership.  None (see Constitution Article IV, Sec. 5).

PAYMENT OF FEES

1. Initiate records are not processed nor are certificates ordered until initiation fees have been paid to the National Office (Art. II, Sec. 3 (d) (3)).
   
2. Chapters which must make payments indirectly through their institutions should arrange for prompt payment so that certificate orders are not held up. In case difficulty is anticipated, correspond with the Executive Director to set policy for your chapter.
   
3. Make all checks payable to the: PHI SIGMA SOCIETY. Payment may be by a single money order, chapter or school check. Do not send the personal checks of initiates.

MEMBERSHIP ELIGIBILITY:

1. Active. Check the Constitution Art. IV, Sec. 2. Note that all qualified biologists are eligible for membership in the Phi Sigma Biological Honor Society. It is essential that all qualified persons be offered the opportunity to participate in this program. Persons in fields other than classical biology (i.e., biochemistry, biophysics, forestry, etc.) should be considered for membership.
   
   Note in Art IV, Sec. 2, that "any person who is a competent biologist and who is engaged in biological activity in or near an institution having a chapter of Phi Sigma may be eligible for active membership."Persons who do not meet the qualifications of Honorary Membership may be considered for Active Membership in this way.
   
2. Sophomores, not to exceed two per year, may be elected at the discretion of the chapter but they must "show outstanding interest and ability in the biological sciences" such as research accomplishment, published papers, etc. (Art. IV). Evidence of the above should be submitted on the membership application form. The Association of College Honor Societies requires that such sophomores "shall have completed at least three semesters or five quarters" of academic work. Note that both faculty and students are eligible for Active Membership. It is essential that faculty members be involved in chapter activities.
   
3. Honorary. Outstanding men or women on your campus in the fields of biological sciences should be considered as assets to your chapter as well as to the national society. (Art. IV, Sec. 5). Do not inform the prospective Honorary Members of election until their names have been approved by the Council. Five copies of the following information must be furnished the Council to obtain approval of a proposed Honorary Member:
   
   1. biographical sketch, such as is found in American Men and Women of Science, Who's Who in Science, or similar publications;
      
   2. complete list of published papers and books;
      
   3. brief statement telling why your chapter feels that the candidate is nationally "eminent" and should be chosen for such an honor.

The National Office must have a minimum of one month to review and approve such requests before a chapter may announce and initiate Honorary Members.

Regular membership records should be completed. Serial numbers should be assigned if the candidate was not previously initiated.

No signature is required of the Honorary Member.

AIBS MEMBERSHIP:  Phi Sigma members are urged to join The American Institute of Biological Sciences, but they must do so directly with AIBS, 730 11TH Street N.W., Washington D.C. 20001-4584

DISTRIBUTION OF BIOSCIENCE:

1. Each initiate will receive BioScience for one year without cost. It is issued monthly.
   
2. Copies of BioScience will be individually mailed to each new initiate.
   
3. Members should consider BioScience for publication of their research. The journal is a referred scientific publication with an editorial board of distinguished associate editors.

ORDERING PINS FOR INITIATES OR OTHER MEMBERS:

Phi Sigma Keys and other jewelry may be ordered through the National Office, which will, in turn, order such items from our official jeweler, Awards Concepts, St. Charles, Illinois.

CHAPTER PROPERTIES:

1. In all initiations, the use of the Ritual is mandatory, as are the coat-of-arms and the Charter.
   
2. The Chapter President is personally responsible for the Ritual and must give it personally to his/her successor when he/she is installed.
   
3. Should your chapter be short of any of the necessary properties, except the charter, it may order new ones at cost by writing to the Executive Director.
   
4. An engraved gavel has been presented to each chapter. The President should personally pass this on to their successor.

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Site Created and Maintained by Catherine Woodworth Wong and Gene Wong
Last Updated on July 28, 2002