Grand Quaestor delinquent chapter account policy

Purpose

Sigma Chi International Fraternity expects its chapters to be financially sound and responsible in discharging their financial obligations. As stated in the various relationship policies outlining the relationship between the Fraternity and its chapters, the chapters are to collect the required fees owed to the International Fraternity from the members of the chapter and transact those fees to the International Fraternity when due. However, some chapters have difficulty balancing the various financial requirements and become severely delinquent with payables to the International Fraternity. The purpose of the Grand Quaestor’s delinquent chapter account policy is to assist in ensuring that our chapters who have fallen behind financially have a path back to financial stability within the Fraternity.

Guidelines

1.  All Sigma Chi chapters should have an operating budget that has been approved by the chapter’s quaestor and his advisory board and, preferably, the executive committee and/or chapter. This budget should account for all fees due to the General Fraternity, the Risk Management Foundation, and general operating fees for the chapter.

2. Chapters should be encouraged to collect 100% of the new member fees from the pledges at the start of their pledge period and hold those fees in a form of escrow. Doing so guarantees that the chapter has the fees on hand to pay the General Fraternity all billed membership fees at the time of the invoice or within 30 days.

a. This practice also ensures that if a new member leaves school at the conclusion of the semester, he is not left owing the chapter for fees owed but not collected.

3. The quaestor should use the resources made available to him as part of officer training academy and on sigmachi.org to ensure that the chapter builds a budget that is sustainable given the anticipated membership numbers and anticipated operating expenses for the semester and year.

4.  The chapter will receive a notice from Sigma Chi at 60 days detailing the options that would be available to them should their delinquent balance continue after 90 days.

Policy

At the point when a chapter falls greater than 90 days delinquent in at least $500 in fees owed to the general fraternity, the chapter has three options:

1.  Pay the amount due in full within 7 days of notification.

2. The chapter will utilize the services of Sigma Chi’s preferred third-party billing partner to assist in the chapters budgeting, dues collection and outstanding debt collection.

a. The chapter is required to maintain their account with the billing partner for a period of three semesters from the start of their agreement.

b. The chapter will submit a formal payment plan proposal to resolve the overdue amount within six months while keeping current on other dues/fees owed to the General Fraternity.

c. Should the chapter miss a scheduled payment, they will immediately move to option 3.

3. A chapter that does not select option 1 or option 2 will be placed on social suspension by the Executive Committee, at the recommendation of the Grand Quaestor, until their account balance is paid in full. The Grand Quaestor may consult with CAMAC to consider additional sanctions if deemed warranted.

a. A letter about the chapter’s delinquent financial and suspended social status will be sent to local alumni.

Adopted by the Executive Committee on January 12, 2024.