SIGMA KAPPA Voices Strong Hearts United. Handbook for the S Advisory Board Supervisor 2015 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Constitution This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. This handbook is designed to give the advisory board supervisor the information needed to successfully support and coach the collegiate chapter they work with to achieve the Sigma Kappa Standards of Excellence. Serving as a national volunteer exemplifies Sigma Kappa's purpose and values. C 2014 Sigma Kappa Sorority Sigma Kappa Sorority Advisory Board Supervisor Handbook page 2 TABLE OF CONTENTS The Advisory Board Supervisor 5 Resources for the Advisory Board Supervisor 7 Document Retention 7 The National Organization - The People Resources Who Support You 8 Who is "Nationals"? 8 National Council 8 National Headquarters 8 Additional People Resources in the Sorority 9 The Sigma Kappa Foundation, Inc. 10 The National Housing Corporation 10 Advisory Board Responsibilities for Housing Issues 12 Best Practices in Advising 13 Advisor Attendance at Chapter Meeting or Functions 13 Managing the Advisory Board Team 14 Working with College Students 16 The Advisor's Role at Chapter Meetings 17 Executive Council Meetings 17 Formal Chapter Meetings and Basic Parliamentary Procedure 18 Informal Chapter Meetings 20 Election of Officers 22 Procedures for Officer Elections 22 Organizing the Senior Slating Committee 22 Voting 23 Regional Leadership Conferences 24 Confronting Officers Who Do Not Upload the Duties of the Office 24 Removing a Member From Office 25 Member Accountability 26 Sigma Kappa Standards Program 26 Chapter Code of Conduct 26 Standards Council Responsibilities 27 Harm Reduction 28 Risk Management Policies and Policy Violations 28 Hazing 29 Housing Safety 29 Social Events and Transportation 29 Social Function Review Forms 29 Advisory Board Responsibilities at Social Functions 30 Procedure in the Event of an Emergency or Tragedy 30 Communication & Reports 34 Communication Protocols 34 Sigma Kappa Style Sheet 34 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 3 Reports 34 Chapter Officers 34 Membership Status Changes 35 Approving Chapter Activities 35 Membership Changes 37 Changes in Membership Status 37 Transfer of Member Policy 37 Expulsion Appeal - Due Process 40 Reinstatement Petitions 41 Chapter & Volunteer Development Programs 42 National Convention 42 Regional Leadership Conference 42 National Volunteer Online Onboarding Series 43 Advisor's Academy® 43 National Volunteer Training 43 Standards of Excellence 44 Signs That a Chapter May Need Additional Support or Resources 45 Working with National Headquarters 46 Membership Items Tracked by National Headquarters 46 Understand Chapter Finances 48 Where the Money Goes 49 Visual Standards, Website & Website Guidelines 50 Visual Standards 50 Website - Live Sigma Kappa 50 Dove Hub 50 SmarterSelect 51 Internet and Related Technology Policy 51 Chapter and Individual Website Guidelines 51 Shop Sigma Kappa 52 What is Shop Sigma Kappa? 52 What are Licensed Vendors? 52 How can Advisors Help Protect Sigma Kappa's Name? 52 How can a Chapter get its Local Vendors & Campus Bookstore Licensed? 52 Appendix 53 Important Sorority Acronyms 53 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 4 THE ADVISORY BOARD SUPERVISOR The role of the advisory board supervisor (ABS) is to guide, advise and support the chapter, collegiate chapter officers, and advisory board members and monitor the chapter's progress. Some of the responsibilities of the ABS are related to the management and administration of the advisory board and some are related to advising the collegiate chapter. The chapter advisor will serve many constituencies: new members, initiated members, officers, committee chairmen, alumnae, the college/university administration and national officers. In light of these responsibilities, the ABS must do the following tasks. They are grouped together as they relate to one another. Guide and advise the collegiate chapter: Ensure there is an advisory board representative at all chapter events, including chapter meetings, ritual ceremonies, membership selection meetings, and social events. Review petitions for special dispensation including leave of absence, withdrawals, suspensions and expulsions. Inform the corporation board or property committee immediately of a change of status of a member. Motivate and monitor chapter progress for Standards of Excellence (SOE). Ensure appropriate officers attend convention and regional leadership conferences. Monitor chapter progress in clearing outstanding business each term. Ensure the chapter upholds the ideals and traditions of Sigma Kappa and guards the ritual and private documents of the Sorority. Serve as a role model for the chapter. Be knowledgeable about all policies and procedures. Understand all risk management policies and ensure the chapter understands proper emergency/crisis protocol. Develop a positive working relationship with the campus fraternity/sorority advisor and other administrators. Provide continuity with the history and tradition of the chapter. Maintain accurate and relevant files. Communicate with national volunteers and NHQ: Update the collegiate coordinator on the chapter's overall progress at least monthly. Report immediately the suspicion or occurrence of all risk management policy violations by telephone to the toll free hotline (888-877-7576). Follow the risk incident policies in the National Policy Handbook. Communicate with district volunteers as needed, and inform them of activities or issues relevant to their roles. Request national officer or staff visits and other resources to support chapter recruitment, officer training and other activities. Ensure the national organization is aware of chapter achievements, problems and issues. Follow through with all requests for information, reports, or action expediently. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 5 Manage the advisory board team: Recruit and train advisory board personnel. Work closely with the advisory board to ensure they are performing their responsibilities in a satisfactory manner. Inform advisory board members about relevant chapter policies and activities, and ensure they receive the chapter calendar and meeting minutes. Meet with the advisory board team as a whole at least monthly. Communicate with advisory board members individually on a regular basis. Ensure housing/property policy compliance: Report all housing/property issues to the corporation coordinator or corporation liaison when unable to address the issue locally. Serve as a liaison between the corporation board and the advisory board. Encourage a positive and effective working relationship between the advisory board and corporation board. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 6 RESOURCES FOR THE ADVISORY BOARD SUPERVISOR In addition to this handbook, the ABS must have certain resources and materials to properly perform her job. Most of these are found in Live Sigma Kappa. They are as follows: 1. Sigma Kappa Policies and Procedures a. National Policy Handbook b. Sigma Kappa Constitution and Bylaws C. National Sorority Organizational Chart d. Handbooks for all officers advised e. Annual Supplies f. NPC Manual of Information g. Promise Book h. Visual Standards Manual 2. Local chapter policies and resources a. Code of Conduct b. Chapter house/suite rules C. Chapter goals d. Chapter calendar e. Contact list for chapter officers, advisory board members and the corporation board members f. Campus professional contacts, including the F/SA g. The most current edition of Robert's Rules of Order, Newly Revised Document Retention The ABS generates, maintains, and files a great deal of important information. The ABS should have a filing cabinet or flash drive for these records to ensure their safekeeping. Document retention should be performed yearly. The Sorority document retention policy is located on Live Sigma Kappa. Sigma Kappa Sorority Advisory Board Supervisor Handbook . page 7 THE NATIONAL ORGANIZATION - THE PEOPLE RESOURCES WHO SUPPORT YOU Who is "Nationals"? Each of us is a part of the national organization. National Council is not "nationals." National Headquarters (NHQ) is not "nationals." The term "nationals" does not exist but is frequently used by collegians and some alumnae. Every member of Sigma Kappa is a representative of our Sorority, all 152,000+ of us! National Council The Sigma Kappa national council is selected by the membership to maintain the ideals of our Founders and ensure sorority growth and success. National council is composed of eight members. Each member is elected or appointed to a two year term of office and is a volunteer. In simplistic terms, the national council operates in similar fashion to the chapter executive council. The eight women on national council work individually and collectively. Each woman has an area of direct supervision and provides input in the business proceedings of national council. The work of national council is demanding, therefore, each member relies on directors, ABSs, collegiate coordinators, national officers and local advisors to collect, analyze and summarize information on the organization and communicate it to council. A current national council organizational chart can be viewed on Live Sigma Kappa. National Headquarters NHQ is our administrative center. It houses the Sigma Kappa Foundation, Inc., the National Housing Corporation (NHC) and the Sorority. The executive director and staff are salaried employees. Most of the staff are members of Sigma Kappa. As the administrative center, the Sorority staff at NHQ provides a variety of services to Sigma Kappa members and chapters, some of which include: Providing materials needed for effective chapter management and record maintenance, available for order through the chapter supply department. Annual supplies and additional resources for all collegiate officers, advisors and national officers are available on the Sorority's website. Servicing and maintaining collegiate chapter financial records, available on a fee-paid basis through the chapter accounting program. Processing official jewelry orders, including membership badges, new member pins and Order of the Triangle pins. Maintaining membership records on the computer system via chapter reports, address changes. Publishing the Sigma Kappa Triangle magazine. Preparing the administrative details of biennial conventions and annual Regional Leadership Conferences (RLCs). Coordinating mailings, research and special projects to support the national officer structure of Sigma Kappa Sorority. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 8 Additional People Resources in the Sorority The national organization has a great web of resource people who support our chapters and members that an ABS or advisor might interact with on a regular basis. The following list identifies these roles. Names and contact information for these volunteers can be found on Live Sigma Kappa. An advisor or ABS may seek the support of any volunteer by directly contacting them at any point in which she needs assistance. In most cases, it will be the ABS who will contact the collegiate coordinators to discuss an area of need within the chapter. However, if chapter officers solicit assistance directly from the collegiate coordinators, it is the collegiate coordinator's responsibility to contact the ABS and communicate the collegian's request and to solicit her input. Collegiate Management Volunteer Roles National Vice President for Collegiate Chapters - The national vice president for collegiate chapters (NVPCC) is responsible for all matters concerning the conduct and functioning of collegiate chapters, oversees the selection and training of field officers in charge of collegiate chapters and directs all field officers engaged in chapter work. She supervises the work of the collegiate district directors and director of risk management. Collegiate District Director - The directors are responsible for managing collegiate chapters and for recruiting and supervising the ABSs within each district. The collegiate district director serves as a liaison between the NVPCC, collegiate coordinator, ABSs and advisory boards. Other responsibilities include maintaining accurate chapter records, reports and statistics, evaluating SOE and making recommendations for collegiate awards. There is one collegiate district director for each district, one for colonies and new chapters and one for specialized chapters. Collegiate Coordinator - Works under the direction of the CDD and NVPCC to provide supervision and assistance to collegiate chapter advisors and to monitor the progress of assigned chapters in all areas of chapter management. Director of Risk Management - The DRM is appointed by national council to work closely with volunteers and the chapter members on harm reduction education. She ensures risk management policy violations are appropriately handled on the collegiate level and works with the programming team for member education. Risk Management Coordinators - Works under the direction of the director of risk management to ensure that all collegiate chapters are following the National Policy Handbook requirements for risk management/harm reduction and provide guidance to collegiate chapters within the assigned district on risk management. District Coordinators: There are district coordinators who specialize in the following areas: finance, programming, alumnae relations, recruitment, public relations, Panhellenic. Collegiate Public Relations Coordinator - Monitors chapter communication pieces to ensure consistency and the appropriate use of visual standards and registered marks. Serves as a resource for developing a chapter marketing plan to promote positive campus image. Provides tools/help for using GIN to keep website and social media up-to-date. Programming Coordinator - Works to identify needs of collegiate and alumnae chapters and deploy solutions to meet identified needs. These volunteers have a clear understanding of how to execute and support the various member experiences provided by the national Sigma Kappa Sorority Advisory Board Supervisor Handbook page 9 organization, including but not limited to the new member experience, scholarship, informal programming experiences for all levels of collegiate and alumnae membership. - Collegiate Finance Coordinators - Works under the direction of the director of chapter finance and national vice president for finance to ensure that all collegiate chapters are in good financial standing with the national organization. Recruitment Coordinators - The recruitment coordinator secures, trains, guides, supports and empowers recruitment advisors/supervisors to develop and implement a successful membership recruitment plan for their chapter. She also provides support and guidance to recruitment advisors/supervisors and collegiate vice president of memberships (VPMs) and continuing membership chairmen (CMCs) in her district in developing and implementing a competitive recruitment program for each particular campus. Collegiate Alumnae Relations Coordinator - Fosters the relationship between alumnae and collegiate chapters and serves as the main resources for the collegiate vice president of alumnae relations. Panhellenic Coordinators -Under the direction of the NPC delegate and alternate NPC delegates, the Panhellenic coordinators are responsible for providing guidance, direction, interpretation and recommendations for collegiate officers, national officers and alumnae advisors on Panhellenic matters. The Sigma Kappa Foundation, Inc. The mission of the Sigma Kappa Foundation is to create and fund leadership, scholarship and philanthropic initiatives that reflect the values and spirit of Sigma Kappa Sorority. The Sigma Kappa Foundation carries out their mission by awarding scholarships to collegians and alumnae of Sigma Kappa, supporting educational programming such as Regional Leadership Conferences, sponsoring speakers for national conventions, promoting leadership development programs and materials, awarding research grants to combat Alzheimer's disease and gerontology, contributing to the Maine Sea Coast Mission, and giving financial assistance to Sigma Kappa alumnae with special needs. The Sigma Kappa Foundation, Inc., is funded through the generosity of collegiate and alumnae chapters and individual members of Sigma Kappa. Money is sent to the Foundation for distribution to the Maine Sea Coast Mission and for Alzheimer's disease and gerontology research. Contributions by individuals to the Foundation are tax deductible and all Sigma Kappas are encouraged to support Sigma Kappa through Foundation donations. These funds are also used to support the Sorority's educational programming for chapters and scholarships. An elected board of trustees governs the Foundation, which is made up of volunteer Sigma Kappas. Members of the board of trustees serve four-year terms and are appointed after nomination by the Foundation nominating committee. For more information on the Sigma Kappa Foundation and Foundation sponsored programs, visit www.SigmaKappaFoundation.org. The National Housing Corporation The Sigma Kappa National Housing Corporation (NHC) is an independent legal entity. The purpose of the NHC, along with providing much needed services to ease the burden on our local housing corporations, is the pooling of assets to enable participating corporations to have the Sigma Kappa Sorority Advisory Board Supervisor Handbook page 10 ability to finance housing projects. Supporting Property Management Sigma Kappa offers support and guidance for property management. The responsibility falls either under a corporation coordinator or corporation liaison depending upon participation in the NHC. All Sigma Kappa chapters not having a local corporation board or property committee were made participators in the NHC in 1994, when the NHC was incorporated. The participation of a local corporation in the NHC is by mutual agreement of both parties. Sigma Kappa has three types of local management groups for property: house corporation, property committee, and decorating committee. The type of property management needed depends on the chapter's housing, employees, and the fees collected to maintain the property. House Corporation A house corporation is a separately incorporated entity that has legal and binding obligations to pay the mortgage or lease payment, utilities, salaries, etc., while maintaining a safe, functional environment for collegians. All initiated members of the corporation's associated chapter are lifetime members of the house corporation, like shareholders of a corporation. The corporation board is the house corporation's board of directors, which is elected by the members of the corporation at its annual meeting. The board is responsible for the physical property, furnishings, and employees. The corporation board must include at least two collegiate members with voting privileges. These are usually the chapter president, house manager or vice president of finance. A liaison from the advisory board is also encouraged to attend meetings of the corporation board as an ex-officio, non-voting member. A joint corporation board/advisory board meeting should be held at least once each year to discuss issues of mutual concern. Property Committee A property committee oversees chapter property and/or a housing facility. Chapters may have a property committee under the following conditions: The chapter does not own real property and/or have employees. The chapter collects fees other than housing/furnishing fees (i.e. parlor fees, meal plans, etc.). The chapter has expenses other than purchasing furniture/equipment. The NHC maintains a chart of accounts, invoices members, and pays bills under the same fee structure as a participating corporation due to the amount of financial activity. Decorating Committee A decorating committee is a committee of the advisory board, appointed by the advisory board. A chapter may have a decorating committee under the following conditions: The chapter does not own real property and/or have employees. The chapter collects only housing/furnishing fees. The chapter's only expenses are those relating to the purchase and maintenance of furnishings/equipment. The NHC holds housing/furnishing fees and writes checks from those fees for furnishings/equipment when requested. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 11 Advisory Board Responsibilities for Housing Issues The advisory board works with the chapter to ensure that national policy concerning housing as outlined in the National Policy Handbook is followed. Policies of utmost importance regard requirements for members to live in chapter property if space is available. Exception to this policy is outlined in the National Policy Handbook. It is the responsibility of the chapter, not the corporation board, to fill the chapter property. Failure to fill the house will result in the corporation billing the chapter for the empty spaces. The chapter should establish a system to ensure that chapter housing is at capacity each year. Acceptable systems include a lottery or points system. The system should be included in the chapter Code of Conduct. The Code of Conduct should be reviewed to ensure that national policy is correct with regard to housing related policies. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 12 BEST PRACTICES IN ADVISING Gather as much background information on the chapter as possible - especially if you are new to advising or to the chapter. Learn about the chapter and campus traditions, organizational strengths and weaknesses and achievements of the chapter in the past year. Get to know the members. Build relationships and get to know them as students and sisters. Spending informal time with them will help build their trust. Reviewing reports from the previous three years will aid you in learning more about the chapter. Read all materials available through the national organization. By reading pertinent material (reports, award applications, statistics, etc.), an advisor can begin to understand the chapter's strengths and weaknesses. This research will help you see the signs of a chapter that is beginning to slip, struggle, or improve. Whether you are a recent graduate or a more experienced professional, look at the chapter from a different perspective than your collegiate experience. The atmosphere of the group can change radically with each new member class. Your research should also include information on the campus/institution: What is the fraternity/sorority community climate? How much support does the administration provide? What kinds of programming, resources and services does the fraternity/sorority life office offer? It is important that you have the most up to date contact information for the campus fraternity/sorority advisor (F/SA); he or she can offer valuable insight into a chapter and the scope of the community. Get to know this person and be proactive - this relationship will be much more rewarding when you get acquainted initially rather than in a crisis situation. The ABS is a resource and sounding board. She should be contacted with questions about chapter events, issues, risk incidents and national policy. Petitions and Social Function Review Forms must be approved by the ABS. The ABS needs to be informed about: Chapter management issues that need solutions Petitions that are coming her way Questions or concerns about Sigma Kappa National Policy Handbook that she can answer/address Risk incidents and outcomes of standards council meetings Any additional assistance that the chapter or advisory board needs Advisor Attendance at Chapter Meetings or Functions The following is a list of chapter meetings or functions where an advisor is expected to attend. The advisory board should review the calendar each term and divide the functions SO that no one advisor becomes overburdened with supervision. Each advisor should be sure to take good notes at each meeting and inform the other board members of any upcoming issues/decisions. Remember Sigma Kappa Sorority Advisory Board Supervisor Handbook page 13 that many chapter decisions take place over a period of time and strong advisor supervision is only possible when each advisor is well informed of the previous weeks' activities. Chapter meetings - Formal and informal meetings, executive council meetings, new member meetings, new member ceremony, Initiation, Order of the Triangle, all recruitment functions, fire inspections (preferably attended by a corporation board member), senior slating, and membership selection. Retreats - Advisors or their designated representative must be present at officer or chapter retreats; if no advisor is available, qualified alumnae, approved by the ABS, may attend chapter retreats. Social events - There must be an advisor present or a designated advisory board representative. Standards council meetings - There must be an advisor present and she is to make sure that all standards council procedures are followed at disciplinary meetings. Managing the Advisory Board Team It is easy to focus your attention and communication on the collegians - they are the ones who need your help most. However, it is just as important to spend time developing the individual advisory board members, and the advisory board team as a whole. A strong advisory board team is important in providing effective support to the collegiate chapter. It is important to work as a team; not just a group of individual officer advisors. Schedule regular advisory board meetings at least monthly to build trust, foster open communication, address concerns and work together to strengthen the chapter. Some advisors may have a wealth of experience as a Sigma Kappa volunteer, others may be just beginning their volunteer career. Be respectful and patient with each other - you are all here to serve the Sorority, help strengthen a chapter and coach dozens of Sigma Kappa leaders and members. Additional training for the advisory board is available through Advisors Academy, a day long retreat style training for advisors only. Advisors Academy can be coordinate with the assistance of the programming coordinator and collegiate coordinator. All expenses associated with hosting an Advisors Academy are the responsibility of the collegiate chapters. During the advisory board meetings, the ABS should appoint a board secretary responsible for taking monthly minutes. If monthly face to face meeting are not feasible, the board should connect monthly via conference call or email to plan for the following month. At least two face to face meetings should be held per semester. A common concern of advisory board members is regular communication of chapter affairs to one another between scheduled advisory board meetings. At the beginning of the school year, try to set your schedule of face-to-face meetings. Come to agreement on how quickly you will respond to each other's calls and emails. A thriving advisory board starts with empowerment. Chapter advisors are expected to communicate with the ABS at least once a month at advisory board meetings and as needed via email and phone. The advisory board should be kept updated on: Chapter outstanding business Minutes taken at each chapter meeting Sigma Kappa Sorority Advisory Board Supervisor Handbook page 14 Changes to the Sigma Kappa National Policy Handbook or Constitution and Bylaws to be aware of Petitions approved or in need of additional documentation Deadlines and progress for SOE Risk incidents and their outcomes or necessary actions to take When a leadership consultant or other national officer is coming to visit Information from RLCs and Convention Dates for RLCs and Convention Sigma Kappa Sorority Advisory Board Supervisor Handbook page 15 WORKING WITH COLLEGE STUDENTS A chapter advisor is just what the name implies: an advisor, not a director or dictator. The major role is to offer advice, when it is requested or when it is critical that the chapter hear it. Those two situations do not always occur simultaneously. If a chapter advisor has established both rapport and credibility with the undergraduate members, she will frequently be asked for an opinion. As an advisor, you need to allow the chapter to learn from their mistakes. This is much easier said than done. As experienced adults, we may be able to see when things are starting to go awry sooner than a collegian can. Discuss as an advisory board what is a "small mistake" worth letting collegians experience and learn from and agree on when advisors should intervene (breaking national policy, potentially harmful plans/activities, egregious member behaviors, etc.). One of the greatest advantages of sorority membership is the opportunity for leadership experience. The effective chapter advisor realizes this and will frequently allow the group to learn from its mistakes. What distinguishes a good advisor from an adequate advisor is the ability to gauge the impact of the results and determine when intervention is not only desirable but absolutely essential. The chapter advisor is a role model-she is a living illustration of the fact that sorority affiliation continues after graduation and that the values and principles taught in the chapter have a very real application in the everyday world. Advisors should be aware of the following guidelines for working with college students: 1. Know as many students as you possibly can and know them well. Nothing is done without this individual relationship. 2. Treat each student with the dignity and respect that you would like for yourself. 3. Deal with the important and relevant aspects of your position. Avoid getting burned out in dealing with petty differences. 4. Be honest with yourself and others. It does no good to tell students what you think they want to hear. 5. Recognize that the values and attitudes you take to your position will to a great extent, determine the way the students react. 6. Understand that you work more by persuasion and the power of your personality than any amount of formal authority. 7. Be available-there is no such thing as a "standard work day." The job is time-consuming and restrictive-but rewarding. 8. Realize that your position is at best non-descriptive. No job description or cookbook will ever suffice for your native intelligence and the qualities which have led to your selection for this task. 9. Accept the fact that we are not an end in ourselves. With each new program and student, we should work to the end of eliminating our necessity. 10. Finally, never underestimate the power of your influence on a student. Your conduct and conversation are what you are-a model for others. List compiled by Dr. David Ambler, former vice-chancellor for student affairs at the University of Kansas and well-respected higher education leader. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 16 THE ADVISOR'S ROLE AT CHAPTER MEETINGS Meetings are the vehicles used to plan and organize the chapter's activities and to accomplish chapter business. Chapter advisors must be present at executive council, formal, informal, Promise/new member and standards council meetings. The role of an advisor at chapter meetings is to serve as an information resource and ensure that ritual, policy and meeting structure are followed. The checklist for the chapter formal meetings can serve as a guide. Executive Council Meetings Our Sigma Kappa Constitution and Bylaws require each collegiate chapter to have an executive council composed of the president, executive vice president, vice president of programming, vice president of new member education, vice president of membership, vice president of alumnae relations, vice president of scholarship, vice president of philanthropic service, vice president of finance, vice president of communication and Panhellenic delegate. The executive council functions during the entire college year as the chapter's management board. A successful chapter must have good management and strong leadership. It is of utmost importance the council be a tactful, understanding and firm body. Good executive council organization will result in organized chapter meetings, which move smoothly and swiftly. All deliberations of the council should be kept in strict confidence. Duties of the Executive Council 1. To advise and assist the chapter president. 2. To uphold and enforce the Sigma Kappa Constitution and Bylaws, standing rules and National Policy Handbook pertaining to college chapters and chapter relations. 3. To formulate wise chapter policies within the framework of the National Policy Handbook, chapter Code of Conduct and national/chapter house rules. 4. To discuss proposed items of business before presentation to the chapter for consideration. If applicable, make a recommendation to the chapter. 5. To prepare the agenda for chapter meetings. The president should prepare the chapter meeting agenda from reports given by officers during the executive council meeting. 6. To formulate and coordinate the chapter calendar. 7. To make budget and financial decisions. 8. To guide the chapter in setting yearly goals and making plans to achieve these goals. 9. To focus programming on the chapter's goals. 10. To serve as a clearing house for committees. Each executive council member is responsible for reporting information from specific committees. 11. To review and vote on excuses presented in written form to the executive council prior to a meeting or function and to advise the VPC of the list of those excused and unexcused. If excuses are rejected, the individual women should be notified. A conscious effort should be made to keep absenteeism to a minimum. 12. To plan ahead by evaluating the current issues, size and resources for the chapter. The executive council works closely with the advisory board. An advisory board representative is to attend all meetings of the executive council and should be notified at least 24 hours in advance of each meeting. She should be briefed on which items will be discussed during the meeting. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 17 Executive Council Meeting Specifics The executive council meets weekly, preferably within 24 hours prior to the chapter meeting, for the purpose of establishing the chapter meeting agenda. The council also coordinates future plans and programs and makes chapter management decisions. The president presides at the meetings. An advisor must be present at all executive council meetings. Meetings are to be structured and follow an organized agenda. Schedule a two-hour time block. Meetings may not take all allotted time each week, but should be scheduled for this possibility. Meetings should be held in a private area. What is discussed in executive council stays in executive council. Prevent distractions and interruptions. Provide seating for all members. Use a large table, if available. A semi-formal seating arrangement provides a business-like atmosphere as this is a council meeting. The VPC takes concise, yet thorough, minutes on all items discussed. The VPC sends the minutes to the ABS within a day after the meeting. Officers or chairmen not on the executive council may be invited to attend the meeting at a specific time to give their reports or discuss council concerns. Any member or new member may ask to come to the executive council to propose an idea, give input to a problem or express opinions. The member should be given a specific time on the agenda. Advisors at Executive Council Meetings An advisory board member should be present at each executive council meeting. The advisor serves as a liaison between the chapter officers and advisory board reporting on upcoming events and any issues that need discussion. The advisor in attendance should have a copy of the chapter's Code of Conduct and calendar as well as National Policy Handbook in case the officers require assistance. Formal Chapter Meetings and Basic Parliamentary Procedure During formal chapter meetings, the EVP has the official duty of serving as the chapter parliamentarian. The role of the parliamentarian is to ensure the smooth operation of the formal chapter meeting and to ensure that business is conducted according to parliamentary procedure. It is recommended that the ABS has a copy of the most current edition of Robert's Rules of Order, Newly Revised. Robert's Rules most clearly explains the specifics of parliamentary procedure. Chapter members should be educated on the proper etiquette for formal chapter meetings, especially the handling of chapter business (through motions and votes). The Parliamentary Procedure handout can be used in explaining parliamentary procedure to members and is located in Live Sigma Kappa, under the EVP's annual supplies. The EVP, as parliamentarian, should advise the president to correct an incorrect motion which has been made or to advise in dealing with a member who is out of order. If the EVP is recognized by the president, she may address the president regarding correct parliamentary procedure on an item of business. For example: "Please address the chair and be recognized. please stand when you address the chair please state that in the form of a motion...' " Sigma Kappa Sorority Advisory Board Supervisor Handbook page 18 If the EVP is not fulfilling her role as chapter parliamentarian, the chapter advisor should have a conversation with her to review parliamentary procedures, answer any questions that she might have and ensure that she feels confident in the role. If these conversations have occurred and the EVP is still not able to fulfill her role as chapter parliamentarian, the chapter advisor can assume the role. The Eight Steps of a Motion 1. Member rises and addresses the chair (the president in most cases). 2. Member is recognized by the chair. 3. Member proposes motion: "I move that.. " Note: the motion must be a complete sentence that describes the action at hand, not "I move what she said or I SO move... I move the VPNME's plan for Inspiration Days be accepted etc." and must be in a positive manner. 4. Another member seconds the motion. 5. Chair states the motion: "It is moved and seconded that... or says "The question on... " and paraphrases the motion. 6. Chair calls for debate: "Is there any discussion?" 7. Chair takes vote: "All those in favor. All those opposed. " 8. Chair announces result: "The motion was adopted/defeated and we will/will not..." The Three Processes of Amending a Motion: 1. Insert or add. 2. Strike out. 3. Strike out and insert, a combination of the first two processes; or substitute (used only with paragraphs). Any number of amendments may be offered, but only two may be pending at any one time. "I move to amend the motion by.. " "I move to amend the amendment by ..." " Sigma Kappa Sorority Advisory Board Supervisor Handbook page 19 Quick Reference Chart for Making a Motion For a You should May you Do you Is it Can it be What Can it be motion to: say: interrupt need a debatable? amended? vote is reconsidered? speaker? second? needed? Introduce "I move No Yes Yes Yes business Majority Yes that "I move to Amend a amend No Yes Yes Yes motion Majority Yes the "I move to Give closer refer the No Yes Yes Yes Majority Yes study matter to committee." Postpone "I move to discussion postpone the No Yes Yes Yes for a certain Majority Yes discussion time until Suspend "I move to further table the No Yes No No consideration Majority No motion" of an issue End debate "I move to and No Yes No No 2/3 vote No amendments stop debate." Take up a "I move to matter take the No Yes No No motion from Majority No previously tabled the table." "I rise to a Request point of Yes No No No No vote No Information information." Verify a vote "I call for by having standing Yes No No No No vote No members vote." stand Complain "I rise to a about heat, question of Yes No No No No vote No noise, etc. privilege." Adjourn "I move that No Yes No No No vote No meeting we adjourn." Informal Chapter Meetings At informal meetings both the initiated members and new members meet together to encourage the development of a strong sisterhood within the chapter. The VPP and her committee are responsible for planning programs held during informal meetings. They are encouraged to utilize other officers and chairmen of the chapter. Careful planning is essential to develop areas targeted as chapter goals. Utilize these two meetings per month to make Sigma Kappa an educational and enjoyable collegiate experience. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 20 If there is chapter business which MUST be conducted during an informal meeting, the initiated members should meet briefly after the planned program. Parliamentary procedure must be followed during the short business session. Sigma Kappa provides the resources collegiate chapters need for educational programming by creating and continuously developing the Promise for Initiated Members program, including programs and resources available on Workshop Warehouse. Informal Chapter Meeting Structure Includes an educational program focusing on member education and development, a sisterhood event, and/or committee meeting. Ritual is not followed (order is maintained). Meetings are attended by members, new members and alumnae. Attire is casual, but appropriate (defined in Code of Conduct). No chapter business should be conducted (motions and votes). Only urgent officer and chairman announcements should be given. Announcements should be submitted to the VPC 24 hours in advance to enable her to generate an announcement handout. This will save time during the meeting. Minutes are taken, as well as attendance. The president, EVP or VPP presides over the informal meetings, however it is the VPPs duty to plan member education programs. Discuss with your president, EVP or VPP who will preside at informal meetings to reduce confusion. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 21 ELECTION OF OFFICERS Sigma Kappa bylaws state: "Each college chapter shall elect annually by ballot a President, an Executive Vice President, a Vice President of Programming, a Vice President of New Member Education, a Vice President of Membership, a Vice President of Alumnae Relations, a Vice President of Scholarship, a Vice President of Philanthropic Service, a Vice President of Communication, a Panhellenic Delegate, and a Vice President of Finance with the approval of the advisory board supervisor to serve until their successors are elected. Other officers, chairmen, and committees may be elected by the chapter or appointed by the president of the chapter with the advice of the executive council and approval of the advisory board." Terms of Office 1. The term of office is determined by the college chapter with the approval of the ABS. The recommended term is one year. A member remains in office until her successor is elected or appointed or until she is removed or replaced. If an officer is not fulfilling her duties she may resign or be asked to resign. 2. National council recommends that officer elections occur during mid to late November with installation in early January. A period of time between elections and installation allows for training of new officers and chairmen. The advance planning needed in chapters for recruitment may necessitate the election of the VPM after formal recruitment. Procedures for Officer Elections Two Weeks before Elections: Letters of Interest The president announces that elections will be held in two weeks. Qualifications and eligibility as specified in the National Policy Handbook, and a brief description of the duties of each position should be made available to all chapter members to review. (See Live Sigma Kappa for a document that can be printed or emailed to each member.) Members interested in specific offices/chairmanships are asked to write a letter of interest/position paper (see sample on Live Sigma Kappa). This is an important part of the election process, and encourages thoughtful consideration of leadership position in advance of the process. If letters are received by members who are not eligible, the president should notify the members SO they do not expect to be slated. Letters of interest/position papers are to be given to the ABS and should specify: Their reason for interest in the office. Goals they may have for the office. Qualifications they have for the office. Organizing the Senior Slating Committee Two weeks prior to the election, the president works with the ABS in organizing the senior slating committee. The senior slating committee is composed of the ABS and the following: November - December Elections: All seniors graduating in December through August who have not previously participated in the slating process. January - February Elections: All seniors graduating through August or all graduating through December who have not previously participated in the slating process. In chapters where there may be 15 or more eligible seniors, a committee of up to 5 - 10 seniors elected by the entire senior class may be utilized to avoid an unmanageably large slating committee. This procedure should be voted on by the chapter with the approval of the ABS. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 22 One Week before Elections: Straw Ballot This is an opportunity for all members to propose the members they think are capable of holding the respective offices. All members in good financial standing participate in straw balloting including the current president. 1. The president prints a ballot for each member to complete, listing all the elected offices and chairmanships. This ballot is available to print and copy on Live Sigma Kappa. 2. Ballots are collected and tabulated by the ABS. In large chapters, she may wish to have other advisors aid her in the tally. Straw balloting is NOT an election but a method of obtaining the opinion of the majority of the chapter members. The slating committee will use this information in formulating the slate. For the appointed offices, the suggestions will aid the new executive council in their selection. Chapter members name the person they feel is most qualified for the positions and why. The Week Before Elections 1. Senior slating committee meets with the ABS, preferably within 24 hours prior to elections. Members who are eligible scholastically and financially should be highlighted to help eliminate discussion of ineligible members. 2. The ABS should have a current academic report to verify grade requirements, and a list of those members in financial arrears. 3. All members of the slating committee and members contacted by the slating committee should keep the information discussed in the strictest confidence. 4. The committee uses the straw ballots and letters of interest/position papers to formulate the slate. The straw ballots serve as a guide in developing a slate. 5. The slating committee should discuss the position of president first, and identify whom they would like to slate in that position. Then move on to the EVP, followed by the other vice presidents, and Panhellenic Delegate. 6. In the case of a tie, very close vote, or one person selected for two offices, the committee makes a decision based on their knowledge of the demands of the office, the capabilities of the individual, and the specific needs of the chapter. 7. The committee should support the slate as agreed upon. 8. The advisory board is contacted and the slate is discussed with them. The slate must be approved by the ABS prior to contacting the candidates. 9. A member of the committee should notify the member slated for each major office and ask her, privately, if she will agree to be slated. Verbal approval is appropriate due to time constraints. She should begin with the president. If a woman does not accept being slated for a position, the committee should find a replacement candidate to slate. Voting 1. The written slate is distributed. 2. Only chapter members in good financial standing are allowed to vote. Verification of all voting members must be taken prior to the election process. 3. Officers are voted on individually, beginning with president. 4. A member of the slating committee should formally place the name of the slated member in nomination. 5. Nominations from the floor are allowed and should be solicited by the chair. 6. If a nomination is made from the floor, the members nominated must leave the room during Sigma Kappa Sorority Advisory Board Supervisor Handbook page 23 discussion. 7. Nominated members return to the meeting for the vote. 8. Voting is by voice if only one (1) member is nominated. 9. Voting is by written ballot if more than one member is nominated for an office. Ballots are tallied by advisors. 10. If more than two members are nominated and voted upon, a majority (50 percent + 1) is necessary to elect. 11. In the event a chapter has no advisory board members, four seniors are selected as tellers to collect and count written ballot votes. 12. If an officer is elected by a nomination from the floor instead of the slate, she must have the approval of the advisory board before installation. 13. Members should be reminded of the scholastic requirements prior to nominations. The VPS should verify grades prior to the election of nominated members. Officer Training and Transition Prior to officer elections, the president should ensure that all officers and chairmen have their files, notebooks, and records up-to-date and organized to pass onto the new chapter leaders. It is the outgoing president's responsibility to organize officer training and transition between the election and installation of new officers. This should include an orderly officer transition workshop within two weeks of officer elections, to be facilitated by a national officer, an advisor, or the outgoing chapter president. Outgoing and incoming officers and chairmen need time together to review notebooks, handbooks, and procedures, to evaluate the needs of the chapter. Advisors participate in the individual officer/chairmen conferences and are an invaluable resource during the transition. Regional Leadership Conferences The Regional Leadership Conferences (RLCs) are the required officer training and transition program for Sigma Kappa collegiate chapters. The RLCs are designed to train incoming collegiate chapter officers efficiently and effectively, and serve as the final developmental piece of the resources provided to chapter officers. In addition to the RLCs, all chapter officers have a handbook specific to their position as well as online training modules housed in SKILLab: Sigma Kappa's Interactive Learning Lab. Confronting Officers Who Do Not Uphold the Duties of the Office Your role as an advisor is to advise, mentor and coach. It is the president's responsibility to supervise the officers by meeting with them regularly. The following is an outline of the steps the chapter president should follow when a concern is identified. Assist her as necessary as she works through these steps. She should meet one on one with the officer/chairman or utilize standards council. 1. State your concerns and identify the problem: a. Identify if she is aware of her duties. b. Assess if she is sufficiently trained in her duties. C. Determine why she is not performing as expected. 2. Try to solve the problem. a. Can additional officer training be scheduled? b. Can additional help be provided? Sigma Kappa Sorority Advisory Board Supervisor Handbook page 24 C. Set goals/expectations with the officer. d. Give a timeline for the work you want to see accomplished. e. Remind the officer of her responsibilities. 3. Set a follow-up meeting within two weeks. a. Assess the progress. b. Follow-up on the timeline and goals/expectations. C. Praise if the problem has been corrected. d. If the problem is not solved, caution her that retention of her office is in jeopardy. 4. Contact your advisor and discuss what has transpired. If no progress is made and non-performance continues, the president should consult with you as the ABS, and then determine the next steps. Next steps can include a conversation between the officer and her advisor and/or standards council. If an officer is asked to resign and refuses, the advisory board and ABS have the authority to remove her from her role. They may appoint her replacement to finish the term of office or allow the executive council to recommend a replacement to the chapter. Problems with chapter officers or chairmen are most efficiently handled when action is taken quickly and quietly. The advisory board and ABS should be consulted for advice, but the chapter president and other officers must take the initiative in confronting problems of non-performance, unacceptable academic performance, financial suspension and/or failure to meet chapter obligations. Removing a Member From Office Our National Policy Handbook specifies the following situations when you MUST remove a leader from her position: An executive officer has not maintained a 2.5 overall GPA and a 2.5 GPA each term while in office. Other officers or chairmen have not maintained a 2.3 GPA and a 2.3 GPA each term while in office. Any officer or chairman whose financial obligations to the national organization or the chapter are in arrears. Any officer or chairman who does not realize the seriousness of her obligations or does not perform her duties. Exceptions to the scholastic requirements may be considered on a very limited basis by the advisory board and the CDD. A petition for special dispensation including complete grade history and written explanation regarding academic difficulties must be submitted. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 25 MEMBER ACCOUNTABILITY Sigma Kappa Standards Program A successful standards program is built on the establishment of basic principles and purposes. These basic principles and purposes for Sigma Kappa are outlined in the Sigma Kappa Constitution and Bylaws. Designing a standards program focusing on uniting members in a bond of sincere friendship, development of character, promotion of social, literary and intellectual culture, striving for high standards of achievement-scholastically, socially and spiritually and making a constructive contribution to the communities will lay a strong foundation in which each member of a chapter and the chapter as a group can grow and succeed. More information on standards council can be found in the Handbook for the Executive Vice President. An advisory board member should be present at each Standards Council meeting to assure that meetings are conducting following all national and chapter policies. If guidance is needed around a member/chapter issue, please consult with the collegiate coordinator to determine the most appropriate course of action. Chapter Code of Conduct The chapter Code of Conduct is the responsibility of the EVP using the standards council as a committee to help her accomplish this task. It is a document that is to include the expectations the chapter has for its members. It should be reviewed at least once a year by the entire chapter. Throughout the course of the school year, the chapter can make motions to amend or otherwise change the Code of Conduct. All such revisions should be reflected when the Code of Conduct is revised and voted on each fall. This schedule allows the newly-elected EVP to have a revised Code of Conduct as she starts her term in office. This schedule also allows the EVP and standards council to draw upon more than a few weeks' experience with maintaining and enforcing the Code of Conduct when it is taken for revisions in the fall. While the Code of Conduct is an individual chapter document, keep in mind that the chapter policies must be equal to or above the standards set forth in the National Policy Handbook or Sigma Kappa Constitution and Bylaws. Once the Code of Conduct changes have been approved by a chapter vote, the EVP should send a revised copy to the ABS, collegiate coordinator and EVP advisor for review within two weeks of revision. The ABS and advisors should review the Code of Conduct to ensure adherence to all national policies. If corrections are necessary, the advisors should work with the EVP to make the necessary changes. The revised Code of Conduct should then be distributed in January to all members. New members should receive a copy when they join to be aware of the expectations of membership and SO that action can be taken in standards council if needed. The National Policy Handbook requires that all chapter members must sign a form indicating that they have read the Code of Conduct. The forms are to be returned to the EVP for the year. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 26 Standards Council Responsibilities The purpose of a standards council is to work with the chapter members to maintain high personal and group standards. Standards council will: Uphold Sigma Kappa national policies and the chapter's Code of Conduct. Review the chapter Code of Conduct annually prior to the chapter vote to accept it. Help the chapter deal with policy violations appropriately. Keep all meeting information involving individual member sanctions confidential. Ensure all members receive due process. A positive standards program is dependent on the standards council, the vehicle through which all standards programs are delivered. A standards council can help a chapter preserve harmony; provide essential and quality educational programming; enforce chapter Code of Conduct and national policy; aid enforcement of financial, scholastic and attendance obligations of members; and help solve personal problems between chapter members once they begin to affect the chapter as a whole. Helping members see the standards council as a positive, helpful and pleasant program is of prime importance to the success of the entire standards program. Remember, the way in which standards are presented to chapter members determines the way they are perceived by the members and this perception in turn determines the way in which the standards program will be used by the members. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 27 HARM REDUCTION Harm reduction is Sigma Kappa's set of strategies to safeguard both our collegiate and alumnae members through education, accountability, policies, and procedures. These strategies include education on the harmful effects of alcohol, drugs, hazing and other risky behaviors and risk management guidelines published in our National Policy Handbook. Our National Policy Handbook is updated annually to reflect risk management policies and procedures that best address harm reduction for our members. Always refer to the most current National Policy Handbook when dealing with any risk management incident, questions, or issues. All of these policies should be included in each chapter's Code of Conduct. It is the responsibility of the EVP to educate members on Sigma Kappa's risk management policies, and it is the responsibility of every member to comply with these policies. The VPNME, social chairman, and the house manager are responsible for complying with, adhering to, and enforcing specifics of the policy because of the policies' direct relationship to their offices. It is the responsibility of the chapter president and chapter EVP to ensure that these officers are well aware of their responsibilities and to assist them. Each year in January, NHQ will send a copy of the most current risk management policies from the National Policy Handbook to each chapter. The document is to be read during a formal chapter meeting in its entirety. In addition, a signatory page is to be signed by all chapter members. The chapter then forwards a copy to the ABS and NHQ. Every chapter should update the information on the Risk Incident Guidelines sheet found in the chapter president's annual supplies each term. This information should be readily accessible in the event that a risk incident should occur. The Risk Incident Guidelines can be found on Live Sigma Kappa. Risk Management Policies and Policy Violations 1. Sigma Kappa Sorority is a private, self-governed, single-sex organization. The National Policy Handbook is binding on all chapters, new members, and members of Sigma Kappa Sorority. 2. The national vice president for collegiate chapters and the national president may determine any and all action to be taken. Sanctions for risk management policy violations not appropriately handled by the chapter's standards council may include any or all of the following: A letter of reprimand or a letter of probation to the chapter from national council. The filing of regular reports on chapter and new member activities with the national vice president for collegiate chapters, the CDD, the collegiate coordinator, the risk management coordinator, and/or the ABS. National council probation of level one, two or three for a period to be determined. Ineligibility for national awards. A required workshop facilitated by a national council member or their approved representative with all travel and expenses paid by the chapter. Removal of chapter officers and election of new officers. Members involved in the incident disciplined as appropriate by national council. Withdrawal of charter by national council. Any other action which may be deemed necessary. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 28 Hazing Sigma Kappa considers hazing to be to be inconsistent with our ideals and standards. Hazing will not be tolerated. The Sigma Kappa Policy on Hazing can be found in the National Policy Handbook, Section VII.B. It is the responsibility of every officer to be familiar with this policy. Important facts about hazing: Most hazing activities are not usually found on the chapter calendar, but may be considered by members to be "chapter traditions." Hazing activities may have taken place many times before with no problems. "No harm, no foul" does not apply, however. When something does go wrong, the consequences can be devastating. Hazing is prohibited even if a new member says that she gives permission to be hazed. Hazing is against the law in most states. Sigma Kappa policy on hazing has been clearly defined. There are only two options for members who haze: one-year suspension or expulsion. Even if an activity is not specifically listed in the policy does not mean we do not recognize it as unproductive, unethical, and harmful. This is an area where we must be our most ethical selves. Even if some chapter activities have a long history, it doesn't necessarily mean they are a good, productive, or healthy "tradition." We must fully understand the anti-hazing philosophy and stance of the national organization and support both the spirit and the philosophy of a non-hazing chapter environment. Housing Safety It is the responsibility of the House Manager to enforce the house rules as defined by the National Policy Handbook and the local corporation board. These rules are put in place to protect the members and property of Sigma Kappa. Refer to the Sigma Kappa National Policy Handbook, Risk Management for Collegiate Chapters section for the most current policy on housing safety. Social Events and Transportation Social events are an important part of a healthy collegiate chapter. Sigma Kappa national policy has very explicit instructions as to the policies that need to be followed for social events and functions. It is essential that all members review and fully understand these policies. Refer to the Sigma Kappa National Policy Handbook for the most current policy on social events, functions and transportation. Social Function Review Forms The Social Function Review Form (SFRF) must be completed by the event planner/social chairman if any of the following criteria is met: Any event where alcohol will be present. Any event that requires signing a contract of any kind. Any Sigma Kappa sponsored philanthropy event involving sports. Keep in mind that there is no such thing as an "informal" or "unofficial" event. Just because a chapter avoids discussing it in chapter meeting does not mean that it can avoid responsibility for filling out a SFRF and for abiding by Sigma Kappa rules. If participants in an event are primarily Sigma Kappa Sorority Advisory Board Supervisor Handbook page 29 Sigma Kappa members and another fraternity or organization, the function is considered a Sigma Kappa event. The SFRF should be completed at least three weeks prior to an event. It must be reviewed and signed by the chapter president, advisor to the social chairman (if applicable) and ABS. This allows time for any changes that the ABS deems necessary SO that all policies are being followed. Advisory Board Responsibilities at Social Functions Advisory board approved representatives must be present at every Sigma Kappa function. They can be advisory board members, other qualified alumnae, or collegiate chapter members who are willing to assume the responsibilities. These women should be selected and trained each term or each year. As the name implies, these women are to be approved by the advisory board as a whole. The responsibilities and duties of an advisory board representative are detailed on the Responsibilities of Advisory Board Representatives at Sigma Kappa Sorority Events form. This form can be found in Live Sigma Kappa. Each representative must sign this form and be approved by the ABS prior to the event. Procedure in the Event of an Emergency or Tragedy As the ABS, you may be required to deal with an emergency such as fire, vandalism or theft within chapter property, or you may need to help the chapter cope with a tragic accident, illness or death involving a member or new member. It is important to be prepared in such a case SO you can lead the chapter effectively. It is important to be prepared SO that the advisory board and chapter effectively manage the situation while deterring personal liability for the members and organizational liability for Sigma Kappa. The advisor is responsible for understanding this procedure and for reviewing it with the advisory board and executive council each term. In the majority of situations, chapter leaders and advisors who follow five simple rules will be protected: 1. Use common sense. 2. Act in good faith. 3. Follow the procedure outlined below. 4. Allow your compassion to surface in being concerned first and foremost about the people involved. 5. Do your best to respect a member's right to privacy. Procedure Chapter leaders (typically the president) should do the following in an emergency or tragedy: 1. Call 911 or the appropriate emergency number. Before doing anything else, call the emergency number for an ambulance, fire or police department FIRST. These numbers must be posted in several places in any chapter property. 2. Call the Risk Management Hotline at 888-877-7576. Be prepared to leave a clear and concise message regarding the situation, along with your name and the phone number where you can be reached. The hotline phone routes through the NHQ phone system and does not have caller ID, SO leaving a callback number is critical. 3. Call the ABS, collegiate coordinator or CDD. Call the ABS and ask her to call the collegiate coordinator, risk management coordinator, and/or CDD. If you cannot contact Sigma Kappa Sorority Advisory Board Supervisor Handbook page 30 your ABS, call your collegiate coordinator and/or CDD directly. In the event that neither of these women are reachable, contact a member of your advisory board until you receive a response. After successfully reaching a local advisor, ask her to proceed to the property immediately. The names and telephone numbers of these women must be included in the chapter emergency guidelines. It is also highly recommended that all necessary phone numbers be stored in your cell phone. All members of the advisory board and executive council should also store these numbers, in case you are not present or reachable. You never know when an emergency might occur. 4. Establish your authority. Be certain every member of your chapter knows that the president is in command in every emergency situation until an advisor is present. She may consult other members who have expertise or related training, but final decisions are hers. In the absence of the president, make sure the officers of the executive council understand their order of authority: a. Executive vice president b. Vice president of programming c. Vice president of new member education d. Vice president of membership e. Vice president of alumnae relations f. Vice president of scholarship g. Vice president of philanthropic service h. Vice president of finance i. Vice president of communication j. Panhellenic delegate k. All Greek delegate (where applicable) 5. Close the house or chapter room. Delegate this task to specific members. If an emergency or tragedy occurs within the sorority house (lodge, chapter room, etc.), close the property. In the case of the death of a member who lives in the house, clear the room of people. Do not allow members to enter the room. Let only police or other officials inspect the room. Ask all non-members who are not key witnesses to leave the property. Permit only your members and appropriate officials to enter. You cannot give instructions and retain control if members are leaving and guests or strangers are entering. Members closing the property, and room if applicable, should stay posted at doors as assigned. Assign a member to handle all incoming telephone calls. Do not permit outgoing calls, texts, emails, or any other communications. The person assigned to handle all incoming calls should not make any comment regarding the situation. 6. Instruct the EVP or designee to assemble all those present. While the president makes phone calls, the EVP (or next officer in authority) gathers all those present. The EVP should concentrate on keeping everyone as calm as possible and to discuss our procedure, emphasizing that no statements are to be made to the media or to anyone outside of the chapter, and that no one is to leave the property until instructed to do SO. 7. Notify the fraternity/sorority advisor. The college or university official in charge of Sigma Kappa Sorority Advisory Board Supervisor Handbook page 31 sororities should be informed of the situation as soon as possible. 8. Do not make a statement to the media. No statement to the news media should be made without the approval of the national president. 9. Confirm with the police or medical officials that they have contacted or will contact the family. In the event of a serious accident, illness or death, police or medical personnel will contact the family. Accordingly, advisors or chapter members should not notify the family, but should confirm that the police or medical officials have contacted or will contact the family. In the membership card file, be sure to keep up-to-date information on each member's parents or guardians. Make this information available to the authorities SO they can contact the next of kin. If someone has been injured, the president should select members to go to the hospital with the injured person. 10. Join the group which has been gathered by the EVP or designee. After the advisor has arrived, the two of you should join the group gathered by the EVP. Regardless of the arrival of your advisor, at this time you should review the steps you have taken thus far with the group gathered. Members are to be told not to talk to anyone outside of the chapter about the situation. The president and the advisor contacted are the spokespersons. Do NOT discuss details or speculate on events or otherwise elaborate on the situation until the advisor or a responsible college/university official is present. While your members are gathered, it is important that they remain calm and realize the situation is under control. Counseling may be advisable, depending on the circumstances. 11. Use caution and good judgment when discussing the circumstances. In an emergency, use tact and caution in your statements to members and others. Be careful about jumping to conclusions or inappropriate speculation, particularly when litigation may result. Follow up procedures after initial actions: 1. Assist the chapter in updating the risk management coordinator with the response to the incident. Work with legal counsel at national headquarters regarding any insurance claims. 2. Work with the executive director and legal counsel to coordinate communication with the injured person and/or family. After formal notification by appropriate authorities has taken place, you should communicate expressions of concern and sympathy over the injury or death. You should continue to coordinate visits to the injured or chapter expressions of sympathy to the family of the deceased. 3. Follow-up procedure if the room of a member has been closed. If you have closed the room of a member due to death, you will want to move any roommate(s) out of the room temporarily. Ask the family what their wishes are in regard to the possessions. You may offer to pack them but the family usually takes care of packing. Before the family arrives, be sure any borrowed items have been returned. Have empty boxes available and offer to help. Understand the difficulty of the situation and their need for privacy. In the case of serious injury or illness, investigate the wishes of the family with regard to the member's room and make necessary arrangements. 4. Coordinate attendance for the funeral or memorial service. In the case of death, you will want to coordinate attendance at a funeral. Sigma Kappa has a memorial service in the Sigma Kappa Sorority Advisory Board Supervisor Handbook page 32 Ritual Book which may be used with appropriate adjustments and editing concerning ritual. 5. Plan for a memorial service for the chapter and college community. Refer to the directions in the Ritual Book and instructions in the ritual and ceremonies section of this handbook in the planning and implementation of a memorial service in the case of the death of a member. The above procedures and guidelines should be reviewed with the executive council and advisory board each term, and each of them should have a completed copy of the Risk Incident Guidelines. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 33 COMMUNICATION & REPORTS Communication Protocols Empowerment of our local advisors is critical to the success of Sigma Kappa chapters. Therefore, the ABS should work within the collegiate management chain of command by communicating through the advisors and not directly with the collegiate members without knowledge of the advisors. This minimizes mixed messages and encourages the chapter members to approach and work with their advisors first. In addition to communicating with the advisory board, the ABS should also send a monthly report to the collegiate coordinator. This report should highlight concerns, seek guidance on issues, share chapter and member accomplishments and ask questions. Sigma Kappa Style Sheet The style sheet helps everyone in the Sorority create consistent correspondence. The style sheet provides specific guidelines on abbreviations, current terminology, capital/lower case words, specific Sigma Kappa terms, etc. The style sheet can be found in Live Sigma Kappa. Reports The purpose of reports is to communicate the status and progress of a chapter as well as to inform appropriate national officers and other entities. Chapter reports are generated by chapter officers, chapter advisors, corporation boards, leadership consultants, ABSs, NHQ staff and other national officers. Reports communicate to specific national officers the needs of a chapter. It is the responsibility of these national officers to assist a chapter with their needs and areas of weakness. No matter the form of communication or the individual completing the report, confidentiality must always be a consideration when dealing with chapter information. If a report specifies that it should not be shared with specific individuals or officers, it is the responsibility of everyone who receives a copy to honor the author's request. Chapter Calendar In the spring and fall of each year it is the responsibility of the VPP to work with the VPC to update the chapter calendar on Dove Hub and the GIN System. The VPC will receive an email from NHQ indicating the information is available to be updated by a certain date. The ABS can review the information by viewing operations>chapter calendar. Chapter Officers It is the responsibility of the VPC or president to update the chapter officers as soon as there is a change in leadership. The changes can be made using Dove Hub. The change may take up to 24- hours to show in the system. The newly appointed officer will receive an email from the system indicating her information has been updated as the new officer. The ABS can review the information by viewing a snapshot. It is recommended that the VPC or president send an email notification to the ABS upon making the change to officers to ensure their records are updated. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 34 Membership Status Changes It is the VPC's responsibility to verify every member's status and change them accordingly using Dove Hub. The ABS should regularly review the membership roster ensure that the proper paperwork has been received to verify withdrawn, expelled, or suspended members. If the appropriate paperwork has not been submitted, then the chapter is considered to have outstanding business, which makes a chapter ineligible for an allowance for RLC/convention and ineligible to vote during convention business meetings. Membership reports should be reviewed by the ABS and advisor to the VPF for accuracy BEFORE they are sent in to ensure no one who is not eligible for a status change due to finances is changed. A member's status should not be changed to pending in Dove Hub until the chapter has voted on the petition and is processing it with the ABS. If a change cannot be made using Dove Hub, the VPC should complete a Membership Status Change Report and send it to the ABS and reports@sigmakappa.org. Approving Chapter Activities Many of these approvals are outlined in the specific procedures either on appropriate report forms, in the officer handbooks, or in the National Policy Handbook. Individuals designated by "I" are generally informed by receiving the appropriate forms and reports as outlined in the instructions for completing such documents. Key: I = inform A = approve so Advisory board I A I I appointments Alcohol at any I I I function attended/sponsored by Sigma Kappa Alumnae initiates I I I I Automatic Financial A I I I Suspension Depledging by new I I I I member Elected officers I I I I Expulsions A A I A A I Functions away from I I campus Holdover new A I members Initiation I A I Initiating more than I I Sigma Kappa Sorority Advisory Board Supervisor Handbook page 35 one at a time Initiating more than I I two at a time Leave of absence 1 A I 2 Member wishing to A I A live out of the house Officer slate before A A elections Officer/chairman A A A continuing without grades Panhellenic I I A constitution, bylaws, recruitment rules, change proposals before vote Petitions for A A I A A A I exceptions to policy New member A A I program Reinstatement from A I A A I suspension Reinstatement from A A A I withdrawal Retreats I Recruitment plans A I Scholarship program A A I Social functions A A A A review form Suspension A I A A A/I Transfer of A I A I membership President's plans for A A year Withdrawal A A I A I Pledging a woman A A with a GPA below national policy requirement Sigma Kappa Sorority Advisory Board Supervisor Handbook page 36 MEMBERSHIP CHANGES Every initiated member of Sigma Kappa is expected to be a fully contributing member of her chapter until she graduates or leaves the college or university. Changes in Membership Status There are legal ramifications for not completing paperwork per the outlined procedures. If we fail to follow the procedures, the action could be challenged later in court and negated. Additionally, we need historical documentation that a membership status has officially changed. Often, women later in life will question their status and the only way to prove the correct status is with properly completed forms. No member status is ever changed without the supporting documentation. To change it back requires additional paperwork; thus it is important that information be correct on first submission to save the chapter member's and volunteer's time and resources. For additional information, review the membership status sections in the National Policy Handbook and refer back to the ABS and chapter president annual supplies on Live Sigma Kappa. IMPORTANT NOTE: Before the president presents petitions to the chapter, make sure that the procedure outlined in the National Policy Handbook has been followed. Before a member's status can be changed to either alumna or withdrawn, it must be verified that the chapter member does not have any outstanding financial business to either the chapter or the corporation board. If the member owes money, she should be asked to settle her accounts. If the member does not pay, Automatic Financial Suspension (AFS) procedures begin with financial expulsion and collections following. The inadvertent marking of a member as an alumna does not relieve her of her debts. Likewise, a member's status cannot be changed at NHQ (even if the approved paperwork has been received) until her national collegiate dues have been paid by the chapter. Petitions for Special Dispensation The following forms are generated/completed by the chapter president (except automatic financial suspension forms which are completed by the VPF) in regards to membership status and provided to the ABS for approval who then forwards the paperwork to the CDD for action. For more information, see the National Policy Handbook, Section IV.E.7 and Section V.A-E. Leave of absence (LOA) Withdrawal Suspension Expulsion Financial expulsion Reinstatement Transfer of Member Policy An initiated member who leaves her college/university to enroll in another institution where a Sigma Kappa chapter exists may transfer her membership to the chapter at the new college/university. Should she wish to affiliate with a different Sigma Kappa chapter and the chapter has a space available, the following procedure must be followed. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 37 1. In order to affiliate with another Sigma Kappa chapter, a member wishing to transfer shall have paid all financial obligations, including full payment of the housing/ furnishing fee, to the chapter and/or corporation board of her Initiation. 2. When a member wishes to affiliate with a different chapter, that chapter's president shall complete the "Member Transfer Recommendation" and send it to the ABS and collegiate coordinator for approval. 3. The member may be admitted to membership in the different chapter by a majority vote of the chapter when she has completed one month's residency with the chapter and the "Member Transfer Recommendation" form has been approved by the advisory board and the ABS. 4. New and initiated members transferring from dormant chapters shall meet the requirements of number one and should petition the NVPCC. The transferred member keeps the Initiation number given her at the time of her Initiation by her original chapter. She does not sign the constitution book of the new chapter nor does she receive a new number. She is shown on the records of the new chapter as an affiliate. Her housing and furnishing fees must have been paid to her chapter and/or corporation of Initiation which subsequently makes her a member of that corporation. See the National Policy Handbook, Section IV.D. for more information. Holdovers or Depledging Chapters do not vote on new members prior to Initiation. When a woman has been formally pledged to Sigma Kappa, she is eligible for Initiation provided she meets the scholastic, financial and new member education requirements in the National Policy Handbook. The VPNME may recommend to the chapter that the Initiation of any new member be deferred (hold over) or depledged if, in her opinion, the new member has not met the Sigma Kappa standards for Initiation. Prior to such a recommendation to the chapter, the VPNME must secure approval of her recommendation from the advisory board and the ABS. The chapter then votes on her recommendation. A two-thirds vote is necessary to defer Initiation or to depledge a new member. If a new member wishes to depledge, she should write a letter to the VPNME requesting to depledge. The VPNME should notify the chapter and the ABS and work with the VPC to depledge the woman in Dove Hub. When a chapter depledges a new member, the VPNME sends written notification to the ABS and works with the VPC to update the membership status in Dove Hub. Leave of Absence Petitions A member may request a LOA from the chapter for up to one term during her college career. For additional information on reasons for granting a LOA and requirements for approval, see the National Policy Handbook, Section IV.E.7. When a member submits a letter requesting a leave of absence, the letter requires approval by the chapter executive council and ABS. A leave does not require a vote by the collegiate chapter. The chapter president is responsible for completing the appropriate Petition for Special Dispensation and forwarding to the ABS for approval. Upon receipt of a LOA petition, the ABS should do the following: Ensure that the correct petition form has been used and that all signatures are present. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 38 Ensure that the member's signed letter is attached to the petition. Email letters are not acceptable. Ensure that the executive council minutes are attached stating that the letter was approved. If approved, sign the petition and return to the chapter president NHQ does not need a copy of the LOA paperwork. The ABS provides final approval and is responsible for notifying the chapter of her approval. During a LOA, the member is considered a collegian in good standing. She is still responsible for any contractual obligations she has with regards to housing matters and national financial obligations. If the member does not return at the end of her leave, she is required to withdraw her membership. If a withdrawal letter has not been received by the chapter within one month of the start of the term following the leave, expulsion proceedings are to begin. Withdrawal Petitions A member may request to withdraw her membership, provided all financial obligations to the collegiate chapter and corporation board/property committee have been paid. When a member submits a signed letter of withdrawal, a two-thirds secret written ballot affirmative vote is needed. The chapter president is responsible for completing the Petition for Special Dispensation and forwarding to the ABS for approval. The ABS serves as the final approval on withdrawal petitions. These petitions must be sent to NHQ for final processing. Upon receipt of a withdrawal petition, the ABS should do the following: Ensure that the correct petition form has been used and that signatures are present. Ensure that the member's signed letter is attached to the petition. Letters without signatures are not acceptable. Ensure that minutes are attached stating that the letter was approved by two- thirds affirmative vote of the chapter. Ensure that badge and membership certificate have been collected and sent to NHQ. If approved, sign the petition and forward the materials combined into one document to NHQ, as explained at the bottom of the petition form. Pending approval from the chapter and the ABS, the member will not be responsible for any local financial obligations accruing after the request for withdrawal, the badge and membership certificate have been received by the chapter. Suspension Petitions A member may be placed on suspension by a chapter for violations of national policies or the chapter Code of Conduct. For additional information on what constitutes grounds for suspension, see the National Policy Handbook, Section V.B. chapter must vote to suspend a member by a two- thirds secret written ballot affirmative vote. The chapter president is responsible for completing the appropriate Petition for Special Dispensation and forwarding to the ABS for approval. A member is responsible for all bills and fees, both local and national, incurred during the time of suspension. For suspensions, a member must request reinstatement at end of the suspension period. If the member does not petition at the end of the suspension or her request for reinstatement is refused, expulsion proceedings are initiated automatically. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 39 Automatic Financial Suspension A member must be placed on automatic financial suspension (AFS) when she is 30 days in arrears to the chapter or corporation board. The chapter VPF is responsible for completing the AFS Form. A copy of the AFS form should be sent to ABS and NHQ. For more information on AFS procedures, please see the National Policy Handbook, Section V.A. or the annual supplies for the VPF. Placing a member on AFS must be done before proceeding with financial expulsion. Expulsion Petitions A member may be expelled for violations of national policies or the chapter Code of Conduct. For additional information on what constitutes grounds for expulsion please see the National Policy Handbook, Section V.C.. A chapter must vote to expel a member by a two-thirds affirmative vote via secret written ballot (if a member has not signed the AFS form acknowledging the indebtedness, the chapter must vote 2/3 affirmative, to expel the member for financial reasons). The chapter president is responsible for completing the appropriate Petition for Special Dispensation and forwarding to the ABS for approval. An expulsion petition must also be approved by the CDD and national council before it is considered finalized. Financial Expulsion Petitions AFS is one of the most important financial policies. If used correctly, AFS can ensure the financial health of the chapter. The role of the advisor is to participate in the AFS meeting, sign the Notification of AFS form and hold the member's badge and membership certificate during the suspension. National policy outlines the steps necessary to accomplish this in a professional and fair manner to both the member and the Sorority. See the National Policy Handbook, Section V.A.. Financial expulsion occurs when a member on AFS fails to pay her indebtedness by the date set in the notification of AFS. No chapter vote is needed for a financial expulsion as long as the member in arrears has signed the AFS form. If the member in arrears has not signed the AFS form, the VPF is required to send two letters to the member return receipt requested prior to the chapter voting on the financial expulsion. The chapter VPF is responsible for completing the appropriate Petition for Special Dispensation and forwarding to the ABS for approval. A financial expulsion petition must be approved by the CDD and national council before it is considered finalized. Remember, AFS is not a standards council issue. The AFS form serves as the documentation. Members who fail to clear their debt, as outlined in the AFS paperwork, need to be financially expelled and sent to collections. Expulsion Appeal - Due Process The member being expelled has the right to appeal the decision of the chapter to the advisory board. She must send a letter to the advisory board within seven days of the chapter vote explaining why she believes she should not be expelled. The advisory board should set a meeting with her and the chapter president (or EVP). At the meeting, the member may add detail to why she believes she should not be expelled. The chapter president (or EVP) should then explain the decision of the chapter. Both women should then leave the room to allow the advisory board to discuss the chapter's decision and whether there were any procedural or substantive reasons why the appeal should be granted. The member and president should be called back in and told the decision of the board. If the board votes to deny the appeal, the ABS should sign the petition and forward to the collegiate coordinator. The member can appeal a denial to the collegiate Sigma Kappa Sorority Advisory Board Supervisor Handbook page 40 coordinator, who should consider her written letter of appeal and any written response from the chapter and advisory board, before sending her written decision. The collegiate coordinator should consider both the process and the substance of the chapter's decision and advisory board's decision in reviewing any appeals. Appeals should be considered before forwarding the approved petition to the CDD. If the board votes to grant the appeal, the president may ask that the petition be sent to the ABS for her review. If for any reason either the advisory board or ABS does not approve the petition, the petition may be appealed to the next step if the chapter SO wishes (the ABS, the CDD, then national council) with a note attached as to the reason for the disapproval. Petitions for special dispensation may also be used to request a waiver of national policy or make a special request of the national council. Reinstatement Petitions A member may request reinstatement of her membership after having been suspended, withdrawn, or financially expelled. Please review the procedures outlined in National Policy Handbook, Section V.B.4, V.D.9, and V.E.5. for additional details. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 41 CHAPTER & VOLUNTEER DEVELOPMENT PROGRAMS National Convention The purpose of the national Convention is to conduct the business of the grand chapter of Sigma Kappa. It is only through the Convention assembled that changes can be made in our Sigma Kappa Constitution and Bylaws and Standing Rules. The Convention may also adopt resolutions that affect Sorority policy or philosophy. In addition to the business sessions, time is allowed for educational workshops and presentations on leadership and chapter management. Traditional Convention activities include the confirmed conventionite banquet, Initiation and the collegiate/alumnae achievement banquet. The national council for the biennium is also elected during this gathering. Constitutionally, each college chapter is allowed three voting delegates (2 collegians and one advisor) to convention. Because a thorough knowledge of Sigma Kappa policies and the national structure is needed, it is recommended that a chapter send its president and one other executive council officer as delegates, in addition to one member of its advisory board. Delegates must be in good financial and academic standing. Chapters should budget money to pay for the delegates' expenses (including the advisory board representative). Each convention delegate must be returning to her chapter for at least one full year of active membership. To best represent her chapter, a delegate must be knowledgeable of all Sigma Kappa policies, the Sigma Kappa Constitution and Bylaws, and the responsibilities of all major chapter officers. She must study all proposed changes to the Constitution and Bylaws prior to convention and bring this information with her. Business should be discussed in chapter meeting and the opinions of the chapter solicited. However, a chapter's delegates should not be bound by chapter opinion, but should be free to consider discussion on the convention floor and vote in the best interests of the grand chapter. Delegates must take adequate notes and be prepared to educate and distribute information to appropriate officers and chairmen when the fall term begins. An oral report must be given to the entire chapter during the first month of school highlighting the events of convention, summarizing workshops and detailing changes in the Constitution and Bylaws and national policy. Regional Leadership Conference RLCs are held in January and February of each year for the purpose of providing specialized leadership training to chapter officers and advisors. These conferences will enable officers to learn techniques and methods of improving their chapters in various areas and to improve their own leadership skills. Chapters should budget adequate funds to cover the expenses of the 11 executive council officers to RLC as well as at least one advisory board member's expenses. As is the case with convention, representatives to RLC must be active members for at least one full year following the conference. Delegates must be in good financial and academic standing Non-Attendance Sigma Kappa Sorority Advisory Board Supervisor Handbook page 42 Convention and RLC are valuable gatherings for collegiate chapters. The information distributed and enthusiasm generated will, if properly communicated and utilized, assure a strong, healthy future for Sigma Kappa. National council feels strongly that every chapter must be represented at convention and RLC. If a chapter refuses to send a delegate to convention or RLC without being previously excused, the chapter may have to pay the full expenses for a national council representative to visit the chapter for the purpose of distributing information and educating the chapter. Additionally, failure to send a collegiate chapter delegate to convention or RLC will negatively impact the chapter's SOE rating. National Volunteer Online Onboarding Series The national volunteer online onboarding series is a collection of short online modules, located in SKILLab: Sigma Kappa's Interactive Learning Lab. These modules are designed to provide national volunteers, including the ABS, with skill development and training. All national volunteers are expected to complete the three modules in the introductory onboarding series, which will assist volunteers in: Understanding their role in the daily functioning and forward progress of the organization. Applying organizational knowledge in their interactions with members, other volunteers, and outside stakeholders. Understanding what is expected of them as volunteers and representatives of the national organization. Understanding how and where to access resources and policies they will need throughout their term. Advisor's Academy Advisory's Academy (AA) is a volunteer development program designed with the chapter advisory board team in mind. AA can help train new advisors and refresh seasoned advisors' knowledge and commitment. The purposes of the program are to assist advisors in: 1. Understanding advising styles and effective communication techniques with today's collegians. 2. Becoming familiar with the national organization, specifically resources available. 3. Understanding the role of the chapter advisor. 4. Understanding and utilizing the SOE as an assessment tool. 5. Practicing goal setting. 6. Understanding harm reduction and Sigma Kappa's risk management policies and procedures. 7. Understanding the advisor's role in supporting and encouraging effective chapter self- governance. 8. Understanding how to empower collegians. 9. AA is facilitated by a national officer and is at the expense of the collegiate chapter. To request a session of AA for your advisory board team, contact the director of educational programs at NHQ. National Volunteer Development Program Beginning in summer 2015, a development program will be held specifically for national volunteers. In this inaugural year, the focus will be to provide national volunteers and advisory board supervisors with personal skill development that will enhance the skills they use to fulfill their position responsibilities. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 43 STANDARDS OF EXCELLENCE It is the goal of Sigma Kappa Sorority that each chapter provides a quality membership experience for its members. It should be an experience that will extend far beyond one's academic career. This goal can only be reached if each chapter's level of performance in all areas of chapter life is exemplary. Because national council is committed to the pursuit of excellence for each collegiate chapter, the SOE program was developed and has been updated to define excellence as it pertains to our values: personal growth, friendship, service, and loyalty. The SOE program exemplifies what is both expected and desired on the part of each member and chapter. SOE can be used by every chapter on every campus to achieve the highest level of achievement in academic performance, leadership enhancement, skill development, and a variety of other aspects. The criteria that make up the Standards of Excellence program are aligned with the Sigma Kappa values. Personal Growth: Bound by a Promise to be the best person you can be. Friendship: Bound by a Promise to demonstrate sisterhood and friendship throughout life. Service: Bound by a Promise to model service and leadership in your communities, especially within Sigma Kappa. Loyalty: Bound by a Promise to remain loyal to Sigma and to living its values in all that you do. Sigma Kappa Sorority promotes these values by: 1. Developing standards of best practice. Chapter members objectively assess their performance on an annual basis by using SOE as a check list. Specific goals for improvement, based on the standards, are established and a plan of action developed to achieve the goals. 2. Providing educational and technical assistance programs to our chapters and advisors. Chapters not meeting the minimum standards are given assistance to improve operations. Specific goals for improvement based on the Standards are discussed, outlined, and agreed upon by the chapter and the national organization. Both the chapter and the national organization benefit from the evaluation process by minimizing or eliminating potentially difficult chapter situations. 3. Delivering an annual program of recognition. By using objective criteria, the award process is simple and is based on reporting by chapter officers. The process provides essential feedback to both the chapter and the national organization and determines award eligibility. The award is based on a calendar year and is judged by the collegiate district directors who then recommend to national council their decision regarding the Standards of Excellence, as appropriate. National council reviews these documents and recommendations and makes the final decision. Formal recognition occurs at national convention. The emphasis of the SOE lies with recognizing and awarding all chapters meeting the Standards. Chapters are encouraged to continue outstanding efforts. Chapters not meeting the Standards are assisted and guided by the national organization to meet the minimum standards. Standards of Excellence Judging The rating system gives national council a better assessment of each chapter and helps to identify the chapters who need additional assistance. National council is confident that each and every chapter can attain minimum standards level of achievement and are committed to providing the resources, as well as the support, to ensure a chapter's success. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 44 It is the goal of national council to notify those chapters that are at minimum standards or below as early as possible in the spring semester following the rating year. By doing so, the chapter has ample opportunity to develop a plan of action to ensure that all minimum standards are met for the current calendar year. Chapters receiving a critically below standards rating receive a Letter of Challenge (LOC) from national council. Please refer to the current SOE Brochure available on Live Sigma Kappa for the most up to date SOE information. Signs That a Chapter May Need Additional Support or Resources There are many different signs that a chapter may not be functioning to the best of their ability. Below are a few signs that a chapter may need extra support in areas. If a chapter is struggling in several of these areas, please contact your collegiate coordinator or CDD to determine what additional support the chapter can be provided to help them improve. Standards of Excellence rating falls Low/declining grades Lack of advisory support Few or no social events Relations with others (sororities and fraternities) are poor Increase in the number of member withdrawals and leave of absence requests Sisterhood concerns Lack of member involvement or few members doing most of the work Not matching quota or not doing as well as in the past Sigma Kappa Sorority Advisory Board Supervisor Handbook page 45 WORKING WITH NATIONAL HEADQUARTERS The role of NHQ is keeping information organized. NHQ is our information hub. All forms related to the status of membership and chapter financial business are located at NHQ. Membership items tracked by National Headquarters: New Member Fees - Each member formally pledged pays a new member fee. The VPNME enters the new members' information into Dove Hub and sends a check (calls with debit card information) to NHQ for the total amount of new member fees. NHQ then bills the chapter for the member's Initiation fees. The new member is entered into the database. Initiation Fee - This is billed directly from NHQ as soon as the new members are entered into Dove Hub. The chapter VPF submits the Initiation fee payment after everyone has paid their Initiation fee. Note - chapters should not be pledging or initiating women who have not paid these fees. Badge Order - The VPNME collects badge order information and money from each new member. She completes the badge order form and submits to NHQ. NHQ places the order; however, the badges are not released for shipment until all fees (including Initiation) have been paid to NHQ. Constitution Numbers and a Copy of the Signed Constitution - After Initiation, the VPC enters the constitution numbers into Dove Hub. A copy of the chapter's constitution book page(s) where the new initiates signed should be sent to reports@sigmakappa.org. The page(s) are required SO NHQ can verify initiation numbers. The chapter will not be given credit for completing the constitution numbers until they are entered into Dove Hub AND a copy of the page(s) is received at NHQ. Initiates are not officially members and will not receive their Sigma Kappa Triangle magazine and membership certificate until their initiation numbers, new member fees, initiation fees and badge orders are received at NHQ. Petitions for Special Dispensation (see petition section) Chapter statistics, officer updates, etc. Outstanding Business/Chapter Invoices Chapter invoices and outstanding business reports are generated monthly by the finance team at NHQ and emailed to the ABS, financial advisor, chapter president and VPF. See guidelines on reading an outstanding business report for additional information. The ABS and financial advisor should follow up on any outstanding business to ensure that the chapter does not receive late fees or jeopardize their SOE rating and RLC/Convention allowance status. Follow up required: VPF and financial advisor should follow up with the president and VPC regarding any petitions owed. VPF and financial advisor should follow up with the VPNME regarding new member fees, Initiation fees, badge orders and Initiation numbers. NOTE: If a member's name appears on this list due to an outstanding petition, all outstanding fees must be also paid before the member's status will be changed when the completed petition is received at NHQ. This includes all prior and current year national collegiate dues. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 46 If you have any questions, please contact NHQ immediately. Outstanding Business Report Reference Guide Heading iMIS ID Number that corresponds with the member's record in the database. Mem# Each individual's member number (first three digits are chapter of Initiation number and last four digits are the actual number of Initiation from the chapter constitution book.) Member Type Status of the member in the database First Name First name of member with some type of business outstanding. Last Name Last name of member with some type of business outstanding. PY PerCap Owed Prior year national collegiate dues. The individual owes a $85 yearly fee from the prior fiscal year. CY Per Cap Owed Current year national collegiate dues. The individual owes $85 yearly fee for the current fiscal year. PY HO Owed Prior year per hold over fee. The individual owes a $85 yearly fee from the prior fiscal year. CY HO Owed Prior year per hold over fee. The individual owes a $85 yearly fee for the current fiscal year. New Mem Fees Owed Indicates a new member fee is owed to NHQ for this member. Initiation Fees Owed Indicates an Initiation fee is owed to NHQ for this member. No Badges Ordered Indicates that a badge order needs to be ordered for this member. Missing Init # Indicates a copy of the Constitution page is owed to NHQ for this member. Misc Charges The chapter owes additional money to NHQ that appears on the monthly invoice. This could include charges for liability insurance, advisory board insurance, supply orders, etc. Petitions The iMIS ID, Member Number, Name and Petition status of women who petitions are outstanding for. The chapter owes complete petitions to NHQ for these women. This information can also be obtained from Dove Hub by logging and going to the chapter's page. To verify what is missing for women listed as MNEW (new members) that should be listed as MCOL (collegians) go to: Membership>] New Member Process. A 'Yes' in a column indicates NHQ has received the information. A 'blank' in the column indicates that is missing from NHQ and the information needs to be submitted as soon as possible. To verify who is listed with a pending status, go to: Membership>Snapshot The women with WP, EP, SP in the category column indicates the chapter needs to submit the petition to NHQ to remove this woman from the roster. To verify what the chapter currently owes NHQ go to: Operations>Financial Snapshot. Once here, select the start and end dates and export the document into Excel. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 47 UNDERSTANDING CHAPTER FINANCES Chapter advisors, regardless of the officer they advise, must all be aware of the finances of the chapter. Below are the roles an advisor may play in support of the chapter maintaining financial health: Give support and assistance. Approve correspondence going to members or new members. Ensure the VPF gives a financial report at each formal chapter meeting. Financial advisors approve checks in Billhighway. Ensure all necessary reports are filed on time. Participate in AFS meetings (usually the financial advisor). Review and sign contracts (usually the ABS). Review officer budgets and assist the officer with budgeting processes Have a full knowledge of financial policies regarding badges and jewelry, pledging, membership, risk management policies, fundraisers, contracts, AFS procedures and chapter management. These are all found in the National Policy Handbook. Assist with the training of new officers on chapter finance issues. Review financial and housing rules in the chapter Code of Conduct. Assist with clearing outstanding chapter business. The financial advisor should thoroughly review the Handbook of the Vice President of Finance. NHQ Finance Staff The finance staff at NHQ is responsible for sending out monthly financial statements and coordinating the preparation federal and state income tax returns for collegiate chapters. The NHQ accounting staff is an excellent resource when questions arise about financial reports. Where the Money Goes Below is a brief overview of the fees, both national and local, that collegiate members and new members will be paying. For a more detailed description, consult the VPF annual supplies. National Fees National Collegiate Dues - Paid annually to national organization - covers national programs such as leadership consultants, NHQ operating costs, supplies, RLC/convention funds, handbooks and national officer visits. New Member Fee - Paid once, due within one week of pledging - the chapter can add an additional amount to cover pledging expenses; fee goes to NHQ and covers the same items as the national collegiate dues. Initiation Fee - Paid once, paid to NHQ before initiation - the chapter can add an additional amount to cover initiation expenses. The fee at NHQ covers lifetime subscription to Sigma Kappa Triangle, national programs, convention/RLC funds. Liability Insurance Assessment - Paid each year by each member to cover the national liability insurance premium. The number of members assessed is based on the membership numbers from the previous year. Property Insurance - Assessed directly to chapters that do not have a local corporation Sigma Kappa Sorority Advisory Board Supervisor Handbook page 48 board or property committee. Property insurance covers all chapter items in storage or located in a suite, lodge, or residence hall room. Items such as ritual equipment, awards and handbooks are also covered by the insurance. Communication Fee - Charged to collegians to develop and maintain online programs, publications and serves that serve to communicate to the membership. Tax Preparation Fee - Each chapter is invoiced for federal and state tax preparation fees based on the type of federal return required. PNM Tracker Fee - Each chapter is invoiced for the use potential new member tracker program. Local Fees Housing/furnishing Fee - Collected from each member as an investment in the future of the chapter. Kept in savings until used to purchase housing, furnishings or decorations. It must be paid within one year of a woman's initiation date. Parlor Fee - Paid by all members (and new members) not living in the house. This fee offsets the cost of upkeep for the house, suite, or lodge. Chapter Rent - Amount paid from the chapter budget for its proportionate share of the use of the property. Room and Board - Fee charged to those members living in the chapter house. Monthly Dues - Amount set by the chapter as the dues - used for operating expenses and activities. The fees paid for housing/furnishing, parlor, rent and room and board must be paid to the corporation board or property committee if one exists. This money should not go through the chapter finances. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 49 VISUAL STANDARDS, WEBSITE & WEBSITE GUIDELINES A strong organizational identity is linked with the success of any organization. It creates a positive and consistent image in the minds of many audiences. It is important that the chapter/club website portray a positive image of Sigma Kappa and its members. Image is the sum total of all the things that are said by and about an organization combined with all the impressions it creates by its own actions. Visually, the Sigma Kappa image must be consistent from chapter to chapter. This handbook and the Sigma Kappa Visual Standards Guide gives clear direction on the reproduction of the Sigma Kappa wordmark, logo/tagline, colors, and coat-of-arms as a website is created and maintained. Visual Standards Visual standards are the guidelines to help members produce, promote and print high quality materials that reflect Sigma Kappa. It is important for chapters and members to be aware of these standards and to use them in their print and promotional materials. Visual standards should be used in all print and electronic communication as well as in marketing or public relations programs. Some examples of using graphic standards are, 1) stationery items: letterhead, envelopes, note cards, post cards, posters, etc., 2) event items: balloons, new member acceptance cards, napkins, t-shirts, banners, etc. and 3) websites. For additional information or questions: Utilize the Visual Standards Manual. This manual is available in Live Sigma Kappa. Purchase graphic standards items such as balloons, note cards, stationery, etc. from NHQ. Website - Live Sigma Kappa The Live Sigma Kappa section of the Sigma Kappa website is available to all members of Sigma Kappa in good standing and is a known as the "private side" of the website. It is a password protected website. Members log in creating their login name and individual passwords. Live Sigma Kappa was created to provide all members with a way to gain access to resource materials at any time (i.e. annual supplies, handbooks, recruitment event plans and RLC/Convention registration materials) and find out about volunteer opportunities with Sigma Kappa. Access to SKILLab: Sigma Kappa's Interactive Learning Lab is also available through Live Sigma Kappa. Once logged in, click on the maroon tab at the top of the webpage. This will take you to a page with information about SKILLab and a button to access the system. Dove Hub An online resource for chapters to manage their membership. Dove Hub will also allow officers to view current officer and advisors and edit scholarship and recruitment statistics. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 50 SmarterSelect SmarterSelect is an online reporting resource used by collegiate chapters to complete and submit officer reports. Each chapter is assigned a username and password that should be used for all chapter reporting. Advisory board supervisors are also provided with a unique username and password to access chapter reports submitted through SmarterSelect. Internet and Related Technology Policy Sigma Kappa Sorority has general usage guidelines pertaining to the official "Sigma Kappa Internet," which includes both the public and private sides of the sigmakappa.org website, any chapter websites, any individual websites which reference Sigma Kappa or use Sigma Kappa marks and any public Internet websites where members identify themselves as Sigma Kappa members (including social media). The policy can be found in the National Policy Handbook. Members are reminded that website pages are public documents and have a wide potential audience, including non-members. Chapter and Individual Website Guidelines All Sigma Kappa collegiate and alumnae chapters should maintain an up-to-date website using the templates provided by the GIN System. More information regarding the GIN System can be found in the Handbook for the Webmaster. In order to ensure that Sigma Kappa's ideals and standards are accurately represented, all sites using the Sorority's marks, insignia and emblems must meet certain standards, as found in the National Policy Handbook. Collegiate chapter websites should be monitored by the chapter's ABS. If the site is not in compliance with the guidelines, the ABS should immediately contact the digital media and marketing specialist to have the link removed from the national website. The chapter's president is responsible for providing a user name and password to their ABS to monitor any password protected areas. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 51 SHOP SIGMA KAPPA What is Shop Sigma Kappa? Shop Sigma Kappa is a listing of vendors licensed by Sigma Kappa Sorority to provide quality merchandise and services at reasonable prices. What are Licensed Vendors? Licensed vendors have agreed to work with Sigma Kappa Sorority to ensure the proper use of our trademarks and to sell quality merchandise at reasonable prices. Many licensed vendors provide a royalty payment to the national organization in support of our educational programs and services. How can Advisors Help Protect Sigma Kappa's Name? Ensure that the chapter only purchases Sigma Kappa merchandise, including t-shirts and party favors from licensed vendors. For unlicensed vendors who sell quality merchandise, invite them to become licensed. To do so, send the company name, email, fax number, telephone number and address to national headquarters, to the attention of the legal counsel. If Sigma Kappa's name and marks are being used improperly on merchandise, contact national headquarters. Protect the use of Sigma Kappa's marks. How can a Chapter get its Local Vendors and Campus Bookstore Licensed? 1. Send the company name and contact information to national headquarters. 2. Affinity Marketing Corporation sends a licensing information application to the vendor. 3. The vendor sends product samples and a marketing plan to the director of the Sigma Kappa licensing program. 4. Legal counsel and members of national council review the product samples and marketing plan for approval. 5. The vendor is notified whether or not they have been approved to be a licensed Sigma Kappa vendor. Sigma Kappa Sorority Advisory Board Supervisor Handbook page 52 APPENDIX Important Sorority Acronyms AA R Advisor's Academy® AB Advisory board ABS Advisory board supervisor ADD Alumnae district director AFS Automatic financial suspension CDD Collegiate district director CMC Continuing membership chairman COB Continuous open bidding DRM Director of risk management EVP Executive vice president F/SA Fraternity/Sorority Advisor LC Leadership consultant LOA Leave of absence LOC Letter of challenge LOR Letter of reprimand NC National council NHC National Housing Corporation NHQ National headquarters NP National president NPC National Panhellenic Conference NPH National Policy Handbook NVPA National vice president for alumnae NVPC National vice president for communication NVPCC National vice president for collegiate chapters NVPE National vice president for extension NVPF National vice president for finance NVPM National vice president for membership NVPP National vice president for programming PR Public relations RLC Regional Leadership Conferences RS Recruitment supervisor SIR Structured informal recruitment SOE Standards of Excellence VPAR Vice president of alumnae relations VPC Vice president of communication VPF Vice president of finance VPM Vice president of membership VPNME Vice president of new member education VPP Vice president of programming VPPS Vice president of philanthropic service VPS Vice president of scholarship Sigma Kappa Sorority Advisory Board Supervisor Handbook page 53 SIGMA KAPPA Voices Strong Hearts United. 695 PRO MED LANE, SUITE 300 CARMEL, IN 46032 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority Advisory Board Supervisor Handbook . page 54