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Title:
Handbook for the Advisory Board Supervisor, 2015
Date/Date Range:
00/00/2015
Handbook for the Advisory Board Supervisor, 2015
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.
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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...' "
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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.
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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
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Advisory Board Supervisor Handbook
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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.
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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
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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