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Title:
Handbook for the Advisory Board Supervisor, 2017
Date/Date Range:
00/00/2017
Handbook for the Advisory Board Supervisor, 2017
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 Bylaws
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 2016 Sigma Kappa Sorority
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 8
TABLE OF CONTENTS
The Advisory Board Supervisor
6
Resources for the Advisory Board Supervisor
8
Document Retention
8
The National Organization - The People Resources Who Support You
9
Who is "Nationals"?
9
National Council
9
National Headquarters
9
Additional People Resources in the Sorority
10
The Sigma Kappa Foundation, Inc.
11
The National Housing Corporation
12
Advisory Board Responsibilities for Housing Issues
13
Best Practices in Advising
14
Advisor Attendance at Chapter Meeting or Functions
15
Managing the Advisory Board Team
16
Working with College Students
17
The Advisor's Role at Chapter Meetings
19
Executive Council Meetings
19
Formal Chapter Meetings and Basic Parliamentary Procedure
20
Informal Chapter Meetings
23
Election of Officers
24
Procedures for Officer Elections
24
Organizing the Senior Slating Committee
25
Voting
26
Regional Leadership Conferences
27
Confronting Officers Who Do Not Upload the Duties of the Office
27
Removing a Member From Office
28
Member Accountability
29
Sigma Kappa Standards Program
29
Chapter Code of Conduct
29
Standards Council Responsibilities
30
Harm Reduction
31
Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 2
Risk Management Policies and Policy Violations
31
Hazing
32
Housing Safety
32
Social Events and Transportation
32
Social Function Review Forms
33
Advisory Board Responsibilities at Social Functions
33
Procedure in the Event of an Emergency or Tragedy
33
Communication & Reports
38
Communication Protocols
38
Sigma Kappa Style Sheet
38
Reports
38
Chapter Officers
38
Membership Status Changes
39
Approving Chapter Activities
39
Membership Changes
42
Changes in Membership Status
42
Transfer of Member Policy
43
Expulsion Appeal - Due Process
46
Reinstatement Petitions
47
Chapter & Volunteer Development Programs
48
National Convention
48
Regional Leadership Conference
48
ABS Training Series on SKILLab
49
Advisor's Academy R
50
National Volunteer Training
50
Standards of Excellence
51
Signs That a Chapter May Need Additional Support or Resources
52
Working with National Headquarters
53
Membership Items Tracked by National Headquarters
53
Understand Chapter Finances
56
Where the Money Goes
56
Visual Standards, Website & Website Guidelines
58
Brand Style Guide
58
Website - Members Only Side of Sigma Kappa
58
SKILLab
58
Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 3
Dove Hub
58
SmarterSelect
58
Internet and Related Technology Policy
58
Chapter and Individual Website Guidelines
58
Shop Sigma Kappa
59
What is Shop Sigma Kappa?
59
What are Licensed Vendors?
59
How can Advisors Help Protect Sigma Kappa's Name?
59
How can a Chapter get its Local Vendors & Campus Bookstore Licensed?
59
Appendix
60
Important Sorority Acronyms
60
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, including role modeling alumnae engagement
and paying national alumnae dues each year.
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 5
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.
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.
Lead meetings 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 on the members only side of the Sigma Kappa
website. They are as follows:
1. Sigma Kappa Policies and Procedures
a. National Policy Handbook
b. Sigma Kappa Bylaws
C. National Sorority organizational chart
d. Handbooks for all officers advised
e. Annual supplies
f. NPC Manual of Information
g. Promise Book
h. Brand Style Guide
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 fraternity/sorority advisor (FSA)
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 Document Retention Policy is located
in the National Policy Handbook.
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 165,000+ 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,
coordinators, national officers, ABSs 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 the Sigma Kappa website.
National Headquarters
NHQ is our administrative center. It houses the Sigma Kappa Foundation, Inc., the National
Housing Corporation (NHC) and the Sorority staff. 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 Sorority Advisory Board Supervisor Handbook page 8
Sigma Kappa members and chapters, some of which include:
Providing materials needed for effective chapter management and record
maintenance, available for purchase through the supply order form.
Editing and publishing annual supplies and additional resources for all collegiate
officers, advisors and national officers.
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.
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.
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 the members only side of the website. 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. She also oversees the selection, training and
direction of national officers working with collegiate chapters. 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 9
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 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 resource 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,
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 10
direction, interpretation and recommendations for collegiate officers, national
officers and alumnae advisors on Panhellenic matters.
The Sigma Kappa Foundation
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.sigmakappa.org/foundation.
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 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 Sorority Advisory Board Supervisor Handbook page 11
Sigma Kappa has two types of local management groups for property: house corporations
and property committees. 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 if they do not own property and/or have employees. The NHC
maintains a chart of accounts, invoices members, and pays bills under the same fee
structure as a participating corporation.
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
Sigma Kappa Sorority . Advisory Board Supervisor Handbook . page 13
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 (FSA); 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 14
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 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 Advisor's Academy, a day
long retreat style training for advisors only. Advisor's Academy can be coordinated with the
assistance of the programming coordinator and collegiate coordinator. All expenses
associated with hosting an Advisor's Academy are the responsibility of the collegiate
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 15
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
Changes to the Sigma Kappa National Policy Handbook or Sigma Kappa 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 16
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" as an advisor. The job is
time-consuming but rewarding.
8. Realize that your position is at best non-descriptive. No job description will ever
suffice for your intelligence and the qualities which have led to your selection for this
Sigma
Kappa Sorority Advisory Board Supervisor Handbook page 17
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 18
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 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 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 19
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 in
advance of each meeting. She should be briefed on which items will be discussed during
the meeting.
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 two days of 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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 20
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 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 "
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..."
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 21
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
"
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
Majority
Yes
business
that..."
"I move to
Amend a
amend
No
Yes
Yes
Yes
Majority
Yes
motion
the..."
"I move to
Give closer
refer the
No
Yes
Yes
Yes
Majority
Yes
study
matter to
committee."
"I move to
Postpone
postpone
discussion
the
No
Yes
Yes
Yes
Majority
Yes
for a certain
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
stop
No
Yes
No
No
2/3 vote
No
amendments
debate."
"I move to
Take up a
take the
matter
motion
No
Yes
No
No
Majority
No
previously
from the
tabled
table."
"I rise to a
Request
point of
Yes
No
No
No
No vote
No
Information
information."
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 22
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."
"I move
Adjourn
that we
No
Yes
No
No
No vote
No
meeting
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.
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 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.
Sigma
Kappa Sorority Advisory Board Supervisor Handbook
page 23
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 24
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
An Election 101 workshop is available in Workshop Warehouse, and can be facilitated at an
informal chapter meeting before the election process begins to educate members on how
elections work and how they can indicate their interest in a position. The following
descriptions outline the process that should be followed when electing new officers.
Two Weeks before Elections: Letters of Intent
The president should announce 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 the
Collegiate Chapter Member Officer Interest Guide in the president's annual supplies, which
can be printed or emailed to each member.) Members interested in specific
offices/chairmanships are asked to write a letter of intent (see template in the form
mentioned above). 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 intent are to be given to the ABS and should specify:
Their reason for interest in the office.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 25
Goals they may have for the office.
Qualifications they have for the office.
After receiving the Letters of Intent, the ABS is encouraged to make them available for
chapter members to review when preparing their straw ballots. This can be done using
Google Drive or Dropbox for efficiency.
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 should be elected by the entire senior class to avoid an unmanageably large slating
committee. This procedure should be voted on by the chapter with the approval of the ABS.
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 in the president's annual supplies
to print or distribute electronically to all members. Alternatively, a Google form may
be created, which will simplify the information collection and tabulation.
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.
Sigma
Kappa Sorority Advisory Board Supervisor Handbook page 26
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 intent 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 rest of the executive council.
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.
During the formal chapter meeting where voting is to occur, the written slate should
be shown on a PowerPoint slide or poster board.
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 to be 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 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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 27
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. An Officer Transitions workshop is available in Workshop Warehouse to utilize for
this purpose.
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?
C. Set goals/expectations with the officer.
d. Give a timeline for the work you want to see accomplished.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 28
e. Remind the officer of her responsibilities.
3. Set a follow-up meeting within two weeks.
a. Assess the progress.
b. Follow-up on the timeline and goals/expectations.
C. Praise if the problem has been corrected.
d. If the problem is not solved, caution her that retention of her office is in
jeopardy.
4. Contact your advisor and discuss what has transpired.
If no progress is made and non-performance continues, the president should consult with
you as the ABS, and then determine the next steps. Next steps can include a conversation
between the officer and her advisor and/or standards council.
If an officer is asked to resign and refuses, the advisory board and ABS have the authority to
remove her from her role. They may appoint her replacement to finish the term of office or
allow the executive council to recommend a replacement to the chapter.
Problems with chapter officers or chairmen are most efficiently handled when action is
taken quickly and quietly. The advisory board and ABS should be consulted for advice, but
the chapter president and other officers must take the initiative in confronting problems of
non-performance, unacceptable academic performance, financial suspension and/or failure
to meet chapter obligations.
Removing a Member from Office
Our National Policy Handbook specifies the following situations when you MUST remove a
leader from her position:
An executive officer has not maintained a 2.5 overall GPA and a 2.5 GPA each term
while in office.
Other officers or chairmen have not maintained a 2.3 GPA and a 2.3 GPA each term
while in office.
Any officer or chairman whose financial obligations to the national organization or
the chapter are in arrears.
Any officer or chairman who does not realize the seriousness of her obligations or
does not perform her duties.
Exceptions to the scholastic requirements may be considered on a very limited basis by the
advisory board and the CDD. A petition for special dispensation including complete grade
history and written explanation regarding academic difficulties must be submitted.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 29
Sigma Kappa Sorority . Advisory Board Supervisor Handbook . page 30
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 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 at least once annually. 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 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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 31
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.
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 32
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 in
volunteer general supplies.
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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 33
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.
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.
Sigma
Kappa Sorority Advisory Board Supervisor Handbook page 34
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 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 the president's annual
supplies. 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
Sigma
Kappa
Sorority Advisory Board Supervisor Handbook page 35
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 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 36
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
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 37
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 38
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 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 39
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 volunteer general
supplies.
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>chaptercalendar.
Chapter Officers
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 40
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.
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 for review.
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
Advisory board
I
A
I
appointments
Alcohol at any
I
I
I
function
attended/sponsored
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 41
by Sigma Kappa
Alumnae initiates
I
I
I
Automatic Financial
A
I
I
I
Suspension
Depledging by new
I
member
Elected officers
I
I
I
Expulsions
A
A
I
A
A
I
Functions away from
I
I
campus
Holdover new
A
members
Initiation
I
A
Initiating more than
I
I
one at a time
Initiating more than
I
I
two at a time
Leave of absence
1
A
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 bylaws,
I
I
A
recruitment rules,
change proposals
before vote
Petitions for
A
A
I
A
A
A
exceptions to policy
New member
A
A
I
program
Reinstatement from
A
I
A
A
I
suspension
Sigma Kappa Sorority . Advisory Board Supervisor Handbook . page 42
Santander
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 43
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.
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 44
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 on 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.
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,
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 45
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 a maximum of two terms 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. If the request is for a second semester of leave, it
must be submitted to the collegiate coordinator 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.
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
Sigma
Kappa
Sorority Advisory Board Supervisor Handbook
page 46
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 47
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 48
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
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 49
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 Bylaws and Standing Rules. The convention may also adopt resolutions
that affect Sorority policy or philosophy. In addition to the business sessions, time is
allotted for educational workshops and fun sisterhood activities! Traditional convention
activities include the confirmed conventionite banquet, Initiation and the 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 Bylaws and the responsibilities of all major chapter officers. She must study
all proposed changes to the Sigma Kappa 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 Sigma Kappa 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 50
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 12 chapter 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
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.
Advisory Board Supervisor Training in SKILLab
A collection of short online modules, designed to offer additional training and resources to
the ABS, is located in SKILLab: Sigma Kappa's Interactive Learning Lab. All ABSs 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.
R
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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 51
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.
Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 52
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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 53
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.
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 in volunteer general supplies 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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 54
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 55
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:
The ABS should follow up with the president and VPC regarding any petitions owed.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 56
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.
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 Natl Dues Owed
Prior year national collegiate dues. The individual owes a $92
yearly fee from the prior fiscal year.
CY Natl Dues Owed
Current year national collegiate dues. The individual owes $92
yearly fee for the current fiscal year.
PY HO Owed
Prior year per hold over fee. The individual owes a $92 yearly fee
from the prior fiscal year.
CY HO Owed
Prior year per hold over fee. The individual owes a $92 yearly fee
for the current fiscal year.
New Mem Fees
Indicates a new member fee is owed to NHQ for this member.
Owed
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.
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 57
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 "No" 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, FSP 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 58
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
Sigma
Kappa Sorority Advisory Board Supervisor Handbook page 59
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 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 60
BRAND GUIDE & 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 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 brand must be
consistent from chapter to chapter. This Brand Style Guide gives clear direction on the
reproduction of the Sigma Kappa logo/tagline, colors, and fonts when creating printed or
electronic materials.
Brand Style Guide
The Brand Style Guide outlines guidelines to help members produce, promote and print
high quality materials that reflect Sigma Kappa's brand, which was updated in 2016. All
printed and online materials should adhere to the brand standards outlined in this guide.
Access the manual under the Toolbox on the members only side of the website.
Website - Members Only Side of Sigma Kappa
The members only side of the Sigma Kappa website is available to all members of Sigma
Kappa in good standing. It is a password protected website. Members log in creating their
login name and individual passwords. If you do not already have access to the members
only side, visit www.sigmakappa.org to claim your account.
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.
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.
SKILLab: Sigma Kappa's Interactive Learning Lab
SKILLab contains training modules for collegiate and alumnae as well as the online portions
of the new Promise for New Members program. Once logged in, go to your member
profile and click on the SKILLab link.
Internet and Related Technology Policy
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 61
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 62
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 63
APPENDIX
Important Sorority Acronyms
AA R
Advisor's Academy R
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
LO
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
Sigma Kappa Sorority Advisory Board Supervisor Handbook page 64
VPP
Vice president of programming
VPPS
Vice president of philanthropic service
VPS
Vice president of scholarship
Sigma Kappa Sorority . Advisory Board Supervisor Handbook . page 65
SIGMA
KAPPA
Live with Heart
695 Pro-Med Lane, Ste 300
Carmel, IN 46032-5323
317-872-3275
f: 317-872-0716
e: info@sigmakappa.org
www.sigmakappa.org
Sigma Kappa Sorority Advisory Board Supervisor Handbook .
page 66