Sigma Kappa Handbook for the Advisory Board Supervisor 2020 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. © 2020 Sigma Kappa Sorority 2 Sigma Kappa Sorority Advisory Board Supervisor Handbook page TABLE OF CONTENTS The Advisory Board Supervisor 6 Resources for the Advisory Board Supervisor 8 Document Retention 8 National Organization Support 9 Who is "Nationals"? 9 Who is National Council? 9 What is National Headquarters? 9 Additional Support in the Sorority 10 What is the Sigma Kappa Foundation? 11 What is the National Housing Corporation? 12 Advisory Board Responsibilities for Housing Issues 14 Best Practices in Advising 15 Advisor Attendance at Chapter Meeting or Functions 16 Managing the Advisory Board Team 16 Working with College Students 18 Advisor's Role at Chapter Meetings 20 Executive Council Meetings 20 Formal Chapter Meetings and Basic Parliamentary Procedure 21 Quick Reference Chart for Making a Motion 23 Informal Chapter Meetings 23 Managing Officers 25 Officer Training and Transitions 25 Regional Leadership Conferences 25 Holding Members Accountable to Duties of the Office 26 Removing a Member from Office 26 Member Accountability 28 Sigma Kappa Standards Program 28 Chapter COC 28 Standards Council Responsibilities 29 3 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Risk Management 30 Risk Management Policies and Policy Violations 30 Hazing 31 Housing Safety 31 Social Events and Transportation 31 Social Function Review Forms 32 Advisory Board Responsibilities at Social Functions 32 Procedure in the Event of an Emergency or Tragedy 32 Guidelines for Communication During Risk Management Situations 36 Communication & Reports 37 Communication Protocols 37 Sigma Kappa Style Sheet 37 Reports 37 Chapter Calendar 37 Chapter Officers 37 Membership Status Changes 38 Approving Chapter Activities 38 Membership Changes 41 Changes in Membership Status 41 Expulsion Appeal - Due Process 44 Reinstatement Petitions 45 Transfer of Member Policy 45 Chapter & Volunteer Development Programs 47 National Convention 47 Regional Leadership Conference 47 Advisory Board Supervisor Training in SKILLab 48 Advisor's Academy 48 Standards of Excellence 50 Signs That a Chapter May Need Additional Support or Resources 50 Working with National Headquarters 52 Membership Items Tracked by National Headquarters 52 Understanding Chapter Finances 54 4 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Where the Money Goes 54 Brand Guide & Website Guidelines 56 Brand Style Guide 56 Website - Members Only Side of Sigma Kappa 56 Dove Hub 56 SmarterSelect 56 SKILLab: Sigma Kappa's Online Learning Lab 56 Internet and Related Technology Policy 56 Chapter and Individual Website Guidelines 57 Shop Sigma Kappa 58 What is Shop Sigma Kappa? 58 What are Licensed Vendors? 58 How can Advisors Help Protect Sigma Kappa's Name? 58 How can a Chapter get its Local Vendors & Campus Bookstore Licensed? 58 Important Sorority Acronyms 59 5 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 fulfill 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. Communicate who will attend these events to the chapter officers. Review petitions for special dispensation including leave of absence, withdrawals, suspensions and expulsions. Inform the corporation board or facilities committee immediately of a change of status of a member. Motivate and monitor chapter progress for Standards of Excellence (SOE). Ensure the chapter has appropriate representation at 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 demonstrating 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 (FSA) and other administrators. Provide continuity with the history and tradition of the chapter. Maintain accurate and relevant files. 6 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Communicate with national volunteers and NHQ: Update the collegiate coordinator on the chapter's overall progress at least monthly. Report immediately the suspicion or occurrence of all risk management policy violations by telephone to the toll free hotline (888-877-7576). Follow the risk incident policies in the National Policy Handbook. Communicate with district volunteers as needed and inform them of activities or issues relevant to their roles. Request national officer or staff visits and other resources to support chapter recruitment, officer training and other activities. Ensure the national organization is aware of chapter achievements and challenges. 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 housing coordinator 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. 7 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. Sigma Kappa Brand Style Guide i. Ritual Book 2. Local chapter policies and resources a. Code of Conduct (COC) b. Chapter house/suite/facility rules C. Chapter goals d. Chapter calendar 3. Contact lists a. Chapter officers, advisory board members and the corporation board members (found on Dove Hub) b. Campus professional contacts, including the FSA 4. 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 utilize an electronic filing system for these records to ensure their safekeeping. If the ABS does not have access to use an electronic filing system, a filing cabinet, flash drive or external hard drive may be used. Document retention should be performed yearly. The Document Retention Policy is located in the National Policy Handbook. 8 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 9 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page NATIONAL ORGANIZATION SUPPORT Who is "Nationals"? Each of us is a part of the national organization. National Council is not "nationals." National headquarters (NHQ) is not "nationals." Although the term "nationals" is frequently used by collegians and some alumnae, it is inaccurate. Every member of Sigma Kappa is a representative of our Sorority, all 165,000+ of us! Who is 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. What is 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 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. 10 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. All staff members are available to provide support and assistance to collegiate chapters. Collegiate chapters could receive at least one visit per year from traveling staff. This level of support might fluctuate based on the need of a chapter. The collegiate support specialists (CSS) are assigned to specific districts and share updates and new resources with chapters, are available to answer questions and can connect members to resources and volunteers as needed. If a chapter is unsure where to find information or which volunteer to reach out to for assistance, start with the CSS and she will connect you to the best resources. Additional Support 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 and oversees the selection and training of district volunteers 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 (CDDs) and director of risk management (DRM). Collegiate District Director - The CDD is responsible for managing collegiate chapters and for recruiting and supervising the ABSs within each district. The CDD serves as a liaison between the NVPCC, collegiate coordinator, ABSs and advisory 11 Sigma Kappa Sorority Advisory Board Supervisor Handbook page boards. Other responsibilities include maintaining accurate chapter records, reports and statistics, evaluating SOE and making recommendations for collegiate awards. There is one collegiate district director for each district, one for 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 Coordinator (RMC) - Works under the direction of the DRM 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 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. Collegiate Finance Coordinator - 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. 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 and community image. Provides tools/help for using OmegaOne to keep website and social media up-to-date. Panhellenic Coordinator - Under the direction of the National Panhellenic Conference (NPC) delegate and alternate NPC delegates, the Panhellenic coordinators are responsible for providing guidance, direction, interpretation and recommendations for collegiate officers, national officers and alumnae advisors on Panhellenic matters. 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 12 Sigma Kappa Sorority Advisory Board Supervisor Handbook page experience, academics, and informal programming experiences for all levels of collegiate and alumnae membership. Recruitment Coordinator - 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 presidents of membership (VPMs) and continuous open bidding (COB) chairmen in her district in developing and implementing a competitive recruitment program for each particular campus. What is the Sigma Kappa Foundation? For more than 50 years, the Sigma Kappa Foundation has supported Sigma Kappa Sorority. With a unity of purpose, our Foundation has played and continues to play a crucial role in the growth and success of Sigma Kappa, providing the lifeblood of financial resources to keep our Sorority vital and healthy. 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 Seacoast Mission, and giving assistance to Sigma Kappa members in financial need. For more information about the Foundation and its ongoing impact on our membership, be sure to view the Foundation's annual Impact Statement, available on the Sigma Kappa Foundation page. Sigma Kappa Foundation has a powerful vision for our dynamic organization to remain strong one that assures Sigma Kappa continues to grow, innovate and thrive. The Sigma Kappa Foundation, Inc., is funded through the generosity of collegiate and alumnae chapters and individual members of Sigma Kappa. These funds are used to support the Sorority's educational programming for chapters and scholarships. Money is also granted to the Maine Seacoast 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. 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 13 Sigma Kappa Sorority Advisory Board Supervisor Handbook page nomination by the Foundation nominating committee. For more information on the Sigma Kappa Foundation and Foundation sponsored programs, visit www.sigmakappa.org/foundation. What is the National Housing Corporation? The Sigma Kappa National Housing Corporation (NHC) is an independent legal entity. The purpose of the NHC is to provide operational support and technical assistance, financial management services, and financing to local house corporations and facility committees in the management of their properties. The majority of Sigma Kappa's local house corporations, all facility committees, and all chapters without housing participate in the NHC. All Sigma Kappa chapters not having a local corporation board were made participants in the NHC in 1994, when the NHC was incorporated. Existing corporations were invited to join the NHC and may still do so at any time. The participation of a local corporation in the NHC is by a mutual agreement of both parties. HOMES Program Through the Housing Operations, Management, and Employee Services Program (HOMES), paid staff members of the NHC provide all the management functions for the local chapter house. HOMES is a bold new model developed by the NHC in 2015 in response to requests from local chapters and house corporations and is one of several such programs being implemented by national sororities/fraternities to ensure consistent and professional management of Greek chapter housing. In order to become a participant in the HOMES program, members of the local house corporation vote to delegate all authority and oversight for the property to the NHC. A local decorating committee remains in place, however, to provide input on necessary improvements and renovations to the chapter house. The house director and other staff members at the chapter house become employees of the NHC. Supporting Property Management Sigma Kappa offers support and guidance for property management. The responsibility falls either to a NHC or Sorority-supervised housing coordinator, depending upon participation in the NHC. Sigma Kappa has two types of local management groups for property: house corporations and facility committees. The type of property management needed depends on the chapter's housing, employees, and the fees collected to maintain the property. 14 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. It is necessary to have a house corporation when property is owned or leased, there are employees, or if required by a contract or agreement with the university. 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 and 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. Facilities Committee A facilities committee oversees chapter property and/or a housing facility in situations where a house corporation is not required such as when a chapter is in university-owned housing or in the case of a HOMES chapter. Participating Chapter Chapters without a corporation or housing of any kind are considered participating chapters in the NHC for the purpose of holding and managing the housing/furnishing fund. Twice per year, the chapter transfers to the NHC all housing/furnishing fees that have been collected from new members to be held in the chapter's fund. The money in the housing/furnishing fund can be used for a limited number of purposes, primarily for the purchase of permanent equipment for the chapter. The fund also exists for the chapter to access should housing ever become a possibility on the campus. The NHC provides a TEAM Guide for Participating Chapters that further explains the procedures and resources applicable to participating chapters. 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. The policy of utmost importance regards requirements for members to live in chapter property if space is available. Exception to this policy is outlined in the National Policy Handbook. 15 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. If you want additional ideas, please reach out to your CDD and CC. The chapter's system for filling its house should be clearly outlined in the chapter COC. The COC should be reviewed to ensure that national policy is correct regarding housing related policies. Other responsibilities where the advisory board works with the chapter to ensure they are carried out include: Transferring excess chapter funds at year-end to either the housing/furnishing fund or Sigma Kappa Foundation Ensuring that the collegiate members of the corporation board or facility committee attend meetings, express the views of the chapter, and vote Communicating regularly with the corporation treasurer regarding member status changes, members in arrears, and automatic financial suspension Encouraging members to pay housing-related bills on time Attend the annual meeting of the corporation Enforcing national policy, particularly related to risk management issues 16 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 years. 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 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 for membership status changes Questions or concerns about Sigma Kappa National Policy Handbook that she can answer/address Risk incidents 17 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Outcomes of Standards Council meetings Any additional assistance that the chapter or advisory board needs Advisor Attendance at Chapter Meetings or Functions The following is a list of chapter meetings or functions where an advisor is expected to attend. The advisory board should review the calendar each term and divide the functions SO that no one advisor becomes overburdened with supervision. The ABS is responsible for ensuring there is advisor support at the following chapter functions and communicating who will attend what to the chapter officers. 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 (ABR). The number of ABRs required for an event depends on the number of attendees. Standards council meetings - There must be an advisor present and she is to make sure that all standards council procedures are followed at all meetings. Managing the Advisory Board Team It is easy to focus your attention and communication on the collegians - they are often 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 18 Sigma Kappa Sorority Advisory Board Supervisor Handbook page advisors may have a wealth of experience as a Sigma Kappa volunteer, others may be just beginning their volunteer journey. 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 daylong retreat style training for advisors only. Advisor's Academy can be coordinated with the assistance of the collegiate coordinator or NHQ staff. All expenses associated with hosting an Advisor's Academy are the responsibility of the collegiate chapter. During the advisory board meetings, the ABS should appoint a board secretary responsible for taking monthly minutes. If monthly face-to-face meetings 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 term. If face-to-face meetings cannot be accommodated, every opportunity to use video conferencing should be made. 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 academic year, work to schedule the face-to-face meetings. Come to an 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 NHQ staff member or other national officer is coming to visit Information from RLCs and Convention Dates for RLCs and Convention 19 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 (ex: 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 burnt out in dealing with petty differences between chapter members. 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 2( Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 that led to your selection for this task. 9. Accept the fact that we are not an end in ourselves. With each new program and student, we should work to the end of eliminating our necessity. 10. Finally, never underestimate the power of your influence on a student. Your conduct and conversation are what you are - a model for others. List compiled by Dr. David Ambler, former vice-chancellor for student affairs at the University of Kansas and well-respected higher education leader. 2' Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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, vice president of standards and values, vice president of programming, vice president of new member education, vice president of membership, vice president of alumnae relations, vice president of academic excellence, vice president of philanthropic service, vice president of finance, vice president of communication and operations, and Panhellenic delegate. The executive council functions 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 COC 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 formulate and coordinate the chapter calendar. 6. To make budget and financial decisions. 7. To guide the chapter in setting goals and making plans to achieve these goals. 8. To focus programming on the chapter's goals. 9. To serve as a clearinghouse for committees. Each executive council member is responsible for reporting information from specific committees. 10. To plan ahead by evaluating the current issues, size and resources for the chapter. 22 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. The council meets to coordinate future plans, events and programs, collectively discuss chapter culture and make chapter management decisions. The president presides at the meetings. An advisor must be present in-person or virtually 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 the 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 VPCO takes concise, yet thorough, minutes on all items discussed. The VPCO sends the minutes to the ABS within 48 hours 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 COC and calendar as well as National Policy Handbook in case the officers require assistance. Formal Chapter Meetings and Basic Parliamentary Procedure During formal chapter meetings, the VPSV has the official duty of serving as the chapter parliamentarian. The role of the parliamentarian is to ensure the smooth operation of the formal 23 Sigma Kappa Sorority Advisory Board Supervisor Handbook page chapter meeting and to ensure that business is conducted according to parliamentary procedure. It is recommended that the ABS have 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 VPSV's annual supplies. The VPSV, 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 VPSV 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 VPSV 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 VPSV is still not able to fulfill her role as chapter parliamentarian, the chapter advisor can assume the role. The Eight Steps of a Motion 1. Member rises and addresses the chair (the president in most cases). 2. Member is recognized by the chair. 3. Member proposes motion: "I move that..." Note: the motion must be a complete sentence that describes the action at hand, not "I move what she said or I so move... I move the VPNME's plan for Inspiration Days be accepted etc." and must be in a positive manner. 4. Another member seconds the motion. 5. Chair states the motion: "It is moved and seconded that... or says "The question on and paraphrases the motion. 6. Chair calls for debate: "Is there any discussion?" 7. Chair takes vote: "All those in favor. All those opposed. " 8. Chair announces result: "The motion was adopted/defeated and we will/will not..." " The Three Processes of Amending a Motion: 1. Insert or add. 2. Strike out. 3. Strike out and insert, a combination of the first two processes; or substitute (used 24 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 vote Can it be motion to: say: interrupt need a debatable? amended? is needed? reconsidered? speaker? second? Introduce "I move No Yes Yes Yes Majority Yes business that..." Amend a "I move to No Yes Yes Yes Majority Yes motion amend the...' Give closer "I move to No Yes Yes Yes Majority Yes study refer the matter to committee." Postpone "I move to No Yes Yes Yes Majority Yes discussion postpone for a certain the time discussion until..." Suspend "I move to No Yes No No Majority No further table the discussion of motion." an issue End debate "I move to No Yes No No 2/3 vote No and stop amendments debate." 25 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Take up a "I move to No Yes No No Majority No matter take the previously motion tabled from the table." Request "I rise to a Yes No No No No vote No Information point of information." Verity a vote "I call for Yes No No No No vote No by having standing members vote." stand Complain "I rise to a Yes No No No No vote No about heat, question of noise, etc. privilege." Adjourn "I move No Yes No No No vote No meeting that we adjourn." Informal Chapter Meetings At informal meetings both the initiated members and new members meet together to encourage the development of a strong sisterhood within the chapter. The VPP and her committee are responsible for planning programs held during informal meetings. They are encouraged to utilize other officers and chairmen of the chapter. Careful planning is essential to develop areas targeted as chapter goals. Utilize these two meetings per month to make Sigma Kappa an educational and enjoyable collegiate experience. If there is chapter business that 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 and in the RESPEKT resources. Informal Chapter Meeting Structure Includes an educational program focusing on member education and development, a sisterhood event, and/or committee meeting. Ritual is not conducted (order is maintained). Meetings are attended by members, new members and alumnae. Attire is casual, but appropriate (defined in COC). 26 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Only urgent officer and chairmen announcements should be given. Announcements should be submitted to the VPCO 24 hours in advance to enable her to generate an announcement handout. This will save time during the meeting. Minutes are taken, as well as attendance. The president, VPSV or VPP presides over the informal meetings. However, it is the VPP's duty to plan member education programs. Discuss with your president, VPSV or VPP who will preside at informal meetings to reduce confusion. MANAGING OFFICERS Sigma Kappa Bylaws state: "Each college chapter shall elect annually by ballot a President, a Vice President of Standards and Values, 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 Academic Excellence, a Vice President of Philanthropic Service, a Vice President of Communication and Operations, 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 27 Sigma Kappa Sorority Advisory Board Supervisor Handbook page chapter or appointed by the president of the chapter with the advice of the executive council and approval of the advisory board." As the ABS, there are some important things for you to know when it comes to chapter officers. The chapter president and advisory board work as a team to manage and coach the chapter officers. Below are some specific aspects of this role to be aware of. Officer Training and Transition Prior to officer elections, the president should ensure that all officers and chairmen have their files 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 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 Transition workshop is available in Workshop Warehouse to utilize for this purpose. Officer Transition Webinars The officer transition webinars are a piece of officer training and transition program for Sigma Kappa collegiate chapters. The webinars are designed to train incoming collegiate chapter officers efficiently and effectively and serve as a portion of the resources provided to chapter officers. In addition to the webinars, 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. Regional Leadership Conferences (RLCs) The RLCs are an opportunity for a specific number of members from each chapter to attend a leadership institute-type learning experience. The only chapter member required to attend is the chapter president. The learning experience will focus on things such as a deeper understanding of belonging, leveraging organizational resources, relationship building and an enhanced affinity toward Sigma Kappa. Holding Members Accountable to 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. 28 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. 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, CC or CDD 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: 29 Sigma Kappa Sorority Advisory Board Supervisor Handbook page An executive officer has not maintained a 2.7 overall GPA and a 2.7 GPA each term while in office. Other officers or chairmen have not maintained a 2.5 GPA and a 2.5 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 academic requirements may be considered on a very limited basis by the advisory board, CC and the CDD. A petition for special dispensation including complete grade history and written explanation regarding academic difficulties must be submitted. The petition will be reviewed and a decision will be made by the discretion of the advisory board, CC and CDD. 3( Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 focused 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-academically, 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 Vice President of Standards and Values. An advisory board member should be present at each standards council meeting to assure that meetings are conducted 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 COC The chapter COC is the responsibility of the VPSV 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 COC. All such revisions should be reflected when the COC is revised and voted on at least once annually. This schedule allows the newly-elected VPSV to have a revised COC as she starts her term in office. This schedule also allows the VPSV and standards council to draw upon more than a few weeks' experience with maintaining and enforcing the COC when it is taken for revisions in the fall. While the COC 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 and Sigma Kappa Bylaws. Once the COC changes have been approved by a chapter vote, the VPSV should send a revised copy to the ABS and her advisor for review within two weeks of revision. The ABS and advisors should review the COC to ensure adherence to all national policies. If corrections are necessary, the advisors should work with the VPSV to make the necessary 31 Sigma Kappa Sorority Advisory Board Supervisor Handbook page changes. The revised COC 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 COC. The forms are to be returned to the VPSV for the year. It is important to keep a record of all members who have signed and agreed to the COC in case any issues arise throughout the year in which they would be in violation of the COC. 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 COC. Review the chapter COC 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, enforce chapter COC and national policy; aid enforcement of financial, academic 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. 32 Sigma Kappa Sorority Advisory Board Supervisor Handbook page RISK MANAGEMENT Risk management 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 COC. It is the responsibility of the VPSV 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 VPSV to ensure that these officers are well aware of their responsibilities and to assist them. Each year in January, NHQ will send a digital copy of the most current risk management policies from the National Policy Handbook to each chapter. NHQ will provide a due date by which all digital signatures should be compiled. Chapters that do not complete the online signatory pages will be fined $100 per week for each week past due. The document is to be read during a formal chapter meeting in its entirety. 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 Sanctions for risk management policy violations not appropriately handled by the chapter's standards council may include any or all of the following: A letter of reprimand or a letter of probation to the chapter from national council. The filing of regular reports on chapter and new member activities with the national vice president for collegiate chapters, the CDD, the collegiate coordinator, the risk management coordinator, and/or the ABS. National council probation of level one, two or three for a period to be determined. Ineligibility for national awards. A required workshop facilitated by a national council member or their approved 33 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 deemed 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 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 does not 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. 34 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. Any activity where there are Sigma Kappa members present, it could be considered a Sigma Kappa event. The college/university might have their own policy about what number of members justifies an event for that organization. Review this policy and be sure to follow it. No matter how many members are present or if the event is talked about in a chapter meeting or not, the chapter could be held liable for the activity. The SFRF should be completed at least three weeks prior to an event and submitted to the RMC with as much advance time as possible. It must be reviewed and signed by the chapter president, advisor to the social chairman (if applicable), ABS and RMC. This allows time for any changes that the ABS and/or RMC deem 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. 35 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Procedure in the Event of an Emergency or Tragedy As the ABS, you may be required to deal with an emergency such as fire, vandalism or theft within chapter property, or you may need to help the chapter cope with a tragic accident, illness or death involving a member or new member. It is important to be prepared in such a case SO you can lead the chapter effectively. It is important to be prepared so that the advisory board and chapter effectively manage the situation while deterring personal liability for the members and organizational liability for Sigma Kappa. The advisor is responsible for understanding this procedure and for reviewing it with the advisory board and executive council each term. In the majority of situations, chapter leaders and advisors who follow five simple rules will be protected: 1. Use common sense. 2. Act in good faith. 3. Follow the procedure outlined below. 4. Allow your compassion to surface in being concerned first and foremost about the people involved. 5. Do your best to respect a member's right to privacy. Procedure Chapter leaders (typically the president) should do the following in an emergency or tragedy: 1. Call 911 or the appropriate emergency number. Before doing anything else, call the emergency number for an ambulance, fire or police department FIRST. These numbers must be posted in several places in any chapter property. 2. Call the Risk Management Hotline at 888-877-7576. Be prepared to leave a clear and concise message regarding the situation, along with your name and the phone number where you can be reached. The hotline phone routes through the NHQ phone system and does not have caller ID, so leaving a callback number is critical. 3. Call the ABS, collegiate coordinator or CDD. Call the ABS and ask her to call the collegiate coordinator, risk management coordinator, and/or CDD. If you cannot contact 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 36 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 until an advisor is present. She may consult other members who have expertise or related training, but final decisions are hers. In the absence of the president, make sure the officers of the executive council understand their order of authority: a. Vice president of standards and values 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 academic excellence g. Vice president of philanthropic service h. Vice president of finance i. Vice president of communication and operations 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 chapter property (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 VPSV or designee to assemble all those present. While the president makes phone calls, the VPSV (or next officer in authority) gathers all those present. 37 Sigma Kappa Sorority Advisory Board Supervisor Handbook page The VPSV 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 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 VPSV or designee. After the advisor has arrived, the two of you should join the group gathered by the VPSV. 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 38 Sigma Kappa Sorority Advisory Board Supervisor Handbook page the incident. Work with legal counsel at national headquarters regarding any insurance claims. 2. Work with the executive director and legal counsel to coordinate communication with the injured person and/or family. After formal notification by appropriate authorities has taken place, you should communicate expressions of concern and sympathy over the injury or death. You should continue to coordinate visits to the injured or chapter expressions of sympathy to the family of the deceased. 3. Follow-up procedure if the room of a member has been closed. If you have closed the room of a member due to death, you will want to move any roommate(s) out of the room temporarily. Ask the family what their wishes are in regard to the possessions. You may offer to pack them but the family usually takes care of packing. Before the family arrives, be sure any borrowed items have been returned. Have empty boxes available and offer to help. Understand the difficulty of the situation and their need for privacy. In the case of serious injury or illness, investigate the wishes of the family with regard to the member's room and make necessary arrangements. 4. Coordinate attendance for the funeral or memorial service. In the case of death, you will want to coordinate attendance at a funeral. Sigma Kappa has a memorial service in the 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. Guidelines for Communication During Risk Management Situations Members are not permitted to talk to the media regarding a crisis situation or risk management violation related to Sigma Kappa, as the national organization needs to manage the message coming from the organization to ensure alignment with local and national laws, wishes of family and coordination with 39 Sigma Kappa Sorority Advisory Board Supervisor Handbook page law enforcement and/or university leadership. Posting on social media or the chapter's website is considered a public statement that can be used by the media. Therefore, members are instructed not to post on personal or chapter social media pages about the situation, regardless of whether the page is set to public or private settings. Members are instructed to wait until the national organization makes a statement, then they can share that statement from the national organization's social media accounts, citing that it's coming from the national organization. This helps prevent the spread of information from unconfirmed sources. The national organization has a strict process in place that allows time for staff to gather factual information, assess the situation, and determine the best response. Chapter officers and members are not authorized or permitted to sign, act, or speak on behalf of the national organization. Members should reach out to an advisor, a member of the collegiate services team, or someone from the communication team with questions or concerns. The national organization advises against a chapter as a whole from sharing GoFundMe information, since it is not possible to conduct the due diligence necessary to ensure a fraudulent site is not being supported. Donating a gift to the Sigma Kappa Foundation is an option and allows someone to honor a loved one's memory by specifying the intent of the funds. 4( Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 Every term, it is the responsibility of the VPP to work with the VPCO to update the chapter events and important dates on Dove Hub and OmegaOne. The VPCO will receive an email from NHQ indicating the information is available to be updated by a certain date. The ABS can review the information by viewing operations> chapter dates in Dove Hub. 41 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Chapter Officers It is the responsibility of the VPCO 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 VPCO 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 VPCO's responsibility to verify every member's status and change them accordingly using Dove Hub. The ABS should regularly review the membership roster to 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. Before member status changes reports are submitted to reports@sigmakppa.org, they should be reviewed by the ABS and FINA to ensure that we are only submitted status changes for those that are financially current. 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 VPCO should complete a Membership Status Change Report and send it to the ABS for review and then to NHQ for final processing. 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 42 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Advisory board I A I I member appointments Alcohol at any I I I function attended/sponsored by Sigma Kappa Alumnae initiates I I I Automatic Financial A I I I Suspension Chapter academic A A I program Depledging by new I I I I member Elected officers I I I Expulsions A A I A A I Functions away from I I campus Holdover new A A I members Initiation I A I Leave of absence A I First Second 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 43 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page Capitaliza Petitions for A A I A A A I exceptions to policy New member A A I program Reinstatement from A I A A I suspension Reinstatement from A A A I withdrawal Retreats I Recruitment plans A I 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 44 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 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 45 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 by NHQ (even if the approved paperwork has been received) until her national collegiate dues have been paid by the chapter. Petitions for Special Dispensation The following forms are generated/completed by the chapter president (except automatic financial suspension forms which are completed by the VPF) in regards to membership status and provided to the ABS for approval who then forwards the paperwork 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 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 academic, 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 CC. The chapter then votes on her recommendation. A two-thirds vote is necessary to defer Initiation or to depledge a new member. 46 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 VPCO 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 VPCO to update the membership status in Dove Hub. Leave of Absence Petitions A member may request a leave of absence (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 term 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 dated letter is attached to the petition. Emailed letters are 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. Do not change her status on Dove Hub. She is to remain as a MCOL. 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 contracts and fees as well as national financial obligations. If the member does not return at the end of her leave, she is required to withdraw her membership. If a withdrawal letter has not been received by the chapter within one month of the start of the term following the leave, expulsion proceedings are to begin. Withdrawal Petitions A member may request to withdraw her membership, provided all financial obligations to the collegiate chapter and corporation board/property committee have been paid. When a 47 Sigma Kappa Sorority Advisory Board Supervisor Handbook page member submits a dated 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 dated letter is attached to the petition. Ensure that minutes are attached stating that the letter was approved by two- thirds secret written ballot 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. Ensure the VPCO changes the status in Dove Hub to withdrawal pending (WP). 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 COC. For additional information on what constitutes grounds for suspension, see the National Policy Handbook, Section V.B. A 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 the 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. 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 48 Sigma Kappa Sorority Advisory Board Supervisor Handbook page with financial expulsion. Expulsion Petitions A member may be expelled for violations of national policies or the chapter COC. 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 with a return receipt requested prior to the chapter voting on the financial expulsion. The chapter VPF is responsible for completing the appropriate Petition for Special Dispensation and forwarding to the ABS for approval. A financial expulsion petition must be approved by the CDD and national council before it is considered finalized. Remember, AFS is not a standards council issue. The AFS form serves as the documentation. Members who fail to clear their debt, as outlined in the AFS paperwork, need to be financially expelled and sent to collections. Expulsion Appeal - Due Process The member being expelled has the right to appeal the decision of the chapter to the advisory board. She must send a letter to the advisory board within seven days of the chapter vote explaining why she believes she should not be expelled. The advisory board should set a meeting with her and the chapter president (or VPSV). At the meeting, the 49 Sigma Kappa Sorority Advisory Board Supervisor Handbook page member may add detail to why she believes she should not be expelled. The chapter president (or VPSV) 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 collegiate coordinator, 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. 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. 5( Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 to 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. 5' Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 to our Sigma Kappa Bylaws. The convention may also adopt resolutions that affect Sorority policy. 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 collegiate chapter is allowed three voting delegates (two 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 following convention. 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 meetings 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. 52 Sigma Kappa Sorority Advisory Board Supervisor Handbook page Regional Leadership Conference RLCs are held in January and February of each year for the purpose of providing a leadership institute experience to participants. These conferences will enable members to learn techniques and methods of improving their leadership skills in various areas. Chapters should budget adequate funds to cover the expenses of the nine chapter members to attend RLC as well as one advisory board member's expenses. Representatives 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. 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 53 Sigma Kappa Sorority Advisory Board Supervisor Handbook page collegians. 2. Becoming familiar with the national organization, specifically resources available. 3. Understanding the role of the chapter advisor. 4. Understanding and utilizing the SOE as an assessment tool. 5. Practicing goal setting. 6. Understanding 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. 54 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 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 Standards of Excellence (SOE) program was developed to measure the health of collegiate chapters and to reward those chapters that excel on the campuses and within Sigma Kappa. The criteria that make up the SOE program are aligned with the following objectives: Essential: 12 essential criteria that all chapters must achieve Fundamental: 13 areas of fundamental growth that all chapters should achieve Chapters of Excellence: Where most chapters should fall Exceeds Excellence: Three Star chapters and Founders' Award finalists Standards of Excellence Judging The established SOE criteria 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 the essential and fundamental levels of achievement and are committed to providing the resources, as well as the support, to ensure a chapter's success. 55 Sigma Kappa Sorority Advisory Board Supervisor Handbook page It is the goal of national council to notify those chapters that have not met the essential standards as early as possible in the spring term 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. Please refer to the following resources available on the members only side of the Sigma Kappa website for the most up to date SOE information: SOE Brochure SOE Helpful Hints SOE Judging Worksheet SOE Frequently Asked Questions Signs That a Chapter May Need Additional Support or Resources There are many different signs that a chapter may not be functioning to the best of their ability. Below are a few signs that a chapter may need extra support in areas. If a chapter is struggling in several of these areas, please contact your collegiate coordinator or CDD to determine what additional support the chapter can be provided to help them improve. Standards of Excellence rating falls Low/declining grades Lack of advisory support Few or no social events Relations with others (sororities and fraternities) are poor Increase in the number of member withdrawals and leave of absence requests Sisterhood concerns Lack of member involvement or few members doing most of the work Not matching quota or not doing as well as in the past 56 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 VPCO 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. You can also view the financial status of the chapter on Dove Hub. 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 57 Sigma Kappa Sorority Advisory Board Supervisor Handbook page their SOE rating and RLC/Convention allowance status. Follow up required: The ABS should follow up with the president and VPCO regarding any petitions owed. VPF and financial advisor should follow up with the VPNME regarding new member fees, Initiation fees, badge orders and Initiation numbers. NOTE: If a member's name appears on this list due to an outstanding petition, all outstanding fees must be also paid before the member's status will be changed when the completed petition is received at NHQ. This includes all prior and current year national collegiate dues. If you have any questions, please contact NHQ immediately. Outstanding Business Report Reference Guide PY Natl Dues Owed Prior year national collegiate dues. CY Natl Dues Owed Current year national collegiate dues. PY HO Owed Prior year per hold over fee. CY HO Owed Prior year per hold over fee. T 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 and/or payment is needed 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 fees, fines, supply orders, etc. Petitions The iMIS ID, Member Number, Name and Petition status of women who petitions are outstanding for. The chapter owes complete petitions to NHQ for these women. This information can also be obtained from Dove Hub by logging and going to the chapter's page. To verify what is missing for women listed as MNEW (new members) that should be listed as MCOL (collegians) go to: Membership> New Member Process. A 'Yes' in a column indicates NHQ has received the information. A "No" in the column indicates that is missing from NHQ and the information needs to be submitted as soon as 58 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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>Financia Snapshot. Once here, select the start and end dates and export the document into Excel. 59 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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 all 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 COC. 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 6( Sigma Kappa Sorority Advisory Board Supervisor Handbook page add an additional amount to cover pledging expenses; fee goes to NHQ and covers the same items as the national collegiate dues. Initiation Fee - Paid once, paid to NHQ before initiation - the chapter can add an additional amount to cover initiation expenses. The fee at NHQ covers lifetime subscription to Sigma Kappa Triangle, national programs, convention/RLC funds. Liability Insurance Assessment - Paid each year by each member to cover the national liability insurance premium. The number of members assessed is based on the membership numbers from the previous year. Property Insurance - Assessed directly to chapters that do not have a local corporation 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. Once this money is deposited with the corporation board or National Housing Corporation, it should be kept in a savings or separate account 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. 61 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 62 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page 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 academic and recruitment statistics. SmarterSelect SmarterSelect is an online reporting resource used by collegiate chapters to complete and submit officer reports. Each chapter is assigned one 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 officers as well as the online portions of the Promise for New Members program. Once logged in, go to your member 63 Sigma Kappa Sorority Advisory Board Supervisor Handbook page profile and click on the SKILLab link. Internet and Related Technology Policy Sigma Kappa Sorority has general usage guidelines pertaining to the official "Sigma Kappa Internet," which includes both the public and private sides of the sigmakappa.org website, any chapter websites, any individual websites that 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 and social media 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 OmegaOne. More information regarding OmegaOne 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 does not comply with the guidelines, the ABS can log into OmegaOne and delete any offensive information and can then notify NHQ. The chapter's president is responsible for providing a username and password to their ABS to monitor any password protected areas. 64 Sigma Kappa Sorority Advisory Board Supervisor Handbook page 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. 65 Sigma Kappa Sorority Advisory Board Supervisor Handbook page IMPORTANT SORORITY ACRONYMS AA Advisor's Academy AB Advisory board ABS Advisory board supervisor ADD Alumnae district director AFS Automatic financial suspension CDD Collegiate district director COB Continuous open bidding COB Chairman Continued open bidding chairman DRM Director of risk management F/SA Fraternity/Sorority Advisor LC Leadership consultant LOA Leave of absence LOC Letter of challenge LOR Letter of reprimand LOP Letter of probation 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 RMC Risk management coordinator RS Recruitment supervisor SOE Standards of Excellence VPAR Vice president of alumnae relations VPAE Vice president of academic excellence VPCO Vice president of communication and operations VPF Vice president of finance 66 Sigma Kappa Sorority Advisory Board Supervisor Handbook page VPM Vice president of membership VPNME Vice president of new member education VPP Vice president of programming VPPS Vice president of philanthropic service VPSV Vice president of standards and values SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Suite 300 Carmel, IN 46032-5323 317-872-3275 f: 317-872-0716 e: info@sigmakappa.org www.sigmakappa.org 67 Sigma Kappa Sorority . Advisory Board Supervisor Handbook page