SIGMA KAPPA Voices Strong Hearts United. Handbook for the Vice President of Pholgrammin 19 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Constitution This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence. Serving as a chapter officer exemplifies Sigma Kappa's purpose and values. © 2015 Sigma Kappa Sorority Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 2 TABLE OF CONTENTS Alumnae/Collegiate Liaison 4 Job Responsibilities 4 Resources for the Alumnae/Collegiate Liaison 4 Building Relationships with Collegians 6 Sister Collegiate Chapter 6 Inviting Collegians to Chapter Events 6 Ideas for Alumnae/Collegiate Activities 7 Founders' Day 10 Educating Collegians about Alumnae Membership 11 Recruitment Introduction Program 12 Awards and Reports 13 Sigma Kappa Sorority . Alumnae/Collegiate Liaison Handbook page 3 THE ALUMNAE/COLLEGIATE LIAISON The alumnae/collegiate liaison is elected by the alumnae chapter and is responsible for the alumnae chapter's relationship with collegiate members, including the assigned sister collegiate chapter. She is also responsible for working with the collegiate vice president of alumnae relations (VPAR) to promote a life-time commitment to Sigma Kappa and the Sigma Kappa Foundation. The alumnae/collegiate liaison reports to the president of the alumnae chapter. In light of these responsibilities, the alumnae/collegiate liaison must do the following tasks. Maintain communication and coordinate events with the assigned sister collegiate chapter: Develop and implement a collegiate relations program with the assigned sister collegiate chapter. Build a relationship with the assigned sister collegiate chapter's VPAR and maintain frequent communication. Organize and plan, with the vice president of programming (VPP) as applicable, the annual Founders' Day program. Coordinate and execute events with collegians each year. Encourage alumnae to submit Recruitment Introduction Forms via the Sigma Kappa website. Survey collegians on what types of events they would enjoy attending and use this information for brainstorming events. Assist in educating collegiate members about alumnae membership: Encourage graduating members or members leaving school for any reason to become active, dues-paying members of the alumnae chapter closest to them. Educate graduating members or members leaving school for any reason about what to expect as alumnae and how to stay involved with Sigma Kappa. Assist the alumnae chapter vice president of membership with efforts to recruit recent graduates and new alumnae. Resources for the Alumnae/Collegiate Liaison In addition to this handbook, the alumnae/collegiate liaison should have the following resources to properly do her job. Many of the resources can be found in annual supplies on Live Sigma Kappa. Resources and materials include: Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 4 1. Alumnae chapter information Current alumnae chapter calendar Committee budget and record of expenses 2. Assigned sister collegiate chapter information Current chapter calendar Names and contact information for local collegiate chapter VPAR 3. Sigma Kappa National Policy Handbook Volunteer Assistance for the Alumnae/Collegiate Liaison Each district has a volunteer dedicated to assisting collegiate and alumnae chapters in developing a strong relationship. This volunteer is called the collegiate alumnae relations coordinator (CARC). The alumnae/collegiate liaison is encouraged to consult the CARC in her district regarding ideas, resources, calendar planning, and other related issues. The alumnae/collegiate liaison should note her district CARC's contact information at the beginning of her term, and respond promptly to any requests or communication she may receive from the CARC throughout her term. Contact information for district volunteers can be found on the Sigma Kappa website. Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 5 BUILDING RELATIONSHIPS WITH COLLEGIANS Strong collegiate relations can positively impact both collegian and alumnae members. Alumnae can build their mentorship skills, as well as build a network of professional colleagues and personal friends. Having a close relationship with collegiate women can help alumnae feel connected to the sorority and remind them why they made the lifelong commitment to Sigma Kappa. Interacting with collegians can also help alumnae chapters to improve their events and see what types of activities the collegians like to do. After all, these collegians will soon be alumnae! Alumnae chapters often find recruiting new alumnae is easier when a positive relationship has already been established with members of a collegiate chapter. By interacting with alumnae, collegians can sharpen their networking skills, as well as learn from a role model. This may help them be more prepared for life after graduation, including finding a job, raising a family, giving back to the community and more. Paired Collegiate Chapter Each January, collegiate chapters are paired with an alumnae chapter. This relationship is sometimes called a "sister chapter." The alumnae/collegiate liaison serves as the liaison between the alumnae chapter and assigned paired collegiate chapter. You are encouraged to work closely with your paired sister chapter in an effort to support one another and build lasting friendships among members. As alumnae/collegiate liaison, Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 6 you must be aware of the collegiate chapter's activities so you can pass this information on to the alumnae chapter. The paired chapter pairings are available to view in alumnae general supplies on Live Sigma Kappa. The alumnae/collegiate liaison should work with the collegiate chapter's VPAR to prepare a program of events with the collegiate chapter that will strengthen the mutual relationship. Programming should stress the importance of lifetime membership to both collegians and alumnae. Contact your paired collegiate chapter's president or advisory board supervisor if you need assistance reaching the VPAR. Inviting Collegians to Alumnae Chapter Events Collegiate members could be invited to alumnae chapter meetings, sisterhood events, social activities, Founders' Day programs, and philanthropy and service events. Consider including collegians in alumnae chapter programming by inviting them to host a program or workshop on a hobby or activity that they enjoy and are knowledgeable about. Use various forms of invitations, including email, mail, social media, etc. This will help maximize the chances that the invitation will be viewed. Send announcements and invitations out several weeks in advance (months in advance for larger events or chapter reunions). Be sure to include the following information on all invitations: The date, time, and location of the event When, and to whom, to RSVP Dress code for the event If significant others, friends, or others may attend the event IDEAS FOR ALUMNAE/COLLEGIATE ACTIVITIES There are countless occasions and activity ideas that can be used to build a positive relationship between alumnae and collegians. Some ideas include: 1. An Alumna Mentor, or Secret Alumna program. One of the most important elements of developing Sigma Kappa members is creating a comfortable atmosphere where they have a sense of belonging. Within collegiate chapters, the Big Sister/Little Sister program provides one-on-one support throughout the new member period and beyond. Alumnae can fill a similar role as mentors, helping collegiate members to gain a greater understanding of the benefits of lifelong membership. Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 7 The goal of an alumnae/collegiate mentoring program is to strengthen the bonds of sisterhood through the formation of friendships among sisters of different backgrounds and life stages. Alumnae can be matched with collegians to establish positive Sigma Kappa relationships outside of the member's collegiate chapter. Location and proximity to a collegiate chapter is not a factor in a successful mentoring program. Communication can be by email, phone, social media, mail, or other means. Mentoring programs can be structured in a number of ways, dependent upon the particular circumstances of the chapters involved. Invite interested alumnae to sign up, and work with the VPAR to assign each interested alumnae to a collegian member or group of members. The assignment can be for the term/year, for the new member period, or for a collegian's entire membership. When the collegian graduates, leaves college or returns to her home community, the alumna can serve as her mentor at her local alumnae chapter or club. The alumna should keep in touch with the collegian, and make an effort to attend the initiation of the collegian and recognize any special accomplishments. If the alumna resides in the collegian's hometown, the alumna should invite her to alumnae chapter events when the collegian is at home. They should also be encouraged to connect via email, text messages, or social media. In addition, they can send notes, cards, and letters to each other, so the experience will be rewarding for both parties. 2. Career Connections. The collegiate chapter can host a career night and bring in alumnae from various fields to hold mock interviews and resume reviews. Alumnae can leave their business cards to help the collegians network and showcase the career opportunities available to members after they graduate. Alumnae who do not reside near a collegiate chapter can still offer career help by providing names and addresses of career contacts in their area. 3. Member Development. Alumnae can present programs to collegians on the benefits of alumnae membership, dressing for success, time management, developing good study habits, etiquette, travel, or any other special subjects that would be of interest to the chapter. 4. Tutoring. Provide a list of alumnae who are available and willing to tutor collegiate women to the collegiate vice president of scholarship (VPS). 5. Honoring Scholastic and Other Achievements. The alumnae chapter may give an award for the highest GPA, most improved GPA, etc., for each semester or for the school year. Recognition possibilities include a dangle or pen, trophies, or Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 8 Sigma Kappa items. 6. Founders' Day. Collegiate and alumnae chapters are encouraged to have joint Founders' Day celebrations. The collegians and the alumnae may take turns each year planning the program and the refreshments, or chapters can partner with other chapters in their region to host a collaborative Founders' Day celebration event. Alumnae chapters who are separated from their sister collegiate chapters by a great distance can send a flower arrangement or a letter to be read to the members at their Founders' Day celebration. 7. Host Senior Members or New Members. Hold an event for graduating seniors so they can experience alumnae membership firsthand and talk about the upcoming changes in their lives. Alternatively, hold an event for new members to help them understand that Sigma Kappa membership is lifelong and welcome them to the sisterhood. These events could include a brunch, dinner, dessert reception, or another event of your choice. 8. Philanthropy/Service Project. Sigma Kappa has service projects that lend themselves well to joint collegian/alumnae participation. Gerontology projects and Inherit the Earth, as well as the Walk to End Alzheimer's, Ultra Violet events, and other philanthropy and fundraiser events can be conducted with the collegiate chapter. Work with the collegiate chapter's VPAR and vice president of philanthropic service (VPPS) to coordinate these events. 9. Recruitment. The alumnae chapter may assist with refreshments, send flowers, make name tags, or do other tasks that the chapter requests in support of recruitment efforts. Mock recruitment events are also a good opportunity for alumnae and collegians to interact. In a mock recruitment, alumnae act as potential new members, allowing the chapter members to practice their recruitment skills. The alumnae can offer suggestions to improve conversation skills and spend time getting to know the collegians. 10. Chapter Anniversaries. For significant milestones or anniversaries of your alumnae chapter's founding (10-year, 25-year, etc.), your chapter may wish to celebrate with an anniversary event. Be sure to invite your paired collegiate chapter and any other local collegians. 11. Attend Local and Regional Events Together. Examples include major league sporting events, fairs, and festivals. Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 9 12. Sigma Kappa Sing-Along. Invite collegians for a night of sisterhood and singing. Alumnae can teach collegians songs and chants from their collegiate days. 13. "Then and Now" Archiving. This joint activity provides a fun base to compare the changes the collegiate chapter has seen over its history. The collegians and alumnae put together a scrapbook together. Each left-hand page is a montage of alumnae activities from the past; the right-hand pages are montages of a similar activity of the current collegiate chapter. 14. Introduce alumnae membership to new members. Work with your paired collegiate chapter to write a "Welcome to Sigma Kappa" email to new members. 15. Sigma Kappatizers. Hold a joint event with collegians where members can enjoy appetizers and sisterhood. 16. New Alumnae Inspiration Week. In the week leading up to Order of the Triangle, alumnae can "adopt" senior members who will participating in Order of the Triangle, sending them encouraging notes and goody baskets. 17. Lasting Gifts. Providing a lasting gift, such as a decorative item for the collegiate chapter's house, suite, or lodge, is an excellent way to connect with the collegians even when alumnae are not often able to visit. Lasting gifts provide a constant reminder of the alumnae chapter's connection with the collegiate chapter. 18. Newsletters. Include a section in the alumnae chapter newsletter that features collegiate chapter news and events. Also, submit alumnae chapter news and events to the paired collegiate chapter for its newsletter. Include photos. 19. Exam Goody Bags. Regardless of distance, an alumnae chapter can send popcorn or other energy-boosting snacks to collegians for study breaks. 20. Craft Nights. Attend a crafting class together, have a member teach about a hobby of hers, or hold a Pinterest night to create crafts and recipes together. 21. "Popcorn & PJ's" Movie Night. The event can be held at the chapter house or an alumna's house. Members can rent a movie and offer small snacks. Attendees can wear their pajamas or comfortable clothing. 22. Sweatin' Sigma Kappas. Attend a Zumba, yoga, or other exercise class together. 23. "Speed Dating." Adapt questions to Sigma Kappa generational themes. When were you initiated? What was your favorite hangout as a collegian? What's your Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 10 favorite Sigma Kappa song? FOUNDERS' DAY The alumnae/collegiate liaison and the alumnae vice president of programming are responsible for planning a celebration of Founders' Day, ideally with the paired collegiate chapter. Both officers should work together to help ensure a successful event. Article XV of the Sigma Kappa National Policy Handbook, states: XV. Founders' Day a. Celebration of Founders' Day is a required function for alumnae and collegiate chapters. b. A special program shall be held as close to November 9 as possible and shall include a tribute to each of the Founders. C. Non-Sigma Kappa guests may attend the Founders' Day celebrations. All chapter members should attend the Founders' Day celebration as a tribute to the Founders. Consider inviting prospective alumnae initiates as well for a glimpse at Sigma Kappa history and traditions. Founders' Day observance may also include recognition and honoring of 25, 50, 75-year members, Pearl Court recipients, and memorial tributes to deceased national officers and members. A Founders' Day program should be planned in the spring and held in the fall, as close to November 9 as possible. All local alumnae should be invited to participate and whenever possible the paired collegiate chapter should be involved in co-planning the celebration. Sigma Kappa Sorority . Alumnae/Collegiate Liaison Handbook page 11 The celebration can take many forms. Here are some examples: An informal meeting activity A catered meal or meal together at a restaurant A dessert reception Refer to the Founders' Day guide on Live Sigma Kappa for more information and program ideas to celebrate Founders' Day. EDUCATING COLLEGIATE MEMBERS ABOUT ALUMNAE MEMBERSHIP The collegiate VPAR is responsible for educating collegiate members about the alumnae side of Sigma Kappa membership. Assist her in this duty to ensure members continue to be involved in Sigma Kappa after their collegiate experience. Several workshops are available in Workshop Warehouse, part of Live Sigma Kappa, which can be used to educate graduating members as well as the entire collegiate chapter about alumnae membership. Consider joining with the collegiate chapter to present these programs. Alumnae Education for Sigma Kappa New Members New Members must be educated about the alumnae side of their sorority membership. Collaborate with the collegiate vice president of new member education (VPNME) to attend Promise for New Members Program meetings and events. Alumnae Education for Sigma Kappa Seniors and Those About to Graduate Sigma Kappa Sorority . Alumnae/Collegiate Liaison Handbook page 12 Members about to graduate (or leave school for any reason) will go through a big transition when they leave school. Assist them by offering opportunities for alumnae chapter members to share their experience in getting their first job, first apartment, working with banks and credit cards, paying taxes, etc. Consider planning one or more the following programs to help engage senior members and prepare them for life after college. Sigma Kappacinos - hold an event at a local coffee shop for graduating seniors. Alumnae and seniors can spend a few hours getting to know each other, networking, and sharing sisterhood. Dove Sisters - alumnae members serve as mentors to graduating seniors and give them a gift during the week of Order of the Triangle. The gifts should be something the member can use after graduation, such as a portfolio, stationary, engraved pens, etc. Encourage seniors to attend alumnae chapter meetings and events. Seniors can "tour" different alumnae chapter officer or advisor positions by acting as an assistant. This will allow seniors to see what volunteering looks like as an alumna. Work with the collegiate chapter and their advisory board to arrange this program. Host a networking day for seniors. They can work on interview techniques and resume writing. Ask alumnae to host an event for graduating seniors in conjunction with or directly following Order of the Triangle. Establish an award given only to graduating seniors. It can be given at or following Order of the Triangle. RECRUITMENT INTRODUCTION PROGRAM As alumnae, it is our privilege and responsibility to bring to the attention of our collegiate chapters young women who we would be proud to represent Sigma Kappa, and who would be outstanding members of Sigma Kappa for a lifetime. The Recruitment Introduction Form (RIF) is a tool designed to assist collegiate chapters in making sound and informed membership selection decisions about young women who have the potential to make a positive contribution to Sigma Kappa. They also help the Sigma Kappa Sorority . Alumnae/Collegiate Liaison Handbook page 13 collegiate chapter to identify legacies in the recruitment process. The goals of the recruitment introduction program is to secure a RIF for every potential new member, and every new member prior to initiation. Collegiate and alumnae members may complete RIFs for women they know will be attending the college/university. RIFs are available on the Sigma Kappa website, under "recommend a new member." An electronic version of the form can be submitted online. Hard copy forms should be sent directly to the collegiate chapter. AWARDS AND REPORTS Sigma Kappa Sorority . Alumnae/Collegiate Liaison Handbook page 14 Recognition is given to alumnae and collegiate chapters that work well together and have formed a strong relationship. The Louise Helen Coburn Award recognizes chapters for their excellence in alumnae- collegiate relations. Criteria includes events in which the collegiate and alumnae chapters participate together, demonstration of effective communication between the chapters, and participation in joint projects and fundraising efforts. The Patricia Carlin Smith Award recognizes an alumnae chapter working beyond the call of duty for and with collegians. Criteria includes special events sponsored by the alumnae chapter for both the assigned sister collegiate chapter and area collegians, service on advisory and corporation boards, and support of the collegiate chapters such as scholarships, gifts, attending chapter functions, joint functions, special programs presented, summer recruitment parties, completing RIFs, etc.) In order to be considered for awards, it is important that the Alumnae Chapter Annual Report be completed thoroughly and accurately. The alumnae/collegiate liaison is responsible for providing the alumnae chapter president with thorough information about alumnae/collegiate activities to include in the report. Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 15 SIGMA KAPPA Voices Strong Hearts United. 695 PRO MED LANE, SUITE 300 CARMEL, IN 46032 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority Alumnae/Collegiate Liaison Handbook page 16