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Title:
Handbook for the Alumnae Vice President of Membership, 2015
Date/Date Range:
00/00/2015
Handbook for the Alumnae Vice President of Membership, 2015
SIGMA KAPPA
Voices Strong Hearts United.
Handbook for the
Alumnae Vice President
of Membership
2015
FOREWORD
"The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support
for social, intellectual, and spiritual development by bringing women together to positively
impact our communities."
Article II, Section 1
Sigma Kappa Sorority Constitution
This purpose builds on the values of our organization: friendship, loyalty, service and personal
growth, all bound by a promise. National council affirms that Sigma Kappa collectively can
only grow through the prosperity of each individual chapter. Such prosperity must begin with
sound and lasting leadership.
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.
C 2014 Sigma Kappa Sorority
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 2
TABLE OF CONTENTS
Alumnae Vice President of Membership
4
Job Responsibilities
4
Resources for the Alumnae VPM
4
Volunteer Assistance for the Alumnae VPM
5
Recruiting Alumnae Members
6
Setting Alumnae Chapter Membership Goals
6
Individual Membership Requirements
6
Membership Recruitment Readiness
6
Reviewing your Alumnae Chapter Image/Brand
7
Recruitment and Retention Planning
8
Alumnae Directory
9
Inviting Prospective Members to Events
9
Working with the VPC
10
Recruiting All Demographics
11
Recruiting Graduating Seniors
11
Recruiting Recent Graduates/Young Alumnae
11
Alumnae New to the Area
12
Recruiting the Mid Lifers - Professionals and Moms
12
Recruiting Empty Nesters
12
Recruiting 50-Year Plus Members
12
Recruiting Alumnae Initiates
13
Sigma Kappa Sorority . Alumnae Vice President of Membership Handbook page 3
THE ALUMNAE VICE PRESIDENT OF
MEMBERSHIP
The alumnae vice president of membership (VPM) is elected by the alumnae chapter and is
responsible for maintaining and increasing the total alumnae chapter membership. The
alumnae vice president of membership reports to the president of the alumnae chapter.
In light of these responsibilities, the vice president of membership must do the following tasks.
Develop and implement a recruitment and retention plan for continual chapter growth:
Plan at least one recruitment event a year with the vice president of programming
(VPP) and/or alumnae/collegiate liaison to attract new alumnae chapter members.
Develop and implement a plan for recruiting recent graduates.
Develop a welcome package and plan for engaging alumnae new to the area.
Develop and implement a plan for re-engaging alumnae who have not been involved
with Sigma Kappa for several years.
Actively recruit and recommend outstanding women in your community as prospective
alumnae initiates to National Council.
Articulate and shape the identity/brand of the alumnae chapter in order to effectively
market it to new and existing members.
Maintain and manage membership information:
Encourage all prospective and existing chapter members to keep their contact
information up-to-date in their Live Sigma Kappa profile.
Assist the vice president of communication (VPC) in producing a chapter directory of all
dues paying members.
Assist the public relations (PR) chairman, and/or the VPC, in chapter publicity efforts
which shall include:
Regular communications to alumnae about opportunities for personal
enrichment
Upcoming sisterhood activities
Upcoming philanthropic activities
Collegiate relations
In the absence or inability of the president to serve, the VPM shall preside and perform
all duties of the president.
Resources for the Vice President of Membership
In addition to this handbook, the VPM 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:
1. Alumnae chapter information
Current alumnae chapter calendar
Committee budget and record of expenses
Membership retention and recruitment goals
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 4
Member contact information
2. Directory of Sigma Kappa members in the alumnae chapter area including mailing
address, e-mail address and phone number. This can be obtained from NHQ.
3. Sigma Kappa Visual Standards Guide
4. Sigma Kappa National Policy Handbook
Volunteer Assistance for the Alumnae VPM
Alumnae chapters have a volunteer dedicated to assisting alumnae chapters with their
membership efforts. This volunteer is called the alumnae recruitment coordinator (ARC). The
vice president of membership is encouraged to consult the ARC regarding membership,
retention and other related issues. The vice president of membership should note the ARC's
contact information at the beginning of her term, and respond promptly to any requests or
communication she may receive from the ARC. Contact information for district volunteers can
be found on the Sigma Kappa website.
In addition, each district has an alumnae district director (ADD). You are encouraged to reach
out to the ADD for ideas and resources to develop a strong membership.
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 5
RECRUITING ALUMNAE MEMBERS
Whether your alumnae chapter is very large or very small, recruitment is an important activity
for all chapters. The expectation that is expressed to Sigma Kappa new members and collegians
is that Sigma Kappa is not just a college club, it is a lifetime commitment and continuous source
of peer support. Therefore, it is essential that the alumnae member experience meets the
expectations of members and continues to provide a fun and meaningful experience for all
Sigma Kappa alumnae. Each alumnae chapter should continually reach out to new graduates as
well as Sigma Kappa members of all ages, to ensure members are welcomed into the chapter
and have an opportunity to contribute and meet other members.
Setting Alumnae Chapter Membership Goals
Unlike with collegiate chapter recruitment, there is no "quota" or specific number of members
to reach. Alumnae chapters set their own goals for membership. Membership goals are
dependent on the number of Sigma Kappa alumnae in the surrounding area. However, even if
there are few current Sigma Kappa alumnae in an area, it is important to be ready to engage
new alumnae who move from other areas, to develop a strong relationship with graduating
seniors who may live nearby, and to recruit outstanding women as alumnae initiates. Due to
the alumnae initiate program, alumnae chapters should never feel as though their pool of
potential members is too small.
To set your chapter's membership recruitment goals, obtain a directory of nearby Sigma Kappa
alumnae, and meet with other chapter leaders and members to discuss goals and plans.
Consider setting a certain percentage of the Sigma Kappa directory as your chapter's
membership goal. Additionally, discuss any potential alumnae initiates your members may have
in mind, and create a goal for the number of alumnae initiates you will recommend to national
council.
Individual Membership Requirements
All alumnae in good standing in a geographic area, regardless of age or college chapter
affiliation, are eligible for membership in an alumnae chapter. All alumnae are encouraged to
join an alumnae chapter to carry out their lifelong expectation of service to Sigma Kappa and
support of their Sigma Kappa sisters. Alumnae may join more than one alumnae chapter if they
SO choose. Any alumna who lives in an area where there is no organized chapter may join
another Sigma Kappa alumnae chapter of her choice. She may also contact NHQ or the alumnae
extension coordinator to inquire about organizing an alumnae chapter in her area.
Membership Recruitment Readiness
Alumnae chapter recruitment can be very competitive, since several similar organizations may
be recruiting the same outstanding women. The Junior League, Meetup.com groups, religious
organizations, school organizations, parent organizations, symphonies, etc., are recruiting
Sigma Kappa alumnae as well. If Sigma Kappa alumnae chapters are to compete with these and
similar organizations for members, an organized recruitment plan must be in place.
Before any recruitment plan is undertaken, two essential components are needed:
1. A commitment from the members to participate in the recruitment process. Does
everyone think it is worth the effort? If not, take the time to explain the importance of
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 6
giving all Sigma Kappa members the opportunity to fulfil the promise they made as
collegiate members, as well as the importance of growing our Sigma Kappa membership
with great women who could contribute positively to our organization.
2. A commitment from the members that new members will find what was promised
during recruitment. If, during the recruitment process, the alumnae chapter promises
a
friendly, supportive, fun group; then the group must be friendly, supportive, and fun if
new members are to be retained.
The recruitment of members into an alumnae chapter can only be done with the cooperation of
the chapter members and alumnae officers. Many duties of the alumnae VPM depend on
collaboration with other officers, specifically the VPP, the VPC, the PR chairman and the
alumnae/collegiate liaison. Frequent and open communication with other officers, chairmen,
and their committees is key for a successful recruitment.
Reviewing your Alumnae Chapter Image/Brand
Alumnae chapters of all sizes should spend some time thinking about how they project
themselves to the membership of the chapter and those who are first time attendees/potential
members. Discuss with the alumnae chapter leaders and members the purpose of your alumnae
chapter. What do you hope for members to gain from their involvement? A social outlet? An
opportunity for providing community service and philanthropy? A professional networking
opportunity? An opportunity for lifelong learning? A support network? Consider all your
alumnae chapter has to offer, and determine what needs to change or improve to offer the best
possible experience for members. Once you have determined the ideal chapter image or brand,
you will find it easier to promote the chapter to prospective members.
Our Sorority values are personal growth, friendship, service and loyalty; bound by a promise.
We all share these values as members of Sigma Kappa and, thus, they should be a focus in your
chapter's recruitment plan. A strong recruitment plan will allow chapter members to connect
with new members through our core values.
Consider the following questions when reviewing your chapter's image/brand:
Does my chapter know our audience and what might interest potential chapter
members?
Does my chapter project a welcoming atmosphere? Do we offer potential new members
a ride or pair them with a hostess for the event? Do we provide a welcome package to
new members?
Does my chapter offer various programs/events of interest? Are we able to do some
things that may or may not have been tried before? New members may be willing to get
involved with planning an event, even if they are not ready to be an officer.
Does my chapter vary our meeting day, timing, and location? You may have several
prospective members who are eager to get involved that simply have a time conflict
with your standing meeting, or live on the other side of town.
Does my chapter leave a lasting impression? Potential members who attend a chapter
event should walk away with the desire to be an active alumna.
Sigma
Kappa
Sorority
Alumnae Vice President of Membership Handbook
page 7
Recruitment and Retention Planning
It is important to develop a recruitment and retention plan for the year. In alumnae chapters,
recruitment is ongoing and not restricted to a particular event. Plan ahead to avoid burnout
and make the best use of members' time.
Use the following steps to help you plan the recruitment process:
1. Set membership recruitment and retention goals.
2. Develop a marketing plan - what is your chapter identity/brand that you will market?
3. Make the initial connection - obtain a member directory from NHQ and reach out to
alumnae who are new to the area, recent graduates, and women who may have been
involved with the chapter in the past but are not currently.
a.
Create an engaging first encounter - email or personally call these women and
invite them to an upcoming chapter event, or simply invite them to meet you or
another member or group of members for lunch, dinner, or coffee.
b. Utilize your committee or other interested chapter members to reach out to
members by calling them. You can make this more fun for the current members
by having prizes for the caller who has the highest rate of attendance from her
calling list.
C.
Provide a friendly first impression. Be a friend and sister first, and a recruiter
second.
d. When calling a potential chapter member be sure to do the following:
i. Ask her if the contact information you have for her is correct. If not,
encourage her to update it on Live Sigma Kappa.
ii.
Tell her about the chapter's programming offerings, explaining that
there is something for everyone. Invite her to an upcoming
meeting/event.
iii. Offer her a ride SO that she does not have to walk through the door alone.
(Ask someone from each neighborhood to volunteer to drive other
members.)
iv. Ask her preferences for future contact (does she prefer social media,
mailings, phone calls, or e-mails.)
4. Consider surveying new members about the ideal timing and location of meetings.
5. Consider developing a separate survey for long-time residents of the area who have not
been involved in the past, to understand why they may not be involved and what might
interest them in being involved.
6. When prospective members attend events, greet them at the door and give them a
welcome packet or gift when they arrive. Ensure chapter members are being hospitable
and engaging them in conversation. Consider assigning each prospective member a
hostess for the event.
a. Utilize nametags for all event attendees to help prospective new members learn
names.
b. Consider having each current member stand up and introduce herself at a certain
point in the event.
C. Consider using an icebreaker to better acquaint the new members. Several
options are located in Workshop Warehouse on Live Sigma Kappa.
7. Follow-up is an important element in recruitment. A phone call a few days after an
event is a great way to let a sister know how much your chapter members enjoyed her
company. The call can come from someone who established a special connection, had
Sigma Kappa Sorority
Alumnae Vice President of Membership Handbook
page 8
something in common with her, or spent the most time with her. Whoever is best to
make the call, it is your job to be sure that someone contacts her. During the call:
a. Thank her for coming.
b. Let her know why she would be a great fit for your chapter.
C. Explain activities that you think would be of interest to her.
d. Offer to ride together to a future meeting/event.
8. While it may seem practical to email a recent visitor after a meeting, it is suggested that
you take a more personal approach. However, emailing is a great way to send her
information about your chapter, such as a membership directory or calendar of
upcoming events.
Alumnae Directory
An important tool available to you is the alumnae directory. Made available at no charge to
alumnae chapters, the alumnae directory includes alumnae members in the alumnae chapter's
zip code area. It includes the member's name, initiation date, current address, phone number,
and e-mail address (if known). Updated lists help you identify individuals who have just moved
into your community.
Alumnae directory updates and mailing labels may be requested by alumnae chapters at any
time from NHQ using the order form in the alumnae chapter annual supplies available on Live
Sigma Kappa.
Inviting Prospective Members to Chapter Events
Prospective members could be invited to alumnae chapter meetings, sisterhood events, social
activities, Founders' Day programs, and philanthropy and service events. An event does not
have to be primarily recruitment-focused to be effective at recruiting new members.
Utilize various forms of invitations, including email, mail, phone calls, social media, etc. This
will help maximize the chances that the invitation will be viewed. Send announcements and
invitations out several weeks in advance. Work with the alumnae/collegiate liaison to invite
graduating members from the assigned sister collegiate chapter as well.
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
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 9
WORKING WITH THE VPC
Establishing a plan for communication is important for recruiting and maintaining alumnae
chapter members. Many chapters communicate with members in several ways. For example,
the chapter may email or mail a newsletter to all alumnae in the area once per year, and then
send social media or e-mail reminders to its members of upcoming events.
A solid communications program is vital in any recruitment/retention strategy. The VPC and
the PR chairman of your chapter is responsible for a communications program for the chapter.
The VPM should work closely with them to ensure that alumnae are being reached and are
excited about the local chapter activities.
All effective marketing efforts take time. Any new marketing and recruitment effort for your
alumnae chapter is not going to happen overnight, but by creating a positive image, you will
build member loyalty for the future of our sorority.
Personal Contact
The age of an alumna may be a factor in how she prefers to be contacted. A more recent alumna
may respond better to e-mail or text message, while an older alumnae might prefer a written
letter or phone call.
Making personal contact is often the most effective way to recruit/retain members. Many
chapters have been successful in recruiting new members by organizing a phone-a-thon in
which all alumnae listed in the directory are called. Chapters with a large number of area
alumnae may limit the calls to a target demographic group.
If used appropriately, email can be a useful tool and be cost effective. However, to recruit new
alumnae chapter members, it should not be the only form of communication. Phone calls and
written correspondence should also be part of your recruitment strategy. Finally, remind the
VPC and president that if they receive an email from a potential new chapter member, it should
be forwarded to you.
Newsletters
Newsletters are an excellent way to keep all alumnae (members and non-members) informed
about Sigma Kappa! They can also be a great tool for your recruiting new chapter members.
Although the responsibility of newsletters falls to the VPC, be sure to work with her to ensure
the content appeals to potential new chapter members. The newsletter should be concise,
include a welcome message from you, and include your contact information. This newsletter
should be sent to as many area alumnae as the budget allows.
Chapter Web Site
If your chapter has a web site, be sure to have a section with information for potential alumnae
chapter members with your contact information noted. Prospective members may search for
your website, and will not be interested if the information is out of date or difficult to navigate.
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 10
RECRUITING ALL DEMOGRAPHICS
In the Promise program, our collegiate new members learn that our Sigma Kappa membership
is a lifelong commitment. The purpose of Sigma Kappa Sorority is provide women lifelong
opportunities and support for social, intellectual and spiritual development by bringing women
together to positively impact our communities. Lifelong opportunities means offering a
continuum of opportunities for our members at all times, from a collegian to a senior citizen.
Every member, no matter her age, should find value in Sigma Kappa.
Recruiting Graduating Seniors
Recruiting collegians for alumnae chapter membership begins the day women receive their bid
to join Sigma Kappa. A directory of collegians living in or from the area of your alumnae
chapter can be requested from NHQ. The alumnae chapter can do several things to include
collegians in their programming and hopefully make alumnae chapter membership something
for them to look forward to.
The VPM or alumnae/collegiate liaison should keep track of area collegians' graduation dates.
Even if a collegian is not remaining in your area, encourage her to join an alumnae chapter
after graduation.
Order of the Triangle
Each semester or quarter collegiate chapters hold the Order of the Triangle Ceremony
honoring their graduating seniors, or other members leaving school. When possible, your
alumnae chapter members should participate in this ritual. If your chapter would like to
participate with the collegiate chapter it is important that your alumnae/collegiate liaison
contact the collegiate vice president of alumnae relations to make the arrangements in advance.
Some alumnae chapters host a reception following the Order of the Triangle Ceremony at the
collegiate chapter. This is a great opportunity to tell the new alumnae personally about the
opportunities that await them. You may want to bring each graduating senior a gift from your
chapter, as well as your chapter's newsletter and membership directory. If members will be
moving to a different city/town, offer to assist them in locating a contact for a nearby alumnae
chapter.
Recruiting Recent Graduates/Young Alumnae
Women who have graduated within the last 10 years, young alumnae, are generally focused on
establishing careers, balancing families, and finding their place in their communities. Their time
is often limited. They may be focusing on career or motherhood or both. How they choose to
participate will be specific to their needs.
Recruitment events that work well for young alumnae include happy hours and evening events
which accommodate their busy work or family schedules. Day events might not attract this
group.
Communication for this group can generally be electronic, but postal mail can be a good idea, as
it will stand out amongst the other communication they receive. They also may find electronic
invites either through Evite or Facebook easy to work into their electronic calendars.
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 11
Contacting young alumnae will remind them that Sigma Kappa is for life and that she will have
the support of her sisters beyond college. Below are some tips for recruiting recent graduates:
Call or email the member. The contact information in the directory may be her parents.
Once personal contact is made, if the directory is inaccurate, ask her to update this
information by updating her profile in Live Sigma Kappa. If they are moving out of the
area, provide them with the contact information for their nearest alumnae chapter
president. Also, contact that alumnae chapter VPM and provide them with the recent
graduate's contact information SO that they may recruit the member.
You may assign her a mentor from your dues paying member. She can provide support
and help her get acquainted to alumnae life.
Ensure the member is aware of the dues amount and when and how it is collected. She
will likely be pleasantly surprised at the very low dues amount compared to what she
paid as a collegian!
Invite her to take part in any of the alumnae chapter activities. She may attend meetings
and events of the chapter as her schedule allows.
Follow-up regularly with her SO she knows she is welcome.
Alumnae New to the Area
Identifying alumnae new to the area is a great way to welcome them not only to your alumnae
chapter, but to also help them by giving them much needed information for the city or area. A
great tool to use if your alumnae chapter is located in a large city with many alumnae moving
in and out is a welcome package.
Welcome Package
Providing a welcome package to alumnae new to the area is a great way to let them know they
have new friends in the city. This is also your opportunity to let her know what your chapter
has to offer and how she can stay involved in the upcoming year. Moving to a new place can be
overwhelming and by providing her with some helpful information about her new city or town
you are letting her know she has sisters she can count on. A good source for information can be
city hall, the convention and visitor's bureau, the chamber of commerce, and/or members from
your chapter. Be creative! Below are some ideas of what to include in the welcome package:
Most recent chapter newsletter
Chapter membership directory
Chapter calendar or list of upcoming events
Sigma Kappa favor (Heart cookie cutter, note cards, pen or mug)
Magnet with contact information for your chapter or a chapter business card
Map of the city/town
Member interest survey
Names of members' recommended doctors, dentists, optometrist, veterinarians, schools,
day care, nail salons, drycleaners, hairdressers, real estate agents, places of worship,
shopping centers, etc. and other local businesses.
Information on public transportation
List of helpful websites for your city (utilities, cable, schools, etc.)
List of festivals with dates and local community information (coupons, play groups,
performing arts, sporting events)
Sigma Kappa Sorority
Alumnae Vice President of Membership Handbook page 12
Book about the city or town's history
Service project and philanthropy information
Sigma Kappa Foundation information
Sigma Kappa alumnae sticker
Recruiting the Mid Lifers - Professionals and Moms
This demographic will find themselves very busy with many outside demands of work or home
and tend to be overcommitted. They are potentially the most difficult group to program for,
especially working moms, as day meetings conflict with work and night meetings interfere with
valuable family time.
Recruitment events to attract this demographic can be difficult to target as these members'
interests vary widely. A personal touch for this age group is recommended. Phone calls and
personal emails will work the best. Weekends may work for this group if given enough
notification. Because their time is limited, ensure there is a start and end time SO they can plan
around it. A meaningful event or a personal development topic may help to attract this
demographic.
Recruiting Empty Nesters
The empty nester demographic can range in age from 41-68 years old. They can encompass a
wide range of ages depending on the age of their children. Their children are college age or
older and they may possibly be taking care of their aging parents.
Recruiting this age group may be a little easier than the mid-lifers as they have more time, but
if they have been out of contact with Sigma Kappa it may be difficult to attract them. Appealing
to the nostalgia of Sigma Kappa may help in the initial contact. Founders' Day is an event that
can be used to attract this demographic. They will most likely ignore newsletters, dues notices
and mailers if no personal contact is made. The best recruiter for an empty nester is a fellow
empty nester.
Recruiting 50-Year Plus Members
Our senior members are our history and should be recruited with care. Personal phone calls
and postal mail may be the best way to make contact.
Recruitment events to attract these Sigma Kappa's include those that may appeal to their
nostalgia, like Founders' Day, or activities with a local collegiate chapter. They may not like to
drive at night and might appreciate a ride being offered for evening activities. They may have a
seasonal living arrangement SO you may only have six months to recruit them, rather than the
full year.
Sigma Kappa Sorority
Alumnae Vice President of Membership Handbook page 13
RECRUITING ALUMNAE INITIATES
For various reasons, there are women who never joined a sorority during their college years,
but they may be outstanding women with much to contribute to Sigma Kappa. These women
may be university faculty and staff, wives of university faculty and staff, coworkers, family
members, or friends of Sigma Kappa members, local politicians, leaders of businesses and non-
profit organizations, and other women in the community. Sigma Kappa needs to actively pursue
these women to be alumnae initiates.
Membership is an honor to be conferred with careful consideration of its requirements and
responsibilities. The qualifications of a candidate for alumnae initiation are:
To have a college degree. (This should not be considered an absolute requirement.)
To have demonstrated her interest in assisting college women.
To have given service in community affairs.
To be sponsored by two alumnae members in good standing.
To be willing to acquire knowledge of Sigma Kappa.
To be willing to give service to Sigma Kappa.
Alumnae chapters wishing to present a candidate for initiation should complete the alumnae
initiate application found in annual supplies and then contact the collegiate alumnae relations
coordinator.
Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 14
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 Vice President of Membership Handbook . page 15