SIGMA KAPPA Voices Strong Hearts United. Handbook for the Vice President of Programmin 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 2015 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 VPM reports to the president of the alumnae chapter. In light of these responsibilities, the VPM 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 Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 4 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 Member contact information 2. Directory of Sigma Kappa members in the alumnae chapter area including mailing address, email 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 Vice President of Membership Alumnae chapters have a volunteer dedicated to assisting alumnae chapters with their membership efforts. This volunteer is called the alumnae recruitment coordinator (ARC). The VPM is encouraged to consult the ARC regarding membership, retention and other related issues. The VPM 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 Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 6 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 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. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 7 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 8 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. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 9 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 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 Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 10 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 WORKING WITH THE VICE PRESIDENT OF COMMUNICATION 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. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 11 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. RECRUITING ALL DEMOGRAPHICS In the Promise for New Members 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 Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 12 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 (VPAR) 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. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 13 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. 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 members. 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: Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 14 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) 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. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 15 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. 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 Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 16 alumnae relations coordinator. Sigma Kappa Sorority Alumnae Vice President of Membership Handbook page 17 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 18