SIGMA KAPPA Voices Strong Hearts United. Handbook for the Alumnae Vice President of Programming 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 collegiate chapter officer exemplifies Sigma Kappa's purpose and values. C 2014 Sigma Kappa Sorority Sigma Kappa Sorority Vice President of Programming Handbook page 2 TABLE OF CONTENTS The Vice President of Programming 4 Job Responsibilities 4 Resources for the Vice President of Programming 5 Volunteer Assistance for the Alumnae VPP 5 Building the Chapter Calendar 6 Chapter Meetings 6 The Calendar Planning Process 6 Planning Programs 8 Sigma Kappa Programming Philosophy 8 Assessing Needs 8 Planning Educational Programming 8 Workshop Warehouse 9 The Promise for Alumnae Manual 9 Selecting Facilitators 9 Working with Outside Facilitators/Guest Speakers 10 Securing a Location for your Program 10 Communicating Programs to Members and Non-members 10 Evaluating and Improving Programs 10 Additional Programming Ideas 11 Founders' Day 12 Special Interest Groups (SIGs) 13 How to Utilize SIGs in your chapter 13 Sigma Kappa Sorority . Vice President of Programming Handbook page 3 THE VICE PRESIDENT OF PROGRAMMING Job Responsibilities The vice president of programming is responsible for creating a calendar of meaningful opportunities for member and chapter growth through intentional education and development opportunities. She works to provide appealing and innovative programs and activities, which support members' new and lasting friendships, while incorporating the wide interests of the membership. She is a member of the executive council, responsible to the president of the chapter. Programming and membership responsibilities may be combined in a chapter that elects only one vice president, in which case, programming should be planned by the alumnae chapter council as a whole. In light of these responsibilities, the VPP must do the following tasks. Prepare for the role: Read, comprehend and follow the Handbook for the Alumnae Vice President of Programming. Read, comprehend and follow National Policy Handbook. Be knowledgeable about all national and chapter policies and procedures. Understand where to access resources and forms on the Sigma Kappa website. Plan and execute chapter programs: Assess the chapter membership each year to determine programming interests and needs. Present a detailed outline of suggested programs to the executive council prior to the start of the chapter's calendar year. Plan at least four programs/activities for the year, including a Founders' Day program. Arrange details for chapter programs, including hostesses, location, time, and cost. Encourage meaningful participation during programs through effective facilitation. Solicit feedback and evaluate all programs, using the feedback to make improvements for future events. Develop a resource list of community members and other alumnae who can facilitate or present programs. Collaborate with others: Contact guest speakers to arrange for them to facilitate programs. Work with the VPC and VPM to ensure chapter members and potential new members are fully informed and aware of planned programs in advance. Work with the public relations chairman and Sigma Kappa Triangle correspondent to publicize chapter programs. Encourage the creation/utilization of Satellite Interest Groups (SIGs) and work to identify potential SIG leaders. Assist SIG leaders in planning and executing events. Coordinate planning with other officers on special events such as induction of new members, Founders' Day, installation of officers, etc. Sigma Kappa Sorority Vice President of Programming Handbook page 4 Collaborate with the alumnae/collegiate liaison to plan activities with the assigned sister collegiate chapter. If there is no alumnae/collegiate liaison, it is the VPP's responsibility to contact the collegiate vice president of alumnae relations to coordinate events with the collegiate chapter. Ensure that all officers have input in the planning of the chapter calendar. Maintain a list of past programs and their evaluations for the next VPP. Resources for the VPP In addition to this handbook, the Vice President of Programming should have the following resources in her possession: 1. Organizational Tools Current chapter goals and officer goals Current chapter calendar Past chapter calendars for reference Community calendar of events Promise for Alumnae manual 2. Policies National Policy Handbook Sigma Kappa Visual Standards Manual 3. Contact Information Name, address and email addresses of the sister collegiate chapter's vice president of alumnae relations Names and phone number of community resources that assist with or provide educational programs or resources (such as the YMCA, Junior League, Alzheimer's Association, Sexual Assault Resource center, women's shelter, environmental groups, local health/police/fire department, financial institutions, local universities and colleges, local or state government agencies, etc.) 4. Correspondence Copies of all correspondence to and from the VPP or her committee Volunteer Assistance for the Alumnae VPP Each district has a volunteer dedicated to assisting collegiate and alumnae chapters with their programming efforts. This volunteer is called the programming coordinator. The vice president of programming is encouraged to consult the programming coordinator in her district regarding programming ideas, resources, calendar planning, and other related issues. The vice president of programming should note the programming coordinator's contact information at the beginning of her term, and respond promptly to any requests or communication she may receive from her throughout her term. Contact information for district volunteers can be found on the Sigma Kappa website. In addition, each district has a collegiate alumnae relations coordinator (CARC). You are encouraged to reach out to the CARC for ideas and resources to develop a strong relationship with your assigned collegiate chapter. Sigma Kappa Sorority Vice President of Programming Handbook page 5 BUILDING THE CHAPTER CALENDAR It is important when planning the chapter calendar to ensure it provides a balanced schedule of events designed to build friendships, foster personal and professional growth, contribute to the community, and recruit and retain new members. The chapter calendar should be developed with sensitivity to busy times of the year, such as holidays, collegiate chapter recruitment, etc. Though planning the calendar is the responsibility of the VPP, it is a task that takes time, cooperation and input from the executive council and all chapter members. Chapter Meetings Alumnae chapters are expected to hold at least four meetings each year. Traditional business meetings are not required. A "meeting" may be a social event or a visit to a collegiate chapter. Some chapters find it helpful to have events at the same time each month (for example, the first Tuesday of the month); while other chapters find it better to vary the times. You will need to determine what is best for your chapter, based on members' work, volunteer, and personal obligations. Consider utilizing a survey to determine optimal scheduling. The Calendar Planning Process Planning the chapter calendar is an important task for all chapter officers and chairmen. As suggestions for the activities for the term are developed, encourage members to keep the following factors in mind: Activities and programs should help the chapter progress toward and meet its goals. Events, activities and programs should meet members' interests as much as possible. The final calendar should be a balanced representation of all chapter areas: philanthropic, educational, social etc. The calendar planning process should be completed prior to the start of the chapter's calendar year. The chapter's calendar year will vary from chapter to chapter and often depends on when officer elections are held. Some chapters plan their activities by the actual calendar year, January through December. Others plan their calendars similar to collegiate chapters, beginning in August. It is up the chapter to determine what is best for them. What is most important is that it is planned in advance with enough time for preparation. The following are the steps to complete during the calendar planning process: 1. Assess the chapter's programming needs and interests by using member surveys. 2. Set a date and location for a calendar planning meeting to be attended by all executive officers and chairmen. 3. Notify all chapter committees to brainstorm and discuss goals and calendar suggestions for the upcoming year in advance of the calendar-planning meeting. 4. Ensure that the alumnae/collegiate liaison (or the VPP in her absence) has a list of events planned by the sister collegiate chapter. 5. Ensure that the Panhellenic delegate has a list of all Alumnae Panhellenic events. 6. Schedule and facilitate the calendar-planning meeting of all chapter officers and committee chairmen. During this meeting, the tentative calendar is developed. Start by filling in all known holidays, Panhellenic events, and significant collegiate chapter events. Be sure to include Founders' Day. Sigma Kappa Sorority Vice President of Programming Handbook page 6 Allow each officer and chairman to suggest programs and activities, along with prospective calendar dates, for her area of responsibility. Review each suggested program/activity to see if it will help the chapter to meet its goals and to determine if it can be combined with another activity, or activities, to meet more than one purpose. Spread any remaining programs/activities evenly throughout the year. 7. The VPP then presents the chapter calendar to the entire chapter. There may be discussion of the events and there may be amendments. After discussion, the calendar will be adopted as submitted or revised. 8. A copy of the final, approved calendar is distributed to each chapter member and the assigned collegiate chapter(s). The calendar should also be displayed in a prominent place accessible to all members, as well as on the chapter website. 9. The chapter calendar should be consistently updated as needed. Inform all chapter members of any changes. With careful planning and coordination, the chapter calendar can help to keep members interested and involved and help the chapter to meet its goals for the term. Sigma Kappa Sorority Vice President of Programming Handbook page 7 PLANNING PROGRAMS Sigma Kappa's Programming Philosophy Sigma Kappa alumnae chapter programming should: Strive to meet individual and group needs. Create a favorable and lasting Sigma Kappa experience for each member. Encourage a lifetime of commitment among members. Foster a spirit of unity, openness, communication, and sisterhood within the chapter. Encourage chapter members to develop a climate of cooperation, trust, responsibility, sisterhood, and Sorority awareness. Be creative, sensitive, and persistent in motivating members towards their greatest potential. Reflect and incorporate Sigma Kappa's values: loyalty, service, friendship and personal growth. Assessing Needs The first step in planning chapter programming is to assess the chapter's needs and interests in order to determine program topics. You can do this by: Using the Alumnae Chapter Programming Interest Survey (available in VPP annual supplies) Developing another form of survey or questionnaire Holding informal group discussions or brainstorm sessions Utilizing a suggestion box Analyzing the chapter's goals to determine a target area where programming is needed It may be helpful as VPP, along with the executive council, to examine and define the overall purpose of the alumnae chapter. As alumnae chapters vary in size, membership traits, geographic regions, and programming successes, programming that appeals to members in one chapter may not work elsewhere. Alumnae chapters should consider asking their members what purpose the alumnae chapter serves in their lives. Ask the membership what they are seeking and how the chapter can better meet those needs. By addressing member needs and desires, the chapter membership is more likely to participate in chapter events and programs. The chapter's purpose can be reviewed annually, when participation begins declining, or when the chapter experiences an influx of new members. Declining participation is a sign that your purpose is not aligned with your members' needs and interests. Asking new chapter members to serve on the programming committee, or surveying them, is a good method to obtain input to ensure that the chapter's purpose and programming continues to represent the existing members as well as newer members. Planning Educational Programming Alumnae chapter programming can encompass a wide range of activities and topics, including: Sigma Kappa Ritual appreciation Mentoring collegians Leadership development Communication skills Values Seeking personal mentorship Panhellenic education Professionalism Sigma Kappa Sorority Vice President of Programming Handbook page 8 Diversity appreciation/cultural Time management sensitivity Personal finance Nutrition and eating disorders Self-esteem/confidence Sexual assault Assertiveness training Stress management Physical fitness Sexual health Voter education Women's health Personal safety Image/reputation Sigma Kappa Foundation programs Social media Service events Mental health Getting a graduate degree Interviewing skills Estate planning Resume writing Emergency preparedness The possibilities are endless. You are encouraged to be creative and forward-thinking when planning programs. Be aware of members' special interests and careers in selecting program topics and facilitators. Utilizing surveys can help you to become aware of member strengths. Workshop Warehouse There are many workshops, icebreakers, and teambuilders available for alumnae chapters to utilize in Workshop Warehouse on Live Sigma Kappa. These workshops are complete and ready-to-present. New workshops are added every month. Workshop Warehouse also has a link to provide feedback on these programs after they have been completed, and a method to upload your own programs to be formatted and posted as part of Workshop Warehouse. Providing feedback and contributing your programs will help VPPs in other chapters, and is a great way to contribute to the success of the national organization. The Promise for Alumnae Manual The Promise for Alumnae manual is a toolbox of programming ideas and workshops serving as a resource guide for the VPP and a reference for other chapter officers. The manual can be found in the VPP annual supplies. Selecting Facilitators After determining the desired topics based on your chapter assessment, discuss and determine possible facilitators for these sessions. Consider all possible "experts" on the subject, which may include: Chapter members who have worked, studied or researched a certain area Chapter members' family members or friends who have experience in an area Other fraternity or sorority alumnae, including Alumnae Panhellenic officers The assigned collegiate chapter members or officers Professors and graduate students of nearby colleges and universities Community members, such as those who lead non-profit organizations or businesses in your community. Examples include: local fire/police department, local health department, environmental groups, local Alzheimer's Association If you or another chapter member is serving as the facilitator, the Facilitation Guide in VPP annual supplies is a useful resource in developing and strengthening facilitation skills. Sigma Kappa Sorority Vice President of Programming Handbook page 9 Working with Outside Facilitators/Guest Speakers 1. Any guest speakers should be invited at least three weeks ahead of time, and they should be provided with the date, time, intended length of the program, expected number of members in the audience, goals/outcomes of the program, background about the context of the program, information about chapter members' experience level with the topic, and any other information you would like to make sure they include. 2. At least one week in advance of the program, contact the facilitator to: a. Ask if he or she needs audio/visual equipment, a flip chart, electrical plugs, etc. b. Ask if the program includes handouts. Offer to print the handouts for the facilitator, or offer to reimburse them for the cost of printing. C. Provide directions to the event, including instructions on where to park. 3. Greet the guest speaker at the entrance of the building to make them feel comfortable. Before they begin their program, introduce them to the chapter to help them establish rapport and credibility with the audience. Ask them how they would like to be introduced in advance. 4. Provide a bottle or two of water for the facilitator to drink during the program. Be attentive to any other needs they may have. 5. Ensure a thank you note is written and sent to the guest speaker within three days following the program. Securing a Location for your Program Programs can be held at a variety of locations, including: a local community meeting room, library, or private dining room in a local restaurant. Ensure that you have reserved your location well in advance, and secure any audio/visual equipment needed. Have a "back-up" plan for unexpected facility or guest speaker cancellations rather than needing to cancel a meeting completely. Communicating Programs to Members and Non-Members Ensure all chapter members are notified about the program well in advance, through a chapter newsletter, emailed invitations, mailed invitations, phone calls, social media posts, on the chapter website, etc. Utilize a number of communication methods in order to reach the maximum number of members. Consider collecting RSVPs if a firm count is needed. Consider inviting spouses, family, friends, and potential new members to specific programs or events. This will depend on the type of program being planned. Send at least one reminder before the event, with directions to the location, final details, dress code, and any other information attendees may need. Evaluating and Improving Programs One of the most important steps of the program process is evaluation and follow-up. Unfortunately, this step is often skipped or forgotten. Program evaluations can gauge the chapter members' responses to several aspects of the program: the topic, the presenter, the length, the amount of activity/audience participation, etc. In addition, follow up with the presenter or facilitator, even if it is a member of the chapter. They will be able to provide valuable information as to whether or not they thought the members captured the information presented. The following ideas will help you to evaluate and follow up with programs: Distribute program evaluation forms to the members in attendance before the program begins and collect them as they leave. See the program evaluation form on Live Sigma Kappa. Compile the evaluations, and tally averages to the questions. Compare these Sigma Kappa Sorority Vice President of Programming Handbook page 10 averages to the evaluations of other programs to determine relative effectiveness. Keep these evaluations as a reference for future use, and for improving future programs. Informally assess the chapter member's reaction to the program. Survey the members over e-mail within a few days of program. Ask the chapter for their brief feedback during the next formal chapter meeting. Additional Programming Ideas The following topics and events have been used by alumnae chapters in the past. This list can help you as your brainstorm and plan activities for your chapter. Murder mystery party Museum/garden tour Themed or holiday party (fiesta, St. Book Club Patrick's Day, Halloween, etc...) Barbeque/picnics Make pottery Game night Attend sporting event together Pumpkin carving Wine tasting Yard/garage sale Chocolate indulgence party Holiday gift wrapping for donations Spa night/manicure marathon Tupperware/Pampered Chef party Bowling/golf Sponsor Meals on Wheels Take an excursion (Ex. Boat ride, Collect professional clothing for trolley ride, tour bus, etc...) women's shelter Make your own pizza night Help a girl scout troop sell cookies Apple picking Antique shop excursion Sigma Kappa Sorority Vice President of Programming Handbook page 11 FOUNDERS' DAY It is the responsibility of the alumnae vice president of programming to plan a celebration of Founders' Day, ideally with the sister collegiate chapter. The alumnae/collegiate liaison should assist in the planning of this 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 9th 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 9th as possible. All local alumnae should be invited to participate and whenever possible the assigned collegiate chapter should be involved in co-planning the celebration. 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. Sigma Kappa Sorority Vice President of Programming Handbook page 12 SPECIAL INTEREST GROUPS (SIGS) Another way for alumnae chapters to meet the challenge of providing innovative programming that meets the needs of a diverse membership is through Special Interest Groups (SIGs). A SIG is a group within the alumnae chapter that meets separately from the general chapter events. Members of SIGs have something in common that brings them together such as a similar hobby or their location in a certain area of a city. SIGs set their own meeting dates, depending on members' time and interest. The purpose of SIGs are to complement, not compete with, the traditional alumnae chapter. Ideally, SIGs should have representation on the alumnae chapter's executive board. Members of SIGs also must be members of the general alumnae chapter, and they continue to pay dues to the alumnae chapter. SIG members should participate in traditional alumnae chapter events, such as Founders' Day, installation of officers, and other special events. How to Utilize SIGs in your Chapter: When reviewing chapter programming interest surveys, a common area of interest among some of the members may indicate that a SIG would be appropriate. SIGs may attract new members to the chapter due to their ability to make a large, diverse chapter more approachable. Ideas for SIGs can include: Geographical (East-siders/West- Golf/Tennis/Bowling League siders) Lunch Bunch Young alumnae/recent graduates Mom's Night Out Book Club Networking Group Sporting Events Singles Cooking Club Arts Group (Theater, Festivals, Dance Club Museums, Galleries) Fitness / Walking/Jogging Quilting Club Weight Loss Group Restaurant Club Gardening/Horticulture Senior Alumnae (Silver Sigmas) The possibilities are endless! Once you have determined a common area of interest, consider a chapter member who you believe has the skills and interest to organize the SIG. Approach this member, and seek her support and enthusiasm. If she is interested in leading the SIG, give her a list of members that have shown interest in this area. Provide her with the membership directory SO that she may determine other members to contact. Provide guidance to the SIG leader in planning events, and help her advertise the SIG in member communications, the chapter newsletter and/or Web page. Include the dates for the SIG's events in the chapter's calendar. Discuss the possibilities of giving the SIG a portion of the chapter's budget for their activities with the executive council. If you or a SIG organizer needs assistance, contact the programming coordinator in your district. Sigma Kappa Sorority Vice President of Programming Handbook page 13 SIGMA KAPPA Voices Strong Hearts United. 695 PRO MED LANE, SUITE 300 INDIANAPOLIS, IN 46032 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority . Vice President of Programming Handbook . page 14