Sigma Kappa Handbook for the Executive Vice President 2018 Sigma Kappa Sorority Executive Vice President Handbook . page 2 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Bylaws This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. 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 2017 Sigma Kappa Sorority TABLE OF CONTENTS The Executive Vice President 4 Job Responsibilities 4 Advisor to the Executive Vice President 5 Resources for the Executive Vice President 6 Leadership as the Executive Vice President 8 Leadership Roles 8 Leadership Development 8 Standards Program 9 Establishing a Standards Council 10 The Role of Standards Council 11 The Function of Standards Council 11 Chapter Code of Conduct 13 Positive Points Systems 13 Standards Council Orientation 14 Standards Council Meeting Procedure 15 Positive Recognition 15 Special Projects 16 Conduct Meetings 16 Standards Council Sanctions 18 Documentation of Standards Council Meetings 20 Conduct Meeting Follow-Up 20 Conduct Meetings and Due Process 20 Conflict and Confrontation Management 21 Educating Members about Risk Management and Harm Reduction 22 Frequently Asked Questions about Risk Management 23 Why Parliamentary Procedure? 26 Educating Members about Parliamentary Procedure 26 Standards of Excellence 27 Sigma Kappa Sorority Executive Vice President Handbook page 4 THE EXECUTIVE VICE PRESIDENT Job Responsibilities The executive vice president (EVP) is elected by the collegiate chapter and shall exercise the powers of the president in her absence or at her request, and is responsible for creating an atmosphere of high moral character and standards through chapter self- governance. She is a member of the executive council, responsible to the president of the chapter. In light of these responsibilities, the EVP must do the following tasks. They are grouped together as they relate to one another. Prepare for the role: Read, comprehend and follow the Handbook for the Executive Vice President. Read, comprehend and follow National Policy Handbook, and ensure all policies contained in the chapter Code of Conduct are followed by all members. Access and watch all training modules associated with the EVP role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about all national and chapter policies and procedures. Be knowledgeable about all university, Panhellenic, and community policies and procedures. Build an understanding of and ensure that Sigma Kappa and University Policies are upheld, as well as all federal, state and local Laws. Understand where to access information for specific responsibilities on the Sigma Kappa website. Collaborate with others: Work closely with the advisory board members, specifically the advisor to the EVP. Work with the vice president of programming (VPP) to plan and/or present educational sessions annually on Sigma Kappa standards and expectations for its members and collegiate chapters. Work with the VPP to conduct educational sessions on all areas of risk management for chapter members each semester/term. Assist the chapter in meeting the Standards of Excellence (SOE) criteria by focusing on specific criteria that pertain to her responsibilities, as well as supporting other officers and chairmen. All information must be tracked and Sigma Kappa Sorority Executive Vice President Handbook page 5 submitted by deadlines in order to be eligible for awards. Ensure that an advisor is present at all standards council meetings. Work with the vice president of new member education (VPNME) to educate the new members on standards of membership and the Code of Conduct. This includes attending the new member meeting for Lesson 1, Lesson 4, and Lesson 5. Work with the chapter standards council to review and revise the code of conduct as needed. Manage others: Appoint members, oversee activities and serve as a member of the standards council. Conduct meetings of the standards council regularly to recognize member achievements, hold members accountable, and discuss ongoing efforts to uphold the organization's standards, ensuring that minutes and the proper paperwork are completed at each session. Utilize the standards council to address violations of risk management policies. Educate officers, chairmen, and all members on standards council procedures. Develop, maintain and distribute resources: Prepare and submit all reports and forms according to deadlines. Review and edit the chapter's Code of Conduct each spring semester/term with the standards council, and recommend changes for chapter approval. Distribute the chapter's Code of Conduct to all members at the first meeting of the spring semester/term. Send all reports and standards council documentation forms within one week of the meeting. Inform the advisory board supervisor and collegiate coordinator of any extenuating circumstances to be dealt with by the standards council. Build an understanding of Parliamentary Procedure: Serve as the chapter parliamentarian during formal meetings. Educate chapter members as to the correct use and purpose of parliamentary procedure. Advisor to the EVP The relationship with the advisor to the EVP is an important working relationship for both the advisor and the EVP. The advisor should serve as the advisory board member of the standards council when possible. This will help keep both the advisor and the officer on track with issues in the chapter. A comfortable, open and honest relationship between these two individuals will help facilitate chapter issues and dilemmas. Often, Sigma Kappa Sorority Executive Vice President Handbook page 6 the advisor to the EVP can assist with confrontational situations and serve as a sounding board for the officer for thinking through tough chapter issues. To learn more about developing a relationship with your advisor, watch the module in SKILLab: Sigma Kappa's Interactive Learning Lab that highlights best practices for building this relationship. Resources the Advisor Needs Handbook for the Chapter Advisor Handbook for the Executive Vice President Chapter Code of Conduct National Policy Handbook Chapter calendar Chapter roster What If You Don't Have an Advisor? If you don't have an advisor, there are several other resources to look to for assistance, they are: Advisory Board Supervisor (ABS) Risk Management Coordinator (RMC) Collegiate Coordinator (CC) Your campus fraternity/sorority advisor Your campus conduct office Resources for the EVP In addition to this handbook, the EVP should have the following resources in her possession: 1. Organizational Tools Current chapter goals and officer goals established during the Regional Leadership Conferences (RLCs) Current chapter calendar College/university calendar of events and semester/term dates Roberts Rules of Order 2. Policies National Policy Handbook Sigma Kappa Bylaws College/university policies Panhellenic and fraternity/sorority community policies Current chapter Code of Conduct Prior versions of chapter Code of Conduct for reference Sigma Kappa Sorority Executive Vice President Handbook page 7 3. Member Records and Other Addresses Accurate roster of members, their current addresses and email addresses Name and email address of the advisor to the EVP Name and email addresses of the chapter's ABS, RMC and cCC. Current list of standards council members Code of Conduct signatory pages for each member and new member 4. Report Forms Current Sigma Kappa College Chapter Report Master Calendar Current report forms, found in annual supplies on the members only side of the Sigma Kappa website Copies of completed reports for reference Documentation forms and minutes for all standards council meetings, as per the Document Retention Policy found in the National Policy Handbook Documentation of EVP officer reports made to the chapter during formal chapter meetings 5. Campus and Community Resources Names and phone numbers of college/university offices that assist with risk management and student conduct (such as the offices of student conduct, student life, fraternity/sorority life, campus security, as well as the health center, counseling center, etc.) Sigma Kappa Sorority Executive Vice President Handbook page 8 LEADERSHIP AS THE EVP As the EVP is a member of the executive council and the standards council, she is part of the chapter's overall leadership team. Learning her leadership roles and determining her leadership abilities will be two important tasks for the EVP. Leadership Roles Strong leadership is not only a necessity of being the EVP, it is something that all chapter members, advisors, and national officers expect. There are always opportunities for continued leadership development. Every EVP is provided with tools necessary to succeed as a chapter leader. With a support system of chapter members, advisors and national officers, as well as handbooks and other materials, the EVP can assist the chapter in many ways. Some of the leadership roles for the EVP include, but are not limited to the following: Parliamentarian Educator Planner Organizer Facilitator Motivator Confidant Leadership Development Leaders come from all walks of life. Leading with integrity is the most important key to strengthening our chapters. Integrity is defined as the consistent adherence to moral and ethical principles. In other words, the ability to make decisions and lead chapter members in ways that adhere to policies and that will benefit the chapter as a whole when faced with adversity. Integrity cannot be learned quickly; it must be practiced each day in both major and minor decisions as a leader and chapter member. Other characteristics of excellent leaders include: A willingness to succeed The ability to be unselfish A critical attention to detail, as well as the ability to view the big picture A calm demeanor and patience The ability to delegate responsibility The willingness to accept one's mistakes Sigma Kappa Sorority Executive Vice President Handbook page 9 The ability to motivate members at the toughest time A view of reality The desire to dream big Leadership development is an ongoing process. Chapter members and officers should consult other resources if interested in further leadership development. There are a variety of resources, including books, articles and websites, located in the EVP supplies on the members only side of the Sigma Kappa website. STANDARDS PROGRAM A successful standards program is built on the establishment of basic principles and purposes. These basic principles and purposes are outlined in the Bylaws of Sigma Kappa. Designing a standards program focusing on the Sigma Kappa values: personal growth, friendship, service, and loyalty, will lay a strong foundation in which each member of a chapter and the chapter as a group can grow and succeed. There are three essential elements of a successful standards program. The elements are as follows: 1. Chapter Code of Conduct 2. Standards Council Members 3. Standards Council Meetings With these three elements in place, the EVP and the standards council will be able to accomplish the following: 1. Create, update, and enforce the Code of Conduct to which each member can adhere. 2. Establish a standards council of members who are positive and genuinely interested in the individual growth and development of each member and value the importance of creating an atmosphere of sisterhood in the chapter. 3. Educate chapter members on the positive role of the standards council by developing a well-balanced member recognition program. 4. Work on special projects and committee work. The EVP must remember that standards council issues must remain confidential and must not be discussed at executive council meetings or shared anywhere else. Standards council members should be educated about the importance of confidentiality. In addition, the EVP is responsible for the standards council documentation form and minutes for each standards council meeting. The documentation form can be found in the EVP annual supplies on the members only side of the Sigma Kappa website. Both the documentation form and the meeting minutes should be sent to the collegiate Sigma Kappa Sorority Executive Vice President Handbook page 10 district director (CDD), RMC, CC, ABS and RMC within one week of the meeting. A confidential copy must be kept as well with the chapter files. This document is the official record of the standards council proceedings and includes all pertinent details from the meeting. The EVP is responsible for presenting an officer report at each formal meeting. This report should include general information about standards council meetings: State what specific violation of the Code of Conduct or National Policy occurred. (No names are used in this report.) State what the outcome of the meeting was: either deemed that no violation occurred or state the sanctions that were imposed. Remind the chapter that the information is private business of the chapter and should not be discussed with non-members. Positive recognition efforts should also be highlighted during the report. This report serves to inform the chapter that Code of Conduct violations have been addressed. These reports can be used as examples for the next EVP, but should be destroyed after one year. Establishing a Standards Council The purpose of a standards council is to work with the chapter members to maintain high personal and group standards through positive reinforcement, appropriate discipline, and member education. A positive standards program is dependent on the standards council, the vehicle through which all standards programs are delivered. A standards council can help a chapter through the following: Preserving chapter harmony Enforcing the chapter Code of Conduct and national policy Aiding in the enforcement of scholastic and attendance obligations of members Helping to solve personal conflicts between chapter members Positively affecting the chapter as a whole Helping members view the standards council as a positive, helpful, and pleasant experience is of prime importance to the success of the entire standards program. Remember, the way in which the standards council is presented to the chapter will determine the way it is perceived by the members. This perception, in turn, determines the success of the standards council and the standards program. Following Procedures Sigma Kappa Sorority Executive Vice President Handbook page 11 Each chapter must follow the established standards council procedures. Each component is as important as the other. Not following procedures may result in a breach of membership rights and could result in legal action against the Sorority. Qualifications and Selection of Standards Council Members The standards council shall be comprised of four initiated collegiate members and an advisor. The EVP Three representatives from the chapter: one from the senior, junior, and sophomore classes An advisor An advisory board member must be present during all standards council meetings/procedures to ensure that established guidelines and procedures are followed. The EVP advisor is recommended to be the advisor in attendance though any advisory member can attend in her absence. When possible, it is recommended the ABS NOT serve as the advisor at standards council meetings as she presides over the appeal process if necessary. The three chapter representatives are chosen by the EVP with the approval of the president and ABS. Membership should be for one calendar year, but may be for one school term/semester if needed. Members of the standards council should be: In good academic and financial standing with the chapter Positive role models Discreet Empathetic, understanding Trustworthy of the confidence of the chapter Objective and fair-minded Mature enough to handle difficult situations Dedicated to the preservation of the reputation and standards of each member The standards council is formed as a symbolic "Triangle of Sisters" composed as follows: Executive Advisory Board Vice President representative Standards Council representatives The closed triangular shape symbolizes: 1. Security and strict confidentiality with which all proceedings are implemented Sigma Kappa Sorority Executive Vice President Handbook page 12 2. Equality of all members involved - encouraging honesty and respect in all discussions. 3. The promise that members make at the moment of formal pledging and that of Sigma Kappa to the member. Although standards council meetings do not require special seating formations, it is recommended to hold these meetings in a private location and seating arrangement that promotes conversation, such as around a conference room table, or in a circle. An intimidating atmosphere is not conducive to positive standards council functioning. The Role of the Standards Council The role of the standards council is to: Create and regularly review and revise the chapter's Code of Conduct so that each chapter member can adhere to it. Work with chapter members to ensure their positive involvement in the chapter and recognize members for outstanding achievement and contributions to Sigma Kappa, the campus, and community. Educate chapter members on the Sigma Kappa Bylaws, National Policy Handbook, and the chapter Code of Conduct. Enforce the standards of behavior as described in the Sigma Kappa Bylaws, National Policy Handbook, and the chapter Code of Conduct. The Function of the Standards Council The standards council shall meet at least twice a month on a regularly scheduled day and time. The EVP shall keep written documentation of each meeting held using the Standards Council Meeting Documentation Form (available in the EVP annual supplies). Specifically, the standards council shall be responsible for the following: 1. Provide and promote recognition to members who have attained or improved the standards of Sigma Kappa. This recognition can be in the form of a certificate, sisterhood award, gift card or prize, or some other recognition. Standards council recognition can be presented during chapter meetings or at the beginning of standards council meetings. Information on the format of the standards council meeting is explained later in this section. 2. Review and revise the chapter Code of Conduct at a minimum on an annual basis. Modifications can also be made throughout the year as situations arise. 3. Discuss standards of Sigma Kappa with the chapter members prior to recruitment and discuss the qualities to look for in a member to prepare chapter members for membership selection. Sigma Kappa Sorority Executive Vice President Handbook page 13 4. Explain Sigma Kappa standards to new members as part of the new member program. 5. Identify members that may be losing interest in the chapter and remind them of their importance to the chapter and their commitment to Sigma Kappa. 6. Assist in solving problems between chapter members once they begin to affect the entire chapter. 7. Enforce the standards of behavior as described in the Sigma Kappa Bylaws, National Policy Handbook and the chapter Code of Conduct. 8. Serve as a member of the EVP's committee. In addition, the standards council shall discuss any problems or concerns and methods to eliminate problems or prevent potential problems. Concerns or infractions which may be addressed by the standards council may include, but are not limited to, the following: Violations of the Sigma Kappa Bylaws or National Policy Handbook Violations of the chapter Code of Conduct Grievances between sisters Excessive unexcused absences from chapter meetings or activities Members not in good academic standing Note: Automatic Financial Suspensions (AFS) proceedings are not included in this list, as these proceedings are addressed by the vice president of finance (VPF) and her advisor. Refer to the National Policy Handbook for more information on AFS procedures. When chapter members have a concern or complaint regarding one of the above violations or grievances, they should provide the EVP with a written explanation of the matter. Verbal concerns expressed to the standards council should be discussed and followed-up with if necessary, but matters must be in writing to be heard in a full standards council meeting. After receiving a written concern or complaint, the EVP, the standards council, and an advisor to the council must then decide the following: Whether the issue warrants investigation and whether a standards council meeting with the individual(s) involved is in order -OR- If the matter can be handled by the EVP and the advisor. If there is any debate among standards council members on any issue brought forward, it should automatically be referred to the entire standards council for a meeting. Sigma Kappa Sorority Executive Vice President Handbook page 14 If the EVP and her advisor determine that the situation does not warrant a standards council investigation, then a private meeting should be held to discuss the situation with the individual(s). Prior to this meeting, a review of the conflict and confrontation section of the standards council orientation section may be helpful. These meetings should be documented by the EVP and her advisor, utilizing the forms in place for Standards Council meetings for the EVP's records. Chapter Code of Conduct Sigma Kappa is committed to maintaining a positive standards program to enhance each member's overall well-being through care and concern for personal growth and development. These standards are identified through the chapter Code of Conduct to provide a positive guide for daily living in which every Sigma Kappa member can practice to reach her full potential as an individual and as a member of the chapter. Writing and maintaining the chapter Code of Conduct is the responsibility of the EVP using the standards council as a committee to help her accomplish this task. It is a document that is to include the expectations the chapter has for its members. It should be reviewed as necessary and revised each fall. Throughout the course of the school year, the chapter can make motions to amend or otherwise change the Code of Conduct. Sections may be copied and referenced appropriately from the National Policy Handbook, in place of retyping into the chapter's Code of Conduct. Chapters may choose to strengthen national policy but are not permitted to make changes to national policies that weaken the standards set forth by the national organization. All revisions should be reflected when the Code of Conduct is revised and voted on each fall. A majority vote is needed for any revisions to the Code of Conduct. A revised Code of Conduct is due to the chapter's advisory board supervisor within two weeks of any revisions being made. Each member should be provided with a copy of the current Code of Conduct when she returns to school each spring semester, signing the last page confirming that she understands and agrees to it. Presenting the changes and reviewing the Code of Conduct when it is distributed each spring is essential to ensure that members are aware of the contents and changes to the Code of Conduct. The signatory page must be handed in to the EVP and kept on file for the year. The EVP needs to ensure that she has the signature page from every member and new member in the chapter. She should use a chapter roster as a checklist to ensure she has all the signature pages turned in. While the Code of Conduct is an individual chapter document, keep in mind that the chapter policies must be equal to or above the standards set forth in the National Policy Handbook or Sigma Kappa Bylaws. Sigma Kappa Sorority Executive Vice President Handbook page 15 Please refer to the most recent edition of the National Policy Handbook section VII.F Standards Council Policy. Positive Point Systems Many chapters have developed and implemented a point system as part of their Code of Conduct to encourage members' attendance at chapter functions and reward those members that are making a significant contribution to Sigma Kappa. In many chapters, it has replaced fines and penalties previously used as punishment for non-attendance. Instead of the focus being a penalty, the focus is a reward. Chapter members are awarded points for attending chapter events, serving as an officer and/or chairman, improving scholarship, etc. The points should be used to encourage participation and involvement from members. A reward for achieving a certain number of points can be presented to members such as a small gift, a special outing, first choice at room assignments or parking spaces, etc. If used, the EVP should work with the VPP and her committee to develop the point system with individual chapter activities and needs in mind. The following are some examples that may earn members points: Attending weekly chapter meeting Attending ritual ceremonies Participating in community service activities Participating in fundraisers for the Sigma Kappa Foundation Attending social functions Attending Panhellenic meetings Attending recruitment/ritual workshops Attending college/university sporting events Attending sisterhood events Tutoring a sister Serving as an officer or chairman Serving as a big sister Wearing letters in a positive manner Participating in Inspiration Days Attending alumnae events Attending Founders' Day Once the guidelines for the point system have been developed and included in the chapter's Code of Conduct, the programming committee is responsible for monitoring the point tallies of each member to ensure that all members are participating at an acceptable level. Standards Council Orientation Sigma Kappa Sorority Executive Vice President Handbook page 16 At the beginning of each calendar year (or any time a new representative is added to standards council), the EVP and advisor shall conduct an orientation session for the standards council, reviewing the role of the members and the purpose of the council. The session is outlined below: Time: at least 1 hour 1. Review the role, function, and structure of the standards program. Emphasize the importance of the 'program' not just the conduct meetings. 2. Discuss how focusing on the members who uphold the standards positively will affect the chapter's morale. Discuss ideas for recognizing these women. 3. Role play a standards council meeting. Have the advisor provide feedback. 4. Conduct a discussion on "things that can go wrong in a standards council meeting" and discuss the consequences of those things. 5. Conduct a discussion on following the process established for Standards Council meetings and the most important components of a conduct meeting. 6. Answer any questions and address any concerns of the standards council members. 7. Discuss additional topics the group would like to discuss during the semester when time permits and during the "special projects" time. Standards Council Meeting Procedure The bi-weekly standards council meetings should follow a general outline to ensure that the meeting time is used efficiently and that the standards council is accomplishing all of its responsibilities. Additional meetings may also be held if necessary. The meetings can be divided into three basic segments: Positive recognition planning or implementation Special projects Conduct meeting The different segments may vary in length from week to week. Increasing the structure of the standards council meetings and scheduling them regularly will allow enough time each semester for the standards council to accomplish all activities to maintain the standards of Sigma Kappa in their chapter. Through effective and efficient planning, the meetings can run smoothly in little over an hour. A sample time schedule is provided below. 7:00 PM Standards council meeting begins 7:05 PM Positive recognition planning or implementation 7:25 PM Special project planning or discussion Sigma Kappa Sorority Executive Vice President Handbook page 17 7:40 PM Conduct meeting 8:15 PM Meeting adjourned Standards council meetings may or may not involve sanctions depending on specific chapter circumstances. In this case, more time may be spent on the other two segments of the meeting. A detailed description of each segment is provided in the next segment. Positive Recognition Timing: The positive recognition segment of the standards council meeting should last approximately 20 minutes. The first and often most overlooked segment of the standards council meetings is positive recognition. All too often chapter members view standards council as a negative experience, primarily because chapters focus more on the conduct meetings and issues within a chapter. One of the most important functions of the standards council is to recognize members for their hard work, dedication, and accomplishments for Sigma Kappa, the college/university or the community. Recognition is the goal of this segment of the standards council meeting. It is recommended that the first 20 minutes or so of each standards council meeting is devoted to positive recognition planning or implementation. The standards council may call chapter members to the meeting and recognize them at that time, or they may spend the time planning recognition activities to be carried out later during a chapter meeting or gathering. Examples of activities requiring positive recognition from the standards council may be initiation into Order of Omega or other honorary societies, an officer, chairmen, or committee member organizing and successfully completing a chapter event, exhibiting outstanding sisterhood, or any other positive accomplishment. Special Projects Timing: The timing of this segment may vary, but should take approximately 15 minutes each meeting. The second segment of a standards council encompasses special projects. Special projects for the standards council may vary from chapter to chapter. Several examples of projects are listed below: Reviewing the chapter's Code of Conduct and providing recommendations to the chapter for revision. Assisting the EVP in planning risk management educational programs. Additional planning for member recognition programs. Planning the annual review of the Code of Conduct for chapter members. Make the review fun, as well as interesting and educational. Sigma Kappa Sorority Executive Vice President Handbook page 18 Conduct Meetings Timing: The conduct meeting(s) will vary in length depending on the issues requiring attention in the chapter at the moment or the number of individuals coming to standards council for disciplinary reasons. The EVP is responsible to address infractions in a timely manner. The EVP should attempt to schedule members for the soonest possible meeting following the notification of possible infraction. Not all standards council meetings may require a disciplinary session and additional meetings can be called specifically for this purpose. The procedures for this section of the meeting are carefully detailed below. Following these steps can help to make difficult situations or meetings run smoothly and prevent further complications. 1. When members of the chapter become concerned that possible violations of Sigma Kappa national policies and/or the chapter's Code of Conduct have occurred they will turn to the standards council for guidance with these issues. The EVP or the standards council may receive a written or verbal notification from a member of possible violations. Members should only submit notifications to standards council of violations they witnessed, in order to avoid hearsay. It is the duty of the EVP and the standards council to act in good faith with any allegations that are brought to her attention. 2. The member being called to standards council is sent a notice five to seven days in advance requesting her to meet with the standards council. Notice can be given in the form of: a. U.S. mail (return receipt requested) b. Personal delivery, with the signature of the member confirming receipt C. Email to the member's college/university email address. It is the member's responsibility to check her college/university email address regularly. The notice should never be sent via text message or social media in any situation. The notice to attend the meeting should: Be presented confidentially and in writing Be dated and include the full name of the member being called Include the date, time, and location of the meeting State the reason that the member is being asked to meet with the council, including the specific section of the Code of Conduct or National Policy Handbook related to the matter to be discussed Include that she will be allowed to present her side of the situation Sigma Kappa Sorority Executive Vice President Handbook page 19 Include that she may face her accuser and/ or present witnesses on her behalf Keep the receipt showing that the member received the notice. If the notice was delivered via email, the EVP must request a response confirming delivery of the email or use a read receipt. If the notice was hand delivered, request a signature from the member at the time of delivery and keep the notice for your records. The EVP must also keep a copy of the letter, along with the receipt signature or notice of refusal. There may be need later for documentation if the council recommends some type of change in the individual's membership status (for example: suspension). If the member is not initiated it is recommended that the VPNME be invited to attend the meeting for information and guidance purposes only. 3. Upon her arrival at the meeting, the member is reminded of the purpose of the standards council meeting and thanked for coming. Share that concerns have been expressed regarding a violation of the chapter's Code of Conduct, Sigma Kappa National Policy Handbook or Sigma Kappa Bylaws and that the standards council would like to discuss these concerns. Ask the member to share with the standards council her recollection of the incident. The members of the standards council may then ask questions of the member regarding the incident. 4. The member being called to standards council has the right to hear her accuser state the facts if she so desires. She also has the right to request the presence of other members (one at a time) and/or present other information/evidence. While this is rare, there may be a case in which the member chooses to provide this extra information. Note: The other members invited to attend should be asked in and excused one at a time. The accused and the accuser should be kept in separate areas while waiting to be called into the meeting. Questions can be asked of the members by the standards council. 5. After all discussion has taken place, the member involved is asked to leave the room. It is at this time that the members of the standards council discuss the facts of the incident and ascertain whether or not the member indeed violated the chapter's Code of Conduct, Sigma Kappa National Policy Handbook or Sigma Kappa Bylaws. 6. After a decision is made, the member is asked to return to the meeting and the EVP states the facts, as they are known. When the standards council finds that a member has violated the chapter's Code of Conduct, Sigma Kappa National Policy Handbook or Sigma Kappa Bylaws, the EVP reads the specific violation to the Sigma Kappa Sorority Executive Vice President Handbook page 20 member, explaining briefly the rationale behind the finding of her violation. The EVP then asks the member if she has any questions and has the member sign the Standards Council Meeting Documentation Form. 7. If it is found that a violation has occurred, the member is informed that she will receive her sanction in writing in a timely manner following the standards council meeting. Often standards council decides upon a sanction during their discussion at the meeting. If this is the case, the member is then notified of her sanction immediately. More time may be required in determining the sanction, in which case, a letter is sent. The member and the standards council members should be reminded that the standards council process is confidential. 8. The member may then be dismissed and the members of the standards council may continue with other business. 9. When a member fails to attend the first standards council meeting, she should be called a second time following the established notification process, which must state that the meeting will be held with or without the presence of the member. Failure to attend a standards council meeting does not absolve the member of her responsibility. If the member fails to appear a second time, the standards council should proceed with the meeting, make a decision on the allegation, and if applicable decide upon a sanction, and notify the member of the results. The standards council may also recommend that the member be suspended until she appears at a standards council meeting. This recommendation should be presented to the chapter for approval. (See National Policy Handbook for more information about suspension of a member.) Standards Council Sanctions Upon finding that a member has violated the chapter's Code of Conduct, Sigma Kappa National Policy Handbook or the Sigma Kappa Bylaws, the standards council shall decide on the sanction based on the severity of the violation. If the violation is minor, the standards council will inform the member that the meeting is considered a warning and that any further violation will result in a sanction. If the violation is major, the standards council may impose a sanction affecting a member's membership privileges or may recommend action to the executive council regarding an individual's membership status. Discipline affecting membership privileges may include social probation, restriction of participation in chapter activities, fines, additional house duties, preparation/coordination of a member development program, etc. Sigma Kappa Sorority Executive Vice President Handbook page 21 Recommendations affecting membership status may include suspension, withdrawal or expulsion. Procedures as stated in the chapter's Code of Conduct, Sigma Kappa National Policy Handbook and Sigma Kappa Bylaws must be followed. If a member would like to appeal the disciplinary action of the standards council, such an appeal should be made in writing to the ABS. If there is no advisory board, then the appeal should be made to the collegiate coordinator. The chapter president should accompany the member to the advisory board meeting in which the appeals hearing would take place. At the next formal chapter meeting, the EVP, during her officer report, should inform the chapter that a violation occurred and that a sanction was imposed. All member names and details of the incident will not be shared. Documentation of Standards Council Meetings Minutes of each meeting should be taken by one of the members on the council. This duty can be scheduled on a rotating basis. Minutes are necessary as they reflect the deliberation of Standards Council and the motions made by the group. The Standards Council Meeting Documentation Form does NOT serve as the minutes for the meeting. Minutes should be taken not only for this section of the standards council meeting, but also for the positive recognition as well as the special project section. A copy of the minutes, along with any completed standards council meeting documentation forms should be sent to the CDD, RMC, CC and the ABS within one week of the meeting. The EVP keeps the final copy in a confidential file. Standards Council Documentation Form The Standards Council Meeting Documentation Form must be completed for all conduct issues. This helps to keep complete and accurate documentation of conduct discussions. If the member did not appear for the meeting, this should be documented on the form and the area for her signature should be left blank. The member's signature on the documentation form does not indicate that she agrees with the council's recommendation. It is proof that she was present at the meeting and that she agrees that the form accurately reflects what went on at the meeting. The member should be informed of this. If the meeting results in the council recommending a change in the member's membership status, this must be taken to the chapter for a vote. If this occurs, the following steps should be taken in presenting the information at the chapter meeting: 1. Communicate the violated policy or policies. 2. State facts and do not go into detail in the explanation. 3. Recommend particular action by making a motion, if applicable. Sigma Kappa Sorority Executive Vice President Handbook page 22 It is vital to have an advisory board member present at a meeting where such a vote takes place. Conduct Meeting Follow-up An additional aspect of standards council conduct meetings can be the follow-up of certain situations. Not all standards council issues involving conduct will need further follow up, but there may be some issues, such as those involving conflicting information from members, that may require the standards council to revisit the issue and assure that no further situations have developed. It is up to the discretion of the standards council and their advisor whether or not follow-up for a situation may be needed. Follow-up should be included in the sanction to ensure that the member is aware that it will occur. At the beginning of the term, the standards council may want to establish general guidelines for follow-up of situations to ensure that similar situations are handled fairly. This is an informal process compared to the original standards council meeting, but the meeting must still be recorded in the standards council meeting minutes. The meeting would include the following steps: EVP invites the member or members to the standards council meeting following the established procedures. EVP reminds the member or members that the meeting is for follow-up on a situation and not to revisit the details of the original meeting. The meeting is informal, but minutes are taken. The standards council may follow-up with all individuals involved in a situation or one at a time. The manner in which this is handled is at the discretion of the standards council and depends on the situation. This meeting is not a time for additional disciplinary action, unless the member or members are not in compliance with the disciplinary action of the initial meeting. In this event, the standards council should handle the situation as they would any situation in which the terms of the standards council meeting have not been met. Conduct Meetings and Due Process 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 (Sigma Kappa Bylaws). This statement demonstrates Sigma Kappa's commitment to treat our members with respect, and in difficult circumstances, to do our best to provide a standards process that will provide dignity and fundamental fairness to all involved. The EVP is the leader in this vital mission. The best tool to accomplish this task is to have a clear understanding of due process. Sigma Kappa Sorority Executive Vice President Handbook page 23 What is Due Process? As a legal process, due process has two components: substantive and procedural. Substantive due process concerns the nature and the purpose of rules and regulations. Basically it means that the chapter Code of Conduct and the national policies should not be unnecessarily arbitrary, capricious or vague, and must be fair and reasonable. Procedural due process requires using fair and consistent means to determine whether Sigma Kappa policies have been violated (Ardiaolo, 1983). As a whole, due process has no fixed meaning. It varies with the circumstances surrounding the situation. In other words, the more severe the sanction, the more process is due. Basically, the key components of the due process are as follows: The standards council must provide written notice of the rule or policy that has been violated. The member accused of a violation must be provided with an opportunity to discuss the situation with the standards council. The member accused of a violation must be provided with an opportunity to examine any supporting information (including documents, pictures and comments from those directly involved). The final decision of the standards council must be based solely on the evidence presented at the standards council meeting. Key Elements to Conducting a Conduct Meeting: Follow the procedures outlined in the Handbook for the Executive Vice President to avoid legal consequences. Keep the meeting from becoming adversarial. Do this by following the meeting guidelines. The member has a right to present additional evidence and witnesses on her own behalf. The opportunity given to the accused member to ask questions of her accuser(s) should not be confrontational nor should it be constructed as an opportunity to cross-examine. Overall, it is important to treat the member with respect, dignity, and fairness. In doing this, it is important to remember the following: The standards council should never trick or keep information from a member. Charges should be based on clear rules that are laid out in chapter documents. When a conduct case arises, all involved should be reminded not to discuss the situation outside of the meeting - this includes standards council members and advisors present. If rumors about the situation emerge, contact the chapter president and immediately hold a chapter meeting to dispel the rumors, educate the chapter on the standards process and remind everyone of the importance of not discussing the situation. This is a good way to ensure fairness, as well as safeguard chapter Sigma Kappa Sorority Executive Vice President Handbook page 24 morale. The conduct process should be a learning experience, not a persecution - a standards council is not to be misconstrued as a court of law. References Ardaiolo, F.P. "What Process is Due?" In M.J. Barr (Ed.) Student Affairs and the Law. New Directions for Student Services, no. 22. San Francisco: Jossey -Bass, June 1983. Conflict and Confrontation Management One of the most difficult areas for standards council members and the EVP can be conflict and confrontation management. Many of the conflict or confrontation situations that the standards council may face are unavoidable and may even occur during a standards council meeting. Generally speaking, while standards meetings may be challenging, it may be helpful to always keep in mind the goal of making every member feel supported while upholding the standards of the organization. Additional resources located in the EVP supplies on the Sigma Kappa website provide helpful hints when dealing with conflict. The EVP should review this material with the members of the standards council at the beginning of their term, before any situations arise. EDUCATING MEMBERS ABOUT RISK MANAGEMENT AND HARM REDUCTION The EVP is responsible for educating all chapter members and new members about risk management and harm reduction, including Sigma Kappa's Risk Management Policy, Sigma Kappa Sorority Executive Vice President Handbook page 25 campus/university policies, and local, state, and national laws. At least one educational program about risk management should be presented each year. Work with the VPP to plan and schedule this program. A facilitator from outside of the chapter, such as an advisor, other alumna, faculty or university staff member, or community member should present this information. Work with the facilitator to clarify the goals and objectives of the program in advance. Contact your risk management coordinator for help with program ideas and to answer any questions. Understanding the following definitions is important in your role in educating the chapter about risk management: Harm reduction: A set of strategies to safeguard both our collegiate and alumnae members through education, accountability, policies, and procedures. Risk management: The process of reducing risk of bodily injury or property damage in chapter functions and operations which may result in legal action and liability to members and the public. Liability: Anything for which a person is liable, or responsible for one's actions. Liability insurance: Insurance that may cover legal expenses and judgments for a claim or a lawsuit up to a certain amount. Intentional illegal acts (such as allowing intoxicated persons to drive a vehicle and underage drinking) are excluded from liability insurance, and can result in denial of coverage making the chapter or individual liable. Duty to care or reasonable care: Steps necessary and appropriate to ensure that members and guests are safe at Sigma Kappa events and on Sigma Kappa property. Charged with knowledge: Being accused that you know or should have known that hazards existed which resulted in injuries or damage to others. Risk management and harm reduction is about keeping our members safe. Possible risk management and liability issues can include: Hazing incidents Fire and house safety Alcohol and substance abuse Alcohol-related accidents Eating disorders Suicide Sexual assault The use of fake identification cards Pre-parties and post-parties Improper expulsion and suspension procedure Sigma Kappa Sorority Executive Vice President Handbook page 26 Inappropriate member recruitment or member selection practices Frequently Asked Questions on Risk Management and Harm Reduction The following frequently asked questions can help you understand and educate the chapter about risk management. How do I present risk management information so that members will pay attention and not feel that these are "rules to end our fun?" Present information on a more personal level. Stress the consequences of risk mismanagement. You may also want to research and present real-life incidents that have recently occurred on other campuses, along with the actual consequences. Utilize creative methods of presenting risk management education, such as videos, personal stories, demonstrations, and more. What's the worst case scenario if risk management guidelines aren't followed? The financial cost of a major lawsuit could deplete the Sigma Kappa treasury and could result in personal financial and legal responsibility for claims for any member involved who failed to follow our policies. Only if we follow our policies and procedures, as well as applicable laws, will our insurance cover the costs of legal defense and any judgment which may be awarded. An inappropriate party theme or disorderly conduct could produce a faculty, community, or national public attention. Regardless of whether or not a lawsuit results, substantial damage may be done to the reputation of Sigma Kappa and to the entire fraternity/sorority community. The most important consequence of not following risk management guidelines is the possible increase in risk to the health and safety of our members and their guests. What should be our major emphasis when educating about risk management? Taking care of each other and our property and following federal, state, local, campus and chapter rules and regulations are our main priorities. To protect and care for one another is the foundation of risk management and harm reduction. Don't we have liability insurance that protects us from lawsuits? Having insurance does not protect Sigma Kappa from a lawsuit. Our insurance indemnifies (protects from damages or loss) chapter officers, advisors, and national officers only if their actions have not voided insurance coverage. Intentional or illegal acts will result in denial of coverage. For example, chapter officers may be legally liable if they engage in or have knowledge Sigma Kappa Sorority Executive Vice President Handbook page 27 that the chapter is engaging in the following situations: Having a social activity without properly completing the Sigma Kappa Social Function Review Form (SFRF). Allowing an underage member or guest to consume alcohol at a Sigma Kappa function or with fake identification. Allowing a drinking or intoxicated member or guest to drive. Allowing the mental or physical abuse (hazing) of a new member by initiated members. What percentage of a chapter must be present at an event before it is considered a "Sigma Kappa event?" The number of chapter members and new members attending an event is not as important as the general perception surrounding the event. If Sigma Kappa (an individual chapter or the national organization) were sued for damages or injuries resulting from an event that had not been approved through the normal Sigma Kappa channels, we would want to make a motion for summary judgment to have our organization removed as a defendant in the case. In order to be successful, it would have to be proven that Sigma Kappa did not have enough knowledge or control to be liable for a claim of negligence. This is where perception comes into play. Questions asked could include: did chapter members or officers help plan and/or publicize the event? Was an invitation issued to the Sigma Kappa chapter alone? Were the Sigma Kappa members in attendance invited because they are members of Sigma Kappa? The answers to these types of questions will determine whether or not Sigma Kappa is judged to bear liability; and if so, how much. If the attendees at an event believe they are there because of their affiliation with the Sigma Kappa chapter, the chapter may find that it is held liable for damages or injuries resulting from the event. Is it the responsibility of the EVP or the event chairman to enforce the risk management procedures at functions? The EVP is responsible for educating chapter members about risk management. It is certainly the responsibility of the event chairman to use common sense in planning and to ensure that all event plans are in compliance with established policy and laws, be they federal, state, local, university, or Sigma Kappa. The president reviews the SFRF and is responsible for double-checking all plans before she signs it. The ABS and risk management coordinator also are responsible for being sure that plans are appropriate. There is a purpose for every question asked on the SFRF. It assists the event chairman in complete planning and helps the ABS and national officers assess whether or not a chapter is exposing itself to a potentially dangerous situation. Actual enforcement of policy, however, is a separate issue. It is the responsibility of every Sigma Kappa Sorority Executive Vice President Handbook page 28 chapter member and new member to ensure that her own actions are above reproach and within established guidelines and that the behavior of her guest(s) is within Sigma Kappa and university policy. It is also her responsibility to support decisions and/or requests made by the advisory board representatives. Each chapter member and new member is responsible for reporting breaches in policy to the advisory board representatives. Ultimately, the advisory board representatives working with the social chairman, EVP, and president are responsible for immediate risk management enforcement during an event. Any necessary follow-up is to be handled by the standards council. In small towns, what are the options if there appear to be no campus or community facilities available with third party vendors? Brainstorm with your committee to seek solutions and create options that may not, on the surface, appear to be there. Think of every space available in the town, even if you are presently denied access. Go to the proper individuals and plead your case, emphasizing that there will be very strict policies in effect. Ask for their trust on a trial basis. Begin with the university, and elicit the help of the administration to find spaces on the campus for use by fraternities and sororities. What happens if Sigma Kappa co-sponsors a function with a fraternity and/or sorority with a stricter policy? Sigma Kappa members will observe, abide by, and respect their policies when Sigma Kappa co-sponsors an event with another organization. Sigma Kappa Sorority Executive Vice President Handbook page 29 WHY PARLIAMENTARY PROCEDURE? The EVP has the official duty during formal chapter meetings of serving as the chapter Parliamentarian. The role of the Parliamentarian is to ensure the smooth operation of the formal chapter meeting and to ensure that business is conducted according to parliamentary procedure. It is recommended that the EVP's files contain a copy of the most current edition of Robert's Rules of Order, Newly Revised. Robert's Rules of Order most clearly explains the specifics of parliamentary procedure. Chapter members should be educated on the proper etiquette for formal chapter meetings, especially the handling of chapter business through motions and votes. However, before the chapter begins to vote on any issue, the vice president of communication (VPC) will determine whether or not a quorum is present. Sigma Kappa Sorority Executive Vice President Handbook page 30 The EVP, as parliamentarian, should advise the president to correct an incorrect motion that has been made or to advise in dealing with a member who is out of order. If the EVP is recognized by the president, she may address the chapter regarding correct parliamentary procedure on an item of business. For example the EVP may say one of the following: "Please address the president and be recognized." "Please stand when you address the president." "Please state that in the form of a motion." Educating Members about Parliamentary Procedure In addition to the president and the EVP, the members and new members of the chapter must be able to understand the basics of parliamentary procedure in order to comprehend what is occurring during the meeting and to know when and how they are able to get their say. Members of the chapter are able to do the following related to making motions: 1. Present a motion - to make a proposal 2. Second a motion - to support a motion made by another member 3. Debate a motion - to share one's opinion on the motion at hand 4. Vote on a motion - to cast one's decision on a motion An informal meeting at the beginning of the fall term is an ideal time to review the principles of parliamentary procedure. To learn more about parliamentary procedure, as well as how to make and accept motions, refer to the EVP training course in SKILLab: Sigma Kappa's Interactive Learning Lab. SIGMA KAPPA STANDARDS OF EXCELLENCE The Sigma Kappa Standards of Excellence (SOE) directly reflect the purpose of the Sorority. Through the use of the SOE, Sigma Kappa ensures that its collegiate chapters are striving toward the same overall achievement. This purpose is pursued by: 1. Developing standards of best practice. 2. Providing education and technical assistance programs to our chapters and advisors. 3. Delivering an annual program of recognition. Sigma Kappa Sorority Executive Vice President Handbook page 31 It is the goal of Sigma Kappa Sorority that each Sigma Kappa chapter provides a quality membership experience for its members. It should be an experience that will extend far beyond one's academic career. This goal can only be reached if each chapter's level of performance in all areas of chapter life is exemplary. SOE has six levels: Three Star Standards Two Star Standards One Star Standards Minimum Standards Below Standards Critically Below Standards Each Sigma Kappa chapter shall strive to at least meet the minimum standards each year. Those chapters who achieve Three Star Standards are eligible to be recognized with the Founders Award, the most prestigious award given to a collegiate chapter. The EVP is responsible for assisting the chapter president and other officers in promoting the SOE to the chapter members. There are several specific standards pertaining to the EVP. Refer to the current SOE brochure, available on the Sigma Kappa website, for detailed information regarding the activities for the EVP to help the chapter attain the highest standards possible. Sigma Kappa Sorority Executive Vice President Handbook page 32 SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Ste 300 Carmel, IN 46032-5323 317-872-3275 f: 317-872-0716 e: info@sigmakappa.org www.sigmakappa.org Sigma Kappa Sorority Executive Vice President Handbook . page 33