Sigma Kappa Handbook for the Historian 2018 Sigma Kappa Sorority . Historian 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. © 2017 Sigma Kappa Sorority TABLE OF CONTENTS The Historian 4 Resources for the Historian 4 Advisor to the Historian 4 Preservation Committee 5 The Chapter History 6 Elements of Chapter Archives 6 Preserving Materials 7 Best Conditions for Long-Term Preservation of Historical Materials 7 Sigma Kappa Sorority Historian Handbook . page 4 THE HISTORIAN The historian is elected or appointed by the chapter and is responsible for seeing that an accurate account of the chapter's activity is kept. She is also responsible for preserving historical documents and collecting current historical documents of the chapter. She reports to the vice president of programming (VPP). Specific job responsibilities for the historian include: Read, comprehend and follow the Handbook for the Historian. Access and watch all training modules associated with the historian role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Maintain a complete and accurate record of all chapter members, new members, officers, chairmen and the activities of these members and new members throughout the year. Maintain a yearly, up-to-date chronological scrapbook. The current scrapbook shall be kept on chapter premises. This scrapbook should contain: Newspaper clippings and online articles pertaining to both collegiate and alumnae members Recruitment invitations, flyers and programs Programs of banquets, social events and philanthropy events Pictures of chapter activities (labeled with names, dates and occasions) Work with the VPP to establish a committee based on chapter needs to help maintain the historical documents of the chapter. Resources for the Historian The historian must have certain resources and materials to be effective in this position. They are as follows: 1. Handbook for the Historian 2. Current chapter calendar 3. Committee, if applicable List of committee members, telephone numbers and email addresses Budget and record of expenses 4. Information about where archives are stored for your chapter 5. Chapter scrapbook Advisor to the Historian Another resource for the collegiate chapter is the advisor to the historian. She provides continuity in a chapter's archives and preservation efforts from one year to the next. She is a member of the advisory board and can advise and guide the historian regarding the chapter's archives and library. Sigma Kappa Sorority Historian Handbook page 5 What If You Don't Have an Advisor? If you do not have an advisor, there are several other resources to look to for assistance. These resources include: Advisory board supervisor (ABS) Collegiate coordinator National archivist The national archivist supervises the collection of the historical memorabilia of the Sorority to be preserved at national headquarters. In addition, since the national archivist promotes interest in the history of Sigma Kappa, she is an excellent resource for local chapter historians. Contact information for the ABS, collegiate coordinator and the national archivist can be found on the members only side of the Sigma Kappa website. Preservation Committee Effective chapter organization includes committees to work closely with respective officers and chairmen. Chapter size and needs decide the size and responsibilities of the committee. Committee members are selected or appointed by the VPP and/or executive council and should attend all committee meetings. If the chapter has a preservation committee, it should be composed of members from several classes or age groups, with varying personalities and outlooks. The purpose of the preservation committee is to: Assist in executing the duties of the historian, including record keeping, planning and preparing the chapter scrapbook and maintaining chapter historical information. Set goals each year and create a timeline to work to achieve those specific goals. Committee Meetings Meetings are chaired by the historian. Meetings should be held bi-weekly and be open to any member of the chapter. Meetings may be used to review progress towards goals, review goal timelines, delegate tasks and discuss tactics to improve preservation efforts. Delegation of Responsibilities Each committee member or pairs of members could take responsibility for a different aspect of the program. For example, the following areas might be delegated: Taking pictures at chapter events. Tracking members' activities on campus and in the community. Assisting with scrapbook development. Collecting supporting materials from events. Sigma Kappa Sorority Historian Handbook page 6 THE CHAPTER HISTORY Elements of Chapter Archives The chapter history shall include all relevant information for the academic year. Fundamental documents to be included in the chapter archives are as follows: Charter Constitution book with signatures and numbers A list of all members, new members, officers and chairmen A list of initiates for the year, with Initiation numbers A list of all awards or achievements of individual members A list of all awards and honors received by the chapter during the year Outstanding chapter events, programs and honors The names of any noteworthy chapter visitors/program facilitators with information concerning their visits (i.e. leadership consultants, national officers, headquarters staff, campus administrators, community leaders, etc.) Correspondence to and from the chapter Yearly activities (i.e. Bid Day and Founders' Day celebrations) Newspapers, magazines and other publicity Photographs and composites Memorabilia Copies of chapter newsletters Copies of speeches/presentations given by the chapter PRESERVING MATERIALS Best Conditions for Long-Term Preservation of Historical Materials Limit extremes in temperature and humidity. The optimum range is 68 degrees, plus or minus four degrees in temperature, and 50 percent humidity, plus or minus five percent. Provide a fairly dust-free or pollutant-free environment. Materials should have no direct sunlight or long exposure to fluorescent lights without ultraviolet filters. No food or drinks should be around valuable historical materials because they damage the materials and attract insects and rodents. Store all newspaper clippings and newspapers in protective Mylar sleeves (which can be used for display or handling purposes) and store in acid-free folders or Sigma Kappa Sorority Historian Handbook page 7 boxes. Restrict the use of tape, rubber bands, non-stainless steel paper clips or staples, metal fasteners and binder clips. Limit the use of cords and strings to tie historical materials together. Store photographs, slides, negatives and video film in a cool non-reactive environment. When possible, transfer photographs, slides, negatives and video film to electronic files. Original copies should also be retained. Place fragile or damaged items in acid-free folders, Mylar sleeves or boxes. Wrap delicate fabrics in acid-free tissue paper and store in acid-free boxes. Do not store historical materials in basements or attics. The conditions are not conducive to preserving materials. Never store historical and valuable items and papers under water pipes or near furnaces (near any water or heat). Do not jam or crush historical materials into drawers, boxes or other containers. Many craft stores and scrapbook stores now carry full lines of easy to use, low-cost preservation materials. Keep in mind: Everything that you do to historical records, artifacts or photographs affects their future preservation. Sigma Kappa Sorority Historian Handbook page 8 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 . Historian Handbook . page 9