SIGMA KAPPA Voices Strong Hearts United. V Handbook for the Panhellenic Delegate 2016 19 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 2015 Sigma Kappa Sorority Sigma Kappa Sorority Panhellenic Delegate Handbook page 2 TABLE OF CONTENTS The College Panhellenic Delegate 4 Job Responsibilities 4 Advisor to the College Panhellenic Delegate 5 Resources for the College Panhellenic Delegate 6 Alternate College Panhellenic Delegate 6 Sigma Kappa National Panhellenic Conference Delegation 7 Panhellenic Coordinators 8 What is the National Panhellenic Conference (NPC)? 9 NPC General Information 9 NPC Area Advisor 10 NPC Manual of Information 10 NPC Unanimous Agreements 10 NPC Policies and Best Practices 11 Alumnae Panhellenics 11 Panhellenic and Your Campus 12 College Panhellenic Advisor or Fraternity/Sorority Advisor 12 Honorary Fraternal Organizations 12 Leadership Opportunities 12 Extension 12 Fraternity/Sorority Relations 12 Educating the Chapter on the College Panhellenic 13 Programs Sigma Kappa May Direct or Initiate for the College Panhellenic 13 Sigma Kappa Sorority . Panhellenic Delegate Handbook page 3 College Panhellenic Delegate's Annual Report/Ruth Rysdon Miller Award Application 14 The College Panhellenic Delegate's Role in Recruitment 14 COLLEGE PANHELLENIC DELEGATE The College Panhellenic delegate is elected by the collegiate chapter and is responsible for representing Sigma Kappa to the College Panhellenic. She is a member of the executive council of Sigma Kappa and reports to the president of the chapter. The College Panhellenic delegate has a relationship with three separate entities: the chapter, the College Panhellenic and the Sigma Kappa National Panhellenic Conference (NPC) delegation. The responsibilities of the College Panhellenic delegate are: Responsibilities to the Chapter Read, comprehend and follow the Handbook for the Panhellenic Delegate. Access and watch all training modules associated with the Panhellenic delegate role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about NPC Unanimous Agreements, policies and best practices found in the NPC Manual of Information, the College Panhellenic bylaws, and/or any other governing documents, and Sigma Kappa policies regarding Panhellenic issues and jurisdiction. Sigma Kappa Sorority . Panhellenic Delegate Handbook page 4 Work closely with all other members (including the alternate delegate) representing Sigma Kappa on the College Panhellenic council. Represent Sigma Kappa by ensuring that a chapter discussion is held and a vote is taken (if applicable) on all matters before voting at College Panhellenic council meetings. Work closely with the chapter advisor assigned to the Panhellenic delegate. Update chapter roster in the College Panhellenic or fraternity/sorority advisor's office in collaboration with the vice president of communications (VPC). Educate chapter members on the role of the College Panhellenic and NPC. Encourage the chapter to participate in and/or sponsor College Panhellenic events, workshops, and philanthropies. Encourage Sigma Kappa participation on College Panhellenic committees and service as a College Panhellenic officer and/or committee chairman. Ensure that accurate information regarding Sigma Kappa is placed in all College Panhellenic brochures, particularly recruitment publications. Check the statistics and facts to be certain they are current. If a picture is requested, ensure that a quality photo is used. Present a College Panhellenic report at each formal chapter meeting. Inform the chapter and alumnae of current College Panhellenic recruitment rules/bylaws. Work with the vice president of membership (VPM) regarding College Panhellenic recruitment changes. Plan activities with other sororities. Promote a positive image of the College Panhellenic council at all times. Serve as a member of the chapter executive council. Responsibilities to the College Panhellenic Council Read, comprehend, and follow the NPC Manual of Information. Read, comprehend, and follow your college/university's Panhellenic bylaws. Attend all College Panhellenic meetings and functions or assure attendance by the alternate delegate. Encourage chapter members to attend. Keep accurate notes on all College Panhellenic meetings and decisions. Serve as either an officer or a committee member of the College Panhellenic council. Attend relevant area regional leadership conferences and workshops (AFLV, SEPC, NGLA, etc.) Evaluate the current procedures of the College Panhellenic Compare the campus recruitment guidelines with the NPC recommendations regarding recruitment. Assume a leadership role within the College Panhellenic. Inform the College Panhellenic community about Sigma Kappa events, inviting their participation when appropriate. Sigma Kappa Sorority Panhellenic Delegate Handbook page 5 Responsibilities to the Sigma Kappa National Panhellenic Conference Delegation & Panhellenic Coordinators Prepare and submit the annual College Panhellenic Delegate's report/Ruth Rysdon Miller award application in December. Respond to all communications from the Sigma Kappa NPC delegate, alternate delegates, and/or Panhellenic coordinators. Send all College Panhellenic meeting minutes to the Panhellenic coordinator after each meeting. Contact your assigned Panhellenic coordinator at least 72 hours prior to voting on College Panhellenic bylaw changes, recruitment rules and guidelines, adjusting campus total (if policy for automatic total adjustment has not been implemented by College Panhellenic ), alcohol or risk management policies, relationship statements, standards documents, or adding a sorority (extension). Contact your assigned Panhellenic coordinator with any potential problems and/or concerns before they become major issues. Advisor to the College Panhellenic Delegate The advisor to the College Panhellenic delegate provides continuity in a chapter's College Panhellenic success from one year to the next. She is a member of the chapter's advisory board and can guide the College Panhellenic delegate to effectively fulfill the responsibilities of her role. 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 Panhellenic Delegate NPC Manual of Information, current edition (hard copy or accessed in Live Sigma Kappa) College Panhellenic bylaws College Panhellenic recruitment rules and guidelines Any other College Panhellenic governing documents Chapter Code of Conduct National Policy Handbook Chapter and College Panhellenic council calendar Chapter telephone list and email directory Copy of your goals and budget What If You Don't Have an Advisor? If you don't have an advisor, there are several other resources. They are: Sigma Kappa Sorority Panhellenic Delegate Handbook page 6 Advisory board supervisor (ABS) Collegiate coordinator Panhellenic coordinator College Panhellenic advisor or fraternity/sorority advisor Resources for the College Panhellenic Delegate In addition to this handbook, the College Panhellenic delegate must have certain resources and materials to properly do her job. These resources are as follows: NPC Manual of Information, current edition Policies College Panhellenic bylaws (contact the College Panhellenic president if you do not have this resource) College Panhellenic recruitment rules and guidelines (contact the College Panhellenic recruitment officer if you do not have this resource) Sigma Kappa National Policy Handbook College Panhellenic Council Information Local Alumnae Panhellenic information Agendas/minutes from previous College Panhellenic meetings College Panhellenic council calendar Job descriptions of officers and committee chairmen Panhellenic budget and financial reports Sigma Kappa Information A list of goals for the office Chapter calendar Recommendations from your predecessor Recommendations for your successor Sigma Kappa budget for the office Report Forms Current College Panhellenic Delegate's report/Ruth Rysdon Miller Award application form Records of College Panhellenic programs and meetings Copies of reports that have been previously submitted. Note: Reports should be kept on file per the Document Retention Policy, as outlined in the National Policy Handbook. The Alternate College Panhellenic Delegate If chapter size allows, your chapter should appoint or elect an alternate to represent the chapter in the event that the College Panhellenic delegate must miss a College Panhellenic meeting, chapter meeting, or resign from the office. The alternate delegate should not serve in another executive council office for Sigma Kappa. She should attend all meetings of the College Panhellenic council along with the College Panhellenic Sigma Kappa Sorority Panhellenic Delegate Handbook page 7 delegate and cast the chapter's vote in the absence of the delegate. She may serve on a College Panhellenic committee or as a committee chairman, if appointed. The responsibilities of the alternate College Panhellenic delegate are: Read and follow the Handbook for the Panhellenic Delegate. Study and understand the NPC Manual of Information. Study and understand the College Panhellenic bylaws, recruitment rules and guidelines, as well as any other governing documents. Consult the College Panhellenic delegate frequently regarding College Panhellenic business and issues. Attend all College Panhellenic meetings. Cast the chapter vote at College Panhellenic council meetings in the absence of the College Panhellenic delegate. Actively promote College Panhellenic involvement within the chapter. Present the College Panhellenic report during a chapter meeting in the absence of the delegate. Assist the College Panhellenic delegate in the performance of her duties as requested. Sigma Kappa National Panhellenic Conference Delegation The Sigma Kappa NPC delegation is composed of the: NPC delegate First alternate delegate Second alternate delegate Third alternate delegate National President As national officers of Sigma Kappa, names and contact information of the Sigma Kappa NPC delegation are available in Live Sigma Kappa. This delegation functions as a team to provide information and resources to Sigma Kappa's College and Alumnae Panhellenic delegates. Although the NPC delegate is the team leader of the delegation, chapters will communicate with the alternate delegates when necessary. The Sigma Kappa NPC delegation responsibilities are as follows: Keep Sigma Kappa informed of all meetings, conferences, NPC business, and NPC decisions made each year. Advise Sigma Kappa chapters on College Panhellenic matters. Receive and review the College Panhellenic Delegate's report/Ruth Rysdon Miller award applications each year. Cast Sigma Kappa's vote for all NPC legislation and policy. Sigma Kappa Sorority Panhellenic Delegate Handbook page 8 Serve College and Alumnae Panhellenics as Area Advisors. Panhellenic Coordinators Panhellenic coordinators provide an additional layer of College Panhellenic chapter support. They work in partnership with members of the Sigma Kappa NPC delegation. These alumnae volunteers should be your first contact when seeking out assistance for College Panhellenic matters. Their contact information can be found in Live Sigma Kappa. As the College Panhellenic delegate, you should consult the Panhellenic coordinator: If the College Panhellenic considers amendments to the constitution, bylaws, standing rules and recruitment guidelines or rules. If the College Panhellenic recruitment code of ethics, guidelines/rules are revised. If the college or university proposes a Standards Document, Recognition Agreement, Vision/Relationship Statement, or Fraternal Organization Compliance Criteria for fraternities and sororities. If the College Panhellenic or college/university administration considers alcohol/risk management or social policies and procedures. If the College Panhellenic considers extension by adding another sorority. If you have questions regarding interpretation of the NPC Unanimous Agreements, or any information contained in the NPC Manual of Information. If and when the College Panhellenic discusses adjusting campus total. If your chapter files a recruitment infraction against another sorority, or if a recruitment infraction is filed against Sigma Kappa. If discussions of recruitment style changes are initiated by the College Panhellenic. If you need ideas for chapter programs on College Panhellenic matters. If you need ideas for College Panhellenic activities or programs which can be sponsored by your chapter. If you need information regarding your regional leadership conference, i.e. SEPC, NGLA, SGLC, AFLV-Central, AFLV-West. If your chapter or its members are asked to complete a survey, questionnaire, or participate in a research project of any kind. If your chapter is approached or contacted by media or production companies seeking information. Sigma Kappa Sorority Panhellenic Delegate Handbook page 9 WHAT IS THE NATIONAL PANHELLENIC CONFERENCE? The National Panhellenic Conference (NPC), founded in 1902, provides support and guidance for its 26 member inter/national member sororities, and serves as the national voice on contemporary issues of sorority life. NPC is one of the oldest and largest women's membership organizations representing more than 4 million women at 655 college/university campuses and 4,500 local alumnae chapters in the U.S. and Canada. Each year, NPC-affiliated collegians and alumnae donate more than $5 million to worthy causes, provide $2.8 million in scholarships to women and volunteer 500,000 hours in their communities. The National Panhellenic Conference General Information Additional important facts about NPC include: Sigma Kappa was the eleventh group to join NPC, in 1905. Each inter/national sorority selects an NPC delegate and three alternates. These women are alumnae volunteers. NPC meets as a delegation body annually, and officers rotate biennially. Sigma Kappa's NPC delegate Donna Crain King began her rotation as Vice Chair of NPC in October 2013, and will continue as Chairman in 2015. This is an exciting time for Sigma Kappa, as it only happens every 52 years! College Panhellenics are the campus counterpart of the NPC. Mirroring NPC, each chapter on a campus elects or appoints a delegate who attends the meetings of the College Panhellenic council, representing the interests of her organization and casting votes on behalf of her organization (the College Panhellenic Delegate). NPC provides a framework by which a College Panhellenic operates, including tenets all College and Alumnae Panhellenics are bound to uphold; the NPC Unanimous Agreements, policies and best practices. A College Panhellenic exercises the right to enforce its own rules and procedures, especially when it pertains to recruitment through a judicial procedures process. For example; if a chapter is found guilty of a recruitment infraction, the College Panhellenic determines and imposes sanctions. Most College Panhellenics are advised by the fraternity/sorority advisor or College Panhellenic Advisor, as determined by the college/university. This person is a great resource! Sigma Kappa encourages collegiate members to pursue leadership positions in their College Panhellenic, which will enhance their sorority experience. Many College Panhellenic positions require prior experience as a College Panhellenic Sigma Kappa Sorority Panhellenic Delegate Handbook page 10 Delegate, so long-term interest in Panhellenic is important to consider when electing this position. As colleges and universities have College Panhellenics, many cities have Alumnae Panhellenics. Their activities may include: hosting high school sorority informational gatherings, organizing philanthropy events, and presenting scholarships to deserving College Panhellenic women. As an alumna, you will have opportunities to volunteer with an Alumnae Panhellenic. There are ten NPC Unanimous Agreements, as outlined in the NPC Manual of Information. All member organizations of the NPC unanimously approved to uphold these agreements at all times. Mutual support is the strength of NPC. A sorority chapter cannot succeed without the cooperation of the other NPC groups. NPC is not a regulatory body. Through the establishment of unanimous agreements that are binding on all member groups and the adoption of policies, NPC provides guidance and direction to College and Alumnae Panhellenics. NPC has no punitive powers. All authority rests in the individual member groups. The NPC Area Advisor The NPC area advisor is one of approximately 45 women serving as advisors to college Panhellenics across the country. Her responsibilities are to: Provide guidance to College Panhellenic councils in an assigned state or region. Inform College Panhellenics of the latest changes and recommendations of NPC. Review the College Panhellenic bylaws, and recruitment rules and guidelines. Provide resources to strengthen recruitment and other Panhellenic programs. Note: The NPC area advisor is usually contacted only by the College Panhellenic president, the fraternity/sorority advisor or by a Sigma Kappa NPC delegation member. All Sigma Kappa chapter issues should be referred to your assigned Panhellenic coordinator. The NPC Manual of Information This NPC resource contains the NPC Unanimous Agreements, policies pertaining to recruitment, extension, judicial procedures, and other best practices and guidelines for College and Alumnae Panhellenics. The manual is available in Live Sigma Kappa. Every College Panhellenic delegate serving Sigma Kappa should download and review this manual. It should be used as a resource along with the College Panhellenic bylaws/standing rules and recruitment rules and guidelines. Any questions regarding content should be directed to your assigned Panhellenic coordinator. NPC Unanimous Agreements Sigma Kappa Sorority Panhellenic Delegate Handbook page 11 The NPC Unanimous Agreements provide the basis for the relationship among the sororities that comprise the National Panhellenic Conference. Through these agreements, member groups have established the standards of conduct and fundamental operating procedures for the Conference as well as College and Alumnae Panhellenics. The NPC Unanimous Agreements are affirmed by all 26 sororities and signed by each NPC delegate and national president to ensure the organization's commitment to the agreements. Because of this mutual understanding, every college and alumnae Panhellenic must adhere to the provisions and procedures outlined in the Unanimous Agreements. Areas range from the prohibition of membership in more than one NPC sorority, to a declaration of the sovereignty of each member group. As the College Panhellenic delegate, it is imperative that you know the Unanimous Agreements to help ensure the compliance of the College Panhellenic community. The NPC Unanimous Agreements can be found in the current edition of the NPC Manual of Information. All questions regarding these agreements should be forwarded to your assigned Panhellenic coordinator. NPC Policies and Best Practices NPC has adopted resolutions over the years that have become policies, procedures and best practices for conducting the business of NPC and College and Alumnae Panhellenics. These can be found in the NPC Manual of Information. It is essential that every College Panhellenic delegate be familiar with these policies for the protection of her Sigma Kappa chapter. Among the areas addressed in the policies are academic excellence, membership recruitment, hazing, philanthropic programming, and positions on alcohol-related issues. Your assigned Panhellenic coordinator should be contacted if you have questions about the NPC policies and best practices. Alumnae Panhellenics As colleges and universities have their Panhellenic associations, many communities have Alumnae Panhellenic groups (also referred to as city Panhellenics). Many of their activities are similar to those of the College Panhellenics, including holding sorority information sessions for high school students and philanthropy events. Most Alumnae Panhellenics present scholarships to deserving College Panhellenic women. As a Sigma Kappa alumna, you will continue to have many opportunities to volunteer as a member of the fraternity/sorority community through involvement in an Alumnae Panhellenic. Sigma Kappa Sorority Panhellenic Delegate Handbook page 12 PANHELLENIC AND YOUR CAMPUS The College Panhellenic council is the local governing body of all recognized women's fraternities and sororities on a campus. It is composed of one chapter delegate and an alternate delegate (if applicable) from each sorority chapter represented on that campus. The College Panhellenic is responsible for local Panhellenic operations in accordance with the NPC unanimous agreements, policies and best practices. College Panhellenic Advisor or Fraternity/Sorority Advisor The fraternity/sorority or College Panhellenic advisor is the person determined by the college/university to advise the College Panhellenic community. There are unique circumstances when a College Panhellenic advisor may be a volunteer sorority woman from the community, if the resources are not available through the institution. The College Panhellenic advisor or fraternity/sorority advisor is a valuable resource to assist you and provide the College Panhellenic with guidance and advice. It would be a good idea to build a relationship with this person by setting up time to meet with them at least once over the course of your term as delegate. Honorary Fraternal Organizations College Panhellenics may offer opportunities for involvement in honorary organizations such as Order of Omega, Rho Lambda, and Gamma Sigma Alpha. Chapter members should be encouraged to participate whenever possible. If applications are required for membership to any of these organizations or associations, enlist the chapter's executive council to identify members of your chapter who might be eligible. If your campus does not host any of these organizations, discuss the possibility of starting one with the fraternity/sorority or College Panhellenic advisor. Leadership Opportunities Sigma Kappa encourages College Panhellenic delegates to pursue leadership positions in the College Panhellenic. Becoming a College Panhellenic officer or committee chairman will not only enhance the experience of participating in the College Panhellenic, but it is also great public relations for Sigma Kappa. When considering a leadership position, it is often necessary to think long term. For example, if officers are elected, the president and/or vice president positions on the College Panhellenic may require previous service as a College Panhellenic delegate or committee member. Electing or appointing a member as the College Panhellenic delegate or alternate delegate with a long-term interest in and commitment to the College Panhellenic will provide a greater opportunity for Sigma Kappa members to secure leadership positions in the College Panhellenic. Be sure to let your Panhellenic coordinator know if someone from your chapter is elected to a College Panhellenic leadership position so she can be Sigma Kappa Sorority Panhellenic Delegate Handbook page 13 recognized! Extension The process of inviting another sorority to campus is called extension. Extension can be positive because it continues the growth of the College Panhellenic community. Before this process begins, an evaluation of the current community must confirm that the college/university can support another NPC member organization. You must contact the Panhellenic coordinator when your campus begins discussing extension. Fraternity/Sorority Relations As part of the fraternity/sorority community, we support other fraternal organizations and councils. We are often asked to participate in other organizations' events, such as philanthropic efforts, educational programs, social events, and more. As College Panhellenic delegate, you are responsible for encouraging your chapter members to interact with other councils and organizations, including attending their events. However, care must be taken to ensure that Sigma Kappa's participation in other organizations' events is compliant with Sigma Kappa's risk management policy, and upholds our organization's standards. Educating the Chapter on Panhellenic It is the College Panhellenic delegate's responsibility to educate the chapter on the role and responsibility of the College Panhellenic. Each semester, you should consider conducting an educational program during an informal meeting. The programs available in Workshop Warehouse in Live Sigma Kappa are an excellent resource. Consult the chapter vice president of programming (VPP) to coordinate this program, and work with the vice president of new member education (VPNME) to help the new members learn about Panhellenic. Other topics for chapter education might include: College Panhellenic committee involvement and leadership opportunities. Regional Panhellenic conference opportunities. Inviting the fraternity/sorority or Panhellenic advisor to speak about their role. Programs Sigma Kappa May Direct or Initiate for the College Panhellenic Sigma Kappa encourages each chapter to get involved in the College Panhellenic. Sponsoring programs for all fraternity and sorority members is a great way to foster interfraternal relationships. The following are ideas to assist in that effort. Discuss these ideas with the College Panhellenic advisor or fraternity/sorority advisor and seek her/his assistance in planning Sigma Kappa Sorority Panhellenic Delegate Handbook page 14 the event. Non-alcoholic fraternity/sorority mixer using a fun theme with "mocktails" Sexual assault prevention seminar Women's health speaker Recruitment conversation workshop Cultural awareness workshop Risk management program Faculty appreciation dinner or other event Sponsor a College Panhellenic philanthropy event Non-competitive Greek Week activities Leadership conference Host officer roundtables Dessert for all College Panhellenic women who made the Dean's list the previous term Co-sponsor a study skills workshop with campus resources provided Host a new member program or event Dinner exchange program for sorority chapters Programs sponsored by Sigma Kappa for the College Panhellenic should be included in the chapter's College Panhellenic Delegate's report/Rysdon Miller award application. College Panhellenic Delegate's Annual Report/Ruth Rysdon Miller Award Application The College Panhellenic Delegate's Report/Ruth Rysdon Miller award application serves as the basis for determining the Ruth Rysdon Miller Panhellenic award each year. It is the responsibility of the College Panhellenic delegate to properly complete and submit the report on time via SmarterSelect. Questions regarding the report should be sent to your Panhellenic coordinator. Copies of reports should be kept in chapter files for at least three years, allowing for evaluation of previous activities and generation of new ideas. The report form is located online in the Panhellenic delegate annual supplies, for your review throughout the year. When you are ready to submit the report, you will need to do so via SmarterSelect, following the instructions at the top of the report form. All chapters must submit the report annually in December. The College Panhellenic Delegate's Role in Recruitment As recruitment is often a topic of College Panhellenic discussion and governance, it is important for College Panhellenic delegates to have a strong understanding of recruitment policies and guidelines, as well as to have clear lines of communication with the VPM, chapter leadership, general chapter members, advisors, and your Panhellenic Sigma Kappa Sorority Panhellenic Delegate Handbook page 15 coordinator. Recruitment is the lifeblood of the College Panhellenic community, and ultimately, your chapter. A well designed and executed recruitment is good public relations for your community, resulting in making new friends and new members. Recruitment includes everything we do all year as chapters, and as a College Panhellenic community. Other students watch what we do and what we stand for, and therefore determine if they want to be involved. It is important for the College Panhellenic to reach out to new and current students, parents, faculty, staff, and community organizations to educate them about College Panhellenic membership and how it can positively impact students and communities. Ensure your College Panhellenic is doing this on a year-round basis. Sigma Kappa Sorority Panhellenic Delegate Handbook page 16 SIGMA KAPPA Voices Strong Hearts United. 695 PRO MED LANE, SUITE 300 CARMEL, IN 46032 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority Panhellenic Delegate Handbook . page 17