Sigma Kappa Handbook for the Public Relations Chairman 2020 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 2020 Sigma Kappa Sorority Sigma Kappa Sorority Public Relations Chairman Handbook page 2 TABLE OF CONTENTS The Public Relations Chairman 4 Resources 5 Advisor to the Collegiate Public Relations Chairman 5 Working with Other Officers 6 Public Relations Committee 6 What is Public Relations? 8 Sigma Kappa's Publics 8 Sigma Kappa's Image 8 Advertising & Publicity 9 What is Promotion? 10 Creating a Public Relations Program 11 Research 11 Assessing Chapter Reputation 11 Building Your PR Program 12 Promotion Plans for Events and Accomplishments 13 Evaluation 14 Promoting Chapter Events/Accomplishments 15 What to Promote 15 Spotlight on Recruitment 16 Public Relations Strategies 17 Guidelines for Communication during Risk Management Situations 20 Additional Public Relations Ideas and Initiatives 21 Sigma Kappa Sorority Public Relations Chairman Handbook page 3 THE PUBLIC RELATIONS CHAIRMAN The public relations (PR) chairman is elected or appointed by the chapter and is responsible for developing and implementing a public relations plan for the chapter. This includes promotion of the chapter internally and externally, including the management of chapter social media and marketing initiatives. The PR chairman reports to the vice president of communications and operations (VPCO). In light of these responsibilities, the PR chairman must do the following: Read, comprehend and follow the Sigma Kappa Brand Style Guide. Read, comprehend and follow the Handbook for the Public Relations Chairman, the National Policy Handbook and the chapter's Code of Conduct. Access and watch all training modules associated with the PR chairman role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Work with the vice president of communication and operations (VPCO) on all chapter correspondence. Work with VPCO and other chapter members to establish and continually implement the chapter's brand identity. Conduct on-going conversations to ensure that all chapters members buy-in and support "who we are". Analyze the chapter's current public relations plan to continually move the plan forward and make improvements. Work closely with the public relations committee in developing and implementing the public relations plan and submit the Public Relations Program Report by the due date shown on the form. Plan and execute public relations events for community stakeholders (faculty/administration personnel or university/campus or parents). Work with the Panhellenic delegate to host or sponsor a public relations event or activity for the fraternity/sorority community. Manage chapter social media channels and create engaging content to promote chapter events, activities and members. Educate chapter members on the importance of proper use of Sigma Kappa brand and visual standards in all communications pieces and provide access to visual identity resources, such as PowerPoint templates, name badges, newsletter Sigma Kappa Sorority Public Relations Chairman Handbook page 4 templates, flyers, stationery and social media graphics. Create a chapter mindset that each member is responsible for good PR. Everything that our members do contributes to the chapter reputation. Work with the vice president of programming (VPP) to provide education for the chapter on what is and is not appropriate to post on personal social media accounts. Work closely with the chapter's webmaster to leverage the website in the chapter's public relations activities (i.e., include the chapter website link on flyers, press releases, advertisements, etc.) Also, help ensure the chapter website is up to date with information and photos. Assist the Sigma Kappa Triangle correspondent with compiling member accomplishments to be highlighted in articles for the magazine and national website. Complete the Public Relations Chairman Report/Outstanding Public Relations Programming Award Application. 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. Resources The PR chairman must have certain resources and materials to properly do the job. They are as follows. Many of these can be found on the members only side of the Sigma Kappa website: 1. Sigma Kappa Brand Style Guide 2. Handbook for the Public Relations Chairman 3. National Policy Handbook 4. Public Relations Program Report 5. Public Relations Chairman Report/Outstanding Public Relations Programming Award Application 6. A list of goals for the position 7. Recommendations and past promotional materials from the predecessor 8. Chapter budget for public relations activities 9. Community resources, including contact information for printing companies, newspapers, etc. 10. College/University calendar 11. Panhellenic calendar of events 12. Names and contact information for: a. Advisor to the PR chairman or advisory board supervisor (ABS) b. Collegiate public relations coordinator C. Other fraternities and sororities on campus Sigma Kappa Sorority Public Relations Chairman Handbook page 5 d. University officials and pertinent faculty and staff members, such as the campus activities or student involvement office 13. OmegaOne administrator access Advisor to the Public Relations Chairman The advisor to the PR chairman provides continuity in a chapter's public relations program. She is a member of the advisory board. Review the module in SKILLab to learn more about developing a relationship with your advisor. What If You Do Not Have an Advisor? If you do not have an advisor, there are several other resources to look to for assistance: Advisory board supervisor Collegiate public relations coordinator Collegiate coordinator Contact information for these volunteers is located on the Sigma Kappa website. Working with Other Officers The PR chairman, webmaster and the Sigma Kappa Triangle correspondent work directly with the VPCO by serving as members of her team. It is the responsibility of the VPCO to support, advise and coordinate the activities of these chairmen. The following may guide the PR chairman in working closely with her team: Attend meetings to discuss projects, plans and activities of all four offices to ensure the proper coordination and balance of programs and activities. Work closely together and support each other's programs and activities. Look for ways to collaborate on programs and activities. Public Relations Committee Effective public relations includes the use of a committee to work closely in executing the public relations plan. Chapter sizes and needs determine the size and responsibilities of the committee. Committee members are selected or appointed by the VPP or executive council. The purpose of the public relations committee is to work with the PR chairman in: Promoting Sigma Kappa to the public and developing relationships within the community. Sigma Kappa Sorority Public Relations Chairman Handbook page 6 Promoting chapter events and accomplishments. Collaborating with the webmaster to utilize the chapter website and social media when promoting chapter events. Planning and executing public relations activities for community stakeholders (faculty/administration personnel or university/campus or parents). Hosting or sponsoring a public relations event or activity for the fraternity/sorority community. Assisting members and new members in connecting with other student organizations and encouraging leadership in those organizations. Evaluating the chapter public relations plan each term. Meetings are chaired by the PR chairman, and should be held bi-weekly. Meetings are open to any member of the chapter, and should include all committee members and the PR advisor. Delegation of Responsibilities Each committee member or pairs of members may take responsibility for a different aspect of the public relations plan. For example, the following areas may be delegated: Working with the vice president of philanthropic service (VPPS) to promote philanthropy and service events, including the Ultra Violet campaign, the Week of Giving, and other service projects. Working with the vice president of membership (VPM) and COB Chairman to promote on-going Sigma Kappa recruitment events. Working with the vice president of academic excellence (VPAE) to promote members' academic and professional achievements. Working with the vice president of alumnae relations (VPAR) to promote alumnae events, support alumnae communication, and other engagement opportunities. Posting on chapter social media accounts regularly. Reviewing and updating the chapter website regularly. Planning a public relations event for community stakeholders (faculty/administration personnel or university/campus or parents). Working with the Panhellenic delegate to host or sponsor a public relations event or activity for the fraternity/sorority community. Sigma Kappa Sorority Public Relations Chairman Handbook page 7 WHAT IS PUBLIC RELATIONS? Public relations is the function that maintains an organization's relationship with society in a way that most effectively achieves the organization's goals. It is a concept that encompasses an organization's publics, image, publicity, advertising and promotion. Sigma Kappa's Publics Sigma Kappa's publics are the people, organizations and entities that are associated with the Sorority in some way. Developing a relationship with our publics is a major component of a public relations program. Our publics include: Alumnae The fraternity/sorority advisor Collegians All fraternity/sorority chapters Potential New members and councils on campus or in the Family members community Parents Other student organizations Advisors/Corporation Board Unaffiliated students Members Neighbors National officers The community at large Campus faculty/staff Media Campus administration Local businesses Sigma Kappa Sorority . Public Relations Chairman Handbook page 8 Area high schools Social and philanthropic organizations Sigma Kappa's Image Image is the sum total of all the things that are said by and about an organization combined with all the impressions it creates by its own actions. Visually, the Sigma Kappa image must be consistent from chapter to chapter. The Sigma Kappa Brand Style Guide gives clear direction on the reproduction of our logo, tagline, fonts, colors and coat-of-arms. These standards unify us as a national organization. For more guidance on how to use the Sigma Kappa brand, review the brand guidelines module in SKILLab. A Sigma Kappa chapter might create a positive image by: Complying with the Sigma Kappa brand standards Producing only quality publicity items Making a positive presentation, both individually and collectively, before the public Exhibiting Sigma Kappa's values while interacting with others Actively participating in activities outside of Sigma Kappa Speaking well of the chapter, the university, the community and other organizations Supporting all chapter programs, activities and events Chapter Image In addition to the Sigma Kappa image, each chapter has an image or brand on its respective campus that shares who they are to others. The PR Chairman is responsible for educating and ensuring that all chapter members understand and support the chapter brand. Examples of ways to implement and support a chapter brand: Work with the VPP to conduct a "Who Are We- Branding Workshop" to help identify and create a brand statement Share supporting content on social media channels that reflect the chapter brand statement Utilize the brand statement tied to recruiting PR efforts and other campus events Regularly meet and ask for feedback from VPCO and other chapter members tied to the chapter brand statement Advertising and Publicity Advertising is purchased media coverage of programs, events, etc. Advertising alone is not public relations. Publicity is non-purchased media coverage of programs and Sigma Kappa Sorority Public Relations Chairman Handbook page 9 informational materials distributed by chapters. Publicity alone is not public relations. Examples of advertising might include but are not limited to: Newspaper and magazine advertisements Social media advertisements Paid radio and television spots Campus publications Examples of publicity might include but are not limited to: Press releases Table tents Videos Announcements to Social media posts and website campus/community organizations announcements T-shirts Word of mouth Free tickets Sigma Kappa Triangle articles and Calendars photographs Sidewalk chalk Tabling Sandwich boards Banners, signs, flyers, doorknob Display cases signs, etc. Window painting Buttons or stickers Bookmarks What is Promotion? Promotion is an overall plan for communicating information about a program and generating audience interest. The public relations committee, in consultation with respective chapter officers and chairmen, develops the promotion of an event or the organization and works together to implement it. Promotion can be a combination of advertising, publicity and developing relationships with specific publics. See below for an example of Ultra Violet Campaign promotions for a collegiate chapter: Advertising One 5x7 advertisement in the campus newspaper one week before the campaign One 5x7 advertisement in the campus newspaper during the week of the campaign Publicity Table tents on cafeteria tables Chalk sidewalks every day during the campaign Post flyers during the week of the campaign Sigma Kappa Sorority Public Relations Chairman Handbook page 10 Social media posts linking to the chapter website once per week in the month leading up to the event Public Address Panhellenic and other governing councils during one of Relations their meetings regarding details of the campaign two weeks before it starts Meet with the president of the local Alzheimer's Association to explain the benefits of the campaign Write a letter to members' parents and chapter alumnae informing them about how they can get involved CREATING A PUBLIC RELATIONS PLAN Developing and maintaining a comprehensive public relations plan requires time, creativity and energy. Follow the steps below to create and execute a successful public relations plan. If your chapter has already developed a comprehensive public relations plan, be sure to evaluate and update it based on these guidelines. Research Get to know your audience and the publics you serve by doing the following: Consider how you are going to communicate to your audience. What do they read, watch and listen to? Utilize surveys and one-on-one conversations to collect data. Sigma Kappa Sorority Public Relations Chairman Handbook page 11 Identify the past successes for your group and determine what would catch your audience's interest. Identify the variety of interests, achievements and lifestyles of your chapter members and capitalize on the talents of all members. Ask for ideas from other chapters, national headquarters (NHQ), your fraternity/sorority advisor and national volunteers. Identify the ideal image that you are working towards. Consider working with the VPP and/or VPM and turning this activity into a chapter workshop. Utilize the Chapter Image Evaluation Sheet in the PR chairman supplies on the members only side of the Sigma Kappa website. Assessing Chapter Reputation and Image At the beginning of the semester, meet with the executive council to discuss the chapter's image on campus. If there is time, meet with other chapter members to ensure buy-in from all. Use the discussion questions below to assess the chapter reputation and image and how to build your PR plan. What was your image of Sigma Kappa before you joined? Does it match up with what you see/do as a member? How would you describe Sigma Kappa to a nonmember? What do people say about Sigma Kappa on campus? What do we want them to say? Is there a negative reputation of Sigma Kappa that we need to change? What are the best things we have going for us? How do we stand out from other campus groups? If there was one thing you could change about our reputation, what would it be? What is happening on our campus regarding the fraternity/sorority community? What is the current climate? How are we relating to our many publics - campus, fraternity/sorority community, potential new members, alumnae, parents, other Sigma Kappa chapters? What chapter education do we need to work on? Collaborate with the VPCO regarding the executive council's expectations and PR recommendations. The VPCO should report regularly in executive council meetings on the status of the chapter's PR plan. Sigma Kappa Sorority Public Relations Chairman Handbook page 12 Meet with your PR committee and your advisor to discuss your chapter's reputation and image and how to build your PR plan. Use the discussion questions from the executive council meeting regarding chapter reputation to get more input and discuss implementation with the PR committee and other members. Based on your meetings with executive council, the PR committee, and other members, note the current state of your chapter's reputation and image, including strengths and growth areas. Determine your PR priorities for this year, how other chapter officers will be involved, and how you will use the PR program to create a strong identity for your chapter. Building Your PR Program Using your PR priorities and your chapter's identity, build a public relations program with the VPCO, PR committee and your advisor. Use the public relations program report as a guideline for your plan, which includes the following categories: Chapter reputation PR priorities Chapter identity Budget Chapter education Social media Website Public relations events/activities for community stakeholders Fraternity/sorority community visibility and relations Positive campus/community publicity Recruitment PR Alumnae Relations PR Parents/Family PR Scholarship PR Other Sigma Kappa Chapters PR Delegate roles to your committee members. Present your public relations plan to the chapter. You may want to share the PR priorities, chapter identity and an overview of your plans, or share in greater detail. Find a fun way to present the plan to your chapter, whether it is through an infographic, presentation or handout at a formal or informal chapter meeting. Sigma Kappa Sorority Public Relations Chairman Handbook page 13 Remind chapter members that all sisters are responsible for supporting and executing the PR plan and ensuring the chapter brand and image on campus is held to the highest standard. Collaborate with the VPCO, PR committee and your advisor to execute the PR plan, adjusting as necessary throughout the year. Collaborate with other officers tied to event and/or program needs throughout the course of your term. Use your collegiate public relations coordinator as an additional resource. Keep the chapter updated on the progress of the PR plan. Give regular status updates in formal chapter meetings. Check in with the VPCO, executive council, PR committee and your advisor regularly to assess if the chapter's PR priorities are continuing to create and build the intended chapter reputation and accurate chapter identity. Submit your public relations program report on SmarterSelect by the report deadline. Promotion Plans for Events and Accomplishments It is important to determine your objectives and goals as a public relations team using the following list: Review current chapter promotions, materials and events. Identify "holes" in the chapter's public relations plan. Which publics need more attention? Consider all publics/stakeholders, including parents, other campus and community organizations, faculty and staff, alumnae, etc. Plan additional events and initiatives to target those publics. Identify a list of existing chapter or member accomplishments to promote. Create a timeline, working with the committees planning events, if applicable. Identify important dates of the events to promote and their corresponding deadlines. Utilize your research to create a promotions plan for each event and accomplishment. Include all forms of advertisement, publicity and public relations you plan to utilize, with any deadlines, costs and details, such as number of copies to print, for each task. Work collaboratively with other officers on needs tied to events. Efforts are not the sole responsibility of the PR chairman. Identify committee members who will work on each segment of the campaign. Present the committee's plan to the chapter for buy-in. Get the entire chapter involved and excited about the campaign. Often, the best promotion comes from word of mouth. Consider chapter members as one of your publics as well. What do they think about the event? How can you get them excited? Sigma Kappa Sorority Public Relations Chairman Handbook page 14 As your campaign begins, keep the lines of communication open among all members. Keep them informed of significant accomplishments. Let them know when efforts need to be increased. This helps them to feel that they are all involved and part of the chapter's success. Evaluation What worked? What did not? Why? Which parts of the campaign can be repeated throughout the year? What can you do differently next year? As you are creating your event/campaign, determine how you will measure the success of the program. What does success mean to you? What does success mean as it relates to SOE? Success could include: number of event tickets sold, number of attendees, number of donations received, number of "likes" or "shares" on social media, etc. You could also utilize a survey to ask your publics about their awareness and perception of the event or accomplishment. Consider collecting names and email addresses from attendees so that you can follow up with them easily after the event concludes. Compare these results to those of previous years to get a picture of the effectiveness of the promotion, realizing that there are many other factors that also affect an event's success. Revisit the Chapter Image Evaluation Sheet by having members complete the evaluation and comparing the results to the initial evaluation. Use OmegaOne to poll/survey your chapter after the campaign to determine if they think it was successful & see if they have any suggestions for the next campaign. Communicating the plan to them before executing is crucial in this scenario, so they can provide helpful feedback. Sigma Kappa Sorority Public Relations Chairman Handbook page 15 PROMOTING CHAPTER EVENTS AND ACCOMPLISHMENTS If your chapter is already doing activities and earning accomplishments that are noteworthy to your stakeholders, ensure each event, project and honor is effectively promoted by utilizing the tips that follow. Work with the respective officers or chairmen for each area (if applicable) to make sure their public relations goals are being met. What to Promote There are many events and initiatives collegiate chapters should promote to their publics, including: Chapter events Collaborations with other student and community organizations, such as community projects, educational programs and non-alcoholic social events Philanthropy and service activities, including information about the cause benefited Other significant chapter activities such as Founders' Day, convention, Regional Leadership Conferences (RLC), scholarship banquets, etc. Welcoming new members and members who have returned from studying abroad Congratulating graduating seniors Significant chapter accomplishments: Academic National awards and Standards of Excellence (SOE) awards Fraternity/sorority community or Panhellenic honors the chapter has won Significant member accomplishments: Officers in other campus/local organizations Academic/professional honors Athletic achievements Significant community recognition Significant involvement/leadership initiatives in other organizations on campus Campus and community participation Homecoming Athletic team support, including support of women's sports and minor league local sports Other fraternity/sorority events the chapter has attended Sigma Kappa Sorority . Public Relations Chairman Handbook page 16 Community-wide events Assign a committee member or group of members to develop a plan for each event or accomplishment. They should consider the following: Budget: How much can be spent for the project? Is the figure realistic? How can the chapter use this amount most effectively? Audience: Who do you want to reach and what is the best manner to do this? Information: What information needs to be included on the promotional material? Answer the who, what, when and where questions. Resources: What resources are available? List people, talents, materials, etc. Location: Where will the materials have the most visibility on campus and in the community? Choose heavily traveled areas and give thought to placing information in different or unusual places. Schedule: How much time is available? What is the timeline? The optimum time to begin promoting an event is at least two or three weeks in advance of the scheduled activity. Develop a calendar with deadlines and monitor closely to keep on track. The member(s) working on the plan should present it to the entire public relations committee. They should discuss and approve or make changes to the final plan before the member(s) begin to execute it. Spotlight on Recruitment Achieve greater recruitment success and be a visible presence on campus and in the community by: Wearing badges/letters on designated days. Attending campus/community activities together wearing letters. Displaying a positive image of sorority life on social media, both on chapter pages and individual members' pages. Ensuring the chapter website and other social media outlets are up-to-date and positively reflect the chapter's intended image, realizing that many potential new members (PNMs) and parents view chapter websites and social media before recruitment. Wearing buttons on totes and backpacks, stickers on laptops and water bottles, displaying license plate holders, window decals on cars, etc. Hanging flyers welcoming students back to campus after breaks, wishing good luck on finals, wishing athletic teams good luck in upcoming games, etc. Research the campus and Panhellenic rules for posting flyers before printing. Sigma Kappa Sorority Public Relations Chairman Handbook page 17 Download and familiarize yourself with the Brand Style Guide, available on the members only side of the website under Toolbox, to ensure your flyers are consistent with Sigma Kappa visual standards. After posting, check the flyers often. Replace any that are damaged or missing. Creatively table on campus tied to finals or other key events to create goodwill and relationships with others. Working with the vice president of membership (VPM) on a values-based recruitment video. Collaborating with the VPM on other recruitment needs, such as recruitment flyers and using the Sigma Kappa brand in recruitment décor and signage. At least one PR committee member should attend recruitment committee meetings to discuss PR strategies. Public Relations Strategies As outlined previously, promotions can take a number of different forms. Combine multiple forms for maximum impact. Consider some of the following promotions: Using banners, flyers and table tents for publicity Banners can be made for the following events: Week of Giving/Founders' Day Congratulatory banners or signs wishing other chapters good luck on their philanthropies, finals, recruitment, etc. Greek Week Individual member honors Welcoming visiting national officers Thanking advisory/corporation board members Supporting the college/university sports teams Chapter awards and honors Welcoming new members Congratulating graduating seniors To use banners/flyers and other printed materials effectively, make sure Sigma Kappa is prominently displayed, using brand standards at all times. Make sure you are using the most up-to-date version of Sigma Kappa's brand by downloading the logos and Brand Style Guide from the members only side of the website under Toolbox. Ensure all items look professional and are able to withstand weather/handling. Posters/banners/flyer/table tents should be changed at least once a week to avoid being boring. The message should be kept current and timely. Choose locations wisely, Sigma Kappa Sorority Public Relations Chairman Handbook page 18 including high traffic areas. Target the location to the message you are sending. For example, if you are honoring a science professor as the Sigma Kappa professor of the month, target the science building. Consider locations off-campus as well, including bulletin boards in coffee shops, grocery stores and apartment buildings. Ensure that you check and follow all posting guidelines for campus and community buildings before posting! When using photos in flyers and other items, use a professionally taken photo that shows Sigma Kappa at our best. Include a caption describing the event or occasion when the picture was taken. Always include the chapter website and a contact name and phone number or email address on the flyer. Advertising in Campus/Community Newspapers The same guidelines for flyers and banners apply to newspaper advertisements, with some additional considerations: Make sure you are aware of advertising deadlines. Ask the paper's editor which day of the week is "most read" and place your ad on a day when circulation is high. Most newspapers have an advertising "account representative" who can create an advertisement using text that you provide. This will help you achieve a more professional look and layout. Reference the Brand Style Guide prior to submitting any advertisement for publication. Social Media Posts Social media posts are a powerful medium for sharing information and gaining the attention of your publics. Create and utilize your chapter's Facebook, Twitter, Instagram accounts to effectively promote your chapter's events, sisterhood, special recognitions and announcements. Some ideas for positive social media posts include, but are not limited to: "Sister of the Week" shout-outs: posting a picture of the week's winner. Highlight new members, the executive council, or graduating seniors with a picture and short bio (hometown, favorite foods, their major, campus involvement). Videos highlighting our sorority values, for example, a 60-second video on loyalty featuring photos and videos of chapter members and events. Highlight members and their reasons why they chose Sigma Kappa or love Sigma Kappa. Event announcements, with increasing frequency as the date approaches. Sigma Kappa Sorority Public Relations Chairman Handbook page 19 Utilizing unique hashtags, such as #SigmaKappaSaturday, that chapter members can follow weekly to post positive images and/or "taglines" of sisterhood. Group photos at a special chapter event such as sisterhood retreat, scholarship banquet or service project. Highlight alumnae that are excelling in their careers or achieve personal accomplishments. Chapter members' participation in campus and/or fraternity/sorority community events such as Greek Week, Panhellenic badge days or campus homecoming events. Publicizing the academic and professional achievements of members. Though this is often the fastest, easiest method of promotion, special care and attention should be considered when posting on social media. Be sure not to post anything that may compromise the integrity or image of the chapter, its members or the organization as a whole, in addition to those of other organizations and individuals. Only positive images and language should be used. Be sure to limit access to any chapter-wide accounts to only the necessary officers and advisors. Change the login information and password(s) each term to protect the privacy of these accounts. You should work with the VPP to host a workshop to educate the chapter on what is and is not appropriate to post. Don't be afraid to get creative! A great tool you can use when explaining social media to your chapter members is the "Should I Post This on Social Media?" flowchart, which can be found in your annual supplies. Chapter members should also be aware that any activity can potentially be photographed or filmed, then shared without their knowledge. Once content is on social media, it's difficult to remove. Posts can sometimes become viral in a way that you or your chapter may not expect, bringing unwanted attention to your chapter and the organization. It is important to remember that we are an organization with varying opinions on a number of topics. It does not violate Sigma Kappa national policy to be photographed in letters. Our bylaws call on us to treat each member with care, respect and tolerance. Additional information related to social media can be found in the National Policy Handbook section on Internet and Related Technology Policy. Photos If your chapter had a photoshoot for recruitment, graduation or a philanthropy event, share these photos with NHQ. The national organization is always looking for new, high- quality images to include on Sigma Kappa's social media, website, marketing materials Sigma Kappa Sorority Public Relations Chairman Handbook page 20 and branded items. Send full-size high resolution photos to photos@sigmakappa.org. If the photos are too large to include in an email, you can share a Google Drive or Dropbox folder as well. Press Releases Send a press release and/or photos to your campus/community paper on all philanthropy projects, Walk to End Alzheimer's participation and chapter events that invite the participation of other organizations or campus/community members. Access your annual supplies on the members only side of the Sigma Kappa website for helpful press release templates. GUIDELINES FOR COMMUNICATION DURING RISK MANAGEMENT SITUATIONS While press releases are extremely beneficial for gaining publicity for chapter events, do not release information related to risk management issues. Though you may be asked for information in such a scenario, it is crucial to remember that no chapter members should communicate with the media or press regarding risk management incidents. Members are not permitted to talk to the media regarding a crisis situation or risk management violation related to Sigma Kappa, as the national organization needs to manage the message coming from the organization to ensure alignment with local and national laws, wishes of family and coordination with law enforcement and/or university leadership. Posting on social media or the chapter's website is considered a public statement that can be used by the media. Therefore, members are instructed not to post on personal or chapter social media pages about the situation, regardless of whether the page is set to public or private settings. Members are instructed to wait until the national organization makes a statement, then they can share that statement from the national organization's social media accounts, citing that it's coming from the national organization. This helps prevent the spread of information from unconfirmed sources. The national organization has a strict process in place that allows time for staff to gather factual information, assess the situation, and determine the best Sigma Kappa Sorority Public Relations Chairman Handbook page 21 response. Chapter officers and members are not authorized or permitted to sign, act, or speak on behalf of the national organization. Members should reach out to an advisor, a member of the collegiate services team, or someone from the communication team with questions or concerns. The national organization advises against a chapter as a whole from sharing Go Fund Me information, since it is not possible to conduct the due diligence necessary to ensure a fraudulent site is not being supported. ADDITIONAL PUBLIC RELATIONS IDEAS AND INITIATIVES Effective public relations encompass more than just promoting individual chapter events. See below for additional ideas to show your ideal chapter image to your publics: Establish a weekly Sigma Kappa letter and/or badge day. Designate a particular day of the week in which members will wear Sigma Kappa letters and another day in which members will wear their badges. Encourage each member to place a Sigma Kappa sticker or decal on her vehicle and/or a Sigma Kappa button on her backpack or tote. If the budget allows, the PR chairman could distribute decals/stickers at one of the first meetings of the year to all chapter members. Another idea is for the PR chairman to spotlight sisters who do positive things to promote the sorority. During chapter meeting, these sisters could be announced and given decals as an award. Congratulate, welcome or recognize another organization on campus and/or its members. Deliver snacks or candy before other chapters' recruitments, for the holidays, for finals, etc. Send notes to other sororities and fraternities on their Founders' Day. Sigma Kappa Sorority Public Relations Chairman Handbook page 22 Sponsor a movie night and invite another sorority to the chapter to view the movie. Host a fraternity/sorority new member event (barbeques, potlucks, movie night, etc.) Support other chapters' philanthropies. Deliver snacks or candy to residence hall lobbies, cafeterias and at sporting events, with notes that say "Welcome back!" "Happy Thanksgiving" "Good luck on exams" or "Go [sports team]!" Each tag should also include Sigma Kappa's logo or "from the sisters of Sigma Kappa" so others can recognize who sponsored the treat. Host tabling events corresponding to local or national initiatives, like National Hazing Prevention Week in September. Host a lecture on campus featuring a professional speaker or university presenter on an educational topic and invite the fraternity/sorority community. Have members who live in residence halls hang Sigma Kappa signs on their doors. Give each member Sigma Kappa pens for them to give away when someone asks for a pen in class. Treat professors with a dinner (each member invites a professor), Sigma Kappa professor of the month or other award or recognition for faculty/staff. Send congratulatory notes to administrators and professors for promotions, publications, grants and awards. Have each member give their professors a snack or candy with a gift tag from Sigma Kappa. Sponsor a dessert reception to introduce the Panhellenic advisor and executive council to members. Send holiday cards to the Panhellenic advisor and other administrators who work closely with students. Provide refreshments at a Panhellenic or other governing council meeting. Plan an ice cream social where each member invites someone from another organization on campus. Hold a house director brunch in honor of all sorority house directors. Hang signs and banners welcoming alumnae for Homecoming, parents for Parents' Weekend, etc. Hand out free hot cocoa and temporary face tattoos before a football game on campus. Hold a "trunk or treat" event on campus and invite families of faculty/staff. Engage athletic teams, student organizations and clubs, and campus professionals as participants. Coordinate activities specifically designed for parents such as a weekend dedicated to mothers, fathers, or family, in collaboration with the vice president of alumnae relations (VPAR). Sigma Kappa Sorority Public Relations Chairman Handbook page 23 Help with student move-in day on your campus (wear Sigma Kappa attire). Send thank you notes to the university president, fraternity/sorority community office, and administrators for their work and their support of the fraternity/sorority community. Sigma Kappa Sorority . Public Relations Chairman Handbook page 24 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 . Public Relations Chairman Handbook . page 25