SIGMA KAPPA Voices Strong. Hearts United. Handbook for the President 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. © 2015 Sigma Kappa Sorority Sigma Kappa Sorority President Handbook page 2 TABLE OF CONTENTS The Chapter President 5 Responsibilities of the President to: Manage officers and monitor chapter progress 5 Preside at meetings and ceremonies 5 Ensure policy compliance 5 Maintain frequent communication with advisors and NHQ 6 Maintain positive campus relations 6 Ensure housing/property policy compliance 6 Resources and the National Organization 8 Who is "Nationals"? 8 Who is National Council? 8 What is National Headquarters? 8 Additional People Resources in the Sorority 9 Visits by National Officers 9 The Sigma Kappa Foundation, Inc. 10 What is the National Housing Corporation? 10 Working with Chapter Officers 12 Managing Chapter Officers' Duties 12 Confronting Officers who do not Uphold the Duties of the Office 12 Removing a Member from Office 13 Meetings 14 Executive Council Meetings 14 Chapter Meetings 16 Formal Meetings 16 Basic Parliamentary Procedure 17 Informal Meetings 18 Standards of Excellence 19 Sigma Kappa Sorority President Handbook page 3 Harm Reduction 21 Risk Management Policies and Policy Violations 21 Hazing 22 Housing Safety 22 Social Events and Transportation 22 Social Function Review Forms 22 Advisory Board Responsibilities at Social Functions 23 Procedure in the Event of an Emergency or Tragedy 23 College Panhellenic 27 Membership Status 28 Changes in Membership Status 28 Ritual and Ceremonies 29 New Member Ceremony 29 Initiation 29 Order of the Triangle 30 Death of a Member 31 Founders' Day 31 Installation of Officers 31 Election of Officers 32 Procedures for Officer Elections 32 Organizing the Senior Slating Committee 32 Voting 33 Sigma Kappa Sorority President Handbook page 4 THE CHAPTER PRESIDENT The president is elected by the collegiate chapter and is responsible for the chapter's progress and guiding the chapter in achieving the Sigma Kappa Standards of Excellence (SOE). She is a member of the executive council and is responsible to the advisory board. As outlined in the Sigma Kappa Constitution and Bylaws, "The president shall preside at meetings of the chapter, call special meetings; officiate at Initiations and other ritual services; exercise general supervision of the chapter; see that the provisions of the Sigma Kappa Sorority President Handbook page 5 Constitution, Bylaws, standing rules and other regulations and rules are enforced and obeyed; and shall perform any such other duties as may be specifically assigned to her in a handbook or other set of rules relating to the office of the President as adopted by the National Council." In light of these responsibilities, the president must do the following tasks. They are grouped together as they relate to one another. Manage officers and monitor chapter progress: Work closely with the executive council to assure that officers and chairmen are performing their jobs as outlined in their respective handbooks. Ensure that chapter officers and chairmen are sending reports, minutes, programs and information to the advisors in a timely manner. Motivate and monitor chapter progress for SOE. Ensure that all officers have their annual supplies, as found in Live Sigma Kappa. Organize and plan officer elections, training and transition. Ensure appropriate officers attend convention and regional leadership conferences. Ensure that the Panhellenic delegate contacts the Panhellenic coordinator when your college Panhellenic council discusses changes to their constitution and bylaws or recruitment rules or considers adding a new sorority or adjusting chapter total. Ensure that the house manager and house director work together effectively. Ensure that the vice president of membership (VPM), social chairman and other officers coordinate functions at the chapter property with the house director in advance. Serve as an ex-officio member of all committees. Maintain accurate and relevant files to assist in the training of the next president. Preside at meetings and ceremonies: Preside at formal and informal chapter meetings, executive council meetings and all ritual ceremonies. Chair and serve as a contributing member of the executive council. Call meetings and organize an agenda for conducting chapter business. Ensure policy compliance: Ensure the chapter upholds the ideals and traditions of Sigma Kappa and guards the ritual and private documents of the Sorority. Serve as a role model for the chapter. Read, comprehend and abide by the Handbook for the President. Be knowledgeable about all policies and procedures. Review the Sigma Kappa Constitution and Bylaws and National Policy Handbook Sigma Kappa Sorority President Handbook page 6 with the chapter each fall. Understand all risk management policies and ensure the chapter understands proper emergency/crisis protocol. Understand, sign and promptly submit the anti-hazing statement annually. Understand that fraternity/sorority presidents who fail to prevent illegal acts by their members may face legal consequences and may be held personally responsible. Ensure the national organization is aware of chapter activity, problems and/or issues. Write and process all membership change petitions in a timely manner, and ensure proper procedure is followed. Inform, or ensure that standards council informs the advisory board supervisor (ABS) when suspension or expulsion of a member is under consideration. Immediately inform the ABS of any accidents or incidents concerning members. Maintain frequent communication with advisors and NHQ: Work closely with the ABS and other alumnae volunteers. Correspond with the ABS at least weekly, if not more (see template in Live Sigma Kappa). Follow through with all advisor requests for information, reports, or action expediently. Send all petitions to the ABS in a timely manner for consideration. Invite advisors to all chapter activities, and make arrangements for their visits. Ensure an advisor is in attendance at executive council, chapter, standards council, and new member meetings, as well as social activities, ritual ceremonies, membership recruitment functions, membership selection sessions and retreats. Contact national council if any member is asked to fill out a survey or questionnaire about any aspect of the national organization or local chapter. No member is to reply to such a request without permission of national council. Send copies of the local chapter rules, such as the Code of Conduct, to the ABS, the collegiate coordinator and the collegiate district director (CDD). Receive approval for local rules by the ABS. Provide the advisory board with the chapter calendar, roster of members and new members, and inform them of any changes made to the calendar. Ensure that advisors are properly thanked and recognized for their services every year. Recommend alumnae to the ABS as potential advisory board members. Maintain positive campus relations: Serve as the official representative of Sigma Kappa on campus. Meet regularly with the fraternity/sorority advisor or Panhellenic advisor, and maintain good relations with Panhellenic and the university administration. Sigma Kappa Sorority President Handbook page 7 Attend Panhellenic meetings when necessary. Oversee the chapter's reputation. Ensure housing/property policy compliance: May serve as chapter representative to, and voting member of, the corporation board (where applicable), dependent upon the corporation's bylaws. If the chapter president is not a chapter representative, she attends the meetings as an ex officio member. Assist the corporation board in the enforcement of the national and local house rules. Ensure that the chapter uses the room, suite, or house properly and with respect. Maintain an open line of communication with the house director by meeting with her at least once a week to discuss chapter issues, concerns and any other relevant matters. Ensure that members treat the house director with respect and that courtesies are extended to make her work with Sigma Kappa an enjoyable experience. Ensure that all members and new members, unless college rules prevent, live in the chapter space when the chapter or corporation owns or rents a house, suite, or residence hall floor and there is space available. Understand chapter property may not be loaned without first receiving permission from the corporation board (or advisory board if there is no corporation board). Ensure that proposals for all decorating or repair projects, purchase of equipment, or construction are submitted to the corporation board for approval before any purchase. Serve as assistant hostess with the house director, who is the official chapter hostess. Ensure that the house director is provided the chapter calendar. Invite the house director to all events and activities except those limited to members only. Provide an escort for her to the dining room daily and escorts for campus events. Assignments of escorts can be announced in chapter meeting for the week. Ensure that the house director and corporation board members are properly thanked and recognized for their services every year. Sigma Kappa Sorority President Handbook page 8 RESOURCES AND THE NATIONAL ORGANIZATION Who is Nationals? Each of us is a part of the national organization. National council is not "nationals." National headquarters (NHQ) is not "nationals." The term "nationals" does not exist but is frequently used by collegians and some alumnae. Every member of Sigma Kappa is a representative of our Sorority, all 156,000 of us! Who is National Council? The Sigma Kappa national council is selected by the membership to maintain the ideals of our Founders and ensure sorority growth and success. National council is composed of eight members. Each member is elected or appointed to a two year term of office and Sigma Kappa Sorority . President Handbook . page 9 is a volunteer. In simplistic terms, the national council operates in similar fashion to the chapter executive council. The eight women on national council work individually and collectively. Each woman has an area of direct supervision and provides input in the business proceedings of national council. The work of national council is demanding, therefore, each member relies on directors, CDDs, national chairmen and advisors to collect, analyze and summarize information on the organization and communicate it to council. The national council organizational chart can be viewed on the Sigma Kappa Sorority website. What is National Headquarters? NHQ is our administrative center. It houses the Sigma Kappa Foundation, Inc., the National Housing Corporation (NHC) and the Sorority. The executive director and staff are salaried employees. Most of the staff are members of Sigma Kappa. As the administrative center, the sorority staff at NHQ provide a variety of services to Sigma Kappa members and chapters, some of which include: Providing materials needed for effective chapter management and record maintenance, available through the chapter supply department. Annual supplies and additional resources on the Sorority's website. Servicing and maintaining collegiate chapter financial records, available on a fee- paid basis through the chapter accounting program (Billhighway). Processing official jewelry orders, including membership badges, new member pins and Order of the Triangle pins. Maintaining membership records on the computer system via chapter reports, address changes and updates to Dove Hub. Publishing the Sigma Kappa Triangle magazine. Preparing the administrative details of biennial conventions and annual programs such as the Regional Leadership Conferences (RLCs). Coordinating mailings, research and special projects to support the national officer structure of Sigma Kappa Sorority. Additional People Resources in the Sorority The national organization has a great web of people who support our chapters. The following list identifies these roles. Names and contact information for these volunteers can be found in Live Sigma Kappa. Sigma Kappa Sorority President Handbook page 10 National Vice President for Collegiate Chapters - She is responsible for all matters concerning the conduct and functioning of collegiate chapters, oversees the selection and training of field officers in charge of collegiate chapters, and directs all field officers engaged in chapter work. She supervises the work of the CDDs, CDD - colonies and new chapters CDD - specialized chapters and director of risk management. Collegiate District Director - These women are responsible for managing collegiate chapters and for recruiting and supervising the ABSs on a regional basis. The CDD serves as a liaison between the NVPCC and advisory boards. Other responsibilities include maintaining accurate chapter records, reports and statistics, evaluating Standards of Excellence (SOE) and making recommendations for collegiate awards. CDD - Colonies and New Chapters - The CDD - colonies and new chapters is responsible for managing new chapters for a period of three years post colonization. She develops a plan for transitioning new chapters to the established collegiate management structure. CDD - Specialized Chapters - The CDD - specialized chapters provides guidance and support to chapters selected for the Focused Chapter Operational Plan. She assists the chapter in identifying opportunities for growth and goal setting. Director of Risk Management - The director of risk management is appointed by national council to work closely with volunteers and the chapter members on harm reduction education. She ensures risk management policy violations are appropriately handled on the collegiate level and works with the programming team for member education. Collegiate Coordinator - The collegiate coordinator provides support to the district she oversees to provide support and assistance to the collegiate chapters and advisory boards in all areas of chapter management. Risk Management Coordinator - The risk management coordinator works to assure that all collegiate chapters are following National Policy Handbook requirements for risk management/harm reduction and coordinates follow up when chapters report issues. Advisory Board Supervisor - The ABS guides, advises and supports the chapter and monitors their progress towards SOE. The ABS assists with recruitment of advisory board personnel. She coordinates with other advisors to ensure attendance at all chapter meetings, new member meetings, ritual ceremonies and social functions. She educates and ensures the chapter follows all Sigma Kappa national policies, chapter Code of Conduct and procedures outlined in handbooks. The ABS reports immediately the suspicion or occurrence of all risk management incidents not previously reported by a chapter member to the risk management hotline: 888-877-7576. Sigma Kappa Sorority President Handbook page 11 Additional National Officers Working with Collegiate Chapters In addition to the members of the collegiate management team mentioned above, the national organization provides several resource people to assist collegiate chapters. More information about these resources and their responsibilities, along with names and addresses can be found online in Live Sigma Kappa. Visits by National Officers Visits by leadership consultants or national officers may be scheduled to help chapters with leadership development, recruitment and overall management. To prepare for these visits, see the resource in Live Sigma Kappa. The Sigma Kappa Foundation, Inc. The mission of the Sigma Kappa Foundation is to create and fund leadership, scholarship and philanthropic initiatives that reflect the values and spirit of Sigma Kappa Sorority. The Sigma Kappa Foundation carries out their mission by awarding scholarships to collegians and alumnae of Sigma Kappa, supporting educational programming such as RLCs, sponsoring speakers for national conventions, promoting leadership development programs and materials, awarding research grants to combat Alzheimer's disease and gerontology, contributing to the Maine Sea Coast Mission and giving financial assistance to Sigma Kappa alumnae with special needs. The Sigma Kappa Foundation, Inc., is funded through the generosity of collegiate and alumnae chapters and individual members of Sigma Kappa. Money is sent to the Foundation for distribution to the Maine Sea Coast Mission and for Alzheimer's disease and gerontology research. Contributions by individuals to the Foundation are tax deductible and all Sigma Kappas are encouraged to support Sigma Kappa through Foundation donations. These funds are also used to support the Sorority's educational programming for chapters and scholarships. An elected board of trustees governs the Foundation, which is made up of volunteer Sigma Kappas. Members of the board of trustees serve four-year terms and are appointed after nomination by the Foundation nominating committee. For more information on the Sigma Kappa Foundation and Foundation sponsored programs, visit www.SigmaKappaFoundation.org. What is the National Housing Corporation? The Sigma Kappa National Housing Corporation (NHC) is an independent legal entity. The purpose of the NHC, along with providing much needed services to ease the burden on our local housing corporations, is the pooling of assets to enable participating Sigma Kappa Sorority President Handbook page 12 corporations to have the ability to finance housing projects. The NHC holds title to selected sorority properties. It also manages the assets of the endowment fund. Supporting Property Management Sigma Kappa offers support and guidance for property management. The responsibility falls either under a corporation coordinator or corporation liaison depending upon participation in the NHC. All Sigma Kappa chapters not having a local corporation board or property committee were made participators in the NHC in 1994, when the NHC was incorporated. The participation of a local corporation in the NHC is by mutual agreement of both parties. Sigma Kappa has three types of local management groups for property: house corporation, property committee and decorating committee. The type of property management needed depends on the chapter's housing, employees and the fees collected to maintain the property. House Corporation A house corporation is a separately incorporated entity that has legal and binding obligations to pay the mortgage or lease payment, utilities, salaries, etc., while maintaining a safe, functional environment for collegians. All initiated members of the corporation's associated chapter are lifetime members of the house corporation, like shareholders of a corporation. The corporation board is the house corporation's board of directors, which is elected by the members of the corporation at its annual meeting. The board is responsible for the physical property, furnishings and employees. The corporation board must include at least two collegiate members with voting privileges. These are usually the chapter president, house manager or vice president of finance. A liaison from the advisory board is also encouraged to attend meetings of the corporation board as an ex-officio, non-voting member. A joint corporation board/advisory board meeting should be held at least once each year to discuss issues of mutual concern. Property Committee A property committee oversees chapter property and/or a housing facility. Chapters may have a property committee under the following conditions: The chapter does not own real property and/or have employees. The chapter collects fees other than housing/furnishing fees (i.e. parlor fees, meal plans, etc.). The chapter has expenses other than purchasing furniture/equipment. The NHC maintains a chart of accounts, invoices members and pays bills under the same fee structure as a participating corporation due to the amount of financial activity. Sigma Kappa Sorority President Handbook page 13 Decorating Committee A decorating committee is a committee of the advisory board, appointed by the advisory board. A chapter may have a decorating committee under the following conditions: The chapter does not own real property and/or have employees. The chapter collects only housing/furnishing fees. The chapter's only expenses are those relating to the purchase and maintenance of furnishings/equipment. The NHC holds housing/furnishing fees and writes checks from those fees for furnishings/equipment when requested. Sigma Kappa Sorority President Handbook page 14 WORKING WITH CHAPTER OFFICERS Managing Chapter Officers' Duties As chapter president, you should familiarize yourself with the official duties of all other collegiate officers, and frequently check to verify their duties are being upheld. Confronting Officers Who Do Not Uphold the Duties of their Office Upholding Sigma Kappa standards, policies and the chapter reputation is an important obligation of office. A leader whose conduct, demeanor or attitude is detrimental to Sigma Kappa should expect disciplinary action and/or removal from office. Sigma Kappa expects officers and chairmen to hold to the highest degree of compliance with Sigma Kappa values. It is the president's responsibility to supervise the officers and chairmen by meeting with them regularly. If a problem is detected, discuss concerns with your advisor before proceeding. The following is an outline of the steps to follow when you've identified a concern. Meet one on one with the officer/chairman. You may wish to include the executive vice president (EVP) and/or the officer's advisor. 1. State your concerns and identify the problem: a. Ascertain if she is aware of her duties. b. Ascertain if she is sufficiently trained in her duties. C. Determine why she is not performing as expected. 2. Try to solve the problem. a. Can additional officer training be scheduled? b. Can additional help be provided? C. Set goals with the officer. d. Give a timeline for the work you want to see accomplished. e. Remind the officer of her responsibilities. 3. Set a follow-up meeting within two weeks. a. Assess progress. b. Follow-up on the timeline. C. Praise the officer if the problem has been corrected. d. If the problem is not solved, caution her that retention of her office is in jeopardy. 4. Contact your advisor and discuss what has transpired. If no progress is made and non-performance continues, talk with your advisors, then Sigma Kappa Sorority President Handbook page 15 request a resignation. If she refuses, the advisory board has the authority to remove her. They may appoint a replacement to finish the term of office or allow the executive council to recommend a replacement to the chapter. Problems with chapter officers or chairmen are most efficiently handled when action is taken quickly. The advisory board should be consulted for advice, but the chapter president must take the initiative in confronting officers and chairmen for non- performance, unacceptable academic performance, financial suspension and/or failure to meet chapter obligations. Removing a Member From Office Our National Policy Handbook specifies the following situations when you MUST remove a leader from her position: An executive officer has not maintained a 2.7 overall GPA and a 2.7 GPA each term while in office. Other officers or chairmen have not maintained a 2.5 GPA and a 2.5 GPA each term while in office. Any officer or chairman whose financial obligations to the national organization or the chapter are in arrears. Any officer or chairman who does not realize the seriousness of her obligations or does not perform her duties. Exceptions to the scholastic requirements may be considered on a very limited basis by the advisory board and the CDD. A petition for special dispensation including complete grade history and written explanation regarding academic difficulties must be submitted. Sigma Kappa Sorority President Handbook page 16 MEETINGS Meetings are the vehicles through which chapters plan and organize the chapter's activities and to accomplish chapter business. Chapter advisors must be present at executive council, formal and informal chapter, new member and standards council meetings. Executive Council Meetings Our Sigma Kappa Constitution and Bylaws require each college chapter to have an executive council. "The executive council shall be composed of the President, Executive Vice President, Vice President of Programming, Vice President of New Member Education, Vice President of Membership, Vice President of Alumnae Relations, Vice President of Scholarship, Vice President of Philanthropic Service, Vice President of Finance, Vice President of Communication, Panhellenic Delegate and All-Greek Delegate where applicable." The executive council functions as the chapter's management board. A successful chapter must have good management and strong leadership. It is important the council be tactful, understanding and firm. Executive council organization will result in efficient chapter meetings. All deliberations of the executive council should be kept in strict confidence. The duties of the executive council are as follows: 1. To advise and assist the chapter president. 2. To uphold and enforce the Sigma Kappa Constitution and Bylaws, National Policy Handbook and chapter Code of Conduct. 3. To formulate chapter policies within the framework of the National Policy Handbook, chapter Code of Conduct and national/chapter house rules. 4. To discuss proposed items of business before presentation to the chapter for consideration. If applicable, make a recommendation to the chapter. 5. To prepare the agenda for chapter meetings. The president should prepare the chapter meeting agenda from reports given by officers during the executive council meeting. 6. To formulate and coordinate the chapter calendar. 7. To make budget and financial decisions. 8. To guide the chapter in setting yearly goals and making plans to achieve these goals. 9. To focus programming on the chapter's goals. 10. To plan ahead by evaluating the current issues, size and resources for the chapter. 11. To serve as a clearing house for committees. Each executive council member is Sigma Kappa Sorority President Handbook page 17 responsible for reporting information from specific committees. 12. To review and vote on excuses presented in written form to the executive council prior to a meeting or function and to provide the vice president of communication (VPC) the list of those excused and unexcused. If excuses are rejected, the individual women should be notified. The executive council works closely with the advisory board. An advisory board representative is to attend all meetings of the executive council and should be notified at least 48 hours in advance of each meeting. She should be briefed on which items will be discussed during the meeting. Characteristics of executive council meetings are described below: 1. The executive council meets weekly, preferably within 24 hours prior to the chapter meeting, for the purpose of establishing the chapter meeting agenda. 2. The president presides at the meetings. 3. The VPC takes minutes and emails them to the ABS within 24 hours after the meeting. 4. Meetings are to be structured and follow an organized agenda. 5. Officers or chairmen not on the executive council may be invited to attend the meeting at a specific time to give reports or discuss council concerns and then leave. 6. Any member or new member may ask to come to the executive council to propose an idea, give input to a problem, or express opinions. The member should be given a specific time on the agenda. Executive Council Meeting Structure 1. Two-hours should be scheduled for executive council meetings. Meetings may not take all allotted time each week but should be scheduled for this possibility. 2. Hold meetings in a private area. Prevent distractions and interruptions. 3. Provide seating for all members. Use a large table if available. A semi-formal seating arrangement provides a professional atmosphere. Materials All Executive Officers Should Bring 1. National Policy Handbook, Sigma Kappa Constitution and Bylaws, Code of Conduct, national and chapter house rules and officer handbook. 2. Chapter calendar 3. Written officer report, including items to be discussed in executive council, and items to be discussed in chapter meeting (agenda items) Meeting Format A. President calls to order. B. President gives her officer report, followed by all other executive council officers. All reports should follow this format: Sigma Kappa Sorority President Handbook page 18 a. Accomplishments/work completed. Example: attended corporation board meeting, sent Mary Smith's petition for special dispensation to the ABS. b. Upcoming events and plans for the following week/month. C. Officer's committee/delegated accomplishments or upcoming plans d. Areas of concern. Example (VPM): having difficulty finalizing recruitment team. e. Business to bring to chapter (agenda items). C. Report from the advisory board representative. D. Special guest time. a. President calls in non-executive council officers/chairmen individually who wish to discuss chapter business with executive council. b. President calls in members individually who wish to propose ideas, give input to problems, express opinions or appeal unexcused absences. E. Areas of concern. a. This could be for a discussing a larger area of concern, a chapter special project, goal setting, goal review and budget review. b. Any officer who feels something in her officer report will necessitate more than a brief review should say during her allocated report time: "I will take time during our Areas of Concern to go over situation with you." F. Review progress toward chapter goals. G. Review chapter calendar. Ensure any necessary Social Function Review Forms (SFRF) are completed and signed. H. Reminders by the president. a. Remind the council of upcoming reports due. A reports calendar can be found in Live Sigma Kappa. b. Remind executive council of important upcoming calendar dates. C. Assign any follow-up tasks needed for the next executive council meeting. Chapter Meetings Each Sigma Kappa chapter must hold weekly meetings throughout the school year. Two meetings each month should be formal meetings using Sigma Kappa ritual and proper set-up. Chapter business is conducted during formal meetings. The two other meetings each month are informal and should be devoted to member development programs, sisterhood development activities and committee meetings. Attendance at all formal and informal meetings is required. Silent or verbal roll call is taken by the VPC at all formal and informal meetings. Members of the advisory board and alumnae are introduced and noted in the minutes. The names of the sisters who are absent and excused and those who are absent and unexcused must be recorded in the minutes. Minutes are taken at all formal and informal meetings by the VPC Sigma Kappa Sorority President Handbook page 19 and copies sent the next day to the collegiate coordinator and ABS. All business transacted must be recorded in the minutes so an accurate record is kept. The original copy of the minutes is signed by the president and VPC and placed in a permanent file. Scheduling Chapter Meeting Nights Minimize time spent on Sigma Kappa activities during the week by maximizing productivity during meeting night. Good communication between the president and the vice president of programming (VPP) will result in effective scheduling of meeting nights. The VPP should strive to achieve chapter goals through effective programming on informal meeting nights. For example, if improving scholarship is a goal, programs in this area are emphasized. The president also can improve deficient areas through careful agenda planning. The chapter will appreciate this format when they realize dedicating one to two hours to Sigma Kappa each meeting will result in less time needed during the week. Formal Meetings 1. Formal meetings are attended by initiated members only. 2. Meetings should last no more than one hour and fifteen minutes. 3. The president and other participating officers must have their portion of the ritual memorized and all chapter members must have the prayer and each song memorized. 4. The EVP is the chapter parliamentarian. She and the president should confer on the implementation of correct parliamentary procedure. 5. No one may leave the room during the meeting without the permission of the president. The doors and windows should remain closed during the meeting with no interruptions except in an emergency. 6. The seating arrangement for formal meetings is found in the Ritual Book. 7. The order of business to follow is found in the Ritual Book. The president presides at the meetings using the agenda prepared during the executive council meeting. A sample copy of the agenda is found in Live Sigma Kappa. 8. A majority of the initiated members of a chapter in good financial standing are necessary to constitute a quorum for the transaction of business. Refer to the Handbook for the Vice President of Communication for further guidance on establishing quorum. 9. The vice president of finance (VPF) may announce the names of those members not eligible to vote at each meeting. Chapters choosing not to announce names of members in arrears during formal meeting must have the VPF speak to these women privately prior to the meeting. A general announcement is then made during the meeting to remind the membership of the number of members who are not eligible to vote. Sigma Kappa Sorority President Handbook page 20 10. Efficient meetings depend on established rules of meeting conduct. These rules may be placed in the Code of Conduct. Examples include: a. Normal officer and committee reports are limited to five minutes. A written copy of the report is given to the VPC for the minutes. b. Discussion on motions is limited to two minutes per speaker. C. Discussion will follow a pro-con-con-pro format. d. All business must be placed on the agenda prior to the meeting and no business may be discussed that is not on the agenda. e. Time consuming or detailed items of business such as the budget should be distributed in printed form during the meeting. Basic Parliamentary Procedure Parliamentary procedure During formal chapter meetings, the EVP has the official duty of serving as the chapter parliamentarian. The role of the parliamentarian is to ensure the smooth operation of the 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 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). The handout located in Live Sigma Kappa can be used in explaining parliamentary procedure to members. 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 president regarding correct parliamentary procedure on an item of business. For example: "Please address the chair and be recognized " "Please state that in the form of a motion " The eight steps of a motion: 1. Member rises and addresses the chair (the president in most cases). 2. Member is recognized by the chair. " 3. Member proposes motion: "I move that Note: the motion must be a complete sentence that describes the action at hand, not "I move what she said or I so move." A correct motion would be "I move the VPNME's plan for inspiration week be accepted." 4. Another member seconds the motion. 5. Chair states the motion: "It is moved and seconded that " and paraphrases the Sigma Kappa Sorority President Handbook page 21 motion. 6. Chair calls for debate: "Is there any discussion?" 7. Chair takes vote: "All those in favor All those opposed " 8. Chair announces result: "The motion was adopted/defeated and we will/will not. . The three processes of amending a motion: 1. Insert or add. 2. Strike out. 3. Strike out and insert, a combination of the first two processes; or substitute (used only with paragraphs). Any number of amendments may be offered, but only two may be pending at any time. 1. "I move to amend the motion by " 2. "I move to amend the amendment by " Informal Meetings At informal meetings, both initiated members and new members meet together to encourage the development of a strong sisterhood within the chapter. The VPP and her committee are responsible for planning programs held during informal meetings. They are encouraged to utilize other officers and chairmen of the chapter. Careful planning is essential to develop areas targeted as chapter goals. Programs should have a purpose and fulfill an objective toward better performance or more understanding. Utilize these two meetings per month to make Sigma Kappa a learning, growing, educational and enjoyable collegiate experience. If there is chapter business that MUST be conducted during an informal meeting, the initiated members should meet briefly after the planned program. Parliamentary procedure must be followed during the short business session. Informal Chapter Meeting and Member Development In keeping with the purpose of Sigma Kappa, informal chapter meetings allow collegiate chapters the opportunity to "provide women lifelong opportunities and support for social, intellectual and spiritual development by bringing women together to positively impact our communities." The primary goal of informal chapter meetings is to fulfill that purpose by creating an atmosphere of sisterhood where members can learn more about themselves, each other and Sigma Kappa. Educational programming is vital to the success of every chapter. It gives each member a balanced collegiate experience as she prepares for her years beyond college. Sigma Kappa provides workshops on a variety of subjects that can be Sigma Kappa Sorority President Handbook page 22 used for informal meeting programming. These can be found in Workshop Warehouse located in Live Sigma Kappa. Characteristics of Informal Chapter Meetings: Include an educational program focusing on member education and development, a sisterhood event, or committee meeting. Ritual is not followed (though order is maintained). Meetings are attended by members, new members and alumnae. Attire is casual, but appropriate (defined in Code of Conduct). No chapter business should be conducted (motions and votes). Only urgent officer and chairman announcements may be given. Announcements should be submitted to the VPC 24 hours in advance to enable her to generate an announcement handout. This will save time during the meeting. Minutes are taken as well as attendance. Minutes from previous meetings are not read. The president, EVP or VPP can preside over the informal meeting, however it is the VPP's duty to plan member education programs such as guest speakers or chapter-wide workshops. Sample agenda for informal meetings Sample times are noted to show that informal meetings do not take longer than formal meetings. Remember to use time as efficiently as in a formal meeting. 7 p.m. Meeting called to order. Attendance taken. 7:05 p.m. Member education program (if using an outside program facilitator or presenter, put the program at the top of the agenda) 7:40 p.m. Announcements. 7:45 p.m. Committee meetings. 8:15 p.m. Meeting adjourned. Sigma Kappa Sorority President Handbook page 23 STANDARDS OF EXCELLENCE It is the goal of Sigma Kappa Sorority that each 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. Because national council is committed to the Sigma Kappa Sorority President Handbook page 24 pursuit of excellence for each collegiate chapter, the SOE program was developed and has been updated to define excellence as it pertains to our values: personal growth, friendship, service and loyalty. The SOE program exemplifies what is both expected and desired on the part of each member and chapter. SOE can be used by every chapter on every campus to achieve the highest level of achievement in academic performance, leadership enhancement, skill development and a variety of other aspects. The criteria that make up the SOE program are aligned with the Sigma Kappa values. Personal Growth: Bound by a Promise to be the best person you can be. Friendship: Bound by a Promise to demonstrate sisterhood and friendship throughout life. Service: Bound by a Promise to model service and leadership in your communities, especially within Sigma Kappa. Loyalty: Bound by a Promise to remain loyal to Sigma and to living its values in all that you do. Sigma Kappa Sorority promotes these values by: 1. Developing standards of best practice. Chapter members objectively assess their performance on an annual basis by using SOE as a check list. Specific goals for improvement, based on the standards, are established and a plan of action developed to achieve the goals. 2. Providing educational and technical assistance programs to our chapters and advisors. Chapters not meeting the minimum standards are given assistance to improve operations. Specific goals for improvement based on the Standards are discussed, outlined and agreed upon by the chapter and the national organization. Both the chapter and the national organization benefit from the evaluation process by minimizing or eliminating potentially difficult chapter situations. 3. Delivering an annual program of recognition. By using objective criteria, the award process is simple and is based on reporting by chapter officers. The process provides essential feedback to both the chapter and the national organization and determines award eligibility. The award is based on a calendar year and is judged by the collegiate district directors who then recommend to national council their decision regarding the SOE, as appropriate. National council reviews these documents and recommendations and makes the final decision. Formal recognition occurs at national convention. The emphasis of the SOE lies with recognizing and awarding all chapters meeting the Standards. Chapters are encouraged to continue outstanding efforts. Chapters not meeting the Standards are assisted and guided by the national organization to meet the minimum standards. Sigma Kappa Sorority President Handbook page 25 Standards of Excellence Judging The rating system gives national council a better assessment of each chapter and helps to identify the chapters who need additional assistance. National council is confident that each and every chapter can attain minimum standards level of achievement and are committed to providing the resources, as well as the support, to ensure a chapter's success. It is the goal of national council to notify those chapters that are at minimum standards or below as early as possible in the spring semester following the rating year. By doing so, the chapter has ample opportunity to develop a plan of action to ensure that all minimum standards are met for the current calendar year. Chapters receiving a critically below standards (C) rating receive a Letter of Challenge (LOC) from national council that is delivered by the CDD in most cases. Please refer to the current SOE Brochure available in Live Sigma Kappa for the most up to date SOE information. Sigma Kappa Sorority President Handbook page 26 HARM REDUCTION Harm reduction is Sigma Kappa's set of strategies to safeguard both our collegiate and alumnae members through education, accountability, policies and procedures. These strategies include education on the harmful effects of alcohol, drugs, hazing and other risky behaviors and risk management guidelines published in our National Policy Handbook. Our National Policy Handbook is updated annually to reflect risk management policies and procedures that best address harm reduction for our members. Always refer to the most current National Policy Handbook when dealing with any risk management incident, questions, or issues. All of these policies should be included in each chapter's Code of Conduct. It is the responsibility of the EVP to educate members on Sigma Kappa's risk management policies, and it is the responsibility of every member to comply with these policies. The VPNME, social chairman and the house manager are responsible for complying with, adhering to and enforcing specifics of the policy because of the policies' direct relationship to their offices. It is the responsibility of the chapter president and chapter EVP to ensure that these officers are well aware of their responsibilities and to assist them. Each year in January, NHQ will send a copy of the most current risk management policies from the National Policy Handbook to each chapter. The document is to be read during a formal chapter meeting in its entirety. In addition, a signatory page is to be signed by all chapter members. The chapter then forwards a copy to the ABS and NHQ. Every chapter should update the information on the Risk Incident Guidelines sheet found in the chapter president's annual supplies each term. This information should be Sigma Kappa Sorority President Handbook page 27 readily accessible in the event that a risk incident should occur. The Risk Incident Guidelines can be found in Live Sigma Kappa. Risk Management Policies and Policy Violations 1. Sigma Kappa Sorority is a private, self-governed, single-sex organization. The National Policy Handbook is binding on all chapters, new members and members of Sigma Kappa Sorority. 2. The national vice president for collegiate chapters and the national president may determine any and all action to be taken. Sanctions for risk management policy violations not appropriately handled by the chapter's standards council may include any or all of the following: A letter of challenge to the chapter from national council. The filing of regular reports on chapter and new member activities with the national vice president for collegiate chapters, the CDD, the collegiate coordinator, the risk management coordinator and/or the ABS. National council probation for a period to be determined with restricted social privileges during this time. Ineligibility for national awards. A required workshop facilitated by a national council member or their approved representative with all travel and expenses paid by the chapter. Members involved in the incident disciplined as appropriate by national council. Withdrawal of charter by national council. Hazing Sigma Kappa considers hazing to be to be inconsistent with our ideals and standards. Hazing will not be tolerated. The Sigma Kappa Policy on Hazing can be found in the National Policy Handbook. It is the responsibility of every chapter member to be familiar with this policy. Important facts about hazing: Most hazing activities are not usually found on the chapter calendar, but may be considered by members to be "chapter traditions." Hazing activities may have taken place many times before with no problems. "No harm, no foul" does not apply, however. When something does go wrong, the consequences can be devastating. Hazing is prohibited even if a new member says that she gives permission to be hazed. Hazing is against the law in most states. Sigma Kappa policy on hazing has been clearly defined. There are only two options for members who haze: one-year suspension or expulsion. Sigma Kappa Sorority President Handbook page 28 Even if an activity is not specifically listed in the policy does not mean we do not recognize it as unproductive, unethical and harmful. This is an area where we must be our most ethical selves. Even if some chapter activities have a long history, it doesn't necessarily mean they are a good, productive, or healthy "tradition." We must fully understand the anti-hazing philosophy and stance of the national organization and support both the spirit and the philosophy of a non-hazing chapter environment. Housing Safety It is the responsibility of the House Manager to enforce the house rules as defined by the National Policy Handbook and the local corporation board. These rules are put in place to protect the members and property of Sigma Kappa. Refer to the Sigma Kappa National Policy Handbook, Risk Management for Collegiate Chapters section for the most current policy on housing safety. Social Events and Transportation Social events are an important part of a healthy collegiate chapter. Sigma Kappa national policy has very explicit instructions as to the policies that need to be followed for social events and functions. It is essential that all members review and fully understand these policies. Refer to the Sigma Kappa National Policy Handbook for the most current policy on social events, functions and transportation. Social Function Review Forms The Social Function Review Form (SFRF) must be completed by the event planner/social chairman if any of the following criteria is met: Any event where alcohol will be present. Any event that requires signing a contract of any kind. Any Sigma Kappa sponsored philanthropy event involving sports. Keep in mind that there is no such thing as an "informal" or "unofficial" event. Just because a chapter avoids discussing it in chapter meeting does not mean that it can avoid responsibility for filling out a SFRF and for abiding by Sigma Kappa rules. If participants in an event are primarily Sigma Kappa members and another fraternity or organization, the function is considered a Sigma Kappa event. As president, you are responsible for signing the SFRF. The SFRF should be completed at least three weeks prior to an event. It must be reviewed and signed by the chapter president, advisor to the social chairman (if applicable) and ABS. This allows time for any changes that the ABS deems necessary so that all policies are being followed. Because of this, it is important that you understand the key elements of the SFRF and are reviewing the forms Sigma Kappa Sorority President Handbook page 29 prior to signing and sending them. When chapters run into trouble planning functions, usually the problems can be traced back to inadequate lead time. It is a good idea to put SFRF on the agenda for each executive council meeting. Look ahead four weeks on your calendar to see what SFRF need to be submitted that week. Check to be sure that events for the upcoming week have been approved. Advisory Board Responsibilities at Social Functions Advisory board approved representatives must be present at every Sigma Kappa function. They can be advisory board members, other qualified alumnae, or collegiate chapter members who are willing to assume the responsibilities. These women should be selected and trained each term or each year. As the name implies, these women are to be approved by the advisory board as a whole. The responsibilities and duties of an advisory board representative are detailed on the Responsibilities of Advisory Board Representatives at Sigma Kappa Sorority Events form. This form can be found in Live Sigma Kappa, with your annual supplies. Each representative must sign this form and be approved by the ABS prior to the event. Procedure in the Event of an Emergency or Tragedy As the chapter president, you may be required to deal with an emergency such as fire, vandalism or theft within your chapter property, or you may need to help your chapter cope with a tragic accident, illness or death involving a member or new member. It is important to be prepared in such a case so you can lead your chapter effectively. Accordingly, you are responsible for understanding this procedure and for reviewing it with your executive council and advisory board each term. In the majority of situations, the chapter president who follows five simple rules will be protected: 1. Use common sense. 2. Act in good faith. 3. Follow the procedure outlined below. 4. Allow your compassion to surface in being concerned first and foremost about the people involved. 5. Do your best to respect a member's right to privacy. Procedure What to do immediately following an emergency or tragedy: 1. Call 911 or the appropriate emergency number. Before doing anything else, call the emergency number for an ambulance, fire or police department FIRST. These numbers must be posted in several places in any chapter property. Sigma Kappa Sorority President Handbook page 30 2. Call the Risk Management Hotline at:888-877-7576. Be prepared to leave a clear and concise message regarding the situation, along with your name and the phone number you can be reached. 3. Call your ABS, collegiate coordinator, risk management coordinator or CDD. Call your ABS and ask her to call the collegiate coordinator, risk management coordinator and/or CDD. If you cannot contact your ABS, call your collegiate coordinator, risk management coordinator and/or CDD directly. In the event that none of these women are reachable, contact a member of your advisory board until you receive a response. After successfully reaching a local advisor, ask her to proceed to the property immediately. The names and telephone numbers of these women must be included in your emergency guidelines. It is also highly recommended that all necessary phone numbers be stored in your cell phone. All members of the executive council should also store these numbers, in case you are not present or reachable. You never know when an emergency might occur. 4. Establish your authority. Be certain every member of your chapter knows that you, as president, are in command in every emergency situation until an advisor is present. You may consult other members who have expertise or related training, but final decisions are yours. In your absence, make sure the officers of the executive council understand their order of authority: a. Executive vice president b. Vice president of programming C. Vice president of new member education d. Vice president of membership e. Vice president of alumnae relations f. Vice president of scholarship g. Vice president of philanthropic service h. Vice president of finance i. Vice president of communication j. Panhellenic delegate k. All Greek delegate (where applicable) 5. Close the house or chapter room-delegate this task to specific members. If an emergency or tragedy occurs within your sorority house (lodge, chapter room, etc.), close the property. In the case of the death of a member who lives in the house, clear the room of people. Do not allow members to enter the room. Let only police or other officials inspect the room. Ask all non-members who are not key witnesses to leave the property. Permit Sigma Kappa Sorority President Handbook page 31 only your members and appropriate officials to enter. You cannot give instructions and retain control if your members are leaving and guests or strangers are entering. Members closing the property(and/or room, if applicable), should stay posted at doors as assigned. Assign a member to handle all incoming telephone calls. Do not permit outgoing calls, texts, emails, or any other communications. The person assigned to handle all incoming calls should not make any comment regarding the situation. 6. Instruct the EVP or designee to assemble all those present. While you, the president, make phone calls, the EVP (or next officer in authority) gathers all those present. The EVP should concentrate on keeping everyone as calm as possible and to discuss our procedure, emphasizing that no statements are to be made to the media or to anyone outside of the chapter, and that no one is to leave the property until instructed to do SO. 7. Notify the Panhellenic advisor or the fraternity/sorority advisor. The college or university official in charge of sororities should be informed of the situation as soon as possible. 8. Do not make a statement to the media. No statement to the news media should be made without the approval of the national vice president for collegiate chapters, or if she is unavailable, the national president. 9. Confirm with the police or medical officials that they have contacted or will contact the family. In the event of a serious accident, illness or death, police or medical personnel will contact the family. Accordingly, you or other chapter members should not notify the family yourself, but should confirm that the police or medical officials have contacted or will contact the family. In your membership card file, be sure to keep up-to-date information on each member's parents or guardians. Make this information available to the authorities so they can contact the next of kin. If someone has been injured, you should select members to go to the hospital with the injured person. .Join the group which has been gathered by the EVP or designee. If your advisor has arrived, the two of you should join the group gathered by the EVP. Regardless of the arrival of your advisor, at this time you should review the steps you have taken thus far with the group gathered. Members are to be told not to talk to anyone outside of the chapter about the situation. You and the advisor contacted are the spokespersons. Do NOT discuss details or speculate on events or otherwise elaborate on the situation until your advisor or a responsible college/university official is present. While your members are gathered, it is Sigma Kappa Sorority President Handbook page 32 important that they remain calm and realize the situation is under control. Counseling may be advisable, depending on the circumstances. 11. .Use caution and good judgment when discussing the circumstances. In an emergency, use tact and caution in your statements to members and others. Be careful about jumping to conclusions or inappropriate speculation, particularly when litigation may result. Follow up procedures after initial actions: 1. Arrange for notification of other appropriate persons or entities such as insurance companies or attorneys. Consult with the national vice president for collegiate chapters, or if she is unavailable, the national president, regarding possible follow-up notifications. 2. Coordinate communication with the injured person and/or family. After formal notification by appropriate authorities has taken place, you should communicate expressions of concern and sympathy over the injury or death. You should continue to coordinate visits to the injured, or chapter expressions of sympathy to the family of the deceased. 3. Follow-up procedure if the room of a member has been closed. If you have closed the room of a member due to death, you will want to move any roommate(s) out of the room temporarily. Ask the family what their wishes are in regard to the possessions. You may offer to pack them but the family usually takes care of packing. Before the family arrives, be sure any borrowed items have been returned. Have empty boxes available and offer to help. Understand the difficulty of the situation and their need for privacy. In the case of serious injury or illness, investigate the wishes of the family with regard to the member's room and make necessary arrangements. 4. Coordinate attendance for the funeral or memorial service. In the case of death, you will want to coordinate attendance at a funeral. Sigma Kappa has a memorial service in the Ritual Book which may be used with appropriate adjustments and editing concerning ritual. 5. Plan for a memorial service for the chapter and college community. Refer to the directions in the Ritual Book and instructions in the ritual and ceremonies section of this handbook in the planning and implementation of a memorial service in the case of the death of a member. The above procedures and guidelines should be reviewed with your executive council and advisory board each term, and each of them should have a completed copy of the Sigma Kappa Sorority President Handbook page 33 Risk Incident Guidelines. Sigma Kappa Sorority . President Handbook . page 34 COLLEGE PANHELLENIC It is the responsibility of each collegiate chapter to be an active participant in the local college Panhellenic by attending all meetings, holding office and supporting policies and projects. As chapter president it is your responsibility to ensure that this goal is accomplished. You should become acquainted with and visit periodically the college or university official in charge of sororities to achieve a positive rapport with the college/university and establish that Sigma Kappa is eager to be a full participant in college and Panhellenic affairs. Resource materials to which you should have access include: the NPC Manual of Information (available in Live Sigma Kappa), College Panhellenic Constitution and Bylaws and Recruitment Rules. The chapter president makes sure that the chapter Panhellenic delegate(s) attend and take part in all Panhellenic meetings, report on them to the entire chapter, and encourage all chapter members to support and participate in Panhellenic projects. Sufficient time should be allotted in the chapter meeting agenda for reports from Panhellenic delegates as to business transacted or matters under consideration by the Panhellenic. At least one informal meeting during the school year should be devoted to a program on Panhellenic in order to give all chapter members a broader knowledge and understanding, not only of the college Panhellenic, but of the NPC. Members should understand that they are all members of Panhellenic by virtue of their sorority affiliation. Sigma Kappa chapter members are encouraged to run for elected offices, if the Panhellenic executive council is comprised of elected officers. They are also encouraged to volunteer for Panhellenic committees, recruitment counselor positions and any other available positions. A positive campus image will result from enthusiastic participation in campus, Greek and Panhellenic activities. IMPORTANT NOTE: Any changes to the College Panhellenic Constitution and Bylaws must be submitted to and approved by the Sigma Kappa national Panhellenic delegation before the chapter may vote on any such change. As president, advise the Panhellenic delegate to table all motions for change and immediately contact your Sigma Kappa Panhellenic coordinator for an opinion. Our Panhellenic coordinators are knowledgeable about appropriate NPC procedures and will be of tremendous help in Panhellenic matters. Sigma Kappa Sorority President Handbook page 35 MEMBERSHIP STATUS Every initiated member of Sigma Kappa is expected to be a fully contributing member of her chapter until she graduates or leaves the college or university. Changes in Membership Status There are legal ramifications for not completing paperwork per the outlined procedures. If we do not follow the procedures, we can be accused of not following our own policies and negate the action. Also, we need historical documentation that a membership status officially changed. Often, women later in life will question their status and the only way to prove the correct status is with properly completed forms. No member status is ever changed without the supporting documentation. To change it back requires additional paperwork; thus it is important that information be correct on first submission to save the chapter member's and volunteer's time and resources. For additional information, review the membership status sections in the National Policy Handbook and refer back to the chapter president annual supplies in Live Sigma Kappa. IMPORTANT NOTE: Before the president presents petitions to the chapter, make sure that the procedure outlined in the National Policy Handbook has been followed. Before a member's status can be changed to either alumna or withdrawn, it must be verified that the chapter member does not have any outstanding financial business to either the chapter or the corporation board. If the member owes money, she should be asked to settle her accounts. If the member does not pay, Automatic Financial Suspension (AFS) procedures begin with financial expulsion and collections following. The inadvertent marking of a member as an alumna does not relieve her of her debts. Likewise, a member's status cannot be changed at NHQ (even if the approved paperwork has been received) until her national collegiate dues have been paid by the chapter. Petitions for Special Dispensation The following forms are generated/completed by the chapter president (except automatic financial suspension forms which are completed by the VPF) in regards to membership status and provided to the ABS for approval who then forwards the paperwork to the CDD for action. For more information, see the National Policy Handbook. Leave of absence (LOA) Withdrawal Suspension Expulsion Financial expulsion Sigma Kappa Sorority President Handbook page 36 Reinstatement RITUAL AND CEREMONIES New Member Ceremony It is the responsibility of each Sigma Kappa chapter to make the New Member Ceremony a beautiful and meaningful experience. 1. There is no limit on the number of New Member Ceremonies to be held annually. The chapter has seven days to formally pledge a woman who has accepted a bid. Upon accepting a bid, a chapter may ribbon pledge her immediately. This is not a ritual ceremony and is explained in the VPNME supplies in the Live Sigma Kappa portion of the Sigma Kappa website. 2. The ritual and songs, as found in the Ritual Book, must be memorized by participants. 3. A new member should not experience the New Member Ceremony until her new member fees have been paid to the chapter. 4. Members and new members must wear all-white dresses and shoes to the ceremony. 5. Every New Member Ceremony must be recorded in the minutes by the VPC with copies sent to the ABS. 6. The chapter will provide every new member with a new member pin during the ceremony. These are the property of the national organization and are returned to the chapter president just prior to Initiation or when a new member pledge is broken. The new member is financially responsible for the pin and, if lost, must reimburse the chapter for the cost of a new pin. 7. During the ceremony, each new member must sign a card affirming her as a new member to Sigma Kappa. The new member's signature must be witnessed by the president and the VPC. The VPC keeps these cards on file. The card must be destroyed following her initiation. When a pledge is lapsed or broken, the VPC keeps the new member card on file for one full year following the date of the New Member Ceremony as proof of the woman's pledge. After that time, the VPC destroys any cards of lapsed new members. These cards are to be purchased from NHQ. Initiation Sigma Kappa Sorority President Handbook page 37 The VPNME is responsible for ensuring that all Initiation requirements are met and that the Initiation ceremony is conducted with the honor, dignity and beauty that should surround accepting a new member into the bonds of sisterhood. The president is assisted by the VPP, the VPNME and their committees in accomplishing the goals of Initiation. The president should conduct a meeting well in advance of Initiation to review the plans and arrangements for inspiration week, Initiation and the Initiation banquet or reception. The VPNME is also responsible for explaining to all new members, before they order badges, that the Sigma Kappa badge is the property of the national organization. A complete explanation of this policy is found in the National Policy Handbook. Preparation for Initiation 1. The VPF and VPNME must coordinate payment of Initiation fees (invoiced from NHQ), badge fees and completion of badge affirmation cards. All forms and fees are due two weeks prior to Initiation. The ABS must ascertain that all of these requirements are met before she can give permission to initiate. If all requirements have not been completed to her satisfaction, she has the authority to postpone Initiation. Careful attention should be given to these time requirements before a date for Initiation is set on the calendar. The Initiation checklist, found in the Handbook for the Vice President of New Member Education, should be used when planning and preparing for Initiation. 2. The VPP is responsible for initiation paraphernalia. All paraphernalia must be purchased from NHQ. The VPP assures that all participants are aware of the responsibilities, and schedules rehearsals for the parts and songs. All participants must have the parts memorized, and members must have the songs memorized. The VPP should involve the ritual committee in all aspects of preparation, rehearsal and set-up. 3. Invitations to area national officers, alumnae chapters, advisory board members and corporation board members should be written and sent well in advance of the initiation date. This is the responsibility of the VPP and her committee. The VPC is responsible for writing thank you notes to alumnae participants in the ceremony. 4. A banquet or reception is usually held after initiation and honors all initiates since the last banquet. Parents may attend this banquet upon approval of the advisory board. 5. The VPP should delegate the initiation banquet arrangements to the ritual committee, new member education committee or appoint a banquet committee. Sigma Kappa Sorority President Handbook page 38 Initiation Ceremony Initiation is a very special occasion. It is to be conducted with respect and proper preparation. 1. The Initiation ceremony may be held only between the hours of 8 a.m. and 8 p.m. 2. Start on time. 3. All members present at the ceremony must wear all-white dresses, white shoes and Sigma Kappa badges. Officers in the ceremony must wear long, all-white dresses, white shoes and pearl jewelry only. (Engagement/wedding rings are accepted.) If the chapter desires, simple white robes may be worn by all but presiding officers, participating alumnae and initiates. 4. The Initiation ceremony must be recorded by the VPC in the minutes, put into the minutes book, with copies sent to the ABS. 5. Ritual is to be followed explicitly, as found in the Ritual Book. 6. Following Initiation, the VPC is responsible for sending a copy of the signed constitution pages with the Initiation numbers to NHQ, along with the badge affirmation cards. The new initiates will not be placed on the national membership roll, until the copy of the constitution pages have been received 7. A model meeting must be held within 24 hours following Initiation. Order of the Triangle The Order of the Triangle ceremony was developed by the ritual committee and adopted by the 1978 national convention as a part of the official sorority ritual. This ritual emphasizes the importance of the third side of sorority life, alumna membership and presents a beautiful and meaningful ceremony for each member as she completes her college days. A special pin may be ordered from NHQ in advance of the Order of the Triangle ceremony. The purchase of the pin is optional. Refer to the supply order form from NHQ for the current price. The Order of the Triangle is to be conferred upon all graduating seniors and may be conferred on any member leaving school permanently. All members participating in the ceremony must be in good financial standing with the chapter and the national organization. Death of a Member The members of a chapter, upon the death of one of its member; or all chapters, upon the death of a past or present member of national council or past or present national officer, shall invert their pins or badges and drape the charter with lavender net for Sigma Kappa Sorority President Handbook page 39 fifteen (15) days following notification/awareness of said death. The manner of draping and the persons to be responsible shall be left to the discretion of the individual chapters. The chapter should send notification of the death of one of its members to NHQ. The national vice president for communication informs all chapters upon the death of a national officer. A memorial service may be held by the chapter following the death of a member. The procedure is as follows: A memorial prayer, found in the Ritual Book. An appreciation written by a member of the chapter. Appropriate music. Founders' Day Each year, our founders should be celebrated on or near November 9th. The planning of this program is the responsibility of the VPAR. When possible, the college chapter should plan a joint service in recognition of our founding with a nearby alumnae chapter. Installation of Officers The outgoing president installs the new officers at a formal meeting as soon as possible following elections. Instructions and materials needed for this ceremony are found in the Ritual Book. Sigma Kappa Sorority President Handbook page 40 ELECTION OF OFFICERS Sigma Kappa bylaws state: "Each college chapter shall elect annually by ballot a President, an Executive Vice President, a Vice President of Programming, a Vice President of New Member Education, a Vice President of Membership, a Vice President of Alumnae Relations, a Vice President of Scholarship, a Vice President of Philanthropic Service, a Vice President of Communication, a Panhellenic Delegate and a Vice President of Finance with the approval of the advisory board to serve until their successors are elected." Other officers, chairmen and committees may be elected by the chapter or appointed by the president of the chapter with the advice of the executive council and approval of the advisory board." Terms of Office 1. The term of office is determined by the college chapter with the approval of the ABS. The recommended term is one year. A member remains in office until her successor is elected or appointed or until she is removed or replaced. If an officer is not fulfilling her duties she may resign or be asked to resign. 2. National council recommends that officer elections occur during mid to late November with installation in early January. A period of time between elections and installation allows for training of new officers and chairmen. The advance planning needed in chapters for recruitment may necessitate the election of the VPM after formal recruitment. Procedures for Officer Elections Two Weeks before Elections: Letters of Interest/Position Papers The president announces that elections will be held in two weeks. Qualifications and eligibility as specified in the National Policy Handbook, and a brief description of the duties of each position should be made available to all chapter members to review. See Live Sigma Kappa for a document that can be printed or emailed to each member. Members interested in specific offices/chairmanships are asked to write a letter of interest/position paper (see sample in Live Sigma Kappa). This is an important part of the election process, and encourages thoughtful consideration of leadership position in advance of the process. If letters are received by members who are not eligible, the president should notify the members so they do not expect to be slated. Letters of interest/position papers are to be given to the ABS and should specify: Their reason for interest in the office. Sigma Kappa Sorority President Handbook page 41 Goals they may have for the office. Qualifications they have for the office. Organizing the Senior Slating Committee Two weeks prior to the election, the president works with the ABS in organizing the senior slating committee. The senior slating committee is composed of the ABS and the following: November - December Elections: All seniors graduating in December through August who have not previously participated in the slating process. January - February Elections: All seniors graduating through August or all graduating through December who have not previously participated in the slating process. In chapters where there may be 15 or more eligible seniors, a committee of up to 5 - 10 seniors elected by the entire senior class may be utilized to avoid an unmanageably large slating committee. This procedure should be voted on by the chapter with the approval of the ABS. One Week before Elections: Straw Ballot This is an opportunity for all members to propose the members they think are capable of holding the respective offices. All members in good financial standing participate in straw balloting including the current president. 1. The president prints a ballot for each member to complete, listing all the elected offices and chairmanships. This ballot is available to print and copy in Live Sigma Kappa. 2. Ballots are collected and tabulated by the ABS. In large chapters, she may wish to have other advisors aid her in the tally. Straw balloting is NOT an election but a method of obtaining the opinion of the majority of the chapter members. The slating committee will use this information in formulating the slate. For the appointed offices, the suggestions will aid the new executive council in their selection. Chapter members name the person they feel is most qualified for the positions and why. The Week Before Elections 1. Senior slating committee meets with the ABS, preferably within 24 hours prior to elections. Members who are eligible scholastically and financially should be highlighted to help eliminate discussion of ineligible members. 2. The ABS should have a current academic report to verify grade requirements, and a list of those members in financial arrears. 3. All members of the slating committee and members contacted by the slating Sigma Kappa Sorority President Handbook page 42 committee should keep the information discussed in the strictest confidence. 4. The committee uses the straw ballots and letters of interest/position papers to formulate the slate. The straw ballots serve as a guide in developing a slate. 5. The slating committee should discuss the position of president first, and identify whom they would like to slate in that position. Then move on to the EVP, followed by the other vice presidents and, finally, the Panhellenic Delegate. 6. In the case of a tie, very close vote, or one person selected for two offices, the committee makes a decision based on their knowledge of the demands of the office, the capabilities of the individual and the specific needs of the chapter. 7. The committee should support the slate as agreed upon. 8. The advisory board is contacted and the slate is discussed with them. The slate must be approved by the ABS prior to contacting the candidates. 9. A member of the committee should notify the member slated for each major office and ask her, privately, if she will agree to be slated. Verbal approval is appropriate due to time constraints. She should begin with the president. If a woman does not accept being slated for a position, the committee should find a replacement candidate to slate. Voting 1. The written slate is distributed or written on a dry erase board or poster board. 2. Only chapter members in good financial standing are allowed to vote. Verification of all voting members must be taken prior to the election process. 3. Officers are voted on individually, beginning with president. 4. A member of the slating committee should formally place the name of the slated member in nomination. 5. Nominations from the floor are allowed and should be solicited by the chair. 6. If a nomination is made from the floor, the members nominated must leave the room during discussion. 7. Nominated members return to the meeting for the vote. 8. Voting is by voice if only one (1) member is nominated. 9. Voting is by written ballot if more than one member is nominated for an office. Ballots are tallied by advisors. 10. If more than two members are nominated and voted upon, a majority (50 percent + 1) is necessary to elect. 11. In the event a chapter has no advisory board members, four seniors are selected as tellers to collect and count written ballot votes. 12. If an officer is elected by a nomination from the floor instead of the slate, she must have the approval of the advisory board before installation. 13. Remind members of the scholastic requirements prior to nominations. Ask the VPS to verify grades prior to the election of nominated members. Sigma Kappa Sorority President Handbook page 43 Nominating Procedure PRESIDENT: "The floor is open for nominations for the office of " Member of slating committee is recognized and states, "The slating committee nominates for the office of PRESIDENT: "Are there any other nominations?" (Pause) "Hearing none, we will vote on the nominee for the office of has been nominated . for the office of , all those in favor signify by saying "aye." Opposed "no". Sister is the new . Congratulations." When there is a nomination from the floor, use the following procedure. PRESIDENT: "Are there any other nominations?" (Pause) "Sister has been nominated. Sister , do you accept the nomination?" "Are there any further nominations for ? If not, nominations are closed." PRESIDENT: "Would those nominated please leave the room? Would the nominator of Sister please speak in her favor?" Ask for discussion pro-con-con-pro for each candidate. Limit discussion to two minutes per person. It is inappropriate to have candidates give speeches or be put through a question and answer period. They simply leave the room for discussion. PRESIDENT: "Please escort the nominees back into the room. Are we ready for the vote? Please write on your ballot your choice for the office of Advisor collects and tallies the votes. The new officer is announced before going to the next office. PRESIDENT: "Sister is the new . Congratulations." Officer Training and Transition Prior to officer elections, the president should ensure that all officers and chairmen have their files, notebooks and records up-to-date and organized to pass onto the new chapter leaders. It is the outgoing president's responsibility to organize officer training and transition between the election and installation of new officers. This should include an orderly officer transition workshop within two weeks of officer elections, to be facilitated by a national officer, an Sigma Kappa Sorority President Handbook page 44 advisor, or the outgoing chapter president. Outgoing and incoming officers and chairmen need time together to review notebooks, handbooks and procedures to evaluate the needs of the chapter. Advisors participate in the individual officer/chairmen conferences and are an invaluable resource during the transition. Sigma Kappa Sorority President Handbook page 45 SIGMA KAPPA Voices Strong Hearts United. 695 PRO MED LANE, SUITE 300 CARMEL, IN 46082 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority President Handbook . page 46