Sigma Kappa Handbook for the Ritual Chairman 2018 Sigma Kappa Sorority . Ritual Chairman Handbook . page 2 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Bylaws This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence. Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. C 2017 Sigma Kappa Sorority TABLE OF CONTENTS The Role of the Ritual Chairman 4 Ritual Chairman 4 Advisor to the Ritual Chairman 4 Ritual Committee 4 Ritual Committee Timeline 6 Ritual and the Chapter 7 Ritual and New Members 7 Ritual and New Initiates 7 Safeguarding Ritual 7 Memorizing Ritual 8 Replacing RitualEquipment 8 Ritual Ceremonies 9 Ceremony Attire 9 Room Rentals 9 New Member Ceremony 9 New Member Pin Return Ceremony 10 Initiation Ceremony 10 Formal Chapter Meeting 11 Installation of Officers 12 Order of the Triangle 12 Memorial Service 12 Frequently Asked Questions 13 Sigma Kappa Sorority Ritual Chairman Handbook page 4 THE ROLE OF THE RITUAL CHAIRMAN At the core of Sigma Kappa, ritual is what binds us together. It is also what differentiates us from other organizations. If we allow it, our ritual can transform our Sigma Kappa experience. Ritual should be treated with respect and confidentiality. The Ritual Chairman The ritual chairman may be elected by the chapter or appointed by the executive council. She is responsible for ensuring that all ritual ceremonies are held according to the Sigma Kappa Ritual Book. She reports to the vice president of programming (VPP). The VPP may assume the duties of the ritual chairman if necessary, but this is not encouraged. In light of this responsibility, the ritual chairman must: Read the Ritual Book thoroughly to familiarize herself with ritual. Watch all training modules associated with the ritual chairman role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Ensure that all ritual events are held according to the Ritual Book. Instill a respect for ritual in all the chapter members. Work with the VPP to plan and conduct an informal chapter meeting program at least once each term to review ritual. Work with the vice president of new member education (VPNME) during the Promise for New Members program to teach ritual. Work closely with the advisor to the ritual chairman. Maintain and update files and assist in the training of the next ritual chairman. Inventory all ritual items each term to ensure the chapter is prepared for the next term. If items are missing, a supply order should be placed with National Headquarters by accessing the Supply Order form on the members only side of the Sigma Kappa website. Advisor to the Ritual Chairman Sigma Kappa Sorority Ritual Chairman Handbook page 5 The advisor to the ritual chairman is a member of the advisory board who advises and guides the ritual chairman in conducting and educating members on ritual. If the ritual chairman does not have an advisor, her resource should be the programming coordinator. Contact information for the programming coordinator and other national officers can be found on the members only side of the Sigma Kappa website. Ritual Committee Effective chapter organization includes the use of committees. Chapter size and needs determine the size and responsibilities of the committee. It should be composed of members from several classes, with varying personalities. This will provide different viewpoints and foster interest in the position of ritual chairman. The purpose of the ritual committee is to work with the ritual chairman in: Executing the duties of the ritual chairman. Evaluating the usage of ritual by the chapter. Setting goals for chapter ritual appreciation each academic term. Maintaining ritual equipment and paraphernalia. Instilling chapter pride and appreciation of ritual. The ritual committee members should meet these requirements: Should be knowledgeable about Sigma Kappa ritual. Must attend all ritual committee meetings. Note: the advisor to the ritual chairman is considered a member of the ritual committee. Committee meetings should be: Chaired by the ritual chairman. Held at least monthly during school terms. Open to any initiated member of the chapter. Attendance should be encouraged. Delegating Responsibilities Each committee member could take responsibility for a different aspect of the ritual program. For example, the following areas might be delegated: Planning and conducting an informal meeting program regarding ritual. Inspecting ritual materials and ordering more as necessary. Coordinating the New Member Ceremony. Coordinating the Order of the Triangle Ceremony. Coordinating preparation for formal meetings and Model Meeting. Preparing for Initiation, involving the entire committee and chapter members. Sigma Kappa Sorority Ritual Chairman Handbook page 6 The ritual chairman should follow up with committee members to ensure delegated tasks arebeing completed. Ritual Committee Goals The ritual committee should set goals each term. These goals should be definite and measurable. At the end of the term, the committee can evaluate them to see if they were accomplished, to guide the following term. Sigma Kappa Sorority Ritual Chairman Handbook page 7 RITUAL COMMITTEE TIMELINE January Hold first meeting of the committee, delegate responsibilities Work with the president to set the dates and times for ritual ceremonies Set ritual goals for spring term Plan for spring New Member Ceremony, if applicable February-May Plan for spring initiation, if applicable Assist VPNME in teaching songs and prayer to new members Assist VPNME in teaching ritual to new initiates Plan for Order of the Triangle Conduct at least one informal chapter meeting to educate members on ritual Inventory ritual equipment and order more for the following term, if necessary June-July Plan for fall New Member Ceremony, if applicable August-December Set ritual goals for the fall term Conduct at least one informal chapter meeting to educate members on ritual Plan for fall initiation, if applicable Assist VPNME in teaching songs and prayer to new members Assist VPNME in teaching ritual to new initiates Plan for Order of the Triangle, if applicable Inventory ritual equipment and order more for the following term, if necessary Evaluate term goals Complete annual Ritual Report due December 1 Sigma Kappa Sorority Ritual Chairman Handbook page 8 RITUAL AND THE CHAPTER Ritual and New Members Ritual is discussed during lesson seven of the Promise for New Members program. The ritual chairman must work with the VPNME to present this information to the new members. The goal is to ensure they have a complete understanding and appreciation of our ritual. It is a requirement of the Promise for New Members program that new members be taught the formal meeting songs and prayer prior to Initiation. Our ritual is confidential but is not meant to be intimidating. Discussing the prayer in advance will help the new members feel involved during Model Meeting, which will enhance their experience. It will also give them an opportunity to discuss any religious-affiliation questions they may have. Think of ways to teach the prayer SO that the women are intrigued and excited. This is when your creativity and enthusiasm will be most valuable. One idea includes making a pictogram of the prayer for visual learners. In addition, it is important to recite it several times for auditory learners. Items that should be reviewed with new members include: Proper all-white attire, shoes, and jewelry for ritual ceremonies. Consider providing a handout/slideshow with pictures. This could also be helpful to use with the entire chapter. Practicing the formal meeting ritual songs and prayer, emphasizing the importance of these items Ritual and New Initiates Work with the VPNME to attend the first meeting after Initiation to answer any questions about ritual. During this time it could also be helpful to set up office hours for the new initiates to visit you and ask questions. This could be a joint task with the VPNME. This is an important time to reiterate the importance of memorization, confidentiality, and appreciation of ritual. The ritual chairman also needs to incorporate the new initiates in ritual setup as soon as possible. Their participation is a good way for them to learn. Safeguarding Ritual No parts of the Ritual Book are to be copied. The president is responsible for the safekeeping of the Ritual Book. It should be kept in a locked cabinet or drawer. If any member of the chapter would like to read or reflect upon the Ritual Book, she can schedule time with the president to do SO. This opportunity should be encouraged, as Sigma Kappa Sorority Ritual Chairman Handbook page 9 many women may need time to sit and read to fully comprehend ritual. The ritual chairman is responsible for the safekeeping of ritual song sheets. These should be numbered and passed out during workshops. They must all be collected at the end of the workshop. The song sheets should be stored under lock and key with other ritual equipment. Memorizing Ritual Ritual should be memorized. All members must know the prayer and the songs of formal chapter meeting, New Member Ceremony, Order of the Triangle, and Initiation. Chapter officers must memorize their designated parts for ceremonies and meetings. The challenge of memorizing ritual intimidates many chapter members, so the ritual chairman should think of creative ways for helping the members learn ritual. Consider the following ideas: Conduct a contest. Divide the chapter into teams of six to eight members. Challenge the teams to memorize the ritual that is most difficult for the chapter. The first team to say it correctly wins a prize. This can occur throughout the term, and time in chapter meetings can be set aside to encourage the teams to participate. For spoken parts, a good way to memorize the information is to focus on one line at a time, adding a new line each time the previous one has been absorbed. In addition, having a committee member partner with the officer to help her with memorization would be a great way to utilize committee members. Have a member play the ceremony music on a piano. If you don't have access to an instrument, a ritual Song CD can be ordered from nationpaal headquarters. Distribute song sheets and sing as a group. Then take back the song sheets and see how many have memorized the words. Distribute rewards (such as gift cards) to those who succeed. Encourage big/little sister pairs to learn the prayer together. When the pair can correctly recite the prayer to the president, VPP or ritual chairman, they win a prize. This should be done prior to Initiation. Workshop Warehouse on the members only side of the Sigma Kappa website contains a ritual appreciation workshop that can be used during an informal chapter meeting. Replacing Ritual Equipment It is the responsibility of the ritual chairman to inspect and clean all ritual equipment each term. If items are missing, a supply order should be placed with national Sigma Kappa Sorority Ritual Chairman Handbook page 10 headquarters by accessing the Supply Order form online. It is very important to replace equipment if it is not repairable to suitable conditions. Keep in mind that some of the ritual pieces may be expensive, and planning ahead is crucial. The integrity of the ritual will be compromised if using worn or broken equipment. RITUAL CEREMONIES Ceremony Attire Appropriate dress for each of the ceremonies is defined in each section of the Ritual Book. However, there are times that the proper attire will be challenged. It is the duty of the ritual chairman to educate and enforce the proper attire for ritual ceremonies. This information should be discussed at ritual workshops and Promise for New Members meetings so that all members are knowledgeable about what is considered appropriate. No members should be permitted to attend ritual events if they are not in the proper attire. To prevent women from being turned away from ritual ceremonies, images of appropriate outfits should be shared with the chapter a few weeks before the ceremonies. In addition, it is helpful to show what is not permitted so that questions can be asked and expectations clarified. Keep in mind these reminders for proper attire: An all-white dress, or skirt and blouse must be worn. Pants are not allowed. Cream or ivory colored dresses are not allowed. Outfits with colored or jeweled trim are not allowed. White slips in place of skirts are not allowed. White shoes must be worn. The addition of white or natural pantyhose is at the discretion of the wearer or the chapter. Tennis shoes and white socks in place of shoes are not allowed. All white sandals may be worn. Flip-flops are not allowed. Sigma Kappa Sorority Ritual Chairman Handbook page 11 Long white dresses are required for those with speaking parts during Initiation. This is the only ritual that requires long white dresses. During the Initiation ceremony, pearls are the only jewelry worn by officiating members and initiates. Those with wedding or engagement rings may wear them as well. Pearls or simple and tasteful jewelry for members and alumnae are appropriate. Room Rental If necessary, a room on campus or in the community may be rented for ritual ceremonies. If necessary, you may use the Sample Ritual Space Rental Agreement in the ritual chairman supplies on the members only side of the Sigma Kappa website to secure this space. New Member Ceremony Throughout Sigma Kappa membership, our Ritual should grow in meaning. The first introduction to ritual is the New Member Ceremony. This is held after new members have paid their new member fee, and should occur within seven days of bid acceptance. During this ceremony, the new members will receive a new member pin and our colors. The ritual chairman should work closely with the VPNME to plan this ceremony. Appropriate dress for the ceremony includes white dress, or skirt and blouse, and white shoes. Materials needed: New member cards, one for each new member New member pins, one for each new member (Note: it is important to order new member pins in the previous term to ensure you are prepared for the ceremony.) Lavender and maroon ribbons with straight pins for each new member One electric/battery candle, for president's table Ritual Book and Bible on table White tablecloth on table Pen for signing new member cards List of new member's names, in the order in which they will be escorted in, on the table The optional ribbon ceremony (described in the VPNME handbook), is not a part of our ritual and white dress is not required. New Member Pin Return Ceremony Sigma Kappa Sorority Ritual Chairman Handbook page 12 This ceremony is not part of our ritual as prescribed by our Founders. As such, all white dress is not required for this ceremony. This ceremony is held prior to Initiation. It is the time for new members to return their new member pins as they prepare to accept the badge of an initiated member. Details of this ceremony are in the Inspiration Days Guide, located in the VPNME's annual supplies online. Initiation Ceremony The Promise for New Members program culminates with a well-rehearsed, professional initiation ceremony. Initiation is the final revealing of Sigma Kappa ritual. The formality of the procedure gives Initiation a dignity and significance that would be very difficult to achieve informally. The ritual chairman and the VPNME should work very closely together to ensure that Initiation is properly planned well in advance. The ritual chairman will need to conduct ritual workshops and practices several times prior to the ceremony. The officers participating in the ceremony should practice the ceremony in its entirety. The ritual chairman should plan these rehearsals. The ritual chairman is also responsible for arranging a committee for initiation setup and takedown. This should not be limited to ritual committee members. The ritual chairman should check the Initiation equipment early in the term. If an item is needed, it must be ordered from national headquarters immediately. Order violets for the president and new members and make the lavender and maroon ribbons ahead of time. The tablecloths, robe, curtains and aisle cloth should be cleaned and pressed. Appropriate white dress and white shoes should be worn. Long white dresses must be worn by those who have speaking parts. Refer to the Ritual Book for further details of new member and initiation services. Materials needed include: Initiation framework Pressed curtains Banner Pillows Small table White tablecloth Members' badges, arranged with clasp open Ribbons for the new members, with straight pins Violets with straight pins Constitution book Photos as described by the Ritual Book Pen Sigma Kappa Sorority Ritual Chairman Handbook page 13 One electric/battery candle and holder 2-6 palms, real or artificial, and 6 yards of smilax or asparagus fern Robe Aisle cloth Reference the Ritual Book for a full listing of all the materials needed for Initiation. Model Meeting Model Meeting must be held within 24 hours of Initiation and, preferably, immediately following Initiation. If held apart from Initiation, badge attire should be worn, according to the chapter's Code of Conduct. All white dress is not a requirement. Model Meeting clarifies ritual and provides meaning to the historical development of the sorority. The Ritual Book has all instructions for model meeting. The ritual chairman committee or members assigned by the ritual chairman should be responsible for setup and takedown of Model Meeting. A rehearsal of all members participating in Model Meeting should be held the week of Initiation to ensure a successful program. The ritual chairman should set up this rehearsal. Model meeting should be dignified and impressive, as it is the first time the new initiates hear our Sigma Kappa traditions. Reference the Ritual Book for a list of all materials needed for Model Meeting. Formal Chapter Meeting Two chapter meetings per month should be "formal," which includes the use of ritual and proper setup. During formal meetings the business of the chapter is conducted. Informal meetings should be devoted to member development programs and may include sisterhood activities or committee meetings. The seating arrangement for formal meeting is found in the Ritual Book. The ritual chairman has the responsibility of assigning members the duties of setup and takedown of formal meeting. A good way to do this is to rotate the assignments through the school year to ensure that all chapter members have a chance to participate. Only initiated members may participate in setup or takedown of any ritual ceremony. Reference the Ritual Book for a list of all materials needed for formal chapter meeting. Members should wear their Sigma Kappa badge and appropriate attire to formal chapter meeting. Appropriate badge attire should be outlined in the chapter's Code of Conduct. No part of a formal chapter meeting should be omitted. This means all the verses of the songs must be sung, the prayer must be recited, and a Bible scripture or inspirational Sigma Kappa Sorority Ritual Chairman Handbook page 14 quote must be read. The ritual chairman should plan a workshop to review formal meeting after elections are held and officers are installed. This is good practice for incoming officers to learn their formal meeting parts. Installation of Officers The outgoing president installs new officers at a formal meeting as soon as possible following elections. This is a very special ceremony to honor the work from the previous council and to pass on the torch to the new council. The same setup for a formal meeting is required. Materials needed: All materials for a formal meeting Sigma Kappa Bylaws Bible Gavel Handbooks for all executive officers Flowers as prescribed in the Installation of Officers Ceremony (optional) Order of the Triangle This ceremony was 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. It is a beautiful and meaningful ceremony for each member as she completes her college days. The ritual chairman should organize a rehearsal of ceremony participants the week of the service to ensure a successful program. Appropriate white dress and white shoes should be worn. Materials needed: Ritual Book Order of the Triangle pin affixed to knotted lavender and maroon ribbon, for each conferee Electric/battery candles White tablecloth on table Work with the VPAR to ensure the Order of the Triangle pins are ordered from national headquarters. It is recommended to keep some on hand at all times. Memorial Service The members of a chapter, upon the death of one of its members, or all chapters, upon the death of a past or present member of national council, shall invert their pins or badges and drape the charter with lavender netting for 15 days following notification. Sigma Kappa Sorority Ritual Chairman Handbook page 15 The manner of draping and the persons responsible are left to the discretion of the individual chapters. The ritual chairman may be asked to perform this duty as well as prepare a memorial service, if needed. The following procedure for a memorial service was adopted at the 39th Convention in 1913: The memorial prayer, found in the Ritual Book An appreciation written by a member of the chapter Appropriate music Non-members may participate in the memorial service. FREQUENTLY ASKED QUESTIONS 1. What if a member isn't properly dressed for a ritual ceremony? She will not be allowed to participate in the ceremony and her absence will be considered unexcused. The ritual committee is responsible for ensuring all members are appropriately dressed. 2. Can we sing "Pass it On" instead of a new member ceremony or Initiation song? No. "Pass It On" is sung during the Order of the Triangle ceremony. Initiation songs and New Member Ceremony songs must be sung at those ceremonies. 3. Are we supposed to enter formal meetings by initiation number? Many chapters do so, but it is not required. You may also enter alphabetically. 4. Is there a certain knock to enter a room during a ceremony? No, Sigma Kappa has no official knock. 5. May we blindfold initiates to bring them into the initiation room? Absolutely not. This is a form of hazing. 6. May we use only one verse of the songs at formal meetings? No. Uniformity of ritual is a requirement. It is crucial to sing every song in its entirety. 7. Should we cover the windows so that the room is dark during ceremonies? Soft light is appropriate. Windows should be covered to keep others from looking in, but the room should not be very dark. Sigma Kappa Sorority Ritual Chairman Handbook . page 16 8. Do we always have to read 1 Corinthians 13? Only for the New Member Ceremony and Model Meeting. During formal chapter meetings, any scripture may be read. There are many short, pertinent verses in the book of Proverbs or Psalms. Appropriate inspirational quotes or verses from others books in the Bible may be used during formal meeting as well. 9. May the formal meeting prayer be omitted from the formal meeting during certain times of the year? No. The prayer must be said during every formal meeting. Note: Often times, non-Christian women prefer not to say the prayer. They may refrain from reciting the prayer during formal chapter meeting. SIGMA KAPPA Live with Heart Sigma Kappa Sorority . Ritual Chairman Handbook page 17 695 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 . Ritual Chairman Handbook . page 18