Sigma Kappa Handbook for the Vice President of Communication 2018 Sigma Kappa Sorority Vice President of Communication Handbook page 2 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Bylaws This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence (SOE). Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. © 2017 Sigma Kappa Sorority TABLE OF CONTENTS Vice President of Communication 4 Resources 5 Advisor to the VPC 6 Working with Other Officer 7 Recording Chapter Meetings and Ritual Ceremonies 8 Understanding how to set Quorum 8 Minutes 8 Positive Point Systems 10 Dove Hub Reporting 11 Chapter Statistics Report 11 Membership Status Changes 12 Medical Information Form 12 New Member Ceremony 12 Initiation 12 Awards Information 13 Correspondence 14 Guidelines and Suggestions for Writing Correspondence 14 Filing Tips 16 Sigma Kappa Sorority . Vice President of Communication Handbook page 4 VICE PRESIDENT OF COMMUNICATION The vice president of communication (VPC) is elected by the chapter and is responsible for keeping accurate and complete records of the chapter. This position reports to the president of the chapter and is a member of executive council. In light of these responsibilities, the VPC must do the following tasks. They are grouped together as they relate to one another. Prepare for the role: Read, comprehend and follow the Handbook for the Vice President of Communication. Read, comprehend and follow National Policy Handbook, and ensure there is an understanding of membership status policies. Access and watch all training modules associated with the VPC role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about all national and chapter policies and procedures. Understand where to access information for specific responsibilities on the Sigma Kappa website. Be knowledgeable about Dove Hub functionality by watching the tutorials available on the members only side of the Sigma Kappa website. Be knowledgeable about procedures regarding accurate record keeping. Be knowledgeable about all protocols regarding correspondence. Develop and maintain records and resources: Record and keep a current record of all meetings (executive council, formal chapter and informal chapter) and ritual ceremonies to be approved by the chapter and signed by the VPC and president each week. Update the Sigma Kappa chapter statistics report in Dove Hub twice each year. Update the membership status changes in Dove Hub following the chapter vote. Update chapter officers in Dove Hub. Read the previous week's minutes at chapter meetings for approval and corrections. Maintain a record of all correspondence to and from the chapter (electronic or hardcopy files). Collaborate with others: Before each meeting, submit to the president a list of all old and new business to be presented, reports of officers, chairmen and committees and postponed or tabled motions. Participate in the New Member Ceremony, Initiation and Order of the Triangle. Sigma Kappa Sorority Vice President of Communication Handbook page 5 Work closely with advisors and other chapter officers to keep accurate records of members attending each event and meeting. Manage the point system to encourage member attendance at chapter functions and reward members who make significant contributions to Sigma Kappa. Remind all chapter officers of various reports due by referring to the collegiate officer monthly calendar located in collegiate general supplies on the members only side of the Sigma Kappa website. Serve as the chapter's award chairman by notifying chapter officers of award application deadlines. Ensure each member and new member completes a Medical Information Form each year. Oversee the public relations (PR) chairman, webmaster and Sigma Kappa Triangle correspondent. Communication responsibilities: Send minutes within two days of a meeting/ceremony to your advisor, the advisory board supervisor (ABS), the collegiate coordinator (CC), and collegiate district director (CDD). Post minutes within 48 hours after a meeting to the GIN system for chapter members. Handle all official correspondence of the chapter. Read, answer and file all chapter correspondence. Send all chapter thank you notes to individuals who assist the chapter and/or contribute to the chapter. Complete the Sisterhood Recognition Award application and the Advisory Board Recognition Award application each year. The VPC is expected to be prompt and attend all meetings and ritual ceremonies. If she cannot attend, she should provide the previous week's minutes to the president, who will appoint a member to act as VPC pro tem in her absence. The VPC may take silent roll call at meetings. It is recommended that she calls roll as members enter the room, always noting excused and unexcused absences or late members. The VPC should work with the executive vice president (EVP) regarding members with excessive absences. Resources In addition to this handbook, the VPC must have certain resources and materials to properly do the job. They are: 1. Chapter attendance record (either electronic or hardcopy) Sigma Kappa Sorority Vice President of Communication Handbook page 6 2. Current VPC annual supplies 3. A copy of minutes for all meetings and ritual ceremonies 4. Dove Hub 5. Office specific information, including: Goals for the office Recommendations from her predecessor Advisor's name, address, email address and telephone number(s) Budget for the office (obtain from the vice president of finance) 6. List of names, addresses and telephone numbers for the following: Chapter advisors Advisory board supervisor Corporation board members, if applicable Collegiate coordinator Collegiate district director National headquarters (NHQ) 7. Chapter calendar 8. Sigma Kappa directory of chapter members, home and campus addresses, parents' names and Initiation numbers or pledging dates. 9. Sigma Kappa stationery (can be ordered through NHQ via the supply order form) Note cards 8 1/2" X 11" paper with matching envelopes 10. Files (either paper or electronic) should contain: All chapter minutes from the date of chapter Installation. Any correspondence received during the year. Keep resources up-to-date by using only current forms, found on the members only side of the Sigma Kappa website. Advisor to the VPC The advisor to the VPC provides continuity in a chapter's accurate record keeping from one year to the next. She is a member of the advisory board and can advise and guide the VPC to effectively do the job. Sigma Kappa Sorority Vice President of Communication Handbook page 7 To learn more about developing a relationship with your advisor, watch the module in SKILLab: Sigma Kappa's Interactive Learning Lab that highlights best practices for building this relationship. Resources the Advisor Needs: Handbook for the Chapter Advisor Handbook for the Vice President of Communication Chapter Code of Conduct National Policy Handbook Chapter calendar Chapter roster and contact information Copy of VPC's goals for the year What If You Do Not Have an Advisor? If you do not have an advisor, there are several other resources to look to for assistance, they are: Advisory board supervisor Collegiate coordinator Collegiate district director Sigma Kappa Sorority Vice President of Communication Handbook page 8 WORKING WITH OTHER OFFICERS The PR chairman, webmaster and Sigma Kappa Triangle correspondent work directly with the VPC by serving as members of her team. It is the responsibility of the VPC to support, advise and coordinate the activities of these chairmen. The VPC should review the handbooks for the public relations chairman, webmaster and Sigma Kappa Triangle correspondent to make herself knowledgeable of their responsibilities. When working with these chairmen it is important to remember the following: The PR chairman is responsible for developing and implementing a PR plan for the chapter and for chapter events. The webmaster is responsible for maintaining the chapter website through GIN in compliance with the National Policy Handbook. The Sigma Kappa Triangle correspondent is responsible for the chapter's publicity in the Sigma Kappa Triangle magazine. The VPC should be familiar with the deadlines for submitting information to the Sigma Kappa Triangle. The following may guide the VPC in working closely with her team: Meet bi-weekly to discuss projects, programs and activities of all four offices to ensure the proper coordination and balance of the programs and activities. Work closely together and support each other's programs and activities. Look for ways to collaborate on programs and activities. Educate each other on respective responsibilities of each office. Collaborate on completing reports at the end of each term/semester. Sigma Kappa Sorority Vice President of Communication Handbook page 9 RECORDING CHAPTER MEETINGS AND RITUAL CEREMONIES The purpose of keeping minutes is to keep a record of the chapter's action, for the information of absent members and for future reference. Minutes are attached to petitions and must clearly indicate the type of vote taken. As the VPC, it is important you know the policies in regards to voting requirements (consult the National Policy Handbook for all voting requirements). Here is a quick guide to the types of votes that are often taken by a collegiate chapter and the amount of votes needed for each to pass: Alcohol at a social function = 3/4 secret written vote Expulsion = 2/3 affirmative secret written vote Withdrawal and suspension = 2/3 affirmative secret written vote Election of officers = majority (50% + 1) Understanding how to set Quorum A quorum is the minimum number of chapter members necessary to conduct the business of the chapter. The VPC is responsible for knowing the number of members needed at any time to have a quorum for voting purposes. Information regarding quorum is required to be recorded in the minutes of the meeting. For more information about setting quorum and examples, please access the resource "Setting Quorum" in the VPC annual supplies on the members only side of the Sigma Kappa website. Minutes Minutes are the formal recording of all formal and informal chapter meetings, executive council meetings, New Member Ceremony, Initiation, Order of the Triangle and Installation of Officers. All business transactions must be recorded in the minutes with the exception of the names of ritual items when recording minutes. The VPC should record what is done, not what is said. Outlines for minutes are included in the VPC annual supplies. The minutes from a collegiate meeting must be typed and sent to her advisor, the advisory board supervisor and collegiate coordinator within two days after each meeting/ceremony. A copy of the minutes should be retained for the permanent chapter files. The chapter president may want to use the chapter's copy to make her agenda for the next meeting. The meeting minutes should be posted to the GIN system within 48 hours of the meeting and/or distributed for members absent from the meeting to review. Sigma Kappa Sorority Vice President of Communication Handbook page 10 The VPC must get each motion written correctly as voted upon even if she has to ask the maker of the motion to repeat her motion. The maker of the motion should be indicated. State whether motions were carried or were defeated. If a motion requires a certain number of votes to pass, state that information. (Example: In order for a chapter to serve alcoholic beverages, this motion must be passed with a three-fourths secret written vote.) The minutes would state, "Sister moved that alcohol be served at the spring formal. The motion carried by a three- fourths secret written vote." For examples of types of motions and the language used to make them, please refer to the VPC supplies on the Sigma Kappa website and the VPC training course within SKILLab: Sigma Kappa's Interactive Learning Lab. Indicate whether absences are excused or unexcused in the minutes. If corrections are made, they are to be noted in the next week's minutes. Corrections to the minutes must be clearly documented. If paper files are maintained, the correction is written in the margin of the minutes needing corrected. Later, the VPC draws a neat line through the corrected part so that it can still be read. If electronic files are maintained, use the strikethrough feature to indicate deleted text and use italics for newly inserted text. (for example, deleted text versus added text). Minutes may be corrected at any time, but if corrected after approval, a two-thirds vote is required, or general consent may be used. The VPC should avoid the term, "respectfully submitted." Rather, the minutes should always be signed by her with her title, stating whether they were approved "as read" or "as corrected" with the date of approval. Both the name and title of the VPC and president should be typed with a line above for the signatures of each. Be certain to get the president's signature on the chapter's minutes; however, do not wait for the president's signature before sending copies of the minutes to the appropriate advisors and national officers. If a VPC pro tem takes the minutes, she writes them and signs them as the VPC pro tem. If the reading of the minutes is omitted at one meeting, these minutes must be read at the following meeting before the other minutes. Never destroy old minutes. Minutes are official documents of the chapter and may need to be referenced. If minutes are kept electronically, periodically backup the files on external media. Sigma Kappa Sorority Vice President of Communication Handbook page 11 POSITIVE POINT SYSTEMS Many chapters have developed and implemented a point system to encourage member attendance at chapter functions and reward those members who are making a significant contribution to Sigma Kappa. In many chapters, it has replaced fines and penalties previously used as punishment for non-attendance. Instead of the focus being a penalty, the focus is a reward. Chapter members are awarded points for attending chapter events, serving as an officer and/or chairman, improving scholarship, etc. The points should be used to encourage participation and involvement from members. A reward for achieving a certain number of points can be presented to members such as a small gift, a special outing, first choice at room assignments or parking spaces, etc. If used, the VPC should work with the executive council to develop the point system with individual chapter activities and needs in mind. The following are some examples that may earn members points: Attending weekly chapter meeting Attending ritual ceremonies Participating in community service activities Participating in fundraisers for the Sigma Kappa Foundation Attending social functions Attending Panhellenic meetings Attending recruitment/ritual workshops Attending college/university sporting events Attending sisterhood events Tutoring a sister Serving as an officer or chairman Serving as a big sister/heart sister Wearing letters in a positive manner Participating in Inspiration Days Attending alumnae events Attending Founders' Day Once the guidelines for the point system have been developed and included in the chapter's COC, the VPC should monitor the point tallies of each member to ensure that all members are participating at an acceptable level. For more ideas on how to develop an effective positive points system, contact the collegiate coordinator. Sigma Kappa Sorority Vice President of Communication Handbook page 12 DOVE HUB REPORTING Chapter Statistics Report The VPC receives an email from NHQ twice a year, in January/February and in August/September with information about the Chapter Statistics Report. This report is very important and should be completed immediately using Dove Hub (http://reports.sigmakappa.org). The chapter's official membership record is taken from this report, SO prior to completing the report, please check carefully on the status of every member. Accuracy is extremely important and promptness is vital in the preparation of this report. A $100 fine is assessed if this report is not submitted to NHQ by the due date. There are three sub-reports that need to be completed for the chapter to get credit for a complete Chapter Statistics Report. Update the chapter membership by going to Membership>Actions>Manage Members Update chapter officer information by going to Chapter Officers>Actions> Change Chapter Officers Anytime the chapter has an election of officers or fills a vacant office, the VPC must update the officer information using Dove Hub. A copy of the updated officer information should be emailed to the ABS and corporation board president. Update the chapter calendar by going to perations>Actions>ChapterCalendar Please see definitions below for specific membership status types: MNEW - New Member - any new member of the organization. DP - Depledge - A new member who leaves the organization prior to Initiation. MCOL - Initiated Member - Any initiated member of the chapter will have this status. MALU - Alumna Status - member is no longer attending classes at the institution. WP - Withdraw Pending - the chapter has voted on a member's request to voluntarily withdraw her membership from the sorority on a permanent basis. A petition for special dispensation must be processed and on file at NHQ. See the National Policy Handbook for specific instructions. HO - Holdover New Member - A new member who has not met the requirements for Initiation and is being held over until she meets the requirements. SP - Suspension Pending - a member has been suspended by a chapter vote. A petition for special dispensation must be processed and on file at NHQ. See the National Policy Handbook for instructions. EP - Expulsion Pending - a member has been expelled by a chapter vote. Petition for special dispensation must be processed and on file at NHQ. See the National Sigma Kappa Sorority Vice President of Communication Handbook page 13 Policy Handbook for specific instructions. FSP - Financial Suspension Pending - Per the VPF, any member who is going through the Automatic Financial Suspension process. Membership Status Changes Anytime a member's status changes during the year, the VPC must change that status on Dove Hub. This includes any new members who depledge, members who withdraw or are suspended or expelled and any members leaving school. Notification should also be sent to the corporation board president, iapplicable. These changes should not be made until the chapter votes on the status change of the member. Medical Information Form The VPC must have each initiated member complete the Medical Information Form at the beginning of the fall term and turn them over to the president. The VPC will coordinate with the vice president of new member education (VPNME) to have the new members complete the Medical Information Form. Once new members are initiated, the VPNME will turn over the Medical Information Form for new members to the president. Medical Information Forms can be found in the VPC annual supplies on the members only side of the Sigma Kappa website. New Member Ceremony New Member Card Files The new member card is signed during the New Member Ceremony by all new members. Cards should be filed alphabetically. Cards are to be kept by the chapter until the new member is either initiated or leaves the chapter. They are then destroyed. Initiation The VPC must submit the Initiation numbers and a copy of the chapter's signed constitution page(s) to NHQ within one week of Initiation. Initiates are not officially members and will not receive their Sigma Kappa Triangle magazine and membership certificate until the following is completed and received at NHQ. The Initiation number is the number by which each initiate signs her name in the chapter's constitution book. The VPC enters the Initiation number into Dove Hub within one week of Initiation when changing the new member's status from MNEW to MCOL. Send a scanned copy of the chapter's constitution book page(s) where the new initiates signed to reports@sigmakappa.org. The page(s) are required so Sigma Kappa Sorority Vice President of Communication Handbook page 14 NHQ can verify Initiation numbers. The chapter will not be given credit for completing the constitution numbers until they are entered into Dove Hub and a copy of the page(s) is received at NHQ. Sigma Kappa Sorority Vice President of Communication Handbook page 15 AWARDS INFORMATION Collegiate awards are given annually. All award applications must be received on time to be eligible for judging. Most awards require an application. Those award forms that are the responsibility of the VPC are: Sisterhood Recognition Award Advisory Board Recognition Award Any campus/university award applications As the VPC oversees the PR chairman, she should review the PR Chairman's Report/Outstanding PR Programming Award Application prior to submission. Please refer to the most recent copy of the annual chapter supplies for the VPC for current information on awards and deadlines. The VPC should work with the chapter president and the EVP to set up a review meeting with the chapter and the chapter officers regarding awards forms and due dates. This meeting should take place as early in the year (or each semester) as possible to make sure that all officers are prepared to submit the proper award applications on time. Sigma Kappa Sorority Vice President of Communication Handbook page 16 CORRESPONDENCE There are several different types of correspondence that the VPC may generate in her term of office. The correspondence might include notes of: Thank you Appreciation Congratulations Sympathy Invitation Greetings Holiday Birthday Wedding, baby, new job, etc. Correspondence should use the most up to date Sigma Kappa brand standards. Reference the Brand Standards Guide for more information. This document can be accessed on the members only side of the Sigma Kappa website in the Toolbox > Printed & Digital Media. Note cards, notepads and personalized chapter stationery can be ordered through NHQ via the supply order form. It is recommended you coordinate with the vice president of finance to submit those orders. Guidelines and Suggestions for Writing Correspondence When writing correspondence, consult the Sigma Kappa Style Sheet, which can be found in collegiate general supplies. The VPC should write thank you notes/letters, congratulatory notes and letters of appreciation. Consult with the other chapter officers to determine recipients of correspondence. Thank you letters are one of the pillars of good relationships. Thank you letters do not need to be long. However, they should be written promptly and should show an interest in the receiver. Thank you notes can be sent to guest speakers, alumnae and parents who help with recruitment, alumnae who serve as advisors and anyone who assists in your Ultra Violet events. How to Say It: Mention in some detail why the chapter is grateful. Express gratitude in an enthusiastic, appreciative way. Elaborate on the appreciation (why the chapter likes it; how the chapter is going to use it). Close with one or two sentences unrelated to the object of the gratitude (expressing affection, promising to see the person soon, saying something nice Sigma Kappa Sorority Vice President of Communication Handbook page 17 about the donor). Never express more than you feel. A simple "thank you very much" goes a long way. Format for thank you notes: Personal thank you notes are almost always handwritten on Sigma Kappa fold- overs, note cards or stationery. Sigma Kappa stationery can be used to write thank you notes for formal or very important events. Business thank you notes are typed on Sigma Kappa letterhead stationery. The VPC should also send out congratulatory notes to other Greek organizations, campus groups, etc. to recognize significant occasions. These occasions may include recognition of their founding, awards received from their national organization or university and significant accomplishments of their members. How to Say It: Use the word "congratulations" early in the note. Mention the specific occasion. Tell how happy the chapter is and why. If appropriate, tell how the chapter learned about the good news. Close with an assurance of best wishes, affection, love, admiration, warmth, interest, delight, pleasure or good wishes. Avoid effusiveness, exaggerations and excessive flattery. Format: Most congratulations take the form of a note - on Sigma Kappa stationery, fold- overs, or note cards. In some contexts, the congratulations may be typed on Sigma Kappa letterhead. Letters of appreciation build goodwill for external relationships. They are easy to write and appeal to common courtesy and good public relations. Letters of appreciation are sometimes interchangeable with letters of acknowledgment, congratulations or thanks. In many instances, however, an acknowledgment is too matter-of-fact, congratulations might appear patronizing or a "thank you" ignores the mutuality of the exchange. How to Say It: State what the chapter appreciates. Explain briefly why the chapter feels appreciative. Do not address other news or information. For maximum impact, the upbeat message should stand-alone. Format: Sigma Kappa Sorority Vice President of Communication Handbook page 18 Consider using Sigma Kappa postcards for sending one or two-sentence notes of appreciation. Personal notes of appreciation should be handwritten on Sigma Kappa fold-overs, note cards or stationery. Business letters of appreciation are typed on Sigma Kappa letterhead stationery. Adapted from: Maggio, Rosalie. How to Say It. Englewood Cliffs: Prentice Hall, 1990. Filing Tips When filing is completed on a regular basis it is simple and easy. Filing may be electronic if correspondence is scanned and saved onto a computer or received in electronic format. If using electronic filing, make sure to use the date the correspondence was received, or sent, in the file name. It is also important to periodically backup the electronic files on an external media source. The following may assist the VPC when setting up files: 1. When there are three or more letters on the same subject, make a folder with the subject typed on the tab. 2. One or two miscellaneous letters per person may be filed with the others alphabetically in a folder labeled "miscellaneous." 3. Letters from officers are filed under the title of the officer. 4. File letters to and from a certain person together. If both the copy and original are on hand, file the original letter under the name of the writer (i.e., in most cases, the title) and the copy under the name (or office) to the address to give a cross- reference. 5. File all letters by date in each folder with the most recent letter on top. If letters are not dated when received, add the date before filing. 6. If a letter covers important items having separate folders, the folders where the letter is not filed should contain a sheet giving the name of the writer, date and location of the original letter to facilitate finding it when the information is needed. 7. To assure filing or re-filing in correct locations, mark each letter plainly with the name of the folder where it is to be filed. 8. File in alphabetical order and file all materials flat and unfolded. Sigma Kappa Sorority Vice President of Communication Handbook page 19 9. Past year and current year correspondence should be in the "active files." All essential, previous material should be filed together. 10. Keep files up-to-date by using only current forms. Upon receiving fall supplies, discard all old, unused forms and replace them with the new forms. Sigma Kappa Sorority Vice President of Communication Handbook page 20 SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Ste 300 Carmel, IN 46032-5323 317-872-3275 f: 317-872-0716 e: info@sigmakappa.org www.sigmakappa.org Sigma Kappa Sorority Vice President of Communication Handbook page 21