Sigma Kappa Handbook for the Vice President of Communication and Operations 2020 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Bylaws This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence (SOE). Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. C 2020 Sigma Kappa Sorority Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 2 TABLE OF CONTENTS Vice President of Communication and Operations 4 Resources 6 Advisor to the VPCO 7 Working with Other Officers 8 Public Relations 9 Creating a Public Relations Program 9 Guidelines for Communication During Risk Management Situations 9 Recording Chapter Meetings and Ritual Ceremonies 11 Understanding how to set Quorum 11 Minutes 11 Focus on Member Retention 14 Positive Points Systems 14 Tracking Member Attendance 15 Dove Hub Reporting 16 Chapter Statistics Report 16 Membership Status Changes 17 Medical Information Form 17 New Member Ceremony 17 Initiation 17 Awards Information 19 Correspondence 20 Guidelines and Suggestions for Writing Correspondence 20 Filing Tips 22 Standards of Excellence 23 Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 3 VICE PRESIDENT OF COMMUNICATION AND OPERATIONS The vice president of communication and operations (VPCO) 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. Considering these responsibilities, the VPCO must do the following tasks. These 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 and Operations. 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 VPCO 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 VPCO and president each week. Identify attendance issues and supervise retention efforts for the chapter. Be intentional about re-engaging members with attendance issues and analyze chapter trends related to withdrawals and expulsions to provide strategy for increasing chapter retention. 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 and once it has been confirmed that no debt is owed to the chapter or, if applicable, the corporation board. Update chapter officers in Dove Hub. Read the minutes of the previous meeting at chapter meetings for approval and corrections. If minutes are not read in chapter meeting, make sure they are posted Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 4 on OmegaOne for review. Maintain a record of all correspondence to and from the chapter (electronic or hardcopy files). If you will be absent for a ceremony or meeting, work with the president who will appoint a member to act as VPCO pro tem. 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. Document all occurrences of New Member ceremony, Initiation and Order of the Triangle ceremony. 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 in SmarterSelect 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. Assist the chapter in meeting the Standards of Excellence (SOE) criteria by focusing on specific criteria that pertain to her responsibilities, as well as supporting other officers and chairmen. Ensure each member and new member completes a Medical Information Form each year. Oversee a plan to manage chapter communication and social media. Ensure that all chapter officers and members are using correct Sigma Kappa visual identity elements when producing marketing or public relations materials. Partner with the vice president of alumnae relations (VPAR) to develop alumnae communications, including alumnae newsletters, invitations to events, etc. Supervise the public relations (PR) chairman, webmaster and the Sigma Kappa Triangle correspondent. Support the PR chairman with the ongoing use of the chapter's brand identity through any and all chapter public relations activities. Support the PR chairman with the development and implementation of the chapter's yearly PR plan and report regularly in executive council meetings on its status. 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). Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 5 Post minutes within 48 hours after a meeting to OmegaOne for chapter members. Handle all official correspondence of the chapter. Ensure chapter members are using official Sigma Kappa visual identity elements tied to all correspondence. 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. Resources In addition to this handbook, the VPCO must have certain resources and materials to properly do the job. They are: 1. Chapter attendance record (either electronic or hardcopy) 2. Current VPCO annual supplies 3. Current printed and digital media supplies 4. A copy of minutes for all meetings and ritual ceremonies 5. Dove Hub 6. Office specific information, including: Goals for the office Recommendations from her predecessor Budget for the office obtained from the vice president of finance (VPF) 7. List of names, addresses and telephone numbers for the following: Chapter advisors Advisory board supervisor Corporation board members, if applicable Collegiate Public Relations Coordinator Collegiate coordinator Collegiate district director National headquarters (NHQ) 8. Chapter calendar 9. Sigma Kappa directory of chapter members, home and campus addresses, parents' names and Initiation numbers or pledging dates. 10. Sigma Kappa stationery (can be ordered through NHQ via the supply order form) 11. 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, which can be found on the members only side of the Sigma Kappa website. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 6 Advisor to the VPCO The advisor to the VPCO provides continuity in a chapter's accurate record keeping from one year to the next. She assists in identifying retention issues and helps the VPCO strategize ways to increase member re-engagement efforts. She is a member of the advisory board and can advise and guide the VPCO to effectively do the job. To learn more about developing a relationship with your advisor, watch the module in SKILLab that highlights best practices for building this relationship. Resources the Advisor Needs: Handbook for the Chapter Advisor Handbook for the Vice President of Communication and Operations Chapter Code of Conduct National Policy Handbook Chapter calendar Chapter roster and contact information Copy of VPCOs goals for the year Access to Dove Hub Access to OmegaOne 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 (ABS) Collegiate Public Relations Coordinator (CPRC) Collegiate coordinator (CC) Collegiate district director (CDD) Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 7 WORKING WITH OTHER OFFICERS The PR chairman, webmaster and the Sigma Kappa Triangle correspondent work directly with the VPCO by serving as members of her team. It is the responsibility of the VPCO to support, advise and coordinate the activities of these chairmen. The VPCO should review the handbooks for the PR chairman, webmaster and the 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, and for managing the chapter's social media accounts. The webmaster is responsible for maintaining the chapter website through OmegaOne 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 VPCO should be familiar with the deadlines for submitting information to the Sigma Kappa Triangle. The following may guide the VPCO 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 to collaborate and support each other's 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 and Operations Handbook page 8 PUBLIC RELATIONS Creating a Public Relations Plan Work with the PR chairman as she develops and implements a public relations plan for the chapter. The PR chairman will meet with the executive council to discuss the chapter's reputation and image and will collaborate with the VPCO regarding the executive council's expectations and PR recommendations. The PR chairman will meet with the PR committee and her advisor to discuss the chapter's reputation and how to build the PR plan. Based on the meetings with executive council, the PR committee, and other members if possible, the PR chair will describe the current state of the chapter's reputation and image, including strength and growth areas. The PR chairman will then determine the PR priorities for the year, how other chapter officers will be involved, and how the PR plan will create a strong identity for the chapter. The VPCO should report regularly in executive council meetings on the status of the chapter's PR plan. Guidelines for Communication During Risk Management Situations Members are not permitted to talk to the media regarding a crisis situation or risk management violation related to Sigma Kappa, as the national organization needs to manage the message coming from the organization to ensure alignment with local and national laws, wishes of family and coordination with law enforcement and/or university leadership. Posting on social media or the chapter's website is considered a public statement that can be used by the media. Therefore, members are instructed not to post on personal or chapter social media pages about the situation, regardless of whether the page is set to public or private settings. Members are instructed to wait until the national organization makes a statement, then they can share that statement from the national organization's social media accounts, citing that it's coming from the national organization. This helps prevent the spread of information from unconfirmed sources. The national organization has a strict process in place that allows time for staff to gather factual information, assess the situation, and determine the best response. Chapter officers and members are not authorized or permitted to sign, act, or speak on behalf of the national organization. Members should reach out to an advisor, a member of the collegiate services team, or someone from the communication team with questions or concerns. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 9 Policy prohibits us from sharing GoFundMe information, since it is not possible for us to conduct the due diligence necessary to ensure a fraudulent site is not being supported. Donating a gift to the Sigma Kappa Foundation is an option and allows someone to honor a loved one's memory by specifying the intent of the funds. Additional guidelines related to social media can be found in the National Policy Handbook section on Internet and Related Technology Policy. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 10 RECORDING CHAPTER MEETINGS AND RITUAL CEREMONIES In certain situations, the VPCO can take silent roll call at meetings. Regardless of how roll is taken, the VPCO must always note excused and unexcused absences or late members. The VPCO should work with the vice president of standards and values (VPSV) regarding members with excessive absences. 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. This information should be utilized by the VPCO to identify retention issues, and help identify when members need to be re-engaged with the organization. Minutes are attached to petitions and must clearly indicate the type of vote taken. As the VPCO, it is important you know the policies concerning 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 number of votes needed for each to pass: Alcohol at a social function = 3/4 secret written ballot vote Membership Selection Committee (MSC) = 3/4 secret written ballot vote Expulsion = 2/3 affirmative secret written ballot vote Withdrawal and suspension = 2/3 affirmative secret written ballot vote Majority (50% + 1) Election of officers Chapter calendar Chapter budget Understanding how to set Quorum A quorum is the minimum number of chapter members necessary to conduct the business of the chapter. The VPCO 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. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 11 For more information about setting quorum and examples, please access the resource "Setting Quorum" in the VPCO 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. Though the VPCO does not take notes for new member meetings, she should still keep them in the chapter's master files. All business transactions must be recorded in the minutes with the exception of the names of ritual items when recording minutes. The VPCO should record what is done, not what is said. Outlines for minutes are included in the VPCO annual supplies. The minutes from a collegiate chapter meeting must be typed and sent to her advisor, the ABS, collegiate coordinator and CDD 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 OmegaOne within 48 hours of the meeting and/or distributed for members absent from the meeting to review. The VPCO 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. For 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 Types of Motions resource found in the VPCO supplies on the Sigma Kappa website and the VPCO training course within SKILLab. 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. For electronic files, 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 VPCO 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 VPCO and president should be typed with a line above for the signatures of each. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 12 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 VPCO pro tem takes the minutes, she writes them and signs them as the VPCO pro tem. If the reading of the minutes is dispensed at one meeting, these minutes must be read at the following meeting before the other minutes unless the reading of minutes is dispensed again. 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. FOCUS ON MEMBER RETENTION Positive Points 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 VPCO should work with the executive council to develop the point system with individual chapter activities and needs in mind. The following are some examples of how a member may earn 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 and/or supporting other fraternity and sorority philanthropy events Attending sisterhood events Tutoring a sister Serving as an officer or chairman Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 13 Serving as a big sister/heart sister Wearing letters in a positive manner Participating in Inspiration Days Attending alumnae events Attending Founders' Day Inviting and bringing a sister who has not attended an event in a while Writing a note to a sister who is on a leave of absence Once the guidelines for the point system have been developed and included in the chapter's Code of Conduct, the VPCO should monitor the point tallies of each member to ensure that all members are participating at an acceptable level. It is recommended that chapters track points on OmegaOne For more ideas on how to develop an effective positive points system, contact the collegiate coordinator. Tracking Member Attendance The VPCO should regularly review chapter member attendance and report on noticeable trends during executive council meetings. Upon noticing members who are highly disengaged, the VPCO will work with the VPM and COB chairman to create retention strategies to better involve disengaged members. In addition, the VPCO should work to analyze trends related to membership status changes - withdrawals, expulsions, etc. - and provide strategy for addressing these. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 14 DOVE HUB REPORTING Chapter Statistics Report The VPCO 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 Any time the chapter has an election of officers or fills a vacant office, the VPCO 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. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 15 Update the chapter calendar by going toOperations>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 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 Any time a member's status changes during the year, the VPCO 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, if applicable. These changes should not be made until the VPCO and VPF have confirmed the member does not owe money to the chapter and/or the corporation board, if applicable. These changes should also not be made until the chapter votes on the membership status change of the member. Medical Information Form The VPCO must have each initiated member complete the Medical Information Form at the beginning of the fall term. The VPCO 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 chapter president. Medical Information Forms can be found in the VPCO annual supplies on the members only side of the Sigma Kappa website. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 16 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. Do not mail these to NHQ. Only mail the Badge Affirmation Cards. Initiation The VPCO 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 VPCO 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 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 and Operations Handbook page 17 AWARDS INFORMATION Collegiate chapter 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 VPCO are: Sisterhood Recognition Award Advisory Board Recognition Award Any campus/university award applications As the VPCO oversees the PR chairman, she should review the PR Chairman's PR Program Report and Report/Outstanding PR Programming Award Application prior to submission. In addition, the VPCO oversees the webmaster. She should work with the webmaster to ensure proper updates and website management are occurring to receive SOE credit. Please refer to the most recent copy of the annual chapter supplies for the VPCO for current information on awards and deadlines. The VPCO should work with the chapter president and the VPSV 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/term) 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 and Operations Handbook page 18 CORRESPONDENCE There are several different types of correspondence that the VPCO 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 Sigma Kappa Style Guide for more information. This document can be accessed on the members only side of the Sigma Kappa website in the printed and digital media supplies. Note cards, notepads and personalized chapter stationery can be ordered through NHQ via the supply order form. It is recommended you coordinate with the VPF to submit those orders. Guidelines and Suggestions for Writing Correspondence When writing correspondence, consult the Sigma Kappa Style Guide, which can be found in the printed and digital media supplies. The VPCO 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 a pillar 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 and Operations Handbook page 19 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 VPCO and PR chairman should also send out congratulatory notes to other fraternal 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. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 20 Format: 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 hard drive or cloud-based storage server. Any official documentation about chapter business, chapter members, confidential information or communications is chapter property. All of these should be stored in chapter files either electronically or physically. These should be transferred following the VPCO's term to their successor. Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 21 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 pursuit of excellence for each collegiate chapter, the Standards of Excellence (SOE) program was developed to measure the health of collegiate chapters and to reward those chapters that excel on the campuses and within Sigma Kappa. The criteria that make up the SOE program are aligned with the following objectives: Essential: 12 essential criteria that all chapters must achieve Fundamental: 13 areas of fundamental growth that all chapters should achieve Chapters of Excellence: Where most chapters should fall Exceeds Excellence: Three Star chapters and Founders' Award finalists Standards of Excellence Judging The established SOE criteria 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 the essential and fundamental levels 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 have not met the essential standards as early as possible in the spring term 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. Please refer to the following resources available on the members only side of the Sigma Kappa website for the most up to date SOE information: SOE Brochure SOE Helpful Hints SOE Judging Worksheet SOE Frequently Asked Questions Sigma Kappa Sorority Vice President of Communication and Operations Handbook page 22 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 and Operations Handbook page 23