Sigma Kappa Handbook for the Vice President of New Member Education 2020 Sigma Kappa Sorority . Vice President of New Member Education 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. Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. © 2020 Sigma Kappa Sorority TABLE OF CONTENTS The Vice President of New Member Education 4 The New Member Education Team 5 Resources for the VPNME 7 Sigma Kappa Policies 9 Sigma Kappa Policy Statement on Hazing 9 Pledging Requirements 9 Initiation Requirements 9 Goals of the New Member Education Program 10 Program Implementation 10 VPNME Timeline 11 New Members and Their Families 14 New Members and Fiscal Responsibility 15 Special Situations 17 Integrating Continuous Open Bidding (COB) New Members 17 Program Guidelines for Holdover New Members 18 New Members Terminating Their Membership 19 Deferring Initiation or Terminating Membership of a New Member 20 Bid Day 21 Getting Started 21 Heart Sisters 22 Bid Day Activities 23 Sisterhood Retreats 25 Big/Little Sister Program 27 Big Sister Expectations 27 Standards of Excellence 31 Sigma Kappa Sorority Vice President of New Member Education Handbook page 4 THE VICE PRESIDENT OF NEW MEMBER EDUCATION The vice president of new member education (VPNME) is elected by the collegiate chapter and is responsible for the collegiate chapter's new member education program. She educates and guides the chapter through the Promise for New Members program. She is a member of the executive council and reports to the president of the chapter. She works closely with the vice president of programming (VPP) in developing a balanced calendar of activities for the chapter, including new members. In light of these responsibilities, the VPNME 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 New Member Education. Thoroughly read the Promise for New Members Program Facilitator Guide Participate in all training modules associated with the VPNME role located in SKILLab: Sigma Kappa's Interactive Learning Lab. View the new member meeting modules in SKILLab. Review the resources available on the members only side of the Sigma Kappa website, under the VPNME supply list. Be knowledgeable about all policies and procedures regarding the New Member Ceremony and Initiation. Implement the Promise for New Members Program: Plan and supervise Bid Day. Delegate the planning and execution of specific parts of the program to committee members. Work to involve initiated members in the Promise for New Members Program according to the list of who to invite in the Promise for New Members Program Facilitator Guide. Plan and supervise Inspiration Days activities. Familiarize yourself with Dove Hub and the steps to enter new members following Bid Day. Ensure new members are completing the individual online modules as part of the Promise for New Members Program. Pair new members with heart sisters and big sisters. Ensure heart sisters and big sisters are fulfilling their responsibilities of meeting with their paired new member(s) and covering the content in the Heart Sister/Big Sigma Kappa Sorority Vice President of New Member Education Handbook page 5 Sister Program Guide. Facilitate new member meetings, covering each of the lessons in the Promise for New Members Program, by following the Promise for New Members Program Facilitator Guide. Order Promise Books from national headquarters for new members before the start of each term. Collaborate with others: Educate chapter members on the Promise for New Members Program. Serve as a contributing member of the executive council. Work closely with the advisor to the VPNME and the new member education committee, including conducting meetings of the new member committee. Attend College Panhellenic meetings regarding new member education (where applicable). Work closely with the VPP to ensure chapter programming includes information on new member education and heart sister/big sister training. Work closely with the vice president of academic excellence (VPAE) to educate new members on Sigma Kappa academic policies and assist new members in their academic progress. Work closely with the vice president of finance (VPF) to ensure new members understand their financial responsibilities and meet payment deadlines. Work closely with the sisterhood chairman to ensure a sisterhood retreat is planned for the entire membership during the same term as primary recruitment and sisterhood activities are included in new member meetings so new members may get to know one another. Participate in the New Member Ceremony and Initiation. 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. Develop and maintain resources: Update files and assist in the training of the next VPNME. Communication responsibilities: Prepare and submit the Sigma Kappa VPNME annual report and Bid Day Plans Report in a timely manner. Ensure the new members are entered into Dove Hub immediately following the New Member Ceremony, so they have access to OmegaOne, Billhighway and SKILLab. Work with the vice president of communication and operations (VPCO) to ensure that a new member's status is properly changed in Dove Hub if she depledges. Sigma Kappa Sorority Vice President of New Member Education Handbook page 6 The New Member Education Team Assistant New Member Educator and/or New Member Education Committee Chapters should always have a new member education committee to assist the VPNME. In addition, when a chapter has more than 40 members and/or expects a new member class of 20 or more, the executive council can choose to appoint one assistant new member educator in addition to the new member committee. Both the committee and the assistant new member education should work with the VPNME in developing a meaningful new member education program. The VPNME should delegate the following responsibilities to the committee and the assistant new member educator: Assist with facilitating new member meetings Manage the heart sister and big sister program, including big/little reveal Coordinate Bid Day Plan and execute Inspiration Days Work with the VPF to collect Financial Responsibility Forms (FRFs) Facilitate make-up new member meetings Work individually with new members as needed Advisor to the VPNME The advisor to the VPNME is a Sigma Kappa alumna who works with the VPNME to execute a strong new member education program. The advisor should attend all meetings and functions if possible. 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 Promise Book Handbook for the Vice President of New Member Education Promise for New Members Program Facilitator Guide Access to the online resources on the members only side of the Sigma Kappa website Chapter Code of Conduct National Policy Handbook Access to Dove Hub Access to OmegaOne Copy of the VPNME annual report and Bid Day Plans Report Copy of new member education goals Sigma Kappa Sorority Vice President of New Member Education Handbook page 7 What If There is No VPNME Advisor? If the chapter does not have an advisor to the VPNME, there are several other resources to look to for assistance. They are: Advisory board supervisor (ABS) Programming coordinator (PC) Collegiate Coordinator (CC) Collegiate district director (CDD) Programming Coordinator The PC guides chapters in the implementation of the Promise for New Members Program. She should be called upon to assist individual chapters by providing resources and suggestions. If a chapter needs special attention, the programming coordinator may work on specific areas of the program with the chapter. The programming coordinator must be consulted when a chapter is considering holding over a new member. She must also be informed of all holdovers. Additionally, if a chapter needs to implement any changes to their Promise for New Members program, they must consult their programming coordinator for approval. See the section on Deferring Initiation or Terminating Membership of a New Member in this handbook Contact information for the programming coordinator can be found on the members only side of the Sigma Kappa website. Collegiate District Director When appropriate, your CDD may contact the VPNME regarding specific questions or suggestions regarding the new member program. The CDD is also available if immediate assistance is needed and the VPNME cannot reach the ABS, collegiate coordinator or programming coordinator. Resources for the VPNME In addition to this handbook, the VPNME must have certain resources and materials to properly do her job. They are: Promise Program Specific Resources Current copy of the Promise for New Members Program Facilitator Guide Current copy of the Promise Book for herself Promise Books (each new member should have her own book to keep) Current outline for Bid Day and Inspiration Days plans Names, addresses, phone numbers, and email addresses of all new members and members New member cards Copies of medical information forms Copies of new member information sheets Copies of committee skills and interest lists Sigma Kappa Sorority Vice President of New Member Education Handbook page 8 Financial Responsibility Forms (for chapters with housing and for those without housing) Badge Order Forms Badge Affirmation Cards New Member Pins Copy of University policies surrounding new member education for chapters General Officer Resources Current collegiate officer monthly calendar Name, phone number, and email address of the advisor Names, phone numbers, and email addresses of the committee members Current copy of the Sigma Kappa Sorority Bylaws National Policy Handbook Chapter Code of Conduct Chapter calendar Correspondence from the programming coordinator and other national officers Report forms and annual supplies (www.sigmakappa.org) Completed copies of the annual report of the VPNME Annual supplies for each collegiate chapter officer are updated each year and made available on the members only section of the Sigma Kappa website. Reports should be submitted using the chapter's SmarterSelect account (not a personal account) and copies should be retained for your files. Sigma Kappa Sorority Vice President of New Member Education Handbook page 9 SIGMA KAPPA POLICIES Sigma Kappa Policy Statement on Hazing Sigma Kappa considers hazing to be a most destructive and degrading activity inconsistent with our ideals and standards. We recognize the dignity of every individual and oppose all forms of hazing. The national council of Sigma Kappa Sorority reaffirms its policy regarding hazing. Each chapter shall have a constructive member development program that enhances our values and goals. Sigma Kappa's Promise for New Members Program and resources are designed to educate new members in the purpose and ideals of Sigma Kappa. The purpose and ideals of Sigma Kappa guarantee both new members and members the opportunity to develop to their fullest potential. *It is imperative that you read the entire Policy Statement on Hazing in the National Policy Handbook section VII.B. Social Events Involving New Members Sigma Kappa encourages chapters to plan social functions by giving proper attention to the safety of all involved. For events that the VPNME is responsible for planning, it is important to ensure that the Social Function Review Form (SFRF) (if applicable) has been completed in a timely fashion and that the event has been reviewed by the ABS and risk management coordinator. It is the responsibility of the VPNME to plan new member education activities with her advisor and the social chairman to ensure that all Sigma Kappa policies are upheld. For example: per the Policy Statement on Hazing in the National Policy Handbook, scavenger hunts are considered hazing and not permitted. SFRFs are available in the social chairman annual supplies on the members only side of the Sigma Kappa website. A Social Function Review Form should be completed for the following events: Events involving alcohol. Events with signed contracts. Sigma Kappa sponsored events and philanthropies that involve sports and/or physical activity. Pledging Requirements (see National Policy Handbook, Section II) Initiation Requirements Sigma Kappa Sorority Vice President of New Member Education Handbook page 10 (see National Policy Handbook, Section III) GOALS OF THE NEW MEMBER EDUCATION PROGRAM The Promise for New Members Program Facilitator Guide outlines the Promise for New Members Program and its implementation. It contains important information about our Sorority from a national perspective. The information included in the Promise for New Members Program will prepare new members for successful and enjoyable collegiate and alumnae membership. In planning and organizing the program, keep in mind the following goals of the program. All activities should support one of the following goals: To encourage a high level of academics - providing incentives and rewards for academic achievement. To promote member responsibility including respect for the history, values and traditions of Sigma Kappa Sorority. To promote participation in Sorority activities. To promote fiscal responsibility. To develop new members personally and professionally. To provide opportunities for sisterhood. The new members should be "a part" of the chapter, not "apart" from the chapter. All activities should promote mutual respect and chapter unity. All chapter members should be involved in aspects of the new member meetings. To develop a sense of philanthropic commitment. Sigma Kappa members throughout the country have made countless contributions to our philanthropic and service initiatives: gerontology research, Alzheimer's disease research, the Maine Seacoast Mission, Inherit the Earth, and support of the Sigma Kappa Foundation. The Promise for New Members Program should incorporate the importance of participation and support of these endeavors. Program Implementation The Promise for New Members Program may be implemented in the following two ways: Seven Weeks The Promise for New Members Program is designed to last for seven weeks, including the week of Initiation in week six and one new initiate meeting in week seven. All seven weeks of the program must be completed. New members have three requirements to complete each week, including an online module in SKILLab, a peer meeting with their assigned Sigma Kappa Sorority Vice President of New Member Education Handbook page 11 heart or big sister, and the new member meeting led by the VPNME that covers the material as outlined in the Promise for New Members Program Facilitator Guide. Once the new members have completed all seven meetings, meetings must cease. The sixth week should contain Inspiration Days with Initiation to occur immediately thereafter. The programming coordinator must approve any modifications to this timeline or meeting structure. Following Initiation, the new members participate in one new initiate lesson to further help integrate new initiates seamlessly into the chapter. The content of this lesson is vital for the new initiates to reflect on their new member experience as a whole, and therefore, these lessons must be completed as outlined in the Promise for New Members Program Facilitator Guide. Fewer than Seven Weeks Several colleges and universities have adopted a condensed new member period, or, in some cases, mandate that there be no new member period at all. The programming coordinator can assist you in identifying how to shorten your new member period if this is the case on your campus. The VPNME must notify the ABS and programming coordinator in writing if the campus requires a shortened new member program (fewer than six weeks before Initiation in duration) and include a copy of this policy from the university. In order to combine any lessons in the program, the VPNME must work with the programming coordinator to ensure the program is completed as intended. There are some campuses that require no new member period at all. Although the campus may require the abolition of the new member period, it is imperative that the new members be educated in the history, traditions and values of Sigma Kappa. Initiation would be conducted and then, prior to each chapter meeting, the newly initiated members would meet to review the materials of the seven meetings outlined in the Promise for New Members Program. VPNME Timeline The following timeline is useful to the VPNME as she plans the activities for each month related to the Promise for New Members program for the chapter. At new member education committee meetings, it is important to review the timeline and assign tasks as needed. Immediately after being elected into the VPNME position: Read and review the Handbook for the Vice President of New Member Education, the Promise for New Members Program Facilitator Guide, as well as the supplemental resources available on the members only side of the Sigma Kappa Sigma Kappa Sorority Vice President of New Member Education Handbook page 12 website. Study and become familiar with the Sigma Kappa Sorority Policy Statement on Hazing in the National Policy Handbook. Meet with the outgoing VPNME to discuss responsibilities, the handbook, files, forms and resources. Take notes of helpful information. Inventory and organize all supplies and files. Meet with the advisor to the VPNME to review the previous Promise for New Members Program and evaluations from the previous new member class. Meet with the assistant new member educator, new member education committee, and the advisor on a bi-weekly basis (or as necessary) to discuss the goals of the program. In meetings, discuss and delegate responsibilities for the following: Bid Day activities Heart sister program Big sister program Inspiration Days Post-Initiation meeting Holdover new member program (in case it becomes necessary) Send email to introduce yourself to CDD & PC Five to seven months prior to the start of the Promise for New Members Program: Plan Bid Day activities: set agenda, decide on a theme, plan songs and activities, and decide on refreshments. Refer to the "Bid Day" section of this handbook for further information on Bid Day. If the chapter does not have a chapter house or suite, reserve a location for Bid Day activities. (Keep a copy of the room reservation contract in the files.) Note: Only the chapter president or VPF is allowed to sign contracts for the chapter. If a contract is signed, a SFRF must be completed and approved. If the chapter does not have a chapter house or suite, reserve a location for new member meetings. If your chapter has budgeted for a photographer, reserve one for Bid Day activities. (Keep a copy of the contract in your files.) Research ideas for new member gifts. All gifts should be purchased through Sigma Kappa licensed vendors (lists of licensed vendors are available at www.sigmakappa.org). Many chapters give t-shirts on Bid Day. The cost of the t- shirt is generally added to the local new member fee. Be sure to keep costs reasonable. All t-shirt artwork must be approved by the ABS prior to submission of the order. Work with the chapter president to contact the ABS well in advance of the ordering deadline. Three to five months prior to the start of the Promise for New Members program: Sigma Kappa Sorority Vice President of New Member Education Handbook page 13 Order Promise Books for each new member from national headquarters. These can be ordered on the supply order form, available on the members only side of the Sigma Kappa website. Ensure that the chapter will have enough books on hand for the upcoming primary recruitment as well as any planned continuous open bidding (COB) events that may follow. It is important that you only order enough Promise Books for the current academic year. Do not bulk-order additional Promise Books to keep for the future, as the books are updated annually. Any University-related forms or paperwork that need to be submitted to the fraternity/sorority office Determine the additional information you will need to compile that will be shared during the new member meetings by reviewing the Promise for New Members Facilitator Guide. With the assistance of the VPP and/or ritual chairman, plan for the New Member Ceremony: Identify and reserve location Make maroon and lavender ribbons Inventory new member pins and order additional ones if needed (use the chapter supply order form) Assist the VPP and sisterhood chairman as necessary in planning the chapter sisterhood retreat One to three months prior to the start of the Promise for New Members program: With the assistance of the ritual chairman, schedule song practice sessions with the whole chapter to review the new member ceremony songs. Facilitate and informational meeting/training for all members interested in serving as heart sisters or big sisters to review responsibilities and discuss the importance of being a good role model. Ensure they understand the importance of serving as a mentor and not just a friend. A training workshop is included in the VPNME annual supplies on the members only side of the Sigma Kappa website. Prepare for all new member and new initiate meetings following the checklist of items needed for each meeting. (See checklists at the beginning of each section outlined in the Promise of New Members Program Facilitator Guide.) Contact and secure chapter officers, chapter members and advisors as needed for presentations at the meetings. Confirm date, time and topic with them in writing using the outline in the Promise for New Members Program Facilitator Guide. Sigma Kappa Sorority Vice President of New Member Education Handbook page 14 NEW MEMBERS AND THEIR FAMILIES Communicating with families is one of the greatest public relations efforts chapters make. The VPNME can involve parents in their daughter's new member period in several ways. Involving parents in Sigma Kappa from the beginning will develop their support for Sigma Kappa and encourage their participation. Parent Welcome Packets Once the new members have completed the Information Sheet, the families of each new member should be welcomed to Sigma Kappa. The most common way of welcoming parents is to send each family a welcome packet. Be sure that you have asked each new member to whom they would like you to send the welcome packet. The parent packets should include the following: Welcome letter from the VPNME and VPAE. See the template located within the VPNME annual supplies. A copy of the Financial Responsibility Form for them to sign and return to the chapter. Correspondence during the New Member Education Period There are other times during the new member education period when corresponding with families might be necessary. This would include announcing Initiation and Inspiration Days, inviting parents and families to participate in homecoming, Parents' Weekend festivities, post-Initiation celebration/banquet, or encouraging them to join the Sigma Kappa Parents' Club (where applicable). Some chapters even ask families to provide letters of support and encouragement to the new member surrounding Initiation or fun stories or pictures to share during Inspiration Days. Sigma Kappa Sorority Vice President of New Member Education Handbook page 15 Continuing family correspondence during new member education establishes a strong foundation for Sigma Kappa communication throughout the rest of the new member's collegiate experience. This also strengthens the relationship between a new member's family at home and her new family in Sigma Kappa. Parents want to know that their daughters are making the right decision in joining a sorority as well as the overall feeling that they are being taken care of. If we can assist in calming parents' fears through our communication, it will benefit our new member through additional support as well! Emergency Contact In any emergency, follow the Sorority Emergency Procedures and always contact the chapter president and allow her to handle the situation. State laws vary in regard to the right to privacy, but it is always best to follow our policy to handle emergency situations. Do not take emergency matters into your own hands and personally contact family members. It is best for all concerned to allow the appropriate officials to make any family contact as they feel necessary. Sigma Kappa Sorority Vice President of New Member Education Handbook page 16 NEW MEMBERS AND FISCAL RESPONSIBILITY It is the responsibility of the VPNME along with the VPF and the financial advisor, to educate each new member on the costs of membership, the importance of paying fees on time, the consequences of being delinquent with financial responsibilities, and expenses that are not covered in the membership dues and fees. Financial Responsibility Forms Having Financial Responsibility Forms (FRFs) completed by each new member is the first step in developing a strong sense of fiscal responsibility in each new member. There are several key elements in handling FRFs correctly. FRFs should be presented and explained by the VPF at the first Promise for New Members meeting stressing it is a legal payment contract. FRFs should always be co-signed by a parent or guardian prior to Initiation. It is Sigma Kappa's policy to require a co-signer on all FRFs. If a new member is 21 years of age and objects to having a co-signer on the FRF, then no co-signer is required. However, Sigma Kappa does not recommend that a chapter accept FRFs without a co-signer except in special situations. In some states, 18 is the legal age for signing contracts. Just as banks require co-signers for financial and loan contracts, so does Sigma Kappa when a member is under the age of 21. A copy of the signed FRF must be on file with the chapter before Initiation. Schedule of Charges The VPF should distribute and explain a schedule of charges during the first Promise for New Members meeting. A schedule of charges will outline the nature of every charge to be paid, amount owed, and the dates by which payments are due. Each of the fees due should be thoroughly explained. For example, the Initiation fee can be explained by saying: "The Initiation fee includes your lifetime membership fee, subscription to the Sigma Kappa Triangle magazine, and your membership certificate." See the explanation of each fee in the lesson one section of the Promise Book. Make sure that all new members fully understand the fiscal responsibilities they are accepting. Payment Requirements Although Sigma Kappa encourages each chapter to develop their own payment schedule, there are a few fixed guidelines that must be followed: The new member fee must be paid in full within one week following the new member ceremony. The Initiation fee and all other fees due on or before Initiation must be paid in full prior to Initiation. Sigma Kappa Sorority Vice President of New Member Education Handbook page 17 The chapter treasury should never be used to cover any debt a new member owes to the chapter or national organization regardless of whether or not the new member has intentions to repay the chapter at a later date. This is an unacceptable practice. Financial Options There are several different ways to adjust the schedule of charges to best serve the chapter's needs. It is always recommended that the VPNME and VPF work with the ABS, financial advisor, and collegiate finance coordinator in finalizing the new member schedule of charges. Sigma Kappa Sorority Vice President of New Member Education Handbook page 18 SPECIAL SITUATIONS Integrating Continuous Open Bidding (COB) New Members By utilizing COB, chapters have the opportunity to pledge new members throughout the year. It is important to properly welcome each new member recruited during these times, so they feel they are an integral part of the chapter from the beginning of their membership. Regardless of whether new members are brought into an ongoing program or starting a new program, the manner in which the chapter welcomes each new member is important in forming their commitment to Sigma Kappa. Please remember that if you have a current new member class that is through Lesson 3 or less, then any new members added from COB should join this class immediately. They will need to have one-on-one meetings with the VPNME or her assistant to review the materials already covered by the class. They should be considered a part of this class and included in Initiation with the class. Use the following suggestions for integrating new members, especially those that are pledged by themselves or with a smaller group: The VPNME should be present when a bid is extended to each potential new member and introduce herself as soon as possible. If there is an assistant new member educator and/or committee, they should also be present when bids are extended. Another great opportunity while extending bids is to ask new members in the current program to come along and meet the other recruited members. Assign a heart sister to each new member as soon as a bid is accepted. The heart sister should provide support and friendship to the new member throughout her membership as well as introduce the new member to the other new members and members. The role of heart sister is very important to the Promise for New Members Program as they have the additional responsibility of facilitating a weekly meeting with the new members throughout each lesson of the program. In addition to the heart sister, a new member pal should be assigned to each new member. The new member pal is a member of the current new member class and can help integrate the new member into the new member program, making her feel welcome. Sigma Kappa Sorority Vice President of New Member Education Handbook page 19 The chapter should organize a new member ceremony at the earliest possible date, but no more than seven days after the woman decides to pledge. Any delay in the ceremony or the lack of a new member ceremony, may frustrate the new member and cause her to question her decision. The optional ribbon ceremony does not replace the new member ceremony-an integral part of our Sigma Kappa Ritual and heritage. The best way to share Sigma Kappa with new members is to integrate them into the Sorority as quickly as possible. When COB new members have missed one to three new member meetings, the VPNME and the new member education committee should meet with the new member to catch her up on missed lessons. Then the new member should join the ongoing new member meetings. If new members join Sigma Kappa after the third lesson of the current program, the VPNME should be in touch with the programming coordinator to determine if the new members should be caught up to the current new member class or begin their own new member class. The programming coordinator will have the best insight for this decision to be made. The VPF and VPNME should meet with each new member to explain the financial responsibilities of membership as soon as possible. In addition, the new member should sign the Financial Responsibility Form at this time. The VPAE and VPNME should meet with each new member to discuss the academic standards of Sigma Kappa and the academic program which has been set up to assist the new members in their academic endeavors. Because big sisters play such a critical role during the new member period, new members should meet their big sisters as soon as possible. If big sister reveal has not taken place, then the new members should enjoy the festivities with their other new member sisters. Program Guidelines for Holdover New Members Occasionally, there may be some women who do not meet the requirements for Initiation. A woman is a "holdover new member" when she does not attain the requirements listed in the National Policy Handbook for Initiation. When a new member does not meet all of the requirements, then she may not be initiated until such time as all requirements are met. Holdover new members should not be included in Inspiration Days activities; however, it is important that they do not feel left out of the chapter. This can be a very difficult time for any holdover new member. The VPNME and/or the big sisters should plan an activity with the women who are not being initiated. It is imperative that holdover new members are made to feel a part of the chapter, so they do not depledge. Big sisters should continue to demonstrate support for the holdover new members. An attentive big sister can make a difference by helping the holdover new member stay interested and involved as well as committed. Sigma Kappa Sorority Vice President of New Member Education Handbook page 20 Holdover New Member Meetings Holdover new members are expected and encouraged to attend informal chapter meetings, committee meetings, philanthropy projects, socials, chapter programs and membership recruitment events. In addition, meetings for holdover new members should be held during the weeks when there are formal chapter meetings. The VPNME or designated member of the new member education committee should be responsible for leading the holdover new member meetings. During these meetings, share the chapter announcements that were made during the formal chapter meeting. Following the announcements, lead a discussion on topics that may help the holdover new members fulfill their requirements for Initiation. Subjects may include: time management, study skills, goal setting, personal motivation, stress management, career decision making and other appropriate topics. Also, address questions or concerns of the holdover new members. Initiating Holdover New Members As soon as a holdover new member meets all requirements, Inspiration Days and Initiation should be held. The Inspiration Days and Initiation should take place within two weeks of the time when the holdover new member fulfills her requirements. If there is more than one holdover new member, the VPNME may set a date at which time all holdover new members are expected to fulfill the Initiation requirements. Those holdover new members who complete all requirements by the set date will be eligible to participate in Inspiration Days and Initiation at the earliest possible date. Do not delay Inspiration Days and/or Initiation for these women any longer than necessary. The new member may lose her interest or feel that Sigma Kappa has lost interest in her. Remember, it is important to plan a complete program for these women just as you would for any new member class. New Members Terminating Their Membership There are times when a new member might decide to terminate her membership. The VPNME should make every attempt to identify the reasons and take all measures to encourage the new member to reconsider her decision. Even though this young woman has made this decision, she has still developed friendships and memories that will remain with her and that she will share with other students throughout her college years. Members and new members should always remember that although this new member cannot partake in Sigma Kappa activities, they should respect her decision. When a new member terminates her membership, the VPNME should: Ensure the new member provides dated written notification of her decision to the VPNME. Sigma Kappa Sorority Vice President of New Member Education Handbook page 21 Send written notification to the ABS, collegiate coordinator, and NHQ that the new member has terminated her membership. This is done by the VPCO using Dove Hub. Attempt to collect all Sigma Kappa paraphernalia that was purchased with chapter funds as a gift. Secure the Sigma Kappa new member pin and the Promise Book. Notify chapter members of the new member's decision during the next chapter meeting. Deferring Initiation or Terminating Membership of a New Member Chapters do not vote on the initiation of new members prior to Initiation. When a woman has been formally pledged to Sigma Kappa, she is eligible for Initiation provided she meets the financial and educational requirements. *Please review section III.A.1 and section V.F. of the National Policy Handbook to ensure that policy is followed when considering the holdover or depledging of a new member. Prior to recommending that a new member be heldover or depledged, the VPNME must secure approval from her advisor and collegiate coordinator. She should also notify the programming coordinator. The chapter then votes on the recommendation of the VPNME. A two-thirds majority chapter vote is necessary to hold over or depledge a woman (National Policy Handbook, Section III. Initiation, A.). Following the chapter vote to defer Initiation or terminate a new member's membership the VPNME should send follow-up notification to her advisor, the ABS, the programming coordinator and collegiate coordinator that the new member's Initiation has been deferred or her membership terminated. If the new member's membership is terminated, the VPCO should mark the member as depledged in Dove Hub. Chapter members should be reminded that all matters discussed in the chapter are not to be discussed outside of formal chapter meetings. If the recommendation is passed by a two-thirds majority chapter vote to terminate or defer a new member's Initiation, then the VPNME and the VPSV should meet with the new member to discuss the circumstances. Guidelines for this type of meeting: Discuss the requirements not met Stick to the facts Sigma Kappa Sorority Vice President of New Member Education Handbook page 22 Hearsay should not be mentioned Outline the expectations/program for holdover new members (if utilizing) If a new member wants to voluntarily depledge, no vote is required. However, the new member should provide dated written correspondence notifying the VPNME. Sigma Kappa Sorority Vice President of New Member Education Handbook page 23 BID DAY Bid Day is a very exciting time for Sigma Kappa. It is our opportunity to greet new members with a warm and enthusiastic welcome to Sigma Kappa and show off our pride and sisterhood. The VPNME and her committee are responsible for planning this day. The following points are important: Bid Day is a special day designed to promote sisterhood, build chapter unity and welcome new members to the chapter. All members should be present for Bid Day. Absolutely no alcohol, smoking or drug use is permitted during Bid Day. Private, post or pre-Bid Day parties, which include alcohol, are prohibited. There are to be no men involved in Bid Day activities. Scavenger hunts are not permitted. Bid Day activities should be planned five to seven months in advance. The Bid Day outline, located within the VPNME annual supplies, will help in planning a successful day. She should also keep all copies of the Bid Day Plans Report Forms on file. Begin by reviewing the plans and reports from previous Bid Days. These plans may help the VPNME develop the program, eliminate activities that were not evaluated highly and find cost-effective resources. Getting Started Planning should take place the term before Bid Day occurs along with the due date of the Bid Day Plans Report (March/October). This report should include specific details to ensure that there is necessary time allowed to follow through with plans. Consider appropriate themes for Bid Day (similar to recruitment day themes) and be sure to incorporate the theme in various ways throughout the event. Also, be aware of copyright infringements with themes and consult your programming coordinator and risk management coordinator on this. The Bid Day Plans Report encourages early planning to allow for Bid Day to be as well prepared as any recruitment party. Bid Day should be a seamless transition from recruitment to their new chapter for new members. Identify a location that is conveniently located on or near campus. This location should be a large, comfortable, open area, able to accommodate large group activities. A chapter house or suite is preferred, if available. If renting a room, do so several months in advance. Keep a copy of the room contract on file. Only the chapter president or VPF may sign contracts, and a SFRF must be submitted and approved. Sigma Kappa Sorority Vice President of New Member Education Handbook page 24 Decide on the time frame to host Bid Day. Often this time frame is set by the campus or College Panhellenic. If Bid Day activities are planned for the evening hours, assign chapter members to serve as escorts to and from the event. For safety, be sure that at least two chapter members go together. If transportation is required to and from the event, consider using common carrier or ride-share transportation. If this is not possible, utilize Designated Driver Forms for those carpooling with members. Have a theme and plan decorations and refreshments that coordinate with the theme. Brightly colored balloons and welcome banners will enhance the atmosphere and help create a positive environment. All décor, themes, graphics, designs, etc. should be submitted with the report and approved by your advisor, the ABS and programming coordinator. Plan a get-acquainted activity such as those suggested in the Promise for New Members Program Facilitator Guide. Consult with the VPP on ice breaker ideas as well. Delegate the planning of this task to members of the new member education committee. Be sure that this activity is interactive for all. Do more than simple introductions of all chapter members, which could become long and tedious - not to mention, it may be impossible to remember every member's name in one night! Be sure to remind members to keep from using inside jokes, acronyms, or terms that new members may not understand yet. All plans must be approved by the VPNME at the time of submission for the Bid Day Plans Report. Prepare a menu of refreshments. The refreshments should be simple; the emphasis for this day is on the activities, not the food, unless it is around a mealtime. Sbsolutely no alcohol is allowed. Ensure a variety of drinks are available, including soft drinks, water, and other non-carbonated beverages. Reserve a photographer well in advance of Bid Day if this is within the chapter budget. Work with the chapter president or VPF to get a signed contract and keep a copy on file. Decide on gifts. Many chapters give their new members t-shirts or sweatshirts. Be creative and cost conscious in deciding on gifts. Artwork for any t-shirts or gifts must be approved in advance by the ABS and programming coordinator. Prepare nametags for all members and new members. Heart Sisters Prior to Bid Day, the VPNME and her committee should assign members to serve as heart sisters for the new members. Heart sisters serve as a vital link for the new members to the Sigma Kappa Sorority Vice President of New Member Education Handbook page 25 chapter for the first few weeks of the new member period until the time when big sisters are revealed. Several weeks prior to Bid Day, the VPNME should have members sign up to serve as heart sisters. Women interested in serving in this role must attend a training workshop to ensure they fully understand the responsibilities and requirements. This training workshop is located in the VPNME annual supplies on the members only side of the Sigma Kappa website. Once the chapter receives the list of new members after recruitment, the VPNME and her committee should intentionally pair heart sisters and new members based on connections made during recruitment. This will make it easier for new members to feel comfortable right away at Bid Day. The VPNME may assign or take volunteers to complete these pairs, but they should not be made randomly. Following Bid Day, the heart sister program should follow the Heart Sister/Big Sister Program Guide in the VPNME supplies on the members only side of the website. The VPNME or a designated member of her committee should meet with the heart sisters to describe their responsibilities, which are: Be a good role model and mentor at all times. Greet the new member when she arrives for Bid Day; introduce her to other members and new members. Invite the new member to have lunch or dinner within a week of Bid Day. Visit or call the new member at least once a week and invite her to study, exercise or attend a campus activity. This meeting or activity should follow the structure outlined in the Heart Sister/Big Sister Program Guide. Notify the VPNME if the assigned new member is having difficulties or concerns. A member of the new member education committee should be assigned to monitor the heart sister/big sister program. A list should be maintained by the assigned committee member and the VPNME of paired members and new members. It is often a good idea to check in periodically with the pairs to ensure a good experience and that communication is ongoing. Bid Day Activities Several activities take place on Bid Day. The following is a brief explanation of each of these activities/ceremonies: Presentation of Gifts Many chapters present new members with Sigma Kappa gifts at some point during Bid Day. It is important that new members feel welcome at Sigma Kappa and feel they are sisters from the start. While the presentation of Sigma Kappa gifts is one way to show new sisters, they are a part of Sigma Kappa, spending time with them and sharing friendships is the best way to ensure they will be strong initiated members and sincere friends. As you Sigma Kappa Sorority Vice President of New Member Education Handbook page 26 consider the gifts you will give new members on Bid Day and throughout their new member period, also consider: How will the budget be affected? How does the gift bring the new members closer to Sigma Kappa and strengthen her membership? Do the gifts help new members show their pride in Sigma Kappa on campus? Ribbon Ceremony Conducting either the new member ceremony or a ribbon ceremony during Bid Day is another way of making this day even more memorable. For this reason, many chapters choose to conduct a less formal ribbon ceremony on Bid Day until a time when new member fees have been collected and the new member ceremony can be scheduled. Conducting a ribbon ceremony on Bid Day also allows new members adequate time to find the formal white clothing they will be wearing in all ritual ceremonies. An explanation of how to execute the ribbon ceremony is included in the VPNME supplies on the members only side of the Sigma Kappa website. Sigma Kappa Sorority Vice President of New Member Education Handbook page 27 SISTERHOOD RETREATS While new member retreats are discouraged, conducting a chapter sisterhood retreat is an important piece of integrating new members into the chapter. The purpose of a retreat is to allow the newest members of the chapter to get to know one another and to be introduced further to the initiated members of the chapter by allowing a set amount of time away from daily distractions. It is also a time for new members to learn more about Sigma Kappa. The history that brought them to this point and the promise of lifelong sisterhood can be discussed and demonstrated through fun activities and participation by both new members and initiated members. A retreat is the opportunity to widen the circle of friendship and build a winning team of women. This goal can best be accomplished with pre-planning, delegation of responsibilities and creativity. The responsibility for planning a sisterhood retreat rests with the VPP and sisterhood chairman. The Handbook for the Sisterhood Chairman has detailed instructions on how to plan and successfully implement a sisterhood retreat. As the VPNME, you may be asked to assist with some logistics for the sisterhood retreat. The following are important points for the VPNME (or a member of her committee) to be aware of if asked to work with the VPP and sisterhood chairman on this project. Planned Activities It is important to keep in mind that each activity must be free of hazing. Each activity should have a purpose and should not make anyone feel uncomfortable. If in doubt about whether an activity may be construed as hazing, consider whether you would feel comfortable telling the national president or your parents about the activity. If the answer is "no," then it is not an appropriate activity. Example activities are shown in the Sisterhood Retreat Planning Guide in the sisterhood chairman's supplies on the members only side of the Sigma Kappa website. Transportation Sigma Kappa Sorority Vice President of New Member Education Handbook page 28 Consider transportation needs for each new member to and from the retreat. If possible, use common carrier or ride-share transportation. If necessary, appoint a committee member to coordinate car pools. Be sure every new member has an escort to the retreat. If carpools or escorts are used, ensure Designated Driver forms are secured in advance of the retreat. What to Bring Chapter members, including new members, should have a list of items to bring to the retreat. The committee should create a separate list of items needed for the activities. Standard items that the committee may provide include flip charts and markers, masking tape, pens, paper and snacks. If the retreat is an overnight function, suggest sisterhood activities such as renting a room at a health club or gym for swimming, sports competitions and recreation. Rent a movie that emphasizes friendship between women. Board games may also provide an effective way for new members and members to become acquainted. Alcohol is prohibited at all sisterhood retreats. Sigma Kappa Sorority Vice President of New Member Education Handbook page 29 BIG/LITTLE SISTER PROGRAM One of the most important elements of developing new members of Sigma Kappa is creating a comfortable atmosphere where they have a sense of belonging. The Big Sister program provides one-on-one support throughout the new member period and beyond. The relationship between the big sister and little sister is a personal one, because the big sister takes on the role of a mentor and confidant. When the Big Sister program is used properly, the chapter's willingness to assume responsibility for others will be strengthened. This program is about the new member experience and not about the big sister. It is imperative that chapter members understand this. Matching and revelation of the big/little sister pairs should take place in the fifth week of the new member program. Prior to matching big sisters and little sisters, the VPNME should conduct an interest and expectations meeting using the training workshop listed in the VPNME annual supplies on the members only side of the Sigma Kappa website. The VPNME should communicate her expectations to each potential big sister. A Big Sister job description is located in the resources for managing heart sisters and big sisters in the VPNME supplies and should be printed for each big sister and used to explain these expectations. Additionally, ensure every big sister has a copy of the pertinent sections of the Heart Sister/Big Sister Program Guide and training documents, which outline the content she should be covering in the weekly peer mentorship meetings she will have with her little sister. Big Sister Expectations Big Sister Guidance A big sister will be called upon to lead by example. Each new member will learn what is expected of her by observing the actions and attitudes of initiated members. This is a challenge and commitment that should not be taken lightly. Big Sister Qualifications Each member desiring to be a big sister must meet the following qualifications: Must be in good standing with the university and the chapter academically (2.5 GPA, or higher if stated in chapter's Code of Conduct) and financially. Must be knowledgeable of Sigma Kappa national and local policies. Being able to explain the requirements necessary for Initiation, the meaning behind our beloved symbols, and our rules and regulations will help the new member understand Sigma Kappa more fully. Must be a good role model and be able to participate in the weekly peer mentor meetings of the Promise for New Members Program. Active participation will draw new members into the chapter. Sigma Kappa Sorority Vice President of New Member Education Handbook page 30 Must have the time, energy, enthusiasm, and desire to be a big sister. Must be willing to confront and advise her little sister if she falters academically or socially. Mentoring Defined Webster's dictionary defines mentoring as "a trusted counselor or guide." A big sister should keep this in mind. The road to becoming an initiated member is a journey that can seem overwhelming. By being a mentor, a big sister will help the new member become a well-rounded member of the chapter. The following are four suggestions to being a good big sister and mentor: Be a good friend. Listen attentively and respond to your little sister. Be involved in your little sister's daily life. Make every effort to provide her with support on a day-to-day basis. Maintain open channels of communication. Work to develop a relationship with your little sister where you can talk openly and honestly. Stress and reinforce positive behavior. Congratulate your little sister when she does well academically or for her efforts on projects within the chapter. Important Cautions Regarding Mentoring Use discretion when socializing with your little sister. You are a role model. It is not your responsibility to teach your little sister how to socialize. Do not ignore aspects of your little sister's life that could be detrimental to her development (such as poor study habits, excessive socializing, not getting enough sleep, etc.). Bring these to her attention and deal with them promptly. Do not be afraid to consult an advisor if you are uncertain about how to address these issues. Do not neglect academic or chapter duties. Your little sister will learn by your example. Remember, "actions speak louder than words." Big Sister Responsibilities Introduce your new little sister to other chapter members. Meet with your little sister at least once a week to review the content she is learning in the online modules and new member meetings, as well as to discuss her grades, involvement and development in the chapter. The meeting each week should follow the structure outlined in the Heart Sister/Big Sister Facilitator guide. Complete the Heart Sister/Big Sister report following the meeting with their little sister each week. Teach your little sister what it means to be a Sigma Kappa. Make it your goal to ensure she is initiated. Participate with your little sister in chapter activities and functions. Ensure your little sister is assigned to, and is actively participating in, at least one chapter committee. Sigma Kappa Sorority Vice President of New Member Education Handbook page 31 Serve as a liaison between the chapter and your little sister. Ensure she is familiar with campus activities and resources that are available. Meet with the VPNME to discuss your little sister's progress. Teach your little sister about the Sigma Kappa Foundation and help foster a spirit of service. Matching Big/Little Sisters There are several methods used to match big and little sisters. It is an important task since a mismatched pair can leave the new member with doubts or questions about her role in Sigma Kappa. Overall, matching should always take into consideration the what the new member is looking for first as this is about her new member experience. Options include: Only new members choose three initiated members they would like to have as a big sister. The VPNME and her assistant/committee match the pairs by the new member's choices and who is most compatible from the group of initiated members a new member listed. This method sometimes reduces the "competition" between initiated members. New members choose three initiated members they would like to have as a big sister, and initiated members choose three new members they would like to have as a little sister. The VPNME and her assistant/committtee use the choices to match the big and little sister. Some chapters have both groups rank their choices (first, second, third). Sometimes this can cause ill feelings when either the new member or initiated member gets their third choice. NOTE: The VPNME should not be assigned a little sister from the new member class she is educating. If the assistant wants to be matched with a little sister, she should not be involved in the matching process. Big Sister Revealing After the big sisters/little sisters are matched, the VPNME notifies the new big sisters. A special activity should be planned to reveal the big sister/little sister matches to the new members. Big sister reveal should take place in the fourth week of the Promise for New Members Program. Suggestions for this activity include: Cut various sized hearts out of construction paper. Cut each heart in half at various angles. No two hearts should be the same. Give each member one-half of a heart and, in a separate room, give each new member the corresponding piece. Bring the new members and members together and tell the new members to find their match. To make the activity more exciting, ask all members to participate even if Sigma Kappa Sorority Vice President of New Member Education Handbook page 32 they are not big sisters. At the end of the activity, serve a heart-shaped cake. Each big sister finds a poem or quote that has meaning for them and gives it to the VPNME, who in turn gives it to the little sister before revealing. Big sisters and little sisters form a circle and one by one, each new member reads the poem or quote that they have been given, the big sister joins in reciting the last line which reveals her to the little sister. Scatter balloons with new members' names in the room. Have the new members pop their balloons to reveal a clue about their bid sister along with a symbol, color, or number that leads them to another balloon in a different room. Do this two or three times and in the end the final clue will lead new members to the big sister waiting for them. Ideas for Big Sister/Little Sister Activities Organize big sister/little sister outings such as roller skating, ice skating or bowling. Other ideas might include picnics, pot-luck dinners or community service work. To encourage high academic performance, start a competition between the big sister/little sister pairs for highest combined GPA of a pair. Announce the winners at the Initiation banquet or at the scholarship banquet. Meet for lunch or dinner. Big sisters can make door decorations for the little sisters. A big sister can call her little sister to remind her of upcoming events or to update her if she has missed a meeting. Big sisters can send notes, cards, or inspirational quotes to their little sisters. Big sisters can place notes of encouragement in the student newspaper for their little sisters. Members can give their little sisters small gifts during Inspiration Days. It may be necessary to establish spending limits and add them to the Code of Conduct if gift- giving becomes out of hand. The new members may plan an appreciation party for their big sisters following Initiation. Sigma Kappa Sorority Vice President of New Member Education Handbook page 33 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 New Member Education Handbook page 34 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 New Member Education Handbook page 35 Sigma Kappa Sorority Vice President of New Member Education Handbook page 36