Sigma Kappa Handbook for the Vice President of Programming 2018 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. © 2017 Sigma Kappa Sorority TABLE OF CONTENTS The Vice President of Programming 4 Job Responsibilities 4 Advisor to the Vice President of Programming 6 Resources for the Vice President of Programming 6 Building the Chapter Calendar 8 Chapter Meetings 8 The Calendar Planning Process 9 Educational Programming 11 Scheduling Educational Programming 11 Planning Educational Programming 11 Workshop Warehouse 12 Assessing Needs 12 Selecting Facilitators 12 Working with Outside Facilitators/Guest Speakers 13 Evaluating and Improving Programs 13 Utilizing your Committee 14 RESPEKT 15 Committees 17 The Function of Committees 18 Establishing Committees 18 Suggested Standing Committees 19 Committee Functions and Meeting Structure 19 Standards of Excellence 20 Chapter Ritual 21 Chapter Sisterhood 22 Sigma Kappa Sorority Vice President of Programming Handbook page 3 THE VICE PRESIDENT OF PROGRAMMING Job Responsibilities The vice president of programming (VPP) is responsible for creating a calendar of meaningful opportunities for member and chapter growth through intentional education and development opportunities. She is a member of the executive council, and reports to the president of the chapter. In light of these responsibilities, the VPP must do the following tasks. Prepare for the role: Read, comprehend and follow the Handbook for the Vice President of Programming. Read, comprehend and follow National Policy Handbook, and your chapter's Code of Conduct (COC). Access and watch all training modules associated with the VPP role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about and follow all national and chapter policies and procedures. Be knowledgeable about and follow all college/university, Panhellenic, and community policies and procedures. Review the Handbook for the Ritual Chairman. Review the Handbook for the Sisterhood Chairman. Understand where to access information for specific responsibilities on the Sigma Kappa website. Facilitate educational opportunities: Schedule and plan educational programs for informal chapter meetings and other applicable events, to be approved by the chapter advisory board within the first month of every term. Assess the chapter membership to determine educational interests and needs. Encourage meaningful participation and learning during educational sessions through effective facilitation. Solicit feedback and evaluate all educational programs, using the feedback to make improvements for future programs. Host learning opportunities related to RESPEKT topics, which can include programming during informal chapter meetings, brief discussions during formal chapter meetings, campus events, etc. Sigma Kappa Sorority Vice President of Programming Handbook page 4 Develop a resource list of campus, community personnel and alumnae who can facilitate or present educational programs. Manage others: Train committee chairmen on effective delegation prior to the beginning of their term. Supervise the chapter committee structure through reports and meetings with chairmen. Oversee the ritual chairman and her committee to ensure that all ritual ceremonies and meetings are held according to the Sigma Kappa Ritual Book. Assist the ritual chairman and her committee in educating the chapter members on correct ritual practices. Oversee the sisterhood chairman and her committee to ensure that there is an atmosphere of sisterhood by planning fun and positive chapter activities. Assist the sisterhood chairman and her committee in the planning and execution of sisterhood retreat(s). Collaborate with others: Work closely with the advisory board members, specifically the advisor to the VPP. Work with the executive vice president (EVP) to plan and/or present educational sessions annually on Sigma Kappa standards and expectations for its members and collegiate chapters, including risk management. Contact guest speakers to arrange for them to facilitate educational material. Assist each executive officer and designated chairmen to form their committees by the first week of each term. Review and assign members to the chapter committees, and recommend them for approval by the executive council. Ensure that all officers have input in the planning of the chapter calendar. Work with the vice president of communications (VPC) and/or public relations chairman to share and post RESPEKT materials on social media accounts. Plan and organize: Ensure that the chapter calendar is intentionally planned with respect to college/university and council dates and events. Ensure that educational programs are well-planned and run smoothly. Ensure that all committee chairs and members have the resources and information they need to be successful. Assist the ritual chairman in scheduling and planning for ritual practices and ceremonies. Assist the sisterhood chairman and her committee in planning at least two chapter retreats per year. Sigma Kappa Sorority Vice President of Programming Handbook page 5 Assist the chapter in meeting the Standards of Excellence criteria by focusing on specific criteria that pertain to member education, as well as supporting other officers and chairmen to achieve their goals. All information must be tracked and submitted by deadlines in order to be eligible for awards. Develop, maintain and distribute resources: Prepare and submit the VPP annual report/Wava C Brown Award Application by the deadline written in the report. Coordinate and plan the chapter calendar a term in advance, with members of the chapter executive council and committee chairmen, with enough notice to allow for a chapter vote prior to the end of the previous term. Provide the chapter and advisory board members with an updated chapter calendar. Share RESPEKT resources and materials with chapter members. Maintain a list of past educational programs and their evaluations for the next VPP. Advisor to the VPP The relationship with the advisor to the VPP is an important working relationship for both the advisor and the VPP. The VPP should consult her advisor often regarding programming ideas, resources, calendar planning and other related issues. The VPP should update her advisor about her plans and problems at least once a month. To learn more about developing a relationship with your advisor, watch the module within SKILLab: Sigma Kappa's Interactive Learning Lab that highlights best practices for building this relationship. Resources the Advisor Needs Handbook for the Chapter Advisor Handbook for the Vice President of Programming Chapter Code of Conduct National Policy Handbook Chapter calendar What If You Don't 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) Programming coordinator (PC) Collegiate coordinator (CC) Collegiate district director (CDD) Sigma Kappa Sorority Vice President of Programming Handbook page 6 Resources for the VPP In addition to this handbook, the VPP should have the following resources in her possession: 1. Organizational Tools Current chapter goals and officer goals established during the Regional Leadership Conference (RLC) Current chapter calendar Past chapter calendars for reference College/university calendar of events and term dates 2. Policies National Policy Handbook College/university policies Panhellenic/Greek community policies Chapter Code of Conduct 3. Contact Information Name, email address and phone number of the advisor to the VPP Names and email addresses of the chapter's ABS, PC, CC, and the CDD. Names and phone numbers of university/college offices that assist with or provide educational programs or resources (such as the offices of campus activities, minority/multicultural affairs, student life, fraternity/sorority life, women's affairs, campus security, as well as the health center, counseling center, academic centers, etc.) Names and phone numbers of community resources that assist with or provide educational programs or resources (such as the YMCA, Junior League, Alzheimer's Association, Sexual Assault Resource center, women's shelter, etc.) Current list of chapter committees and their members Past listing of chapter committees and their members for reference 4. Report Forms Vice President of Programming's Report/Wava C. Brown Award Application Current report forms, found on the members only side of the Sigma Kappa website Copies of completed reports Documentation of VPP officer reports made to the chapter during formal chapter meetings Sigma Kappa Sorority Vice President of Programming Handbook page 7 5. Correspondence Copies of all correspondence to and from the VPP or her committee The VPP should have access to the following resources, all of which are available on the members only side of the Sigma Kappa website, except the Ritual Book: Sigma Kappa Ritual Book Sigma Kappa Bylaws Brand Style Guide Handbook for the Ritual Chairman Handbook for the Sisterhood Chairman Standards of Excellence brochure National Policy Handbook Elevate Facilitator Guide BUILDING THE CHAPTER CALENDAR It is important when planning the chapter calendar to ensure it provides a balanced schedule of programs, meetings and other activities. Though the master calendar is the responsibility of the VPP, the planning of the calendar is a task that takes time, cooperation and input from the executive council and all chapter committees. The chapter calendar should include the following: College/University Dates: vacations, exams, homecoming, sporting events, etc. Panhellenic/All-Greek Council Events: Panhellenic association meetings, formal and informal recruitment, Greek Week, all-Greek educational sessions or events Chapter Activities: chapter meetings, ritual ceremonies, Founders' Day, recruitment/COB, retreats, elections, new member meetings, philanthropy events, service projects, scholarship activities, committee meetings, etc. Other Events: sisterhood events, social events, activities, alumnae chapter events, etc. Chapter Meetings All meetings need form or structure to help them run smoothly and accomplish all necessary tasks. As a result, Sigma Kappa has created an established structure for chapter meetings. As per the National Policy Handbook, chapters must hold at least two formal chapter meetings each month. For full Standards of Excellence points, each chapter must hold at least 11 educational programs per year. Usually chapters alternate weeks for formal and Sigma Kappa Sorority Vice President of Programming Handbook page 8 informal chapter meetings. The purpose of each meeting is distinctly different: Characteristics of Formal Chapter Meetings: Ritual for chapter meetings must be adhered to. Attended by initiated members and alumnae only. Attire is formal/business (as dictated by the chapter's COC). Chapter business is handled through motions and votes. Officer and chairman reports are given. Minutes and attendance are taken. Held twice each month. Chaired by the chapter president. Characteristics of Informal Chapter Meetings: Include an educational program focusing on member education and development. Ritual is not utilized, but order is maintained. Members, new members and alumnae attend meetings. Non-members may attend informal chapter meetings to make announcements and/or facilitate workshops or programs. Attire is informal. No chapter business should be conducted at this time (motions and votes). Only urgent officer and chairman announcements may be given. Minutes and attendance are taken. Can be used as a forum for committee meetings. The president, EVP or VPP can preside over the informal meetings; however it is the VPPs duty to plan member education programs. Discuss with your president and EVP who will preside at informal meetings to reduce confusion. The Calendar Planning Process Planning the chapter calendar is an important task for all chapter officers and chairmen. As suggestions for the activities for the term are developed, encourage members to keep the following factors in mind: Activities and programs should help the chapter progress toward and meet its goals for Standards of Excellence requirements. Events, activities and programs should meet members' interests as much as possible. Combat "over-programming" by making events serve more than one purpose (such as inviting potential new members to an educational program to support COB efforts) and limiting "mandatory" events to those that are truly necessary. Sigma Kappa Sorority Vice President of Programming Handbook page 9 The final calendar should be a balanced representation of all chapter areas: scholastic, philanthropic, educational, social, etc. Try to avoid conflicts during busy times in the campus academic calendar and strive to schedule no more than two mandatory Sigma Kappa events per week. The calendar planning process should be completed prior to the start of each term. The following are the steps to complete during the calendar planning process: 1. Notify all chapter committees to discuss goals and calendar suggestions for the upcoming term in advance of the calendar-planning meeting. 2. Ensure that the vice president of alumnae relations (VPAR) has a list of events planned by and for the alumnae chapter. 3. Assess the chapter's programming needs and interests by using member surveys, analyzing Standards of Excellence criteria, etc. 4. Schedule and facilitate the calendar-planning meeting of all chapter officers and committee chairmen. An advisor should also be invited to participate. During this meeting, the tentative calendar is developed. A workshop can be found in Workshop Warehouse to assist with planning the calendar. Start by filling in all known school dates and campus-directed chapter activities. Allow each committee chairman to suggest programs and activities, along with prospective calendar dates, for her area of responsibility. Review each suggested program/activity to see if it will help the chapter to meet its goals and to determine if it can be combined with another activity, or activities, to meet more than one purpose. Spread any remaining programs/activities evenly throughout the term. 5. The VPP presents the tentative calendar to the chapter at a formal meeting for approval. a. The VPP presents a motion to adopt the chapter calendar. There will be discussion of the calendar events and there may be amendments made from the chapter members. After discussion, a vote will be taken to adopt the calendar as submitted or revised. b. Once the chapter approves the calendar, it is considered CLOSED. No other mandatory events may be added without a chapter vote. This enables each member to know exactly what will be expected of her so that she may manage her time accordingly. It also helps chapter officers to begin planning their events early in the term. 6. A copy of the final, approved calendar should be distributed to each chapter member, advisory board members, corporation board/property committee members, house director (if applicable) and the assigned alumnae chapter(s). The calendar should also be displayed in a prominent place accessible to all members and reviewed in the VPP's report during formal chapter. Sigma Kappa Sorority Vice President of Programming Handbook page 10 7. The chapter calendar must be posted on the chapter's GIN System and consistently updated as needed. 8. Coordinate minor adjustments to the calendar if changes in dates, programs, speakers or locations are necessary. Inform all chapter members, advisors, assigned alumnae chapter(s) and others who may be involved of such changes. With careful planning and coordination, the chapter calendar can help to keep members interested and involved and help the chapter to meet its goals for the term. EDUCATIONAL PROGRAMMING Scheduling Educational Programming Each informal chapter meeting should include meaningful educational programming. This may be in the form of an officer, committee member or guest speaker facilitating a program on a particular subject of interest to the chapter or can also include an appropriate campus or Panhellenic program. Informal chapter meetings should be informative, interesting and efficient, respecting the busy schedules of the members. Reports and announcements should be limited, as the majority should be announced at formal chapter meetings. A sample outline for an informal meeting is below: 7:00pm Meeting begins Attendance is taken 7:05pm Member development and education program 7:55pm Announcements 8:00pm Meeting ends Committees meet 8:20pm Committee meetings end Planning Educational Programming Each chapter is required to hold one educational program about substance abuse each year, which must be facilitated by a presenter outside of the chapter. Each chapter must also host one workshop from each of the five Elevate competencies each calendar year. See the Elevate Facilitator Guide for more information on the competencies. The chapter will receive points for Standards of Excellence (SOE) for holding up to three ritual education programs each year. The other educational programs can be on a variety of topics including: Sigma Kappa Sorority Vice President of Programming Handbook page 11 The possibilities are endless. You are encouraged to be creative and forward-thinking when planning topics for educational programs. The Elevate Facilitator Guide includes an educational workshop planning calendar to help you in planning and scheduling the variety of workshops throughout the year. Workshop Warehouse There are many workshops on Workshop Warehouse, including the Elevate competency workshops, recruitment workshops, ritual workshops and more. Workshop Warehouse is a resource that can be accessed on the members only side of the Sigma Kappa website, under Toolkit. These workshops are complete and ready-to-present. Utilize these ready- made programs to reduce the stress of creating a program. Workshop Warehouse also has a link to provide feedback on these programs after they have been completed, and a method to upload your own programs to be formatted and posted as part of Workshop Warehouse. Providing feedback and contributing your programs will help VPPs in other chapters, and future VPPs in your chapter, and is a great way to contribute to the success of the national organization. Assessing Needs It is important to assess the chapter's needs and interests when determining program topics. You can do this by: Using the Chapter Programming Interest Survey (available in VPP annual supplies) Developing another form of survey or questionnaire Holding informal group discussions or brainstorm sessions Utilizing a suggestion box Analyzing the chapter's goals to determine a target area where programming is needed Selecting Facilitators With the programming committee, decide on the desired topics based on your chapter assessment. Then, discuss possible facilitators for these sessions. Consider all possible "experts" on the subject, which may include: Chapter members who have studied or researched a certain area Chapter members' relatives who have professional experience in an area Alumnae or advisors who have professional experience in an area Other members of your fraternity/sorority community: Panhellenic or other council officers with experience in a certain area, other organization members with applicable experience Other student organizations on campus Sigma Kappa Sorority Vice President of Programming Handbook page 12 Campus offices such as: the counseling center, the health center, women's centers, diversity/multicultural centers, academic advising offices, the career center, the fraternity/sorority life office, campus safety office, student activities office, the office of the dean of students, the study abroad office, academic centers (writing center, math center, library, etc.) and more. Professors and graduate students Community members, such as those who lead non-profit organizations or businesses in your community. Examples include: local fire/police department, local health department, environmental groups, local Alzheimer's Association Again, the possibilities are endless. Ensure that you or a committee member has booked a room for the program (if necessary) and secure any audio/visual equipment needed. Working with Outside Facilitators/Guest Speakers 1. Guest speakers should be invited at least three weeks ahead of time, and they should be provided with the date, time, intended length of the program, expected number of members in the audience, goals/outcomes of the program, background about the context of the program, information about chapter members' year/experience level with the topic and any other information you would like to make sure they include. 2. At least one week in advance of the program, contact the facilitator to: a. Ask if he or she needs audio/visual equipment, a flip chart, electrical plugs, etc. b. Ask if the program includes handouts. Offer to print the handouts for the facilitator, or offer to reimburse them for the cost of printing. C. Provide directions to the building, including instructions on where to park. 3. Inform the chapter about the topic of each program in advance to build interest. 4. Be sure to schedule the guest speaker as the first item on the agenda in order to respect their time. Greet them at the entrance of the building to make them feel more comfortable. Before they begin their program, introduce them to the chapter to help them establish rapport and credibility with the audience. Ask them how they would like to be introduced in advance. 5. Provide a bottle or two of water for the facilitator to drink during the program. Be attentive to any other needs they may have. 6. Make sure that all chapter members are respectful and pay attention during the program to respect our guests, who are likely volunteering their time to facilitate the program. Remember that the chapter may be the only contact the presenter ever has with a fraternity or sorority. His/her contact with the chapter may be the basis of his/her concept of the entire fraternity/sorority community - that is quite a responsibility! If members are attentive, interested and asking questions, a more positive impression will be conveyed. Sigma Kappa Sorority Vice President of Programming Handbook page 13 7. Ensure a thank you note is written and sent to the guest speaker within three days following the program. Evaluating and Improving Programs One of the most important steps of the program process is evaluation and follow-up. Unfortunately, this step is often skipped or forgotten. Program evaluations can gauge the chapter members' responses to several aspects of the program: the topic, the presenter, the length, the amount of interaction, etc. In addition, follow up with the presenter or facilitator, even if it is a member of the chapter or an alumna. They will be able to provide valuable information as to whether or not they thought the members captured the information presented. The following ideas will help you to evaluate and follow up with programs: Set up evaluation questions in the GINsystem ahead of time, and ask members to complete the questions as they leave the program. Instructions for doing this can be found in the Elevate Facilitator Guide. Distribute program evaluation forms to the members in attendance before the program begins and collect them as they leave. See the program evaluation form on the members only side of the Sigma Kappa website. Compile the evaluations, and tally averages to the questions. Compare these averages to the evaluations of other programs to determine relative effectiveness. Keep these evaluations as a reference for future use, and for improving future programs. These evaluations will also be helpful when you complete your annual report. Informally assess the chapter member's reaction to the program. Survey the members over e-mail within a few days of program. Ask the chapter for their brief feedback during the next formal chapter meeting. Ask for your committee's feedback after the programs. Utilizing your Committee Consider assigning one or more programs to a committee member or group of members to take the lead on that particular program. Ensure that the committee member(s) know exactly which date, time, desired topic and any other information that is necessary for them to successfully organize the program. Utilize proper delegation skills to check in with them periodically to see if they have any questions and make sure everything is on track for a successful program. Utilizing your committee builds their leadership skills, reduces your stress and allows other chapter members to become more engaged with educational programming. Sigma Kappa Sorority Vice President of Programming Handbook page 14 RESPEKT What is the RESPEKT movement? The purpose of the RESPEKT movement is to educate, energize and empower Sigma Kappa members to engage in the relevant topics/issues in their communities. The RESPEKT movement provides resources to our members to increase their awareness and provides a call to action to create positive impact in our communities on topics such as: Bystander effect & intervention Binge drinking Conflict resolution Eating disorders Mental health Domestic violence Sexual assault Drug abuse Anti-hazing Self-harm Self-esteem/authentic confidence Stress management A different topic is featured each month. Throughout the month, the national organization posts resources for all our members to read and watch on social media. RESPEKT is something that individual members can learn more about depending on their curiosity with the topic and how it applies to their life. Participating in the RESPEKT movement Every month, VPPs and VPCs receive an email with ideas for how to start a chapter discussion about the month's RESPEKT topic. It will include ideas for educational programs you could host, or short five-minute discussions you could lead in chapter meetings, as well as resources you can share and ideas for how to bring the topic to life on your campus or in your community. You are encouraged to pick and choose the ideas you like. RESPEKT should feel seamless and integrate into what you're already doing as a chapter, with the opportunity to go a step further and plan a campus or community campaign or event if it is relevant to your chapter. RESPEKT is an easy way for chapters to position themselves as advocates for meaningful change - you can take what we create and spread the message. If you know chapter members who are passionate about these topics, please encourage them to lead some of the chapter's RESPEKT initiatives. RESPEKT is not something that only the VPP or other officers should be involved with. Sigma Kappa Sorority Vice President of Programming Handbook page 15 All of the resources provided by the national organization will also be housed on the RESPEKT page on the members only side of the website (under Toolbox) so members can refer to the materials at any point in the year. Chapters aren't constrained by the month the materials are posted. For example, you can choose to use one of the ideas posted in February to hold a program in March, September, or whenever works best for the chapter. Chapters can receive SOE points for participating in the RESPEKT movement. To earn points, you will need to keep track of the ideas the chapter utilized from the monthly emails or the social media posts and include them in VPP annual report/Wava C Brown Award Application at the end of the year. COMMITTEES The Function of Committees Due to the size of many chapters, it is impossible for each member to take an active part in the making of all decisions. Strong organizations utilize a strong committee structure. Committees contribute to an organization's success in several ways: A committee divides the work so that a few people do not have to be responsible for everything. Committees give members who are not officers the chance to participate in the generation of ideas, the planning process and chapter operations. This results in members who are more strongly committed to the chapter - people support what they help create. Committee involvement gives more experienced leaders the opportunity to mentor up-and-coming leaders and it gives newer members a chance to gain practical experience needed to later assume a leadership role. A committee is an organized and manageable way to keep members involved in meeting the goals of the chapter. Committee work allows members the opportunity to showcase special skills and talents. Committees promote efficient use of chapter meeting time. Establishing Committees Take the following steps to establish chapter committees. Much of this work can be done during the break prior to the term to ensure committees are ready to begin work when the chapter returns from break. Sigma Kappa Sorority Vice President of Programming Handbook page 16 1. Determine the number and type of committees, their duties and the approximate number of members on each committee. Per Article IV, section 4 of the Sigma Kappa Bylaws, each chapter must have committees for membership, ritual and sisterhood. Chapters may utilize additional committees as necessary. Committee duties should be well thought out, revised yearly and available for members in written form. See the committee duties sheet on the members only side of the Sigma Kappa website for a form that can be edited and printed for members. 2. Inform the chapter members of the duties of each committee and allow each member to choose the committees on which she would like to serve. Generally, the chapter members submit their top three choices. 3. Match the members to the committees based on member interests and strengths. Committees should be set for a period of one school term. Rotating members on different committees allows them to have a variety of experiences within the chapter and provides new ideas and energy to the committee system. 4. New members should be integrated into chapter committees by the fifth week of the Promise for New Members program. It is the VPP and vice president for new member education's (VPNME) responsibility to ensure this happens. 5. Submit the list of committee membership to the executive council for approval. 6. Train, or arrange for the training, of all committee chairmen prior to the beginning of the term. At this training meeting, review the responsibilities of committee chairmen and demonstrate an effective committee meeting. 7. Hold meetings with all committee chairs at least once a month. The function of these monthly meetings is to: a. Review the chapter calendar for the upcoming month. b. Review the budget and expenditures with the chapter vice president of finance (VPF) C. Discuss upcoming committee projects and their progress d. Facilitate committees working together on joint projects e. Evaluate chapter programming efforts f. Provide mutual support 9. Serve as a liaison between the committee chairs and the executive council. Make yourself available to committee chairs for one on one meetings as needed. The chairmen of a chapter look to the VPP as their immediate contact or support system. The VPP should utilize the interests and expertise of the chairmen when applicable. In addition, the VPP should delegate responsibilities to the appropriate chairman, and provide adequate follow-up or assistance when needed. Suggested Standing Committees Chapter needs will determine the number of committees, their duties and the number of members on each committee. The following is a list of suggested standing committees Sigma Kappa Sorority Vice President of Programming Handbook page 17 and the officer who oversees the committee. Committee Recommended Chairman Standards Council executive vice president Social social chairman Scholarship vice president of scholarship Philanthropy and Service vice president of philanthropic service Membership vice president of membership Public Relations public relations chairman New Member Education vice president of new member education Ritual ritual chairman or vice president of programming Sisterhood sisterhood chairman or vice president of programming Alumnae Relations vice president of alumnae relations Chapter facility house manager Educational Programming vice president of programming Committee Functions and Meeting Structure Committees should meet at least twice a month in order to keep momentum in their progress and to keep all members well informed. Before or after regularly scheduled informal chapter meetings are a good time to hold committee meetings SO that additional time during the week does not need to be taken from members' schedules. Committee meetings are informal and the chairman takes part in discussion. Notes are taken and kept by the committee chairman in her files. Committee reports are submitted in writing to the VPP and placed on the agenda for the next formal chapter meeting (if there is business to present). Consider using a standard and easy to submit report format (Google forms are a great resource). The committee plans the chapter activities within its area of responsibility. Each committee is given a budget and is expected to keep accurate records and receipts. Purchases should be approved with the VPF prior to the expenditure. If a committee makes a recommendation, the chairman should make a motion at the next formal chapter meeting and the chapter votes whether to adopt the recommendation. Members and new members are encouraged to submit suggestions to other committees. Committees should strive to work together on projects that impact both areas of responsibility. The length of committee meetings should be reasonable, but allow time for members to express views and ask questions. Sigma Kappa Sorority Vice President of Programming Handbook page 18 Members should accept and follow through with the responsibilities delegated to them as a part of the committee. Committees should evaluate each program or event in their area of responsibility and prepare written recommendations to place in the committee chairman's notebook for future reference. Sigma Kappa Sorority Vice President of Programming Handbook page 19 SIGMA KAPPA STANDARDS OF EXCELLENCE The Sigma Kappa Standards of Excellence directly reflect the purpose of the Sorority. Through the use of the Standards of Excellence, Sigma Kappa ensures that its collegiate chapters are striving toward the same overall achievement. This purpose is pursued by: 1. Developing standards of best practice. 2. Providing education and technical assistance programs to our chapters and advisors. 3. Delivering an annual program of recognition. It is the goal of Sigma Kappa Sorority that each Sigma Kappa 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. The Standards of Excellence have six levels: a. Three Star Standards b. Two Star Standards C. One Star Standards d. Minimum Standards e. Below Minimum Standards f. Critically Below Minimum Standards Each Sigma Kappa chapter shall strive to at least meet the minimum standards each year. The VPP is responsible for assisting the chapter president and other officers in promoting the Standards of Excellence to the chapter members. There are several specific standards pertaining to the VPP. Refer to the current Standards of Excellence brochure, available in the members only side on the Sigma Kappa website, for detailed information regarding the activities for the VPP to help the chapter attain the highest standards possible. Sigma Kappa Sorority Vice President of Programming Handbook page 20 CHAPTER RITUAL Our ritual ceremonies are unique and have special significance only to members of Sigma Kappa. Our heritage and rich traditions are found in those ceremonies and help us continue the vision of our founders. It is imperative that the chapter utilizes correct ritual practices and it is the VPP's responsibility to oversee this process. To ensure that our members understand Sigma Kappa ritual ceremonies and their meanings, each chapter should have a ritual chairman. It is the responsibility of the ritual chairman and her committee to educate all members, newly initiated and older members alike, on correct ritual practices and ritual appreciation. In addition, it is her responsibility to collect and set up all items needed for ritual ceremonies. The ritual chairman should have the Handbook for the Ritual Chairman and access to the Sigma Kappa Ritual Book from the chapter president. For smaller chapters, it may not be feasible to have a ritual chairman and committee. In that case, the VPP and her committee will oversee all ritual ceremonies directly. In this case, it is imperative for the VPP to have a copy of the Handbook for the Ritual Chairman and access to the Sigma Kappa Ritual Book. If a chapter does have a ritual chairman, the VPP should still take time to review the contents of the handbook. It is important to provide ritual education to help members understand the overarching purpose of our ritual and the significance and meaning of each ceremony, song, etc. Understanding the true meaning of our ritual is important to a meaningful sorority experience. Ensure that all members have the opportunity to read and reflect on the Ritual Book. Please refer to the Handbook for the Ritual Chairman for further information on Sigma Kappa ritual. Sigma Kappa Sorority Vice President of Programming Handbook page 21 CHAPTER SISTERHOOD Fostering Sisterhood Sisterhood is an intangible feeling that each member has toward her Sigma Kappa sisters. Sisterhood is the foundation of a strong Sigma Kappa chapter. It should be emphasized from the day a woman joins through her graduation day and beyond with continued alumnae relations. Fostering sisterhood is important 365 days a year and therefore must be a conscious effort made each day. A successful sisterhood program is one that is structured and organized, yet informative and fun for the members. The VPP is responsible for overseeing the sisterhood chairman and her committee to promote a sense of sisterhood among the chapter members. It is encouraged that each chapter has a sisterhood chairman and committee, but in cases of smaller chapters this may not be possible. In that case, the responsibilities of the sisterhood chairman and her committee would fall under the VPP and her committee. If the chapter has a sisterhood chairman, the VPP should review the Handbook for the Sisterhood Chairman and become familiar with its contents, particularly the ideas and retreat planning tools. This will enable the VPP to assist the sisterhood chairman if necessary. For chapters without a sisterhood chairman, the VPP should have a copy of the Handbook for the Sisterhood Chairman. The members of the programming committee can be helpful in planning sisterhood activities and retreats. Please refer to the Handbook for the Sisterhood Chairman for further information on chapter sisterhood. Sigma Kappa Sorority Vice President of Programming 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 Programming Handbook . page 23