Sigma Kappa Handbook for the Vice President of Programming 2020 Sigma Kappa Sorority . Vice President of Programming 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 Programming 4 Job Responsibilities 4 Advisor to the Vice President of Programming 6 Resources for the Vice President of Programming 7 Building the Chapter Calendar 9 Chapter Meetings 10 The Calendar Planning Process 11 Educational Programming 13 Assessing Needs 13 Scheduling Educational Programming 13 Planning Educational Programming 13 Workshop Warehouse 13 Selecting Facilitators 14 Working with Outside Facilitators/Guest Speakers 14 Evaluating and Improving Programs 15 Utilizing your Committee 16 RESPEKT 17 Committees 19 The Function of Committees 19 Establishing Committees 19 Suggested Standing Committees 20 Committee Functions and Meeting Structure 21 Standards of Excellence 22 Chapter Sisterhood 23 Sigma Kappa Sorority Vice President of Programming Handbook page 4 THE VICE PRESIDENT OF PROGRAMMING Job Responsibilities The vice president of programming (VPP) is responsible for creating a calendar of meaningful programs for member and chapter development. These programs should be intentional and cover topics relevant to the current struggles of the chapter and individual members. 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 and those officers she supervises, located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about and follow all college/university, Panhellenic, and community policies and procedures. Review the Handbook for the Sisterhood Chairman. Understand where to access information for specific responsibilities on the Sigma Kappa website. Facilitate educational opportunities: In the first month of every term, design the educational programs calendar for the chapter. Survey the chapter membership to determine educational interests and needs and fulfill SOE requirements of hosting programming events within the Five Competencies. 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 5 Develop a resource list of campus, community personnel and alumnae who can facilitate or present educational programs. Request visits from the Live with Heart Facilitator Team as applicable to meet chapter programming needs. 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 sisterhood chairman and her committee to ensure that there is an atmosphere of sisterhood by planning fun and positive chapter activities. Collaborate with others: Work closely with the advisory board members, specifically the advisor to the VPP. Work with the vice president of standards and values (VPSV) 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 and new 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 and operations (VPCO) and/or public relations chairman to share and post RESPEKT materials on social media accounts. Work with the sisterhood chairman, the sisterhood committee and the VPNME in the planning and execution of sisterhood retreats to include meaningful member development programming. 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. Plan and organize: Ensure that the chapter calendar is intentionally planned with respect to the college/university calendar, fraternity/sorority community calendar, holidays and events. Ensure that educational programs are well planned and run smoothly. Ensure that all committee chairmen and members have the resources and information they need to be successful. Sigma Kappa Sorority Vice President of Programming Handbook page 6 Assist the other officers in scheduling and planning for programming needs related to their position. Work with the programming committee, the sisterhood chairman and her committee in planning at least one chapter retreat per year to occur during the term of primary recruitment. In consultation with the sisterhood chairman, organize the agenda for the sisterhood retreat to include at least four hours of meaningful programming. Assist the chapter in meeting the essential and fundamental Standards of Excellence criteria by focusing on specific criteria that pertain to member education, RESPEKT, committees and retreats, programming falling into the Five Competencies, 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, committee chairmen, VPP advisor, and ABS, 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. All calendar dates should be posted on OmegaOne to be reviewed by the district programming coordinator. Maintain a list of past educational programs, facilitators, 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 (COC) National Policy Handbook Sigma Kappa Sorority Vice President of Programming Handbook page 7 Chapter calendar (found in OmegaOne) 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) Resources for the VPP In addition to this handbook, the VPP should have the following resources in her possession: 1. Organizational Tools 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, programming coordinator, collegiate coordinator, 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, diversity and inclusion, student engagement, fraternity/sorority life, women's affairs, campus security, as well as the health center, counseling center, career 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 Sigma Kappa Sorority Vice President of Programming Handbook page 8 4. Report Forms Vice President of Programming's Report/Wava C. Brown Award Application found on SmarterSelect Sisterhood Retreat Report Copies of past reports Designated driver forms and SFRFs for sisterhood retreat The VPP should have access to the following resources, all of which are available on the members only side of the Sigma Kappa website. Sigma Kappa Bylaws Brand Style Guide Handbook for the Sisterhood Chairman Standards of Excellence brochure National Policy Handbook VPP facilitator guide for informal chapter programming Sigma Kappa Sorority Vice President of Programming Handbook page 9 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 Council meetings, primary and COB events, Greek Week, all-Greek educational sessions or events, etc. Bid Day for primary recruitment and any COB efforts New Member Ceremony Promise for New Members Program Seven weeks List each lesson theme on the calendar with the lesson number to ensure the lessons are being followed in the prescribed order Big/Little Reveal Inspiration Days Initiation: Ensure the plans follow the guidelines in the Ritual Book New Initiate Meeting: The seventh lesson in the Promise for New Members Program occurs after Initiation Chapter Meetings Two formal meetings per month Sigma Kappa Sorority Vice President of Programming Handbook page 10 Two informal meetings per month: Include the programming topic for each meeting on the calendar if you know it and it fits Each term should end with a formal chapter meeting Committee meetings Order of the Triangle: Must be the last event for the term on the calendar Standards Council Meetings: must have two each month Sisterhood retreats and events Alumnae relations events Social events, date nights, mixers, formal, etc. Sigma Kappa Founders Day Sigma Kappa Day of Service Planned service activities COB event dates Drop/Add/Withdrawal dates per the university calendar Ultra Violet event date Other philanthropy events Recruitment workshops One program on substance abuse per calendar year Chapter dues/fees due dates Ritual appreciation and practice workshops Any "office hours" that your officers hold Election process dates: Letters of interest due date, straw ballot date, senior slate date, and elections date Study hours Chapter Meetings All meetings need structure to help them run smoothly and accomplish all necessary tasks. As a result, Sigma Kappa has created an established structure for chapter meetings. Chapter Meeting Structure Hold at least two formal chapter meetings and two informal chapter meetings per month. Ensure the first and last chapter meeting of each term is a formal meeting to conduct important business items. Aim to alternate weeks for formal and informal chapter meetings. Characteristics of Formal Chapter Meetings: Accurately perform ritual included according to the Ritual Book. Attended by initiated members and alumnae only. Attire is formal/business (as dictated by the chapter's COC). Sigma Kappa Sorority Vice President of Programming Handbook page 11 Chapter business is handled through motions and votes, utilizing parliamentary procedure. Officer and chairman reports are given. Minutes and attendance are taken. Chaired by the chapter president. Characteristics of Informal Chapter Meetings: Include an educational program focusing on member education and development. Ritual is not utilized Members, new members and alumnae attend meetings. Non-members may attend informal chapter meetings to make announcements and/or facilitate workshops or programs. No chapter business is conducted (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, VPSV or VPP can preside over the informal meetings; however, it is the VPP's duty to coordinate member educational programs. Discuss with your president and VPSV 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 activity suggestions 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 and university 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. The final calendar should be a balanced representation of all chapter areas: academic, service-oriented, philanthropic, educational, social, etc. Try to avoid conflicts during busy times in the campus academic calendar, religious holidays, and strive to schedule no more than two mandatory Sigma Kappa events per week outside of recruitment and Inspiration Days. Complete the calendar planning process prior to the start of each term. Following are the steps to complete the calendar planning process: Sigma Kappa Sorority Vice President of Programming Handbook page 12 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 for 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. Ensure all programs and activities adhere to date and time guidelines, as outlined in each officer's handbook, National Policy Handbook and the Ritual Book. (ex: Order of the Triangle must be the last activity of the semester). 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. The chapter calendar must be posted on the chapter's OmegaOne by the due date to be reviewed by the programming coordinator and consistently updated as needed. 7. 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 engaged and help the chapter to meet its goals for the term. Sigma Kappa Sorority Vice President of Programming Handbook page 13 EDUCATIONAL PROGRAMMING 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 the VPP's annual supplies) Developing another form, survey or questionnaire utilizing electronic resources (Google Forms, Survey Monkey, Typeform, etc.) 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 Scheduling Educational Programming Sigma Kappa Sorority Vice President of Programming Handbook page 14 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 topic 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. Planning Educational Programming Each chapter is encouraged to host one program related to each of the five member development core competencies each calendar year. See the VPP facilitator guide for more information on the competencies. Please reference the SOE Brochure and Helpful Hints section for the most updated information. The topic possibilities are endless. Be creative and forward-thinking when planning topics for educational programs. The VPP facilitator guide includes an educational workshop planning calendar to help you in planning and scheduling the variety of workshops throughout the year. Workshop Warehouse Workshop Warehouse houses ready-to-facilitate educational programs organized into the categories below. Utilize these programs to reduce the stress of creating your own. They are located on the members only side of the Sigma Kappa website, under the Toolbox tab. Five core competencies Ritual workshops Chapter effectiveness Ice breakers Recruitment workshops 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: The VPP or other chapter officer with facilitation experience Chapter members who have studied or researched the selected topic Chapter members' relatives with applicable experience in the selected topic Alumnae or advisors who have applicable experience in the selected topic A member of the Live With Heart Facilitator Team Fraternity/sorority staff members Sigma Kappa Sorority Vice President of Programming Handbook page 15 Panhellenic or other council officers with experience in the selected topic Other organization members with applicable experience in the selected topic Other student organizations on campus focused on the selected topic 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, etc. Working with Outside Facilitators/Guest Speakers/Live with Heart Facilitators 1. Guest speakers should be invited at least three weeks in advance, and they should be provided with the following: a. Date, time, intended length of the program b. Expected number of members who will participate C. Goals/learning outcomes of the program d. Background about the context of the program e. Any other information you would like to make sure they include. f. If you are utilizing a workshop from Workshop Warehouse, be sure to provide this content to the facilitator ahead of time. 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, a certain room set-up, electrical plugs, etc. b. Ask if the program includes handouts. Offer to print the handouts or offer to reimburse them for the cost of printing. C. Provide directions to the building, including instructions on where to park. If facilitators are flying in from out of town, be sure to arrange transportation to and from the airport. 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 informal chapter meeting agenda in order to respect their time. 5. Greet them at the entrance of the building to make them feel more comfortable. 6. Before they begin their program, introduce them to the chapter to help them establish rapport and credibility with the audience. Ask them to pronounce their name if you are unsure and how they would like to be introduced in advance. 7. Provide a bottle or two of water for the facilitator to drink during the program. Be attentive to any other needs they may have. Sigma Kappa Sorority Vice President of Programming Handbook page 16 8. 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. 9. 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, you should 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 OmegaOne ahead of time and ask members to complete the questions as they leave the program. Instructions for doing this can be found in the VPP 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 members' 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 Utilizing your committee builds their leadership skills, reduces your stress and allows other chapter members to become more engaged with educational programming. Consider the following way to involve your committee: Assign one or more programs to a committee member or group of members to take the lead on that particular program. Sigma Kappa Sorority Vice President of Programming Handbook page 17 Communicate the 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. 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 Sigma Kappa Sorority . Vice President of Programming Handbook page 18 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: Authentic Self-Confidence Hazing Prevention and Awareness Body Positivity Personal Branding/Online Conflict Management Presence Diversity and Inclusion Ritual Appreciation Domestic Violence Awareness Sexual Assault Awareness Empowering Women Substance Abuse Goal-Setting Taking Care of Our Sisters Different topics are featured throughout each academic year. The national organization posts resources for all our members to read and follow 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 When a new topic is released, VPPs, VPCOs, and any other officers that might connect to the topic receive an email with ideas for how to start a chapter discussion about the new RESPEKT topic. It will include ideas for educational programs you could host or short 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 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 the national organization creates 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. 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 the Toolbox tab) 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 RESPEKT emails or the social media posts and include them in VPP annual report/Wava C. Brown Award Application at the end of the year. Be sure to track how the chapter members Sigma Kappa Sorority Vice President of Programming Handbook page 19 engage with the materials in a meaningful way. Sigma Kappa Sorority Vice President of Programming Handbook . page 20 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. 1. Determine the number and type of committees, their duties and the approximate number of members on each committee. Per Article IV.B.4 of the Sigma Kappa Bylaws, each chapter must have committees for membership, ritual and sisterhood. a. Chapters may utilize additional committees as necessary including by not limited to alumnae, academic excellence, new member education, activities, social, philanthropic service, programming, and public relations. 2. Committee duties should be well thought out, revised yearly and available for members in written form. See the Sigma Kappa Committee Interest Form on the members only side of the Sigma Kappa website for a form that can be edited and printed for members. Lists of committee members may also be posted in OmegaOne. 3. 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. Sigma Kappa Sorority Vice President of Programming Handbook page 21 4. 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. 5. 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. 6. Submit the list of committee membership to the executive council for approval prior to the start of the term. 7. Train, or arrange for the training, of all committee chairmen prior to the beginning of the term. At this training, review the responsibilities of committee chairmen and demonstrate an effective committee meeting. 8. Hold meetings with all committee chairmen 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 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 8. Serve as a liaison between the committee chairmen and the executive council. Make yourself available to committee chairmen 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 and the officer who oversees the committee. Committee Recommended Chairman Standards Council Vice president of standards and values Social Social chairman Academic Excellence Vice president of academic excellence Philanthropy and Service Vice president of philanthropic service Membership Vice president of membership Sigma Kappa Sorority Vice President of Programming Handbook page 22 Public Relations Public relations chairman New Member Education Vice president of new member education Ritual Ritual chairman or president 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 and should be uploaded on OmegaOne. The only exception to this is the minutes from Standards Council meetings as those are to remain confidential. 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). There is an example Committee Meeting Summary Progress Report on the members only side of the website. 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. 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 23 Sigma Kappa Sorority Vice President of Programming Handbook . page 24 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 Programming Handbook page 25 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. The VPP should work with the sisterhood chairman to the plan and execute a successful sisterhood retreat during the same term as primary recruitment. The sisterhood chairman is responsible for scheduling the retreat, developing the programming and workshop content, approving and finalizing the agenda for the retreat and logistical planning and execution of the event. The VPP should assist the sisterhood chairman in selecting and planning a minimum of four hours of meaningful member development programming. She can also assist the sisterhood chairman in submitting the sisterhood retreat planning report one term in advance of the retreat and include the executed agenda with the Wava C. Brown Award Application. If the chapter has a sisterhood chairman, the VPP should review the Handbook for the Sisterhood Chairman and the Sisterhood Retreat Planning Guide to become familiar with its contents, particularly the ideas and retreat planning tools. This will enable the VPP to effectively work with the sisterhood chairman to plan a successful and meaningful retreat. 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 26 SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Ste 300 Sigma Kappa Sorority Vice President of Programming Handbook . page 27 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 28