DOC

BYLAW 8 - DUTIES OF CHAPTER AND ALUMNI CLUB OFFICERS

By Theodore Warren,2014-05-07 19:02
11 views 0
BYLAW 8 - DUTIES OF CHAPTER AND ALUMNI CLUB OFFICERS

??FROM THE EXECUTIVE DIRECTOR

Congratulations on your new position as Herald. You have been chosen by your

    brothers to help lead the chapter for the upcoming year. As a leader in your chapter,

    you will discover tremendous opportunities to help not only your chapter, but your

    own personal development. You must bring to this position determination, knowledge,

    and a personal eagerness to see the chapter grow and prosper.

The International Headquarters has developed this Herald’s Manual to assist you in

    carrying out your duties. The manual has been specifically designed to provide you

    with the guidance, background, and information vital to a successful term in office. It

    includes a breakdown of duties, specifically for the Executive Council, chapter

    membership, The Emerald correspondent, and recording chapter history.

I encourage you to utilize this manual fully and thoroughly. This manual, along with

    help and guidance from the chapter director, province archon, and/or the

    International Headquarters, will guarantee a successful and prosperous year.

Fraternally,

Mark S. Briscoe

    Executive Director

__________________________________________________________________________

Credits & Acknowledgments

Original Author: Dave Edwards, Assistant Executive Director

    Editor: Last edit by Justin Steele, Director of Chapter Services (1-2009)

Table of Contents

     1 Calendar

    2 Herald

     3 Registering New Members

    4 Membership Education

    5 The Emerald

    6 Ritual

     7 Chapter Retreats

    8

    9

     2

10

3

    Herald’s Manual

    ~ Your Office

    Your Office: Herald

Introduction

    As Herald, your duties are vast and vital to the operation of a successful chapter. It is your job to

    take charge of the membership and historic records and conduct all ritual activities of the chapter.

    This job entails a great amount of responsibility and will require dedication in making sure that

    each duty is fulfilled.

To start, please review the International Bylaw that details your job description. According to

    Bylaw 8 (Duties of Chapter and Alumni Club Officers), Section 4 of the Bylaws of the Sigma Pi

    Fraternity, International:

    The Herald shall faithfully keep a record or history of all important happenings in the chapter,

    recording same in the Membership Record and History Book provided for that purpose. He shall

    arrange to file for each new initiate in the Membership Record and History Book a New member

    and Membership Record (form M-2). He shall also preserve in a suitable manner all newspaper

    and magazine clippings concerning the chapter, its brothers and the fraternity, and shall perform

    such other duties as are incumbent upon the historian of an organization.

Your Duties as Herald

    From reading the bylaw mentioned above, you have already begun to see that your duties as Herald

    are extensive and vital to the success of your chapter. This manual will outline all the duties of your

    position: to organize your chapter’s history and membership records, to serve as The Emerald

    correspondent for your chapter, and to help you familiarize yourself with the Manual of

    Ceremonies and ritual equipment.

National Events

    The Grand Chapter puts on two events per year.

    ? Convocation is every two years and this is where the grand chapter convenes to vote on a

    new Grand Council and make changes to the constitution and bylaws. This is held every

    even year. Attendance at Convocation is mandatory and the chapter faces a fine for not

    sending at least one representative.

    ? Sigma Pi University is an event held every two years in which Sigma Pi members gather and

    take a variety of courses on from personal and professional development to chapter

    operations. These topics usually include recruitment, ritual and operations of a chapter.

    This event is held every odd year. Attendance at Sigma Pi University is mandatory

    and the chapter faces a fine for not sending at least one representative.

    ? Finally Mid-Year Leadership Conference is held every February. This event is designed for

    new Sages, Second Counselors & Third Counselors. This event is free for them. Attendance

    is not mandatory but highly encouraged as the event develops the leadership and executive

    skills of our undergraduate officers.

    Sigma Pi Fraternity 4

    The Cornerstone Concept

    Herald’s Manual

    ~ Sage Duties

Executive Office Awards & the Gold Standard

    stThe Gold Standard is a report that is due to the Executive Office each year by June 1. This report

    could be described as a report card for each chapter. This report lets the office know how each

    chapter is doing as well as providing the chapter with ideas and suggestions for improving itself

    and its members.

    http://www.sigmapi.org/cornerstone/goldStandard.cfm

At Convocation the Executive Office gives out awards for the best chapters in the nation. In order

    to be eligible for awards a Gold Standard must be turned in both years of each biennium. There are

    three types of awards:

    ? The Grand Chapter award is given to the top 25 chapters in the nation.

    ? The Grand council award is given to the top three chapters in each of the four tiers.

    ? The Grand Sage’s Cup is given to the number one chapter in each of the four tiers.

    ? All chapters are broken down into tiers. This system groups chapters with similar number of

    fraternities on campus.

Tier 1 20+ fraternities on campus

    Tier 2 10-19 fraternities on campus

    Tier 3 6-9 fraternities on campus

    Tier 4 1-5 fraternities on campus

There is a brochure sent to each chapter Sage that details what chapters must do to become a top

    chapter. This process is not accomplished but requires years of hard work and dedication. Please

    refer to this brochure for more detailed information regarding awards.

    Educational Leadership Consultant (ELC) Visit Your chapter will receive a visit from a national representative (ELC) at least once a year. This

    person is hired by the Executive Office to travel and visit all Sigma Pi chapters within a specific

    region. His visit can range from three days up to an entire week. The ELC will need to meet with

    you, the Executive Council, all committee heads, a school representative and the entire chapter.

    The ELC will notify you at least two weeks in advance of his scheduled visit. He will also need a

    place to stay at the chapter house during his visit to the chapter. Please accommodate him with a

    clean and quiet place to stay during his visit. Additionally during his time on staff he will be your

    primary contact to the Executive Office. If you have any questions regarding Executive Office

    policy they should be directed at the ELC first. To find the ELC travel schedule go to

    http://www.sigmapi.org/onlineExec/visitation/schedules.cfm.

Organized for Success

    As a college student you know how important it is to be organized. Therefore, a calendar of events

    is included in this manual to help you get started. The Executive Office has marked dates

    pertaining to financial requirements and chapter efficiency. Please add any pertinent dates for

    your own use as well.

As a member of the Executive Council, the Herald must be readily available to help out in any

    Sigma Pi Fraternity 5

    The Cornerstone Concept

    Herald’s Manual

    ~ Officer Duties

possible way. Some of these duties may include, taking part in the planning and goal setting of the

    chapter, dealing with the problems of discipline, and evaluating fraternity programs for

    effectiveness. The key to an effective executive council is for the entire group to work together and

    help each other out when needed.

Other responsibilities:

    ? Take part in the planning and goal setting of the chapter.

    ? Help deal with problems of discipline.

    ? Participate in the evaluation fraternity programs.

    ? Take part in the process of appointing committee chairmen and members.

Innovation -- an advantage of being Herald:

    ? Suggest new ideas and make them work.

    ? Chair major projects.

    ? Develop leadership abilities for future officers.

    ? Help other officers at their busy times (i.e., rush chairman, homecoming chairman,

    etc.).

    ? Help with membership/new member education.

The Historian

    Making a good scrapbook is essential for every person elected to the Herald’s position. The

    scrapbook should include pictures, articles, memorabilia, and other things of interest to the

    chapter. You should try to include all brothers of the chapter.

New Member Education

    History education should be done in such a way that it is interesting and meaningful to all of our

    members. It should be included in the continuing education program so that every member

    continues to learn about the fraternity. History should not simply be memorized, but our members

    should have an understanding of the importance of it in our Fraternity. Actives and alumni should

    be utilized to teach sections of the history. Using more members to teach about our past history

    will make it more interesting.

History Education

    The Continuing Membership Education Coordinator should plan the activities that center around

    the Fraternity’s history. This person should work closely with the Herald.

Job Description

    1. Plan speakers and presentations on both international and local history.

    2. Assemble resources on the Fraternity’s history that may be used by members.

    3. Provide opportunities for all members to continue to learn about Sigma Pi.

    4. Work with the Sage and the Herald on ritual reviews.

    5. Work with the Alumni Relations Coordinator to develop a list of local alumni for business

    contacts.

    Sigma Pi Fraternity 6

    The Cornerstone Concept

    Herald’s Manual

    ~ New Member Registration

    New Member Registration

Registering Pledges and Initiates

    Please follow the below link for proper registration of pledges and initiates.

http://www.sigmapi.org/registration/home.cfm

    Sigma Pi Fraternity 7 The Cornerstone Concept

    Herald’s Manual

    ~ Membership Education

    Membership Education

What New Members Want From Their Education

    The following is a list of what new members want from their education program compiled from the

    FIPG Manual. New members want:

    ? To make friends.

    ? To have a positive experience with their chapter.

    ? To learn about the organization.

    ? To feel wanted and needed.

    ? To be informed as to what the chapter expects from them.

    ? To join an organization, not a disorganization.

    ? To be respected as individuals and members.

    ? To be assisted in adjusting to campus life, college classes, and chapter responsibilities.

    ? To have fair treatment and not to be subservient to initiated members.

    ? To do only the work that initiated members do.

    ? To respect older members.

    ? To have initiation requirements, but not to have to earn active status through personal

    favors, competition or juvenile activities.

    ? To have lots of fun. After all, what did everyone tell them during recruitment?

    Suggestions Testing on the history is left up to the chapter’s discretion. Sigma Pi Fraternity, International does

    not require members to take and pass a history test at any point in their membership. If a chapter

    chooses to give history tests, they can be a good reference and checkpoint for how well the new

    members are learning the assigned material.

Continuing Member Education

    Education, like Sigma Pi membership, should be ongoing throughout life. We should not consider

    stopping the education period after a member is initiated, but continue the learning process to

    enrich every member’s experience. Educational sessions should be set up every semester to meet

    the specific needs of each chapter. Chapters should survey their members to find out their needs

    and wants. Remember to always keep local alumni in mind because they may be able to help in a

    variety of ways such as speaking to the chapter, providing resource materials, or networking

    connections.

Continuing Membership Education Coordinator

    The Continuing Membership Education Coordinator should be chosen with particular emphasis

    on organizational skills, understanding the needs of the chapter members, and follow through. He

    should contact the University for Help in organizing educational workshops for the chapter.

Sigma Pi Fraternity 8

    The Cornerstone Concept

    Herald’s Manual

    He who stops learning, stops living

    ~ Membership Education

Upon receipt of the initiate form and fee, the Executive Office will assign each new initiate a local

    chapter number and an International Sigma Pi membership number. The Executive Office will

    then send the chapter’s Sage each new initiate’s membership shingle, Sigma Pi membership card, and the badge of the Fraternity. The initiate fee also includes a lifetime subscription to The Emerald, the quarterly magazine of Sigma Pi. It is an honor for each new member to become an

    initiated brother of Sigma Pi, so do not delay sending in his membership form and fee.

As Herald, you will also need to maintain a chapter membership record book of all members as

    they are initiated. This book should include each member’s local number, national number, date of

    birth, and initiation date. The membership record book serves as the official record for the chapter

    of all of its initiates. The book should include as much information about each member as is

    available. Please contact the International Headquarters if you need assistance in setting up the

    membership records book.

    Sigma Pi Fraternity 9 The Cornerstone Concept

    Herald’s Manual

    ~ Educational Content

Educational Session Content

    In following our Creed, we must provide to our members programs that will help them make real

    the Fraternity’s ideals in their own daily life. We can provide our members with a variety of

    programs, speakers, and events that will bring these ideals home for everyone. It may be a good

    idea to co-sponsor a speaker or an event with another organization on campus. Doing so will split

    the cost and increase attendance. Here are some additional topics, ideas, and speakers to consider.

AIDS Interviewing Skills Time Management

    Alcohol Abuse Judges/Lawyers United Way

    Alumni Talks Multiple Sclerosis University Police

    Career Planning Note Taking

    Community Service Public Speaking Skills

    Chapter Retreat Red Cross

    Congressmen Resume Writing

    Disability Concerns Ritual Review

    Diversity Ropes Course

    Drinking and Driving Rush Workshops

    Drug Abuse Sexual Assault

    Etiquette Sexual Awareness

    Family Crisis Special Olympics

    Homeless Shelter Director STDs

    Hazing Test Taking

Setting up a Program

    Successful programs require a great deal of preparation. Speakers and room reservations must be

    made well in advance of the program (generally, one month). The following tips will help make

    your program a success.

    1. Decide the programming needs of your chapter. It may be a good idea to survey the chapter

    on what they would like to have a program about, or talk with the executive council about

    the chapter’s needs.

    2. If applicable, ask other organizations if they would like to become involved.

    3. Decide the date, time, and location for the program.

    4. Make contact with the preferred speaker or office at least one month prior to the suggested

    date. Be prepared to discuss your chapter’s programming needs before contacting the

    speaker.

    5. Announce the program early to your brothers and any other people involved so they can

    make plans to attend. Inviting a speaker and having only a few brothers in attendance is

    very embarrassing.

    6. Treat the speaker as an honored guest. Behavior should be exemplary when speakers are

    present.

    Sigma Pi Fraternity 10

    The Cornerstone Concept

Report this document

For any questions or suggestions please email
cust-service@docsford.com