Protocol within the Chapter

Transcription

1 Chapter Protocol

2 Protocol within the Chapter Chapter protocol is the responsibility of all members of the chapter, not just the Basileus or the Executive Board. Adherence to protocol within the chapter enhances chapter operations as well as aids in the creation of a more sisterly environment. Furthermore, the image of the chapter in the larger community is greatly enhanced if the chapter demonstrates command of protocol. While these points are an effective foundation for protocol within the chapter, they are also observed on the regional and national levels. A. Member Responsibilities 1. Maintain proper decorum in business meetings. a. Speak only when recognized by the presiding officer. b. Address the chair as Madame Basileus. c. Keep remarks brief and to the point. d. Listen attentively and with an open mind. e. Avoid unnecessary movement during meetings. f. Turn all cell phones, pagers and other technological/electronic devices to a non-audible position. 2. Arrive on time for business meetings and special events. 3. Maintain chapter business within the chapter. 4. Offer commendations to sorors for a job well done or a well-written report. 5. Avoid undue criticism. 6. Welcome visitors and new sorors to your chapter warmly, so that they will experience a friendly atmosphere. 7. Accept committee appointments and complete assignments in a timely fashion. Cooperate with chapter leadership in implementing all areas of program and operations. Volunteer to work on chapter projects. 8. Promptly pay all dues and assessments 9. Participate in leadership training sessions at the chapter, regional and national level.

3 10. Use as many opportunities as possible to inform the larger community of our outstanding programs. B. Chapter Officers and Committee Chairmen 1. Create a positive climate. a. Create a climate of inclusion and cooperation. b. Assign sorors as chairs and committee members, giving consideration to diversification of professions, ages, and backgrounds. c. Encourage participation by all members of the chapter. d. Be warm, gracious, and impartial. e. Strive to achieve clarity. f. Offer recognition and praise liberally, encourage other officers to do likewise. 2. Arrive on time for meetings and activities. 3. Stress preparedness. a. Draft an agenda. b. Provide adequate written notice of meetings. c. Request written reports for presentations at meetings. 4. Be knowledgeable. Consult sorority documents, as well as resources such as Robert s Rules of Order, Newly Revised, whenever necessary in order to proceed in an accurate and effective manner. 5. Participate in leadership training sessions. 6. Represent your chapter and Alpha Kappa Alpha Sorority, Incorporated, in an exemplary manner. C. Official Representation The Chapter Basileus is the official representative of the chapter.

4 D. Minutes of Chapter and Committee Meetings 1. When recording a motion, the first and last name of the soror making the motion should be recorded. The name of the soror offering the second does not need to be recorded. 2. Minutes should contain a record of what was done at a meeting and not what was said. 3. Respectfully submitted Although occasionally used, represents an older practice that is not essential in signing the minutes. E. Communications 1. Today, communications with sorors and the public can take on a number of formats the U.S. Postal Service, overnight delivery, private delivery services, , websites, and automated phone messaging, to name a few. 2. Chapter policies and standard procedures should identify the preferred manner for delivery of official chapter communications. 3. Great care should be given when determining the content of messages that are transmitted via and other non-secure forms of electronic communications. Electronic communications are subject to the same approval processes as traditional communications. 4. All chapter correspondence should be signed by the Basileus or her designee. Order of Rank It is important for sorors to know how to appropriately address each other in closed and public settings and when sending correspondence. Use of a title reflects respect for that person. Closely aligned to titles and forms of address is the rank an individual holds within the sorority. Ranking determines seating, placement in receiving lines and courtesies to be extended. The ultimate responsibility rests with the appropriate presiding officer and must be left to the protocol officers. A. International Level 1. Former Supreme Basilei

5 2. Directorate Supreme Basileus, First Supreme Anti-Basileus, Second Supreme Anti-Basileus, Supreme Grammateus, Supreme Tamiouchos, Supreme Parliamentarian, Undergraduate Members at Large, and North Atlantic, Mid Atlantic, South Atlantic, Great Lakes, South Eastern, South Central, Central, Mid-Western, Far Western, and International Regional Directors. 3. Executive Director (and Deputy Director at Boule) 4. International Committee Chairmen 5. Former Executive Director 6. Honorary Members 7. International Committee Members 8. Sorors B. Regional Level 1. Regional Director 2. Supreme Basileus 3. First Supreme Anti Basileus 4. Second Supreme Anti-Basileus 5. Other Directorate Members See International Level 6. Former Supreme Basileus 7. Former Regional Directors 8. Former Directorate Members 9. Executive Director 10. International Committee Chairmen 11. Former Executive Directors 12. Honorary Members 13. International Committee Members 14. Sorors C. Chapter Level 1. Chapter Basileus 2. Regional Director of the Chapter s Region 3. Supreme Basileus 4. First Supreme Anti-Basileus 5. Second Supreme Anti-Basileus 6. Other Directorate Members See International Level

6 7. Former Supreme Basileus 8. Other Former Directorate Members 9. Executive Director 10. Former Chapter Basilei 11. International Committee Chairmen 12. Former Executive Directors 13. Honorary Members 14. International Committee Members 15. Sorors