Sigma Gamma Rho Sorority, Inc.

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1 Sigma Gamma Rho Sorority, Inc.

2

3 MISSION STATEMENT SIGMA GAMMA RHO SORORITY'S AIM IS TO ENHANCE THE QUALITY OF LIFE WITHIN THE COMMUNITY. PUBLIC SERVICE, LEADERSHIP DEVELOPMENT AND EDUCATION OF YOUTH ARE THE HALLMARK OF THE ORGANIZATION'S PROGRAMS AND ACTIVITIES. SIGMA GAMMA RHO ADDRESSES CONCERNS THAT IMPACT SOCIETY EDUCATIONALLY, CIVICALLY AND ECONOMICALLY Undergraduate Chapter Advisor Manual i

4 TABLE OF CONTENTS Introduction... 1 General Duties And Functions Of The Undergraduate Chapter Advisor... 2 Specific Functions Of The Undergraduate Chapter Advisor... 3 The Undergraduate Chapter Advisor And The Chapter Officers... 4 Helpful Hints To The Undergraduate Chapter Advisor... 4 Chapter Records And Files... 5 Business Transactions... 5 The Chapter Budget... 6 The Sorority Meeting... 7 Program Planning... 8 The Annual Report... 9 Leadership Development Annual Chapter Evaluation The Role Of The Undergraduate Chapter Advisor In The Membership Intake Program Scholarships, Grants And Awards Audit Program For Chapter Excellence FAQ s Advisor s Checklist Chapter Checklist Undergraduate Chapter Advisor Manual ii

5 CONTRIBUTORS TO ADVISOR MANUAL 2010 UPDATE COMMITTEE International Grand Basileus: International First Grand Anti-Basileus Central Region Syntaktes: Central Region Undergraduate Chapter Coordinator: Northeast Region Syntaktes: Northeast Region Undergraduate Chapter Coordinator: Southeast Region Syntaktes: Southeastern Region Undergraduate Chapter Coordinator: Southwestern Region Syntaktes: Southwestern Region Undergraduate Chapter Coordinator: Western Regional Syntaktes: Western Region Undergraduate Chapter Coordinator: Legal Advisor: Joann G. Loveless Bonita M. Herring Pamela Lee Cinnamon Pelly Vanetta Cheeks Reeder Marica Harris Griena Knight Rasheeda Liberty Brenda Canty Henry Etta O Neal Roschoune Franklin Denise Trimble-Smith Karyn A. Thomas, Eaq ADVISOR MANUAL CONTRIBUTORS NOTE: LISTING INCLUDES OFFICE AT THE TIME OF MANUAL DUPLICATION 16 th International Grand Basileus: Rejesta V. Perry * deceased 17 th International Grand Basileus Katie Kinnard White 18 th International Grand Basileus: Corine J. Green 19 th International Grand Basileus LaRona J. Morris * deceased 20 th International Grand Basileus: Helen Owens 21 st International Grand Basileus Dr. Mynora J. Bryant Undergraduate Chapter Advisor Manual iii

6 CONTRIBUTORS TO ADVISOR MANUAL International Second Grand Anti-Basileus: Past Central Region Syntaktes: Past Central Region Syntaktes: Past Central Region Undergraduate Chapter Coordinator: Past Northeast Region Syntaktes: Past Northeastern Region Syntaktes: Past Northeast Region Undergraduate Chapter Coordinator: Past Northeastern Region Undergraduate Chapter Coordinator: Past Southeastern Region Syntaktes: Past Southeastern Region Undergraduate Chapter Coordinator: Past Southwestern Region Syntaktes: Past Southwestern Region Undergraduate Chapter Coordinator: Past Western Regional Syntaktes: Past Western Region Undergraduate Chapter Coordinator: Past Western Region Undergraduate Chapter Coordinator: Past Legal Advisor: Athena Reed Deborah Catchings-Smith Wanda Anthony TiJuana Ingram Deborah Walsh Sylvania Preston Linette Caroselli Romunda M. Harris Nadine B. McMillon Jennifer Gunn Dr. Faith Foreman Patricia Hiller Phaebra Croft Winona Dorris La Tonya Theus Nelson Doris Randle-Holt, Esq. Soror Valerie Hinton Hannah, Cleveland State University Judicial Board Paulette Davis Anilsa Nunez Kimberly Ellison Taylor Undergraduate Chapter Advisor Manual iv

7 INTRODUCTION Each new decade finds Sigma Gamma Rho Sorority, as it does other organizations, at the crossroads. Our very existence and our future growth demand qualified experienced leaders. The role of the undergraduate chapter advisor is a strategic link in developing the potential of undergraduate leaders. This Handbook serves to provide the undergraduate chapter advisor with a systematical approach to working with undergraduate chapters and successfully implementing the work of the chapter/region. The undergraduate chapter advisor serves as a liaison between the alumnae chapter and the undergraduate chapter. The undergraduate chapter advisor also ensures that the undergraduate chapter receives information from the offices of the regional syntaktes, undergraduate chapter coordinator and Grand Officers. The sorors role as the undergraduate chapter advisor is to assist the undergraduate chapter with understanding correct policies and procedures for conducting sorority business. She provides guidance in the interpretation of chapter, region, and national programs. In addition to her knowledge of how a chapter should function, the undergraduate chapter advisor must also be able to inspire cooperation, to foster for creative development in the sorors and to maintain and encourage sisterhood development. She must be friendly, firm and sisterly and not be dictatorial to the undergraduate members or their point of view. At the same time, she must not lose perspective of the total sorority program. Her role is to guide and prepare undergraduates for future leadership. The alumnae chapter shall determine the number of sorors having the above qualifications and willingness to serve as anti-basileus. The graduate chapter then elects an anti-basileus who shall serve as undergraduate chapter advisor, with one or more assistants based on need and the extensiveness of the chapter program. The undergraduate chapter advisor (anti-basileus) shall be voted on at the regular election of alumnae chapter officers and installed accordingly. Undergraduate Chapter Advisor Manual Page 1 of 32

8 GENERAL DUTIES AND FUNCTIONS OF THE UNDERGRADUATE CHAPTER ADVISOR 1. It shall be the duty of the undergraduate chapter advisor to have a working knowledge of the latest edition of the National Constitution and Bylaws, Manual of Standard Operating Procedures and Instructions, current membership intake process manual or TORCH Program, region bylaws and region policies and procedures. She must also have a working knowledge of the chapter bylaws. It is only through a clear knowledge of the above that the advisor will be able to guide the undergraduate chapter in the implementation of the national, regional and chapter programs. This knowledge will be obtained from attending area, regional and Boule meetings along with review during chapter meetings. The advisor should insure that she is current on her training before working with the TORCH process. 2. The undergraduate chapter advisor has no voting power in undergraduate decisions; nor must she dictate the ultimate decisions of the chapter (as long as they are not in conflict with the policies of the national body or those of the educational institution). However, she must recognize that her role is one of an active participant and counselor. She must remain focused and realize she is no longer an undergraduate. 3. On campuses where sororities are governed by the National Pan Hellenic Conference of America or the National Pan Hellenic Council, the undergraduate chapter advisor shall be knowledgeable about the rules and regulations of those organizations as they relate to Sigma Gamma Rho Sorority, Inc. 4. At least one undergraduate chapter advisor or member of the advising alumnae chapter must be present at all chapter functions: membership intake activities, public programs, executive and other committee meetings, chapter social activities and all-greek functions. It shall be the function of the undergraduate chapter advisor to attend all meetings of the undergraduate chapter. 5. The undergraduate chapter advisor shall keep the alumnae chapter informed of the activities of the undergraduate chapter and solicit the assistance of the alumnae sorors in her work. It is important that the undergraduate chapter advisor not only keep the alumnae chapter informed of the success of the chapter, but also of the problems of the chapter. She is responsible for keeping the lines of communication open between the undergraduate and alumnae chapter. Undergraduate Chapter Advisor Manual Page 2 of 32

9 6. It is the ultimate responsibility of the undergraduate chapter advisor to have a clear understanding and appreciation for the sorority guidelines, precepts and deals of Sigma Gamma Rho Sorority, Inc. The undergraduate advisor will serve as the primary member in undergraduate development. The growth and development of undergraduates will be based on the guidance provided by the undergraduate chapter advisor SPECIFIC FUNCTIONS OF THE UNDERGRADUATE CHAPTER ADVISOR The undergraduate chapter advisor shall read and approve all reports and correspondence mailed out from the chapter, especially letters to the regional syntaktes and other regional and grand officers. The undergraduate chapter advisor is to supervise the rushing, screening, interviewing, induction and orientation activities of the current membership process. She is to insure that the rules and regulations of the educational institution and the sorority are upheld. The undergraduate chapter advisor must know all regulations affecting the chapter s operation. In addition, she shall: Approve the chapter s calendar of activities and budget. She shall see that the chapter adheres to the approved budget. The undergraduate chapter advisor must verify the chapter information given to prospective members about the induction fees set by the Grand Chapter for membership. Insure that the criteria for inviting prospective (screening and approving) members into the sorority are upheld. Attend all chapter activities when potential members (and subsequently) new members are present. When she must miss an activity the graduate chapter Basileus shall send another financially active membership intake process trained representative of the alumnae chapter. The undergraduate chapter advisor and undergraduate sorors with the approval of the graduate chapter may decide other specific duties. All Sorors working with the undergraduate chapters must be trained and certified in the current membership intake process. Undergraduate Chapter Advisor Manual Page 3 of 32

10 THE UNDERGRADUATE CHAPTER ADVISOR AND THE CHAPTER OFFICERS The relationship of the undergraduate chapter advisor to the chapter must be clear, cooperative and functional. Shortly after the chapter elects its new officers, the undergraduate chapter advisor along with the outgoing and new officers shall participate in a carefully planned Leadership Orientation Session in which the basic documents of the sorority are discussed. The chapter bylaws, and chapter records, shall be reviewed and all information and records should be passed on to the newly elected officers. This executive session will strengthen the core of the chapter and provide a basis for successful functioning. Be sure that each officer is trained in both the responsibilities and the limitations of her office. This is sometimes a delicate problem especially where the undergraduate chapter advisor may try to assume too much of the burden of the chapter obligations and functions while the undergraduate officers become lax and/or apathetic. The undergraduate chapter advisor shall encourage the undergraduate basileus to insure that the officers carry out their duties (duties and responsibilities) in a mature and responsible fashion. HELPFUL HINTS TO THE UNDERGRADUATE CHAPTER ADVISOR No one prescribed method will fit all situations. The following hints may be helpful: 1. Be mindful that each soror is an individual and the product of varied experiences. 2. Criticism can be a helpful tool, but use it sparingly and always on a one-toone basis. Public confrontations can lead to nonperforming and inactive sorors. 3. New ideas are sometimes hard to grasp, but keeping an open mind will make the synthesizing process easier. Have enough wisdom to recognize wrong or even outdated beliefs and seek to change them when change is necessary. 4. Being one of the girls can strengthen many aspects of sisterhood but it can also impact much of your effectiveness. Learn to use this characteristic wisely. Know when to counsel as a mother, when to discipline as an administrator, when to teach, when to advise and when to be a soror. 5. Practice what you preach! Lead by precept and example. 6. Develop and grow (Learn) from your mistakes. 7. Stay focused on the fact that you were an undergraduate however, you are now at the graduate level. Undergraduate Chapter Advisor Manual Page 4 of 32

11 8. Best Practice Recommendation 1) You should not advise an undergraduate chapter until you have been financially active in a graduate chapter for one (1) year. 2) You should not advise the undergraduate chapter that you were a member of for at least two (2) years after you graduate. CHAPTER RECORDS AND FILES The records of the chapter are extremely important and shall be of major concern to the undergraduate chapter advisor. Although the undergraduate chapter advisor is not responsible for managing the records of the chapter, she shall periodically check to see that all materials are systematically filed. The files shall include: 1. A copy of chapter charter and federal tax identification number (EIN) 2. Financial records and bank statements. 3. Bylaws (chapter, regional and national) these shall remain in the file except when used during chapter meetings. 4. A current list of present members of the chapter, each member s status, membership applicants and a continuing file of transfers from the chapter. Any outstanding achievements shall be included. 5. Copies of the Regional and National reports and correspondence. 6. The official Handbook of Sigma Gamma Rho Sorority, Inc.; Manual of Standard Procedures and Instructions, current membership intake process manual or TORCH Program, National Pan Hellenic Council bylaws and/or National Panhellenic Conference bylaws. 7. Robert s Rules of Order, newly revised or a simplified parliamentary manual. 8. At least one copy of all sorority forms. 9. Minutes of chapter meetings, regional conferences and International Boules. 10. Duplicates of all correspondence sent to and from the chapter. 11. A copy of the campus policy on Greek organizations. BUSINESS TRANSACTIONS In chapters where the income exceeds $ it is recommended that the Tamiochus be bonded. Bonding companies do not insure any persons under 21 years of age. It is recommended that the undergraduate chapter advisor be bonded and is one of required signatures on chapter checks. The undergraduate chapter advisor should sign the check in addition to two undergraduate chapter officers, All checks!!!! Officers on the account should include the undergraduate basileus and tamiochus. Handling all obligations by check is the easiest manner by which accurate Undergraduate Chapter Advisor Manual Page 5 of 32

12 records of financial transactions are kept. A voucher system is recommended for issuing checks in accordance with the policies defined in the chapter s bylaws. Checks shall be signed by the basileus (or anti-basileus), tamiochus and undergraduate chapter advisor. Banking procedures shall be taken into consideration when determining the method by which funds are to be handled. Prompt payment of all chapter obligations to the region and national offices resulting from business transactions during any fiscal year is essential. Individual assessments and other financial transactions may also be paid by a member s personal credit card. Financial transactions shall be scheduled to be completed the year in which they are made and attached to that year s budget. THE CHAPTER BUDGET Each chapter shall have a Finance or Budget Committee with a duty to develop the chapter budget for the fiscal year. The tamiochus shall serve as the committee chairperson. The grammateus and the chairperson of the program committee should be members of this committee. It is necessary that the chapter determine what its program for the year will be to determine what the cost of implementing the program can be. It is best that the budget be prepared prior to the beginning of the chapter s fiscal year. Since the fiscal year begins on July 1, it is suggested that the program and budget committees be appointed in time to prepare the chapter s program and budget for adoption at the chapter s second business sorority meeting of the new calendar year. A budget shall consist of two parts: (1) the estimate of income that will be received during the fiscal year and (2) the estimate of the amounts to be expended during the fiscal year. A budget must be submitted for all programs, even last minute ones. Calendars and proposed events should be submitted to the sponsoring graduate chapter once voted upon by the undergraduate chapter. Revisions maybe required if there are conflicts. The primary sources of income for chapters are individual dues and proceeds from fundraising projects. Amounts to be expended will depend upon the program that the chapter adopts for the year, including: 1. Individual, National, and regional assessments. 2. Chapter, National, and regional assessments. 3. Delegate expenses for regional conference and boule attendance. Undergraduate Chapter Advisor Manual Page 6 of 32

13 4. General operating expenses such as supplies, postage, officer expense, etc. 5. Contributions to charitable organizations. 6. Chapter activities to support program implementation 7. Contingencies, usually 5-10% of the overall budget The next step is to estimate the number of sorors who will be active during the year. Divide the estimated expenditures by the number of sorors estimated to be active. If this amount per soror proves to be too large the chapter must decide which item of expense to eliminate. The estimated income must equal the estimated expenditures. Reimbursement for expenses should be voted on at the chapter meetings and approved by the Advisor (representative) before being disbursed. All chapters must file Internal Revenue Service (IRS) Form 990 with the Grand Tamiochus by July 15th as defined in Article III, Section 3 14(d) of the National Bylaws. A copy of their 990 and End of Year report must be submitted to headquarters before July 15 th to avoid chapter fines. All chapters are required to obtain a Federal Tax Identification Number to establish an organizational bank account. All chapter bank accounts shall be named (Chapter Name) Chapter of Sigma Gamma Rho Sorority, Inc. No chapter or region shall conduct any formal business as Sigma Gamma Rho Sorority, Inc. as this refers only to the national organization. The sorority has trademark and copyright protection for the reproduction and use of the Coat of Arms. Any use or reproduction of this emblem in any form shall display the trademark symbol TM THE SORORITY MEETING Chapters shall have regular meetings as defined in Section of the Handbook of Sigma Gamma Rho Sorority, Inc.; Manual of Standard Procedures and Instructions, Chapters will abide by the sorority s National Bylaws, Region Bylaws and Chapter Bylaws when conducting business. The undergraduate chapter advisor shall encourage the use of parliamentary procedure. Parliamentary procedure is the tool for carrying out an effective meeting. It should be used as a means of making the meeting run more smoothly. All meetings should start on time and a prepared agenda should be given to all members. The Order of Business is also an effective tool for streamlining sorority Undergraduate Chapter Advisor Manual Page 7 of 32

14 business. The object of the Order of Business is to provide required attention and to insure consideration of each subject at its proper time to the exclusion of everything else. Setting up the order of business can be emphasized at the first Leadership Orientation Session with new officers. The Order of Business Call to Order Reciting the sorority pledge Devotion (optional) Roll Call (optional) Reading/Approving of Minutes Report of Officers Report of Standing Committees Report of Special Committees Unfinished Business New Business Adjournment Singing the sorority hymn (optional) Other helpful pointers are: 1. When the hour for the meeting has arrived and a quorum is present, the Basileus calls the meeting to order and carries out the order of business as prescribed in the bylaws. 2. In case there is not a quorum at the time the meeting begins, business may be informally discussed, but no action can be taken. The quorum shall be stated in the bylaws; otherwise it is a majority of the entire membership. 3. The purpose an order of business is three-fold: (1) to give the chairperson a definite plan of procedure, (2) to prevent omissions and (3) to facilitate the business of the organization. 4. The first duty of the presiding officer is to establish order and to maintain it. PROGRAM PLANNING The chapter s annual program of activities shall be sent to the regional syntaktes and undergraduate chapter coordinator within the first month of the school year. A program committee is usually a standing committee with the anti-basileus as the chairperson. It is recommended that the chapter office and the undergraduate chapter advisor critically reviews the past year s program in preparation for planning the coming year s program. Undergraduate Chapter Advisor Manual Page 8 of 32

15 It is suggested that the program chairperson meet with the committee when the academic year first opens for the purpose of completing the tentative program to be voted on by the sorors at the first meeting of the chapter. The following is an example of annual events: Freshmen Orientation August/September Executive Meeting with Advisor September Review of Officer s Duties September Informal Rush September Area Meeting September-November (Defined by region ) Initiate Community Service Programs October Homecoming activities October/November Founder s Day/Week November Thanksgiving community service November National Assessments deadline October 1 (must be received) Christmas/Kwanzaa activities December United Negro College Fund Drive Black History Week activities Sigma Week Elect delegates to regional conference Youth Symposium Rhomania Scholarships/Awards/Reports for regional conference Regional Conference Election of officers Leadership Orientation Session for new officers Complete/mail annual chapter report to graduate Chapter Store records with Advisor for summer International Boule January February March March March March March/April March/April/May April/May April/May May May July/August THE ANNUAL REPORT The chapter is responsible for completing an annual report, which is sent to National Headquarters. This report must be received on or before July 15 of each year as defined in Article III, Section 314(b) of the National Bylaws. The Annual Report Form is an eight-page report that shall be completed by all chapters. Undergraduate chapters are not responsible for completing the Philo Financial Report. It is suggested that the chapter complete the annual report prior to the end of the school year. At the last official meeting of the chapter the Undergraduate Chapter Advisor Manual Page 9 of 32

16 basileus, grammateus and tamiochus of the chapter will sign the Financial Report page of the Annual Report Form. The original report shall be sent to National Headquarters upon completion to avoid incurring any fines. Copies shall be made for the chapter files, undergraduate chapter advisor, undergraduate chapter coordinator and regional syntaktes. LEADERSHIP DEVELOPMENT Chapters shall participate in and develop training for leadership development of its membership. Training is performed at Area Meetings, regional conferences and International Boules. The purpose of this training is to prepare members for leadership roles and provide in-service training for officer positions. Attendance at all levels of sorority meetings shall be encouraged by the undergraduate chapter advisor for leadership development training opportunities. The undergraduate chapter advisor shall assist the undergraduate chapter in developing local training sessions. Participation in training sponsored by the educational institution where the chapter is chartered is strongly encouraged as well. ANNUAL CHAPTER EVALUATION An important aspect in structuring a chapter program for the coming year is to have the members evaluate the program of the past year. This may be obtained from questionnaire or members may make statements on the strengths and weaknesses of the past year s program. Chapters may also choose to evaluate officers in terms of carrying out the duties and responsibilities of their offices. THE ROLE OF THE UNDERGRADUATE CHAPTER ADVISOR IN THE MEMBERSHIP INTAKE PROGRAM The undergraduate chapter advisor and the undergraduate anti-basileus must be well informed on the responsibilities of the sorority s current membership process. The anti-basileus and chapter members must know and understand the role and responsibilities of the undergraduate chapter advisor in the membership process. The undergraduate chapter advisor is to supervise the rushing, screening, interviewing, induction and orientation activities to insure that the rules and regulations of the institution and the sorority are upheld. The current membership intake process manual, TORCH Program, contains all of the instructions and forms required for bringing new members into the chapter. The anti-basileus (membership chairperson) plays an important role in directing the membership process toward teaching prospective members how to become a part of the sisterhood and how to participate creatively in a group. This can be Undergraduate Chapter Advisor Manual Page 10 of 32

17 accomplished with a mutual respect for the abilities of elected officers to effectively carry out their responsibilities, especially the anti-basileus. The anti-basileus in her role as membership chairperson must have leadership skills and an insight into problem solving, creative input and knowledge of the sorority s organizational structure and hierarchy. In addition, the undergraduate anti-basileus (as well as undergraduate chapter advisor) shall be familiar with the institution s appropriate student affairs administrator, Pan-Hellenic Council and campus regulations regarding membership recruitment and induction, and the kinds of facilities and services available to sororities. SCHOLARSHIPS, GRANTS AND AWARDS Annual scholarships, grants and awards are available at the regional and national level for undergraduate chapters. The undergraduate chapter advisor shall encourage chapter application for these various sources of financial support. Regional awards defined for all regions can be found in Article V, Section 503 of the National Bylaws. The region may give additional awards as defined in the Regional Bylaws. National awards are defined in Article VI, Sections 602, 603 and 604 of the National Bylaws. National grants are awarded to undergraduate chapters through the Undergraduate Chapter Development Fund (Section of the MSP) and may be requested by submitting an Undergraduate Chapter Development Fund Requisition form to the Regional Syntaktes. Regions may also provide regional grants and regional bylaws and policies shall be consulted for the application process required for those funds. Undergraduate Chapter Advisor Manual Page 11 of 32

18 Audit Program for Chapter Excellence Introduction The intent of the Audit Program for Chapter Excellence is to: promote the ideals and values of Sigma Gamma Rho Sorority, Inc. provide chapters with an opportunity to quantifiably measure and document some of their successes, target problem areas within their own chapters have data for long term planning. The Audit Program for Chapter Excellence will help alumnae, regional, and national officers plan and provide training and other necessary tools to assist chapters in meeting the standards of excellence as outlined. The Program encompasses two components: the first of which details the guidelines and expectations necessary for the chapter excellence. the second component of the audit program is designed to identify how well the chapter is meeting these expectations. The audit program is to be performed each year by the advisor of the undergraduate chapter. The corresponding audit report is to be submitted to the undergraduate chapter coordinator of the region and shall be used to target specific areas of improvement in subsequent months. The due date of the audit report is July 15th of each year. Program The Audit Program for Chapter Excellence evaluates the following areas: Academics Service Campus Involvement and Relations Membership Intake and Development Chapter Management Undergraduate Chapter Advisor Manual Page 12 of 32

19 Academics It is the position of the Sorority that a good chapter places strong emphasis on academics. It is the obligation and expectation of each chapter to foster an environment that is conducive and supportive of the strong academic performance of its members. Each chapter is expected to receive at least 70 of the 100 points possible. 1. Chapter GPA Average maximum 50 points 35 points chapter s average GPA is equal to or exceeds the average GPA of all NPHC organizations on campus; or equal to or exceeds the average GPA of clubs or organizations on campus if there is no NPHC. 15 points chapter s average GPA is within.1 of the average GPA of all NPHC organizations on campus; or is within.1 of the average GPA of clubs or organizations on campus if there is no NPHC. 0 points chapter s average GPA is below the average GPA of all NPHC organizations on campus; or is below the average GPA of clubs or organizations on campus if there is no NPHC. 2. Chapter Members GPA 30 points. - At least 75% of all chapter members are above a cumulative 2.5 GPA at the end of each semester. 30pts available for the year, divided among semesters, quarters or trimesters. Example: if on a semester system, 15 points available each semester. If on a trimester system, 10 points available each trimester, and so on. (Note: There is no rounding up of GPAs) 3. GPA Improvement 10 points. The chapter s GPA average improved over the previous year. 4. New Members GPA 10 points. GPA requirements for new members are enforced. Award 10 points if there aren t any membership denials by National Headquarters for failure to meet GPA requirements. Undergraduate Chapter Advisor Manual Page 13 of 32

20 Service The founding principle of Sigma Gamma Rho is Greater Service, Greater Progress. It is expected that all chapters will strive to serve their community and fellow students. Each chapter is expected to maintain 65 points out of 100 in this category. 1. Chapter Participation in Service Projects, part 1 15 points per project (until the chapter hits 45 in this category). The chapter will receive fifteen points each time it conducts a service project that includes 30% of the chapter. Participation must be verified and these projects will not be counted in towards the service projects involving at least 75% of the chapter described below. (minimum of three (3) projects) 2. Chapter Participation in Service Projects, part 2 20 points - The chapter will receive twenty points when it conducts one large-scale community service project per year that includes 75% chapter participation. Participation must be verified. 3. Sigma National Project 20 points - The chapter presents at least one program that is a Sigma Gamma Rho National Program. At least 75% of the chapter members must be present. Participation must be verified. 4. Sigma Regional Project 15 points - The chapter will receive fifteen points each time it conducts and or participates in a Regional service project that includes 30% of the chapter or in which the chapter completes the requirements of such project. Undergraduate Chapter Advisor Manual Page 14 of 32

21 Campus Involvement and Relations The sorority s image is formed greatly by its involvement in campus activities. Chapter participation in annual campus events and campus leadership positions held by chapter members are two ways a chapter may contribute to Sigma s image. Additionally, each chapter is expected to comply with all college policies and participate in communications and behavior that support positive and interactive relationships with Greek and non-greek communities. Each chapter shall maintain a presence of "good citizenship" and strive to instill in its membership an understanding and appreciation for positive relationships and productive interactions within the community. Each chapter is expected to earn at least 70 of the possible 100 points in the category. 1. Chapter Members Co-curricular Activities 30 points - At least 30% of the chapter membership is affiliated with cocurricular activities, not including intramurals. 2. Chapter Participation in Campus Activities 40 points (10 points each event) - Over 50% chapter participation in other campus events (examples: homecoming, welcome week, etc.)(no more than four (4) activities 3. Chapter Hosting A Campus Event 20 points - The chapter hosts and publicizes its own social event on campus. Attendance by at least 50% of chapter membership will be required. 4. Chapter Participation in Non-Greek Events 10 points - The chapter participates in at least one project that is sponsored by a "non-greek" organization. Attendance by at least 50% of chapter membership will be required. Undergraduate Chapter Advisor Manual Page 15 of 32

22 Membership Intake and Chapter Education Program During and after the TORCH program, members must be trained and developed as a means of empowering members with the tools necessary to effectively perform the duties of the organization, implement events, and be prepared to function in a leadership capacity whenever needed. As such, each chapter is expected to maintain high standards of academic achievement as well as foster and encourage an environment of continued learning. Each chapter is expected to attain at least 70 out of 100 points in this category. 1. New Member GPAs 30 points - New member groups must maintain a 2.5 GPA or higher in their first semester with the organization. 2. New Member Training 20 points - The chapter implements a new member training program that will satisfactorily prepare new members for the proper management and performance of sorority duties as well provide the foundation for additional training throughout the new member s sorority life. Prior to implementation each year, the program must be submitted in writing to the undergraduate chapter advisor and included in the official records of the membership intake chair for future reference. 3. Chapter Member Development 30 points At least 75% of the chapter participates in a minimum of 5 hours of leadership, career, personal, or academic development each year. This may be accomplished by participating in workshops, seminars, retreats, or classes both in and outside of the sorority. 4. Chapter Leadership Development Event 20 points The chapter hosts one educational seminar or workshop aimed at personal, scholastic, or professional development. The workshop must be facilitated by someone outside of the chapter and should be open to participation by others outside of the chapter. Participation of 50% of the chapter is required. Undergraduate Chapter Advisor Manual Page 16 of 32

23 Chapter Management Each chapter is expected to adhere to competencies and structures that are critical for the successful and on-going operation of the chapter. The following items will help each chapter better realize fiscal and personal responsibility. Each chapter is expected to attain 80 of the 100 points possible in this category points - Properly written agenda presented at each chapter meeting points - Occurrence of regularly scheduled chapter meetings points - undergraduate chapter advisor (or designated substitute) in attendance at all chapter meetings points - Robert s Rules of Order properly used during chapter meetings points - Chapter goals, financial and programmatic thrust, established and submitted in writing to the undergraduate chapter advisor by points - Chapter Constitution and By-Laws established and adhered to points University/college guidelines and requirements for campus organizations adhered to in a timely manner points - National and Regional Dues submitted to Headquarters on time points - Officer roster submitted to Syntaktes and Undergraduate Chapter Coordinator by October 1 st points - Chapter bank account information, including check book should be submitted to advisor by July 1 st points - A chapter budget is prepared by the Tamiochus each year or semester, and submitted to the undergraduate chapter r advisor with the first two weeks of the semester points - The chapter maintains an adequate bookkeeping system that is maintained and reported to the chapter at least monthly. Undergraduate Chapter Advisor Manual Page 17 of 32

24 13. 5 points - The records of the Anti-Grammateus are complete and accurate. Included in the files must be all agendas, minutes, correspondence received, officer reports, and committee reports points - The Annual Chapter Report and 990 Tax Form is submitted to Headquarters on time. Undergraduate Chapter Advisor Manual Page 18 of 32

25 Sigma Gamma Rho Sorority, Inc. Program for Chapter Excellence Audit Report Form Chapter Name: University Name: Audit Reporter: Chapter Contact: Date: I. Academics 100 possible points A. Chapter GPA Average (award 35, 15, or 0 points) B. Chapter Member s GPA (award a maximum of 30 points) C. Chapter GPA Average Improvement (award 10 points if satisfied, 0 if not) Last Year s GPA Average Current Year s GPA Average D. New Member GPA (award 10 points if satisfied, 0 if not) E. Total number of chapter members Total Score in Academics Undergraduate Chapter Advisor Manual Page 19 of 32

26 II. Service 100 possible points A. Chapter Participation in Service Projects, part 1 (award 15 points per project, maximum of 45) B. Chapter Participation in Service Projects, part 2 (award 20 points if satisfied, 0 if not) C. Sigma National Project (award 20 points if satisfied, 0 if not) _ D. Sigma Regional Project (award 15 points if satisfied, 0 if not) Total Score in Service III. Campus Involvement and Relations 100 possible points A. Chapter Members co-curriculum activities (award 30 points if satisfied, 0 if not) B. Chapter Participation in Campus Activities (award 10 points for each event, maximum of 40 points) C. Chapter Hosting A Campus Event (award 20 points if satisfied, 0 if not) D. Chapter Participation in Non-Greek Events (award 10 points if satisfied, 0 if not) Total Score in Campus Involvement and Relations Undergraduate Chapter Advisor Manual Page 20 of 32

27 IV. Membership Intake and Chapter Education Program 100 possible points A. New Member GPAs (award 30 points if satisfied, 0 if not) B. New Member Training (award 20 points if satisfied, 0 if not) C. Chapter Member Development (award 30 points if satisfied, 0 if not) D. Chapter Leadership Development Event (award 20 if satisfied, 0 if not) Total Score in Membership Intake & Chapter Education Program V. Chapter Management 100 possible points A. Properly written agenda presented at each chapter meeting. 5 points B. Occurrence of regularly scheduled chapter meetings. 5 points C. Undergraduate chapter advisor (or designated substitute) in attendance at all chapter meetings. 10 points D. Robert s Rules of Order properly used during chapter meetings. 10 points E. Chapter goals, financial and programmatic thrust, established and submitted in writing to the undergraduate chapter advisor. 10 points F. Chapter Constitution and By-Laws established and adhered to. 5 points Undergraduate Chapter Advisor Manual Page 21 of 32

28 G. University/college guidelines and requirements for campus organizations adhered to in a timely manner. 5 points H. National and Regional Dues submitted to Headquarters on time. 5 points I. Officer roster submitted to Syntaktes and Undergraduate Chapter Coordinator by October 1 st. 10 points J. Chapter bank account information, including checkbook should be submitted to advisor by July 1 st. 5 points K. A chapter budget is prepared by the Tamiochus each year or semester, and submitted to the undergraduate chapter advisor with the first two weeks of the semester. 10 points L. The chapter maintains an adequate bookkeeping system that is maintained and reported to the chapter at least monthly. 5 points M. The records of the Anti-Grammateus are complete and accurate. Included in the files must be all agendas, minutes, correspondence received, officer reports, and committee reports. 5 points N. The Annual Chapter Report and 990 Tax Form is submitted to Headquarters on time. 10 points Total Score in Chapter Management Undergraduate Chapter Advisor Manual Page 22 of 32

29 Frequently Asked Questions (FAQ) 1. Are financial T.O.R.C.H. certified sorors able to participate in the in the Education and Training Module? 2. Can Sorors that are not active attend the Informal Rush? 3. What should I do if my undergraduates feel that I am not the best fit for their chapter? What can be done to improve the relationship? 4. Do undergraduates have the right to request an advisor be replaced? 5. In that we do not have co-advisors or a formal advisor apprentice program, can I mentor a soror to serve as backup or a future advisor? 6. Are the Anti Basileus and advisor the only two (2) Sorors that can participate in the Education and Training process? 7. Can the young ladies that are going thru the process meet me at my apartment or house for meetings/training? 8. Is it required that all Sorors step during the Neophyte presentation? Undergraduate Chapter Advisor Manual Page 23 of 32

30 Advisor s Checklist Roster of all financial soror(s) in chapter (provide information on correct form to Syntaktes, UCC, Grammateus) Contact information on each soror Financial documents from previous year Financial records for current year Proof 990 and other documents filed Budget for current year Review of signature card(s) at bank (advisor s name should be on signature card) Contact information for Greek Advisor Contact information for Campus Advisor Updated college/university guidelines GPA of all financial sorors in chapter Previous Grammateus records Previous Tamiochus records (reports and bank statements) Previous Anti Grammateus records Chapter Checklist Current copy of National constitution and bylaws Current copy of Regional bylaws Current copy of Chapter bylaws Calendar of Events for chapter/goals Calendar of Events for college/university Undergraduate Chapter Advisor Manual Page 24 of 32

31 INDEX $ $ , years of age 5 A Academics 12, 13, 19 achievements 5 administrator 4, 11 Advisor iv agenda 7, 17, 21 alumnae chapter 1, 2, 3 annual report 9 Anti-Basileus 1, 6, 8, 10, 11 Anti-Grammateus 18 Apprentice Advisor 3 approve 3 Area Meeting 9 assessments 6 assistants 1 Audit ii, 12, 19 awards 11 B bank account 7, 17, 22 Banking 6 Basileus 4, 6, 8, 9, 10, 11 Black History 9 bonded 5 bookkeeping 17, 22 Boule 9 budget 3, 6, 7, 17, 22 Budget Committee 6 business transactions 6 C calendar 3 Campus 12, 15, 20 Chairperson 6, 10, 11 chapter bylaws 2, 4 Chapter Excellence ii, 12, 19 chapter functions 2 Chapter Management 12, 17, 21, 22 chapter obligations 4, 6 chapter program 1, 10 Chapter Records ii, 5 chapter report 9 chapter s operation 3 charter 10 check 5 Coat of Arms 7 Community Service 9 Constitution and Bylaws 2 Contingencies 7 Contributions 7 copyright 7 correspondence 3, 5, 18, 22 counselor 2 credit card 6 Criticism 4 D Delegate 6 dictatorial 1 dues 6 E educational institution 2, 3, 10 election 1 estimate of income 6 evaluate 10 executive session 4 expectations 12 expended 6 F files 5, 10, 18, 22 Financial records 5 fines 10 Undergraduate Chapter Advisor Manual Page 25 of 32

32 fiscal year 6 Founder 9 fundraising 6 funds 6, 11 G good citizenship 15 GPA 13, 16, 19 graduate chapter 3 Grammateus 6, 9, 18, 22 grants 11 Greater Service, Greater Progress 14 Greek 2, 15, 20 guidelines 12, 17, 22 INDEX membership intake 2, 16 membership process 2, 3, 5, 10 Minutes 5, 8 Mission Statement i mother 4 N National Headquarters 9, 13 National Officers 1 National Pan Hellenic Conference 2 National Pan Hellenic Counci 2 national programs 1 new members 3, 10, 13, 16 NPHC 13 H Handbook 1, 5, 7 hierarchy 11 I ideals 12 image 15 income 5, 6, 7 induction 3, 10, 11 Internal Revenue Service IRS 7 International 5, 9, 10 interviewing 3, 10 J July 1 6 L leaders 1 leadership i Leadership Orientation Session 4, 8, 9 liaison 1 lines of communication 2 M member s status 5 Membership ii, 10, 11, 12, 16, 21 O officer expense 7 omissions 8 operating expenses 6 Order of Business 7, 8 orientation 3, 10 P parliamentary 5, 7 postage 6 potential members 3 preach 4 precept 4 procedures 1, 6 Program Committee 6 Public service i Q qualifications 1 quorum 8 R records of the chapter 5 Regional Bylaws 2, 7, 11 Regional Conference 9 Regional Policies and Procedures 2 reports 3, 5, 18, 22 Undergraduate Chapter Advisor Manual Page 26 of 32

33 respect 11 responsibilities 10 retreats 16 Robert s Rules of Order 5, 17, 21 roster 17, 22 rushing 3, 10 S Scholarship 9 scholarships 11 screening 3, 10 semester 13, 16, 17, 22 seminars 16 September 6, 9 Service 12, 14, 20 sisterhood 1, 4, 10 sisterly 1 sorority forms 5 sponsoring graduate chapter 3 Standard Procedures 2 supervise 3, 10 supplies 6 Syntaktes 1, 3, 8, 9, 11, 17, 22 INDEX T Tamiochus 5, 6, 7, 9, 17, 22 Tax 7, 18, 22 Tax Identification Number 7 trademark 7 transfers 5 U undergraduate chapter advisor 1, 2, 3, 16, 17, 21, 22 Undergraduate Chapter Coordinator iii, iv, 1, 8, 9, 12, 17, 22 Undergraduate Chapter Development Fund 11 United Negro College Fund 9 V voting 2 voucher 5 W workshops 16 Y Youth Symposium 9 Undergraduate Chapter Advisor Manual Page 27 of 32

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