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2 DELTA SIGMA THETA SORORITY, INCORPORATED PHILADELPHIA ALUMNAE CHAPTER POLICIES AND PROCEDURES Contents Chapter Officers Delegate & Alternate Delegate Election Committee Financial Business Fundraising Hospitality Jabberwock May Week Membership Intake Nominating Committee Protocol and Traditions Public Relations Scholarship

3 DELTA SIGMA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Chapter Officers Policy and Procedures Policy: I Elected Officers It will be the policy of Philadelphia Alumnae Chapter to elect the President, 1 st Vice President, 2 nd Vice President, 3 rd Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Assistant Financial Secretary (2), and Assistant Treasurer. The elections will be held in even years: by ballot, machine, or electronic voting devices; required for election, a majority vote of the chapter members present and voting. When there are two or more candidates, and the office remains unfilled after the first ballot, the two candidates who receive the highest votes will remain eligible for election. All other candidates will be dropped and are ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote. II III Appointed Officers The appointed officers will be the Sergeant-at-Arms, Chaplain, Parliamentarian, Journalist, Custodian, Historian, Assistant Sergeant-at-Arms. These officers will be appointed by the President. If more than (2} Assistant Financial Secretaries and/or (1) Assistant Treasurer are needed, these additional officers will be appointed by the President. Term of Office A. Officers will assume office on July 1 of an election year and serve for two years. Procedures: B. The installation of officers will occur in June following the elections. C. Should the office of President become vacant, the 1 st Vice President will serve the remaining term. D. As vacancies occur, the President will appoint officers, who will remain in office until the new election. E. In filling vacancies for unexpired terms, an officer who has served more than half a term in an office is considered to have served a full term. F. No person shall be eligible to serve more than two consecutive terms in the same office. I Eligibility Requirements A. A member may be nominated for an officer who has been a member with Philadelphia Alumnae Chapter and Grand Chapter for the fiscal year in which the election takes place. 1

4 She must prepare and submit a completed Recommendation Form and Candidate Profile Sheet to the Nominating Committee Chair no later than February 1 st. B. A member slated by the Nominating Committee must be present at the meeting when the slate of nominees is presented to the membership. C. A member nominated from the floor must be present at the meeting and have prepared a Recommendation Form and Candidate Profile Sheet for submission to the Nominating Committee Chair. D. In addition, members nominated for President and 1 st Vice President will have attended at least two of the last three National Conventions and two of the last three Regional Conferences held prior to her nomination. E. Members nominated for other offices should have attended at least one National Convention and one Regional Conference within the last five years. F. Each nominee must deliver a completed Recommendation Form and Candidate Profile Sheet to the Nominating Committee Chair no later than February 1 st. II Responsibilities of the Nominating Committee A. The Nominating Committee will review the Recommendation Form and Candidate Profile Sheet for completeness and eligibility. B. A member s name will be placed on the ballot when her eligibility has been verified. C. A slate of nominees will be prepared for the March Executive Board meeting. D. The slate of nominees will be presented to the general membership at the April meeting and nominations will be accepted from the floor. E. The membership will be notified of the slate of nominees through the chapter mailing for April. At the May general membership meeting, elections will be supervised by an Election Committee appointed by the President. Revised: 9/03, 2/21/07, 2/13/10, 9/13 Chapter Officer Policy and Procedures 2

5 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Delegate and Alternate Delegate to National Convention/Regional Conference Policy and Procedures Policy: A. It is the policy of the Philadelphia Alumnae Chapter to send the newly elected President as delegate to the National Convention/Regional Conference, and elect an alternate delegate to the National Convention/Regional Conference. B. The alternate delegate will be determined by ballot and the highest number of votes cast. C. Nominations will be made at the February meeting and elections will be held at the March meeting. D. The delegate and alternate delegate will receive full expenses for travel, housing and registration to the convention/conference. E. The delegate and alternate delegate will receive a per diem to cover food expenses based on the U.S. General Services Administration (GSA) Domestic per diem rate. F. The delegate and alternate will receive full expenses for travel with the requirement that these arrangements are made at least 30 days in advance of the convention/conference start date. Arrangements made in less than 30 days are subject to review by the financial officers. G. The Chapter will pay for a room to be shared by the delegate and alternate delegate with the understanding that if either chooses not to stay in the Chapter sponsored room, that member is responsible for her own housing expense. Procedure: I Eligibility Requirements A. A member may be nominated for alternate delegate who has been a member with Philadelphia Alumnae Chapter and Grand Chapter for the fiscal year in which the election takes place. B. A member must be in attendance at the general membership meeting in order to be nominated. II Responsibilities of the Nominating Committee A. Verify the credentials of the nominees. B. Collect a written statement from each nominee outlining her Delta activities. 1

6 C. Prepare a written biography for each nominee to be sent to the members prior to the March general membership meeting. III Responsibilities of the Financial Officers A. Make reservations for housing and registration for the delegate and alternate delegate. B. At the June general membership meeting, have available all other monies for expenses (i.e., food) for the delegate and alternate delegate. IV Responsibilities of the Delegate and Alternate Delegate A. Convene at least one caucus during the convention/conference. B. No later than the October general membership meeting, prepare and present a convention/conference report. C. No later than thirty (30) days following the convention/conference, present a financial account of expenses (receipts) to the financial officers. At the March general membership meeting, elections will be supervised by an Election Committee appointed by the President. Revised 2/5/94 Reformatted7/98 Revised 2/4/06 Reformatted 2/13/10 Revised 2/13/10 Delegate and Alternate Delegate to National Convention/Regional Conference Policy and Procedures 2

7 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Election Committee Policy and Procedures Policy: It will be the policy of the Philadelphia Alumnae Chapter to have the President appoint an Elections Committee to oversee balloting elections. The committee members (tellers) will prepare, distribute, collect and count the ballots, and report the vote. Procedures 1. The nominating committee chair will present the slate to the head teller. 2. The financial secretary shall present a list of members eligible to vote to the committee. 3. The committee will prepare ballots and a central ballot box, 4. The voting and ballot box will be monitored by at least two tellers. 5. After the votes are in and the polls are officially closed, the tellers proceed to count the ballots in a secluded location. 6. The tellers prepare an official report of the results and deliver the results to the Chair. 7. The Chair reads the report to the body and declares the election of each officer/member/alternate delegate. 8. After completion of the election, the ballots will be filed for one month with the recording secretary and subsequently destroyed. Adopted 2/13/10 Election Committee Policy and Procedures 1

8 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Financial Policies and Procedures Policy: It is the policy of Philadelphia Alumnae to collect local dues. Exceptions will be made for: I. Graduating collegiate Sorors. Dues will be waived for a graduating collegiate Soror for the current fiscal year if she was financial upon graduation. For example, if graduating in the spring dues for the current sorority year are waived, if graduating in the fall dues for the remaining sorority year are waived. II. III. Sorors relocating/transferring to Philadelphia. Dues will be waived for a financial Soror relocating/transferring from another alumnae chapter for the current fiscal year. A letter from the former chapter president with the amount of unconsumed dues that will be transferred to the current chapter is required upon verification of membership. Suspended Sorors. Dues will not be accepted from suspended Sorors/Chapters until Grand Chapter has rescinded the suspension. Procedure: I. Graduating Collegiate Sorors To waive dues, graduating seniors will submit an official letter from the Chapter advisor, which will include the following: A. The advisor s name, address, phone number and membership number; the advisor s chapter name; and the collegiate chapter name and affiliation; and B. The graduating senior s membership number and a statement certifying the Soror was financial at the time of graduation. II. Relocating/transferring Sorors To transfer membership, a Soror will submit a letter from her previous chapter verifying that she is financial. This letter, from the President on chapter letterhead, will include the following: A. The Chapter President s name, address, phone number and membership number. B. The transferring Soror s membership number and a statement certifying she is financial at the time of transfer III. Verification The Financial Secretary will forward this information to Grand Chapter for verification. Financial Policies & Procedures Page 1 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

9 Financial Business Policy: It is the policy of Philadelphia Alumnae Chapter to ensure that appropriate internal controls are in place to safeguard and account for the Chapter s financial assets. Procedure: The following procedures will be used to govern: I. Insurance A. The chapter is covered by general liability insurance which covers: 1.The normal activities for members which include regularly scheduled meetings (at home or on rented premises), luncheons, and other regularly attended events. 2. Regularly scheduled youth activities sanctioned by the chapter. The transporting of program participants in personal vehicles is not covered. B. All planned activities where the general public is invited require additional insurance coverage. The Third Vice President will contact the Professional Insurers and Associates, Inc. for insurance coverage and cost for the particular planned activity. C. Insurance coverage not approved by this agency will be referred to the Finance Committee Chair (Treasurer) for research and recommendation. D. Insurance cost, when incurred, is a committee expense and should be included in the activity budget. II. III. Chapter Recordkeeping Accurate records of income, deposits and disbursements must be maintained and kept up to date by the fiscal officers. QuickBooks or another appropriate financial software program will be used to maintain the chapter s financial records. Bids A. All committees planning program activities for the rentals of space (i.e. hotels, retreats and bus trips) are required to submit three bids to the Executive Board for review and recommendation. 1. Final decisions will be made by the vote of the general membership based on the committee s recommendations. 2. Each product and/or service whenever possible will include at least one quote from an African American owned and operated business. B. The cost of insurance applicable to each of the three bids will be submitted at the same time (see Delta Sigma Theta Sorority, Inc., National Finance Committee- Fiscal Officers Manual-2011 on additional insurance-page 36) Financial Policies & Procedures Page 2 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

10 IV. Contracts A. Contracts for approved activities will be submitted to the Third Vice President for review and recommendation and to the President for signature. B. Funds for an approved activity will be released when the following has been submitted to the Treasurer 1. a signed copy of the contract; and 2. proof of insurance 3. an approved voucher with appropriate Vice President and President signatures. V. Leases A. Three bids will be submitted to the Executive Committee for review. The Executive Committee will recommend the three bids to membership for vote. B. Approved leases will be signed by the Chapter President. C. All leases will be reviewed annually by the Finance Committee and any changes with be presented to the Executive Board and membership for approval. VI. Budgets-(National Finance Committee-Fiscal Officers Manual- May Budgeting-page 33) A. Each committee will be required to develop a budget for the upcoming sorority year. The budget will include line items for any planned activity. The budget should also include copying; insurance and printing (see Attachment 1 &2 Budget Projection-yyyy-yyyy). The Budget Projection should be submitted to the Finance Committee in March to draft a proposed budget. B. Quarterly, each committee will receive from the Treasurer the Quarterly Budget Analysis (see Attachment 3 & 4 - Quarterly Budget Analysis). C. Annually, the Finance Committee will review all budgets and draft a proposed budget for the Sorority. D. The proposed Sorority budget will be presented to the Executive Committee for review and recommendations. This budget will be distributed to all financial members. E. The Finance Committee will present the budget to the General Membership for approval and vote at May s chapter meeting. VII. Committee Event Budget Projection(Attachment 5)- see National Finance Committee-Fiscal Officers Manual- May 2011-Fundraising-page 71) A. Committee Event Budget Projections are required for all Program Thrust and fund-raising activities. They are also required for project-related line items within the operating budget (May Week, Jabberwock, Membership, Economic Development, Founders Day, etc.) B. Prior to the release of any funds, Event Budget Projection and Disbursement Voucher (Attachment 7), approved by the appropriate Vice President, will be submitted to the Treasurer for each project (activity) within that approved budget. Financial Policies & Procedures Page 3 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

11 VIII. IX. Final Financial Committee Reports A. Submit to the Treasurer for reconciliation within thirty (30) days after the event. B. The approved committee report will be made by the committee chair to the Executive Committee within sixty (60) days of the project/activity s conclusion. 1. A final financial report will be made to the Treasurer on the income and expenses of the project/activity before reporting to the Executive Committee. 2. The report will be submitted to the Chapter President, Treasurer and Recording Secretary and include an In-Kind Donation form (Attachment 6) if appropriate. 3. The report will include recommendations from the committee. C. A final committee report will be submitted to the membership at the next Sorority meeting following acceptance by the Executive Committee. Vouchers (Attachment-7 Disbursement Voucher) A. Advances 1. If an advance is needed, a disbursement voucher will be approved by the President prior to submission to the Treasurer for the release of any funds. The advance should include an explanation of why the funds are needed along with a breakdown of items to be purchased. 2. Receipts for expenditure of the advance funds will be submitted to the Assistant Treasurer within thirty (30) days attached to an additional disbursement voucher. Any remaining funds will be submitted to the Financial Secretary. No further advances will be made until a full accounting of the advanced funds has been submitted. B. Authorization All vouchers submitted to the Assistant Treasurer will have the appropriate Vice President s signature prior to the release of any funds. The voucher will be submitted at either the Chapter Meeting or Executive Board prior to the date the check is needed. C. Record Keeping 1. Committee chairs will keep copies of disbursement vouchers and transmittal receipt forms as a check and balance between their records and the Financial Officers records (see Attachment 8 Financial Transmittal Form) 2. All disbursement vouchers will be supported by sales slips, receipts, invoices, etc., showing the date of purchase and the amount of requested reimbursement. 3. All financial transmittal forms will show the amount of cash returned X. Billing All invoices will come from the Billing Agent. A disbursement voucher will be submitted by the appropriate committee for payment of the invoice. XI. Disbursements All checks will be made payable to the Billing Agent for goods and services provided to the Chapter. Financial Policies & Procedures Page 4 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

12 XII. Refunds No refunds will be given to a member for any Chapter project, activity or fundraising event paid for and not attended. XIII. Receipt of Monies A. Monies collected from the membership for projects, activities, or fundraising event will be received by a bonded financial officer. B. All monies for the project, activity or fundraising event will be collected from the membership by a bonded financial officer within ten (10) calendar days of the project, activity or fundraising event. 1. Only cash, money order or certified checks will be accepted within ten (10) calendar days prior to the project, activity or fundraising event. 2. A receipt will be given to the member for presentation to the sponsoring committee to pick up tickets or merchandise. 3. Tickets will be distributed by the sponsoring committee and a proper record will be kept to fully account for the number of tickets sold. 4. The sponsoring committee will fully account for the number of tickets sold in the final report. C. Checks All personal checks received for activities will indicate the name and address and of the check writer and the member submitting the check. Starter and temporary checks will only be acceptable with a valid driver s license or any government issued ID. D. Credit Cards 1. Credit card transactions will only be used for National Dues. 2. A credit card payment forms will be completed in its entirety (see Attachment 7 Credit Card Payment Form). 3. The credit card expiration date will be valid for three months from the time of submission to the chapter. 4. Rejected credit card payments will follow the same procedure for returned checks. XIV. Processing of Monies All funds received by the financial secretary should be deposited by the Treasurer within two (2) business days. If the monies collected does not fully pay for membership dues or a chapter s sponsored project, activity or fundraising event, the payment will not be accepted. If the payment is received in error, the member will be contacted within two (2) business days and the check or money order will be returned to the member. A. Deposit slips will indicate a breakdown of the source of funds collected for each specific activity. Financial Policies & Procedures Page 5 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

13 B. Any deposit containing cash will be counted and initialed by the President and the Treasurer per Grand Chapter s financial guidelines. C. The Treasurer will verify and record monies received by the Financial Secretary and credit it to the appropriate committee/activity. D. Monies received for dues will be submitted to Grand Chapter by certified check, money order or wire transfer within thirty (30) days. All other monies will be submitted to Grand Chapter as requested. XV. Returned Checks A. The Asst. Treasurer will immediately notify the chair or designee of returned check(s). The financial officer and chair will adjust records to show obligation unpaid. B. The Asst. Treasurer will notify either the individual of the returned check or the member who submitted the check. C. The individual whose check was returned will remit to the Financial Secretary cash, money order or certified check within ten (10) calendar days of notification to cover returned check. D. A twenty-five (25) dollar administrative fee and the current bank fee will be charged for each returned check. E. A list of individuals whose personal checks were returned will be included in the monthly financial report if the remittance was not made during the month the check was returned by the bank. After the second occurrence personal checks from that individual will not be accepted within the fiscal year. Financial Policies & Procedures Page 6 of 6 Revised Policy: 5/3/97, 3/20/00, 10/01/04, 2/21/07, 11/02/13 Approved: June 2, 2007

14 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Fundraising Policy and Procedures Policy: It is the policy of the Philadelphia Alumnae Chapter to sponsor fundraising events to raise funds for scholarship and the Five Point Program. Procedure: Fundraising Event I. The President shall appoint Event Chairs for each fundraising event. II. Fundraising Event Committees shall operate independently for the duration of each event. III. Reference the Chapter Officers Policy & Procedures for Third Vice President, who will serve as a resource to fundraising event committees. Site, Date and Time I. Following Financial Policy & Procedure on securing bid; a written report on sites including date (s) and time (s) with a recommendation will be brought before the Executive Board and General Membership for vote. II. After majority vote, contact to secure facility will be obtained per Financial Policy & Procedures Contracts. Event Vendor Selection Process I. Letters to solicit bids from vendors will be sent. a. The general membership may submit names of vendors to the applicable Fundraising Event Committee Chair. b. All letters will be made at the same time when feasible. All vendors will have 30 days from the date mailed to respond in writing. II. The Fundraising Event Committee will prepare a written report comparing the bids to present to the Executive Board and general membership for a vote, including but not limited to cost, music, decorations, printing, etc. III. After a majority vote, vendors that submitted bids will be notified of the Chapter s decision. a. Letters are to be mailed within 30 days of Chapter vote. IV. Contract secured with vendor (Financial Policy & Procedures Contracts). Merchants: Chapter Meetings and Events I. Letters will be sent to various merchants. a. General Membership may suggest names of merchants. b. Letters will include the following: date, place, time, cost, accommodations, etc.

15 II. III. IV. Merchants will be given 30 days from the mailed date to respond. Selection of merchants will be based upon available event space and variety of merchandise. After the selection is completed, a letter to all merchants who respond will be sent, notifying them of the Chapter s decision. a. The fee will be set, depending on the type of event. b. Merchants chosen will have 15 business days to return check to secure their place. V. Merchandising at Sorority Meeting a. Merchants must complete a Merchant Form (see attachment) and return by the 15th, the month prior to chapter meeting. b. Merchants will donate a set fee to the chapter. Tickets I. Once tickets for an event go on sale, a monthly report will be given to the Executive Board and general membership which will include: number of tickets available, number of tickets sold, and number of tickets outstanding. II. Reference: Financial Policy & Procedures III. Follow-up with sorors who have outstanding tickets. Revised 11/11/02

16 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER MERCHANT REQUEST FORM Business Name Contact Person Address City State Zip Code Telephone (H) (C) (W) Address Type of Merchandise Requested Date Activity I understand that I am responsible for the fee established by the Chapter which must be paid prior to vending or immediately following the chapter meeting. Merchant Signature Date This form must be received no later than 15 th of the month preceding the chapter meeting or activity. The selection of merchants will be made based on the activities of the chapter during any given month and the order in which the request was received. Please return this completed form to:

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20 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Jabberwock Policy and Procedures Policy: It will be the policy of Philadelphia Alumnae Chapter to sponsor a Jabberwock to raise funds for scholarship and the Five Point Program. Procedure: I. After a majority vote from the General Membership, the Chapter President will appoint Co-Chairs of the Jabberwock Committee between eight (8) and twenty (20) months prior to the date of the scheduled event. The 3 rd Vice President, Treasurer, Assistant Treasurer, and Financial Secretary will be members of the Jabberwock Committee. II. The Co-Chairs will be appointed in August of the Sorority year preceding the event. Responsibilities of the Co-Chairs A. The Co-Chairs will prepare and present a draft of the proposed program and a proposed itemized budget, including an income and expense statement, to the Executive Board and to the general membership for final approval before the orientation meeting with the contestants, parents, co-sponsors. B. Co-Chairs will solicit sorors and establish the necessary sub-committees, including but not limited to: marketing, contestants and escorts, tickets, logistics, souvenir booklet, parents, and sponsors. C. The Co-Chairs will be responsible for: a. Coordinating and monitoring all sub-committees; b. Reporting Jabberwock progress monthly to the Finance Committee, Executive Board, and the General Membership, and c. Establishing a timeline of activities. Contestant Eligibility Requirements 1. Female in grades nine through twelve 2. Must have a minimum GPA of 2.5 or C+ average 3. Resides in tri-state area 4. Completes and submits by the due date an essay of no less than 200 words and 5 paragraphs based on the Jabberwock theme 5. Must be able to attend a minimum of 75% of the activities, including rehearsals 6. Parent/Guardian signs a liability release Revised 2/5/94, 11/2/2013 Page 1 of 4 Re-formatted 7/98, 9/2000 Jabberwock Policies & Procedures

21 Sponsorship of Contestants A. There will be 10 or more contestants B. Each contestant will have at least one sponsor who is a member of the Sorority. C. Any interested member of the Philadelphia Alumnae Chapter who is not otherwise committed to contestant may be assigned a contestant through random selection. D. Sorors/Members may sponsor a contestant individually or as part of a group. E. Sorors/Members must assist in contestant activities, especially fundraising Escort Eligibility Requirements 1. Male under age twenty-one 2. Must be able to attend at least 75% of escort activities, including rehearsals 3. Must be able attend the Jabberwock main event in formal attire Responsibilities of Sub-Committees The Choreography Committee will be responsible for the creation and execution of two dance routines to be performed at the main event (a causal routine for the initial introductions and a formal waltz for the formal presentation of each contestant). The committee shall also be responsible for scheduling and attending rehearsals prior to the main event. The College Tour Committee will be responsible for planning and coordinating a college tour for the contestants and escorts including obtaining transportation, chaperones, admissions information, and arranging meals/snacks. The Community Service Committee will be responsible for planning and coordinating a community service project for the contestants and escorts including arranging transportation and meals/snacks, if appropriate. The Contestants Committee will be responsible for communicating with the contestants about Jabberwock obligations including but not limited to fundraising, attendance at events, rehearsals, main event obligations and formal portraits. The Escort Committee will be responsible for communicating with escorts about Jabberwock obligations including but not limited to attendance at events, rehearsals, main event obligations and formal portraits. The Essay Committee will be responsible for obtaining contestants essays, using a standard rubric to score each essay and selecting an essay for a possible award/recognition at the main event. The Etiquette Committee will be responsible for creating and facilitating an etiquette workshop for the contestants and escorts. Revised 2/5/94, 11/2/2013 Page 2 of 4 Re-formatted 7/98, 9/2000 Jabberwock Policies & Procedures

22 The Logistics Committee will be responsible for all activities related to the staging of the Jabberwock main event including determining site for main event, coordinating with technical assistance and providing stage direction for each phase of the main event. The committee will also be responsible for securing a location for the information session, the welcome event, and rehearsals. The Publicity Committee will be responsible for assisting with the marketing for Jabberwock. The committee will assist with the solicitation of participants and escorts. The committee shall also serve as a liaison between the press and the full committee and promote the Jabberwock contestants and events. The Set Designs Committee will be responsible for the creation of a logo for the program and all set designs for the Main Event. The Sponsors Committee will ensure that each contestant has a minimum of one sponsor who is a member of the Sorority. The committee will also ensure that the contestants and their families understand the goals of Jabberwock. Each sponsor shall be a member of this committee and will work with contestants to ensure goals are achieved. Sponsors will have direct contact with contestants and contestants families at all times. The Souvenir Journal Committee will be responsible for obtaining RFPs for printers for the journal and tickets. The committee will also be responsible for obtaining and tracking all advertisements and greetings/letters of congratulations for the journal. The committee will also be responsible for proof reading all ads and ensuring that all ads are camera ready when submitted to the printer. The committee shall proof a copy of the souvenir journal prior to final printing and ensure that each contestant receives their allotted number of journals. The committee shall also be responsible for ensuring the dissemination of the journal at the main event. The Ticket Committee will be responsible for the distribution, collection, and sale of all tickets for the main event. The Welcome Event Committee will be responsible for the planning and implementation of the information session and welcome event including program planning, obtaining speakers, decorations/displays and reception. Main Event At the Main event, the Committee will present the contestants and escorts. Each Contestant will participate in choreographed performances, formal introductions and a talent showcase. Tickets for admission to the Main Event will be sold by the Contestants and the Chapter to the public. The evening will conclude with the crowning of Miss Jabberwock and her Court, followed by a reception. Revised 2/5/94, 11/2/2013 Page 3 of 4 Re-formatted 7/98, 9/2000 Jabberwock Policies & Procedures

23 Awards The Jabberwock Main Event will culminate with the crowning of Miss Jabberwock and her Court. The following awards will be distributed at that time. 1. Miss Jabberwock - 25% of the total proceeds of her fundraising efforts. 2. First Runner-up 20% of total proceeds of her fundraising efforts 3. Second Runner-up - 15% of the total proceeds of her fundraising efforts. 4. Contestants raising a minimum of $ % of total proceeds of her fundraising efforts. 5. Additional non-monetary awards are distributed as deemed appropriate by the Committee (e.g. Miss Congeniality, Best Essay, Best Escort) Revised 2/5/94, 11/2/2013 Page 4 of 4 Re-formatted 7/98, 9/2000 Jabberwock Policies & Procedures

24 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER May Week Policy and Procedures Policy: It is the policy of Philadelphia Alumnae Chapter (Chapter) to observe a May Week Celebration (Celebration) as a time to recognize academic achievement and highlight the importance of community service. The Celebration will be held during the month of May and can be comprised of several activities or limited to one major activity. Procedure: I. The Chapter President will appoint the Chair and/or Co-Chair(s). II. III. IV. The Chair and/or Co-Chair(s) will prepare and present a draft of the proposed program and a proposed activity budget to the executive board in September and to the general membership for final approval no later than the November chapter meeting. Scholarship recipients will be invited to attend the main Celebration event. Various Chapter committees may be invited to participate in some May Week planning and activities. The May Week program may highlight one or more of the following: Economic Development, Educational Development, International Awareness and Involvement, Physical and Mental Health, and Political Awareness and Involvement. V. Community Service Award Selection - The Sorority s commitment to the ideals of scholarship and service are embodied in the Sadie T. M. Alexander Award. The recipients of the Sadie T. M. Alexander Award should clearly demonstrate dedication to community service. Community service is defined as a service that extends beyond a nominee s employment. A. Sadie T. M. Alexander Award Selection Process 1. Nominating Forms will be distributed to all financial sorors in November. The Nominating Form must be returned to the Committee by the February sorority meeting. 2. Chapter members and/or May Week committee members will nominate candidates. 3. Nominees may be female or male. 4. Nominee s application must clearly detail all areas outlined on the application form. 5. In the event that there is no eligible candidate who meets the award criteria, the award will not be given per majority vote of the May Week committee. B. The Sadie T. M. Alexander Award nominees will be reviewed at the February committee meeting following the submission deadline. The Committee will vote and present its recommendation to the Executive Board in February prior to the Chapter meeting in March. The recommendation will include a list of all nominees, a synopsis of their public service and the rationale for the committee s recommendation. C. If the nomination is not accepted, the committee will review recommendations from the existing application pool. If there is no candidate who meets the requirements, the award will not be given. Revised: 10/03, 03/07, 11/02/13 Approved: 9/8/07

25 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Membership Intake Policy and Procedures Policy: The Philadelphia Alumnae Chapter will conduct the Membership Intake Process (MIP) whenever the membership (two-thirds of those present and voting) votes to conduct the Membership Intake Process. A ten-day notification to members will be issued prior to voting to conduct the Membership Intake Process. Procedure: 1. The Chapter must vote to proceed with MIP. 2. If the vote is to proceed, the members of the Minerva Circle must then be nominated. 3. All members of the chapter will be notified as to the date and time of the chapter election of the Minerva Circle. Members must be financial for the current sorority year to vote. 4. Members of the Minerva Circle are to be nominated from the floor. 5. All sorors, at the time of election, must be financial with the chapter for the last two (2) years and active members of a committee for at least the last two (2) years verifiable by the chapter President and committee chairpersons. The nominee s committee involvement must be available for submission in writing at the time of the nomination. 6. The Nine Jewels of the Minerva Circle shall be elected as a group and not by position. The Convener of the Odyssey Experience and the Keeper of the Muses and Graces will be elected by position. The First Vice President will serve as the Leader of the Minerva Circle. 7. The active members of the chapter as well as the members of the Minerva Circle must attend two (2) mandatory DID workshops and a Membership Intake workshop. Only those active members of the chapter who attended ALL three (3) workshops may attend the Rush, Interviews, and Odyssey Experience. All members of Delta Sigma Theta may attend the Induction and Initiation ceremonies. 8. Upon completion of the Rush activity, only the President or Leader of the Minerva Circle may have direct contact with the candidates, unless a member is asked to give a letter of recommendation.

26 9. All chapter members, including members of the Minerva Circle who have a family member (including but not limited to a daughter, mother, cousin, aunt, or sister) seeking membership, can attend the interview; however, cannot participate in the interview and cannot review or score the application. 10. All members of the chapter may vote on candidates to be considered for the membership intake process. 11. The acceptance to membership shall be by a majority vote of the chapter members present and voting. 12. Should a vacancy occur on the Minerva Circle, the President will appoint a replacement who meets the qualifications for the position. Requirements for Alumnae Membership Intake (Refer to the most recent Constitution and Bylaws, Article II, section 2.) November 2010 Membership Intake Policy and Procedures

27 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Policy: Nominating Committee Policy and Procedures A. It will be the policy of Philadelphia Alumnae Chapter to elect a Nominating Committee and Nominating Committee Chair. This Committee will consist of five members and will be elected by the General Membership at the May Sorority Meeting at the same time chapter officers are elected. The Chair and members of the Nominating Committee will serve only one term and will not be a candidate for any elective office while serving. B. The chair and members of the Nominating Committee must resign prior to the call for nominations to be eligible to run for an office or position. C. The election will be held in even years, by ballot. D. A choice of Chair requires a majority vote to elect. E. The members will be those nominees who receive the highest number of votes. Procedures: I Eligibility Requirements A. A member may be nominated for the Nominating Committee who has been a member of the Philadelphia Alumnae Chapter for the fiscal year in which the election takes place. She must prepare and submit a completed Recommendation Form and Candidate Profile Sheet to the current Nominating Committee Chair no later than February 1 st. B. A member slated by the Nominating Committee must be present at the meeting when the slate of nominees is presented to the membership. C. A member nominated from the floor must be present at the meeting and have a prepared Recommendation Form and Candidate Profile Sheet for submission to the current Nominating Committee Chair. II Responsibilities of the Nominating Committee A. The Nominating Committee will review the Recommendation Form and Candidate Profile Sheet for completeness and eligibility. B. A member s name will be placed on the ballot when her eligibility has been verified. C. A slate of nominees will be prepared for the March Executive Board meeting. D. The slate of nominees will be presented to the general membership at the April meeting and nominations will be accepted from the floor. 1

28 E. The financial membership will be notified of the slate of nominees through the chapter mailing for April. At the May general membership meeting, elections will be supervised by an Election Committee appointed by the President. Revised 9/03, 2/13/10, 09/13 Reformatted 2/13/10 Nominating Committee Policy and Procedure 2

29 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Protocol and Traditions Committee Policy Policy: The Protocol and Traditions Committee shall consist of members and a chair appointed by the Chapter President. It shall be the duty of the Protocol and Traditions Committee to: A. Provide clear and authentic descriptions of the traditions and protocol of the Chapter. B. Implement the established code of protocol and behavior within the Chapter. C. Preserve the forms of ceremony and etiquette observed by the Sorority. D. Provide a support system for the Chapter President, visiting National and/or Regional Officers, Honorary Members, and other guests. September 2013 Protocol and Traditions Committee Policy

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32 DELTA SIGMA THETA SORORITY, INC. PHILADELPHIA ALUMNAE CHAPTER Scholarship Committee Policy and Procedures Policy: It is the policy of the Philadelphia Alumnae Chapter to annually award scholarship assistance to students pursuing higher education. Procedure: I. Application Process A. Applications will be sent to Philadelphia Public, Charter and Parochial High School principals and counselors by the first week of December and to individual students from other school systems upon request. Applications will be given to individual chapter members as requested. B. Each applicant must show evidence of outstanding scholastic achievement, community involvement, economic need (i.e., transcript, letters of recommendation, and proof of income), and submit a personal goal statement. C. Completed applications must be submitted to the Scholarship Committee and postmarked no later than February 15 th. (See Attachment A) II. Selection Process A. Committee members will review application packets in February. Incomplete or late applications will be eliminated. A letter will be sent to the applicant explaining why the application was eliminated. B. Committee members will evaluate each of the remaining applicants and vote on those to be interviewed. This vote will occur in March (see attachment B) C. Letters will be sent to final candidates for an interview. Letters of rejection will be sent to all other applicants. D. After all semi-final candidates are interviewed, the committee will vote to determine who will receive scholarships. Those receiving the highest number of votes will receive scholarships. E. The recipients and amount of scholarships to be awarded will be based on available funds and announced during May Week. Revised: 6/27/98, 11/2/2013 Page 1 of 5 Scholarship Committee Policy and Procedures