CHAPTER OFFICER GUIDEBOOK Being elected as a chapter officer is an honor. You have been chosen by your chapter to represent their ideals and lead them in the best way possible. However, this is something that should not be taken lightly. Holding an office is very exciting. However, it also requires a great deal of responsibility to yourself, your chapter and the National Sorority. This guidebook is designed to offer you as much assistance in maintaining the daily operations of your office as well as the chapter. Listed under each office are required duties as well as optional duties that some chapters use based on the chapter s needs. These duties may not be necessary for your chapter, or can also be overseen by another officer or committee. Should you have any questions regarding officer responsibilities that may not be covered in this guidebook, please contact your Chapter Consultant. ALL OFFICERS Although each officer has specific duties characteristic of the office held, there are responsibilities that all officers should uphold. All officers should do the following: 1. Have a copy and be familiar with the National Bylaws, Risk Management Policy, and policies. You should be able to look within those documents for information pertinent to the chapter operations. 2. Be familiar with or learn enough parliamentary procedure using Roberts Rules of Order to run a typical business meeting. 3. Take responsibility for leading the chapter and making members and guests feel welcome. 4. Be aware of all monies owed to the local chapter and National Sorority. 5. Take responsibility for working with fellow officers and chapter members to submit required national forms in a timely, complete manner. 6. Represent a positive image of Sigma Alpha sisterhood to fellow members and the larger community. 7. Keep up-to-date on news regarding the National Sorority. PRESIDENT In being elected as your chapter president, your duties and responsibilities are critical in the proper operations of the chapter. Below is a list of some duties for which you are responsible. This list may be added to depending on the needs of your chapter. 1. Preside over the meetings, activations, and installations. This includes setting the times and locations as well as making sure that the rooms, materials and other pertinent information and supplies are at those events. It is usually helpful to have another officer assist with those duties. - Chapter meetings should be conducted in accordance with Robert s Rules of Order - The president can call special meetings when deemed necessary 2. Ensure that all officers uphold their duties fairly, accurately, and promptly. 1 Page 1 of 6
3. Be comfortable with all tools and resources on the Officer Portal page of the national website www.sigmaalpha.org 4. Complete and mail all national reports and forms in by the due date designated. 5. Maintain correspondence with your Chapter Consultant. This Chapter Consultant should be contact you monthly via email or by telephone. It is your responsibility to reply to emails and be available for chapter phone calls with this Chapter Consultant. If you are not available for a scheduled call, it is your responsibility to contact her prior to the call. She is available to answer questions you may have about your chapter operations or problems you may be having. Taking full advantage of her experience and advice can help your chapter run more smoothly and keep you informed of news and information. 6. Enforce all laws and policies of Sigma Alpha Sorority. 7. Inform advisors of Sigma Alpha activities. 8. Hold chapter Executive Committee meetings prior to chapter meetings. Agendas should be outlined at this time. 9. Appoint committees as provided for in the chapter bylaws. 10. Compile Chapter Term Report and email it to document@sigmaalpha.org before the due date. - Ensure that all officers and committee members submit their reports to be included in the report. FIRST VICE PRESIDENT 1. Assist the President as needed. 2. Oversee meetings in the absence of the President. 3. Oversee chapter policy development. 4. Oversee chapter s professional development program. Because Sigma Alpha is a professional agricultural sorority, it is important that each chapter have a strong professional development program that meets the national requirements. You will need to make necessary contacts for professional speakers and activities. 5. Oversee all standing and appointed committees. 6. Submit officer report and see that all committee reports are submitted to the chapter president for the Chapter Term Report. 7. Serve as President in the event the office becomes vacant. - Ensure that all equipment and ceremony material is organized and present at appropriate meetings - Re-register sorority with campus Student Services or other appropriate office each year - Reserve rooms for chapter events SECOND VICE PRESIDENT 1. Oversee chapter s Membership Education Program. When new Membership Candidates enter the MC process, you are responsible for making sure that they are educated about all aspects of the sorority. Exams will be administered from the MC educational materials provided to each chapter. 2. Maintain a complete, up-to-date version of the MC educational materials provided by the National Sorority. 2 Page 2 of 6
3. Ensure that the New Member Form is completed by the Membership Candidates and submitted to the National Sorority (along with activation dues) no later than the deadline dates noted in within the national policy. 4. Maintain the chapter s MC pin supply (if used). 5. Serve as the facilitator for helping organize activities between active and MC members. 6. Submit officer report to the chapter president for the Chapter Term Report. - Coordinate Big Sis/Little Sis program - Oversee the MC Ceremonies - Submit weekly reports to the actives during chapter meetings SECRETARY 1. Record minutes of all chapter meetings and maintain these in a file. 2. Maintain accurate attendance records and notify the chapter Executive Committee when a member is in danger of becoming a member who is not in good standing because of lack of attendance. 3. Promptly file all reports with National Sorority by due date, except those designated to be the responsibility of other officers. 4. Conduct all necessary chapter correspondence, keeping file copies as appropriate. 5. Submit a copy of membership list and officer report to the chapter president for the Chapter Term Report. - Provide minutes to members prior to chapter meetings. - Maintain correspondence with members for fines and chapter disciplinary actions. - Provide a list of members phone numbers, addresses, etc. to all members. - Maintain listserve for chapter s members to receive minutes and other chapter communications. TREASURER 1. Receive and expend all monies of the chapter as designated in chapter bylaws including chapter dues and fines. 2. Keep an accurate record of receipts and expenditures of the chapter. 3. Pay all monies due to the National Sorority by due date. 4. Prepare annual budget. 5. Preside as chairperson of fundraising committee. 6. Submit a copy of the annual budget, chapter s financial transactions, fundraising reports and officer report to the chapter president for the Chapter Term Report. 7. Maintain records of each member s financial status with the chapter and notify the chapter Executive Committee of any member who is delinquent to the chapter. 8. Submit reports of finances and fundraising activities at the chapter meetings. 9. Plan and oversee all fundraising activities. 10. Enforce dues policy. 11. Reimburse officers for expenses in accordance with chapter reimbursement policy. 3 Page 3 of 6
- Maintain computer accounting system (Quicken, Microsoft Money, etc) to ensure accurate records and ease of generating reports when necessary. RUSH CHAIR 1. Responsible for all activities associated with recruitment of prospective members. - Email recruitment letters. - Make follow-up contacts with prospective members. - Schedule informational meetings and rush events. This includes securing facilities. - Maintain communications with active members on recruitment progress. 2. Serve as chair of chapter rush activities. 3. Submit rush report to chapter president for the Chapter Term Report. - Maintain database of prospective members. - Ensure that there is Sigma Alpha representation at events including State FFA Convention, State 4-H events, and back to school events that may have me attractions for prospective members. HISTORIAN 1. Keep and maintain all historical records of all chapter activities. 2. Maintain chapter scrapbook. 3. Take pictures at chapter events. - Provides for and/or maintains chapter website - Mail contributions to the national newsletter, The Sigma Alpha News - Send photos or slides to National Board for the slide show at National Convention. - Maintain chapter display board and arrange for display on campus. - Create and send out chapter newsletter. - Send news releases to campus and community media regarding chapter events and member news. OTHER OFFICES As each chapter grows and develops, there often becomes a need to add additional offices as deemed necessary to fit the needs of the chapter. Below are some of the additional offices and some of the duties associated with each of them. However, this list can be added to or modified as necessary. SERGEANT-AT-ARMS 1. Ensure that chapter meetings follow parliamentary procedure. This may include coordinating training seminars on parliamentary procedure for chapter members. 2. Develop a system to enforce parliamentary procedure if not already in place. 4 Page 4 of 6
FELLOWSHIP (SISTERHOOD) 1. Schedule and oversee Sisterhood meetings. 2. Arrange for birthday recognition for sisters. 3. Coordinate Sister of the Month award. 4. Develop brag bag program for chapter. CHAPLAIN 1. Lead chapter in Sigma Alpha prayer. 2. Share inspirational or motivational readings with the chapter. SONG LEADER 1. Maintain songbook by making additions as necessary. 2. Lead the chapter songs. 3. Teach MC candidates Sigma Alpha songs. 4. Send any newly created chapter songs to the National Sorority for consideration in new version of the National Songbook. ALUMNI COORDINATOR 1. Uphold communications with the alumni chapter and/or alumni members by keeping them aware of chapter activities. 2. Make alumni aware of graduating seniors. 3. Keep chapter information of National and local alumni news and activities on file. 4. Ensure that graduating seniors contact the National Sorority for Alumni activation information. COMMITTEES Committees are a very beneficial part of the operations within each chapter. They are designed to relieve some of the pressure from the executive teams and keep other members involved in chapter operations. Below are listed some of the common committees and their responsibilities. All committees must submit committee reports to the chapter president so that they may be included in the Chapter Annual Report. Professional Development 1. Maintain records of all members activities in other organizations, including the degree of involvement, offices held and awards. *This may be very useful when nominating a member for a national award Philanthropy 1. Plan and oversee all service projects conducted by the chapter. 2. Ensure that the number of projects completed is in accordance with the sorority s policy. Scholarship 1. Maintain records of members grade point average and number of credit hours enrolled. 2. Notify chapter Executive Committee of members who are not in accordance with chapter policies regarding grade point average and enrollment status. 3. Implement programs to improve and reward scholastic achievement. Page 5 of 6 5
4. Inform chapter of scholarship opportunities. 5. Handle all academic probation members. 6. Ensure that scholarship reports are sent to the National Sorority by the due dates. Fundraising 1. Plan and implement all chapter fund-raising activities. This includes securing necessary items, location (if applicable), scheduling times, and ensuring member involvement. Sisterhood 1. Plan and oversee all chapter social functions with outside organizations. 2. Ensure that social activities are in accordance with the Risk Management Policy. 3. Coordinates intramural activities. 6 Page 6 of 6