Officer  Manual  for  Alpha  Delta  Pi  

Taylor Kelley

TECM 2700.17

Table of Contents iii

Table of Contents

Table of Contents .......................................................................................................... iii  Introduction ..................................................................................................................... v  President .......................................................................................................................... 3  Executive Vice President Team ...................................................................................... 7  

Executive Vice President (EVP) ................................................................................. 7  Recording Secretary .................................................................................................... 7  Corresponding Secretary ............................................................................................. 8  Historian ...................................................................................................................... 8  

Member Education Team ............................................................................................. 11  Membership Education Vice President (MEVP) ...................................................... 11  New Member Coordinator (NMC) ............................................................................ 12  Scholarship Chair ...................................................................................................... 13  Guard ......................................................................................................................... 13  Leadership Chair ....................................................................................................... 14  

Chapter Recruitment Team .......................................................................................... 17  Recruitment Vice President (RVP) ........................................................................... 17  Formal Recruitment Chair ....................................................................................... 17  Recruitment Information Manager .......................................................................... 18  Philanthropy Chair ................................................................................................... 18  Alumnae Relations Chair .......................................................................................... 19  Public Relations Chair (PR Chair) ........................................................................... 20  

Finance Team ................................................................................................................ 21  Finance Vice President (FVP) ................................................................................... 21  Finance Assistance .................................................................................................... 22  Property Manager ...................................................................................................... 22  

Standards and Ethics Team ......................................................................................... 25  Director of Standards and Ethics ............................................................................. 25  Chaplain ..................................................................................................................... 25  Spirit Chair ................................................................................................................ 26  

Social Enrichment Team and Risk Management Committee .................................... 27  Director of Social Enrichment .................................................................................. 27  

Music Chair ................................................................................................................ 27  Panhellenic .................................................................................................................... 29  

Panhellenic Delegate ................................................................................................. 29  Miscellaneous ................................................................................................................ 31  Index .............................................................................................................................. 33  

Introduction v

Introduction

Alpha Delta Pi is a sorority in the National Panhellenic Conference. There are many chapters nationwide and in Canada also. Alpha Delta Pi was founded in 1851 on the 15th of May in Macon, Georgia. The women that are in Alpha Delta Pi run the chapter like a business. There is a president, Executive Vice President, Finance Vice president and etc. While becoming an officer it might be a hard transition if you do not know what to do. With this manual it will show you what each job position does within the chapter and who is in what committee. With this manual it should make the officer transition a lot smoother and more effective.

Chapter One:

President

Chapter 1 3

President The responsibilities that the president has during her term in office are the following:

1. To act as the Chief Executive Officer, and decides the direction the chapter will go.

2. Make sure the policies and procedures are done and that the Statement of Policy and Emergency Procedures are given special attention to.

3. Be a role model to the chapter, and makes sure to counsel and that there is harmony within the chapter

4. Call and lead chapter and Executive Board meetings, can vote on all matters concerning the chapter.

5. Sign the minutes of all meetings conducted 6. Serve as Executive Committee and a chair on the Executive Board 7. Appoint all appointed officers, which is the Executive Board 8. A member of the Standards council, Recruitment Management Committee

and Finance Committee 9. To install chapter officers 10. To understand the overall financial management of the chapter 11. Review the chapter financial responsibility criteria with the FVP (Finance

Vice President) and review incomes and expenses and compare with the projected budget.

12. To sign contracts for the chapter with the consent of the Executive Board 13. Review accounts receivable monthly and makes sure that the right actions

are taken 14. Live in the sorority house during her term of office 15. A voting member of the House Corporation Board 16. To create a letter monthly to the District Team Director, Collegiate Province

Director and Chapter Advisor 17. Fill out the Chapter Goals Form 18. Talk to the Chapter Advisor weekly and with the Collegiate Province Director

on a regular basis 19. Responsible for signing the forms:

a. Request for initiation b. Event planning form c. Inactive membership status request checklist d. Transfer approval e. Standards forms

20. Meet on a regular basis with the EVP (Executive Vice President) to discuss general operations of the chapter

21. To direct at Formal Standard Hearings 22. Set personal goals for the office of President and works toward those goals 23. Attends DLC (District Leadership Conference) for job training

Chapter Two:

Executive Vice President Team

Chapter 2 7

Executive Vice President Team

Executive  Vice  President  (EVP)  The responsibilities that the Executive Vice President has during her term in office are the following:

1. Serve in the absence of the President 2. Member of the Executive Committee and the Executive Board 3. Report to the chapter on business done in the Executive Committee and

Executive Board meetings 4. To act as a liaison between the chapter and the International Organization 5. To see that the Recording Secretary keeps chapter minutes in order and

complete 6. Makes sure that the FVP (Finance Vice President) mails financial reports on

time 7. Act as a liaison between the chapter and alumnae advisors

a. To inform advisors well in advance of all activities they need or may want to attend

b. Make sure each officer is talking with her advisor on a regular basis c. Makes sure that each advisor signs the forms which are associated

with the chapter offices they supervise d. To keep President and Collegiate Province Director informed of the

relationship between officers and their advisors 8. Set up and maintain chapter files 9. Needs to know all the requirements for the International Awards 10. Will live in the chapter house during her term of office 11. Maintain and update her officer notebook 12. To communicate weekly with the Chapter Advisor 13. Attend District Leadership Conference (DLC) for job training

Recording  Secretary      The responsibilities that the Recording Secretary has during her term in office are the following:

1. Will serve as a member of the EVP team 2. Record and prepare minutes of chapter meetings.

a. Will make sure that absent chapter members read and sign a copy of the minutes

3. To call roll at meeting, and keeps an attendance record 4. Prepare list of members for the local supplemental pages to Alpha Member

Packet. Which includes the following a. Name b. School and home address c. Telephone number d. Major

e. Chapter office f. Email address

5. Will set personal goals for the office of Recording Secretary and work toward accomplishing them

Corresponding  Secretary    The responsibilities that the Corresponding Secretary has during her term in office are the following:

1. A member of the EVP team to ensure the efficiency of chapter operations 2. Make copies of all forms, reports and letters in the appropriate numbers as

told by the EVP 3. Will read and post general chapter correspondences received 4. Will need to send acknowledgment cards or electronic acknowledge-ments to

alumnae who submitted Legacy Introduction Forms and Potential Member Profiles received at least one week prior to the beginning of formal recruitment

5. Will need to send thank-you notes to advisors, alumnae and International Officers for helping

6. To use the proper Alpha Delta Pi stationary and proper form for all correspondence and invitations

7. Set personal goals for their office and works toward their accomplishment

Historian    The responsibilities that the Historian has during her term in office are the following:

1. Member of the EVP team 2. Will complete the history update, recording the chapters history for the year

in orderly and coherent fashion 3. To maintains and update the chapter scrapbook 4. Help present the chapter history unit at Alpha Member Education Sessions if

New Member Coordinator requests

Chapter three:

Membership Education Team

Chapter 3 11

Member Education Team

Membership  Education  Vice  President  (MEVP)  The responsibilities that the Membership Education Vice President has during her term in office are the following:

1. Act as the primary educator of the chapter, leading a team, which has responsibilities for all chapter internal and external educational activities.

2. Supervise the chapters Membership Development Programs 3. Be the chair of the Membership Education Team and manage all functions of

the team 4. Serve as a member of the Executive Committee and Executive Board 5. Will plan Membership Education Team meetings on a monthly basis 6. Coordinate the Pride Program, with the assistance of the Membership

Education Team and Pride Leaders a. Assign members to prides (They may change on a semester basis) b. Assign Pride leaders with the approval of the Membership Education

Advisor c. Monitor Pride activities and organize coordinated activities as

necessary (Alpha Member Education Sessions, and Diamond Days) 7. To implement Diamond Development Program with the assistance of the

Membership Education Team. This programming must include the following a. Chapter Retreat- held within 14 days of Bid Day b. New Delta Member Education Program

8. Will ensure the members of the team perform their responsibilities with the utmost efficiency and effectiveness

9. Will ensure the execution of all Diamond Development Plans and the chapters preparedness to successfully implement

10. Will be living in the chapter house during her term of office 11. To communicate weekly with the Membership Education Advisor 12. Ensure all required forms and correspondence are submitted appropriately 13. Is responsible for completing the following forms and reports

a. Diamond Development Plan b. Introductory letter to Collegiate Providence Director, Total

Membership Education Director, and Member Education Advisor c. Total Membership Education master evaluation twice a year d. Will write monthly letter of Total Membership Education Director

outlining programs for the past month and activities planned for the upcoming month

14. Set personal goals for the office and works towards accomplishing them 15. Uses the results of the Diamond Appraisal for planning programming

New  Member  Coordinator  (NMC)  The responsibilities that the New Member Coordinator has during her term in office are the following:

1. Will serve as a member of the Member Education Team 2. Attend Membership Education Team meetings on a monthly basis 3. Prepare the Alpha Member Education Section of the Diamond Development

Plans 4. To coordinate the education of all new members with assistance of the

Membership Education Team and Pride Leaders 5. Will plan Bid Day activities with the assistance of the Recruitment Vice

President’s team 6. Work with the MEVP to plan full chapter retreat which is to be held within

14 days of Bid Day 7. Coordinate the Diamond Sister Program with assistance of the Membership

Education Team. Diamond sisters will be assigned and revealed no later than Chapter Retreats

8. To organize Alpha Member Packets 9. To create local supplemental pages and add them to the Alpha Member

Packet. These are to be given to the new members on Bid Day. Examples of the items to include are:

a. Introduction letter from the new member coordinator b. Concise statement of financial responsibilities c. Meeting information d. Chapter calendar e. Standards code of Alpha Delta Pi f. Scholarship program g. Local chapter history h. House information

10. To ensure the appropriate forms and payments are received by Executive Office at least two weeks prior to initiation

11. Will be living in the chapter house during her term of office 12. Communicate weekly with the Membership Education Advisor while there

are Alpha members in the chapter 13. Ensure that all required forms and correspondences are submitted on time 14. Is responsible for completing the following forms

a. Alpha Member Education section of the diamond development planning outline twice a year

b. On bid day: i. Complete online registration of all Alpha members

c. Alpha member releases d. Prior to initiation

i. Payment for alpha member fee ii. Payments for badges

iii. Payments for initiation fee

Chapter 3 13

15. To set personal goals for the office and works towards accomplishing them 16. Attend District Leadership Conference (DLC) for job training 17. Ensure an effective transition for the new officer at the end of the term office 18. Ensure the Alpha Education Programs operate within the chapter budget

and under the requirement of licensed vendors

Scholarship  Chair    The responsibilities that the Scholarship Chair has during her term in office are the following:

1. Will serve as a member of the Membership Education Team 2. Serve as the chair of the Scholarship Committee. This committee is composed

of representatives from each academic class as well as the Membership Education Advisors

3. Will need to set the chapters minimum GPA with approval from the Executive Board and Collegiate Province Director

4. Assign specific duties to the members of the Scholarship Committee a. Monitor study hours b. Attend study skills workshops c. Monitor weekly scholarship reports d. Coordinate special events e. Coordinate weekly recognition and incentives f. Organize tutoring programs

5. Will need to meet with each member who does not meet the minimum GPA, and helps them raise the GPA.

6. Serve as a resource for study skills information and study habits 7. Is a liaison to university personnel and the resource centers on campus 8. Attend Membership Education Team meetings on a monthly basis 9. Develop, implement and supervise the scholarship plans and the chapters

preparedness to successfully implement them 10. To be responsible for completing the following forms

a. Scholarship plan b. Scholarship portion of the master chapter profile c. Assist with the total membership education master evaluation twice a

year 11. Ensure the scholarship programs operate within the chapter budget

allotment

Guard    The responsibilities that the Guard has during her term in office are the following:

1. Serve as a member of the Membership Education Team 2. Attend Membership Education Team meetings monthly or twice a month 3. Is responsible for the preparation for all meetings and rituals

4. Is to act as sergeant-at-arms during meetings and removing members from the meetings as needed

5. To collects all written ballots, when needed 6. Communicate weekly with the Membership Education Advisor 7. Is responsible for the following forms and reports

a. Assist the MEVP with the Diamond Development Plan b. Assist the NMC with the Alpha Education section of the Diamond

Development Plan c. Assist with the Total Membership Education Master Evaluation twice

a year 8. Will need to set personal goals for the office and works toward their

accomplishment

Leadership  Chair    The responsibilities that the Leadership Chair has during her term in office are the following:

1. A member of the Membership Education Team 2. To attend Membership Education Team meetings on a monthly basis 3. Prepares the Diamond Development Planning outline 4. Will coordinate the education of all members with assistance of the

Membership Education Team 5. Distribute and facilitate the completion of the Diamond Appraisal Tool 6. To work with MEVP to plan the Chapter Retreat 7. Ensure that members are informed about involvement chances on the

campus and in the community 8. Work closely with Executive Committee to create a program that provides

opportunities for developing the talents of the membership and increasing the chapters participation on campus

9. Integrate leadership development opportunities into the chapter calendar. Will post applications to join organizations and dates that they are due.

10. Work with the chapters Panhellenic Delegate and the campus Panhellenic Council to encourage and create participation

11. Incorporate all major campus activities into the chapter calendar 12. Communicate weekly with the Membership Education Advisor 13. Is responsible for completing the following forms and reports

a. Assist with the Diamond Development Planning outline twice a year b. Assist with the Total Membership Education master evaluation twice a

year c. Maintain the leadership transcript for the chapter

14. Will set personal goals for the office and works towards accomplishing them

Chapter Four:

Chapter Recruitment Team

Chapter 4 17

Chapter Recruitment Team

Recruitment  Vice  President  (RVP)  The responsibilities that the Recruitment Vice President has during her term in office are the following:

1. Will serve as a member of the Executive Committee and Executive Board 2. Be able to manage the Chapter Recruitment Team. This team accepts

responsibility for Chapter Recruiting, Marketing and Public Relations. This team incorporates Philanthropy, Alumnae, Chapter Activities and Positive Public Relations into the year-round chapter Recruitment program

3. Will lead the Chapter Recruitment Team in the development of the Marketing and Recruitment Plan, ensure it is approved by the Executive Board and submits it to the appropriate Recruitment Director

4. To educate the chapter that Recruitment is a year-round process and the need to continuously market the chapter

5. Ensure the chapter continues efforts to reach and maintain quota and total 6. Will need to communicate and evaluate progress of the Chapter Recruitment

Team to the chapter Executive Board and Recruitment Director in monthly Recruitment updates

7. Will need to plan Chapter Recruitment Team meetings at least twice a month 8. Ensure the execution of the marketing and recruitment plan and the

chapter’s preparedness to successfully implement 9. Ensure all required recruitment forms and correspondence are submitted

appropriately as indicated in the Marketing and Recruitment Manual 10. Work closely with the Recruitment Advisor, Panhellenic Delegate, And

Recruitment Director In Addition To The Chapter recruitment team 11. Conducts the marketing assessment 12. Will be living in the chapter house during her term in office 13. Maintain constant communication with the Recruitment Director and

Recruitment Advisor 14. Is a member of the Recruitment Management Committee 15. Attends District Leadership Conference (DLC) for job training 16. Set personal goals and works toward their accomplishing them

Formal  Recruitment  Chair    The responsibilities that the Formal Recruitment Chair has during her term in office are the following:

1. Will serve as a member of the Chapter Recruitment Team, which assumes responsibility for Chapter Recruiting, Marketing and Public Relations. This team incorporates Philanthropy, Alumnae, chapter activities And Positive Public Relations into the year-round Chapter Recruitment Program

2. Plan, organize and implement the chapter’s Formal Recruitment plan

3. Prepare and submit the Pi Packet to the Recruitment Director for the District after it has been approved by the Chapter Recruitment Team and Executive Board

4. Attends Executive Board and Executive Committee meetings when needed 5. Will conducts the chapters evaluation of the Formal Recruitment process and

complete The Formal Recruitment Evaluations 6. Will need to represent chapter at campus Panhellenic Recruitment meetings 7. Recruit and manage a team that includes Event Chairs, Skit Chair, and

Purchasing Chair 8. Will need to hold regular meetings with team 9. Plan and implement Funshops and training for the chapter 10. Plan, organize and implement spirit week with assistance of the chapter

Spirit Chair 11. Will create rotation groups for Formal Recruitment 12. Meet all legacies in Formal Recruitment 13. Member of the Recruitment Management Committee 14. Will attend DLC (District Leadership Conference) for job training 15. Set personal goals and work toward accomplishing them

Recruitment  Information  Manager  The responsibilities that the Recruitment Information Manager has during her term in office are the following:

1. Will serve as a member of the Chapter Recruitment Team, which assumes responsibility for Chapter Recruiting, Marketing and Public Relations. This team incorporates Philanthropy, Alumnae, chapter activities And Positive Public Relations into the year-round Chapter Recruitment Program

2. Provide information about the Potential New Members to the chapter 3. Explain and abide by the Alpha Delta Pi Legacy Policy 4. Will ensure Legacy Introductions are acknowledges in a timely fashion 5. Complete and submit the Formal Recruitment statistics update 6. Completes and sends potential member profiles to the Chapter Advisor 7. Ensures the chapter acknowledges receipt of each potential member profile

and legacy introduction form in a timely manner 8. Will work with advisors to safely dispose of selection information following

recruitment 9. Member of the Recruitment Management Committee 10. Sets personal goals and works toward accomplishing them

Philanthropy  Chair    The responsibilities that the Philanthropy Chair has during her term in office are the following:

1. Will serve as a member of the Chapter Recruitment Team, which assumes responsibility for Chapter Recruiting, Marketing and Public Relations. This

Chapter 4 19

team incorporates Philanthropy, Alumnae, chapter activities And Positive Public Relations into the year-round Chapter Recruitment Program

2. To work with The Chapter Recruitment Team to plan and direct philanthropy program emphasizing the Ronald McDonald House Charities through the Lion’s Share Challenge Program

3. Identify and coordinate service activities for the chapter on campus and around the community

4. Coordinates the exposure of Alpha Delta Pi service and philanthropic project to all venues

5. Educate and motivate the chapter regarding service as a way of life 6. Will need to submit the Philanthropy Report to the appropriate Alpha Delta

Pi Foundation Philanthropy Director 7. Assist in planning and implementing the philanthropy round of Formal

Recruitment 8. Educate the chapter on positive impact of philanthropy efforts on

Recruitment as a year-round process 9. To track service hours of all members in the chapter 10. Ensure all funds raised through events are sent through the Alpha Delta Pi

Foundation for distribution that a Philanthropy Contribution Form is attached with each check

11. Ensures effective transition of the new officer at the end of the term in office 12. Attends DLC (District Leadership Conference) for job training 13. Will need to set personal goals and work toward accomplishing them

Alumnae  Relations  Chair    The responsibilities that the Alumnae Relations Chair has during her term in office are the following:

1. Will serve as a member of the Chapter Recruitment Team, which assumes responsibility for Chapter Recruiting, Marketing and Public Relations. This team incorporates Philanthropy, Alumnae, chapter activities And Positive Public Relations into the year-round Chapter Recruitment Program

2. Work closely with the Alumnae-Collegiate Relations Director and communicate with her regularly

3. Plan special activities honoring and recognizing seniors 4. Responsible for all graduating seniors completing the Delta Member Exit

form legibly and completely 5. Find out where each senior will be living after graduation and notify any

alumnae association in the area 6. Will invite alumnae to assist with Spirit Week, Recruitment, Bid Day,

Diamond Days, Initiation, etc. in a timely fashion 7. Educate the chapter on the positive impact alumnae relations have on

Recruitment as a year-round process 8. Work with the MEVP to educate Alphas and Deltas on Alpha Delta Pi

membership as a lifetime experience

9. Attends local alumnae association meetings when needed 10. Acknowledges all alumnae involvement in a timely fashion 11. Attends DLC (District Leadership Conference) for job training 12. Will need to set personal goals and work toward accomplishing them

Public  Relations  Chair  (PR  Chair)    The responsibilities that the Public Relations Chair has during her term in office are the following:

1. Will serve as a member of the Chapter Recruitment Team, which assumes responsibility for Chapter Recruiting, Marketing and Public Relations. This team incorporates Philanthropy, Alumnae, chapter activities And Positive Public Relations into the year-round Chapter Recruitment Program

2. Report chapter news on the Adelphean Update form and sends along with photos to the chapter editor of The Aldelphean

3. Will serve as a member of the Alumnae Relations Committee 4. To educate the chapter on the positive impact Public Relations has on

Recruitment as a year-round process 5. Publicize and market Alpha Delta Pi and event information for all chapter

events 6. Provide updates about sisters to the chapter on a weekly basis 7. Will work with Alumnae Relations chair to promote activities of the chapter

to the alumnae in a promptly manner 8. Submit the monthly PR report to Recruitment Director for the district 9. Attends DLC (District Leadership Conference) 10. Will set personal goals and works toward accomplishing them

Chapter 5 21

Finance Team

Finance  Vice  President  (FVP  The responsibilities that the Finance Vice President has during her term in office are the following:

1. Will act as the financial manager for the chapter assuming responsibility for all aspects of chapter financial management and designated chapter related property management

2. To distribute checks to meet chapter expenses 3. To keep an accurate records of all financial transactions using forms or

software distributed by Executive Office 4. Will ensure all chapter debts are paid promptly and proper documentation is

collected and retained 5. Will need to prepare initial chapter budget and revised budget for executive

board and chapter approval and submits them to the Chapter Finance Director by the designated due dates

6. Monitor officer budgets by printing and distributing monthly budget versus actual reports to all board members

7. Is responsible for submitting bank statements and any requested items by designed due dates to executive office

8. To review the event planning form and signs her concurrence that the funds identified are available for the event

9. Collect badge and guard fees from Alpha members 10. Serves as a member of the executive board and executive committee 11. Will serve as voting member of the House Corporation Board 12. Will serves as a chair of the Finance Team 13. Communicate with the Finance Advisor weekly and with the Chapter

Finance Director and Housing Resource Director 14. Communicate with appropriate Executive Office personnel 15. Will need to inform the Recording Secretary of those members who were

granted Inactive Membership status for financial reasons during the previous year so she may return them to the chapter roll if they are still enrolled in school

16. Will need to inform Director Of Standards And Ethics of any member who are delinquent in their accounts for proper standards procedures can begin

17. To review financial obligations and collection procedures with Alpha and Delta members at the beginning of each school year

18. Will be living in the chapter house during her term as an officer 19. Responsible for the following forms and reports

a. Budget b. Revised budget c. Any other forms required by executive office

20. Will review and follows to the Financial Responsibility Criteria for chapter performance awards for the current year

21. Monitor accounts receivables and ensures proper collection procedures 22. Report the financial status of the chapter to the Executive Board and to the

chapter on a regular basis 23. Will supervise the duties of the finance assistance 24. Will set personal goals for the office of Finance Vice President and work

toward their accomplishment 25. Will fulfill all other responsibilities as directed by the International Vice

President of Finance, Chapter Finance Director, Executive Office and Finance Advisor

Finance  Assistance  The responsibilities that the Finance Assistant has during her term in office are the following:

1. Will serve as a member of the chapter finance team which assumes responsibility for all aspects of financial and designated aspects of chapter-related property management

2. Monitor office budgets 3. Monitor passthrough activity and prepares passthrough reconciliation forms 4. Will go deposits money received in the chapter bank account under the

direction of the FVP 5. Is encouraged to run for Finance Vice President the following year 6. Will assist the FVP in other duties relating to the financial affairs of the

chapter 7. Will sets personal goals for the office of Finance assistant and work toward

their accomplishments

Property  Manager  The responsibilities that the Property Manager has during her term in office are the following:

1. Will serve as a member of the chapter finance team which assumes responsibility for all aspects of financial and designated aspects of chapter-related property management

2. Serve as a voting member of the House Corporation Board 3. Will work closely with the House Director and will meet with her weekly 4. Will notify the Finance and House Advisor and the House Corporation Board

President when repairs are needed. Consults with the Housing Resource Director, if there is no house corporation, on any major repairs or other facility projects

5. Coordinate with The Finance and House Advisor and House Corporation Board President to ensure the current leases provided by the International Organization are used as resident leases

Chapter 5 23

6. Be able to draft chapter defined house rules, with House Corporation approval, which they bring to Executive Board and the chapter for a vote

7. Ensure that all of the house rules are enforced 8. Will draft any changes to the rules for assigning rooms and present the rules

to the Executive Board and chapter for a vote. Rooms should be assigned in a fair manner.

9. Will promote awareness of the need for following basic security procedures and monitor such procedures

a. Exterior doors closed and locked at all times b. Key security c. Alarm system d. Periodic changing of locks e. Smoke detectors f. Interior fire doors closed

10. Will need to update the chapter inventory by reporting things that were lost/broken or stolen, as well as things that were purchased/replaces and /or updated. If a comprehensive chapter inventory has not been done then you should create one. The inventory can be photographed, written or videotaped. The house corporation should keep a detailed list of all furniture and equipment owned by the corporation.

11. Work with the Finance Advisor and other officers to plan resident activities that enhance the living environment in the chapter house, also encouraging members to live in the house

12. Will be living in the chapter house during her term in office 13. Will set personal goals for the office and works toward accomplishing them 14. Attends DLC (district leadership conference) for training

Chapter 6 25

Standards and Ethics Team

Director  of  Standards  and  Ethics  The responsibilities that the Director of Standards and Ethics has during her term in office are the following:

1. Act as the chapter leader for upholding the values and principles of Alpha Delta PI

2. Has the responsibility for empowering to hold each other accountable for their actions

3. Will serve as a member of the Executive Committee and Executive Board 4. Will serve as chair of the Standards and Ethics Team which has the

responsibility for empowering members to hold each other accountable for their actions serves as a member of the Chapter Recruitment Management Committee

5. Will serve as a chair of the standards council which is composed of the Director Of Standards And Ethics, chapter President and an advisor and holds standards council meetings with members as needed

a. Prepares the proper paperwork b. Submits sealed paperwork to the EVP for mailing to the appropriate

officers and maintains paperwork standard files 6. Is seen as a role model in the areas of standards, ideals, and attitudes 7. Makes sure the members of her team perform their responsibilities with the

utmost efficiency and effectiveness 8. Will live in the house during her term in office 9. Responsible for the annual review of the Standards Code 10. Will review and fully explain the Alpha Delta Pi Policy regarding hazing so

all Alpha and Delta members have a clear understanding of its intent. 11. Will review excuses with her team and jointly determine if the excuses are

allowed as specified in the Chapter Bylaws. 12. Is proactive and reviews standards for expected behavior before social

functions and special events 13. Will set personal goals for the office of Director of Standards and Ethics and

work toward accomplishing them 14. Attends DLC (District Leadership Conference) for job training

Chaplain  The responsibilities that the Chaplain has during her term in office are the following:

1. Will serve as a member of the standard and ethics team which assumes responsibility for empowering members to hold each other accountable for their actions

2. Is to encourage spiritual growth of members

a. Keep a file with helpful articles, poems and quotes to use for special occasions and reads or posts items as appropriate.

b. Keep a list of campus and community counseling resources. Shares list with the chapter and o individual members as appropriate

3. Works with the standards and ethics team to evaluate excuses for member absences

4. Will sets personal goals for the office of chaplain and work toward accomplishing them

Spirit  Chair  The responsibilities that the Spirit Chair has during her term in office are the following:

1. Will serve as a member of the standard and ethics team which assumes responsibility for empowering members to hold each other accountable for their actions

2. Should organize and implement a spirit program for the chapter, which should be designed to keep sisterhood and generosity high, especially during recruitment and special events. All events should be in good taste and portray a positive image of Alpha Delta Pi.

3. Will present plans to Executive Board for approval 4. Will works with the Standard And Ethics Team to evaluate excuses and

member absences 5. Will set personal goals for the office and work toward accomplishing them

 

Chapter 7 27

Social Enrichment Team and Risk Management Committee

Director  of  Social  Enrichment    The responsibilities that the Director of Social Enrichment has during her term in office are the following:

1. To plan and direct the chapter social program for the entire year with assistance of the social enrichment team. The social program should include formal, informal parties, events for parents and alumnae, and events for Alpha and Delta members. (This includes events that are co-sponsored with fraternities, sororities and/or other campus organizations)

2. Will serve as a member of the Executive Committee and Executive Board 3. Will serve as the chair of the Social Enrichment Team and Risk Management

Committee and ensures strict loyalty to the related policies and procedures of Alpha Delta Pi and the campus

4. To prepare the event planning form which must be reviewed by the Risk Management Committee and submitted to the Executive Board for approval approximately 30 days prior to any chapter sponsored or co-sponsored event

5. The president is the only chapter officer authorized to sign contracts on behalf of the chapter

a. No multi-year contracts may be signs b. Must receive approval from the Executive board before signing any

contract c. Any contact involving a financial obligation greater than $3000 must

be approved by the Collegiate Province Director d. Any contract involving a financial obligation greater than $6000 must

be reviewed by an attorney 6. Will ensure that the members of her team perform their responsibilities with

the utmost efficiency and effectiveness 7. Will live in the chapter house for the term of her office 8. Will set personal goals for the office of Director Of Social Enrichment and

works toward accomplishing them 9. Attends DLC (District Leadership Conference) for job training

Music  Chair  The responsibilities that the Music Chair has during her term in office are the following:

1. Will serve as a member of the Social Enrichment team which assumes responsibility for events for informal and formal events for Alpha and Delta members, parents and alumnae and co-sponsored events with other campus organizations

2. To ensure that music is an integral part of chapter life 3. To encourage and coordinate participation of campus musical activities

4. Will work with other chapter officers to determine musical needs for special events, recruitment, and ritual

a. Will hold song practices as needs b. To ensures that only songs and chants in good taste are performed by

the chapter 5. Will submit any new songs to Executive Office 6. Will be encouraging the Grand Convention delegate to take a tape recorder to

record and learn new songs. Will ensure that the songs and chants taught at DLC are typed

7. Will set personal goals for her office and works toward accomplishing them

   

Chapter 8 29

Panhellenic

Panhellenic  Delegate  The responsibilities that the Panhellenic Delegate has during her term in office are the following:

1. To act as a leader of the Chapter’s Panhellenic Delegation assumes responsibility for representing Alpha Delta Pi on the local college Panhellenic Council. Attends all meetings of the College Panhellenic Council or appoints alternate and fulfills assigned duties in that capacity

2. Will serve as a member of the Executive committee, Executive Board and Ex-Offico member of the Chapter Recruitment Team

3. Will be reporting all panhellenic business and events to the chapter 4. Will be studying all appropriate publications including:

a. NPC Manual of Information b. Guidelines for Recruiting Procedures c. College Panhellenic Constitution and Bylaws d. Ph Factor newsletter

5. To establish a good working relationship with the Campus-Fraternity/Sorority Advisor

6. To follows to the following guidelines concerning Panhellenic votes: a. Will always bring any Panhellenic business to the chapter for a vote

before casting a vote in Panhellenic b. Will inform Collegiate Province Director and talks with the

supervising Panhellenic Relations Director and/or the NPC Delegate prior to casting a vote on the following:

i. Change in time of formal recruitment ii. Change in how quota is determined

iii. Increase/decrease in total iv. Any discussion of extension and votes regarding extension v. Any matter unclear to the delegate

7. To ensure that the members of her team perform their responsibilities with the utmost efficiency and effectiveness

8. Will communicates weekly with Recruitment Advisor 9. Will be living in the chapter house during her term in office 10. Will send Panhellenic Relations Director a hard copy or complete URL

address for College Panhellenic Council Constitution, Bylaws and Recruitment Rules

11. Will set personal goals for the office of Panhellenic Delegate and work toward accomplishing them.

Chapter 9 31

Miscellaneous

All officers holding a position with an Alpha Delta Pi chapter will follows guidelines set in Alpha Delta Pi Graphics Standards Handbooks when using Alpha Delta Pi brand, logo or slogan (First. Finest. Forever. Since 1851)

All officers holding a position with an Alpha Delta Pi chapter will ensure an effective transition for the new officer at the conclusion of the term in office

Index 33

Index (RVP), iii, 21 advisors, 7, 8, 23 Alpha, 1, v, 8, 9, 13, 14, 15, 16, 23, 24,

25, 27, 28, 31, 32, 33, 34, 35, 37 Alpha Delta Pi, 1, v, 8, 15, 23, 24, 25,

31, 32, 33, 35, 37 Alpha Member, 8, 9, 13, 14, 15 Alpha Member Education Sessions, 9,

13 Alpha Member Packet, 8, 14 Alpha Member Packets, 14 Alumnae Relations Chair, iii, 24 Alumnae Relations Committee, 25 Alumnae-Collegiate Relations

Director, 24 Campus-Fraternity/Sorority Advisor,

35 Chaplain, iii, 32 Chapter Advisor, 3, 7, 23 Chapter Bylaws, 31 Chapter Finance Director, 27, 28 chapter house, 7, 13, 15, 21, 28, 29, 33,

35 Chapter Recruiting, 21, 22, 23, 24, 25 Chapter Recruitment, iii, 19, 21, 22,

23, 24, 25, 31, 35 Chief Executive Officer, 3 College Panhellenic Council

Constitution, 35 Collegiate Providence Director, 14 Collegiate Province Director, 3, 7, 15,

33, 35 correspondences, 8, 15 Corresponding Secretary, iii, 8 Delta, 1, v, 8, 13, 15, 23, 24, 25, 28, 31,

32, 33, 34, 35, 37 Diamond Appraisal, 14, 17 Diamond Development Plans, 13, 14 Diamond Development Program, 13 Director of Social Enrichment, iv, 33 Director of Standards and Ethics, iii,

31

Director Of Standards And Ethics, 27, 31

District Leadership Conference, 4, 7, 15, 22, 24, 25, 31, 33

District Team Director, 3 DLC, 4, 7, 15, 22, 24, 25, 29, 31, 33, 34 EVP, iii, 4, 7, 8, 31 executive board, 3, 27 Executive Board, 3, 7, 13, 15, 21, 22,

28, 29, 31, 32, 33, 35 Executive Committee, 3, 7, 13, 17, 21,

22, 31, 33 Executive Office, 15, 27, 28, 34 Executive Vice President, iii, v, 4, 5, 7 Finance Assistant, 28 Finance Committee, 3 Finance Team, iii, 27 Finance Vice President, iii, 3, 7, 27, 28 Financial Responsibility Criteria, 28 Formal Recruitment, 22 Foundation Philanthropy Director, 24 FVP, iii, 3, 7, 27, 28 Grand Convention, 34 Guard, iii, 16 Historian, iii, 8 House Corporation Board, 3, 27, 29 initiation, 3, 15 International Awards, 7 International Officers, 8 International Organization, 7, 29 Leadership Chair, iii, 17 Legacy Introduction Forms, 8 liaison, 7, 16 Marketing, 21, 22, 23, 24, 25 Member Education Advisor, 14 Member Education Team, iii, 13, 14 Membership Development Programs,

13 Membership Education Advisor, 13,

15, 16, 17 Membership Education Team, 11, 13,

14, 15, 16, 17

Membership Education Vice President, 13

MEVP, iii, 13, 14, 16, 17, 24 Music Chair, iv, 34 New Member Coordinator, iii, 9, 14 Panhellenic Delegate, iv, 17, 21, 35, 36 Philanthropy, iii, 21, 22, 23, 24, 25 Potential Member Profiles, 8 president, v, 3, 4, 33 President, iii, 7, 3, 7, 13, 14, 21, 28, 29,

31 Pride Leaders, 13, 14 Pride Program, 13 Property Manager, iii, 28, 29 Public Relations, iii, 21, 22, 23, 24, 25 Recording Secretary, iii, 7, 8, 27 Recruitment, iii, 3, 14, 21, 22, 23, 24,

25, 35

Recruitment Director, 21, 22, 25 Recruitment Information Manager, 23 Recruitment Management Committee,

3, 22, 23, 31 Recruitment Vice President, 21 Risk Management Committee, iv, 33 Ronald McDonald House Charities, 23 Scholarship Chair, iii, 15 Scholarship Committee, 15, 16 Social Enrichment team, 34 Social Enrichment Team, iv, 33 Spirit Chair, iii, 22, 32 Standards and Ethics Team, iii, 31 Standards council, 3 Total Membership Education Director,

14