Phi Beta Sigma Fraternity, Inc. Beta Beta Theta Chapter American University Membership Intake Class...
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Transcript of Phi Beta Sigma Fraternity, Inc. Beta Beta Theta Chapter American University Membership Intake Class...
Phi Beta Sigma Fraternity, Inc.Beta Beta Theta ChapterAmerican UniversityMembership Intake ClassSpring 2010
Agenda
(Week 2)• Recap/Questions• Chapter Mngt. and
Activities• Just Communicating• PBS Protocol• Progress Report
(Crescent Project)
(Week 3)• Review – History• Zeta Phi Beta• Review – NPHC• Greek Life at AU• Alumni Membership• Final Report
(Crescent Report)
Recap
• Greek Letter Organizations
• Origins: Phi Beta Sigma Fraternity
• National Programs
Chapter Management
Facts to Remember
Fiscal Year: 01/01 – 12/31
Chapter Tax: $075.00
Liability Insurance: $375.00
National Dues: $080.00
Regional (Eastern): $015.00
Chapter Management
• Qualities of an Active Chapter– Leadership that strives for excellence in:
• Demeanor• Character• Action/Programming
– Genuine interest and engagement with each other
– Fees for continued membership are not prohibitive
Chapter Management
• Qualities of an Active Chapter (cont.)– Meetings are held regularly and timely
– Meetings are concise and well planned
– Meetings are professional and fun
Chapter Management
• Qualities of an Active Chapter (cont.)– Meetings/Programs vary
– Programs engage the community and the membership
– Chapter publicizes its activities within Sigma and to the community.
Chapter Management
• Suggested Policies– Operate the Chapter Professionally
– Establish a Budget
– Set membership fees according to the budget.
Chapter Management
• Suggested Policies (cont.)– Review, as a chapter, correspondence and
directives from:• The Conclave• The National Office• Members of the General Board• Members of the Regional Board
Chapter Management
• Suggested Policies (cont.)– Incorporate policies, directives, and
resolutions for the hierarchy of the Fraternity into the chapter’s operations.
– document, Document, DOCUMENT!!!
Financial Management
– Double Signature Bank Account• President• Treasurer
– Establish a budget– Deposit all revenue in the Chapter’s bank
account– Provide/obtain a receipt for every monetary
transaction.
Financial Management (cont.)
– Do not disburse funds without appropriate documentation (i.e. voucher and/or invoice).
– Ensure that any and all disbursement(s) are within the Chapter’s budget.
– Don’t commit the chapter financially to more than it has in verified funds. (Don’t overdraw the chapter bank account)
– Fiscal Officers should regularly report on their activities to the chapter (at least monthly).
Financial Management (cont.)
How To Handle Funds– Documentation/Receipt Book– Treasurer makes all deposits– Use a Voucher system– Expenditures not in the budget need to be
approved by the chapter– Pay for expenditures by check
Financial ManagementDeveloping a Budget
• Who Makes The Budget?– The Finance/Budget Committee
• What data should be included?– Estimated # of Financial Members– Planned Fundraising projects– Planned program activities– Other planned expenditures
Chapter Management (cont.)Developing a Budget
– When Should the Budget Be Made?• Before /at the beginning of the fiscal year.
– How is the Budget Made?• Estimated Receipts• Estimated Disbursements
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimated Receipts
National Dues (6) $0080.00
Regional Dues (6) $0015.00
Local Dues (6) $0050.00
Subtotal $0145.00 X 6 = $0870
Fundraising Projects
Relay for Life $0420.00
Party 1 $2722.00
Stepshow Earnings $0500.00
Subtotal $3652.00 $4512
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimated Disbursements
National and Regional Fees
National Dues (6 * $80.00) $0480.00
Regional Dues (6 * $15.00) $0090.00
National Delegates (2 * $500) $1000.00
Regional Delegates (2 * 120) $0240.00
Subtotal $1810.00 ($1810)
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimate Disbursement (cont.)
General Operating Expenses
Postage and Office Supp. $120.00
Publicity - Parties $700.00
Publicity - Website $060.00
Subtotal $880.00($2690)
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimate Disbursement (cont.)
Programs
Founders’ Day $0125.00
Scholarships (2 * $250) $0500.00
Speaker (Honorarium) $0300.00
Subtotal $0925.00 ($3615)
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimate Disbursements (cont.)
Contributions
American Cancer Society
(SWWAC) $0420.00
March of Dimes
Sigma Steppin’ for Babies $0250.00
Subtotal $0670.00($4285)
Chapter ManagementBudget
Beta Beta Theta Chapter
Estimate Disbursements (cont.)
Social Activities
Interest Meetings
Refreshments $0050.00 ($4335)
Miscellaneous
Chapter Ad
Regional Ad Journal $0025.00 ($4360)
Total Disbursements ($4360)
Estimated Balance $0152
Financial Management (cont.)Inter-Chapter Relations
– Maintain contact– Keep other brothers/chapters informed of
your events/plans– Visit other chapters and members
• For programs and activities• During Break
Financial Management (cont.)Inter-Chapter Relations
– Discuss individual and organizational challenges with Alumni members
– Seek a professional or personal mentor in the Fraternity.
– Ask Alumni and Collegiate members to comment on proposed chapter initiatives.
Financial Management (cont.)Chapter Records and References
– The National, Regional, & Chapter Constitution and By-Laws
– The Sigma Light & Critical Knowledge– The Perfection Scoop– The Protocol Manual– The Ritual
Financial Management (cont.)Chapter Records and References
– Correspondence from:• Officers• The Headquarters• The University• Other campus organizations
Financial ManagementChapter Records and References
– Officer Reports (2 yrs)– Meeting Minutes (5 Yrs)– Bank Account Statements (5 yrs)– Internal Financial Records (5 yrs)– Program Evaluation Reports– Chapter Reports
Chapter Activities
• National Programs– Bigger & Better Business– Social Action– Education
• Membership Intake• Conferences (National & Regional)
Chapter Activities
Chapter Activities
Chapter Activities
Chapter Activities
Chapter Activities
Corporate Partnerships
and Signature Programs
Just Communicating
Overview
Part A
Just Communicating
Com·mu·ni·ca’tion, n.
• Intercourse by words, letters, or messages; interchange of thoughts or opinions, by conference or other means.
Just Communicating
The Staff at the International HQ communicates with:
• ~40 brothers a day by phone• ~300 chapters a week by
correspondence
Just Communicating
60% of the activities of the staff deals with some form of communication. – If they can’t understand what your saying,
you won’t understand what they’re doing.– Therefore, a clear distinct bridge of
communication needs to be established between the brother/chapter and the HQ.
Just Communicating
Workshop Objectives• To explain how to maintain effective
communication between the membership and the HQ staff.
• To provide insight on eliminating problems that occure when submitting monites to HQ.
Just Communicating
Question: – Why is accurate communication important?
Answer:– It assures the correct processing of monies– Is assures the timely delivery of materials– It clears any mis-information that may
persist– Saves time and resources
Just Communicating
PBS Forms 1-8
PBS-1 Internal Processing Form– Identifies each brother for which money is being submitted– Itemizes all the fees being submitted with the indicated amounts
PBS-2 Application Form– Contains all the personal information pertinent to the prospective
individual.– Provides proof of approval by the Regional Director.
Just CommunicatingPBS Forms 1-8
PBS-3 Student Approval Form–Presents the name(s) of all each individual to the University and the Regional Director.–Acknowledges the approval of each individual by the University–Verifies the selection of each individual by the collegiate chapter.–Contains the approval by the Regional Director
PBS-4 Graduate Approval Form–Same as the PBS-3, except for Alumni Chapters–Does not contain documentation for university approval
** Important for the chapter and the HQ to know that the individual was approved by the Regional Director.
Just Communicating
PBS Forms 1-8
PBS-5 Academic Verification Form–Acknowledges permission for the University to release GPA information to the Fraternity.–Establishes a written agreement between the individual and the chapter.
PBS-6 Candidate Evaluation Form–Contains information relative to the individual’s interview with the chapter.–Gives written consent to the committee’s decision to reject or accept.
Just Communicating
PBS Forms 1-8
PBS-7 Member Certification Form–Necessary for becoming certified in the membership intake process.
PBS-8 Transfer/Reinstatement Form–Explains from which chapter a brother is coming from and associating with.–Informs the chapter and the HQ that a brother may be reinstating his membership status.
Just Communicating
Mis-Communication
Part B
Just Communicating
Rule #1• DO NOT be intimidated by any of the forms!!!
Rule #2• It’s important to dubble check the amount of money submitted
making sure that it corresponds with the number of brothers listed on the form.
Rule #3• For every name listed to receive credit there should be an
associated dollar figure.
Just Communicating
Rule #4• Do not mix the payments for new membership fees with the
payment for continuing or reinstating members.
**This will result in all paperwork being returned and all monies being deposited
Just Communicating
Rule #5• It’s always important to identify each brother with their given
membership number to distinguish who’s who.
Rule #6• If different dollar amounts are being submitted, make sure it is
listed so the proper individual will get the credit paid for.
** This is a major delay in processing. When the dollar amount submitted don’t add up, all processing on that order will stop.
Just Communicating
Rule #7• Read, Read, Read every part of the form that you fill out. Don’t
get lazy when it comes to filling out the forms. Type the full chapter name, indicated the right codes, and fill in the correct dollar amounts
Just Communicating
Other errors that delay processing• Illegible handwriting• No reinstatement fee for reactivating brothers• Mixing payments to the Federal Credit Union with membership
fees and assessments• No address listed• Incomplete or abbreviated addresses listed
Just Communicating
Summary• Double check all boxes, columns, and spaces to ensure that
everything is complete.• Type all information on t he forms – don’t assume everyone can
read your handwriting.• Separate paperwork and monies from new membership fees
and continuing members.• Double check all dollar amounts.• Check – Double Check – Triple Check EVERYTHING on all
forms being submitted. Let someone else read the forms and see if they understand what is trying to be communicated.
Protocol
• Procedure for recognizing Sigmas, Zetas, and other Greeks.
• Every financial member is entitled to and should be accorded the respect and recognition of his fellow brothers.
• Following protocol demonstrates high regard for individual members and organizational leadership.
Protocol
International President
The President is the highest official of the Fraternity and should at all times be granted the respect, courtesies and befitting social amenities due his office.
Protocl
Recognition and RespectDue recognition and respect should be shown to
Sigma’s leaders in the following sequence.
National• President• Past National President (according to numerical sequence)• Distinguished Service Chapter (DSC) Members • Members of the General Board (elected officers)• Appointed Officers• National Executive Director
Protocol
Regional• Regional Director• Members of the Regional Board (elected)• Appointed Officers• Past Regional Directors
Local• Chapter President(s)• Chapter Officers
Protocol
Zeta Phi Beta Sorority, Inc.• Grand Basileus• Past Grand Basilei• Other National Officers• Regional Director(s)• State Director(s)• Local Chapter Basileus (Basilei if there is more than one
chapter in the immediate vicinity).
Protocol
The National Pan-Hellenic Council (NPHC) and Other Greeks• The President of the NPHC should precede other Greeks
• Introduce Greek Letter Organization alphabetically
• Zeta’s Grand Basileus should always be in a position of high honor close to Sigma’s International President
Other Dignitaries• Recognition and respect deemed appropriate for the occasion
should be accorded.
Protocol
Representation
• The International President
• The Regional Director
• The Chapter President
Protocol
Courtesies to be extended to officers
• Rise at the entrance of the International President.• Rise at the entrance of the Grand Basileus.• The International President should be provided a white
carnation boutonniere at all functions.• The Grand Basileus should be provided a corsage made of
white roses, orchids, or carnations.• A corsage should also be provided at all special events for the
International President’s wife or female guest.
Protocol
Courtesies to be extended to officers (cont.)
• The International President and Grand Basileus should be afforded the opportunity to provide greeting or remarks at some appropriate point in the program.
• Other National officers, past International Presidents, and members of the Distinguished Service Chapter should always be acknowledged at an appropriate point in each event’s program.
• Visiting officer from the National Pan-Hellenic Council, Inc. and other Greek Letter organizations should be similarly recognized.
Protocol
Hospitality and Social Amenities
• The National President should be met upon his arrival in any city or community by a representative from the host or local chapter.
• He should be provided with transportation to his hotel and during the length of his stay.
• The host chapter should arrange for and negotiate the rate on a hotel suite to permit the International President to host meetings or entertainment for other VIPs.
• The host/local chapter should provide light refreshments, beverages, and a fruit basket for the International President’s suite or hotel room.
Protocol
Hospitality and Social Amenities (cont.)
• An opportunity should be provided for the International President to interact with local collegiate Brothers.
• Appropriate news, media, and other forms of publicity should be engaged to expose the International President to media coverage during his visit.
• Local dignitaries should be encouraged to make appropriate welcoming or recognition presentation to the International President upon his arrival or at a designated time during his visit.
Protocol
Receiving Line
1. Chapter President or Conference Chairman
2. International President (and spouse/guest)
3. The Special Guest
4. The Regional Director
5. Chapter President (if not the first recognized)
6. Other Officials and Dignitaries
Protocol
Dress for Sigma Functions
Appropriate attire is determined by the occasion• Formal (strict) properly requires full dress tails for men and long
gowns for the ladies.• Formal, in today societal interpretation, normally requires
tuxedoes or suits for the men and after five attire, gowns, or cocktail dresses for dances, dinners, and functions like the Orchid Ball.
• Suits, sports jackets with slacks, pantsuits, slacks and sweaters may be considered informal wear suitable for attending meetings, conferences, etc.
Membership Intake ClassSpring 2010
Questions?