ALPHA KAPPA ALPHA SORORITY, INCORPORATEDINTERNATIONAL STANDARDS COMMITTEE

STANDARDSRESOURCE GUIDE

“A G

UIDE FOR EFFECTIVE CHAPTER OPERATIONS”

January 2010

INTERNATIONAL STANDARDS COMMITTEE

Soror Alma Ivey Clarke, ChairmanTau Lambda Omega ~ Great Lakes Region

2200 Crestridge Drive • Dayton, Ohio 45414-2089

North AtlanticSoror Cheryl W. Goodridge

Sigma Psi Omega11 Weir Street

Hempstead, New York 11550-7607

Mid-AtlanticSoror Joyce Henderson

Zeta Chi Omega5911 Edsall Road #411

Alexandria, Virginia 22304

South AtlanticSoror Angela M. Friall

Tau Pi Omega6882 Glen Cove Lane

Stone Mountain, Georgia 30087

Great LakesSoror Darlene Riggins White

Delta Nu Omega23 Bru-Mar Drive

Rochester, New York 14606

South EasternSoror Josephine B. Dantzler

Eta Xi Omega9870 Belmont Lane

Tuscaloosa, Alabama 35405

South CentralSoror Patricia WebbOmicron Mu Omega

16143 O’Connor AvenueForney, Texas 75126

CentralSoror Osie B. DavenportLambda Alpha Omega101 S. Stauffer Drive

Naperville, Illinois 60540-4133

Mid-WesternSoror Yvette KeeseeEpsilon Nu Omega

2490-D South Quebec StreetDenver, Colorado 80231

Far WesternSoror Lorraine Hood-Jack

Zeta Sigma Omega3451 SW Doschview Court

Portland, Oregon 97239-1488

InternationalSoror Gizette L. Thomas

Mu Gamma Omega9055 Catherine’s RestSt. Croix, VI 00820

Soror Evelyn Sample-OatesNorth Atlantic Regional Director

Directorate Liaison to theInternational Standards Committee

Published byAlpha Kappa Alpha Sorority, Incorporated

5656 South Stony Island AvenueChicago, Illinois 60637

2010

i

TABLE OF CONTENTS

ALPHA KAPPA ALPHA SORORITY, INCORPORATEDINTERNATIONAL STANDARDS COMMITTEE

STANDARDS RESOURCE GUIDE

PageForeword by Soror Barbara A. McKinzie, International Supreme Basileus………… iiiGreeting by Soror Alma Ivey Clarke, International Standards Chairman…….…….. ivMission Statement………………………………………………………………………vExecutive Summary…………………………………………………………………… vThe Meaning of Chapter Operations…………………………………………………... vi

SECTION ONE: ROLES & RESPONSIBILITIES

I. Role of International Standards Committee…………………………………… 1II. Role of Regional Heritage Committee………………………………………… 1III. Role of Regional Standards Committee……………………………………….. 2IV. Role of Chapter Standards Chairman and Committee………………………… 2V. Chapter Responsibilities…..…………………………………………………… 2

SECTION TWO: ASSESSMENTS & EVALUATIONS

VI. Chapter Self Assessment……………………………………………………..... 3VII. Chapter Evaluation Process…..………………………………………………... 3VIII. Evaluation Team Visits…...…………………………………………………….3

Cross Evaluations………………………………………………………… 4IX. Re-Evaluations ………………………………………………………………... 5

SECTION THREE: APPENDICES

Chapter Self Assessment FormAnnual Chapter Records Certification FormStandards End of the Year ReportSample Template: Chapter Meeting AgendaSample Template: Chapter Chapter MinutesSample Template: Chapter Bylaws – GraduateSample Template: Chapter Bylaws - UndergraduateStandard Reference List: “Where To Find It”

ii

Alpha Kappa Alpha Sorority, Incorporated5656 S. Stony Island Avenue * Chicago, Illinois 60637-1997 * 773 684-1282 * Fax 773 288-8251

BARBARA A. MCK INZIEINTERNATIONAL SUPREME BASILEUS

Dear Sorors:

It is indeed, A New Day! It’s time to renew our minds and our hearts with great expectations forour sisterhood! It’s time to get back to the basic principles of our Founders! It’s time to get tothe real business of our great Sisterhood! How do we do it? We effectively guide, evaluate andeducate ourselves based on our operational standards and procedures.

We must be confident in knowing that we intend to operate effectively and efficiently, chapter-by-chapter and soror-by-soror. By taking an individual and group approach, we will end up witha holistically sound organization. To that end, we need our entire membership to adopt and fullyparticipate in the International Standards Committee’s goal of “improving chapter operationsand procedures through internal and external standardized evaluations.”

This guide, as developed by the International Standards Committee, is designed based on ourConstitution and Bylaws and Manual of Standard Procedure. Sorors, we have worked to makethe evaluation process more efficient. Feel confident in knowing that we are merely movingtoward A New Day of renewing, revitalizing and therefore savoring the heritage of our Sorority.

Our wonderful International Standards Committee has labored LONG, HARD ANDVOLUNTARILY to prepare this guide; therefore, it is my sincere hope that you will utilize theprocesses herein to improve and maintain the effective operations of your chapters. Please joinme in saying THANK YOU AND WE LOVE YOU to the best Centennial Standards Committeethis Sisterhood has produced.

Sisterly,

Barbara A. McKinzieInternational Supreme Basileus

iii

Soror Alma Ivey ClarkeChairman

Alpha Kappa Alpha Sorority, IncorporatedInternational Standards Committee

5656 S. Stony Island Avenue * Chicago, Illinois 60637-1997 * 773 684-1282 * Fax 773 288-8251

Soror Josephine DantzlerSouth Eastern

Soror Osie B. DavenportCentral

Soror Angela M. FriallSouth Atlantic

Soror Cheryl W. GoodridgeNorth Atlantic

Soror Joyce HendersonMid Atlantic

Soror Lorraine Hood-JackFar Western

Soror Gizette L. ThomasInternational

Soror Yvette KeeseeMid Western

Soror Patricia WebbSouth Central

Soror Darlene Riggins WhiteGreat Lakes

Soror Evelyn Sample-OatesDirectorate Liaison

North Atlantic Regional Director

22

My Dear Sorors, Greetings!

On behalf of the International Standards Committee, it is indeed mypleasure to present this 2010 Standards Resource Guide. During ourcurrent administration, we in Alpha Kappa Alpha Sorority, Incorporatedhave celebrated our centennial legacy of sisterhood and service to allmankind. As a result, we must continue to set our standards higher thanever before, for, we are the standards bearers.

The premise of this Resource Guide has been established upon the quotetaken from Shakespeare’s Hamlet, "to thine own self be true," and withthe direction and leadership of our Supreme Basileus, Soror Barbara A.McKinzie. The success of the implementation of this guide is dependenton a positive team approach by all members of our Sorority.

The International Standards Committee in partnership with the RegionalHeritage Committee has joined forces for the evaluation and re-evaluationof chapters. Together, we are fully dedicated to the success of this effortand ask each of you to join us in continuing its effective delivery andexecution.

It is our expectation that all chapters will Embrace Standards Processes toEnsure our Sisterhood’s Perpetuity, as we Enhance Standards Procedures.

Alma Ivey Clarke

Chairman

00 Crestridge Drive •

Dayton, Ohio 45414-2089

Mission

The International Standards Committee shall establish the criteria and implement the evaluation

of chapters.

Alpha Kappa Alpha Sorority BylawsArticle I, Section 15

Executive Summary

The preservation of Alpha Kappa Alpha’s identity and the fostering of its principles is the

highest priority of our organization. The International Standards Committee endorses the

adherence to Alpha Kappa Alpha’s standardized procedures through (1) effective operations, (2)

strategic evaluations, and (3) positive development.

This Resource Guide is provided to assist every chapter and every soror in complying with the

standards and procedures of our great Sorority.

This comprehensive reference guide is intended to provide guidelines for effective chapter

operations and strategic evaluations for Alpha Kappa Alpha members.

v

The Meaning of Chapter Operations

Chapter Operations is the process we use in Alpha Kappa Alpha Sorority to conduct our businessand to successfully accomplish our goals. Standards ensure the efficient and effective executionof the work to be done by members in the name of our organization. The standards for operatingare documented to foster consistent practices and procedures within each chapter. Everymember of Alpha Kappa Alpha is responsible for knowing how we should operate and beingcommitted to the proper execution of the tasks required.

Chapter Operations are enhanced when leaders and followers know the rules, regulations andguidelines. The Standards Committee, internationally, regionally and locally, exists to improvechapter operations and procedures through internal assessments and external standardizedevaluations.

Planning is the management tool that helps us do a better job. It does the following: Helps us to organize Allows us to conduct our business in an orderly manner Enhances our ability to exhibit respect for all members Ensures that all members are working toward the same goal Permits us to access and adjust the direction of our organization,

should the need ariseGood planning begins with assessment and leads to evaluation. Evaluation, in turn, providesinputs for a continuing cycle of planning and improvement.

ReferencesEvaluation Activities in Organizations. [On-line]. Available:http://www.mapnp.org/library/evaluatn/evaluarn.htm

Basic Guide to Program Evaluation. The Management Assistance Program forNonprofits [On-line].Available: http://www.mapfornonprofits.org

Radtke, Janel M. Strategic Communications for Nonprofit Organizations: SevenSteps to Creating A Successful Plan, New York: John Wiley and Sons, Inc., 1998.

Results and Performance Accountability Implementation Guide. [On-line].Available: http://www.raguide.org/purpose_of_the_guide.htm

The Learning Institute: Nonprofit Organizational Assessment Tool. [On-line].Available: http://www.uwex.edu/li/learner/assessment.htm

Standards Resource Guide, January 2005.

vi

I. Role of the Internatio

It shall be the role of the International Staimplement the evaluation of chapters. Therimproving chapter operations, (2) program imaccordance with Alpha Kappa Alpha documebut not limited to:

Development, implementation and main Ensure that chapters are in compliance w Development and implementation of a s

Implementation of an annual simplified Recommendation of appropriate bylaw Monitor chapter patterns and trends

chapters need to facilitate improved cha Maintenance of So Now You’re Elected

Operations

The International Standards Committee is chartwo (2) chapters from each region annually.

Alpha Kappa Alpha Sorority, Inc. Manu

II. Role of the Regio

It shall be the role of the Regional Heritage CoAlpha Kappa Alpha Sorority by assistingorganization’s spirit and commitment is compa

Further, the Regional Heritage Committee shStandards Committee and their respective Regievaluations.

1

SectioROLES & RESP

n One:

nal Standards Committee

ndards Committee to establish the criteria andeby, the committee shall assist chapters in (1)

plementation and (3) membership practices innts. Committee responsibilities are inclusive of,

tenance of the Standards Resource Guideith Sorority procedures

tandards training and educational program

reporting processchanges which affect Sorority standardsto develop recommendations for strategies thatpter operations: A Guide to Effective Leadership and Chapter

ged with the responsibility of evaluating at least

al of Standard Procedure, Evaluation of Chapters

nal Heritage Committee

mmittee to promote the traditions and customs ofthe Supreme Basileus in ensuring that the

tible and congruent with its Founders’ dream.

all work in collaboration with the Internationalonal Director to lead teams in performing chapter

ONSIBILITIES

III. Role of the Regional Standards Committee

The Regional Representative on the International Standards Committee shall be the chairman ofthe Regional Standards Committee. It shall be the role of the Regional Standards Committee, asassigned by the Regional Director, to assist the International Standards Committee representativein implementing and responding to pertinent evaluation processes and guidelines.

IV. Role of the Chapter Standards Chairmanand Committee

Each chapter shall appoint a Standards Chairman, which should not be the Basileus orGrammateus. It shall be the role of the Chapter Standards Chairman and Committee to ensurethat chapters adhere to the guidelines for chapter operations as described in the Alpha KappaAlpha Sorority Constitution and Bylaws, Manual of Standard Procedure and the StandardsResource Guide: A Guide For Effective Chapter Operations. Additionally, this committee shalloversee the internal assessment and external evaluation of the Chapter.

Chapters shall conduct an annual self-assessment using the annual Standards End of the YearReport Form as developed by the International Standards Committee. End of the Year ReportForms may be obtained from the Alpha Kappa Alpha Corporate office or website. A copy is alsoincluded as an Appendix in this Resource Guide.

The Chapter Records Certification Form shall be completed annually by the chapter StandardsCommittee, and certified by the chapter Basileus as evidence that the records and documentschecked are maintained in the chapter files. A completed copy shall be maintained in the chapterfiles.

V. Chapter Responsibilities

It shall be the responsibility of each chapter to (1) budget for evaluation team visits, inclusive oftravel, accommodations and meals; (2) prepare chapter files and documentation for review bythe evaluation team; and (3) effectively complete the Standards End of the Year Report Form.

2

VI. Chapter

Chapters should conduct an annual self assessmdeveloped from criteria taken directly fromBylaws. The Chapter Self Assessment Formassessments. A copy of the form is includecompleted Chapter Self Assessment Form shou

After the chapter has completed its self assessmForm developed by the International Standarinformation obtained. End of the Year ReportAlpha Corporate Office or website. A copy ofResource Guide.

VII. Chapter E

As a result of the 2006 Boule, an official Chapt

Program for 2006-2010 submitted by the Supr

by which all chapters of Alpha Kappa Alpha So

operations based on adherence to the Constituti

VIII. Evaluati

Evaluation teams will be comprised of 3-5 mStandards Committee/Regional Heritage Coinitiated by the Regional Director.

The Regional Director, Chairman of the RegionStandards Committee and the International Stanchapter evaluation schedule. Chapters are to b

SectiASSESSMENTS

3

on Two:

Self Assessments

ent. A Chapter Self Assessment Form has beenthe Alpha Kappa Alpha Sorority, Incorporated

may be used by chapters in conducting their selfd as an appendix in this Resource Guide. Theld be maintained as part of the chapter’s files.

ent, the annual Standards End of the Year Reportds Committee must be completed utilizing theForms may be obtained from the Alpha Kappathe form is also included as an appendix in this

valuation Process

er Evaluation Process was approved as part of the

eme Basileus. The evaluation process is a means

rority, Inc. will be evaluated for effective chapter

on and Bylaws.

on Team Visits

embers who at the direction of the Internationalmmittee shall perform chapter evaluations as

al Heritage Committee/Chairman of Internationaldards Committee representative shall develop the

e notified of the scheduled evaluation visit by the

& EVALUATIONS

Regional Director. Upon completion of the evaluation, a preliminary response will be providedby the Evaluation Team. A formal response letter from the Regional Director will follow.Chapters who receive a “not satisfactory/needs improvement” evaluation rating are to be re-evaluated within one year of the initial evaluation.

Cross Evaluations

A cross-region evaluation process will be utilized to ensure fairness and impartial evaluations.Evaluations will be performed as follows:

4

Evaluation Team Region Evaluated

Great Lakes Mid-Western

Central Great Lakes

Mid-Western Central

North Atlantic Mid-Atlantic

Mid-Atlantic ¾ South Atlantic (SC, FL)

South Atlantic North Atlantic

South Eastern ¼ South Atlantic (GA)¾ South Central (LA, AK, East TX)

South Central Far Western

Far Western South Eastern¼ South Central (West TX, NM)

International Standards Committee International

IX. RE-EVALUATIONS

Re-evaluations will be conducted by the Region’s Regional Heritage Committee EvaluationTeams. The Regional Heritage Committee Chairman is to confer with the Regional Director andthe Standards Committee Representative to develop the re-evaluation schedule. The re-evaluations will utilize the same evaluation tool and follow the same process and procedures(scheduling, site visits, logistics, etc.) used for the original evaluation. A copy of the originalresults of the chapter(s) being evaluated should be secured to review the deficient areas.

The Region’s Heritage Team should only re-evaluate the areas where the chapter received a“Needs Improvement” rating. The number of Evaluators should be reduced to 1 or 2 when re-evaluating a chapter. However, if there are several chapters (more than 5 chapters) being re-evaluated at one time in the same location, more than 1 or 2 Evaluators may be necessary.

If, after the re-evaluation, a chapter receives another “Needs Improvement” rating, theEvaluator(s) will note the deficient area(s) and send it to the Regional Director, InternationalStandards Committee Chairman and the Regional Representative to the International StandardsCommittee. The Regional Director will develop a training plan for all chapter(s) receiving asecond “Needs Improvement” rating to include goals with milestones/deadlines. Re-evaluationresults must be sent to the evaluated chapters within the designated 30 day period.

5

Chapter Self Asses

Annual Chapter Re

Standards End of t

Standards Referenc

Sample Templateso Chapter Meeo Chapter Meeo Chapter Bylao Chapter Byla

SectioAPPE

n Three:

sment Form

cords Certification Form

he Year Report Form

e List: “Where To Find It”

:ting Agendating Minutesws – Graduatews - Undergraduate

6

NDICES

CHAPTER SELF ASSESSMENT FORM

ALPHA KAPPA ALPHA SORORITY, INCORPORATED BYLAWSARTICLE III - CHAPTERS

DUTIES AND POWERS OF CHAPTERS

SECTION CRITERIA YES NO DOCUMENTATION

8 Chapter has hadrepresentatives at a Boulewithin a six-year period.

List of chapter officers who attended lastBoules. Copies of registrationforms/receipts

9 Graduate chapters: Officersare elected in November andinstalled in December.

Copy of chapter BylawsEnd of year report sent to RegionalDirectorCopy of chapter newsletter, minutes ofNovember and December meetingsUndergraduate chapters:

Officers are elected inNovember and installed inDecember, except whereNational Panhellenicregulations differ.

10 Chapter files with the RegionalDirector, for review andapproval, two copies of chapterbylaws.

Copy of chapter BylawsChapter annual end-of-the-year report

Two copies of all subsequentchanges to chapter bylaws areforwarded to the RegionalDirector for review andapproval.

Copy of dated form listing subsequentchanges to chapter bylaws

11 Chapter had at least onemeeting per month exceptduring the summer months.

Copy of chapter BylawsCopy of minutes of chapter meetings

12 Chapter sponsors activitieswhich interpret, implement andsupport the Program of theSorority.

List of chapter activities/local programs,with descriptions relating them to theSorority’s current Programs.

chapters in completing the Standards End of the Year Report.

Chapters should conduct an annual self assessment to assist in completing its End of the Year Report. This form has beendeveloped from criteria taken directly from the Alpha Kappa Alpha Sorority, Incorporated Bylaws and may be used by

1 of 4 Chapter Self Assessment Form

SECTION CRITERIA YES NO DOCUMENTATION

13 Chapter submits an annualreport of chapter programactivities and finances to theAlpha Kappa Alpha CorporateOffice at the end of each yearby the required due date.

Annual reports on file in the CorporateOfficeCopy of October minutes and budgetcommittee report (for presentation ofannual budget)

14 Chapter observes Founders’Day annually.

Founders’ Day programs of last 3Founders’ Day observancesCopy of chapter minutes and newsletters(Jan, Feb, or Mar only)

15 Chapter has submittedrecommendations forimproving AKA operations.

Copy of form or letter used to moveforward idea(s) for improving AKAoperationsWritten description of process

16 Chapter has solicited fundsfrom other AKA chapters ormembers.

Copies of any letters, flyers, noticesused for solicitation.Copy of Directorate approval

17 Chapter has taken a positionon any issue within thepreceding 12 month period.

Copies of any statements, letters ofendorsements, opinions and/or notices ofsupport or protests

18 Undergraduate chapters:Chapter maintains the requiredscholastic average.

List of the scholastic averages ofmembers of the chapter.Copies of grade reports sent to theRegional Director.

Chapter Self Assessment Form

2 of 4

Joint Meetings of Chapters

Purchase of Property By Graduate Chapters

SECTION CRITERIA YES NO DOCUMENTATION

20 Chapter owns property. Copy of purchase contract and allrecords filed with Corporate OfficeCopy of written permission by SupremeBasileus (if required)

Chapter Officers and Duties

SECTION CRITERIA YES NO DOCUMENTATION

19 Graduate chapterssponsoring at least oneundergraduate chapter(s):- have joint meetings withundergraduate chapter(s).

Graduate chapters:Agenda(s) of joint meetings withpresiding officer clearly identifiedCopy of chapter minutesCopy of newsletter

Undergraduate chapters:- have joint meetings withgraduate chapter.

Undergraduate chapters:Agenda(s) of joint meetings withpresiding officer clearly identifiedCopy of chapter minutesCopy of newsletter

SECTION CRITERIA YES NO DOCUMENTATION

21 Chapter meets minimumrequirement for elected officersas required by Bylaws.

Copy of October, November andDecember minutes

22 Graduate chapter sponsoringan undergraduate chapter(s):Graduate Advisor is an electedposition and meets allcertification requirementsdesignated by the Directorateapproved Alpha Kappa AlphaSorority Incorporated GraduateAdvisor Certification Program.

Copy of chapter roster for last two yearsCopy of official list of officers on file withRegional Director and Corporate OfficeCopy of chapter Bylaws identifyingrequired officers and dutiesCopies of registration forms for last twoBoules and/or Regional ConferencesCopy of Graduate Advisor certification

3 of 4

Chapter Self Assessment Form

SECTION CRITERIA YES NO DOCUMENTATION

23 Graduate chapter sponsoringan undergraduate chapter(s):Duties and responsibilities ofthe Graduate Advisor

Copy of chapter Bylaws identifyingrequired officers and dutiesCopy of any forms of acknowledgementof graduate advisor position fromappropriate university or college officialCopies of undergraduate chapter minutes,newsletters, correspondence related tointeractions between advisor, RegionalDirector, university officials or any otherrelated individualsCopy of letter of appointment fromSupreme Basileus or Regional Director (ifrequired)

24 Graduate chapter sponsoringan undergraduate chapter(s).The responsibility forsupervision of theundergraduate chapter shall bewith the graduate chapterwhich provides the graduateadvisor(s) to the undergraduatechapter.

Copy of official list of officersCopy of chapter BylawsCopy of any correspondence specific toundergraduate activities

Chapter Self Assessment Form

4 of 4

Alpha Kappa Alpha Sorority, IncorporatedInternational Standards Committee

Annual Chapter Records Certification Form

Complete this form annually at the end of the year and maintain in your chapter files.

Required Chapter Files Check if on file

1. Chapter Charter _____________

2. Bound Chapter Minutes with Committee Reports _____________

3. Executive Committee Minutes _____________

4. Financial records as required by the Fiscal Fitness

Guide to Chapter Financial Procedures:

i. Tamiouchos’ Cash Disbursements Journal _____________

ii. Checkbook and Vouchers with receipts _____________iii. Bank Statements and Bank Reconciliations _____________iv. Pecunious Grammateus’ Receipt Book and Cash

Receipt Journal _____________v. Audit Report _____________

vi. Chapter Budget _____________

vii. Bond _____________

5. Roster of Officers _____________

6. Transfer Report forms _____________

7. Year-end Reports _____________

8. Ballots _____________

9. Documents related to MIP _____________

10. Chapter Evaluations _____________

11. Chapter Report Book _____________

12. Summary of Chapter Self Assessment _____________

13. Records of Conference Attendance _____________

Annual Chapter Records Certification Form

1 of 2

Required Documents (current editions) Check if on file1. Constitution and Bylaws (International & Local) _____________

2. Manual of Standard Procedure _____________

3. Standards Resource Guide _____________

4. So You Want to Run for Office _____________

5. So Now You’re Elected _____________

6. Graduate Membership Intake Manual1 _____________

7. Undergraduate Membership Intake Manual2 _____________

8. Robert’s Rules of Order (newly revised) _____________

9. Graduate Advisors Certification & Procedure

Manual3 _____________

10. Fiscal Fitness Guide to Chapter Financial

Procedures

_____________

11. Documents and Records Retention Guide _____________

12. History Book _____________

13. Program Resource Guide _____________

14. Anti-Hazing Handbook _____________

15. Protocol Manual _____________

16. Rituals _____________

17. Public Policy Program (Connection Handbook) _____________

18. AKA Ceremonial Songs (CD) _____________

19. AKA Song Book _____________

1 Not required for undergraduate chapters.2 Only required for undergraduate chapters and graduate chapters that supervise undergraduate chapters.3 Only required for graduate chapters supervising undergraduate chapters.

Annual Chapter Records Certification Form

Chapter Basileus __________________________________Date ______________(Signature)

Complete this form annually at the end of the year and maintain in your chapter files.

2 of 2

ALPHA KAPPA ALPHA SORORITY, INCORPORATED

STANDARDSEND OF THE YEAR REPORT

CHAPTER:_________________________REGION:_______________________YEAR__________

LOCATION (City, State, University): ___________________________________________________

CRITERIA YES NO N/A

1. Chapter has had representatives at a Boule within the last sixyears.

2. Graduate chapters: Officers are elected in November andinstalled in December.

3. Chapter files with the Regional Director, for review andapproval, two copies of chapter bylaws.

4. Two copies of all subsequent changes to chapter bylaws areforwarded to the Regional Director for review and approval.

5. Chapter conducts at least one meeting per month except duringsummer months.

6. Chapter has consistently met three consecutive months betweenSeptember and June.

7. Chapter sponsors activities which interpret, implement andsupport the Program of the Sorority.

8. Chapter submits an annual report of chapter program activitiesand finances to the Alpha Kappa Alpha Corporate Office at the endof each year by the required due date.

9. Chapter observes Founders’ Day annually.

10. Undergraduate chapters: Chapter maintains the requiredscholastic average.

11. Undergraduate chapters: Officers are elected in Novemberand installed in December, except where National Panhellenicregulations differ.

12. Graduate chapters:- have joint meetings with undergraduate chapter(s).

13. Undergraduate chapters:- have joint meetings with graduate chapter(s).

Standards End of Year ReportRevised November 2009 1 of 2

CRITERIA YES NO N/A

14. Chapter meets minimum requirement for elected officers asrequired by Alpha Kappa Alpha Sorority, Inc. Bylaws.

15. Graduate chapter sponsoring an undergraduate chapter:Graduate Advisor is an elected position and meets all certificationrequirements designated by the Directorate approved Alpha KappaAlpha Sorority Incorporated Graduate Advisor CertificationProgram.

16. Chapter End of the Year Report is signed by the ChapterBasileus, Grammateus, Standards Chairman, and Graduate Advisor(as applicable).

METHOD USED FOR CHAPTER SELF EVALUATION:Secret Ballot____ Open Vote______ Phone poll______

Other (please describe method used) ___________________________________________

NUMBER OF MEMBERS IN CHAPTER:__________

NUMBER WHO PARTICIPATED IN CHAPTER SELF EVALUATION:________

OVERALL SELF EVALUATION OF CHAPTER OPERATIONS:

Satisfied ________ Not satisfied ______ Assistance is needed _______

COMMENTS:_________________________________________________________________

______________________________________________________________________________

We certify that this Standards End of the Year Report is complete and accurate to the best of ourknowledge.

Chapter Basileus Signature______________________________________ Date _____________

Basileus Printed Name:___________________________________________________________

E-mail Address:__________________________ Phone Number:_________________________

Chapter Grammateus (Signature) ___________________________________ Date _____________

Chapter Standards Chairman (Signature)______________________________ Date _____________

Graduate Advisor Signature_____________________________________ Date _____________(For Undergraduate Chapters Only)

Graduate Advisor Printed Name:___________________________________________________

E-mail Address:__________________________ Phone Number:_________________________

MAIL TO: Regional DirectorChairman of the International Standards Committee

Standards End of the Year ReportRevised Novemberber 2009

CHAPTER: _____________________________________ REGION:_______________________YEAR ________

2 of 2

STANDARDS REFERENCE LIST: “WHERE TO FIND IT”

Alpha Kappa Alpha Sorority, IncorporatedStandards Reference List: “Where to Find It”

ATTENDANCE AT CONFERENCESConstitution and BylawsManual of Standard Procedure

BUDGET DEVELOPMENTFiscal Fitness Guide to Chapter

Financial Procedures

CHAPTER FILESManual of Standard ProcedureHistorical RecordsArchives Guide (CD)Documents & Records Retention Guide

CHAPTER OPERATIONSInternational and Local Bylaws andManual of Standard ProcedureSo Now You’re ElectedInternational Standards Resource Guide

CORRESPONDENCESo Now You’re Elected

EXECUTIVE COMMITTEESo Now You’re Elected

GENERAL INFORMATIONHistory “Past Is Prologue”General Information for the CollegianGeneral Information for the Prospective

Graduate CandidateInternational Constitution Resource Guide

MEETINGSSo Now You’re ElectedRobert’s Rules of Order, Newly RevisedInternational Standards Resource Guide

MEMBERSHIPGraduate Membership IntakeProcess Manual

Undergraduate Membership IntakeProcess Manual

Constitution and BylawsManual of Standard ProcedureGuide to Effective Chapter ProtocolGraduate Advisor Handbook

MINUTESSo Now You’re ElectedManual of Standard Procedure

OFFICERSAlpha Kappa Alpha Constitution and

BylawsManual of Standard ProcedureSo Now You’re ElectedSo You Want to Run for OfficeA Guide to Effective Chapter ProtocolRobert’s Rules of Order, Newly Revised

OFFICIAL PLEDGERituals

PROGRAMInternational Program Resource GuideCurrent International Program Brochures

PROTOCOLA Guide to Effective Protocol

PUBLIC RELATIONSMedia GuideSo Now You’re Elected

SISTERLY RELATIONSExtending Sisterly Practices

SORORITY HYMNRitualsConstitution and BylawsAKA Songbook

UNDERGRADUATE/GRADUATE RELATIONSUndergraduate Membership Intake

Process ManualExtending Sisterly PracticesConstitution and BylawsGraduate Advisor’s ManualManual of Standard ProcedureAnti-Hazing Handbook

Standards Reference List

1 of 1

SAMPLE TEMPLATE: CHAPTER MEETING AGENDA

AgendaOmega Omega Omega Chapter

Alpha Kappa Alpha Sorority, Incorporated10:00 a.m., Saturday, December 20, 2003

Multipurpose RoomCity Library

Soror Janet Boxer, Basileus, Presiding

Call to Order Soror Boxer

Meditation (5 minutes) Soror June Shell, Chaplain

Greetings (3 minutes) Soror Carol Hoax, Hodegos

Adoption of Agenda (2 minutes)

Reading of Minutes (7 minutes) Soror Ann Fee, Grammateus

Reading of Correspondence (5 minutes) Soror Hortense Joseph,

Epistoleus

Officers’ Reports

Basileus (6 minutes) Soror Boxer

Anti Basileus (5 minutes) Soror Samantha Doak

Tamiouchos (6 minutes) Soror Audra Dees

Hodegos (5 minutes) Soror Bell Davis

Program Committee Reports

Ivy Reading AKAdemy (10 minutes) Soror Ellen Daniels

Math and Science Literacy (5 minutes) Soror Yvette Thomas

Arts (5 minutes) Soror Joann Brown

Unfinished Business (4 minutes)

New Business (5 minutes)

Announcements

Adjournment -- International Hymn and Pledge (11: 15 a.m.)

Refreshments Soror Monica Foreman and

Soror Ollie Day, Hostesses

Template: Agenda

1 of 1

SAMPLE TEMPLATE: CHAPTER MEETING MINUTES

Minutes

Alpha Kappa Alpha Sorority, Incorporated_____________________________ Chapter

Date__________________________ Regular Meeting No.______

The meeting was held on ___________________________ at___________________________.Month Day Year Location

The meeting was called to order by __________________________, _____________________.Name Office

at _____ ( ) a.m. ( ) p.m. The meditation was given by _____________________. A quorum wasestablished. ( ) Yes ( ) No There were ____ present, including ___ visiting sorors. See attachedattendance list.

READING ANDDISPOSITIONOF MINUTES

The minutes were approved as written. ( ) Yes ( ) NoCorrections:

REPORTS OF OTHER OFFICERSTamiouchos Summary of financial statement or explanation of budget:

Pecunious Grammateus Summary of funds received:

Epistoleus See monthly correspondence file:

Hodegos Summary of visitors, courtesies, etc.:

Program Summary of report:

Template: Minutes

1 of 2

REPORTS OF EXECUTIVE, STANDING COMMITTEES AND AD HOC COMMITTEESDisposition of committee report was:

A. Referred back to committeeB. PostponedC. Placed on file)

D. Adopted in part (explain)E. Adopted in its entiretyF. Referred to another committee

(explainExecutive Committee Disposition of Report_______ Report Attached ( ) Yes ( ) No

CommitteeDisposition of Report_______ Report Attached ( ) Yes ( ) No

CommitteeDisposition of Report_______ Report Attached ( ) Yes ( ) No

CommitteeDisposition of Report_______ Report Attached ( ) Yes ( ) No

CommitteeDisposition of Report_______ Report Attached ( ) Yes ( ) No

CommitteeDisposition of Report_______ Report Attached ( ) Yes ( ) No

Unfinished Business Summary:

New Business Summary:

Announcements Summary:

The meeting was adjourned at __________ ( ) a.m. ( ) p.m. The next meeting will be on_____________ (date), at ____________ (time), at _________________________________ (location).

Grammateus _______________________________Date Approved _____________________________Basileus ___________________________________

2 of 2Template: Minutes

SAMPLE TEMPLATE: CHAPTER BYLAWS (GRADUATE CHAPTERS)

This template is a guide for developing and evaluating the graduate chapter’s bylaws. It is theintent of the Constitution Committee to assist the Regional Directors in facilitating uniformityamong chapters’ bylaws. This template provides the framework for bylaws for graduatechapters to adopt.

Alpha Kappa Alpha Sorority, Incorporated________________________ Omega Chapter

BYLAWS

Article I. NAME(Sample language)This organization shall be known as (Chapter Name, located in City, State) of Alpha KappaAlpha Sorority, Incorporated. The chapter shall be composed of Graduate Sorors as defined bythe Corporate Constitution and Bylaws.

Article II. PURPOSE(Sample language)The purpose of (Chapter name) is to cultivate and encourage high scholastic and ethicalstandards, to promote unity and friendship among college women, to study and help alleviateproblems concerning girls and women in order to improve their social stature, to maintain aprogressive interest in college life, and to be of service to all mankind as stated in theConstitution and Bylaws of the Alpha Kappa Alpha Sorority, Inc.

Article III. MEMBERSHIPClasses of Membership, such as active, and lifetimeSection 1. Qualifications (e.g. Financially Active, etc.) for membership.Section 2. Assessments, Fees or DuesSection 3. Rights of MembershipSection 4. Resignations and Disciplinary Action

Article IV. OFFICERSList in Order of Rank as Basileus, Anti-Basileus, Grammateus, Anti-Grammateus, Tamiouchos,Pecunious Grammateus, Epistoleus, Parliamentarian, Chaplain, Ivy Leaf Reporter, Historian,Hodegos, Graduate Advisor, Assistant Graduate Advisor, AKA Connection Coordinator, andPhilacter.Section 1. DutiesSection 2. Term of OfficeSection 3. Nominations and Elections

Article V. MEETINGExplain when the meetings will be held, locations, and who can vote at that the meeting.Section 1. Regular MeetingSection 2. Executive MeetingSection 3. Special MeetingSection 4. QuorumSection 5. Explain how the Sorors will be notified of meetings

1 of 2Template: Graduate Chapter Bylaws

Article VI. EXECUTIVE COMMITTEESection 1. CompositionSection 2. PowersSection 3. MeetingsSection 4. Quorum

Article VII. COMMITTEESEach standing committee should be listed in a separate section containing the:

Name of CommitteeNumber of MembersManner of SelectionDuties

Article VIII. SPECIAL AND AD HOC COMMITTEESThe Basileus shall create committees as needed to facilitate the purpose and objectives ofChapter.

Article IX. PARLIAMENTARY AUTHORITY(Sample Language)The governing documents will be used in said order:

1. National Constitution and Bylaws2. Manual of Standard Procedure3. Chapter bylaws4. The rules contained in the current edition of Robert’s Rules of Order Newly Revised.

Article X. AMENDMENT OF THE BYLAWSDescribe the procedure, notice of the meeting, and the type of vote (simple majority or two-thirds vote)

Article XI. DISSOLUTIONA dissolution clause states what will happen to the assets should the organization be dissolved.The IRS requires this Article for all tax-exempt organizations. The following is the languagethat must be included in your Chapter’s By-Laws to protect the Sorority’s tax exempt status:

Upon dissolution of the Chapter, its assets shall be distributed for one or more exemptpurposes within the meaning of Sec 501(c)(7) of the Internal Revenue code orcorresponding section of any future federal tax code, or for one or more exempt purposeswithin in the meaning of Sec 501(c)(3) of the Internal Revenue Code, or correspondingsection of any future federal tax code, or shall be distributed to the federal government, orto a state or local government, for a public purpose.

2 of 2Template: Graduate Chapter Bylaws

SAMPLE TEMPLATE: CHAPTER BYLAWS (UNDERGRADUATE CHAPTERS)

This template is a guide for developing and evaluating the chapter’s bylaws. It provides theframework for bylaws for undergraduate chapters to adopt.

Alpha Kappa Alpha Sorority, Incorporated________________________ Chapter

BYLAWS

Article I. NAME(Sample language)This organization shall be known as (Chapter Name, located in City, State) of Alpha KappaAlpha Sorority, Incorporated. The chapter shall be composed of Undergraduate Sorors as definedby the Corporate Constitution and Bylaws.

Article II. PURPOSE(Sample language)The purpose of (Chapter name) is to cultivate and encourage high scholastic and ethicalstandards, to promote unity and friendship among college women, to study and help alleviateproblems concerning girls and women in order to improve their social stature, to maintain aprogressive interest in college life, and to be of service to all mankind as stated in theConstitution and Bylaws of the Alpha Kappa Alpha Sorority, Inc.

The members of an undergraduate Chapter must graduate within six (6) years from their date ofadmission to the first university/college of acceptance. If the Soror has not graduated after six(6) years of entering the university/college, the soror must transfer to a graduate chapter as anassociate member. Only the Supreme Basileus can give exception to this requirement.

Article III. MEMBERSHIPActive Undergraduate Membership.Section 1. Qualifications for membershipSection 2. Assessments, Fees or DuesSection 3. Rights of MembershipSection 4. Resignations and Disciplinary Action

Article IV. OFFICERSList in Order of Rank as Basileus, Anti-Basileus, Grammateus, Tamiouchos, Parliamentarian.Section 1. DutiesSection 2. Term of OfficeSection 3. Nominations and ElectionsSection 4. Graduate Advisor and/or Assistant Graduate Advisor

The Graduate Advisor and/or Assistant Graduate Advisor shall serve as a linkbetween the graduate and undergraduate chapter. It shall be the duty of the GraduateAdvisor and/or Assistant Graduate Advisor to support and advise the UndergraduateChapter with operations, activities, and any area(s) of concerns. The GraduateAdvisor and/or Assistant Graduate Advisor will ensure that the Sorors of theundergraduate chapter will be the decision makers and lead their chapter’soperations.

Template: Undergraduate Chapter Bylaws

1 of 2

Article V. MEETINGExplain when the meetings will be held, locations, and who can vote at that the meeting.Section 1. Regular MeetingSection 2. Executive MeetingSection 3. Special MeetingSection 4. QuorumSection 5. Explain how the Sorors will be notified of meetings

Article VI. EXECUTIVE COMMITTEESection 1. CompositionSection 2. PowersSection 3. MeetingsSection 4. Quorum

Article VII. COMMITTEESEach standing committee should be listed in a separate section containing the:

Name of CommitteeNumber of MembersManner of SelectionDuties

Article VIII. SPECIAL AND AD HOC COMMITTEESThe Basileus shall create committees as needed to facilitate the purpose and objectives ofChapter.

Article IX. PARLIAMENTARY AUTHORITY(Sample Language)The governing documents will be used in said order:

1. National Constitution and Bylaws2. Manual of Standard Procedure3. Chapter bylaws4. The rules contained in the current edition of Robert’s Rules of Order Newly Revised.

Article X. AMENDMENT OF THE BYLAWSDescribe the procedure, notice of the meeting, and the type of vote (simple majority or two-thirds vote)

Article XI. DISSOLUTIONA dissolution clause states what will happen to the assets should the organization be dissolved.The IRS requires this Article for all tax-exempt organizations. The following is the languagethat must be included in your Chapter’s By-Laws to protect the Sorority’s tax exempt status:

Upon dissolution of the Chapter, its assets shall be distributed for one or more exemptpurposes within the meaning of Sec 501(c)(7) of the Internal Revenue code orcorresponding section of any future federal tax code, or for one or more exempt purposeswithin in the meaning of Sec 501(c)(3) of the Internal Revenue Code, or correspondingsection of any future federal tax code, or shall be distributed to the federal government, orto a state or local government, for a public purpose.

Template: Undergraduate Chapter Bylaws

2 of 2

ALPHA KAPPA ALPHA SORORITY, INCORPORATEDCORPORATE OFFICE

5656 S. Stony Island AvenueChicago, Illinois 60637

Deborah L. Dangerfield, Executive Directorwww.AKA1908.com