1. Standardization Changes
Standardize, Optimize, Grow

2. Why Are We Changing? All chapters are structured in a different way
Standardization will allow us to optimize our efforts leading to growth and sustainability
All organizations have a basic set of standards that all members must follow

3. Timeline October 1st 2019- deadline for standardized emails
November 1st deadline for dues standardization
April 1st deadline for standardized officers
April 1st deadline for standardized election times
October 1st deadline for standardized orientation

4. Email Standardization

5. Requirements President, Vice President, Secretary and Treasurer
Alumni chapters: President and Treasurer
Must include officer name and chapter name at minimum
Example:
Do not use school name, use chapter name
All communication with RS, GC and HQ will be through these s
Username and password must be passed on to next officer

6. Requirements Other offices are welcome to have one, but not required
If chapters have Recording and Corresponding Secretary, the officer that takes the minutes is required to have the
President Elect is not required to have an

7. Alumni Only required to have President, Treasurer and/or Secretary
s are required, rest of presentation is not!

8. Dues Standardization

9. Dues
Each individual member will need to pay national dues on Member’s Suite
Chapters will need to collect chapter dues separately
Chapters will not be invoiced for national dues
Any chapters have their school pay for part of their dues?

10. Officer Standardization

11. 4 Required Officers
President
Vice President
Secretary
Treasurer

12. President Preside over chapter members and functions
Plan and execute chapter meetings per chapter bylaws- create an agenda and communicate with officers
Ensure all members have reviewed the Risk Management Policy, Statement on Hazing and have signed the Code of Conduct. Presidents are responsible for keeping a signed copy of the Code of Conduct in chapter files. This also must be done anytime new members are initiated.
Submit Event Planning Form (Insurance Form) for all required events
Delegate planning of chapter events- 2 professional projects per year, 1 WHI event per year, 1 Project HOPE event per year

13. President, cont.
Delegate planning of rituals per our Ritual Book and storage of all ritual materials
Maintain regular communication with Region Supervisor, GVPC and HQ. Region Supervisors will schedule regular conference calls at least once every other month and GVPC and HQ will schedule a call once per year.
Maintain communication between Fraternity and Faculty advisors, elect advisors as needed
Plan Region Supervisor visit once per biennium
Maintain Robert’s Rules of Order during chapter meetings
Plan and execute nomination and election process that follows chapter bylaws and Robert’s Rules of Order

14. President, cont. Promote Educational Grants to membership
Submit Ethel J Heath Scholarship forms for members who qualify
Submit Ruth Davies Flaherty Award
Submit Officer Roster Form
Ensure a Delegate will represent the chapter at annual convention
Check LKS regularly
Meet with incoming officer at the end of term for an orientation to the office

15. Vice-President
Plan and execute recruitment and orientation of new members
Ensure all fraternity policies are being followed including Risk Management Policy, Statement on Hazing and Code of Conduct
Ensure recruitment and orientation process follows any guidelines set forth by the fraternity
Maintain communication with RS and GVPC about successes and opportunities surrounding recruitment and orientation
Work with treasurer to complete New Initiate Forms

16. Vice-President, cont.
Review chapter bylaws and policies and procedures yearly to ensure they are current and being followed
Check LKS regularly
Meeting with incoming officer at the end of term for orientation to the office

17. Treasurer Maintain a record of chapter financial transactions
Pay Delegate Fee to HQ
Ensure members pay dues by November 1st
Fill out New Initiate Form and order pins and certificates for new members
Delegate fundraising for chapter funds, Project HOPE, Educational Trust and Campaign for Progress
Act as Project HOPE Liaison for chapter

18. Treasurer, cont.
Communicate to graduating sisters about filling out graduating alumni form
Meet with Fraternity Advisor once a year to complete financial audit
Check LKS regularly
Meet with incoming officer at the end of term for orientation to the office

19. Secretary
Maintain minutes from chapter meetings and disperse to membership
Complete Monthly Chapter Report and to RS, GVPC and any chapter advisors
Submit Annual Report
Upload all chapter documents to CRM including minutes, updated bylaws and policies and procedures, monthly reports, etc.
Submit any requested changes to chapter bylaws to the Bylaws Committee, RS and GVPC

20. Secretary, cont. Delegate social media coordination for chapter
Check LKS regularly
Meet with incoming officer at the end of the term for an orientation to the office

21. Standardized Election Dates

22. Election Dates
All chapters will be required to have officer terms from May 1-April 30
Elections should be scheduled about 30 days before May 1
Installation of officer may happen before May 1
New officer will become active with RS, GC and HQ on May 1

23. Standardized Bylaws

24. Bylaws
With all these changes, every chapter will need to update their bylaws!
Sample chapter bylaws will be provided to chapters
Bylaw changes will have to be submitted to the chapter and voted upon
All excess information should be moved to policies and procedures
Education on the difference between bylaws and policies and procedures will be provided
Updated bylaws will need to be sent to RS and GVPC and uploaded to Member’s Suite
After initial April 1, 2021, all requested bylaw changes will need to be submitted to the Bylaws Committee for review and approval before chapter voting may occur

25. Standardized Recruitment and Orientation

26. Recruitment and Orientation
Working on standardized recruitment materials to be used by chapters
Working on standardized orientation materials to assist chapters in teaching potential new members about LKS
Updating the Member Manual
Will have a set date to submit new member names for pins and certificates
Chapters will still have flexibility to incorporate their own style!

27. What’s Next

28. Talk with your chapter about upcoming changes
How will this affect your chapter?
Will any future officers have a short or a long term due to bylaw changes?
Is there going to be a huge shift in officer responsibility?
Do you need to combine recording and corresponding secretary?
Do you need to shift responsibility to another officer?
Create accounts for President, Vice-President, Secretary and Treasurer
Start looking over your bylaws to see what needs to be changed
Reach out to your RS and GVPC for help!