Transcript Objectives To begin planning for the future as a

Lesson 6
Planning for the Future
Objectives
To begin planning for the future as a new members by
creating goals and plans and learning about each
position within the local chapter
Officer Hierarchy
President
Sister at
Large
VP Standards
VP C & R
VP Finance
VP Social
Standards Board
Historian
Memorabillia
Sisterhood
Chair
Sergeant at
Arms
Webmaster
Fundraising
Chair
Power Penguin
BEC Rep
VP Service
STEM
Outreach Chair
Relay
Captain
VP Scholarship
VP Membership
Career Fair
Chair
Recruitment
Alumnae Chair
Membership
Educators
IRM Board
President
Responsible for:
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Overseeing all activities of the Sorority.
Conducting voting and counting the votes.
Presiding over chapter meetings
Calling and conducting the order of Executive Board Meetings.
Approving all disbursements made by the VP of Finance.
Serving as a point of contact for University relations.
Setting Sorority goals for the semester and year.
Updating the Five Year Plan.
Acting as the official representative of the Sorority to the public.
Overseeing the activities of all Vice Presidents and Sister at Large
Positions reporting to the Vice President of Finance
– All Vice Presidents
– Sister at Large
President
Sister at Large
– Maintaining harmony among sisters. (e.g. dispelling cliques,
keeping unity, and finding out what sisters think)
– Boosting morale of the sorority
– Acting as a confidential mediator between the sisters, Executive
Board, Standards Board, and the standing committees.
– Attending every other Standards Board meeting, particularly when
by-laws are being discussed.
– Attending every other Executive Board Meeting, particularly when
scholarships are being discussed.
– Attending committee meetings when a problem exists
– Facilitate review for all officers and censoring antagonistic
comments.
Vice President of
Standards
Responsible for
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Presiding in the absence of the President.
Aiding the President in any way deemed necessary.
Enforcing the rules, precedents, and Bylaws of the chapter.
Heading the activities of the Standards Board.
Documenting all activities of the Standards Board.
Administering the positive point system.
Enforcing the National Drug and Alcohol Policy.
Giving notice of fines to Members.
Reporting the action of approval of Inactive Status or the request for Deactivation
by a sister to the chapter at the first chapter meeting following the action.
Positions reporting to the Vice President of Finance
– Standards Board
– Sergeant at Arms
Vice President of
Standards
Standards Board
– Vote on excuse forms and on status changes.
– Interpreting and defining the Bylaws of the Sorority by
enforcing standards and recommending policies on behalf of
the Sorority.
– Deciding appropriate action to be taken when policies are
broken and/or when members’ actions reflect poorly on the
Sorority based on the bylaws and the activation vows.
– Planning and facilitating all make-up activities for mandatory
events including but not limited to Sister’s Retreat, Drug and
Alcohol, and Risk Management.
– Assist Sergeant at Arms in maintaining order during chapter
events as necessary.
Vice President of
Standards
Sergeant at Arms
– To maintain order and decorum during chapter meetings by
issuing general body warnings, issuing individual warnings, if
necessary a fine followed by ejection.
– Working with the Vice President of Communication and
Records to watch for tardy and absent members.
– Must be able to run meetings according to Roberts Rules by
the first chapter of August
– Taking attendance at mandatory events and otherwise as
necessary.
– Hold all ritual materials and knows the ritual, and periodically
educate the sorority about current and new ritual practices.
Vice President of
Communication and
Records
Responsible for
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Compiling a mailing list and roster each semester.
Recording attendance at official Sorority meetings.
Ensuring paperwork is submitted to National Council on time.
Recording and distributing approved minutes to sisters, as well as keeping a hardcopy
on file to reference at later times.
– Keeping a permanent file of all membership records, addresses, telephone numbers,
and birthdays, and updating them each semester to submit to the National Vice
President of Communications.
– Providing information to the Vice President of Collegiate Affairs, as stated in Phi Sigma
Rho National Policy.
Positions reporting to the Vice President of Communication and
Records
– Historian
– Webmaster
– BEC Representative
Vice President of
Communication and
Records
Historian
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Collecting and preserving the Sorority's historical records.
Organizing the scrapbook.
Ensuring that photographs are taken at each Sorority function.
Holding two scrapbooking nights a semester
Keeping track of family trees and traits; Phi, Sigma, and Rho award recipients; Inductee
and Initiate names.
– Working with a photographer to organize and plan the annual composite photograph.
Webmaster
– Creating and/or maintaining the chapter web page.
BEC Representative
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Attending all BEC meetings and finding a replacement if unable to attend
Being a liaison with the Sorority and BEC
Running E-week booth for the Sorority
Serving on a BEC Committee
Vice President of
Finance
Responsible for
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Maintaining the Sorority's bank accounts and CDs
Filing federal and state taxes for the Sorority and its alumnae association.
Maintaining the Sorority's tax-exempt status.
Making purchases and payments.
Keeping an updated record of receipts and expenditures.
Preparing term and annual budgets.
Receiving dues and fines.
Overseeing all other financial affairs.
– Giving notice of due payments to Members.
Positions reporting to the Vice President of Finance
– Memorabilia Chair
– Fundraising Chair
Vice President of
Finance
Memorabilia Chair
– Creating designs for and ordering all t-shirts and other printed
materials for Sorority use and functions, with the exception of each
class shirt.
– Maintaining a record of all previously used media designs.
– Checking all designs with National Vice President of Standards before
anything is ordered or purchased.
– Consulting officers hosting events about designs for their event
memorabilia.
Fundraising Chair
– Planning and overseeing all fundraising events.
– Soliciting and managing donations.
Vice President of Social
Activities
Responsible for
– Being informed of the University's drug, alcohol, and hazing policies, the local drug and
alcohol policies, as well as the Phi Sigma Rho National Risk Management Policy.
– Overseeing all matters of insurance.
– Establishing and heading the activities of the Social Committee.
– Attending all required Risk Management meetings and training offered by IFC/Panhel or
the Greek/University Community.
– Maintaining relations with the University Community in accordance with Greek
Community standards.
– Approving any social events planned that need a reservation, at least 2 weeks prior the
date it will occur.
– Must run all risk management situations through standards board.
Positions reporting to the Vice President of Social Activities
– Sisterhood Chair
– Power Penguin
– Orchid Ball/Banquet Chair
-Fam/Alum Chair
Vice President of
Programming
Fam/Alum Chair
– Plan Fam/Alum events
– Work with the Memorabilia Chair for event memorabilia
Sisterhood Chair
– Plan and facilitate the Sister’s Retreat each semester.
Orchid Ball/Banquet Chair
– Plan and organize the end of semester Banquet/Orchid Ball in the fall and end
of semester Banquet in the spring
Power Penguin
– Plans and organize exercise and intramurals activities.
Vice President of
Service Activities
Responsible for
– Organizing and overseeing all service events.
– If necessary, the Service Chair may form a Service Committee to help in planning of a
large service event.
– Informing all sisters of, and encouraging participation in, philanthropies and community
service events on campus.
– Keeping record of all sisters who participate in service events.
– Attending all Greek Philanthropy Chair meetings.
– Ensuring that the Sorority initiates and implements at least two community service
project each year, in accordance with Greek Community standards.
– Establishing and heading the activities of the Service Committee
Positions reporting to the Vice President of Service Activities
– STEM Outreach Chair
– Relay Captains
Vice President of
Recruitment
STEM Outreach Chair
– Organizes and plans science, technology, engineering, and mathematic
(STEM) events with other organizations.
Relay Captains
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Organizing and maintaining a Relay for Life Team
Attending all UF Relay for Life Captain meetings
Registering Phi Sigma Rho for the UF Relay for Life Event
Organizing fundraising events
Organizing and putting together the Phi Sigma Rho booth at the UF Relay for
Life
– Collecting and depositing all money raised for the UF Relay for Life
Vice President of
Scholarship
Responsible for
– Collecting GPAs and Informing the Vice President of Standards of members’
grade point averages that are below the required grade point average for the
members’ current status.
– Rewarding and encouraging exceptional scholarship behavior.
– Assisting in organization of study sessions as appropriate.
– Submitting scholarship program/manual for the chapter, which includes
chapter by-laws relating to scholarship.
– Maintaining records of members’ academic progress.
– Must assist sisters on probationary status for academic reasons, by providing
resources to help them raise their GPA.
– Organizing and purchasing Phi, Sigma and Rho awards.
Positions reporting to the Vice President of Finance
– Alumnae Chair
– Career Fair Chair
Vice President of
Scholarship
Alumnae Chair
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Obtaining alumni communication information
Coordinating and creating a newsletter for sisters twice a semester.
Liaison between alumni advisor and sorority
Maintaining contact with alumnae for other officers
Career Fair
– Plan Career Showcase events
– Provide resources for interview preparation and résumé
Vice President of
Membership
Responsible for
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Heading the activities of the IRM Board
Documenting all activities of the IRM Board
Administering the membership point system
Being informed of the university’s drug, alcohol, and hazing policies, the local
drug and alcohol policies, as well as the phi sigma rho risk management
policy
– Ensuring all potential members have the appropriate credentials to rush the
sorority
– Must run all risk management situations though standards board
Positions reporting to the Vice President of Finance
– Membership Recruitment Chair
– Membership Educators
– IRM Board
Vice President of
Membership
Membership Recruitment Chair
– Scheduling, organizing, and publicizing all recruitment events throughout the
semester.
– Overseeing all rush voting.
– Ensuring all potential members have the appropriate credentials to rush the Sorority.
– Heading the activities of the recruitment committee.
– Creating bids which include the dates of bid night and Induction on the bids.
Membership Educators
– Informing all Associate Members of the association requirements during the first
week of their association period.
– Informing Executive Board of all associate activities and of any problems concerning
an Associate Member.
– Following the Membership Education Policy as outlined in the National Manuals.
– Contacting National Council for pearl pins, membership manuals, active membership
certificates, and active pins.
– Overseeing the progress to initiation.
– Overseeing all associate activities and Big/Little events.
Vice President of
Membership
IRM Board
– Scheduling Individual Recruitment Meetings with each rushee no earlier
than her second rush event
– Informing the general sisterhood of Individual Recruitment Meeting
results at Candidate Voting
– Partnering with an Executive member for the purposes of conducting
Individual Recruitment Meetings
– Leading Individual Recruitment Meetings
– Deciding appropriate questions and conversation topics for Individual
Recruitment Meetings
Next Week
Knowledge Assessment
– Personal Statement