BYLAW 8 - DUTIES OF CHAPTER AND ALUMNI CLUB OFFICERS by sofiaie

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									I N T R O D U C T I O N

FROM THE EXECUTIVE DIRECTOR



Congratulations on your new position as Herald. You have been chosen by your
brothers to help lead the chapter for the upcoming year. As a leader in your chapter,
you will discover tremendous opportunities to help not only your chapter, but your
own personal development. You must bring to this position determination,
knowledge, and a personal eagerness to see the chapter grow and prosper.

The International Headquarters has developed this Herald’s Manual to assist you in
carrying out your duties. The manual has been specifically designed to provide you
with the guidance, background, and information vital to a successful term in office. It
includes a breakdown of duties, specifically for the Executive Council, chapter
membership, The Emerald correspondent, and recording chapter history.

I encourage you to utilize this manual fully and thoroughly. This manual, along with
help and guidance from the chapter director, province archon, and/or the
International Headquarters, will guarantee a successful and prosperous year.


Fraternally,



Mark S. Briscoe
Executive Director

__________________________________________________________________________

Credits & Acknowledgments


Original Author:     Dave Edwards, Assistant Executive Director
Editor:              Last edit by Justin Steele, Director of Chapter Services (1-2009)
Table of Contents
                    1    Calendar


                    2    Herald


                    3    Registering New Members


                    4    Membership Education


                    5    The Emerald


                    6    Ritual


                    7    Chapter Retreats


                    8


                    9


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                                                   2
                                                                                              Herald’s Manual

                                                                                               ~ Your Office


                                    Your Office: Herald
Introduction
As Herald, your duties are vast and vital to the operation of a successful chapter. It is your job to
take charge of the membership and historic records and conduct all ritual activities of the chapter.
This job entails a great amount of responsibility and will require dedication in making sure that
each duty is fulfilled.

To start, please review the International Bylaw that details your job description. According to
Bylaw 8 (Duties of Chapter and Alumni Club Officers), Section 4 of the Bylaws of the Sigma Pi
Fraternity, International:

       The Herald shall faithfully keep a record or history of all important happenings in the chapter,
       recording same in the Membership Record and History Book provided for that purpose. He shall
       arrange to file for each new initiate in the Membership Record and History Book a New member
       and Membership Record (form M-2). He shall also preserve in a suitable manner all newspaper
       and magazine clippings concerning the chapter, its brothers and the fraternity, and shall perform
       such other duties as are incumbent upon the historian of an organization.

Your Duties as Herald
From reading the bylaw mentioned above, you have already begun to see that your duties as Herald
are extensive and vital to the success of your chapter. This manual will outline all the duties of your
position: to organize your chapter’s history and membership records, to serve as The Emerald
correspondent for your chapter, and to help you familiarize yourself with the Manual of
Ceremonies and ritual equipment.

National Events
The Grand Chapter puts on two events per year.
    Convocation is every two years and this is where the grand chapter convenes to vote on a
      new Grand Council and make changes to the constitution and bylaws. This is held every
      even year. Attendance at Convocation is mandatory and the chapter faces a fine for not
      sending at least one representative.
    Sigma Pi University is an event held every two years in which Sigma Pi members gather and
      take a variety of courses on from personal and professional development to chapter
      operations. These topics usually include recruitment, ritual and operations of a chapter.
      This event is held every odd year. Attendance at Sigma Pi University is mandatory and
      the chapter faces a fine for not sending at least one representative.
    Finally Mid-Year Leadership Conference is held every February. This event is designed for
      new Sages, Second Counselors & Third Counselors. This event is free for them. Attendance is
      not mandatory but highly encouraged as the event develops the leadership and executive
      skills of our undergraduate officers.




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                                                                                     Herald’s Manual

                                                                                     ~ Sage Duties

Executive Office Awards & the Gold Standard
The Gold Standard is a report that is due to the Executive Office each year by June 1st. This report
could be described as a report card for each chapter. This report lets the office know how each
chapter is doing as well as providing the chapter with ideas and suggestions for improving itself and
its members.

http://www.sigmapi.org/cornerstone/goldStandard.cfm

At Convocation the Executive Office gives out awards for the best chapters in the nation. In order to
be eligible for awards a Gold Standard must be turned in both years of each biennium. There are
three types of awards:
     The Grand Chapter award is given to the top 25 chapters in the nation.
     The Grand council award is given to the top three chapters in each of the four tiers.
     The Grand Sage’s Cup is given to the number one chapter in each of the four tiers.
     All chapters are broken down into tiers. This system groups chapters with similar number of
        fraternities on campus.

Tier 1 – 20+ fraternities on campus
Tier 2 – 10-19 fraternities on campus
Tier 3 – 6-9 fraternities on campus
Tier 4 – 1-5 fraternities on campus

There is a brochure sent to each chapter Sage that details what chapters must do to become a top
chapter. This process is not accomplished but requires years of hard work and dedication. Please
refer to this brochure for more detailed information regarding awards.

Educational Leadership Consultant (ELC) Visit
Your chapter will receive a visit from a national representative (ELC) at least once a year. This
person is hired by the Executive Office to travel and visit all Sigma Pi chapters within a specific
region. His visit can range from three days up to an entire week. The ELC will need to meet with
you, the Executive Council, all committee heads, a school representative and the entire chapter. The
ELC will notify you at least two weeks in advance of his scheduled visit. He will also need a place to
stay at the chapter house during his visit to the chapter. Please accommodate him with a clean and
quiet place to stay during his visit. Additionally during his time on staff he will be your primary
contact to the Executive Office. If you have any questions regarding Executive Office policy they
should be directed at the ELC first. To find the ELC travel schedule go to
http://www.sigmapi.org/onlineExec/visitation/schedules.cfm.

Organized for Success
As a college student you know how important it is to be organized. Therefore, a calendar of events
is included in this manual to help you get started. The Executive Office has marked dates
pertaining to financial requirements and chapter efficiency. Please add any pertinent dates for your
own use as well.

As a member of the Executive Council, the Herald must be readily available to help out in any

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                                                                                    Herald’s Manual

                                                                                  ~ Officer Duties

possible way. Some of these duties may include, taking part in the planning and goal setting of the
chapter, dealing with the problems of discipline, and evaluating fraternity programs for
effectiveness. The key to an effective executive council is for the entire group to work together and
help each other out when needed.

Other responsibilities:
   Take part in the planning and goal setting of the chapter.
   Help deal with problems of discipline.
   Participate in the evaluation fraternity programs.
   Take part in the process of appointing committee chairmen and members.

Innovation -- an advantage of being Herald:
    Suggest new ideas and make them work.
    Chair major projects.
    Develop leadership abilities for future officers.
    Help other officers at their busy times (i.e., rush chairman, homecoming chairman,
     etc.).
    Help with membership/new member education.

The Historian
Making a good scrapbook is essential for every person elected to the Herald’s position. The
scrapbook should include pictures, articles, memorabilia, and other things of interest to the
chapter. You should try to include all brothers of the chapter.

New Member Education
History education should be done in such a way that it is interesting and meaningful to all of our
members. It should be included in the continuing education program so that every member
continues to learn about the fraternity. History should not simply be memorized, but our members
should have an understanding of the importance of it in our Fraternity. Actives and alumni should
be utilized to teach sections of the history. Using more members to teach about our past history
will make it more interesting.

History Education
The Continuing Membership Education Coordinator should plan the activities that center around
the Fraternity’s history. This person should work closely with the Herald.

Job Description
  1. Plan speakers and presentations on both international and local history.
  2. Assemble resources on the Fraternity’s history that may be used by members.
  3. Provide opportunities for all members to continue to learn about Sigma Pi.
  4. Work with the Sage and the Herald on ritual reviews.
  5. Work with the Alumni Relations Coordinator to develop a list of local alumni for business
     contacts.



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                                                                                 Herald’s Manual

                                                                     ~ New Member Registration

                           New Member Registration
Registering Pledges and Initiates
Please follow the below link for proper registration of pledges and initiates.

http://www.sigmapi.org/registration/home.cfm




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                                                                                     Herald’s Manual

                                                                       ~ Membership Education


                             Membership Education
What New Members Want From Their Education
The following is a list of what new members want from their education program compiled from the
FIPG Manual. New members want:
    To make friends.
    To have a positive experience with their chapter.
    To learn about the organization.
    To feel wanted and needed.
    To be informed as to what the chapter expects from them.
    To join an organization, not a disorganization.
    To be respected as individuals and members.
    To be assisted in adjusting to campus life, college classes, and chapter responsibilities.
    To have fair treatment and not to be subservient to initiated members.
    To do only the work that initiated members do.
    To respect older members.
    To have initiation requirements, but not to have to earn active status through personal
       favors, competition or juvenile activities.
    To have lots of fun. After all, what did everyone tell them during recruitment?

Suggestions
Testing on the history is left up to the chapter’s discretion. Sigma Pi Fraternity, International does
not require members to take and pass a history test at any point in their membership. If a chapter
chooses to give history tests, they can be a good reference and checkpoint for how well the new
members are learning the assigned material.

Continuing Member Education
Education, like Sigma Pi membership, should be ongoing throughout life. We should not consider
stopping the education period after a member is initiated, but continue the learning process to
enrich every member’s experience. Educational sessions should be set up every semester to meet
the specific needs of each chapter. Chapters should survey their members to find out their needs
and wants. Remember to always keep local alumni in mind because they may be able to help in a
variety of ways such as speaking to the chapter, providing resource materials, or networking
connections.

Continuing Membership Education Coordinator
The Continuing Membership Education Coordinator should be chosen with particular emphasis on
organizational skills, understanding the needs of the chapter members, and follow through. He
should contact the University for Help in organizing educational workshops for the chapter.


                              He who stops learning, stops living


Sigma Pi Fraternity                                                                      7
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                                                                                    Herald’s Manual

                                                                      ~ Membership Education

Upon receipt of the initiate form and fee, the Executive Office will assign each new initiate a local
chapter number and an International Sigma Pi membership number. The Executive Office will then
send the chapter’s Sage each new initiate’s membership shingle, Sigma Pi membership card, and
the badge of the Fraternity. The initiate fee also includes a lifetime subscription to The Emerald,
the quarterly magazine of Sigma Pi. It is an honor for each new member to become an initiated
brother of Sigma Pi, so do not delay sending in his membership form and fee.

As Herald, you will also need to maintain a chapter membership record book of all members as
they are initiated. This book should include each member’s local number, national number, date of
birth, and initiation date. The membership record book serves as the official record for the chapter
of all of its initiates. The book should include as much information about each member as is
available. Please contact the International Headquarters if you need assistance in setting up the
membership records book.




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                                                                                  Herald’s Manual

                                                                        ~ Educational Content

Educational Session Content
In following our Creed, we must provide to our members programs that will help them make real
the Fraternity’s ideals in their own daily life. We can provide our members with a variety of
programs, speakers, and events that will bring these ideals home for everyone. It may be a good
idea to co-sponsor a speaker or an event with another organization on campus. Doing so will split
the cost and increase attendance. Here are some additional topics, ideas, and speakers to consider.

AIDS                             Interviewing Skills               Time Management
Alcohol Abuse                    Judges/Lawyers                    United Way
Alumni Talks                     Multiple Sclerosis                University Police
Career Planning                  Note Taking
Community Service                Public Speaking Skills
Chapter Retreat                  Red Cross
Congressmen                      Resume Writing
Disability Concerns              Ritual Review
Diversity                        Ropes Course
Drinking and Driving             Rush Workshops
Drug Abuse                       Sexual Assault
Etiquette                        Sexual Awareness
Family Crisis                    Special Olympics
Homeless Shelter Director        STDs
Hazing                           Test Taking

Setting up a Program
Successful programs require a great deal of preparation. Speakers and room reservations must be
made well in advance of the program (generally, one month). The following tips will help make
your program a success.
   1. Decide the programming needs of your chapter. It may be a good idea to survey the chapter
      on what they would like to have a program about, or talk with the executive council about
      the chapter’s needs.
   2. If applicable, ask other organizations if they would like to become involved.
   3. Decide the date, time, and location for the program.
   4. Make contact with the preferred speaker or office at least one month prior to the suggested
      date. Be prepared to discuss your chapter’s programming needs before contacting the
      speaker.
   5. Announce the program early to your brothers and any other people involved so they can
      make plans to attend. Inviting a speaker and having only a few brothers in attendance is
      very embarrassing.
   6. Treat the speaker as an honored guest. Behavior should be exemplary when speakers are
      present.
   7. An evaluation of the program is helpful in assessing the needs of your chapter and is equally
      beneficial for the speaker.
   8. Always write the speaker a thank you note immediately after the program has been
      presented.


Sigma Pi Fraternity                                                                    9
The Cornerstone Concept
                                                                                       Herald’s Manual

                                                                                      ~ The Emerald


                                        The Emerald
Introduction
Writing the chapter articles for The Emerald is an important responsibility that is generally
delegated to the Herald.

Submission Methods
Submitted news should be 100-150 words long and contain information about positive chapter
events, community service efforts, ACE Projects, gatherings and other notable happenings. Other
news items are accepted but will be judged on their level of interest to the entire brotherhood.

Electronic submissions are given the highest priority and should be filled out online here
http://www.sigmapi.org/onlineexec/onlineServices/chapterReports/reportForm.cfm?formNum=E-3 or emailed
directly to emerald@sigmapi.org.

Please make sure the report is first edited in a word document, spell checked and then copied and
pasted into the online report or simply attach the word file to the above email account.

Pictures
Traditional film photos or digital images printed on professional photo paper works best. We
cannot use digital pictures printed on your home printer or color copier.

We can accept high resolution digital images (above 300dpi) by email. These must be in a .tif or
.jpg in PC format. For best results, use a camera with at least 4.0 mega pixels.

We can always use great photos of members wearing the Sigma Pi badge and letters. Keep your
background as uncluttered as possible. Remember, we do not print any photographs that show
members holding alcoholic beverages or making inappropriate gestures.

Sample Report
After chartering in January, Xi Chapter is continuing to grow strong with the addition of a new
fall pledge class. While maintaining good scholarship, we are also pleased to announce a
successful participation in Greek homecoming, a second place overall win in the fraternal
recreational football league, the addition of three brotherhood dinners a week, one weekly pledge
class activity, and a variety of planned philanthropies. Moreover, we’ve just entertained our first
semiformal date party, which was a wild success, and we are currently planning a walk-out with
our newly established colony at the University of Minnesota to watch the Hawkeyes take on the
Golden Gophers at home for the final Big Ten football game of the season. Xi Chapter is
continually reaching towards the pinnacle of our potential and quickly proving to be one of the
strongest houses on campus.




Sigma Pi Fraternity                                                                          10
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                                                                                    Herald’s Manual

                                                                                             ~ Ritual


                                             Ritual
Introduction
The first written ritual used in the initiation of Sigma Pi was The Cryptic Art in 1904. The English
Chivalric Ritual superseded this in 1908. This ritual lasted until 1910 when the fraternity adopted
The Golden Quest, which is still used today by the Fraternity. The Golden Quest was written by
Past Grand Sage M. Atlee Ermold (K, Temple ‘09) and past Grand Herald Byron R. Lewis (,
Illinois ‘02). The Golden Quest was adapted from the Sigma Delta Fraternity, before it became
Kappa Chapter of Sigma Pi Fraternity at Temple University.

Since the office of Herald plays an important role in all chapter rituals, you should stress the
importance of ritual in your chapter. An effective way to do this is at the end of each meeting. Pick
out a paragraph of the Initiation Ritual and discuss it thoroughly. This is a good way for each
member to better understand the meaning of The Golden Quest.

The use of the ritual from the opening and closing ceremonies of The Golden Quest should be
performed with all seriousness. All chapter meetings, elections, and officer installations are to be
done according to the ritual.

This manual is designed to assist you in conducting The Golden Quest and other parts of the ritual
in their correct and solemn form.

The Adytum
For the arrangement of the Adytum, refer to the Sigma Pi Manual of Ceremonies, Page 14. If you
are in need of specific items of ritual equipment used in the Manual of Ceremonies, please contact
the Executive Office at (800) FEB-1897. The members should dress in coat and tie, be on time, and
be solemn in nature.

New members or neophytes should be together, in a serious state of mind, and thinking
about what they are about to undertake.




                       The ritual is what ties us as brothers together.

    Those brothers involved with the ritual should rehearse their parts before the
                                 ceremony begins.




Sigma Pi Fraternity                                                                     11
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                                                                                    Herald’s Manual

                                                                                         ~ Retreats


                           Planning Chapter Retreats
Introduction
At various times throughout each year, it’s good for a chapter to step back and take an objective
look at itself. Often this can best be accomplished by a chapter retreat. A retreat is a good way to
help the group redefine goals and objectives and to develop programs to meet those objectives. The
following is a series of suggestions to consider in planning a chapter retreat.

Plan Ahead:
    Give ample notice so members can arrange their schedules in advance.
    If possible, involve all officers in planning the retreat so everyone feels they have a
      stake in its success.
    Be enthusiastic - you can’t expect them to be if you’re not.
    Assign or delegate responsibilities for the following:
              Housing and meeting places
              Transportation and meals (if necessary)
              Program
              Clean up

Scheduling:
   Normally the first two weekends of each term are the best times for a retreat. After that
     too many conflicts arise and the semester is underway.

Locations:
   It is a good idea to get away from the house, telephones, etc. Being away makes it
     easier to look at the chapter and its problems objectively. When traveling, plan in
     advance and arrange transportation. Consider the possibility of group mass transit.
     Sometimes it is better to have it at the house than not at all, so take the phone off the
     hook and set up closed house conditions.
   If travel is involved, select a place not too far from campus. You shouldn’t spend more
     than one-hour driving. Your institution’s Office of Student Activities can help in
     finding retreat sites.

Organization of the Retreat
Objectives
1. Identify and get problems out in the open (do evaluations first to be sure they are included).
2. Promote communication among all segments of the house.
3. Establish common goals and objectives.
4. Establish some positive solutions for problems that have been identified.
5. Spend more time on solutions than on problems!




Sigma Pi Fraternity                                                                       12
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                                                                                   Herald’s Manual

                                                                                       ~ Retreats

Equipment
1. Pen and pencil for each member of the group.
2. Piece of paper and notepad for each member of the group.
3. Any additional supplies.
4. Flip chart or chalkboard accessible.

Procedure
1. Keep general membership in suspense, as well as excited. Have them thinking what objectives
   they would like to see implemented.
2. Defining problems:
   a) Have each individual make a list of five major problems affecting the chapter.
   b) Divide the group into small groups of four to seven people by counting off around the room.
      (This procedure breaks up cliques).
   c) Have each small group discuss and compile a list of the major problems affecting the
      chapter. This list should be ranked in order (i.e., 1. recruitment, 2. brotherhood,
      3. scholarship).
   d) Have small groups come back into one large group and a spokesman for each group reads
      and explains the five major problems.
   e) Each problem is placed upon a blackboard and explained. After each group has explained its
      list, the chapter votes on the five problems it wants to focus on at the retreat. (Many of the
      problems listed will be similar and should be combined, if possible.)
   f) After the problems are selected, take each problem and turn it into a positive goal statement.
   g) Then, take those five major goal statements and break up into groups again and have each
      group come up with a list of things to do to make that goal statement a reality.
   h) After each group has completed this part of the exercise, form one large group and have a
      spokesman for each small group read and explain its list.
   i) Have one member of the group write all things to do on a blackboard under each goal
      statement.
   j) After each “Things To Do” is written on the board, assign a volunteer or member to make
      sure the task is accomplished. Assign a deadline or completion date.
   k) Have the secretary make sure everything is written down and have this information
      distributed to every member of the chapter.

Follow up
You should have five major goal statements and a plan of action or things to do to make those goal
statements become reality. Offer to take responsibility for follow-up of the retreat. You should
take the list that was compiled at the retreat to chapter meetings and make sure each person
responsible for accomplishing a task is making progress toward that goal. If you follow this
procedure, you should see improvement in the chapter. This method will help give the chapter a
sense of direction and accomplishment.


                It is imperative to have an agenda for the chapter retreat.



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The Cornerstone Concept

								
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