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Officers’ Handbook

 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Collegiate

 

 

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Table  of Contents

Introduction
Mission, Vision and Values

National Organization Overview

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National Organization Structure

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National Council

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National Headquarters Staff

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District Structure

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National and District Volunteers

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Who to Call for Help

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Alpha Sigma Alpha Claims and Dispute Resolution

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NPC, NIC, NPHC, NALFO

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Alpha Sigma Alpha Foundation

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National Meetings

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National Awards

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National Publications

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Governing Documents

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Chapter Officers

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Chapter Officer Structure

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Responsibilities of Executive Board Officers

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Executive Board Officer Position Descriptions

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Responsibilities of Non-executive Officers

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Non-executive Officer Position Descriptions

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Chapter Committees

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Chapter Operations

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Executive Board Meetings

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Committee Procedures

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Chapter Meetings

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Sample Bylaws

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Goal Setting

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Chapter Calendar

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Elections

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Chapter History

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Introduction

Alpha Sigma Alpha’s Mission Statement
Alpha Sigma Alpha is a women’s organization that promotes high ideals and standards for its
members throughout their lives by emphasizing balance among our four aims of intellectual,
physical, social and spiritual development. Alpha Sigma Alpha provides opportunities
through:
Sisterhood- forming strong bonds of unconditional friendship based on common values
and experiences;
Heritage- expressed through creed, ritual and history; and,
Leadership and Service- enhanced by chapter, campus and community involvement.

Alpha Sigma Alpha’s Purpose
To foster close friendship between members and develop women of poise and purpose.

Alpha Sigma Alpha’s Core Values
Relationships…building strong bonds of friendship
Integrity…possessing high moral principles
Balance…living a well-rounded life
Learning…expanding your mind
Generosity…giving of ourselves
Growth…continual development
Responsibility…personal commitment
Enjoyment…fun

Alpha Sigma Alpha’s Vision
To cultivate values and ideals in women who are known for their character and concern for
others. Alpha Sigma Alpha inspires women to lead, to serve and most of all to make a
difference.

Alpha Sigma Alpha’s Open Motto
Aspire, Seek, Attain

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Part of being a chapter officer in Alpha Sigma Alpha is to fulfill this mission and to uphold the
aims and ideals of Alpha Sigma Alpha in your daily life and in your leadership role in the
sorority. As an officer, you are capable of leading the chapter to succeed in its academic,
philanthropic and sisterhood endeavors.
The Collegiate Officers’ Handbook is to be used as a guide and resource in fulfilling your
duties. It has been developed to give you a hands-on source to answer your questions, to
develop programs within your chapter and to train you as part of the chapter's leadership. As
you read through the sections, ask yourself:
How can I make the most of this information in performing my duties as an officer?
How will it help me to promote sisterhood within the chapter?
What can I do in my office to increase the chapter’s appreciation for our heritage?
The purpose of the Collegiate Officers’ Handbook is to assist you in making your chapter of
Alpha Sigma Alpha the best it can be. Take a few moments to read through the entire manual
before focusing on your particular leadership responsibilities.
As a leader and as an Alpha Sigma Alpha, you should feel comfortable with all the information
in this handbook. You play an important role in the history of your chapter. You are a steward
of the sorority, strengthening the chapter as you continue in your leadership capacities. Your
contributions will help the next generation of leaders who will guide Alpha Sigma Alpha to its
mission.

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National
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National Organization Structure
Alpha Sigma Alpha is a National Panhellenic Conference Sorority comprised of both collegiate
and alumnae chapters. A national sorority is an organization composed of chapters across the
nation that live the same creed, values, aims and ritual and follow the same national bylaws,
policies and procedures.

National council is elected by the national convention body and is guided by Alpha Sigma
Alpha’s guiding principles. The national council sets the sorority’s strategic plan, approves the
budget and updates national policies and procedures. From those documents, the
organization management develops WHAT will be done by creating the business plan, WHO
will be doing the work through volunteer placement and HOW the work will get done through
training on needed skills. The project leadership and work groups focus on coordinating
specific pieces of work within the business plan. Project implementation groups and liaisons
are the volunteers who do the work of the organization and assist our general membership.
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Leadership and Support Personnel
One of the greatest strengths of our sorority is the commitment of its volunteers and staff to
strengthen and support Alpha Sigma Alpha. National volunteers and staff members are
dedicated individuals who direct the growth, coordinate the activities and supervise the
finances of the national organization. Alpha Sigma Alpha national headquarters houses a fulltime professional staff. The staff and volunteers work in partnership to develop and execute
programming and support to our members.

National Council
The national council acts as the governing body of the sorority during the interim between
national conventions. The national council consists of seven voting members elected at the
national convention. The national council directs the growth, coordinates the strategic plan
and supervises the finances of the national organization. Members of the national council are
president, vice president of operations, vice president of finance, vice president of
communications and three vice presidents of membership. Position descriptions for these
offices can be found in the Alpha Sigma Alpha Bylaws.

National Headquarters Staff
Alpha Sigma Alpha National Headquarters is located on the northwest side of Indianapolis,
Indiana. National headquarters exists to support all operations of the national sorority and its
officers. It is the professional and administrative center of the sorority. There are many services
offered through national headquarters. Since all membership records are maintained here,
mailing addresses are available.
These addresses may be requested for certain ZIP codes by collegiate or alumnae chapters
when planning an anniversary celebration or a special event. National headquarters is also an
information center. If a member or advisor has a question regarding sorority history, officers,
procedures, report forms or dates for national events, the question either will be answered by
a staff member or directed to the national volunteer who can best assist in answering the
question.
The staff at national headquarters consists of both professional and administrative staff. The
executive director, director of member services, membership development coordinator,
membership growth coordinator, program development coordinator, director of
communications and marketing, volunteer coordinator, alumnae engagement coordinator and
the leadership development and event coordinator comprise the professional staff. These staff
members work in partnership with national volunteers to develop and execute programming
and support to our membership.
The administrative staff consists of the office assistants and finance manager. These staff
members keep the financial and membership records of the sorority current as well as perform
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daily operations including answering the phone and assisting with questions, preparing
mailings, data processing, and many other duties.
Leadership consultants are also part of the Alpha Sigma Alpha headquarters staff. Leadership
consultants are recent graduates who serve as liaisons between the national organization and
collegiate chapters. Their leadership experiences within their own chapters and training
provided by the national organization have prepared them to identify chapter strengths and
problem areas and assist with chapter development, officer training, membership recruitment
and retention. Leadership consultants travel for one academic year as representatives of the
national organization.

District Structure
The United States is broken up into eight Alpha Sigma Alpha districts. Each district has
volunteers dedicated to the growth and development of the collegiate and alumnae
membership within that district.

District 2
Connecticut, Delaware, District of Columbia, Maine, Eastern Maryland, Massachusetts, New
Hampshire, New Jersey, Eastern New York, Eastern Pennsylvania, Rhode Island, Vermont

District 3
Western New York, Eastern Ohio, Western Pennsylvania, Western Maryland

District 4
West Virginia, Virginia and North Carolina.

District 5
Michigan, Southern Illinois, Indiana and Western Ohio.

District 6
South Carolina, Georgia, Alabama, Florida, Tennessee, Kentucky, Mississippi, Arkansas

District 7
Arizona, California, Colorado, Oklahoma, Hawaii, Louisiana, Nevada, New Mexico, Texas, Utah

District 8
Alaska, Idaho, Northern Illinois, Iowa, Minnesota, Montana, North Dakota, Oregon, South
Dakota, Washington, Wisconsin, Wyoming

District 9
Kansas, Missouri, Nebraska
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National Volunteers
In order to complete the strategic plan set by the national council, many volunteers are
needed. For collegiate and alumnae chapters, there are several volunteers who are dedicated
to helping the chapters succeed.
Examples of national volunteers include:
NPC Delegation
Academic Excellence Team
National Ritual Coaching Team
Recruitment Revitalization Team
Extension Project Team

Volunteer Management Team
Individual Awards Selection Committee
Service & Giving Project Team
National Convention & Leadership
Conference Team

District Volunteers
Each district has a district facilitator who serves as the main volunteer contact in the area. The
district facilitator serves as a conduit between chapters and the resources available to assist
them. Each district also has volunteers who have experience in concentrated areas of
specialty. The district’s recruitment leader, the finance leader, social responsibility leader,
district Panhellenic liaison and the membership commitment leader coordinate with the
district facilitator to support the needs of the collegiate chapters. The leaders are “experts” in
their respective areas of concentration and are able to develop strategies with chapters in
their area to meet their goals.
Another member of the district team is the district meeting coordinator. This volunteer is
responsible for planning and organizing District Day for all collegians and alumnae in the
district.
The district team would not be complete without the advisors. Chapter advisors as well as all
the other advisory positions are considered Alpha Sigma Alpha national volunteers. Chapters
should first utilize their advisors before contacting their district facilitator.
Each district has an advisory board district liaison who serves as a resource for advisors. She is
available to answer an advisor’s questions, refer an advisor to additional information or as a
sounding board. Additionally, each district has an alumnae district liaison who works with the
alumnae chapters.

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Who to Call for Help
We encourage our collegiate chapters to follow a “chain of command” when they have
questions or need help. The first person a collegiate chapter officer should call for help is the
chapter advisor. If the chapter advisor is unable to assist the chapter, the officer should then
call the district facilitator. The district facilitator will either assist the chapter or point the
officer in the right direction on who to contact. Volunteer directories are available for chapter
officers on the Officer Portal.
Here are some common questions/topics and who to call for assistance:
Clarification on risk management policies
Social Responsibility Leader
Termination and Special Status questions
Membership Commitment Leader
Membership badge orders and membership records
National Headquarters
Questions regarding billings
National Headquarters
Chapter elections
District Facilitator
Recruitment assistance
Recruitment Leader
AΣA Advantage assistance
Membership Commitment Leader
Financial questions
Finance Leader
Address updates
National Headquarters
Lists of area alumnae
National Headquarters
Insurance questions
Willis North America
You have a wealth of talent and resources all around to support you! Other resources that are
available to you are:
Alpha Sigma Alpha National Headquarters
9002 Vincennes Circle
Indianapolis, IN 46268
317-871-2920
Fax: 317-871-2924
asa@alphasigmaalpha.org
www.alphasigmaalpha.org

Willis North America (Insurance)
10707 Pacific Street, Suite 200
Omaha, NE 68114
1-800-736-4327, ext. 4163
Fax: 800-328-0522
www.willissorority.com

Alpha Sigma Alpha Claims & Dispute Resolution Program
The Alpha Sigma Alpha Claims & Dispute Resolution Program binds the member and the
Sorority to handle problems through a series of measures designed to bring timely resolution.
It is a process that allows claims and grievances to be objectively considered and resolved
without forcing the member to resort to courts of law. As an alternative to judges or juries,
settling disputes between members, chapters and the national organization, binding
arbitration provides a method of resolution through an independent third-party. Binding
arbitration is a condition of membership.

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National Panhellenic Conference (NPC)
Organized in 1902, the NPC is a conference body, not a governing body for its 26 member
fraternities. The NPC body meets with representative delegations from each of the
completely autonomous member groups. Alpha Sigma Alpha is a member sorority of the
NPC. The NPC office fills publication orders and provides referrals for specific issues; however,
the headquarters staff does not interpret policies or give procedural advice.
3901 West 86th Street, Suite 398
Indianapolis, IN 46268
(317) 872-3185
npccentral@npcwomen.org
www.npcwomen.org

North-America Interfraternity Conference (NIC)
Organized in 1909, NIC is an association representing 75 international and national men's
fraternities. The office of the NIC provides services through information, reports, releases and
correspondence. The NIC sponsors the Undergraduate Interfraternity Institute—UIFI.
3901 W 86th Street, Suite 390
Indianapolis IN 46268
(317) 872-1112
www.nicindy.org

National Pan-Hellenic Council, Inc. (NPHC)
Organized in 1929 (reorganized in 1982), NPHC is composed of nine national fraternity
organizations (five men and four women). While all the organizations are held to be interracial
in character, the membership of each is predominantly African-American. The purpose of
NPHC is to consider questions and problems of mutual interest and make recommendations.
3951 Snapfinger Pkwy, Suite 218
Decatur, GA 30035
(404) 592-6145
www.nphchq.org

National Association of Latino Fraternal Organizations, Inc.
(NALFO)
NALFO (National Association of Latino Fraternal Organizations) is an umbrella council for
Latino Greek Letter Organizations. The purpose of NALFO is to promote and foster positive
interfraternal relations, communication and development of all Latino Fraternal organizations
through mutual respect, leadership, honesty, professionalism and education. Established in
1998, NALFO has 19 member organizations from across the United States. The organization
meets bi-annually for conventions and to conduct business meetings.
info@nalfo.org
www.nalfo.org
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The Alpha Sigma Alpha Foundation
The Alpha Sigma Alpha Foundation exists to support the educational, leadership and philanthropic
purposes of Alpha Sigma Alpha sorority through charitable giving. The Foundation was created in 1986
primarily as a scholarship-granting body, but over the years, its scope has broadened to support a wide
range of educational programs.
Your gifts to the Foundation make a real difference in the success of Alpha Sigma Alpha and its
members by underwriting programs that benefit collegians, alumnae and women of all ages. The Alpha
Sigma Alpha Foundation is committed to promoting service, leadership and lifelong learning through its
financial support of Alpha Sigma Alpha Sorority and its members. Listed below are several examples of
programs and experiences made possible by the Alpha Sigma Alpha Foundation.

Encouraging service
The spirit of giving is a powerful part of being an Alpha Sigma Alpha. Members share their gifts, talents,
finances, time and resources with each other and their communities. Through donations to the Alpha
Sigma Alpha Foundation, the Foundation is able to support the sorority’s national philanthropic
partners:
S. June Smith Center
Special Olympics
Girls on the Run

Inspiring leadership
Knowing that leadership requires specific skills, courage and lifelong reinforcement, the Alpha Sigma
Alpha Foundation is deeply committed to training, mentoring and follow-up. Alpha Sigma Alpha
members are given opportunities to develop their leadership skills, self-confidence and ability to
interact with others. Through values-based leadership programs members are given opportunities to
develop leadership skills in a safe environment. Members walk away from these programs having gained
the skills needed to succeed. Events that the Foundation helps support are:
Emma Coleman Frost Leadership Development Institute
Biennial National Convention and Leadership Conferences
District Day events
Advisor Institute
Job Bound Career Videos
Career Track at District Day events

Sustaining lifelong learning
Curiosity, critical thinking and intellectual discipline are qualities prized by Alpha Sigma Alpha members
at any age. Alpha Sigma Alpha supports the spirit of expanding the mind and reaching for new
information by giving members the opportunity to develop their academic potential and participate in
personal development programming that enables them to be stronger, wiser and more perceptive
members of their communities. The Foundation offers:
Academic scholarships
Career Enhancement Grants
Freida Riley Award for Teaching Excellence

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National Meetings
National Convention and Leadership Conference
Each collegiate and alumnae chapter is represented at the national convention by its official
delegate, who has one vote. Other voting members are the national council, specific national
volunteers, eligible alumnae chapter delegates and one initiated advisor per chapter (nonmember advisors may also attend, but cannot vote). Only delegates may vote in the general
business meetings, but any member may attend these meetings. National convention and
leadership conference is held biennially and every member of the sorority is encouraged to
attend.
The collegiate chapter president is the chapter’s voting delegate. If the president is unable to
attend, another chapter member may be selected as a substitute. The delegate must be an
initiated member in good academic and financial standing, and be enrolled in classes during
the fall following the convention.

Emma Coleman Frost Leadership Development Institute
Established with a generous donation from Emma Coleman Frost, Pi Pi, the leadership
development institutes are held every two years, during the years Alpha Sigma Alpha does not
have a national convention. Every collegiate chapter is expected to send at least four chapter
members to one of the institutes held at different sites around the country. The institutes
provide learning opportunities and leadership development training that will prepare
collegiate officers for current responsibilities and future challenges.

District Day
Collegiate and alumnae chapters within a specific district gather together each year for a
District Day. Depending on the district, these may be held during the fall or spring semester.
At these meetings, educational programming and personal development workshops take
place. Chapter delegation sizes are determined by the distance from the chapter to the
District Day location. See the Alpha Sigma Alpha website for more information.

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National Awards
Collegiate Chapter Awards:
In order to be considered for a collegiate chapter award, a chapter must submit the end of the
year report which outlines how the chapter has excelled in the selection criteria areas of
recruitment, scholarship, service and giving, panhellenic activities, chapter efficiency,
leadership, national meeting attendance and financial responsibility.

Aspire, Seek, Attain Chapters
In 2006, three levels of recognition were established to recognize chapters who are on their
way to being four-star chapters.
Aspire chapters … are chapters that have shown a commitment to each other, their chapter
and the national organization by upholding the high ideals of the sorority.
Seek chapters...are chapters that have built on that commitment and have embraced the
responsibility of membership to ensure that the sorority remains strong.
Attain chapters… are chapters that have vowed fully to uphold their role, responsibility and
commitment to being an energizing influence in the future of their chapter and Alpha Sigma
Alpha.

Four-Star Chapters
This award recognizes those chapters who uphold the high ideals of the sorority in the areas of
membership, academic excellence, finances, membership education, chapter operations,
service and giving, national meetings, ritual, organization image, national bylaws, policies and
procedures, advisory board and alumnae involvement. Those chapters who have a high
overall score on the end of the year report are recognized as Four-Star Chapters.

Crown of Excellence Award
This award recognizes AΣA's most outstanding collegiate chapter on an annual basis. The
Four-Star Chapter who has the highest overall rating becomes the recipient of the Crown of
Excellence Award.

Scholastic Achievement Award
This award is given on an annual basis to the collegiate chapter that has the highest GPA
among its members.

Scholastic Improvement Award
This award is given on an annual basis to the collegiate chapter that has shown the greatest
improvement in the overall GPA of the chapter.
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Service and Giving Award
This award is given on an annual basis to the collegiate chapter that has performed
outstanding service to the AΣA national philanthropic partners, its campus and community.

Sidney Gremillion Allen Panhellenic Award
This award is given on an annual basis to the collegiate chapter that displays outstanding
panhellenic spirit and participation. The Panhellenic Award was named after Sidney Gremillion
Allen, Psi Psi, at the 1994 national convention to honor her 14 years of service as National
Panhellenic Conference delegate. During this time, she was the first AΣA to rotate through the
Executive Board of NPC, serving as chairman from 1985 to 1987.

Rose Marie Fellin Financial Excellence Award
This award is given on an annual basis to the collegiate chapter that demonstrates exemplary
financial management through accurate and timely submission of financial reports and fees to
national headquarters. This award was established in 1992 to honor Rose Marie Fellin, Beta
Sigma, who served as national treasurer for 3 years and headquarters executive for 24 years.

Technology Excellence Award
This award is given annually to honor a collegiate chapter that demonstrates outstanding use
of technology in its chapter operations.

Individual Undergraduate Awards:
Elizabeth Bird Small Award
This award is given annually in memory of Elizabeth Bird Small, Pi Pi, former national councilor
and advisor of Pi Pi Chapter. It is the highest honor the sorority can bestow upon an
undergraduate member and recognizes outstanding leadership within the chapter and in
campus organizations, academic excellence and dynamic personality.

Frost Fidelity Award
This award is based on intangible fraternity values including exceptional loyalty and unusual
service to AΣA. This undergraduate award was established by Emma Coleman Frost, Pi Pi, and
her husband, Donald. It is given annually to an outstanding member who does things "beyond
the call of duty" and offers loyal friendship to all.

Outstanding New Member Award
This award recognizes members who have been outstanding contributors to their chapters in
their first year of membership. The recipient of this annual award has demonstrated excellence
in spirit and attitude including a willingness to accept responsibility, ability to work well with
other chapter members and potential for taking leadership roles in the chapter.

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Outstanding Athlete Award
This award honors an undergraduate member who exemplifies the physical aim by
representing her college/university as a member of an intercollegiate athletic team. She
demonstrates sportsmanship, athletic ability, leadership and teamwork while being actively
engaged in Alpha Sigma Alpha.

Individual Advisor Awards:
Outstanding Advisor Award
This award recognizes an advisor who has gone above and beyond to serve a collegiate
chapter. She may be nominated by the collegiate chapter or a district volunteer.

Outstanding Fraternity/Sorority Advisor Award
This award was established to recognize a campus professional for exceptional service to
Alpha Sigma Alpha and his/her campus community. He/she exemplifies the core values of
Alpha Sigma Alpha, serves as a role model for students and has made an outstanding
contribution to Greek life.

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Alumnae Chapter Awards:
Palm, Star, and Crown Recognition
Recognition is given to alumnae chapters who fulfill listed requirements specific for each level
of recognition.

Alumnae Chapter Crown of Excellence
The Crown of Excellence Award is given annually to an outstanding alumnae chapter. This
award is selected from Crown level achievement chapters with special emphasis on Arista
Alumnae Association membership, ritual activities and alumnae initiations, recruitment and
programming based around the four aims of Alpha Sigma Alpha.

Individual Alumnae Awards:
Wilma Wilson Sharp Award
The Wilma Wilson Sharp Award was established by the 1941 national convention to be
presented to an alumna who has gained recognition professionally, in service to her
community or in service to Alpha Sigma Alpha. The Wilma Wilson Sharp Award is selected on
a biennial basis and is presented at the national convention & leadership conference.

Recognition of Eminence Award
This award is designed to honor those alumnae whose professional or community
achievements have attracted recognition far beyond the circle of Alpha Sigma Alpha
membership. It was created in celebration of the sorority's 50th anniversary and it is awarded
at the discretion of the national council.

Evelyn G. Bell Award
Each biennium a member who has shown outstanding leadership and loyalty as a collegian,
alumna and national volunteer is chosen as recipient of the Evelyn G. Bell Award. The award
was established in honor of this former national president.

Helen L. Corey Award
The Helen Corey Award was first established in 1982 in recognition of her years of service to
the sorority and for her contributions to the history of successful conventions. Originally, this
award was presented to a member in recognition of their unwavering and tireless efforts for
the planning of national conventions. In 2008, national council voted to honor Helen Corey’s
dedication to Alpha Sigma Alpha by amending the description of this award to a member in
recognition of their unwavering and tireless efforts in service of the sorority.

Alumnae Phoenix Award
This award is given biennially to the author of the best feature article that appears in the
Phoenix during the previous two years.
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National Publications
The Phoenix of Alpha Sigma Alpha
The official magazine of the sorority is used to promote the interest and welfare of the
sorority. Edited under the direction of the communications and marketing coordinator, the
magazine is issued quarterly. It includes news and information about chapters, individual
achievements and the national organization. Members, upon payment of their life
subscription, become lifetime subscribers to the magazine. Since 1969, life subscriptions have
been included in the initiation fee. If a member is not receiving the Phoenix regularly, she
should contact national headquarters.

The Ritual of Alpha Sigma Alpha
This publication is published by the national sorority and contains the Phoenix Degree and
Sanctuary Degree Services as well as other ritualistic services. The Ritual is revised periodically
by the national organization. It should be stored with all the ritual equipment in a secure place.

The Years Behind Us - A History of Alpha Sigma Alpha
The history is published to document the progress of our sorority. The first publication
occurred in 1952 and covered the first 50 years of Alpha Sigma Alpha history. History
supplements, covering the years 1951 through 1976, and the Summer 1992 issue of the
Phoenix, which covers the years 1976 through 1991 have also been published. The most
recent issue was published in 2002 and is a compilation of 1901-2001.

The Ties That Bind
This book is a coffee table book that was published in celebration of Alpha Sigma Alpha’s
centennial. It is a compliment to the 2002 publication of The Years Behind Us - A History of
Alpha Sigma Alpha.

Collegiate Officers' Handbook
This handbook details the duties and responsibilities of each officer in a collegiate chapter. It
also describes basic chapter operations. This publication is offered digitally to our chapters.

Treasurer's Handbook
This handbook provides instructions for the chapter treasurer to keep effective record of the
money collected and spent by a collegiate chapter. This publication is offered digitally to our
chapters.

Standards Board Handbook
This publication outlines the proper procedures for the chapter standards board including, but
not limited to, termination, special status and the standards resolution procedure.
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The Collegiate Connection e-newsletter
The Collegiate Connection is an electronic newsletter posted six times during the academic
year. The newsletter contains helpful chapter operation articles and tips for members.

AΣA Advantage Member Manual
The member manual contains historical information about Alpha Sigma Alpha important for all
levels of sorority membership - new member, initiate, senior and alumnae.

AΣA Advantage Facilitator’s Guide
This supplementary guide helps the vice president of membership education and her support
team in implementing the AΣA Advantage initiative with the chapter.

Governing Documents
Alpha Sigma Alpha National Bylaws
The Alpha Sigma Alpha National Bylaws are sent electronically to chapters when they are
revised following every national convention. Copies are available on the Officer Portal and
MyA A. The national bylaws outline government of the sorority, finances of the sorority and
general structure of the sorority. All members are expected to be aware and understand the
national bylaws.

Chapter Bylaws
A chapter’s bylaws provide the basic rules regarding the chapter itself as an organization.
Chapter bylaws define the organization and prescribe how it will function to fulfill its stated
purpose. The chapter membership feels these rules are so important that they cannot be
changed without previous notice and the vote of the large majority. Examples are rules for
attaining membership and officer duties.
Alpha Sigma Alpha requires changes in each chapter’s bylaws to be reviewed and approved
by the national headquarters staff before they are enacted. Staff members are experienced in
handling procedural issues and will help the chapter avoid pitfalls and confusion.
The entire chapter membership should have a copy of and understand its bylaws. After all,
this document contains the extent of their powers in sorority matters. The parliamentarian
and president should come to chapter meetings equipped with copies of the national and
chapter bylaws. Before the meeting officers should familiarize themselves with the bylaws
concerning issues under discussion. Appropriate reference to the sorority’s governing
documents reinforces consistency and order in meetings.
Chapter bylaws should correlate closely with the national bylaws.
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Standing Rules
Standing rules cover the details of administration of the meeting in contrast to parliamentary
procedure that manages content. They may be adopted with a majority vote at any business
meeting without previous notice. Common examples include day and time of meeting and
dress code. Standing rules may be adopted or temporarily suspended as needed.

Rules of Order
General rules of governing the usual parliamentary management of chapter business are
required. Alpha Sigma Alpha uses Robert’s Rules of Order, Newly Revised as a parliamentary
authority to dictate procedure. As exceptions, special rules of order may be adopted
separately from the bylaws and should be attached to them for convenience. It is not a good
idea to include any special rules of order within the bylaws. If needed, by circumstance, rules
of order may be suspended by a two-thirds vote, unlike bylaws. Examples of rules of order are
establishment of the order of business and limits of length of speeches permitted by
members.

Strategic Plan
Strategic planning is key to ensuring the organization continues to thrive. The responsibility for
setting strategy rests with the national council. This includes determination of mission and
purpose of the organization, analysis of data to determine direction and setting priorities.
Alpha Sigma Alpha's Strategic Plan is the Sorority's road map for the future. The national
council ensures the plan is consistent with the Sorority's founding documents and ritual.

Business Plan
Alpha Sigma Alpha's business plan is developed based on the strategic plan. National
headquarters staff works to develop a business plan that, when implemented, will allow the
organization to achieve its strategic objectives. The national council monitors progress
through reporting from members of the organizational management. Once the business plan
is developed it is used to produce the annual budget.

National Policies and Procedures
Alpha Sigma Alpha has developed policies and procedures to ensure that clear expectations
and guidelines are provided to members. The policies are designed to ensure the health and
well being of individual members, chapters and the national organization. Procedures discuss
items related to chapter operations including membership selection, disciplinary action and so
forth.

Standards Policies
Standards policies should outline participation requirements for chapter events. These should
be voted on by the chapter. The standards policies can be attached to the chapter standing
rules.

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[Type text] 
  Officers
Chapter

Collegiate Chapter Officer Structure
Chapter President

Responsible
for:

Vice president of
programming &
ritual

Vice president of
alumnae &
heritage

Vice president of
public relations &
recruitment

Vice president
of membership
education

Secretary

Treasurer

Leadership &
Education

Heritage

Recruitment
Member
Statistical analysis

Chapter
Records

Finance

Alumnae
Newsletter

Training &
Education
AΣA Advantage

Rosters

Alumnae Relations

All forms of
recruitment

Membership
Education

Standing Rules

Panhellenic
Council

Personal
Development

Retention
Awards &
Recognition
Sisterhood
Service
Living the Values

Senior & Alumnae
modules of
Advantage

Monitor Budget
Pay Bills

Chapter Reports

Member
Invoicing

Correspondence

Collections

Parliamentarian

Housing
Chairman

Phoenix
History

Chapter
Officers:

Program
Committee:
Scholarship
Chairman
Social Chairman
Service & Giving
Chairman

Editor/Historian

Panhellenic
Delegate
Public Relations
Chairman

Ritual Chairman
Standards
Chairman
Chapter
Committees:

Scholarship
Social
Service & Giving
Ritual

Recruitment
Teams

AΣA Advantage
Support Team

Finance

Standards Board
Special
Committees:

Nominating
Committee
Bylaws
Committee

Executive Board
The executive board is responsible for maintaining the general welfare and operations of the
chapter. The executive board is comprised of seven officers that include the president, the
vice president of public relations and recruitment, the vice president of alumnae and heritage,
the vice president of programming and ritual, the vice president of membership education,
the secretary and the treasurer. There are two separate lists of responsibilities defined. The
first details the executive board's responsibilities as a single unit. The second defines the
general individual responsibilities of each member of the executive board in addition to her
specific responsibilities stated with her office description.

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  Officers
Chapter

Responsibilities of the Executive Board
Within the limits of the bylaws, policies and procedures of the Sorority and the chapter bylaws
and standing rules the executive board shall:
1. Serve as role models to Greek and campus community, chapter officers and members.
2. Follow the bylaws, policies and procedures of the Sorority. Be familiar with the chapter's
bylaws and standing rules, Collegiate Officers’ Handbook and all other AΣA manuals.
3. Ensure that the chapter meets the requirements outlined in Our Collegiate Chapter…Our
Commitment.
4. Uphold college/university rules and regulations.
5. Promote panhellenic spirit within the chapter and on campus.
6. Assist the chapter in establishing goals and monitor the chapter's progress.
7. Oversee chapter chairmen in achieving goals and ensure that an organized officer
transition occurs.
8. Utilize the chapter advisory board members as resources for chapter growth and
development.
9. Provide leadership and assistance to chapter chairmen and members.
10. Approve the appointment of special chairmen and committees.
11. Support the heritage of Alpha Sigma Alpha through the ritual and promote sisterhood
development through programming.

Responsibilities of an Executive Board Member
Within the limits of the bylaws, policies and procedures of the sorority and the chapter bylaws
and standing rules, each executive board officer shall:
1. Uphold the standards and ideals of Alpha Sigma Alpha.
2. Follow the bylaws, policies and procedures of the Sorority. Be familiar with the chapter
bylaws and standing rules, Collegiate Officers’ Handbook and all other AΣA manuals.
3. Meet the My Collegiate Membership…My Commitment statements.
4. Attend and participate in all chapter and executive board meetings and chapter activities,
District Day, Emma Coleman Frost Leadership Development Institute (LDI), and national
convention and leadership conference.
5. Promote and maintain positive internal and external public relations, serving as a
representative for the chapter and national sorority as requested.
6. Submit national and chapter reports by the established deadlines and uphold national
and chapter financial and budgetary responsibilities.
7. Develop close working relationships with the chapter advisor and advisory board
members, chapter chairmen and district volunteers.
8. Maintain officer files and resources for the position.
9. Participate in officer transition and train successor.
10. Ensure the legal integrity, including risk management, of the Sorority.
11. Encourage the chapter to include programming stressing sisterhood.
12. Encourage sorority heritage through Alpha Sigma Alpha Ritual and programs established
by the national organization and the chapter.
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[Type text] 
  Officers
Chapter

Chapter President
Basic Function
The collegiate chapter president serves as the executive officer of the chapter and exercises
general supervision over the chapter. She plans for the general welfare and improvement of
the chapter. She confers regularly with the chapter's advisors and serves as the liaison
between the campus and the collegiate chapter as well as the liaison to the national
organization.
Within the limits of the bylaws of the sorority, the chapter's bylaws and national policies and
procedures, the collegiate chapter president, with appropriate delegation, shall:
1.
Preside at all meetings of the chapter and executive board using basic parliamentary
procedure.
2.
Confer regularly with chapter advisors and the district facilitator.
3.
Appoint special committee chairmen and appointed officers with the approval of the
executive board. Serve as an ex-officio member of all chapter committees, except the
nominating committee and the standards board.
4.
Authorize the collegiate chapter treasurer with chapter approval to make all chapter
disbursements.
5.
Ensure that the chapter bylaws are reviewed annually for revision by the parliamentarian.
Revisions are brought before the chapter for a vote. Ensure updated bylaws are
submitted annually.
6.
Prepare for visits from leadership consultants, national representatives or other guests
according to the national procedure.
7.
Read all national and chapter correspondence
8.
Ensure that all officers are effectively using the Officer Portal to access resources that
pertain to the officer’s position.
9.
Give a complete report to the entire chapter following a national convention and
leadership conference, leadership development institute or District Day.
10. Be familiar with The Ritual of Alpha Sigma Alpha.
11. Be familiar with the duties of each chapter officer and chairman.
12. Report any change of officers or advisors to national headquarters.
13. Appoint a nominating committee and chairman; hold elections for chapter officers.
14. Ensure that an effective officer transition takes place immediately following the election
of officers.
15. Serve as a role model to the chapter.
16. Complete the End of the Year Report with the help of all chapter officers.

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[Type text] 
  Officers
Chapter

Organizational Relationships
1.

2.
3.
4.
5.
6.
7.

Communicate with the district facilitator when there is a question or concern pertaining
to a national policy or procedure. The district facilitator will refer specific questions to
other national volunteers as needed.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Report to the executive board.
Work closely with chapter officers and chairman as necessary.
Communicate weekly with advisors and the housing corporation.
Communicate with the leadership consultant assigned to the chapter.
Meet regularly with the campus fraternity/sorority advisor.

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[Type text] 
  Officers
Chapter

Vice President of Public Relations and Recruitment
Basic Function
The vice president of public relations and recruitment promotes the image of the Sorority for
all on campus and off campus functions. She is responsible for coordinating all membership
recruitment activities, including, but not limited to, formal and continuous recruitment.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the vice president of public relations and recruitment, with appropriate
delegation, shall:

Overall
1.
2.
3.
4.

5.
6.
7.
8.
8.

Ensure that the chapter is meeting Quota, Total and/or the chapter target.
Perform other duties as assigned by the collegiate chapter president.
Coordinate the chapter's membership recruitment program.
Create an annual recruitment plan for the chapter that outlines all aspects of recruitment
for the year (the campus’s recruitment schedule and continuous recruitment) and educate
the chapter on the plan.
Attend any Panhellenic conferences or workshops pertaining to recruitment.
Serve as a resource for all issues pertaining to recruitment.
Keep all chapter members informed as to recruitment dates and agendas.
Provide potential new members with accurate and complete information regarding an
individual's financial and participation commitments.
Keep complete membership recruitment information with the following:
Accurate account of any recruitment expenditures
Pre-recruitment planning agenda- including PR strategies, recruitment strategy,
recruitment workshops and retreats
Chapter recruitment plan, targets and goals
Updated list of committee members
Copy of current recruitment rules and recruitment resolutions
National membership selection procedure
National Panhellenic Conference membership recruitment rules

Public Relations
1. Promote and maintain positive external public relations for Alpha Sigma Alpha.
2. Work with the public relations chairman to develop and execute the chapter's public
relations plan.
3. Review articles prior to publication in conjunction with the public relations chairman for
content and design to ensure they correspond to the chapter's public relations plan and to
the image Alpha Sigma Alpha wishes to convey to the public.

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[Type text] 
  Officers
Chapter

Recruitment
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Educate the chapter on Alpha Sigma Alpha’s recruitment philosophy and the 5-step
model of recruiting.
Oversee recruitment teams and the recruitment committee.
Ensure that the ten steps to recruitment success are being followed including, but not
limited to: a wish list, regular bid discussions and recruitment teams.
Keep statistical information on recruitment.
Maintain statistical information generated by other officers that promotes the successes
of the chapter (GPA, service and giving activities, etc.).
Assist the membership selection committee as specified in the national membership
selection procedure.
Delegate the responsibility for party planning, music, entertainment and other details of
a recruitment event.
Maintain an active file of women who participated in formal recruitment and were not
matched (if applicable).
Prepare and obtain a complete evaluation of each recruitment period from initiated
members and new members.
Compile a list of recommendations for the recruitment program for the following year
together with written details of each facet of the current recruitment program.
Educate the chapter on the national legacy policy and the national membership selection
procedure.

Organizational Relationships
1.
2.
3.
4.
5.
6.
7.
8.
9.

Communicate with the district recruitment leader when there is a question or concern
pertaining to a national recruitment policy or procedure.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Communicate with the recruitment advisor.
Communicate with the district Panhellenic liaison as necessary.
Report directly to the collegiate chapter president.
The Panhellenic delegate and public relations chairman report directly to the vice
president of public relations and recruitment.
Work directly with recruitment committee and membership selection committee.
Utilize and involve the chapter or recruitment advisor in all recruitment plans.
Communicate with the campus fraternity/sorority advisor about Panhellenic recruitment
rules.

25
 

[Type text] 
  Officers
Chapter

Vice President of Programming and Ritual
Basic Function
The vice president of programming and ritual oversees the initiate module of the AΣA
Advantage initiative. She supervises the programming committee to plan educational
programs and activities stressing sisterhood, risk management and the heritage of Alpha
Sigma Alpha. She shall assume the responsibilities of the chapter president in the event of the
absence or disability of the chapter president.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the vice president of programming and ritual, with appropriate delegation, shall:
1. Promote sorority awareness through educational enrichment programs designed to
inform the chapter members on current issues.
2. Coordinate the four Advantage aim programs required each year.
3. Coordinate other activities and programs, implementing them into an overall chapter
program.
4. Prepare yearly and monthly calendars and distribute them to chapter members.
5. Serve as a member on the AΣA Advantage support team and recommend the resource
materials available for use in educational enrichments and other programs.
6. Serve as chairman of the programming committee.
7. Perform other duties assigned by the president or executive board.
8. Assist president in planning and coordinating the annual end of the year report, officer
training and committee placement.
9. Ensure that all officers are effectively using the Officer Portal to access resources that
pertain to the officer’s position.

Organizational Relationships
1.

2.
3.
4.
5.
6.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Work closely with the chapter advisor and other advisory board members.
Report directly to the collegiate chapter president.
Oversee the program committee.
Communicate with the district membership commitment leader to get ideas for the
initiate module of the AΣA Advantage.

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[Type text] 
  Officers
Chapter

Vice President of Alumnae and Heritage
Basic Function
The vice president of alumnae and heritage oversees the senior and alumnae modules of the
AΣA Advantage. She promotes lifetime membership, fostering goodwill and cooperation
between alumnae and collegians and supervises the maintenance of the chapter's heritage.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the vice president of alumnae and heritage, with appropriate delegation, shall:
1. Attend area alumnae chapter(s) meetings as the collegiate representative.
2. Promote goodwill and cooperation between alumnae and collegians.
3. Be responsible for publishing a chapter newsletter that will be sent to chapter and local
alumnae at least once a year.
4. Coordinate activities and programs with area alumnae chapter(s) by working with the vice
president of programming and ritual to invite alumnae to events planned by the chapter.
Provide alumnae chapter president(s) a copy of the chapter’s calendar.
5. Plan a senior activity with area alumnae chapter(s).
6. Plan a Founders' Day activity with the area alumnae chapter(s).
7. Oversee the editor/historian.
8. Assist seniors with the Advantage capstone and the transition to being alumnae.
9. Serve on the Advantage support team.

Organizational Relationships
1.

2.
3.
4.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national officers as needed.
Report directly to the chapter president.
Work with the editor/historian.
Communicate with the district membership commitment leader with questions regarding
the senior and alumnae modules of the AΣA Advantage

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[Type text] 
  Officers
Chapter

Vice President of Membership Education
Basic Function
The vice president of membership education serves as the officer responsible for coordinating
the programming and education of all members of the chapter. She provides leadership and
direction pertaining to all aspects of the AΣA Advantage initiative. She, with the help of the
Advantage support team, develops the use of all four modules to further chapter education.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the vice president of membership education, with appropriate delegation, shall:
1. Be responsible for the proper functioning of the AΣA Advantage initiative.
2. Inform the chapter about activities within the AΣA Advantage initiative.
3. Keep all membership records up to date.
4. Assist the membership education advisor with administering sorority examinations.
5. Direct the Advantage support team.
6. Submit all membership information to national headquarters via the Officer Portal and
ensure that all membership records are up to date.
7. Educate new members on their badge options.
8. Coordinate the facilitation of the new member module.

Organizational Relationships
1.
2.
3.
4.
5.
6.

Communicate with the district membership commitment leader when there is a question
or concern pertaining to a national policy or procedure regarding membership education.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Communicate with the membership education advisor.
Report directly to the collegiate chapter president.
Oversee the Advantage support team.
Work with the treasurer to collect all new member fees and initiation fees.

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[Type text] 
  Officers
Chapter

Secretary
Basic Function
The collegiate chapter secretary is responsible for all chapter correspondence. She takes
minutes at all chapter and executive board meetings. She coordinates the completion of all
national reports and sends them to national headquarters.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the chapter secretary, with appropriate delegation, shall:
1. Keep the minutes of chapter and executive board meetings in a permanent file and, upon
approval of the chapter and the executive board, affix the date and her signature.
2. Retain all typed chapter minutes according to the record retention policy for collegiate
chapters and distribute these to chapter members.
3. Call the roll, including guests, at chapter meetings, record absences from meetings and
refer absences to the standards board.
4. Advise the president on items of information and business recorded in the minutes of the
previous meetings.
5. Record in the permanent chapter bylaws and standing rules any revisions or additions as
they are made.
6. Be responsible for submission of the chapter information reports each semester.
7. Keep an inventory of chapter stationery supplies and reorder when needed while
maintaining budgetary limits.
8. Be responsible for answering and filing all chapter correspondence.
9. Be responsible for ordering holiday cards sent by the chapter. Maintain the chapter
holiday card list and keep a record of the people and groups to whom cards are sent.
10. Be responsible for maintaining chapter communications methods, posting
announcements for weekly meetings and outstanding achievements.
11. Keep updated and accurate collegiate member contact information in the Officer Portal
and distribute contact lists to the chapter.
12. Perform other duties as assigned by the collegiate chapter president.
13. Delegate the responsibility of creating and updating a chapter website.

Organizational Relationships
1.

2.
3.
4.
5.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Report directly to the collegiate chapter president.
Communicate with all chapter officers who must provide information for the semester
collegiate chapter information reports.
Work with the chapter parliamentarian, the nominating committee and the bylaws
committee.
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[Type text] 
  Officers
Chapter

Treasurer
Basic Function
The collegiate chapter treasurer maintains accurate and complete financial records for the
chapter, invoices members and prepares the chapter's operating budget with assistance from
the finance committee. She serves as the chairman of the finance committee.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the chapter treasurer, with appropriate delegation, shall:
1. Input and oversee all member accounts in the Billhighway system
2. Enter all due dates of member invoices in the Billhighway system
3. Monitor all revenue and expenses in the Billhighway system
4. Process and prints all checks authorized by the collegiate chapter president with the
chapter's approval.
5. Give a financial report at all weekly business meetings, including a summary of the
checking account balance and receipts and disbursements since the last chapter meeting.
Disbursements to be made before the next chapter meeting must be approved by
chapter vote.
6. Serve as the chairman of the finance committee
7. Prepare an annual chapter budget with assistance from the finance committee using the
Billhighway system.
8. Work closely with all chapter officers and committee chairmen to monitor their expenses
and stay within their budgets.
9. Submits all forms, reports and information required by national headquarters on or before
the deadline via the Officer Portal.
10. Retain all financial records of the chapter according to the record retention policy for
collegiate chapters.
11. Purchase supplies from national headquarters in cooperation with the collegiate chapter
secretary.

Organizational Relationships
1.
2.
3.
4.
5.
6.
7.

Communicate with the district finance leader when there is a question or concern
pertaining to a national financial policy or procedure.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Report directly to the collegiate chapter president.
Work with the chapter housing chairman.
Oversee the finance committee.
Work with the financial advisor to ensure the integrity of the financial record keeping.
Work with the vice president of membership education to submit new member
information and payment to the national organization.

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[Type text] 
  Officers
Chapter

Non-Executive Board Officers
Besides the executive board, there are many other officers that make a chapter successful.
These chairmen and officers are referred to as non-executive board officers. They, too, have
general responsibilities in addition to their specific responsibilities regarding their office.

Non-Executive Board Officer Responsibilities
Within the limits of the bylaws, policies and procedures of the Sorority and the chapter bylaws
and standing rules the non-executive board officers shall:
1.
2.
3.
4.

5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.

Uphold the standards and ideals of Alpha Sigma Alpha Sorority.
Follow the bylaws, policies and procedures of the Sorority. Be familiar with the chapter
bylaws and standing rules, Collegiate Officers’ Handbook and all other AΣA manuals.
Meet the My Collegiate Membership…My Commitment statements.
Attend and/or participate in all chapter meetings, District Day, Emma Coleman Frost
Leadership Development Institute (LDI) and the national convention and leadership
conference.
Promote and maintain positive internal and external public relations, serving as a
representative for the chapter and national sorority as requested.
Submit national and chapter reports by the established deadlines.
Uphold national and chapter financial and budgetary responsibilities.
Respond to college/university, national sorority, chapter and alumnae requests for
information relating to area of responsibility in a timely manner.
Develop close working relationships with the chapter advisor and advisory board
members.
Develop a working relationship with the corresponding executive board officer.
Maintain officer files and resources for the position.
Participate in officer transition and train successor.
Ensure the legal integrity, including risk management, of the Sorority.
Encourage the chapter to include programming stressing sisterhood.
Encourage sorority heritage through Alpha Sigma Alpha Ritual and programs established
by the national organization and the chapter.
Regularly communicate with district volunteers.

31
 

[Type text] 
  Officers
Chapter

Public Relations Chairman
Basic Function
The public relations chairman aids in the development and execution of the public relations
plan of the chapter.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the public relations chairman, with appropriate delegation, shall:
1. Develop and execute the chapter’s public relations plan.
2. Ensure that the chapter’s public relations plan presents a positive image of the Sorority at
all times.
3. Establish priorities in meeting the needs and interests of Alpha Sigma Alpha on the
campus and in the community.
4. Review articles prior to publication in conjunction with the vice president of public
relations and recruitment for content and design to ensure they correspond to the
chapter’s public relations plan and to the image Alpha Sigma Alpha wishes to convey to
the public.
5. Educate the chapter membership in the total picture of its public relations plan.
6. Monitor and evaluate the chapter public relations plan and the chapter image on the
campus and the community.
7. Handle all chapter publicity by learning about and using all media (newspaper, radio,
television, magazine, direct mail, multimedia, the Phoenix magazine), adhering to Alpha
Sigma Alpha requirements for the release of sorority news.
8. Work with the collegiate chapter editor/historian and vice president of alumnae and
heritage on alumnae newsletters.

Organizational Relationships
1. Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
2. Contact national headquarters regarding questions concerning a financial or statistical
nature.
3. Report to the vice president of public relations and recruitment.
4. Work with vice president of alumnae and heritage and editor/historian in producing
alumnae newsletter.
5. Communicate with the district recruitment leader for public relations ideas.
6. Contact the director of communications & marketing if you have any questions regarding
marketing needs (i.e. sample flyers, brochures) for your PR plan.
7. Alpha Sigma Alpha graphics are available for download on the Officer Portal. Review the
Brand Standards Guide and the AΣA Style Guide for proper usage of Alpha Sigma Alpha
graphics and brand. Both are available in the Officer Portal.
32
 

[Type text] 
  Officers
Chapter

Panhellenic Delegate
Basic Function
The collegiate Panhellenic delegate is elected by the chapter to represent Alpha Sigma Alpha
as the voting delegate on the College Panhellenic Association and works to promote
cooperation with other fraternities and sororities. She is the liaison between her chapter and
the College Panhellenic Association.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the Panhellenic delegate, with appropriate delegation, shall:
1.
Attend the meetings of the College Panhellenic Association and report accurately and
promptly to the chapter.
2.
Be familiar with the College Panhellenic Association’s constitution and bylaws, policies
and standing rules; chapter bylaws and policies, national bylaws and policies; and the
National Panhellenic Conference Manual of Information and other NPC materials.
3.
Report the chapter's opinion in campus Panhellenic meetings.
4.
Vote in Panhellenic meetings in accordance with the chapter's opinion.
5.
Work in harmony and objectively with the other delegates of Panhellenic to promote
Greek unity.
6.
Keep Alpha Sigma Alpha's National Panhellenic Conference delegate informed of trends
and changes concerning the campus and the college Panhellenic.
7.
Immediately contact the National Panhellenic Conference delegate and district
Panhellenic liaison when the college Panhellenic is considering expansion on campus or
considering raising or lowering campus Total.
8.
Communicate with the chapter advisor.
9.
Participate in all Panhellenic workshops or forums held on campus.
10. Encourage involvement in Panhellenic and support the panhellenic spirit.

Organizational Relationships
1.

2.
3.
4.
5.
6.
7.

Communicate with the district facilitator when there is a question or concern pertaining
to a national policy or procedure. The district facilitator will refer specific questions to
other national volunteers as needed.
Contact national headquarters regarding questions concerning a financial or statistical
nature.
Report to the chapter vice president of public relations and recruitment.
Communicate with the college fraternity/sorority advisor or equivalent.
Work with the recruitment committee and other officers on Panhellenic policy.
Communicate with the Alpha Sigma Alpha’s NPC delegate and the district Panhellenic
liaison on campus trends and changes.
Communicate with the district recruitment leader any changes in Panhellenic
recruitment.
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[Type text] 
  Officers
Chapter

Editor/Historian
Basic Function
The collegiate chapter editor/historian submits information regarding chapter activities to the
Phoenix magazine as well as records the chapter’s history.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the editor/historian, with appropriate delegation, shall:
1. Submit article ideas and photographs to the Phoenix magazine, detailing chapter
activities and achievements of the chapter and its members, via the Phoenix submission
forms in the Officer Portal. Utilize the AΣA Style Guide, also located in the Officer Portal.
2. Write a detailed chapter history before the end of each academic year, which must be
approved by a chapter vote. Keep files containing the chapter history and notes for
previous and current years and significant, historical photographs. Submit the Chapter
History Report with at least one photograph via the Officer Portal by the deadline date.
3. Coordinate and arrange for a photographer to be hired for significant chapter events such
as house dedication or chapter anniversary and for the annual chapter composite.
4. Supervise and keep up-to-date the chapter archives and be responsible for their
safekeeping. Maintain an inventory of chapter artifacts and possessions (charter, silver,
awards, composites, scrapbooks, etc.).
5. Keep a scrapbook of Phoenix articles, press clippings, photographs, nametags,
newsletters, letters and other items of interest for display at such times as recruitment and
parents’ day.

Organizational Relationships
1.

2.
3.
4.

Communicate with the director of communications and marketing at national
headquarters when there is a question or concern pertaining to an article submitted to
the Phoenix magazine.
Communicate with the national historian when there is a question or concern pertaining
to archival material and/or the chapter history.
Report to the vice president of alumnae and heritage.
Work closely with other chapter officers and members to obtain most current information
on chapter achievements and activities.

34
 

[Type text] 
  Officers
Chapter

Service and Giving Chairman
Basic Function
The service and giving chairman educates members on the importance of charitable giving
and community involvement and coordinates all chapter service and giving endeavors.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the philanthropic chairman, with appropriate delegation, shall:

Overall
1. Educate the chapter on the importance of service, charitable giving and community
involvement
2. Maintain up-to-date files on copies of past service and giving events and current year's
planned activities.
3. Plan and direct all chapter service and giving activities for the academic year, including
support of the Special Olympics, S. June Smith Center, Girls on the Run, the Alpha Sigma
Alpha Foundation and local endeavors.
4. Encourage individual member participation in community service and charitable giving
endeavors.
5. Provide resources and ideas so that individuals can fulfill their service hours.
6. Serve as a member of the Advantage support team.
7. Report service and giving to national headquarters by submitting reports via the Officer
Portal.

Alpha Sigma Alpha Foundation
1. Understand the mission and goals of Alpha Sigma Alpha Foundation.
2. Conduct an educational program about the Foundation each semester using materials
supplied by the Foundation.
3. Coordinate the chapter’s fundraiser for the Foundation Chapter Challenge at District Day.
4. Promote membership in the 1901 Society
5. Provide insight and ideas for future Foundation programming
6. Request that the treasurer send an annual contribution the Alpha Sigma Alpha Foundation.

S. June Smith Center
1. Educate members on the S. June Smith Center and its relationship with Alpha Sigma
Alpha.
2. Coordinate charitable giving activities in support of the S. June Smith Center.

35
 

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Special Olympics
1. Educate members about the Special Olympics and its relationship with Alpha Sigma Alpha.
2. Provide service opportunities for members to participate in local Special Olympics events.
3. Coordinate charitable giving activities in support of the state and local Special Olympics
offices.

Girls on the Run
1. Educate members about the Girls on the Run and its relationship with Alpha Sigma Alpha.
2. Provide service opportunities for members to participate in local Girls on the Run events.

Organizational Relationships
1. Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer questions to others as
needed.
2. Refer to national headquarters questions concerning monetary donations and reporting.
3. Communicate regularly with the designated Foundation ambassador
4. Report to the vice president of programming and ritual and participate in the program
committee.
5. Work with the chapter treasurer on all chapter donations.
6. Communicate with the social responsibility advisor to get ideas for service and giving
activities.
7. Communicate with the scholarship chairman regarding promotion of available Alpha Sigma
Alpha Foundation scholarships.

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Ritual Chairman
Basic Function
The ritual chairman is responsible for the special arrangements required for all ritualistic
services. She oversees the ritual committee in planning ritual activities. She provides for
devotions at each chapter meeting.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the ritual chairman, with appropriate delegation, shall:
1. Be responsible for devotionals or inspirational selections at chapter meetings.
2. Oversee the ritual committee.
3. Prepare for ritual and special services (refer to The Ritual of Alpha Sigma Alpha for
specific use):
Participants
Rooms
Flowers
Music
Paraphernalia
4. Care for chapter ritual paraphernalia and store from unauthorized access.
5. Ensure The Ritual of Alpha Sigma Alpha is accurately followed for all services.
6. Schedule a practice prior to all ritual and special services to ensure that participants are
prepared.
7. Ensure that members wear appropriate attire as stated in the foreword of The Ritual of
Alpha Sigma Alpha.
8. Facilitate a ritual discussion for the chapter and new members.
9. Assist the vice president of membership education with the planning of dedication days.
10. Plan activities to fulfill the spiritual aim of the sorority.

Organizational Relationships
1.

2.
3.
4.
5.
6.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
Refer to national headquarters questions concerning a financial or statistical nature.
Work with the chapter treasurer when ritual paraphernalia is purchased.
Communicate with the chapter advisor.
Report to the vice president of programming and ritual and participate as a member of
the program committee.
Direct the chapter ritual committee.

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Ritual Trunk Inventory list:
4 white robes
4 gold rope belts
5 white tablecloths
4 altar cloths
11 brass candle holders
11 white 15 in. taper candles
1 white Bible
1 brass bell or gong
25 palm branches
10 Ritual books
1 signature book
Signature sheets
1 pen
Red ribbons
White ribbons
Gold ribbons
Palm green ribbons

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Scholarship Chairman
Basic Function
The scholarship chairman promotes a scholarly attitude toward learning and encourages the
collegiate chapter to strive for high academic standards.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the scholarship chairman, with appropriate delegation, shall:
1. Oversee and be responsible for the effective functioning of the scholarship committee.
2. Create and execute a scholarship plan for the chapter that includes recognition.
3. Keep an up-to-date file of all correspondence regarding the scholarship of the chapter.
4. Meet with the standards board to determine the discipline necessary for member(s) with
scholastic difficulties.
5. Possess a working knowledge of the academic requirements included in the national and
chapter bylaws.
6. Keep a current record of the following:
The school's grading system and academic requirements.
The major and minor of each chapter member.
Services available through the university to aid those needing help in specific areas.
7. Keep the chapter members informed about the national scholarship standards and policies
of Alpha Sigma Alpha, the chapter's requirements for the GPA of individual members and
the chapter's current GPA.
8. Disseminate information and applications regarding the Alpha Sigma Alpha Foundation
scholarships to the chapter membership.
9. Provide chapter members resources for scholastic improvement.

Organizational Relationships:
1. Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
2. Refer to national headquarters questions concerning a statistical nature.
3. Communicate with the membership education advisor.
4. Report to the vice president of programming and ritual and participate as a member of the
program committee.
5. Oversee the scholarship committee.
6. Work with the vice president of public relations and recruitment to communicate
scholarship statistics and requirements to new members.
7. Work with the standards board chairman to report members who fall below the GPA
requirement.

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Social Chairman
Basic Function
The social chairman serves as a member of the program committee. She plans and
coordinates social programs and activities for the chapter stressing risk management,
sisterhood and Alpha Sigma Alpha's heritage.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the social chairman, with appropriate delegation, shall:
1. Plan social programs for the chapter that stress sisterhood and Alpha Sigma Alpha's
heritage.
2. Coordinate social activities for the chapter with other fraternal organizations.
3. Ensure that all social programs and events follow the bylaws, policies and procedures of
Alpha Sigma Alpha, the college/university regulations and all federal, state and local laws.
4. Keep a complete record of:
List of resources for planning events
College/university regulations
Summary information for social events held in the past three years including:
Date, time, place held
Chaperones
Refreshments, decorations, favors
Committee members assisting
Cost
Suggestions for future events
5. Educate the chapter on FIPG policies (including BYOB and Third Party Vendor guidelines)
and general risk management.
6. Work with the vice president of programming and ritual to provide an alcohol awareness
workshop to the chapter.
7. Work with the vice president of membership education to help educate new members on
social and risk management policies.
8. Serve as a member of the program committee and make sure social events are on the
chapter calendar and do not interfere with other chapter events.

Organizational Relationships:
1. Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
2. Communicate in advance plans for all programs and activities with chapter advisor.
3. Report to the vice president of programming and ritual and participate as a member of the
program committee.
4. Work with the public relations chairman to publicize and promote programs and activities.
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Standards Chairman
Basic Function
The standards chairman promotes the aims and ideals of Alpha Sigma Alpha by developing
the chapter spirit and morale. The standards chairman presides over the standards board
meetings.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the standards chairman, with appropriate delegation, shall:
1.
Serve as chairman of the standards board.
2.
Appoint the members of the standards board with approval from the executive board.
3.
Call and conduct meetings of the standards board.
4.
Ensure a standards advisor is present at all standards board meetings.
5.
Follow the standards resolution procedure and fill out all required paperwork.
6.
Educate chapter members on the meaning and implementation of special status,
internship/student teaching and military/study abroad statuses, request for termination
and the standards resolution procedure.
7.
Maintain accurate, confidential records of standards board meetings and actions
regarding discipline cases.
8.
Submit in a timely fashion all requests for special status and termination of membership
to national headquarters.
9.
Review excused and unexcused absences from meetings and events.
10. Maintain accurate and complete participation records for all chapter members.
11. Work with the scholarship chairman to hold women accountable for their academic
achievement.
12. Develop a spirit of sisterhood by promoting a caring, thoughtful, considerate chapter
environment by recognizing the achievement of chapter members.
13. Advise the nominating committee of any member not meeting minimum requirements
for holding a chapter office.
14. Serve as a member of the Advantage support team and assist with accountability.
15. Create and update the chapter participation policy.
16. Educate new members on the chapter standards policies.

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Organizational Relationships
1.

2.
3.
4.
5.
6.
7.

Communicate with the district facilitator when there is a question or concern pertaining
to a national policy or procedure. The district facilitator will refer specific questions to
other national volunteers as needed.
Refer to national headquarters questions concerning a financial or statistical nature.
Report to the vice president of programming and ritual and participate as a member of
the program committee.
Oversee the chapter standards board.
Work with the chapter scholarship chairman concerning members placed on scholastic
probation.
Work with the membership commitment advisor.
Work with the nominating committee during chapter elections.

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Parliamentarian
Basic Function
The parliamentarian prepares necessary changes to the chapter bylaws and submits them to
the national organization for approval. She instructs the chapter in correct parliamentary
procedure.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the parliamentarian, with appropriate delegation, shall:
1. Serve as chairman of the bylaws committee.
2. Prepare necessary changes to the chapter bylaws every fall:
At the first business meeting of the year, propose the amendment changes that are
required following national bylaws changes at national convention.
Request, recommend, prepare and propose additional changes to make the
chapter bylaws more effective.
Submit these revised chapter bylaws via the Officer Portal for approval before they
are adopted by the chapter.
Make changes to the bylaws as approved by national headquarters staff.
Propose the approved changes to the chapter for a vote.
Distribute the revised and approved chapter bylaws to the chapter membership.
3. Instruct the chapter in correct parliamentary procedure using the most current version of
Robert’s Rules of Order and the chapter and national bylaws
4. Assist the president, if necessary, in maintaining a businesslike meeting atmosphere by
suggesting policy.
5. Keep a current, complete file for ready reference including:
A copy of the chapter’s current approved bylaws
Robert’s Rules of Order
Parliamentary law information
Chapter standing rules
6. Instruct initiates and new members in proper parliamentary procedure so that businesslike
meetings become "second nature."

Organizational Relationships
1.

2.
3.
4.
5.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
Refer to national headquarters questions concerning a financial or statistical nature.
Report to the collegiate chapter secretary.
Oversee the bylaws committee.
Work with the vice president of membership education in planning the mock chapter
business meeting to take place during a membership retreat or new member module
meeting.
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Housing Chairman
Basic Function
The housing chairman implements housing policies and regulations regarding the
maintenance, use and harmony of the house, suite or function room.
Within the limits of the bylaws of the Sorority, the chapter's bylaws, and national policies and
procedures, the housing chairman, with appropriate delegation, shall:
1. Act as a liaison between the chapter and the housing director, landlord or university.
2. Assist the housing director (where applicable) with her duties.
3. Attend housing corporation meetings and be the liaison between the housing corporation
and the chapter.
4. Review with members and post/distribute housing policies and regulations.
5. Maintain high standards within the house/suite/function room in conjunction with the
standards board and assume the responsibility of enforcing the housing rules, federal,
state and local laws.
6. Know the national policy on chapter savings and the procedure for withdrawal of funds
from the chapter savings account.
7. Check accommodations and orient guests to the house/suite.
8. Conduct a house/suite/facilities orientation program for all new members.
9. Ensure that members adhere to safety/emergency procedures concerning the
house/suite/function room.
10. Keep a complete current file including:
Roommate lists
Hours for meals
Closing hours
Procedure for lock-up and security measures
House duties
Information concerning safety/emergency regulations, such as fire drills, exits and
operation of fire extinguisher
Care of building and furnishings
11.
Ensure the chapter meets the maximum occupancy of the housing facility if applicable.

Organizational Relationships
1.

2.
3.
4.
5.

Communicate with the district facilitator when there is a question or concern pertaining to
a national policy or procedure. The district facilitator will refer specific questions to other
national volunteers as needed.
Refer to national headquarters questions concerning a financial or statistical nature.
Work closely with the chapter advisor, housing advisor, house director and housing
corporation.
Report to the collegiate chapter treasurer.
Work closely with chapter officers and chairmen in areas concerning the
house/suite/function room.
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Chapter Committees
Ritual Committee
Basic Function
Assist the ritual chairman in the planning ritual and spiritual activities and all ritual functions.

Specific Responsibilities
1.
2.

Plan activities promoting sisterhood and heritage.
Work with ritual chairman to plan for Alpha Sigma Alpha Rituals and special services.

Organizational Relationships
1.
2.

Work closely with the programming committee to educate the members about the ritual.
Work with vice president of membership education in facilitating parts of the AΣA
Advantage initiative.

Recruitment Committee and Membership Selection Committee
Basic Function
Assist the vice president of public relations and recruitment in coordinating all membership
recruitment activities.

Recruitment Committee
1.
2.
3.

4.
5.

6.

This committee is comprised of 10% of the chapter and each member of the committee is
referred to as a recruitment team leader.
The vice president of public relations and recruitment will divide the responsibilities of
specific events geared toward recruitment amongst the committee.
The committee may be divided to plan specific rounds of recruitment (if the campus
participates in fully structured or partially structured recruitment) as a team with the
guidance of the vice president of public relations and recruitment.
If a continuous recruitment event is being held, specific committee members may be
asked to organize and plan such an event.
Each committee member is responsible for heading a group of chapter members (known
as a recruitment team) in their year-round recruitment efforts and reporting those
activities back to the vice president of public relations and recruitment.
Each committee member is expected to motivate her group to recruit new members
using the 5- step recruitment model.

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Membership Selection Committee
1.
2.

3.
4.
5.

This committee is composed of chapter members who represent a wide range of opinions
of the chapter and is entrusted to set standards to be used during membership selection.
This committee is to meet during fully structured or partially structured recruitment
(depending on the recruitment style your campus uses) after rounds to make decisions
based on a potential new member’s eligibility for membership, as outlined in the national
membership selection procedure.
The committee reads the letters of concern and considers them.
The committee tallies all evaluations and submits a bid list to the fraternity/sorority
advisor.
The committee keeps all membership selection information confidential.

Organizational Relationships
1.
2.

The vice president of public relations and recruitment serves as chairman of the
committees.
Work closely with the public relations chairman and Panhellenic delegate.

Scholarship Committee
Basic Function
Assist the scholarship chairman in promoting a scholarly attitude toward learning and
encouraging the collegiate chapter to strive for high academic standards.

Specific Responsibilities
1.
2.
3.

4.
5.
6.
7.

Promote a high standard of scholarship in the chapter.
Design and implement a yearly scholarship program for the chapter.
Make recommendations to the scholarship chairman for members falling below the
required average as stated in the national bylaws, policies and procedures and the
chapter bylaws.
Assist in creating an environment conducive to study in the chapter house or other
designated place for study.
Provide access to resources for academic assistance for chapter members when
necessary.
Assist chapter members in making applications for Alpha Sigma Alpha Foundation
scholarships.
Recognize on a regular basis the chapter members who excel academically.

Organizational Relationships
The scholarship chairman serves as chairman of this committee.

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Finance Committee
Basic Function
Assist the chapter treasurer in preparing the annual chapter budget.

Specific Responsibilities
1.
2.
3.

Use the finance resources on the Officer Portal to prepare the annual chapter budget for
recommendation to the chapter.
Assist the chapter officers and committee chairmen in monitoring expenses to meet the
chapter budget.
Assist the chapter treasurer in the tracking of member accounts.

Organizational Relationships
1.
2.
3.

The chapter treasurer serves as chairman of this committee.
Work with the chapter officers and chairman for budget preparation and tracking.
Voice concerns to the executive board regarding budgetary constraints.

Nominating Committee
Basic Function
The nominating committee oversees the election procedure for the chapter and its goal is to
create an outcome in elections that benefits the chapter.

Specific responsibilities
1.
2.
3.

Collect and review all applications of intent and preference sheets before elections begin.
Create a mock slate and a final slate for the chapter.
See election procedure for additional information.

Organizational Relationships
The nominating committee reports to the chapter secretary.

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Bylaws Committee
Basic Function
The bylaws committee reviews chapter bylaws and ensures that they are up to par with the
most recent national bylaws after each convention. The committee reports to the
parliamentarian and also reviews any bylaws changes that the chapter proposes.

AΣA Advantage Support Team
Basic Function
The Advantage support team supports the vice president of membership education in utilizing
the membership education initiative to the chapter’s benefit. The support team is comprised
of officers within the chapter who are responsible for fulfilling their role in the initiative by
assisting with various modules, motivating the chapter and holding the chapter accountable
for meeting the expectations outlined in the AΣA Advantage Member Manual. Please refer to
the AΣA Advantage Facilitator’s Guide for details about the Advantage support team.
The Support Team shall:
1.
Review the calendar of membership education events.
2.
Plan and oversee sisterhood events.
3.
Evaluate the immediate past new member module.
4.
Work with the ritual chairman and ritual committee when planning for dedication days.

Organizational Relationships
1.
2.

The vice president of membership education serves as the chairman of this committee.
Works with the ritual chairman and ritual committee when planning for dedication days.

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This section of the Collegiate Officers’ Handbook includes:
Information on executive board meetings
Committee procedures
Chapter meeting procedures
Sample chapter bylaws
Goal setting information
Chapter calendar procedures
Chapter election procedure
Sample chapter history outline
Please make sure that you also have electronic access to the following:
National bylaws (located in the Officer Portal document library)
National policies and procedures (located in the Officer Portal document library)
Chapter bylaws
Chapter standing rules
Chapter standards policies
Chapter scholarship plan
Chapter recruitment plan
College Panhellenic Association rules
Treasurer’s Handbook (located in the Officer Portal document library)
Standards Handbook (located in the Officer Portal document library)
National Panhellenic Conference Manual of Information (located in the Officer Portal
document library)

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Executive Board Meetings
The Executive Board consists of the following officers:
President
Vice President of Public Relations and Recruitment
Vice President of Alumnae and Heritage
Vice President of Programming and Ritual
Vice President of Membership Education
Secretary
Treasurer
The executive board should meet weekly before the regularly scheduled chapter meeting to
consider all plans made by the various committees and to recommend action to the chapter.
The executive board may invite any chairman or member to attend the executive board
meeting. Any motions or new business to be considered at the chapter meeting must first be
presented at the executive board meeting.
The purpose of the executive board meetings is to manage the flow of chapter meetings by
reducing unnecessary debate. This allows the chapter to focus more on goals and
programming. Unnecessary debate can be avoided by planned presentation of chapter
meeting topics. Presentation includes requesting members with pertinent information to
speak at the beginning of open discussion. Successful executive boards have learned the value
of "rehearsal" of business presentation for a smooth running chapter meeting.
The executive board has considerable authority and responsibility. For this purpose it is
necessary that executive board meetings make the best use of the board's limited time. The
use of parliamentary procedure and a predetermined agenda will assist in efficient
proceedings.

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Committee Procedure
This procedure presents guidelines that should make your term as the committee chairman or
committee participant more productive.

Functions of a Committee
The primary function of a committee is to contribute to the efficient operation of the chapter.
In most cases, a committee is concerned with the communication of information and with
assisting the leadership in the decision making process by providing needed information.

Type of Committees
Standing Committees
Perform a continuing function necessary for the ongoing operation of the chapter. They
operate indefinitely and are provided for in the bylaws of the organization. Examples of these
committees are ritual committee, recruitment committee, standards board, etc.

Special or Adhoc Committees
Generally formed to accomplish a specific objective. Their existence stems from a new or
current problem or project that the chapter is facing. The executive board may request a
special committee to consider or handle a single subject. When the project is resolved, the
information is gathered or the project is complete, the committee will disband. Examples are
nominating committee, bylaws committee and anniversary committee.

Guidelines for Chairing a Committee
Always start the meeting on time and work with a definite agenda.
Make sure members get all the information relating to an issue, including pros and cons.
Review the committee's objectives relative to the objectives of the chapter.
Keep the meeting moving.
Encourage participation from everyone.
Make sure that each individual taking the floor talks clearly and audibly. Summarize what
the speaker has said, entertain discussion and obtain a decision.
Control aimless discussion by recommending further study.
Retain control, but don't stifle free comment. Invite constructive criticism and even
disagreement. Ask for support. Clarify issues by obtaining a consensus, then move on.
Don't argue with the individual who has the floor. Ask questions if you disagree, but
remember that as presiding officer you should remain neutral.
If you have a comment, ask for the floor as a participant.
Make sure adequate minutes are kept of each meeting and that they are distributed to
each committee member.
Check at the end of the meeting to see if members feel that all relevant subjects have
been adequately covered.
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Choosing Committee Members
The executive board, consulting with the chairman of the committee, appoints the committee
members. When choosing members for a committee, member interest forms should be used
in order to mix mature and experienced members with members who are new to the chapter.
The newer members will bring fresh ideas and insights to the committee; experienced
members will provide guidance and perspective.
The committee size should be determined by the committee's purpose and the nature of the
work. Small groups are utilized if prompt action is essential to the work of the committee. A
smaller group takes less time to organize, can communicate more rapidly and will be able to
act faster. Large groups are utilized if the need is to solve a greater variety of problems. The
skills available will increase proportionately with the group's size. A larger group will allow
more diverse viewpoints to be heard, but will take longer to accomplish the task.

Guidelines on Effective Committee Operation
Use SMART goals to set direction and accomplish the task:
Specific - concise and clear
Measurable - time frame or make it quantifiable
Achievable - be sure you have appropriate support
Realistic - utilize your resources
Timely - be sure to periodically review and evaluate

Preparing for the Committee Meeting
Preparation for the committee meeting is essential to its success. Laying the groundwork for
the task the committee has to accomplish is a function that begins with the chairman of the
committee and is then carried on by the members before, during and after the meeting.
1. Select the time and place.
2. Develop an agenda
Include the date, location, starting and ending time.
Include all topics to be discussed at the meeting.
Include any supporting or background material or detail the items on the agenda.
3. Make arrangements for the necessary facilities.
The meeting should be located in a place as convenient to all members as possible.
If a chalkboard or wipe board is needed, make sure necessary supplies are provided.
Keep extra copies of the agenda and supporting material available.

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Committee Meeting Structure
The following is the generally accepted sequence, or order of business, that is observed for a
meeting:
1.
Call the meeting to order
2.
Roll call/attendance
3.
Minutes of the previous meeting
4.
State the purpose of the meeting
5.
State briefly the program for the meeting
6.
Discuss and resolve agenda items as they appear
7.
New business
8.
Adjourn the meeting

Guidelines for Committee Members
The role a committee member plays is an important one. The success of the committee
depends on the contributions made by each member of the committee.
Study the agenda carefully before you come to the meeting. Ask for clarification if
any items are unclear.
Review the supporting material. Stick to the agenda during the meeting. Bring up
new business only at the appropriate time.
Determine what the exact purpose of the meeting is and decide in advance how and
what you will contribute to it.
Don't hesitate to comment, criticize constructively or disagree. Know your subject
and ask for support from members who have the same views.
If you disagree with the speaker, make your comments at the proper time. If you
have a comment, ask for the floor rather than joining in aimless group discussion.
There may be disagreement on some subjects. Ask for a concise statement of
differing views. This permits a more thorough examination of an idea that could be
highly constructive when completely understood.
The opportunity for a member to participate in committee work and the challenge it provides
enhances the feeling of belonging. It allows members to play a significant role in the chapter
and demonstrate commitment to Alpha Sigma Alpha.

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Chapter Meeting Procedure
The success of any meeting depends upon both its content and process. Chapter meeting
content includes decisions to be made by the group, announcements of upcoming events and
spirit-building activities. The process of a meeting refers to an order of presentation of the
content as well as the rules by which the sorority makes decisions. Consistency is at the heart
of successful meeting procedure, providing:
Fair treatment of meeting subjects
Members confident in their ability to contribute at the appropriate time
Faster decisions allowing more time for spirit-building
Better decisions resulting in a higher level of chapter accomplishment
A good reflection on chapter officers’ ability to lead the sorority in a positive direction
Alpha Sigma Alpha achieves consistency in meeting procedure in three ways:
1. Agendas follow an Order of Business format
2. Minutes are created accurately recording decisions for reference in the next and
subsequent meetings
3. Decisions are made conforming to national and chapter bylaws, standing rules and
Robert’s Rules of Order

Order of Business
The purpose of using a consistent Order of Business is:
To prioritize matters of importance to be covered when attention is high
To insure that all matters are addressed
To help members internalize and share in the goals of the meeting
It is a good idea to write out what the officers will say from one order of business to the next.
An elegantly written script is a tradition that will benefit chapter meetings for years to come. It
allows the officers to relax and concentrate on the matter at hand, not if they are saying the
right thing. For complicated or sensitive questions consider enlisting members to make
planned motions to move through the issue smoothly.

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Order of Business for Chapter Meetings
I.

Call to Order - announce standard meeting procedure is in effect.
The president calls the meeting to order by tapping the gavel three times and stating the
type of meeting, time and date. Example: "I call this regular business meeting of Alpha
Sigma Alpha, Gamma Chapter to order at 7 p.m. on Sunday, September 10, 2014."

II.

Creed and Devotion - start the meeting positively in a way unique to AΣA.
The chapter stands and the Creed of Alpha Sigma Alpha is recited by the chapter. Then,
devotion is either read or dedicated by the ritual chairman. Example: President states,
"Please stand to recite the Creed." The ritual chairman then reads or presents a devotion.
President states, "Please be seated."

III. Roll Call - establishes that quorum (of membership) is present; dictates if voting is valid.
The secretary recites each member's name off the chapter member roll. The women in
return answer 'present'. Record of attendance is recorded and later is verified with the
standards chairman.
IV. Approval of Minutes - refreshes memories, verifies minutes' accuracy.
The chapter minutes of the previous meeting are read and/or distributed to the chapter
membership by the secretary. After the minutes are read, the president will ask, "Are
there any corrections or additions to the minutes?" If there are no changes, the president
states that, "the minutes are approved as read." If there are changes, after those changes
are made, the president states that, "the minutes are approved as corrected."
V.

Communications
Communications, mail or correspondence is read to the chapter.

VI. Treasury Report
The treasurer presents the current balance-on-hand for the chapter account. She presents
to the membership the purchases to be made and the bills to be paid before the next
meeting. At the conclusion, the report needs to be approved as read or approved as
corrected.
VII. Executive Board Officer Reports - information always presented at every meeting
Each executive officer stands in front of the membership and states their report to the
chapter. It is not necessary for every office to give a report at each meeting.
1.
President
2.
Vice president of public relations and recruitment
3.
Vice president of alumnae and heritage
4.
Vice president of programming and ritual
5.
Vice president of membership education
6.
Secretary
7.
Treasurer

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VIII.

Standing Chairmen Reports
Each standing chairman stands and states their report when recognized by the
president. It is not necessary for every office to give a report at each meeting.
1. Parliamentarian
2. Panhellenic delegate
3. Public relations chairman
4. Editor/historian
5. Housing chairman

IX.

Programming Chairmen Reports
Each standing chairman stands and states their report. The vice president of
programming and ritual usually recognizes each chairman.
1. Service and giving chairman
2. Ritual chairman
3. Scholarship chairman
4. Social chairman
5. Standards chairman

X.

Special Chairmen Reports
Each special chairman stands and states their report, if applicable. Some examples
would be:
1. Anniversary planning committee
2. Homecoming planning committee
3. Bylaws committee
4. Nominating committee

XI.

Unfinished Business - continue progress on business at hand before additional issues.
Considering the previous minutes, the president summarizes and calls for action on any
previous or unfinished business or motions from the previous meeting are brought
back onto the floor. Members may make motions.

XII.

New Business - time for new issues to be presented and tackled.
President requests new motions and decisions by the membership. Motions are made
concerning Alpha Sigma Alpha business. They must be stated, moved, seconded,
discussed and then voted upon. Depending on the type of motion, a motion must be
passed by either a 2/3 vote or simple majority and quorum must be held in either case.
Quorum is when 2/3 of the eligible voting members are present. Refer to the
chapter bylaws and Robert’s Rules of Order for more information on voting.

XIII.

Announcements - general information requiring no decisions.
At this time any announcements, special notes, reminders and special ceremonies are
addressed.
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XIV.

Program - time designated for educational programming, etc.
A program may be scheduled prior to the beginning of the meeting. When there is a
guest speaker, it is most courteous to allow the speaker to present the program and
depart before the meeting begins. The placement of the program in the agenda
should be carefully considered.

XV.

Adjournment - indicates an end to the meeting.
The meeting is usually adjourned by acclamation by the presiding officer, or voted
upon. Example: President, "I move to adjourn this regular business meeting at 8 p.m.
by acclamation." A member should "Second." Voted in favor or opposed.

XVI.

Closing Ceremony - end the meeting with tradition unique to AΣA
Given chapter tradition, close the meeting with the Hymn to Alpha Sigma Alpha or a
friendship song.

Helpful Hints for Organized and Productive Meetings
Officers should lead the chapter by exemplifying these behaviors.
Come to order at once when the president opens the meeting.
Only volunteer a report if it is meaningful to the chapter.
When speaking during a meeting, first address the president by raising your hand after
the last person has finished. Once recognized, stand so everyone can see and hear you.
During a discussion, when making a motion or adding a comment you must wait to be
recognized by the president.
Introduce your motion in the form, “I move that”...not “I make a motion”.
Stand to give a report.
When a member says, “I call the previous question,” it brings the motion on the floor
to an immediate vote without further debate.
If the president does not restate the motion before discussion begins or finishes,
politely ask her to do so.
Review the election procedure and bylaws before nominations and elections.
Keep your own notes to assist in verifying the minutes.
Be open to deferring issues to a committee for resolution.

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Meeting Minutes
The third key to successful chapter meetings is accurate meeting minutes. The minutes should
be a useful tool for keeping track of progress and resolutions for the record. The secretary
should have a template to follow that is easily read before the chapter for corrections. A
suggested form for minutes follows.
(Name of Organization)
MINUTES
A (regular or special) meeting of the (chapter name) of Alpha Sigma Alpha was held on (day,
date) at (place). The president and secretary were present (or, The vice president, (name),
presided in the absence of the president.”) The meeting was called to order at (time).
The minutes of the previous meeting were approved as (read or corrected).
The treasurer’s report showed a balance of $--.--. At the conclusion of the report, the treasurer
moved the adoption of the report. The motion passed.
(Name), chairman of the
committee reported on
[For all reports, mention the name of the reporter and any related action taken.]
Unfinished business:
The motion postponed to this meeting “That

.

," was (defeated, passed).

New Business:
A motion by (name of mover) was (defeated, amended, adopted or both) as follows “
(state the amended motion)
”.
A motion by (name of mover) was referred to a special committee for resolution (elected or
appointed in relation to the motion) consisting of (names, with chairman first).
A motion by (name of mover) was (defeated, passed) by counted ballot. The vote was (number)
yea and (number) nays. [Do not record: discussion, personal opinion, motions withdrawn or not
seconded, entire reports.]
Announcements:
(topic of program, name of speaker)
Program:
(Name) spoke on the subject of

.

Adjournment:
The meeting was adjourned at (time).

Signature of Secretary
Approved: (date)

Corrected: (date)
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SAMPLE BYLAWS OF SAMPLE CHAPTER
OF
ALPHA SIGMA ALPHA
DATE OF LAST REVISION: September 1, 2014
ARTICLE I
Name
The name of this organization shall be Sample Chapter of Alpha Sigma Alpha.
ARTICLE II
Aim
The aim of this sorority shall be to establish a sisterhood that shall have for its four-fold
purpose the intellectual, physical, spiritual and social development of its members.
ARTICLE III
Membership
SECTION 1. Qualifications
Membership shall include any female student in good standing with the Example University as
defined by Example University, who has been duly elected to membership by Sample Chapter,
complied with all requirements set forth in the National Bylaws and National Policies and
Procedures of Alpha Sigma Alpha, and who has met one of the following criteria:
A.

B.

C.

A woman who has completed one term as a registered full-time student at a
college or university must have obtained a collegiate cumulative grade point
average of a 2.4 (on a 4.0 scale) or the scholastic average required for graduation
from the college or university, whichever is higher, to be eligible for membership
in this sorority.
A woman who has not completed one term as a registered full-time student at any
college or university must have achieved at least a 2.5 cumulative grade point
average on a scale of 4.0 in high school to be eligible for membership in this
sorority.
For individuals who do not have a high school or college GPA, the individual must
have achieved a minimum GED score of 510.

SECTION 2. Holding Office and Voting.
Any member whose term scholastic average falls below either a 2.4 on a 4.0 scale or the
scholastic average required for graduation from College/University, should it be higher, is
excluded from holding office and voting until her term and cumulative scholastic average is
once again equal to 2.4 GPA or to that required for graduation, whichever is higher.
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SECTION 3. Membership Termination.
Membership termination is determined by the procedures specified for termination by the
National Bylaws of Alpha Sigma Alpha.
SECTION 5. Statuses
The procedure for membership statuses are determined by the National Policies and
Procedures of Alpha Sigma Alpha.
ARTICLE IV
Government
SECTION 1. Officers.
A. Elected officers which comprise the executive board are as follows: president, vice
president of public relations and recruitment, vice president of alumnae and heritage, vice
president of programming and ritual, vice president of membership education, secretary
and treasurer.
B. Additional officers voted on by the chapter are: public relations chairman, Panhellenic
delegate, editor/historian, scholarship chairman, service and giving chairman, ritual
chairman, standards chairman, parliamentarian, housing chairman and social chairman.
SECTION 2. Officer Duties.
A. The PRESIDENT shall preside at all chapter and executive board meetings. She shall
authorize all drafts on the treasury for bills allowed by the chapter. She shall appoint all
other officers and chairmen of committees not provided for in the chapter bylaws with the
approval of the executive board. She shall exercise a general supervision over the work
of the chapter and confer with chapter advisor(s).
B. The VICE PRESIDENT OF PUBLIC RELATIONS AND RECRUITMENT shall promote the
image of the sorority. She shall coordinate all membership recruitment activities. With the
approval of the executive board, she shall appoint the recruitment committee and serve
as that committee's chairman. She will communicate with district volunteers for assistance
pertaining to recruitment issues, and will ensure that the chapter meets their Total, target,
and Quota. She shall supervise the public relations chairman and Panhellenic delegate
and shall oversee the activities of the membership selection committee during its time of
service.
C. The VICE PRESIDENT OF ALUMNAE AND HERITAGE shall promote lifetime
membership, promote goodwill and cooperation between alumnae and collegiate
members and supervise the maintenance of the chapter's heritage. She shall supervise the
editor/historian.
D. The VICE PRESIDENT OF PROGRAMMING AND RITUAL shall oversee the initiate
module of the AΣA Advantage initiative. She shall serve as chairman of the programming
committee to plan educational programs and activities stressing sisterhood and the
heritage of Alpha Sigma Alpha. She shall supervise the scholarship, service and giving,
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ritual, standards and social chairmen. She shall assume the responsibilities of the
president in the event of the absence or disability of the president.
E. The VICE PRESIDENT OF MEMBERSHIP EDUCATION shall oversee the programming
for all members. She shall provide new members leadership and direction as pertains to
the new member module of the AΣA Advantage. She shall keep all membership records
up to date. She shall oversee the Advantage support team.
F. The SECRETARY shall take minutes and keep all records of the chapter and executive
board meetings. She is responsible for all chapter correspondence. She shall supervise
the parliamentarian and activities of the nominating and bylaws committees during their
time of service.
G. The TREASURER shall maintain accurate and complete financial records for the chapter
and prepare the chapter's operating budget with assistance from the finance committee.
With the approval of the executive board, she shall appoint the finance committee and
shall serve as that committee's chairman. She shall supervise the housing chairman.
H. The PUBLIC RELATIONS CHAIRMAN shall aid in the development and execution of
the public relations plan of the chapter. She shall report to the vice president of public
relations and recruitment.
I. The PANHELLENIC DELEGATE shall represent Alpha Sigma Alpha as the voting
delegate on the College Panhellenic and work to promote cooperation with other
fraternities and sororities. She shall report to the vice president of public relations and
recruitment.
J. The EDITOR/HISTORIAN shall submit pictures, articles, and information to the Phoenix
magazine, and record the chapter history for the academic year. She is responsible for
coordinating the chapter composite. She shall report to the vice president of alumnae
and heritage.
K. The SCHOLARSHIP CHAIRMAN shall promote high academic standards within the
chapter. She shall be responsible for creating and implementing a scholarship program
for the chapter that incorporates recognition and sanctions with assistance from the
scholarship committee. She shall serve on the programming committee and report to the
vice president of programming and ritual.
L. The SERVICE AND GIVING CHAIRMAN shall coordinate all chapter service and
charitable giving efforts and serve as a member of the programming committee. She
shall be responsible for the chapter’s education about Alpha Sigma Alpha’s philanthropic
partners, and will report to the vice president of programming and ritual.
M. The RITUAL CHAIRMAN shall be responsible for the special arrangements required for
all ritualistic services. She shall oversee the ritual committee in planning ritual activities.
She shall provide for devotions at each chapter meeting. She shall be responsible for the
storage and preservation of the ritual materials. She will serve as a member of the
programming committee and will report to the vice president of programming and ritual.
N. The STANDARDS CHAIRMAN shall promote the aims and ideals of Alpha Sigma Alpha
by developing the chapter spirit and morale. She shall be responsible for developing and
coordinating the chapter standards policy. She shall preside over the standards board
meetings. With the approval of the executive board, she shall appoint the members of the
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standards board subject to the requirements. She shall educate the chapter membership
on the standards resolution procedure, serve as a member of the programming
committee, and report to the vice president of programming and ritual.
O. The PARLIAMENTARIAN shall prepare necessary changes to the chapter bylaws and
submit them to national headquarters staff for approval. She shall instruct the chapter in
correct parliamentary procedure. She shall serve as chairman of the bylaws committee,
and shall report to the secretary.
P. The HOUSING CHAIRMAN shall implement housing policies and regulations regarding
the maintenance, use and harmony of the house, suite or function room.
Q. The SOCIAL CHAIRMAN shall plan and coordinate social programs and activities for
the chapter stressing sisterhood and Alpha Sigma Alpha's heritage. She shall educate the
chapter in risk management policies and procedures. She shall serve as a member of the
program committee and report to the vice president of programming and ritual.
SECTION 3. Election Timing. Regular officer elections will be held once per academic year in
the month of November. Special elections may be held as needed under the conditions listed
in Section 5.
SECTION 4. Election and Installation of Officers Procedure. Prior to October 15 of each year,
the president shall appoint a special nominating committee of three to five members to
nominate candidates for the offices for the coming year. The committee shall make its report
presenting the slate of elected officers to the chapter no more than two weeks after being
appointed. New officers shall be elected at the next business meeting. Executive board
members will be formally installed at the business meeting following elections, no later than
December 10. All officers shall take office immediately following installation.
SECTION 5. Special Elections. In the event of an officer’s absence from campus for an eightweek period or any other condition that makes her unable to fulfill her responsibilities, she
shall recommend a replacement subject to the approval of the executive board. If she is
unable to make a recommendation, the executive board shall function as nominating
committee and proceed immediately to nominate a replacement for a special election using
the procedure in Section 4.
SECTION 6. Evaluation of Elected Officer Performance. Should an elected officer’s
performance be questioned by the membership, the chapter may bring that officer before the
standards board with an advisor present for review of the performance of her duties. If an
advisor is not available the district facilitator shall be consulted. The standards board shall
utilize the standards resolution procedure to remove the officer from her position.

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ARTICLE V
Committees
SECTION 1. The following standing committees will be appointed: ritual, recruitment,
scholarship and finance.
SECTION 2. The purposes of the standing committees shall be as follows:
A. The RITUAL committee shall assist the ritual chairman in planning of ritual activities
and all ritual functions.
B. The RECRUITMENT committee shall assist the vice president of public relations and
recruitment in coordinating all membership recruitment activities, formal and informal.
C. The SCHOLARSHIP committee shall assist the scholarship chairman in promoting a
scholarly attitude toward learning and encouraging their collegiate chapter to strive for
high academic standards.
D. The FINANCE committee shall assist the chapter treasurer in preparing the annual
chapter budget.
SECTION 3. Special committees may be appointed by the president with approval of the
executive board. Duties will be specified upon appointment.
ARTICLE VI
Standards Board
SECTION 1. Membership. The standards board shall consist of the standards chairman plus
four to six members consisting of a cross section of the chapter. The chairman is elected
according to Article IV, Section 1. The members are appointed by the standards chairman with
approval of the executive board.
SECTION 2. Meetings. Standards board meetings shall be called by the standards chairman at
least once per month. The membership commitment advisor or another advisor must be in
attendance.
SECTION 3. Duties. The duties of the standards board shall be to encourage high morale in
the chapter, to review moral, financial, scholastic and other deficiencies to stated policies of its
members as they might arise, to administer and monitor the standards policy and to follow the
Alpha Sigma Alpha National Bylaws, Policies and Procedures in matters of membership
conduct, status and policy.
SECTION 4. Authority. In carrying out its duties the standards board may take action to
remove a member’s voting privileges, assign study hours, require members to consult with a
subject matter expert, schedule additional reviews, limit social function attendance or other
appropriate measures which expressly remedy the member’s deficiency. Upon approval of the

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treasurer the standards board may adjust a member’s fee schedule to relieve a financial
burden.
ARTICLE VII
Meetings
SECTION 1. Regular Meetings.
A. Sample Chapter shall hold regular business meetings on a weekly basis with day and
time determined at the beginning of each semester by a majority vote.
B. Meetings shall be held in the Sample Chapter facility.
SECTION 2. Special meetings may be called by the president as needed.
SECTION 3. Executive board meetings shall be held before every regular meeting at the call
of the president.
SECTION 4. All absences shall be reviewed by the standards board in accordance with the
standards policy.
ARTICLE VIII
Dues and Fees
SECTION 1. The initiation dues of this chapter shall be:
A. New Member Fee as determined by the national sorority.
B. Initiation Fee as determined by the national sorority and dependent upon the
initiate’s choice of badge.
C. Fall and Spring Collegiate Dues as determined by the national sorority.
D. These fees are payable in accordance with Article XI, Section 1, of the National
Bylaws of Alpha Sigma Alpha.
SECTION 2. The Savings Fee shall be at least $10 per semester per member and new
member.
SECTION 3. The local dues of this chapter shall be determined by the majority vote of the
membership at the last business meeting of the school year for the next school year.
SECTION 4. Donations from alumnae and other sources shall be deposited to the general
chapter fund to be used as needed except where use is specified.
SECTION 5. All dues must be paid by the date set by the chapter treasurer at the last business
meeting of the previous academic year. Any member who does not pay dues by said date and

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who has not made prior special arrangements with the treasurer shall be subject to review by
the standards board in accordance with sorority policy.
ARTICLE IX
Parliamentary Authority
The most recent edition of Robert’s Rules of Order shall govern all matters not covered by the
National Bylaws of Alpha Sigma Alpha and the Bylaws of Sample Chapter.
ARTICLE X
Amendments
These bylaws may be amended by two-thirds of the eligible voting membership. The national
bylaws chairman must approve them before they become effective.

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Goal Setting
Why Set Goals?
Improve the self-image of the group by making members aware of strengths and
weaknesses.
Give the organization an orderly direction in which to proceed.
Set priorities.
Make the organization responsible for its own "life."
Sharpen decision-making.

Who should set goals?
The group leaders have a responsibility to see that an organization has written goals and
objectives. The entire membership should be involved in the goal setting process.

Why involve the entire membership?
Increase motivation and combat apathy by allowing each member to express her
opinions and priorities for the group.
Increase effective communication, because every member will know the planned
direction for the group.
Build a strong feeling of teamwork among members.

When should goals be set?
Goals should be set as early in the school year as possible and progress should be reviewed
regularly. Since goal setting takes time and concentration, it should be handled at a special
meeting, not in a regular business meeting.

Why are goals important?
Goals are guides for action and it is through group goals that the efforts of group
members are planned and coordinated.
Conflicts among group members are resolved on the basis of what assists the group in
achieving its goals.
Setting goals gives you an opportunity to review and evaluate what's been done and
discuss areas of improvement.
Goals provide a gauge against which progress can be measured.
Goals provide targets toward which efforts can be directed.
Goals are the motivating force in the behavior of group members. Without motivation,
the group takes no action to achieve its goals.

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The "Good Goal" Test
1.
2.
3.
4.
5.
6.
7.

Are your goals stated in specific terms?
Are your goals realistic, attainable and meaningful?
Are the goals challenging enough?
Are your goals task-oriented?
Are your goals measurable so you know when you've accomplished them?
Have you stated short-term goals to use as benchmarks in measuring progress?
Was there group participation in setting the goals?

Remember, if the goals are accepted, understood and desired by the group, they can direct,
channel, motivate, coordinate, energize and guide the behavior of group members.

Examples of Goals
Too General/Not Measurable

Complete/Measurable Goal

Improve Chapter Scholarship

Raise chapter GPA by .2 by the end of the year

Improve Chapter Unity

Standards board holds one chapter event monthly

Improve Panhellenic relations

Co-sponsor one service activity with another
sorority this term

Improve risk management awareness

Co-sponsor with a fraternity a guest speaker on
alcohol awareness by November 15th

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The Goal Setting Process
Prior to the goal setting session, the group leader informs the group when goal setting will
occur. It is important that all the group members feel that all ideas are welcome during the
session. The leader should ask the group to arrive prepared with a minimum of one goal for
the group. Encourage group members to write down short term and long term goals.

Steps for Setting Goal
1.

Brainstorm goals as a group using the SMART model:
Specific - concise and clear
Measurable - time frame or make it quantifiable
Achievable - be sure you have appropriate support
Realistic - utilize your resources
Timely - be sure to periodically review and evaluate

2.

Combine, eliminate and prioritize your list of brainstormed goals.

3.

Break each goal into the steps necessary to achieve the goal.

4.

Make an Action Plan
Goal:
(Stated clearly)
An Objective:
("This will be completed when....")
How:
(Outline of steps)
Resources:
(Who can the group utilize to complete)
Who:
(Who is responsible for making sure the goal is achieved)
When:
(What is the timeline for completion)
Results:
(Because all goals should be measurable, you can determine if
the goal has been met)

5.

Evaluate each goal on a regular basis

Who Should Set Goals?
1.
2.
3.
4.

The chapter
The executive board
Officers
Committees

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Setting up the Chapter Calendar
1.

2.

3.

4.

5.

6.

7.

Once your goals and objectives for the term/year have been defined, you can determine
what activities you'll be doing that correspond to these goals. At first, you'll have simply a
rough outline and then you can finalize programs as the term/year progresses.
Once your activities are defined, you should set up a time schedule for each activity.
Coordinate activities so that the chapter can fulfill multiple obligations. For example, a
community service event co-sponsored with a fraternity can also serve as a social or public
relations activity. Be sure to include in your planning:
Time for getting organized
When to begin work on plan and the date to finish the preparation
Program itself: an evening, a weekend, a week, etc.
Evaluation and recommendations for future programs
Be certain to keep in mind when recruitment events are scheduled, when the new member
module meetings are in progress and when other activities are occurring which are most
important. The following items should be scheduled on the calendar in this order:
1. Campus dates: homecoming, vacations, holidays, etc.
2. Recruitment dates
3. Advantage new member module meetings and chapter retreats
4. Chapter meetings, executive board meetings, standards board meetings
5. Ritual dates
6. Elections
7. Advantage aim programs, other educational enrichments and Panhellenic events
8. Service events and charitable giving events
9. Social events
Don’t forget to add in report deadlines and financial deadlines (both when dues are due
from members and when fees are due to the national organization) so that you can plan
activities accordingly. For example, the spring service report is due on May 1, therefore the
majority of your service and giving activities should be completed by that time. It is also
important to make sure that your chapter’s finances can support the activity you have
planned. For example, if your chapter dues are not due until September 28, you may need
to wait until after September 28 to have a large social event so that the chapter’s finances
can support the cost of that event.
In setting up your activities, plan for a full year with an evenly distributed activity schedule.
Avoid having one or two months with too many activities—keep in mind university activities
and class requirements.
Determine if there is a need to shorten or eliminate any activities this year. If so, see what
months are most hectic. Combine as many objectives into one activity as possible and
eliminate activities during over-programmed months. Be creative and change activities each
year. Repetition becomes boring and stifles great NEW ideas.
Remember that the membership makes an activity a success. Involve members completely in
the decision-making, planning, setting up and the action itself. Members will support these
activities much more than those done by a few.
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Collegiate Elections Procedure
Officers/Chairmen
The elected executive board of the chapter shall be:
President
Vice president of public relations & recruitment
Vice president of alumnae and heritage
Vice president of programming and ritual
Vice president of membership education
Secretary
Treasurer
The elected committee chairmen shall be:
Panhellenic delegate
Parliamentarian
Public relations chairman
Scholarship chairman
Social chairman
Service and giving chairman
Standards chairman
Housing chairman
Editor/historian
Ritual chairman

Special Committees
Special Committees and chairmen may be appointed by the president and approved by the
executive board. Examples of special committees are anniversary committee, nominating
committee and bylaws committee. Chapters may combine officers and chairmen to meet the
needs of the chapter.

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The Elections Process
By October 15: The president appoints a nominating committee of 3-5 members.
The President MAY NOT be on this committee.
The committee chairman reports to the secretary.
An advisor must be present at all nominating committee meetings.
The committee chairman should be familiar with all chapter offices and committees; it
is recommended that a graduating senior be appointed to the position of chairman.
The nominating committee should consist of members with a variety of experience
within the chapter.
Members of the committee may be nominated for office.
The committee should never meet unless all members and the advisor are present.

By October 25:

The committee explains the election procedure at a chapter meeting.

Applications of intent and election preference sheets are handed out to all members
interested in running for a position.
A due date is given for members to return the forms to the nominating committee.
Each member should be notified of her standards, scholastic and financial standing.
This will allow members who would like to run for office an opportunity to clear any
delinquencies.
Only members meeting the My Collegiate Membership…My Commitment
expectations as stated in the Alpha Sigma Alpha National Policies and Procedures and
the requirements for office as stated in the chapter bylaws are eligible to hold office.
Each member interested in holding an office is required to be aware of the duties of
the office that she is seeking. Each member interested in a position is required to
speak to the out-going officer to discuss the duties of the office she is interested in.
The out-going officer must sign the application of intent.

By November 5:

The committee collects the forms and creates a mock slate.

This mock slate has the name of EVERYONE who filled out an application.

No Later than November 12:

The mock slate is presented to the chapter.

Each chapter member (initiated and new) circles one candidate under each office.
There are to be no speeches or pro/con conversations.
The nominating committee collects the mock slate.

Between November 12 and 19:

The nominating committee uses the mock slate,

applications of intent and election preference sheets, to create the final slate.
The committee is not bound by this information. The committee should discuss the
various candidates, pro and con, to select the best person for the position.

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Information from the standards chairman, scholarship chairman and treasurer should
be requested by the nominating committee to make sure the candidates are in good
standing. At this time, any concerns regarding members seeking election should be
submitted to the nominating committee.
The final slate is created with ONE candidate listed under each office. There is to be
only one slate created, with both executive board and other officers listed.
The nominating committee calls each member that they have slated to make sure that
they accept that position.
If no one is interested in a particular position, the nominating committee can make
calls to women who they think may do a good job at filling that position.
If someone is placed on the slate who has not yet filled out a preference sheet or
application, have them fill one out and return it to the nominating committee before
elections.

No Later than November 19:

The slate is posted.

Chapter members should have at least one week to review the slate before voting.
When the slate is posted, all candidates are reminded to prepare a 1-2 minute speech
to be presented at the next chapter meeting.

No Later than November 26:

Voting takes place.

Prior to voting, the nominating committee should ensure that the following are ready and
available for the day of elections:
Copies of the current slate for each chapter member with blank lines under each office
to use in the event that slate is not passed and nominations are made from the floor.
These sheets will be used for voting.
A list of ineligible women should be created with information from the standards
chairman, scholarship chairman and treasurer. These ineligible women should be
notified prior to elections so that they do not accept nominations from the floor.
On the day of elections, VOTING (via secret ballot) happens as follows:
1. Every member that is slated speaks for 1-2 minutes.
2. A motion is made to accept the slate as presented as follows:
1. A member moves: “I move that we accept the slate as presented.”
2. Another member seconds: “Second”
3. DISCUSSION. If there are members that want to make nominations from the floor,
this is the opportunity to voice their objection to accepting the slate as presented.
There is to be no discussion of individual candidate qualifications or deficiencies.
4. A member moves: “I move to close the discussion”
5. Vote to accept slate
If slate is passed as presented, then voting is over, and the chapter should continue to step 8
in the elections process.
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If slate is not passed as presented:
Step 1: Nominations are taken from the floor. Nominations from the floor are made in
the order listed on the slate and nominations should continue through this list
until all nominations for all position are made.
Step 2: Members write each nomination on the blank lines provided. At this time it is
possible for a member to be on the slate twice.
Step 3: The nominating committee chairman should check her list of ineligible women
while nominations from the floor are made so that no ineligible woman is
nominated.
The standards chairman, scholarship chairman and treasurer should have
lists of ineligible women in the event these women are nominated.
A woman who was called by the nominating committee during the
regular nominations process, but declined the nominations, is still eligible
to be nominated from the floor.
Step 4: Any women nominated from the floor must immediately fill out an election
preference sheet and application of intent (if they haven’t done so already) and
hand these to the nominating committee.
Step 5: Once nominations are closed, all nominees who have not already spoken are
allowed to speak for 1-2 minutes. The women who previously spoke may not
speak again.
Step 6: At this time, voting can take place.
There is no discussion or pro/con conversation.
All offices are voted on at once using the slate with nominations from the
floor written in.
Chapter members circle one candidate for each office.
Results are NOT announced after each office.
Step 7: The ballots are tallied by the advisor. Majority vote elects officers.
Situation: If a woman is on the slate twice and receives the highest number of
votes in each office, the advisor looks at the woman’s election preference
sheet and takes into consideration the office that she was originally slated for.
Once her office is decided, she gets erased from the other office and that
position goes to the member with the next highest votes.
Step 8: Election results are announced at the end of the meeting.

By December 10: Officer transition should be held within 14 days after elections.
Installation of officers should follow transition.

Vacancies
Vacancies in any office shall be filled by majority vote of the chapter from nominations made
by the executive board or made by a committee appointed by the executive board.
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Sample Outline for Chapter History
The following items should be included in the written chapter history for this academic year:
1. Officers: chapter officers, chapter chairmen/non-executive board officers, advisors
When elected/appointed
Name and office held
2. Membership:
Number of initiated members returning
Number of new members
3. Housing:
Changes to housing
Location
Remodeling or refurnishing done
Name of house director (if applicable)
4. Scholarship:
Chapter GPA
Campus rank
Names of members in honor societies or on dean's list/honor roll
Scholarship winners and sources
5. Honors:
Individuals
Chapter (scholarship cup, intramural trophy, campus events)
Awards received from the national organization
6. Chapter events
Traditional events
Social functions
Campus events
7. Visitors:
National volunteers and/or leadership consultant
Other events
8. News
News items of historical interest

Timeline
The editor/historian keeps notes of chapter events throughout the year and prepares a draft
of that year's chapter history one month before the end of the school year. The draft is read
during chapter meeting for membership approval and then recorded in the permanent history
of the chapter before the school year ends. 
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