Standardization Changes for Organizational Growth
Initiating standardization in organizational structures and processes allows for optimization of efforts, leading to growth and sustainability. This involves setting deadlines for various standardization milestones like email, dues, officer roles, and elections, emphasizing the importance of uniformity in communication and operations to drive progress.
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Presentation Transcript
Standardization Changes Standardize, Optimize, Grow
Why Are We Changing? All chapters are structured in a different way Standardization will allow us to optimize our efforts leading to growth and sustainability All organizations have a basic set of standards that all members must follow
Timeline October 1st2019- deadline for standardized emails November 1st2019- deadline for dues standardization April 1st2020- deadline for standardized officers April 1st2021- deadline for standardized election times October 1st2021- deadline for standardized orientation
Email Standardization
Requirements President, Vice President, Secretary and Treasurer Alumni chapters: President and Treasurer Must include officer name and chapter name at minimum Example: president.alpha@google.com, lksalphatreasurer@google.com Do not use school name, use chapter name All communication with RS, GC and HQ will be through these emails Username and password must be passed on to next officer
Requirements Other offices are welcome to have one, but not required If chapters have Recording and Corresponding Secretary, the officer that takes the minutes is required to have the email President Elect is not required to have an email
Alumni Only required to have President, Treasurer and/or Secretary Emails are required, rest of presentation is not!
Dues Each individual member will need to pay national dues on Member s Suite Chapters will need to collect chapter dues separately Chapters will not be invoiced for national dues Any chapters have their school pay for part of their dues?
Officer Standardization
4 Required Officers President Vice President Secretary Treasurer
President Preside over chapter members and functions Plan and execute chapter meetings per chapter bylaws- create an agenda and communicate with officers Ensure all members have reviewed the Risk Management Policy, Statement on Hazing and have signed the Code of Conduct. Presidents are responsible for keeping a signed copy of the Code of Conduct in chapter files. This also must be done anytime new members are initiated. Submit Event Planning Form (Insurance Form) for all required events Delegate planning of chapter events- 2 professional projects per year, 1 WHI event per year, 1 Project HOPE event per year
President, cont. Delegate planning of rituals per our Ritual Book and storage of all ritual materials Maintain regular communication with Region Supervisor, GVPC and HQ. Region Supervisors will schedule regular conference calls at least once every other month and GVPC and HQ will schedule a call once per year. Maintain communication between Fraternity and Faculty advisors, elect advisors as needed Plan Region Supervisor visit once per biennium Maintain Robert s Rules of Order during chapter meetings Plan and execute nomination and election process that follows chapter bylaws and Robert s Rules of Order
President, cont. Promote Educational Grants to membership Submit Ethel J Heath Scholarship forms for members who qualify Submit Ruth Davies Flaherty Award Submit Officer Roster Form Ensure a Delegate will represent the chapter at annual convention Check LKS email regularly Meet with incoming officer at the end of term for an orientation to the office
Vice-President Plan and execute recruitment and orientation of new members Ensure all fraternity policies are being followed including Risk Management Policy, Statement on Hazing and Code of Conduct Ensure recruitment and orientation process follows any guidelines set forth by the fraternity Maintain communication with RS and GVPC about successes and opportunities surrounding recruitment and orientation Work with treasurer to complete New Initiate Forms
Vice-President, cont. Review chapter bylaws and policies and procedures yearly to ensure they are current and being followed Check LKS email regularly Meeting with incoming officer at the end of term for orientation to the office
Treasurer Maintain a record of chapter financial transactions Pay Delegate Fee to HQ Ensure members pay dues by November 1st Fill out New Initiate Form and order pins and certificates for new members Delegate fundraising for chapter funds, Project HOPE, Educational Trust and Campaign for Progress Act as Project HOPE Liaison for chapter
Treasurer, cont. Communicate to graduating sisters about filling out graduating alumni form Meet with Fraternity Advisor once a year to complete financial audit Check LKS email regularly Meet with incoming officer at the end of term for orientation to the office
Secretary Maintain minutes from chapter meetings and disperse to membership Complete Monthly Chapter Report and email to RS, GVPC and any chapter advisors Submit Annual Report Upload all chapter documents to CRM including minutes, updated bylaws and policies and procedures, monthly reports, etc. Submit any requested changes to chapter bylaws to the Bylaws Committee, RS and GVPC
Secretary, cont. Delegate social media coordination for chapter Check LKS email regularly Meet with incoming officer at the end of the term for an orientation to the office
Standardized Election Dates
Election Dates All chapters will be required to have officer terms from May 1-April 30 Elections should be scheduled about 30 days before May 1 Installation of officer may happen before May 1 New officer will become active with RS, GC and HQ on May 1
Bylaws With all these changes, every chapter will need to update their bylaws! Sample chapter bylaws will be provided to chapters Bylaw changes will have to be submitted to the chapter and voted upon All excess information should be moved to policies and procedures Education on the difference between bylaws and policies and procedures will be provided Updated bylaws will need to be sent to RS and GVPC and uploaded to Member s Suite After initial April 1, 2021, all requested bylaw changes will need to be submitted to the Bylaws Committee for review and approval before chapter voting may occur
Standardized Recruitment and Orientation
Recruitment and Orientation Working on standardized recruitment materials to be used by chapters Working on standardized orientation materials to assist chapters in teaching potential new members about LKS Updating the Member Manual Will have a set date to submit new member names for pins and certificates Chapters will still have flexibility to incorporate their own style!
Talk with your chapter about upcoming changes How will this affect your chapter? Will any future officers have a short or a long term due to bylaw changes? Is there going to be a huge shift in officer responsibility? Do you need to combine recording and corresponding secretary? Do you need to shift responsibility to another officer? Create email accounts for President, Vice-President, Secretary and Treasurer Start looking over your bylaws to see what needs to be changed Reach out to your RS and GVPC for help!
