1. Zeta Phi Beta Sorority, Inc.
Beta Lambda Chapter Retreat
Moody Manor, Houston, TX
August 03, 2013
Building on the Principles of Zeta While Blazing New Paths
OBJECTIVE:
To gain a better understanding of the dynamics of Zeta Phi Beta Sorority, Inc. by answering the questions of who?, what?, when?, how? and why?
To increase the chapter bond and to promote sisterly love by eliminating
the current issues
To focus on the principles of Scholarship, Service, Sisterhood and Finer Womanhood while planning for the new Sorority year

2. My Challenges for the Beta Lambda Chapter NATIONAL CLOSING PRAYER
Zeta Phi Beta Sorority Incorporated
Beta Lambda Chapter
Chapter Retreat Agenda
August 03, 2013
5:00 PM – 9:00 PM
NATIONAL SONG
NATIONAL PRAYER
WHO WAS GOING STEADY? Reflecting on our beautiful founders. The Love Story told by IGB Mary B. Wright
WHO’S THAT LADY? A closer look at International Grand Basileus, Mary Breaux Wright
WHEN DID THAT HAPPEN? The accomplishments of Zeta Phi Beta Sorority from 1920 to Present
WHAT ‘S MY ROLE? Your role and responsibility in the chapter, the advisors and advisory board roles
WHAT’S YOUR PROBLEM? Discussion on how to improve on relationships and communication
WHAT I LIKE ABOUT YOU? Sisterly Love Exercise/Game and Reciting the OATH
HOW CAN WE MAKE A GREATER IMPACT IN OUR COMMUNITY? ZHOPE Discussion and Ideas
HOW DO WE KEEP IT FINER AND PERSERVE OUR ZETA IMAGE? What not to wear, persevering your Zeta Image
HOW CAN WE MAINTAIN SCHOLORSHIP? Tips on planning and Class etiquette
HOW CAN WE AFFORD ALL THAT? Tips on creating a budget; Zeta events to consider for budgeting
Design Challenge
WHY WE CAN’T USE THE ZETA SHIELD ON THAT FLYER? Unified Visual Identity & Graphics Standards
WHY DO WE NEED TO PLAN? Calendar Planning, Budget and Fundraising, MIP Timeline
News and Updates
My Challenges for the Beta Lambda Chapter
NATIONAL CLOSING PRAYER

3. OUR FIVE PEARLS
Arizona Cleaver (Stemons), Pearl A. Neal, Myrtle Tyler (Faithful),Viola Tyler (Goings), Fannie Pettie (Watts)

4. WHO?

5. IGB Mary B. Wright, Phi Beta Sigma Conclave 2013
WHO WAS GOING STEADY?
The Five Founders and chartered members (called our "Five Pearls") of Zeta Phi Beta Sorority, Inc. are:
Arizona Cleaver (Stemons)
Pearl A. Neal
Myrtle Tyler (Faithful)
Viola Tyler (Goings)
Fannie Pettie (Watts)
Zeta Phi Beta Sorority, Inc. was organized at Howard University on January 16, 1920 as the result of encouragement given to the Five Founders by Charles Taylor and Langston Taylor, members of Phi Beta Sigma Fraternity. These Sigma brothers felt the campus would benefit by the development of such an organization as sisters to the fraternity. Thus, Zetas and Sigmas became the first official Greek-letter sister and brother organizations.
The Five Founders chose not to embrace the tenets of established sororities and chartered Zeta Phi Beta Sorority to encourage the highest standards of scholarship through scientific, literary, cultural and educational programs; promote service projects on college campuses and in the community; foster sisterhood; and exemplify the ideal of Finer Womanhood.
Our Founders should always be listed and pictured in the above order
“THE LOVER’S STROLL “
IGB Mary B. Wright, Phi Beta Sigma Conclave 2013

6. Roles and Responsibilities
WHO’S THAT LADY?
Mary Breaux Wright was elected as the 24th International President of Zeta Phi Beta Sorority, Incorporated in July Prior to her election, she served as the National First Vice-President, overseeing new members and the new member process.
A Diamond Life Member of the Sorority, Wright has served in many national, regional, state and local roles, including National Director of Protocol and National Observances, Southern Regional Director, Chair of the Regional Directors, and Louisiana State Director. Working closely with her mentor, 12th National President Lullelia W. Harrison, she also served as the primary researcher for Torchbearer of a Legacy: A History Zeta Phi Beta Sorority, Incorporated 1920 – 1997, the Sorority’s official historical perspective.
Wright travels across the globe delivering passionate messages concerning scholarship, service and commitment to one’s community. She is most fond of her trip to Ghana, West Africa where she represented the organization during the dedication of water wells donated by Zeta Phi Beta Sorority, Incorporated.
Mrs. Wright is an active member of Lambda Zeta Chapter in the city of Houston, Texas, where she resides with her husband, Phi Beta Sigma member James Wright. They have one son, Phi Beta Sigma member Dr. Randall Wright, a neurologist who is married to Dr. Crystal Clay, an anesthesiologist. She is a doting grandmother to her two grandsons, five-year-old Andrew John and two-year-old Reid Christopher.
Wright is a retired business teacher and a retired development officer.
Roles and Responsibilities
Chief Executive Officer of the organization
Responsible for the overall strategic direction
Ambassador of the Organization officially speaks for Zeta on the national level
Develops and sets program direction administration
Recommends fiscal policy and procedures
Recommends policy to the Board
She has ultimate authority on administrative matters pertaining to the sorority
Mary Breaux Wright
24th International Grand Basileus

7. WHEN?

8. WHEN DID THAT HAPPEN? DECADES OF LEADERSHIP FROM ORDINARY TO EXTRAORDINARY “The evolution of the structure, function, process and accomplishments of Zeta Phi Beta Sorority”
1920 – 1930
Founded January 16, 1920, by five dynamic women on the campus of Howard University
Identified Founders as “Five Pearls”, Arizona Cleaver (Stemons), Pearl Anna Neal, Viola Tyler (Goings), Myrtle Tyler (Faithful), and Fannie Pettie (Watts)
Choose the name for the organization at the first meeting
Established founding principles of scholarship, sisterly love, and service
Established Scholarship as the first criterion for membership
Adopted official logo, with the shield shape and design of their Sigma brothers’ logo
Elected first Basileus at the national level, Arizona Cleaver (Stemons)
Held first annual meeting of Zeta Phi Beta jointly with Phi Beta Sigma Conclave, December 1920
Adopted the term boule for Zeta’s annual gathering at first joint meeting
Elected officers of Zeta Phi Beta in Washington, DC, December; served through the end of the conclave the following year
Established the first five undergraduate chapters during Arizona Cleaver Stemsons’ tenure
Chartered Alpha Chapter, Howard University, Washington D.C.; first undergraduate chapter
Incorporated under the laws of the District of Columbia
Added the title of “Grand” to the title of Basileus
Chartered first graduate chapter; Alpha Zeta Chapter, Baltimore, MD
Published sorority’s first publication - The X-Ray; now entitled, The Archon
Introduced Finer Womanhood Week
Established the first undergraduate chapter south of the Mason-Dixon line chartered, Wiley College
Inducted first honorary member into Beta Zeta Chapter (now only national body inducts honorary members)
Created national board of officers
Formed the Southern Region
Authored words to national hymn

9. WHEN DID THAT HAPPEN cont.?
1930 – 1940
Restructured the administrative responsibility of Grand Basileus
Added four Regional Directors to assume the responsibility of establishing new chapters within their regions
Established three additional regions and boundaries of the first four redrawn
Identified the Western Region; became the Pacific Region Incorporated in the State of Illinois as a non - profit, charitable organization
Published the Chapter Chatters and pictorial Blue Book
Created the Board of Trustees to oversee the property of the sorority
Expanded the internal structure of sorority to include the office of deputy director
Appointed Deputy Directors to coordinate sorority business on state level to assist the Regional Director
Changed Deputy Director to Associate Director; now called State Director
Bequeathed to the sorority, by Violette Anderson, Birch Haven property in Idlewild, Michigan
Moved national headquarters to Washington, D.C.
Established the Eastern Region
Divided the sorority geographically by regions; supervised by Regional Directors
Began naming national honorary members
Promoted first National Service program
Chartered the first chapter in the Midwestern Region after seven years
Established the Southeastern Region when Zeta was restructured.
Developed La Cheerios; a forerunner of Zeta Amicae

10. WHEN DID THAT HAPPEN cont.?
1940 – 1950
Established a national executive office, Houston, TX becoming the first Greek-letter organization
Became the first sorority to establish a chapter on the African continent
Hired the first paid Executive Secretary
Created life memberships
Designated part of chapter tax for projects and scholarship funds
Formed strong Zeta chapters (enough young blacks on predominantly white college campuses), resulting in a cessation of undergraduate city chapters
Changed constitution to provide associate memberships
Rezoned regions for expansion
Experienced a period of most growth up to this point
Established the Atlantic and Great Lakes Regions
Established the South Central Region based on restructuring
Introduced workshop sessions at regional and national conferences
Formalized national scholarship grants through the Office of Education Services under the Office of Second Anti-Basileus
Adopted the Amicae Auxiliary into the national structure
1950 – 1960
Formalized the Archon
Revised the sorority handbook
Adopted official sorority song

11. WHEN DID THAT HAPPEN cont.?
1960 – 1970
Opened National Headquarters
Proclaimed monthly themes and slogans
Recognized as more than a social Greek-letter organization
Emphasized undergraduate councils, leadership development, education and scholarships among collegiate
1970 – 1980
Initiated workshops for anti-basilei of local chapters
Initiated tradition of Finer Womanhood month
Established the national Stork’s Nest programs
Refurbished Birch Haven
Initiated workshops near the national headquarters for basilei of collegiate and graduate chapters
Established the National Education Foundation
Adopted present slogan (A Community-Conscious, Action-Oriented Organization)
Incorporated National Education Foundation
Established Stork’s Nest Programs in Africa
Expanded to St. Croix
Hosted first regional conference in Africa
Refurbished National Headquarters
Published first Archonette handbook
Developed a Pledge’s Bill of Rights
Hosted first national undergraduate retreat
Formulated the first non-hazing policy in Greekdom

12. WHEN DID THAT HAPPEN cont.?
1980 – 1990
Chartered chapters in Alaska and Germany
Introduced golden life membership
Gained 501(c)3 status for the Human Services Foundation (later Stork’s Nest Charity Fund)
Installed computers at headquarters
Established the Zeta Leadership Training Academy
Adopted the “dove” as the national symbol in 1990
Received first federal grant
Placed operational funds in an interest-bearing account
1990 – 2000
Hired the first Deputy Executive Director
Adopted Pearlettes and Zeta Male Network as constitutional affiliates
Established Zeta Legacy Clubs
Chartered chapter in Seoul, Korea
Established process for payment of dues and other fees by credit cards
Established Standard Operating Procedures for National Office
Revised Handbooks
Awarded non-governmental organization status by the United Nations
Reactivated chapters in US Virgin Islands, Hawaii, Alaska, Korea, and Germany
Implemented the Membership Intake Process

13. WHEN DID THAT HAPPEN cont.?
2000 – 2012
Established the Zeta Organizational Leadership (ZOL) Program
Established Z-HOPE: Zetas Helping Other People Excel
Established million dollar endowment
Conducted first congressional institute
Renovated National Headquarters
Revised handbooks
Placed national history book on CD
Developed a national website
Adopted the Dove Program
Established platinum and diamond levels of giving for Life Members
Established sapphire level of giving for non-life members
Installed new phone system at National Headquarters
2012 – Present
Instituted Tele-town Hall meetings
Continued and expanded the ZOL Program
Revamped the Membership Intake Process (MIP)
Re-opened Life Memberships
Established programmatic thrust on Elder Care and Adopt-a-School

14. WHAT?

15. WHAT’S MY ROLE? Basileus (President) Preside at all meeting
Prepare agenda for meeting
Appoint committee chairs and members
Oversee all activities of the chapter
Send a list of new officers and committees to advisor
Check with committee chairpersons to make sure they are familiar with their responsibilities
Represent the chapter at events
Signs and approves necessary documents
Must be MIP certified
1st Anti-Basileus (Membership Chair)
Assist the Basileus with her duties
Assume the duties of the Basileus when she is absent or unable to carry out her duties
Responsible for membership
Finalize list of potential members
2nd Anti-Basileus (Community Service Chair)
Community service chair
Organize at least one physically active service project a month
Inform the chapter members a month in advance of the upcoming community service
Tamias (Treasurer)
Keep all financial records
Take responsibility for preparation of chapter budget for the semester
Issue notices of dues and fees
Submit financial forms to national and regional office
Prepare and distribute financial report at each chapter meeting
Collect all monies
Grammateus (Secretary)
Recording secretary shall keep minutes of chapter meetings, both regular and called
Send out notices of call meetings
Keep complete, accurate records of all meetings
Distribute to the membership, minutes of the meeting
Disseminate all chapter correspondence

16. WHAT’S MY ROLE Cont.? UNDERGRADUTE ADVISOR’S DUTIES
Attend all regularly scheduled undergraduate chapter meeting. The schedule of meetings will be agreed upon by the undergraduate chapter members and the graduate advisor.
The graduate advisor has the authority to call a special meeting of the undergraduate chapter, if there is just cause.
Ensure that the undergraduate chapter complies with all the rules and regulations of the university/campus
Ensure that the undergraduate chapter follows all the rules and regulations of Zeta Phi Beta Sorority, Inc.
Examine and sign all forms (when necessary) before they are submitted to the university/campus
Examine and sign all forms before they are submitted to the national, regional, and state levels of our organization
Supervise the Membership Intake Process
Supervise and train the undergraduate chapter in areas of chapter management, protocol, and financial management
Present a written or oral report to the graduate chapter regarding the undergraduate chapter at the regular graduate chapter meetings
Present a written or oral report to the undergraduate chapter regarding graduate chapter activities at the regular undergraduate chapter meetings
Supervise election of new undergraduate chapter officer
Serve as a liaison between the graduate and undergraduate chapters; encourage the interaction between the chapters
Report any MIP violation to the graduate chapter Basileus
Participate in the investigation of an allegation brought to the state organization, if asked to do so.
Remain active in the undergraduate chapter’s sponsoring graduate chapter during her tenure as undergraduate advisor
Be present at all undergraduate chapter activities and programs. If the soror is unable to attend, she should be represented by a member of the sponsoring graduate chapter’s advisory committee or a designated sponsoring graduate chapter member. 
Do not take over the undergraduate chapter or impose your views on the chapter
Meet with university/campus officials: attend meeting called by university/campus officials
Continually encourage undergraduate members to focus on their education and sorority training 
Always remember that she is not a member of the undergraduate chapter
Give advice and direction on setting chapter dues, MIP fees, etc.

17. WHAT’S MY ROLE Cont.? Undergraduate Advisory Committee:
This committee will serve to 1) expose the undergraduates to more graduate sorors, 2) groom other sorors for the positions of Undergraduate Advisor, and 3) ensure sorors are adhering to the organization’s policies and procedures through a check and balances process. The committee will need to make sure that the qualifications, duties and responsibilities sections are clearly defined.
Campus Advisors
The campus advisor is a campus/university liaison to the undergraduate chapter. The roles and responsibilities of the campus advisor are determined by the policies and procedures of the campus/university. The campus advisor may or may not be a member of Zeta Phi Beta Sorority, Inc.. This individual is not to serve as the official representative of the sponsoring graduate chapter. This individual does have the authority to advise an undergraduate chapter on any policies and procedures of Zeta Phi Beta Sorority, Inc.
Beginning Sorority Year: It is Mandatory that all Undergraduate Advisors be Trained and Certified.
Certifications will be done at Regional Conferences and Undergraduate Retreats. All certifications will be entered into the National Database.

18. WHAT’S YOUR PROBLEM? WE ARE ONE ZETA Sisterhood and Sisterly Love
United in a common bond (Zeta) for a common purpose (Our Principles)
Sisters respect each other’s individuality; we value each other’s opinions; we operate in the best interest of the chapter and the sisterhood
Sisterly love shall prevail at all times
We should endeavor to help our sisters whenever we can, especially during difficult times (“Lean on the Shield”)
Building relationships and trust among sorors takes time
Conflicts Among Sisters
Conflict is a natural part of any organization or business
It’s OK to agree to disagree ~ don’t be disagreeable
Aim to preserve the working relationship
Attempt to speak directly with the soror with whom you have the conflict in Sisterly Love
Disagreements should NOT affect the business of our sisterhood
Humble yourself to accept sisterly correction
Learn to communicate effectively
Do not use profanity towards your Soror
“You cannot exist as one once you join a sorority” “It’s not about you, It’s about Zeta Phi Beta Sorority Inc. “
WE ARE ONE ZETA

19. WHAT I LIKE ABOUT YOU? How do we get back to happier times?
If any one of us should die tomorrow, what is the one thing you will miss about your Sisters
On a sheet of paper write something describing all the things you would miss about each one of your Sisters.
SHARE YOUR THOUGHTS

20. THE OATH
"I hereby pledge myself to be loyal to every rule and regulation of Zeta Phi Beta Sorority. I will conduct myself at all times in such a manner as will not bring reproach upon my sisters. Should I be guilty of wrong doing, I will willingly accept any corrections given me by my sisters. I will strive at all times to exhibit my highest ideals of culture, to put forth zeal for those things which stand for righteousness, and hold within my heart a love which will unite us as one. God grant that I may ever have that spirit of democracy for all fellow-men and keep this oath before me daily."
The Oath you took didn’t make you a Zeta, it made you a member. How you live that oath is what makes you a Zeta!
IGB Mary B. Wright ZOL 2013

21. HOW?

22. “All is Conquered by Labor”
HOW CAN WE MAKE A GREATER
IMPACT IN OUR COMMUNITY?
“All is Conquered by Labor”
Service to others is Zeta Phi Beta’s PRIORITY
Z-HOPE is our National programmatic thrust
Seize opportunities to partner with other organizations on campus and the Graduate Chapter
Consider participating in annual Sorority Events and major programs – Founder’s Day (Jan), Go Red for Women, American Heart Association (Feb), Race Against Violence (March), March for Babies (April) Older Americans Month (May), World Elderly Abuse Month (June), Back to School Drives (Aug), Susan G. Koman, Breast Cancer (Oct), Prematurity Awareness Month (Nov), Christmas Giving (Dec)
Conduct service projects that enable you to personally interact with people
Use social media to reach a broader audience
Promote through electronic boards and campus calendars

23. HOW DO WE KEEP IT FINER AND PERSERVE OUR ZETA IMAGE?
You are ALWAYS wearing your letters
Your actions (positive or negative) will ALWAYS be associated with Zeta Phi Beta Sorority
The image people have of Zeta will be represented in how YOU carry yourself on campus and in the community
Members are expected to dress in a way that will reflect positively on our organization
Image should be polished and refined, especially when wearing paraphernalia
Only wear your Zeta gear when you look your best!
Never wear your letters into a bar or while drinking alcohol or smoking
Never take photos wearing your letters and drinking
Do not wear our letters on your rear end
Refrain from using curse words or inflammatory remarks with your letters on
For casual attire, you should wear khaki-style pants or casual trousers. Shorts should not be worn.
A Polo-style shirt or high quality shirt without words, pictures or an unacceptable logo should be worn.
Zeta t-shirts and reasonable length shorts should only be worn in very informal settings like picnics
Always wear your ZPB lettered pins at the apex of your heart

24. HOW DO WE KEEP IT FINER AND PERSERVE OUR ZETA IMAGE Cont.?
Social Media
Be careful how you use social media
Know that your comments and images are not just seen by your friends
The public is always watching us to scrutinize our behavior. Remember you have taken an oath to act as a Finer Woman at all times!
Be aware of photos of you posted on social media
Always keep Zeta business private!
Steps to help you clean up your online profile
Keep a clean account free of inappropriate postings and pictures from the minute you set up your account.
Know what your friends are posting, as well, and make sure they aren't posting inappropriate pictures or videos of you.
Tighten privacy settings so that only your friends can see posts.
Google yourself so you know what is out there. Even though you set your privacy settings on social media, search engines can work around those filters.
Remember to go through old postings, too. Employers, College admissions and Organizations often look all the way back to when you first joined social media.
Rule of thumb: If you don't want your parents or your boss to see it, take it off.

25. HOW DO WE MAINTAIN SCHOLORSHIP?
“Education is the Cornerstone of Zeta Phi Beta”
It is impressive to the public when Zetas uphold the principle of scholarship after they have become full members.
Academics / Scholarship is essential to your success
Zeta activities should never jeopardize your academic performance
Find balance between academics, extracurricular, and Zeta programs
Plan and prioritize
Do Not Procrastinate
Attend your classes and improve your grades.
Be on your best behavior in class because people are watching you.
Do not be late for class
Do not sleep in class
Be prepared for class and complete all assignment on time.
Aim to be recognized as the BEST among Greek organizations for scholarship
Apply for state, regional, and national scholarship opportunities!!
Transcripts and class schedules must be given to the Graduate Advisor at the beginning of the semester and upon request of the Advisor

26. HOW CAN WE AFFORD ALL THAT?
Determine Your Income: You need to know how much money you will have each month to meet your expenses. Determine Your Fixed Expenses: Your fixed expenses are items that will not change from month to month. These items can include rent, a car payment, car insurance, your electric bill and your student loan. Make sure you include savings in this category. If you are a tither, then pay God first and then pay yourself. Also include an item for Misc. or Emergencies Determine Your Flexible Expenses: These items may include your groceries, eating out, clothing and entertainment. You can cut back on how much you spend on these categories if you need to. Compare Your Expenses to Your Income: Your budget should be created to where your outgoing expenses match your income. You should assign every dollar to a specific place to end up with a zero-dollar budget. If your amounts do not match you will need to adjust accordingly. If you have extra money at the end of the month, reward yourself by putting that money directly into savings. Track Every Penny that you spend: You can do this with free budgeting software or Apps. This will help to prevent from overspending. Adjust as Needed: You can make adjustments throughout the month. You may have to adjust for emergencies situations. As you move money around make sure that you do so in your budget. Review Your Budget: After you have followed your budget for a month and have TRACKED EVERY PENNY, you may find that you can cut back in a few areas, and you need more money in other areas. Make sure you keep tweaking your budget until it works for you.
TIPS:
Always adjust your flexible expenses before dipping into your savings. 
Consider creating a Zeta Budget to determine how much you can spend on Zeta functions; include the Zeta amount in your fixed expenses under a separate Savings Account 
Check out CapitalOne360.com. It is a great savings account that draws a little interest. You will be able to set up a Goal for your savings plan and it will track your savings for you.
No need to set up a new account because it links to your existing checking account. Consider using the automatic transfer feature
Zeta Budget
“Things to Consider”
Zeta Dues (National, Regional and Local (September) Beta Lambda’s Fundraisers and Events (per Semester) Founder’s Day Events (January) Undergraduate Retreat (Transportation, Hotel, Food, Spending ) (February) Finer Womanhood Service Lunch (March) Graduations (May) Regional Conferences (June) Support of Graduate and other Local Chapters Events Boule’ (Registration, Transportation, Hotel, Food, Spending) Estimates for Boule’ (July 2014) Registration $ $ Flight $ – Hotel $ $ a night Consider writing yourself IOU’s until you are able to save

27. Design Challenge Design your ZKitty Bank to Save Your Zeta Coins
This must be done before the end of the Retreat
The zkitty bank is just a concept to inspire you to save for your Zeta Events and Functions
Place your Kitty Bank in a spot so you can see it often and be reminded to save
The best ZKitty Bank Design will win $20.00 to start your Zeta Fund
Good Luck and May the Best Design Win!!!!

28. WHY?

29. WHY WE CANT USE THE ZETA SHIELD ON THAT FLYER
WHY WE CANT USE THE ZETA SHIELD ON THAT FLYER? Unified Visual Identity & Graphics Standards
In order to drive clear, consistent and positive messages and images, Zeta Phi Beta Sorority, Incorporated must convey one vision, one voice, and one standard.
Only use the official sorority shield for the sorority’s most formal applications. Refrain from use on flyers for parties, food-related events, and certain fundraisers. Reserve the shield for membership matters, official
administrative messaging and other formal documentation.
Co-branding with our brothers of Phi Beta Sigma Fraternity (the Fraternity) must be done appropriately. Please refrain from utilizing “Zeta Phi Beta Sigma”. When co- branding, please use the Fraternity’s and the Sorority’s full names and individual approved logos.
THE SHIELD IS TRADEMARKED “ THE SHIELD STANDS ALONE” Do not alter or attempt to recreate in anyway. Do not place graphics on top of it or attach additional graphics to it. Always use approved artwork only. Do not reproduce smaller than ½ inch (.25). Do not place any other elements closer than 3/16 inch (.0875) of the shield.
Royal Blue and White not Royal Blue and Pure White
SISTERHOOD not SISTERLY LOVE

30. Unified Visual Identity & Graphics Standards Unacceptable Images for Flyers etc.

31. WHY DO WE NEED TO PLAN? Items to include in the Budget
Planning is one of the most important project management and time management techniques. A plan is like a map. When following a plan, you can always see how much you have progressed towards your goal and how far you are from your destination. Planning is also crucial for meeting your needs during each step with your time and money. With careful planning you often can see if at some point you are likely to face a problem. It is much easier to adjust your plan to avoid a crisis, rather than to deal with the crisis when it comes unexpected.
Things to Consider when Planning
Items to include in the Budget
You will need two separate calendars; one for general chapter events and one of Membership Intake Process
Fundraiser are also planned in advance and place on the calendar
ZHOPE events also need to be planned and calendared
Include all UHD activities and events to avoid conflict
Note Midterm and Final Weeks
Chapter Meetings will be on 3rd Sunday unless noted
Gamma Omega Zeta chapter meeting will be 2nd Saturday unless noted
Make sure you are consider all holidays when planning
Please take a look at your personal calendars also
You will need two separate budgets; one for general chapter events and one for Membership Intake Process
Start the Budget with anticipated income(dues, fundraisers)
The Budget should include all monies the chapter intend to spend for the Sorority Year
Include community service projects
All donations the chapter will give
All protocol gifts
All chapter supplies including scrapbook items, display board, certificates and miscellaneous items.
All UHD events where monies are needed
All programs/event supplies(tablecloths & decorations etc.) Refreshments needed for Programs/Events
All Graduation and other gifts the chapter plan on giving
Gifts for Guest Speakers
Once Budget has been completed and vote on, the chapter will adhere to the budget amount. The amount on the budget will not have to be voted on again. Any amount over the budget will have to be voted on by the chapter. Any Soror going over the budget amount will have to be reimburse for additional expenses and submit the proper forms.
We will not vote on anything via

32. The information you are about to receive about the New Membership Intake Process is for information purposes ONLY.
This does not, BY NO MEANS, constitute training or certification for the New Membership Intake Process
ONLY the current National First Anti-Basileus, Regional Directors or State Directors may conduct MIP certification training.

33. MEMBERSHIP INTAKE PROCESS OVERVIEW
The New Membership Intake Process was Adopted 01/05/2013
The New Revised MIP Certification Training is required!
Only those who have been MIP certified can conduct and participate in the new revised MIP. The chapter Basileus must be MIP Certified before Intake. Only members from the Sponsoring Graduate Chapter who are MIP Certified can assist the Undergraduate chapter with MIP.
Only the current National First Anti-Basileus, Regional Directors or State Directors may conduct MIP certification training. Your name, date, etc. of MIP certification training will be filed on the National Registry at National Headquarters and in the Office of National First Anti-Basileus, Regional & State Directors. Please note that MIP Certification Training is a minimum of two-hours and will also address the Sorority's policies on Anti-Hazing.
NO MEMBERSHIP INTAKE INDUCTION CEREMONY IS TO BE CONDUCTED UNTIL THE NATIONAL FIRST ANTI-BASILEUS GIVES APPROVAL. NO EXCEPTIONS!
The chapter must be financial on all three levels within the sorority (national, regional and state) for ­2014 before the National First Anti-Basileus approves any new member applications/packets for the chapter.
Please note that the fees for membership intake into Zeta Phi Beta should be quoted and published as stated on the fees chart located in the chapter's MIP Packet (Kit). Fees outside of Zeta Phi Beta's official fees must be fully disclosed to the Aspirant and notified of what the fees encompass.
During new member presentation, current members of Zeta Phi Beta and Phi Beta Sigma should be referred to as respectively “Soror” and “Frat or “Brother. The use of adjectives such as “Big Sister/Big Brother”, DP, “ADP, “Dean of Pledgees” and any other titles used in an illegal pledge process are expressly prohibited
***** MIP will be opened September 4, 2013—May 15, 2014****
Dates Closed: Thanksgiving Holiday (November 27-29), Christmas Holiday (December 24 — 27), & Easter (April 17-20)
“Please, DO NOT VIOLATE THE MEMBERSHIP INTAKE PROCESS"

34. WHY DO WE NEED TO PLAN Cont.?
Membership Intake Timeline
Step
Informational Interest Meeting
Required Timeframe
Meeting should last no more than 90 minutes.
Dates
Formal Observation
Recommended minimum of
90 days (a time period shorter than 90 days for undergraduate chapters may be necessary).
Start:
End:
Interview
Invitations (and Undergraduate Legacy Application Form, if applicable) must be received by the Interviewee at least seven (7) days prior to the Interview. Ideally all Interviews should take place on the same day. Each Interview should last no more than 20 minutes.
Interview confirmation sent:
Interview Date:
Invitation for Membership Intake
Chapter meets to discuss Prospective Members and vote on Aspirants within seven (7) days of Interview.
Chapter notifies Aspirants of membership invitation immediately with written invitation/ instructions to follow.
MIP Committee sets date, time, and place for the Prospective Members who have been issued an invitation for membership to receive their New Member Packets ("Kit).
Aspirants have at least hours for return of completed New Member Packet to the MIP Coordinator.
National First Anti-Basileus typically responds to applications within hours.
Chapter vote:
Invitation sent:
Chapter gives Kit:
Aspirants
Return Kit:
National First Anti- response:
Introduction Meeting
Within five (5) consecutive days of receiving approval from National First Anti-Basileus.
Course of Study
Must be complete within three (3) consecutive weeks of the Introduction Meeting (15 days)
See Course of Study Planning Template page to set times and dates.
Week One
No more than five (5) days in first week.
Week Two
No more than five (5) days in second week.
Week Three
No more than five (5) days in third week.
The Induction Ceremony
Must take place as soon possible after add no more than five (5) consecutive days after the completion of Week 3 of the Course of Study.
Presentation to the Community
If New Member Presentation to take place, it must be presented no later than five (5) consecutive days after the Induction Ceremony or at the time required by college/university.
Evaluation
Within seven (7) days of completing MIP

35. Dropbox account for Beta Lambda is uhdzetas1920@gmail.com
GREAT NEWS !!!!!
National Headquarters Update: Beginning with Fiscal Year 2013/2014 – Zeta Phi Beta Sorority, Inc. will be migrating to this new system based on the completion of Financial Form B. By the end of the 2013/14 Fiscal Year chapters submitting an electronic copy of Financial Form B will be able to manage and update their chapter member records via the web. 
Beginning September 2013
Beta Lambda Updates: In order to have a cohesive chapter, standards and rules must be put into place and adhered to.
Communication: Yahoo Groups, Text Messages, and phone calls will be the chapter’s major forms of communication to update members on changes to events and other pressing chapter items. A prompt response is required. It is preferred that you respond within 24 hours. Please provide only One address to the chapter and please check that often for chapter updates. Consider applying an alert to inform you when there is a new message. Make sure you cc your graduate advisor on all correspondences concerning chapter matters. Try to finalize items at chapter meeting to avoid multiple s. Please provide your chapter Basileus with advance notice (phone call), at least, 24 hour notice when you cannot attend an event.
Beta Lambda will go Paperless: Drop Box will be used to maintain our chapter reports. You can access your files from your computers, phones, or tablets. Share with confidence, everything's automatically private, so you control who sees what. Safe and secure. You can access your favorite files without internet connection. Everyone will have to setup a Dropbox account.
All Chapter’s Reports including Minutes and Treasurer’s Reports will be place in the Chapter’s Drop box. We will try to avoid ing the reports to everyone and just share through dropbox. All reports are still due the Friday before the chapter meeting. Everyone should review the minutes and reports and bring any questions or corrections to the meeting. Everyone should also consider bringing an electronic device to view reports as we discuss. If you prefer a printed copy, please provide your own copy for the meeting. We should be able to save a lot of time at meetings if we review the reports and minutes beforehand.
We will also use Free Conference Call.com to have meetings on pressing issues that need to be discussed before our next meeting.
Dropbox account for Beta Lambda is

36. MY CHALLENGES FOR THE BETA LAMBDA CHAPTER
Question to Ask Yourself
Why did you become a member of Zeta Phi Beta Sorority, Inc.?
What did you expect to gain by becoming a member of Zeta Phi Beta Sorority, Inc.?
How do you plan on improving to be the best member you can be?
Words of Encouragement
Live the life God has planned for You
Maintain your Enthusiasm for Zeta Phi Beta Sorority, Inc.
Accept the wisdom of those who have come before you
Utilize the talents of your Graduate Sorors
Be careful of who you seek Zeta advice from
Understand there are always rules to follow
Remember we are all different and we think differently
Realize that everyone has an opinion
Know that everyone deserves Respect
Don’t Judge
Take Care of Each Other
Love One Another
“Don’t be in such a hurry to condemn a person because he doesn’t do what you do, or think as you think.
There was a time when you didn’t know what you know today.” Malcolm X
You is Kind, You is Beautiful and You is Important!!!!
Soror Angela J. Waters
Gamma Omega Zeta, 3Rd Anti Basileus
Beta Lambda Chapter, Undergraduate Advisor
Southern Region, Undergraduate Advisor of the Year

37. 2013 ZOL Power Points and Presentation
REFERENCES
Handbook of Zeta Phi Beta Sorority, Inc., Eleventh Edition (1997)
Zeta Organization Leadership Program Advanced Study Guide (2013)
Torchbearers Of A Legacy (The History of Zeta Phi Beta Sorority, Inc )
2013 Power Point – Crash Course, Denise Marie Snow
2013 ZOL Power Points and Presentation
Undergraduate Advisors Training (Soror, Dr. Denisha L. Hendricks)
Structure, Function and Process/Telling the Story (Soror Barbara Moore and Soror Vicki Hammock)
Is Image Everything (Soror Dana Syeeda L. Brooks)
Unified Visual Identity & Graphics Standards (Soror Stephanie Arnold)
Organizational Efficiency (Avectra)
Membership Intake Process (National First Anti Basileus Scarlet Black)