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Cluster Conference International Membership Committee Workshop Soror Barbara A. McKinzieSoror Caroline Lattimore Supreme Basileus Chairman Approved Graduate.

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Presentation on theme: "Cluster Conference International Membership Committee Workshop Soror Barbara A. McKinzieSoror Caroline Lattimore Supreme Basileus Chairman Approved Graduate."— Presentation transcript:

1 Cluster Conference International Membership Committee Workshop Soror Barbara A. McKinzieSoror Caroline Lattimore Supreme Basileus Chairman Approved Graduate Membership Intake Process Summary of Changes Membership Modules of Success:

2 The Main Objective of the MIP Changes is to Strengthen Lifelong Membership in Alpha Kappa Alpha Sorority, Incorporated. Changes were effective August 1, 2009

3 Request for MIP Start Chapters update/review bylaws to include criteria for sponsoring a candidate 1 1

4 Suggested Process: 1.Gather all relevant criteria for consideration –Participation in Regional and International Conferences –Attendance at monthly chapter meetings –Participation in chapter activities Committees Community Service Programs Fundraisers Sisterly Relations Activities –Chapter Financial Obligations 2.Rank each criteria based on importance to the chapter members 2

5 Chapters update/review bylaws to include criteria for sponsoring a candidate Suggested Process: 3.Evaluate each criteria separately –Participation in Regional Conferences Regional Conference Cluster Conference –Participation in International Conferences Boule Leadership Seminar –Attendance at monthly chapter meetings Specific number of meetings Percentage of meetings Majority of meetings Excused absences (sorority business) 3

6 Chapters update/review bylaws to include criteria for sponsoring a candidate Suggested Process: –Participation in Chapter Activities Committees –Attend committee meetings –Background worker for the committee Community Service Projects –Attend community service programs –Coordinate/plan community service programs –Resource for community service programs Fundraisers –Meet obligation for fundraisers –Makes donation (monetary or in-kind) Sisterly Relations Activities –Attend sisterly relations events –Reclamation of sorors 4

7 Chapters update/review bylaws to include criteria for sponsoring a candidate Suggested Process: –Chapter Financial Obligations Pays chapter assessments on time Pays chapter dues on time 4.Create new section in your bylaws 5.Circulate to chapter members for discussion/review 6.Vote on proposed changes 7.Submit revised document to Regional Director for review and approval 5

8 Chapters update/review bylaws to include criteria for sponsoring a candidate Sample Bylaws – Article III Membership Section 2 Active Chapter Participation for MIP Sponsors and Co-Sponsors A Soror looking to sponsor or co-sponsor a candidate must be an active member of Ivy Pearl Omega chapter for at least 24 months prior to the start of the Membership Intake Process (MIP). To be considered an active member of Ivy Pearl Omega, a Soror must meet or exceed all her financial obligations to the chapter within the specified timeframes. She must also serve and participate on one or more committees each year for the two years immediately preceding the start of the MIP; participate in one or more community service projects each year for the two years immediately preceding the start of the MIP; meet her Hostess obligations as specified by the Hospitality Committee and in accordance with the chapter’s Hostess Calendar; and attend the majority of General Body Meetings. Participation will be recorded and verified by the appropriate Committee Chairman and supplied to the Philacter. 6

9 Chapter member submits Sponsor/Co- Sponsor application to Membership Chairman Request for MIP Perform Chapter Health Check Sorors may Sponsor/Co-Sponsor a maximum of two (2) candidates Sponsor/Co-Sponsor must be active for 24 consecutive months prior to application See MIP Manual Page II-2 See MIP Manual Page II

10 Sponsor/Co-sponsor Application Criteria YesNo 1. Met or exceeded all financial obligations to the chapter within the specified timeframes. 2. Served and participated on one or more committees each year for the two years immediately preceding the start of the MIP. Specify committees and year. 3. Participated in one or more community service projects each year for the two years immediately preceding the start of the MIP. Specify projects and year. 4. Met Hostess obligations as specified by the Hospitality Committee 5. Attended the majority of the chapter general body meetings. 8

11 Request for MIP Chapter Votes to Conduct MIP Membership Committee determines sorors eligible for consideration to sponsor based on chapter bylaws Favorable vote? Stop Chapter submits to RD Request for MIP, Schedule of MIP activities, health check, eligible sponsors, and sponsor criteria Yes No See MIP Manual Pages II

12 Request for MIP RD verifies health check RD approval ? Stop Yes No Allow 3 weeks for approval Corporate Office verifies sponsors/co- sponsors and sends an official list of eligible sponsors to RD RD notifies chapter of eligible sponsors/co- sponsors RD sends list of sponsors/co- sponsors to Corporate Office for verification of 24 consecutive months of active membership Membership Chairman notifies sorors of their eligibility status

13 Conduct Chapter Orientation Sponsors submit Membership Recommendation Form to Grammateus Send letter of Invitation to Information Session (enclose application with permission for background check) Create draft of MIP Budget (incl. cost of Protocol manual, conference, and insurance) Submit MIP Budget to RD See MIP Manual Pages III-9-11 See MIP Manual Pages III-15 See MIP Manual Pages VII-2 See MIP Manual Pages III

14 Conduct Information Session Business attire is required for the Information Session. Who MUST attend: All prospective candidates, including legacy candidates All sponsors/co-sponsors Chapter Basileus and Membership Chairman

15 SUGGESTED INFORMATION SESSION AGENDA Welcome/Purpose Meditation or "Thought for the Day” Purpose of Alpha Kappa Alpha Sorority, Incorporated Alpha Kappa Alpha Anti-Hazing Policy Prospective Candidates’ Dos and Don’ts History and Structure of Alpha Kappa Alpha Sorority, Incorporated Current Programs of Alpha Kappa Alpha Sorority, Incorporated Chapter History and Current Programs Expectations of Membership –Time Commitment –Lifelong Active Membership 13

16 SUGGESTED INFORMATION SESSION AGENDA Cost of Joining and Maintaining Membership –Initiation fee –Annual dues –Chapter Assessments (if applicable) –Conferences (Fees and Dates) Questions and Answers Document Submission (application & letter of interest) Social Interaction Refreshments During the session, prospective candidates are asked to submit their paperwork during “Document Submission.” Every prospective candidate who submits paperwork will be given the Personal Data Form that must be completed and submitted to Corporate Office within five (5) days of the Information Session. 14

17 Conduct Information Session Applicant s submit applicatio n? Stop Distribute Personal Data Form and confirm receipt of transcript Membership Chairman submits paperwork to Corporate Office No Yes Applicant completes Personal Data Form and mails form to Corporate Office Allow 4 weeks for processing See MIP Manual Pages IV-5 See MIP Manual Pages IV See MIP Manual Pages III

18 Conduct Information Session Corporate Office sends a list of evaluated candidates for voting to the RD Corporate Office performs background check and evaluation RD sends to the chapter a list of approved prospective candidates that may be voted upon Epistoleus sends notice of voting seven (7) days prior to voting RD reviews background checks

19 Vote on Prospective Candidates Grammateus reads documents at meeting Chapter votes on prospective candidates Mail Letters of Acceptance 2/3 Favorable Vote ? No Yes Mail Letters of Regret to applicants and sponsors Mail Letters within 7 days of voting Membership Applications Guide to Sponsorship Letters of Recommendation Letters of Interest Information may be summarized for all prospective candidates See MIP Manual Pages V a b

20 Vote on Prospective Candidates Mail Fees, Order MIP Manuals and Badges Order RD Approva l ? Stop Conduct MIP Weekends No Yes Allow 5 – 7 days for approval Collect Fees See MIP Manual Pages V-7 See MIP Manual Pages V

21 Conduct MIP Weekends Weekend #1 Weekend #2 Weekend #3 Conducted during 3 weekends over a 6 week span New History Video MIP Test administered in three (3) parts Community Service Project Sponsor re-affirmation ceremony Any graduate soror may attend a graduate MIP with a letter from her Basileus stating that she has attended a chapter orientation under the current Membership Intake Process. MIP Scheduled Activities must be approved by the Regional Director 19

22 Conduct MIP Weekend 1 Day 1 – Friday evening – 6:00 p.m. – 10:00 p.m. –Orientation to Alpha Kappa Alpha Greetings and Statement of Occasion Introduction of Chapter Officers/Committee Chairmen/Members Introduction of Prospective Candidates –Informational Presentations Expectations of Being a Member Alpha Kappa Alpha Organizational Structure Anti-Hazing Policy –Expectations and Commitment The Pledge – Alpha Kappa Alpha Rituals – Part I Signing of Candidates’ Commitment Statement –Question and Answer Period –Recess 20

23 Conduct MIP Weekend 1 Day 2 – Saturday – 8:30 a.m. – 6:00 p.m. –Breakfast –Informational Presentations (distribute manuals) Candidates and the Mentoring Program Basic Membership Information and Materials –Sisterly Relations. –Break. –The Alpha Kappa Alpha Story (History) –Lunch (Candidates and Sorors) –A Study of Alpha Kappa Alpha: Its Beginnings, Its Contributions Video – 100 Years of Sisterhood and Service – The First Century The Alpha Kappa Alpha Story (History) –Break –A Study of Alpha Kappa Alpha: Its Program A Historical View of the Alpha Kappa Alpha Program Current National Program Rendering Service through Local Chapter Programs –Recess 21

24 Conduct MIP Weekend 1 Day 3 – Sunday – 2:00 p.m. – 6:00 p.m. Discuss/Plan Joint Community Service Project Recess 22

25 Conduct MIP Weekend 2 Day 4 – Friday – 6:00 p.m. – 10:00 p.m. Review Session MIP Evaluation Test – Part 1 A Study of Local Chapter History: Its Beginnings and Its Contributions A Historical View of the local chapter history Chapter Operations/Duties of Officers and Committees Sisterly Relations Recess 23

26 Conduct MIP Weekend 2 Day 5 – Saturday – 8:30 a.m. – 6:00 p.m. Breakfast How We Are Governed: Constitution and Bylaws Manual of Standard Procedure Lifelong Active Membership Lunch (Candidates and Sorors ) –Time Management –Emotional Health –Basic Parliamentary Procedure –Alpha Kappa Alpha Protocol –Snack (Candidates and Sorors) –Recess 24

27 Conduct MIP Weekend 2 Day 6 – Sunday – 2:00 p.m. – 6:00 p.m. Discuss/Plan Joint Community Service Project Recess 25

28 Conduct MIP Weekend 3 Day 7 – Friday – 6:00 p.m. – 10:00 p.m. –Alpha Kappa Alpha Music National Hymn Initiation Hymn Founders’ Day Hymn Ivy Hymn –MIP Test Part 2 Basic Protocol Basic Parliamentary Procedure How We Are Governed –Recess 26

29 Conduct MIP Weekend 3 Day 8 – Saturday – 8:30 a.m. – 6:00 p.m. –Attire Morning –Candidates – casual attire –Sorors – AKA paraphernalia attire (if appropriate) –Breakfast –Community Service Project –Travel to lunch destination –Lunch –Thoughts on Working Together As Sisters –Review of History, Current Programs, and Anti-Hazing Policy –Review AKA Music –MIP Test Part 3 –Saturday evening - Initiation Ritual (candidates in black) –Recess 27

30 Conduct MIP Weekend 3 Day 9 – Sunday – 9:00 a.m. – 3:00 p.m. –Worship Service –The Alpha Kappa Alpha Pledge –The Final Commitment and Rededication Alpha Kappa Alpha Rituals –Sponsor/Co-Sponsor Re-affirmation Ceremony –Closing Luncheon Program with Reception 28

31 North Atlantic Region – Soror Constance R. Pizarro Nu Xi Omega Nu Xi Omega Mid-Atlantic Region – Soror Doris C. Parks Gamma Upsilon Omega Gamma Upsilon Omega South Atlantic Region– Soror Earlene Striggles Horne Zeta Rho Omega Great Lakes Region - Soror Olympia A. Williams Psi Eta Omega Psi Eta Omega South Eastern Region – Soror Mary B. Conner Kappa Lambda Omega South Central Region – Soror Morgan L. Gaskin Mu Kappa Omega Central Region – Soror Alfreda Keith Keller Theta Rho Omega Mid-Western Region – Soror Tamara C. Sykes Beta Omega Beta Omega Far Western Region - Soror Windie O. Scott Eta Gamma Omega Eta Gamma Omega International Region - Soror Andrea N.L. Mial Phi Omicron Omega Phi Omicron Omega Directorate Liaison – Soror Ella Springs Jones, Zeta Xi Omega Second Supreme Anti-Basileus – Soror Melanie C. Jones, Alpha International Membership Committee Members Chairman – Soror Caroline Lattimore – Mu Omicron Omega


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