Lesson 6 Planning for the Future Objectives To begin planning for the future as a new members by creating goals and plans and learning about each position within the local chapter

Officer Hierarchy President VP Standards Standards Board Sergeant at Arms VP C & R Historian Webmaster BEC Rep VP Finance Memorabillia Fundraising Chair VP Social Sisterhood Chair Power Penguin VP Service STEM Outreach Chair Relay Captain VP Scholarship Career Fair Chair Alumnae Chair VP Membership Recruitment Membership Educators IRM Board Sister at Large

President Responsible for: –Overseeing all activities of the Sorority. –Conducting voting and counting the votes. –Presiding over chapter meetings –Calling and conducting the order of Executive Board Meetings. –Approving all disbursements made by the VP of Finance. –Serving as a point of contact for University relations. –Setting Sorority goals for the semester and year. –Updating the Five Year Plan. –Acting as the official representative of the Sorority to the public. –Overseeing the activities of all Vice Presidents and Sister at Large Positions reporting to the Vice President of Finance –All Vice Presidents –Sister at Large

President Sister at Large –Maintaining harmony among sisters. (e.g. dispelling cliques, keeping unity, and finding out what sisters think) –Boosting morale of the sorority –Acting as a confidential mediator between the sisters, Executive Board, Standards Board, and the standing committees. –Attending every other Standards Board meeting, particularly when by-laws are being discussed. –Attending every other Executive Board Meeting, particularly when scholarships are being discussed. –Attending committee meetings when a problem exists –Facilitate review for all officers and censoring antagonistic comments.

Vice President of Standards Responsible for –Presiding in the absence of the President. –Aiding the President in any way deemed necessary. –Enforcing the rules, precedents, and Bylaws of the chapter. –Heading the activities of the Standards Board. –Documenting all activities of the Standards Board. –Administering the positive point system. –Enforcing the National Drug and Alcohol Policy. –Giving notice of fines to Members. –Reporting the action of approval of Inactive Status or the request for Deactivation by a sister to the chapter at the first chapter meeting following the action. Positions reporting to the Vice President of Finance –Standards Board –Sergeant at Arms

Vice President of Standards Standards Board –Vote on excuse forms and on status changes. –Interpreting and defining the Bylaws of the Sorority by enforcing standards and recommending policies on behalf of the Sorority. –Deciding appropriate action to be taken when policies are broken and/or when members’ actions reflect poorly on the Sorority based on the bylaws and the activation vows. –Planning and facilitating all make-up activities for mandatory events including but not limited to Sister’s Retreat, Drug and Alcohol, and Risk Management. –Assist Sergeant at Arms in maintaining order during chapter events as necessary.

Vice President of Standards Sergeant at Arms –To maintain order and decorum during chapter meetings by issuing general body warnings, issuing individual warnings, if necessary a fine followed by ejection. –Working with the Vice President of Communication and Records to watch for tardy and absent members. –Must be able to run meetings according to Roberts Rules by the first chapter of August –Taking attendance at mandatory events and otherwise as necessary. –Hold all ritual materials and knows the ritual, and periodically educate the sorority about current and new ritual practices.

Vice President of Communication and Records Responsible for –Compiling a mailing list and roster each semester. –Recording attendance at official Sorority meetings. –Ensuring paperwork is submitted to National Council on time. –Recording and distributing approved minutes to sisters, as well as keeping a hardcopy on file to reference at later times. –Keeping a permanent file of all membership records, addresses, telephone numbers, and birthdays, and updating them each semester to submit to the National Vice President of Communications. –Providing information to the Vice President of Collegiate Affairs, as stated in Phi Sigma Rho National Policy. Positions reporting to the Vice President of Communication and Records –Historian –Webmaster –BEC Representative

Vice President of Communication and Records Historian –Collecting and preserving the Sorority's historical records. –Organizing the scrapbook. –Ensuring that photographs are taken at each Sorority function. –Holding two scrapbooking nights a semester –Keeping track of family trees and traits; Phi, Sigma, and Rho award recipients; Inductee and Initiate names. –Working with a photographer to organize and plan the annual composite photograph. Webmaster –Creating and/or maintaining the chapter web page. BEC Representative –Attending all BEC meetings and finding a replacement if unable to attend –Being a liaison with the Sorority and BEC –Running E-week booth for the Sorority –Serving on a BEC Committee

Vice President of Finance Responsible for –Maintaining the Sorority's bank accounts and CDs –Filing federal and state taxes for the Sorority and its alumnae association. –Maintaining the Sorority's tax-exempt status. –Making purchases and payments. –Keeping an updated record of receipts and expenditures. –Preparing term and annual budgets. –Receiving dues and fines. –Overseeing all other financial affairs. –Giving notice of due payments to Members. Positions reporting to the Vice President of Finance –Memorabilia Chair –Fundraising Chair

Vice President of Finance Memorabilia Chair –Creating designs for and ordering all t-shirts and other printed materials for Sorority use and functions, with the exception of each class shirt. –Maintaining a record of all previously used media designs. –Checking all designs with National Vice President of Standards before anything is ordered or purchased. –Consulting officers hosting events about designs for their event memorabili a. Fundraising Chair –Planning and overseeing all fundraising events. –Soliciting and managing donations.

Vice President of Social Activities Responsible for –Being informed of the University's drug, alcohol, and hazing policies, the local drug and alcohol policies, as well as the Phi Sigma Rho National Risk Management Policy. –Overseeing all matters of insurance. –Establishing and heading the activities of the Social Committee. –Attending all required Risk Management meetings and training offered by IFC/Panhel or the Greek/University Community. –Maintaining relations with the University Community in accordance with Greek Community standards. –Approving any social events planned that need a reservation, at least 2 weeks prior the date it will occur. –Must run all risk management situations through standards board. Positions reporting to the Vice President of Social Activities –Sisterhood Chair-Fam/Alum Chair –Power Penguin –Orchid Ball/Banquet Chair

Vice President of Programming Fam/Alum Chair –Plan Fam/Alum events –Work with the Memorabilia Chair for event memorabilia Sisterhood Chair –Plan and facilitate the Sister’s Retreat each semester. Orchid Ball/Banquet Chair –Plan and organize the end of semester Banquet/Orchid Ball in the fall and end of semester Banquet in the spring Power Penguin –Plans and organize exercise and intramurals activities.

Vice President of Service Activities Responsible for –Organizing and overseeing all service events. –If necessary, the Service Chair may form a Service Committee to help in planning of a large service event. –Informing all sisters of, and encouraging participation in, philanthropies and community service events on campus. –Keeping record of all sisters who participate in service events. –Attending all Greek Philanthropy Chair meetings. –Ensuring that the Sorority initiates and implements at least two community service project each year, in accordance with Greek Community standards. –Establishing and heading the activities of the Service Committee Positions reporting to the Vice President of Service Activities –STEM Outreach Chair –Relay Captains

Vice President of Recruitment STEM Outreach Chair –Organizes and plans science, technology, engineering, and mathematic (STEM) events with other organizations. Relay Captains –Organizing and maintaining a Relay for Life Team –Attending all UF Relay for Life Captain meetings –Registering Phi Sigma Rho for the UF Relay for Life Event –Organizing fundraising events –Organizing and putting together the Phi Sigma Rho booth at the UF Relay for Life –Collecting and depositing all money raised for the UF Relay for Life

Vice President of Scholarship Responsible for –Collecting GPAs and Informing the Vice President of Standards of members’ grade point averages that are below the required grade point average for the members’ current status. –Rewarding and encouraging exceptional scholarship behavior. –Assisting in organization of study sessions as appropriate. –Submitting scholarship program/manual for the chapter, which includes chapter by-laws relating to scholarship. –Maintaining records of members’ academic progress. –Must assist sisters on probationary status for academic reasons, by providing resources to help them raise their GPA. –Organizing and purchasing Phi, Sigma and Rho awards. Positions reporting to the Vice President of Finance –Alumnae Chair –Career Fair Chair

Vice President of Scholarship Alumnae Chair –Obtaining alumni communication information –Coordinating and creating a newsletter for sisters twice a semester. –Liaison between alumni advisor and sorority –Maintaining contact with alumnae for other officers Career Fair –Plan Career Showcase events –Provide resources for interview preparation and résumé

Vice President of Membership Responsible for –Heading the activities of the IRM Board –Documenting all activities of the IRM Board –Administering the membership point system –Being informed of the university’s drug, alcohol, and hazing policies, the local drug and alcohol policies, as well as the phi sigma rho risk management policy –Ensuring all potential members have the appropriate credentials to rush the sorority –Must run all risk management situations though standards board Positions reporting to the Vice President of Finance –Membership Recruitment Chair –Membership Educators –IRM Board

Vice President of Membership Membership Recruitment Chair –Scheduling, organizing, and publicizing all recruitment events throughout the semester. –Overseeing all rush voting. –Ensuring all potential members have the appropriate credentials to rush the Sorority. –Heading the activities of the recruitment committee. –Creating bids which include the dates of bid night and Induction on the bids. Membership Educators –Informing all Associate Members of the association requirements during the first week of their association period. –Informing Executive Board of all associate activities and of any problems concerning an Associate Member. –Following the Membership Education Policy as outlined in the National Manuals. –Contacting National Council for pearl pins, membership manuals, active membership certificates, and active pins. –Overseeing the progress to initiation. –Overseeing all associate activities and Big/Little events.

Vice President of Membership IRM Board –Scheduling Individual Recruitment Meetings with each rushee no earlier than her second rush event –Informing the general sisterhood of Individual Recruitment Meeting results at Candidate Voting –Partnering with an Executive member for the purposes of conducting Individual Recruitment Meetings –Leading Individual Recruitment Meetings –Deciding appropriate questions and conversation topics for Individual Recruitment Meetings

Knowledge Assessment –Personal Statement Next Week