Phi Beta Sigma Fraternity, Inc. Beta Beta Theta Chapter American University Membership Intake Class Spring 2010

Agenda (Week 2) Recap/Questions Chapter Mngt. and Activities Just Communicating PBS Protocol Progress Report (Crescent Project) (Week 3) Review – History Zeta Phi Beta Review – NPHC Greek Life at AU Alumni Membership Final Report (Crescent Report)

Recap Greek Letter Organizations Origins: Phi Beta Sigma Fraternity National Programs

Chapter Management Facts to Remember Fiscal Year:01/01 – 12/31 Chapter Tax:$ Liability Insurance:$ National Dues:$ Regional (Eastern):$015.00

Chapter Management Qualities of an Active Chapter –Leadership that strives for excellence in: Demeanor Character Action/Programming –Genuine interest and engagement with each other –Fees for continued membership are not prohibitive

Chapter Management Qualities of an Active Chapter (cont.) –Meetings are held regularly and timely –Meetings are concise and well planned –Meetings are professional and fun

Chapter Management Qualities of an Active Chapter (cont.) –Meetings/Programs vary –Programs engage the community and the membership –Chapter publicizes its activities within Sigma and to the community.

Chapter Management Suggested Policies –Operate the Chapter Professionally –Establish a Budget –Set membership fees according to the budget.

Chapter Management Suggested Policies (cont.) –Review, as a chapter, correspondence and directives from: The Conclave The National Office Members of the General Board Members of the Regional Board

Chapter Management Suggested Policies (cont.) –Incorporate policies, directives, and resolutions for the hierarchy of the Fraternity into the chapter’s operations. –document, Document, DOCUMENT!!!

Financial Management –Double Signature Bank Account President Treasurer –Establish a budget –Deposit all revenue in the Chapter’s bank account –Provide/obtain a receipt for every monetary transaction.

Financial Management (cont.) –Do not disburse funds without appropriate documentation (i.e. voucher and/or invoice). –Ensure that any and all disbursement(s) are within the Chapter’s budget. –Don’t commit the chapter financially to more than it has in verified funds. (Don’t overdraw the chapter bank account) –Fiscal Officers should regularly report on their activities to the chapter (at least monthly).

Financial Management (cont.) How To Handle Funds –Documentation/Receipt Book –Treasurer makes all deposits –Use a Voucher system –Expenditures not in the budget need to be approved by the chapter –Pay for expenditures by check

Financial Management Developing a Budget Who Makes The Budget? –The Finance/Budget Committee What data should be included? –Estimated # of Financial Members –Planned Fundraising projects –Planned program activities –Other planned expenditures

Chapter Management (cont.) Developing a Budget –When Should the Budget Be Made? Before /at the beginning of the fiscal year. –How is the Budget Made? Estimated Receipts Estimated Disbursements

Chapter Management Budget Beta Beta Theta Chapter Estimated Receipts National Dues (6)$ Regional Dues (6)$ Local Dues (6)$ Subtotal$ X 6 = $0870 Fundraising Projects Relay for Life$ Party 1 $ Stepshow Earnings$ Subtotal$ $4512

Chapter Management Budget Beta Beta Theta Chapter Estimated Disbursements National and Regional Fees National Dues (6 * $80.00)$ Regional Dues (6 * $15.00)$ National Delegates (2 * $500)$ Regional Delegates (2 * 120)$ Subtotal$ ($1810)

Chapter Management Budget Beta Beta Theta Chapter Estimate Disbursement (cont.) General Operating Expenses Postage and Office Supp.$ Publicity - Parties$ Publicity - Website$ Subtotal$880.00($2690)

Chapter Management Budget Beta Beta Theta Chapter Estimate Disbursement (cont.) Programs Founders’ Day$ Scholarships (2 * $250)$ Speaker (Honorarium)$ Subtotal$ ($3615)

Chapter Management Budget Beta Beta Theta Chapter Estimate Disbursements (cont.) Contributions American Cancer Society (SWWAC)$ March of Dimes Sigma Steppin’ for Babies$ Subtotal$ ($4285)

Chapter Management Budget Beta Beta Theta Chapter Estimate Disbursements (cont.) Social Activities Interest Meetings Refreshments$ ($4335) Miscellaneous Chapter Ad Regional Ad Journal$ ($4360) Total Disbursements($4360) Estimated Balance$0152

Financial Management (cont.) Inter-Chapter Relations –Maintain contact –Keep other brothers/chapters informed of your events/plans –Visit other chapters and members For programs and activities During Break

Financial Management (cont.) Inter-Chapter Relations –Discuss individual and organizational challenges with Alumni members –Seek a professional or personal mentor in the Fraternity. –Ask Alumni and Collegiate members to comment on proposed chapter initiatives.

Financial Management (cont.) Chapter Records and References –The National, Regional, & Chapter Constitution and By-Laws –The Sigma Light & Critical Knowledge –The Perfection Scoop –The Protocol Manual –The Ritual

Financial Management (cont.) Chapter Records and References –Correspondence from: Officers The Headquarters The University Other campus organizations

Financial Management Chapter Records and References –Officer Reports (2 yrs) –Meeting Minutes (5 Yrs) –Bank Account Statements (5 yrs) –Internal Financial Records (5 yrs) –Program Evaluation Reports –Chapter Reports

Chapter Activities National Programs –Bigger & Better Business –Social Action –Education Membership Intake Conferences (National & Regional)

Chapter Activities

Corporate Partnerships and Signature Programs

Just Communicating Overview Part A

Just Communicating Com·mu·ni·ca’tion, n. Intercourse by words, letters, or messages; interchange of thoughts or opinions, by conference or other means.

Just Communicating The Staff at the International HQ communicates with: ~40 brothers a day by phone ~300 chapters a week by correspondence

Just Communicating 60% of the activities of the staff deals with some form of communication. –If they can’t understand what your saying, you won’t understand what they’re doing. –Therefore, a clear distinct bridge of communication needs to be established between the brother/chapter and the HQ.

Just Communicating Workshop Objectives To explain how to maintain effective communication between the membership and the HQ staff. To provide insight on eliminating problems that occure when submitting monites to HQ.

Just Communicating Question: –Why is accurate communication important? Answer: –It assures the correct processing of monies –Is assures the timely delivery of materials –It clears any mis-information that may persist –Saves time and resources

Just Communicating PBS Forms 1-8 PBS-1 Internal Processing Form –Identifies each brother for which money is being submitted –Itemizes all the fees being submitted with the indicated amounts PBS-2 Application Form –Contains all the personal information pertinent to the prospective individual. –Provides proof of approval by the Regional Director.

Just Communicating PBS Forms 1-8 PBS-3 Student Approval Form –Presents the name(s) of all each individual to the University and the Regional Director. –Acknowledges the approval of each individual by the University –Verifies the selection of each individual by the collegiate chapter. –Contains the approval by the Regional Director PBS-4 Graduate Approval Form –Same as the PBS-3, except for Alumni Chapters –Does not contain documentation for university approval ** Important for the chapter and the HQ to know that the individual was approved by the Regional Director.

Just Communicating PBS Forms 1-8 PBS-5 Academic Verification Form –Acknowledges permission for the University to release GPA information to the Fraternity. –Establishes a written agreement between the individual and the chapter. PBS-6 Candidate Evaluation Form –Contains information relative to the individual’s interview with the chapter. –Gives written consent to the committee’s decision to reject or accept.

Just Communicating PBS Forms 1-8 PBS-7 Member Certification Form –Necessary for becoming certified in the membership intake process. PBS-8 Transfer/Reinstatement Form –Explains from which chapter a brother is coming from and associating with. –Informs the chapter and the HQ that a brother may be reinstating his membership status.

Just Communicating Mis-Communication Part B

Just Communicating Rule #1 DO NOT be intimidated by any of the forms!!! Rule #2 It’s important to dubble check the amount of money submitted making sure that it corresponds with the number of brothers listed on the form. Rule #3 For every name listed to receive credit there should be an associated dollar figure.

Just Communicating Rule #4 Do not mix the payments for new membership fees with the payment for continuing or reinstating members. **This will result in all paperwork being returned and all monies being deposited

Just Communicating Rule #5 It’s always important to identify each brother with their given membership number to distinguish who’s who. Rule #6 If different dollar amounts are being submitted, make sure it is listed so the proper individual will get the credit paid for. ** This is a major delay in processing. When the dollar amount submitted don’t add up, all processing on that order will stop.

Just Communicating Rule #7 Read, Read, Read every part of the form that you fill out. Don’t get lazy when it comes to filling out the forms. Type the full chapter name, indicated the right codes, and fill in the correct dollar amounts

Just Communicating Other errors that delay processing Illegible handwriting No reinstatement fee for reactivating brothers Mixing payments to the Federal Credit Union with membership fees and assessments No address listed Incomplete or abbreviated addresses listed

Just Communicating Summary Double check all boxes, columns, and spaces to ensure that everything is complete. Type all information on t he forms – don’t assume everyone can read your handwriting. Separate paperwork and monies from new membership fees and continuing members. Double check all dollar amounts. Check – Double Check – Triple Check EVERYTHING on all forms being submitted. Let someone else read the forms and see if they understand what is trying to be communicated.

Protocol Procedure for recognizing Sigmas, Zetas, and other Greeks. Every financial member is entitled to and should be accorded the respect and recognition of his fellow brothers. Following protocol demonstrates high regard for individual members and organizational leadership.

Protocol International President The President is the highest official of the Fraternity and should at all times be granted the respect, courtesies and befitting social amenities due his office.

Protocl Recognition and Respect Due recognition and respect should be shown to Sigma’s leaders in the following sequence. National President Past National President (according to numerical sequence) Distinguished Service Chapter (DSC) Members Members of the General Board (elected officers) Appointed Officers National Executive Director

Protocol Regional Regional Director Members of the Regional Board (elected) Appointed Officers Past Regional Directors Local Chapter President(s) Chapter Officers

Protocol Zeta Phi Beta Sorority, Inc. Grand Basileus Past Grand Basilei Other National Officers Regional Director(s) State Director(s) Local Chapter Basileus (Basilei if there is more than one chapter in the immediate vicinity).

Protocol The National Pan-Hellenic Council (NPHC) and Other Greeks The President of the NPHC should precede other Greeks Introduce Greek Letter Organization alphabetically Zeta’s Grand Basileus should always be in a position of high honor close to Sigma’s International President Other Dignitaries Recognition and respect deemed appropriate for the occasion should be accorded.

Protocol Representation The International President The Regional Director The Chapter President

Protocol Courtesies to be extended to officers Rise at the entrance of the International President. Rise at the entrance of the Grand Basileus. The International President should be provided a white carnation boutonniere at all functions. The Grand Basileus should be provided a corsage made of white roses, orchids, or carnations. A corsage should also be provided at all special events for the International President’s wife or female guest.

Protocol Courtesies to be extended to officers (cont.) The International President and Grand Basileus should be afforded the opportunity to provide greeting or remarks at some appropriate point in the program. Other National officers, past International Presidents, and members of the Distinguished Service Chapter should always be acknowledged at an appropriate point in each event’s program. Visiting officer from the National Pan-Hellenic Council, Inc. and other Greek Letter organizations should be similarly recognized.

Protocol Hospitality and Social Amenities The National President should be met upon his arrival in any city or community by a representative from the host or local chapter. He should be provided with transportation to his hotel and during the length of his stay. The host chapter should arrange for and negotiate the rate on a hotel suite to permit the International President to host meetings or entertainment for other VIPs. The host/local chapter should provide light refreshments, beverages, and a fruit basket for the International President’s suite or hotel room.

Protocol Hospitality and Social Amenities (cont.) An opportunity should be provided for the International President to interact with local collegiate Brothers. Appropriate news, media, and other forms of publicity should be engaged to expose the International President to media coverage during his visit. Local dignitaries should be encouraged to make appropriate welcoming or recognition presentation to the International President upon his arrival or at a designated time during his visit.

Protocol Receiving Line 1.Chapter President or Conference Chairman 2.International President (and spouse/guest) 3.The Special Guest 4.The Regional Director 5.Chapter President (if not the first recognized) 6.Other Officials and Dignitaries

Protocol Dress for Sigma Functions Appropriate attire is determined by the occasion Formal (strict) properly requires full dress tails for men and long gowns for the ladies. Formal, in today societal interpretation, normally requires tuxedoes or suits for the men and after five attire, gowns, or cocktail dresses for dances, dinners, and functions like the Orchid Ball. Suits, sports jackets with slacks, pantsuits, slacks and sweaters may be considered informal wear suitable for attending meetings, conferences, etc.

Membership Intake Class Spring 2010 Questions?