OFFICER DUTIES
EMINENT ARCHON
 Preside over meetings of the chapter, chapter elections, executive
committee meetings, and other assemblies of the chapter as he sees fit.
 Appoint officers and committees not otherwise provided for.
 Review and understand the Fraternity Laws, Standards of Excellence,
chapter bylaws, and campus policies relating to fraternities.
 Prepare the submission of the following forms to the Fraternity Office by
the dates specified:
 Form A – Initiation Form (within ten days of the initiation
ceremony)
 Form B – Eminent Archon’s Report (December 15th and May 15th
of each year)
 Form C – Membership Roster (each semester)
 Form D – Election of Officers Report and Certification Document
(December 15th and May 15th of each year)
 Form P – Pledge Form (within ten days of the pledging ceremony)
 Act as the chief representative of the chapter in relation to the college or
university administration, the Interfraternity Council, the Province, and
the Fraternity Office.
 Maintain contact with and solicit advice from the Chapter Advisor, House
Corporation President, Province Archon, and Education & Leadership
Consultant.
 Provide motivational and directional leadership to the chapter in terms of
setting and reaching its goals and standards.
 Direct the opening and closing ceremonies of the ritual at all chapter
meetings.
 Approve the appropriations for collection and disbursement made by the
Eminent Treasurer.
 Keep accurate and complete records of actions taken during his term of
office and submit a report of those developments at the end of his
administration.
 Learn and understand the rules of parliamentary procedure.
EMINENT DEPUTY ARCHON
 Manage the internal judicial system of the chapter, whether as chairman
of the judicial board or simply as an enforcer who helps the Eminent
Archon maintain order in the chapter.
 Oversee the various officers of the chapter and make sure they are
maintaining officer notebooks and fulfilling their duties.
 Serve as an ex-officio leader of the Executive Council.
 Perform duties entrusted by the Eminent Archon or all of his duties in his
absence or in case of his inability to carry out the duties of his office.
 Conduct reviews and revisions of the chapter bylaws when necessary
and manage proposed amendments to the laws.
 Maintain an environment of proper decorum in chapter meetings such
that they run according to parliamentary procedure; pay attention to
issues of quorums, motions, and seconds.
 Take the lead in organizing brotherhood retreats (especially if the
chapter has no brotherhood chairman).
EMINENT TREASURER
 Prepare a budget to be submitted to the Fraternity Office, which includes
all expected revenues and expenses of the chapter during the following
academic year.
 Set and adjust accounts receivables in the form of membership dues.
 Account for all fines levied against members of the chapter.
 Maintain the checkbooks and accounts of the chapter.
 Manage the chapter’s account with Omega Financial or any other billing
group, if applicable.
 Help to emphasize and direct the fundraising program of the chapter.
 Prevent the accumulation of debt to the Fraternity Office and other
claimants and, if applicable, develop a plan to reduce or eliminate past
debts.
 Approve and sign off any expenditures of the chapter, either in person or
by use of a reimbursement form.
 Send in all amounts payable to the Fraternity Office, including pledge
fees (within ten days of the pledging ceremony), initiation fees (within
ten days of the initiation ceremony), liability insurance premiums
(October 15th), fidelity bond insurance premiums (May 1st), and national
dues (February 1st).
 Cooperate with other officers of the chapter to set up financial incentive
plans to award or punish certain behaviors by members of the chapter.
 Update the Form C (Roster of Members) each semester and send to the
Fraternity Office.
EMINENT RECORDER
 Take minutes during all chapter meetings.
 Keep a record of all minutes during his term and make them available to
all members and advisors.
 Be responsible for taking the roll at the beginning of each chapter
meeting.
 Inform the Eminent Treasurer of any fines resulting from absences from
chapter meetings or interruptions thereof.
EMINENT CORRESPONDENT
 Conduct the correspondence of the chapter.
 Give notice of all expulsions, probations, and reinstatements of the
chapter.
 Send out notices to National and Province officers and alumni
concerning chapter functions.
 Be especially charged with the responsibility of inviting alumni to formal
initiation.
 Send out greeting cards, thank-you notes, invitations, newsletters,
Christmas presents, and funeral flowers.
 Send noteworthy reports of chapter and individual activities to all
publicity media including The Record, the college newspaper, the
yearbook, and other appropriate media.
EMINENT WARDEN
 Ensure that proper decorum and order is maintained at all functions of
the chapter.
 Have fining and dismissal power at all meetings.
 Prepare the chapter house or lodge for all meetings.
 Decide, based on the bylaws of the chapter, who may be admitted to a
meeting or function and who may not.
 Assist the Eminent Treasurer in collecting accounts receivable.
EMINENT HERALD
 Plan and organize the pledge ceremonies and initiation rituals of the
chapter.
 Attend to the maintenance and replacement of ritual equipment.
 Maintain all trophies and composites for the chapter.
 Summon chapter officers, pledges, and active members to chapter
meetings at the appointed time.
 Educate chapter members on the Fraternity’s ritual and its meaning.
ALUMNI CHAIRMAN
 Maintain a mailing list of chapter alumni and send out email updates or
chapter newsletters as often as possible.
 Work closely with the Chapter Advisor and/or House Corporation
President to schedule and advertise alumni events.
 Utilize the help of the Fraternity Office to secure two sets of free labels
per year for mailings to alumni.
 Cooperate with the local Alumni Association or help to establish such an
Association if none exists.
 Ask alumni to help out in such areas as rush, pledge education,
fundraising, and community service.
 Manage the chapter’s internet page on WeAlumni.com.
INTRAMURAL CHAIRMAN
 Assemble chapter teams for the various intramural sports competitions
and register these teams with the IFC or Intramural Board.
 Organize tryouts and/or practice sessions.
RISK MANAGER
 Read and understand the Sigma Alpha Epsilon Risk Management
policies and appropriately educate members of the chapter in their use.
 Endeavor to reduce the chapter’s exposure to risk by hosting events that
are alcohol-free or that do not include distribution of alcohol by the
chapter.
 Work with the pledge educator to minimize pledge activities that could
be construed as hazing.
 Maintain adequate fire safety in the chapter house or lodge by testing
fire and smoke alarms as well as fire extinguishers and by disposing of
fire hazards such as trash or cigarette butts.
 Coordinate the designated driver program of the chapter.
 Monitor the entrances to chapter property, especially during social
functions such that guests must show college I.D. cards or their driver’s
licenses.
 Make sure that several brothers are assigned to stay sober at chapter
social functions.
 Identify and arrange repairs for any part of the chapter house or lodge
that presents a risk of physical harm.
RECRUITMENT CHAIRMAN
 Develop a recruitment strategy with a target audience, a set number
goal, and innovative activities.
 Utilize recruitment brochures such as those available through the
Fraternity Office.
 Keep records and contact information on all prospective recruits and
educate chapter members on recruitment practices and strategies.
 Endeavor to establish a long-term recruitment network drawing from
certain high schools, towns, families, or groups of friends.
 Recruit men who make scholarship a top priority and have the potential
to be leaders.
 Make sure that there is 100 percent brotherhood participation at rush
events.
 Endeavor to portray the ideals of the Fraternity by planning dry rush
functions.
SOCIAL CHAIRMAN
 Coordinate all social functions of the chapter following the wishes of its
members.
 Operate in a manner consistent with the ideals and policies of the
Fraternity, particularly relating to risk management.
 Work within an allotted budget set by the Eminent Treasurer and
Executive Council.
 Furnish the Eminent Treasurer with receipts for all social fund
transactions.
 Ensure that sound risk management practices are followed at all social
events.
 Register all social events with the college of university if required by the
administration.
PLEDGE EDUCATOR
 Develop a written pledge education program before the pledge period
and make copies available to all brothers, pledges, the chapter advisor,
the University administration, and the Fraternity Office.
 Encourage an attitude of mutual respect between actives and pledges,
specifically forbidding anything that could be construed as hazing.
 Make sure that there is 100 percent brotherhood participation at all
pledge events.
 Keep track of how the pledges are doing in their academic classes and
how they are doing overall in terms of their emotions, their motivation,
and their enthusiasm.
 Keep the pledge period as efficient as possible, limiting its duration and
phasing out any useless or degrading activities.
 Emphasize the teaching of the True Gentleman, not just to memorize,
but to live out in everyday life.
 Schedule events that will cause pledges to unify with the entire chapter,
not just to create pledge class unity.
 Give the pledges positive incentives to help them learn what the chapter
wants them to know in order to become active members.
SCHOLARSHIP CHAIRMAN
 Keep track of how members are doing in their academic classes and set
up a system to help those who are struggling, such as by holding brother
study halls, quiet hours, or tutoring programs.
 Award the positive accomplishments of brothers in academics as well as
in campus leadership positions.
 Explore with the alumni and with the Executive Council financial
incentives for members of the chapter to improve their scholastic efforts.
 Provide chapter members with information about the scholarships,
loans, and grants available through the Fraternity Office.
 Maintain files with information about classes that brothers have taken,
including copies of old tests and even used books, unless such a system
is forbidden by the college or university.
 Be aware of the current cumulative grade point average of the chapter
and its pledges and keep records of how that average has changed or
trended over the previous years.
 Encourage group norms that are supportive of good study habits rather
than critical of them.
 Work with the rush chairman to make sure that the chapter is recruiting
men who hold scholarship as a high priority.
 Be acquainted with the resources available through the University for
support in academic areas.
 Encourage members to become more involved in campus activities so
that they might live a well-rounded life at college.
HOUSE MANAGER
 Under the direction of the Executive Council, manage the house and
grounds, employ help, and purchase supplies.
 Set a deadline for brothers who voluntarily wish to move into the
fraternity house to secure a room.
 Assign cleanup duties or call general house or lodge cleanup sessions
and inform the Eminent Treasurer of any fines resulting from an
unwillingness to help clean up the chapter house or lodge.
 Work with the Risk Manager to maintain a safe condition in the house or
lodge.
PHILANTHROPY CHAIRMAN
 Work with the Executive Council to establish and/or perpetuate an
official chapter philanthropy that will be done every semester or every
year.
 Motivate members of the fraternity to get involved in philanthropic
activities, whether or not they are sponsored by the chapter.
 Have an eye towards public relations and image-making, such that all
philanthropies done by the chapter are advertised to the University, to
the campus and community, and to the Fraternity Office and alumni.
 Cooperate with other Greek organizations as well as non-Greek campus
organizations in planning and carrying out community service projects.
 Encourage the chapter to pursue Sigma Alpha Epsilon’s preferred
philanthropy, the Children’s Miracle Network.
 Work with the Eminent Correspondent to be sure that all activities
receive attention from the media.
FUNDRAISING CHAIRMAN
 Plan and organize the fund raising projects of the chapter in coordination
with the Eminent Treasurer.
 Encourage 100 percent brotherhood participation in fundraising projects.
EMINENT CHRONICLER
 Take pictures at all chapter events and maintain a scapbook for each
semester.
 Record in a journal the history of the chapter and maintain all archives
and artifacts of the chapter.
EMINENT PRECEPTOR
 Act as the coach for the ritual initiation team in coordination with the
Eminent Herald.
 Memorize the Eminent Preceptor portion of the initiation ritual.
BROTHERHOOD CHAIRMAN
 Plan and coordinate brotherhood retreats and brotherhood-building
activities.
 Maintain an awareness of the motivational and emotional wellbeing of
the chapter members as a whole.
MEMBERSHIP EDUCATOR
 Schedule guest speakers on such issues as risk management, time
management, study skills, leadership skills, diversity, sex education,
recruitment, alcohol awareness, resume building, etiquette, or any other
fraternity-related issues.
 Assist Executive Council members with completing awards applications.
CHAPLAIN
 Offer prayers or devotions appropriate to the setting of various chapter
activities.
 Be available as a trusted counselor for members or pledges in need of
assistance.
Kevin White
January 2000