Epsilon Sigma Phi Handbook
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Epsilon Sigma Phi Handbook The Epsilon Sigma Phi Handbook serves as the guidance for the National Organization as well as the individual State Chapters. Updated October 2014 Page 1 of 247 Table of Contents The Epsilon Sigma Phi Handbook serves as the guidance for the National Organization as well as the individual State Chapters ................................................. 1 SECTION A ..................................................................................................................... 8 General Information......................................................................................................... 8 Epsilon Sigma Phi ........................................................................................................ 8 The Extension Professionals’ Organization .............................................................. 8 FORWARD .................................................................................................................. 8 An Extension Professional ........................................................................................... 9 Epsilon Sigma Phi Web Site Map .............................................................................. 10 UNDERSTANDING THE MISSION AND ACTIVITIES OF EPSILON SIGMA PHI, INC. ................................................................................................................................... 15 ESP's Commitment to Honor Diversity....................................................................... 18 ESP's Strategic Plan 2011-2015 ................................................................................ 21 Epsilon Sigma Phi's Five Year Strategic Planning Process .................................... 21 EXTENSION PROFESSIONALS' CREED ................................................................. 24 SUMMARY OF SIGNIFICANT ACCOMPLISHMENTS FOR EPSILON SIGMA PHI . 24 HISTORICAL ACHIEVEMENTS ............................................................................. 25 RECENT ACHIEVEMENTS .................................................................................... 25 SECTION B ................................................................................................................... 28 National Committees .................................................................................................. 28 EPSILON SIGMA PHI COMMITTEE GUIDELINES ................................................... 29 Epsilon Sigma Phi Committee Leadership Rotation................................................... 32 SECTION C................................................................................................................... 33 Global Relations Committee ...................................................................................... 33 The Epsilon Sigma Phi National Global Relations Committee ................................... 34 Role of the Global Relations Committee: ................................................................ 34 Gaining an Understanding of Extension International Programs................................ 34 International Program Opportunities .......................................................................... 34 What Types of International Opportunities Exist for Extension Personnel? ............ 35 Before Going on an International Assignment:........................................................... 35 SECTION D................................................................................................................... 36 Updated October 2014 Page 2 of 247 Scholarships, Grants and Recognition ....................................................................... 36 Committee Purpose and Responsibilities .................................................................. 37 ESP ADMINISTRATOR / LEADER SCHOLARSHIP ................................................. 38 RICHARD R. ANGUS PROFESSIONAL DEVELOPMENT SCHOLARSHIP ............. 40 ESP MIKE MCKINNEY PUBLIC ISSUES SCHOLARSHIP........................................ 41 ESP PUBLIC ISSUES LEADERSHIP DEVELOPMENT CONFERENCE SCHOLARSHIP (PILD) .............................................................................................. 43 ESP PROFESSIONAL DEVELOPMENT GRANT PROGRAM .................................. 44 EPSILON SIGMA PHI RECOGNITION PROGRAM .................................................. 46 Instructions for Chapters Submitting Nominations for National Recognition ........... 47 Nomination Document Guidelines for National Individual Recognition ...................... 49 NOMINATION GUIDELINES FOR NATIONAL TEAM RECOGNITION ..................... 49 Distinguished Service Ruby Recognition ................................................................... 51 Friend of Extension Recognition: ............................................................................... 51 Distinguished Service Recognition (Chapter)............................................................. 52 Distinguished Service Recognition (Regional) ........................................................... 53 Continued Excellence Recognition (Chapter) ............................................................ 53 Continued Excellence Recognition (Regional) ........................................................... 54 Mid-Career Service Recognition (Chapter) ................................................................ 54 Mid-Career Service Recognition (Regional) ............................................................... 54 Early Service Recognition (Chapter) .......................................................................... 55 Early Career Recognition (Regional) ......................................................................... 55 International Service Recognition (Chapter) .............................................................. 56 International Service Recognition (Regional) ............................................................. 56 Visionary Leadership Recognition (Chapter).............................................................. 56 Visionary Leadership Recognition (Regional) ............................................................ 57 Administrative Leadership Recognition (Chapter) ...................................................... 57 Administrative Leadership Recognition (Regional) ................................................... 58 Team Recognition (Chapter) ...................................................................................... 58 Team Recognition (Regional) .................................................................................... 58 Diversity/Multicultural - Individual and Team Recognition (Chapter) .......................... 59 Updated October 2014 Page 3 of 247 Diversity/Multicultural - Individual and Team Recognition (Regional) ........................ 60 Meritorious Support Service Recognition (Chapter) ................................................... 61 Retiree Service Recognition (Chapter) ...................................................................... 61 25 Year Tenure Recognition - Chapter ...................................................................... 62 SECTION E ................................................................................................................... 64 Membership Recruitment and Retention .................................................................... 64 Introduction and Purpose ........................................................................................... 65 THE CHAPTER MEMBERSHIP RETENTION AND RECRUITMENT CHAIR ........... 66 ALL ABOUT EPSILON SIGMA PHI ........................................................................... 67 RECRUITING NEW ANNUAL AND LIFE MEMBERS ................................................ 71 ADDITIONAL MEMBERSHIP IDEAS......................................................................... 71 A Successful Chapter Membership Drive - A Case Study ......................................... 72 HOW TO RETAIN CHAPTER MEMBERS ................................................................. 73 TIPS FOR KEEPING LIFE MEMBERS AN ACTIVE PART OF THE ESP CHAPTER AND/OR NATIONAL ORGANIZATION ...................................................................... 75 HOW NATIONAL MEMBERSHIP RECORDS ARE KEPT ......................................... 76 GUIDELINES FOR RE-ACTIVATING A CHAPTER................................................... 77 GUIDELINES FOR SUPPORTING "AT-RISK" CHAPTERS ...................................... 79 SECTION F ................................................................................................................... 83 PROFESSIONAL DEVELOPMENT ........................................................................... 83 JCEP LEADERSHIP CONFERENCE ....................................................................... 84 SECTION G .................................................................................................................. 89 Public Issues .............................................................................................................. 89 PUBLIC ISSUES LEADERSHIP DEVELOPMENT (PILD) CONFERENCE ............... 90 SECTION H................................................................................................................... 92 RESOURCE DEVELOPMENT AND MANAGEMENT ............................................... 92 RESOURCE DEVELOPMENT AND MANAGEMENT COMMITTEE ......................... 93 NATIONAL EPSILON SIGMA PHI DEVELOPMENT FUND ...................................... 93 SECTION I .................................................................................................................... 96 Marketing Committee and Marketing Epsilon Sigma Phi ........................................... 96 ESP MARKETING COMMITTEE ............................................................................... 97 Updated October 2014 Page 4 of 247 MARKETING EPSILON SIGMA PHI.......................................................................... 97 Supplies and Resources Available from the National ESP Office ....................... 98 SECTION J ................................................................................................................. 101 Chapter Relations Committee .................................................................................. 101 Introduction and Purpose ......................................................................................... 102 SECTION K ................................................................................................................. 104 Chapter Resources Handbook ................................................................................. 104 BUILDING STRONG EPSILON SIGMA PHI CHAPTERS .................................... 105 STRATEGIES FOR EXCELLENCE ...................................................................... 106 Strategies for Increasing Organizational Excellence:............................................ 106 CRITERIA FOR CHAPTER SELF-EVALUATION................................................. 107 GUIDELINES FOR CHAPTER OFFICERS.............................................................. 109 Chapter Recognition Programs ................................................................................... 116 1 - Chapter of Merit .................................................................................................. 116 2 - Achievement in Chapter Membership ................................................................. 116 ESP Chapter of Merit Program Chapter................................................................... 117 ESP CHAPTER OF MERIT RECOGNITION PROGRAM..................................... 117 Achievement in Chapter Membership ...................................................................... 119 POLICY FOR PAYMENT OF NATIONAL ESP DUES ............................................ 123 PROCESS FOR EVALUATION OF NATIONAL ESP EXECUTIVE DIRECTOR ..... 127 RELATIONSHIP OF CHAPTER OFFICERS TO NATIONAL ESP OFFICE............. 128 NEW MEMBER INITIATION CEREMONY............................................................... 129 INSTALLATION OF OFFICERS I ............................................................................ 131 Officer Initiation Used for Installation of National Officers ........................................ 132 INSTALLATION OF OFFICERS III .......................................................................... 135 Officer Initiation Used for Installation of National Officers ........................................ 136 Installation of National ESP Officers ........................................................................ 140 MEMORIAL SERVICE - I ......................................................................................... 141 MEMORIAL SERVICE III ......................................................................................... 142 MEMORIAL SERVICE IV ......................................................................................... 143 MEMORIAL SERVICE V .......................................................................................... 143 Updated October 2014 Page 5 of 247 Memorial Service VI ................................................................................................. 144 REQUESTING A NATIONAL ESP OFFICER VISIT TO A CHAPTER ................... 145 SECTION L ................................................................................................................. 147 National Conference ................................................................................................ 147 BID GUIDELINES FOR HOSTING NATIONAL ESP CONFERENCE ..................... 152 NATIONAL ESP CONFERENCE BID PROPOSAL EVALUATION FORM .............. 155 HOST CHAPTER(S) RESPONSIBILITIES FOR NATIONAL ESP CONFERENCE . 157 HOST CHAPTER RESPONSIBILITIES FOR THE NATIONAL RECOGNITION BANQUET................................................................................................................ 159 Overview of Auction ................................................................................................. 161 HOST CHAPTER RESPONSIBILITIES FOR THE DEVELOPMENT FUND AUCTION ................................................................................................................................. 168 Budget Worksheet for National ESP Conference..................................................... 168 SECTION M ................................................................................................................ 171 The Epsilon Sigma Phi National Board .................................................................... 171 DUTIES OF NATIONAL EPSILON SIGMA PHI BOARD MEMBERS ...................... 172 CONDUCTING THE NATIONAL ESP COUNCIL ANNUAL MEETING .................... 177 Reimbursement Policy for National ESP Board Travel and Others Traveling for ESP Business .................................................................................................................. 177 GUIDELINES FOR OFFICER NOMINATIONS AND ELECTIONS ......................... 182 NATIONAL SECOND VICE PRESIDENT AND REGIONAL VICE PRESIDENT NOMINATION PROCEDURE & DEADLINE ............................................................ 185 JOINT COUNCIL OF EXTENSION PROFESSIONALS ........................................... 185 JCEP Leadership Conference.................................................................................. 186 SECTION N................................................................................................................. 188 The Epsilon Sigma Phi National Office .................................................................... 188 EXECUTIVE DIRECTOR POSITION DESCRIPTION ............................................. 189 NATIONAL ESP EXECUTIVE DIRECTOR SEARCH AND SELECTION PROCESS ................................................................................................................................. 191 NATIONAL EPSILON SIGMA PHI EXECUTIVE DIRECTOR SELF EVALUATION. 192 NATIONAL COMMUNICATION WITH CHAPTERS AND MEMBERSHIP ............... 194 SECTION O ................................................................................................................ 199 Updated October 2014 Page 6 of 247 Epsilon Sigma Phi .................................................................................................... 199 Governing Documents ............................................................................................. 199 CONSTITUTION ...................................................................................................... 200 BYLAWS .................................................................................................................. 207 POLICIES ................................................................................................................ 224 STANDING RULES ................................................................................................. 234 ESP Appeal Process................................................................................................ 235 Conflicts of Interest Policy ........................................................................................ 238 Development Fund Policies ..................................................................................... 241 1. Investment Policy.............................................................................................. 242 2. Spending Policy ................................................................................................ 247 Updated October 2014 Page 7 of 247 Epsilon Sigma Phi Handbook SECTION A General Information Epsilon Sigma Phi The Extension Professionals’ Organization FORWARD Organized: January 10, 1927 at Bozeman, Montana Charter Members: First Grand Director William A. Lloyd, M. L. Wilson, John C. Taylor, Fred Bennion, Gertrude Erickson, William H. Jones, Robert Clarkson, Madge Reese, Carl H. Peterson, Charles E. Potter, Murray Stebbins and Arthur J. Ogaard “Epsilon Sigma Phi represents no selfish purposes. It is not a vehicle for achievement of any personal ambition, or for the promotion of any particular propaganda. It is not an agency to put over any plan or scheme of any person or group. Our fraternity must never permit itself to be prostituted as a tool to advance matters concerning which there is wide and settled differences of opinion among Extension workers. Such a path leads to dissension, discord, disaster and death. We stand to work not for self but for the good of the whole Extension organization. Our Creed expresses our articles of faith, our obligation, a personal pledge of fine toleration, helpfulness, sympathy and a never dying always enduring optimism.” Epsilon Sigma Phi as envisioned by William A. Lloyd, Founder, in 1929. Mission Statement Epsilon Sigma Phi (ESP) is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional. Vision Statement Epsilon Sigma Phi leads the Extension System in providing and facilitating professional development that focuses on the Extension organization and the Extension professional. Updated October 2014 Page 8 of 247 An Extension Professional Epsilon Sigma Phi provides the following definition of an Extension Professional: • Is trained, experienced, and knowledgeable • Is culturally competent and demonstrates the ability to work with diverse audiences in a variety of settings • Exhibits excellent oral and written communication skills • Manages, networks, and collaborates to build alliances and partnerships • Adheres to high standards of personal and professional ethics • Demonstrates ability to work independently and is self-directed • Is an effective team member • Uses informational and educational technology to accomplish goals • Teaches in formal and informal settings as appropriate • Is a lifelong learner • Embraces and adapts to change • Upholds the Land Grant mission and that of his/her University • Is a scholar and demonstrates scholarship throughout his/her work • Is nationally engaged with educational presentations, research and professional development • Is a change agent, one who creates learning experiences that motivate and empower others to improve their life, family, business, community and world • Is a recognized source of practical, researched-based educational information • Maintains a positive attitude • Treats clients, colleagues and stakeholders with respect Adopted by Epsilon Sigma Phi, 2008 Updated October 2014 Page 9 of 247 Epsilon Sigma Phi Web Site Map http://espnational.org Web Master: Bob Ohlensehlen The ESP website was revamped in 2009. The new site is a content management style of website. The site was developed using Joomla. There are actually 5 sites that make up the entire website. The main site contains the general information, the second site contains the ESP Handbook, the third contains all of the forms and applications, the fourth and fifth contain the current year and the previous year's conference information and the final site is used for internal business such as evaluation of recognition applications and board projects. The site utilizes menus that link users to relevant information. The main menu is a black bar that extends across the home page just below the title and logo. There are also two menus found in the left hand column and one in the right column. In addition to the menus there are items that provide various information including items that have recently been added to the website, monthly archive items, upcoming conferences and a listing of meetings. The following is a description or map of the website with a brief description and items that can be found in each section. About Us – Tab History A brief History of Epsilon Sigma Phi Mission/Vision Statement Copies of the Organizational Mission Statement and Vision Statement Strategic Plan A copy of the 5 year organizational Strategic Plan The ESP Logo A description of our logo and the meaning and purpose of each of the components Extension Workers Creed Contains both the written and video version of the Extension Workers Creed. What is an Extension Professional A document that describes the attributes of an Extension Professional. ESP History A brief outline of the history of our organization CES History A brief outline of the history of the Cooperative Extension System from the Federal perspective. The Development Fund A description of the ESP Development Fund which was created as an endowment fund that would provide resources for professional development of ESP members. ESP Diversity Statement ESP has long been a supporter of diversity within our Updated October 2014 Page 10 of 247 organization. The National Board prepared an official policy statement for ESP 360 Assessment The self-assessment report of our organization based on input from members who responded to the survey of the organization (2007) Futuring Task Force The report of the Futuring Task Force that was commissioned to determine the direction of ESP for the future. (2003) Land Grant Universities The Land Grant System is briefly described and links are provided to all of the state Land Grant Universities. Website History Describes the history of the ESP national website. Tells how the website was developed including the timeline and members that guided the development of the site. 150th Anniversary of the Morrill Act Includes some activities that were a part of the celebration of the birth of the Land Grant system which ultimately led to the creation of Cooperative Extension. News / Jobs - Tab Current News News articles that are two to three months old Recent News News articles that are over two or three months old Position Announcements Listing of Jobs that are of interest to Extension or related workers Handbook - Tab National ESP Handbook The National ESP Handbook which contains a wealth of information on the organization including the Constitution, ByLaws, Policies and operating procedures. The hand book is searchable. Resources - Tab Ruby Lectures Provides the text of Ruby Lectures from the most recent back to 1997 Conference Presentations Text and slide presentations of presentations made at the National Conference are available following the conference Photos of the National Conferences Billy Warrick of the Alpha Zeta Chapter in Texas has been serving as the official photographer at the ESP National Conferences for the past several years. His photos from each of the past year’s conferences are displayed and available for download. They are in folders according to year and grouped by category for each conference. Recognition Winners Recognition and scholarship recipients for each of the years Updated October 2014 Page 11 of 247 since 2009 and listed by year. Map Tool ESP Regions The map tool allows the user to create their own maps using the map of the United States or use the pre-defined maps of the Extension Regions Extension Acronyms Like many groups that have a multitude of acronyms that are related to their field, Extension is no different. This listing is probably not all inclusive but it contains many of the acronyms commonly used by Extension professionals. JCEP Presentation Video of the Keynote Speaker at the JCEP Leadership Meeting Links- Tab eXtension Connects with the eXtension Website Affiliates Links to Affiliate Organizations including member organizations of the Joint Counsel of Extension Professionals (JCEP) and the National Institute of Food and Agriculture General Links to the NIFA Administrator Updates, Journal of Extension and the Association of Public and Land Grant Universities (APLU). Materials - Tab Link to templates, style manuals, presentations, supplies, reimbursement forms, endowment materials and membership materials. Scholarships, Grants, Recognition Applications, Chapter Reports, RFP's and Miscellaneous Scholarships - Tab Applications for Administrative Leader Scholarship, PILD Scholarship, McKinney Scholarship, and Richard R Angus Scholarship. Grant - Tab Application for Team Mini-Grants. National Recognition Tab Application for Distinguished Service Ruby Award, Application for National Friends of Extension, Form to Recognize Chapter DSA winners and Form to submit Chapter Recognition Winners for Regional and National Recognition Consideration. Service Recognition Apps - Tab The applications for Continued Service, Distinguished Service, Mid- Career Service, and Early Career Service Recognition and International Service at the Chapter level. Other Recognition Apps - Tab The applications for Chapter Visionary Leadership, Administrative Leadership, Team Award, Individual Multi-Cultural Diversity Recognition and Team Multi-Cultural Diversity Recognition. Updated October 2014 Page 12 of 247 Chapter Reports - Tab The reports required to be submitted by Chapters to the National Office can be found here. These reports include the Chapter Officer Update, Chapter Committee Chair Update, the Annual JCEP Chapter Report. In addition the Achievement in Chapter Membership Application, the Chapter of Merit Application and the forms used to request reimbursement for attending the JCEP meeting and national meeting. Committee Apps - Tab The applications for national committee appointments or reappointments are located under this tab. Leadership - Tab The applications for National 2nd Vice President or for one of the Regional Vice Presidents are found here. RFP - Tab When there are requests for proposals for presentations, they will be located at this tab. For More Information - Menu Calendar - Item The Calendar Item will display the calendar of upcoming meetings and deadlines for the current year. Goes to a table containing lists of National Committee Members, Committee (YYYY) - Item Program of Work, Mid-Year and End of Year Reports for each of the National Committees. Leadership Team - Item Contains the current National Board and current Chapter Presidents (based on Chapter Officer Update) Professional Development Provides Professional Development Opportunities for members provided by the Professional Development Committee Public Issues Provides Public Issues information provided by Public Issues Committee Global Relations Provides Global Extension Opportunities and articles (YYYY) National Conference Provides information about the upcoming National Conference including promotional materials, schedules, tours and registration. Giving - Development Fund Information on opportunities to give to the Development Fund. The latest information on the Development Fund can be found here. Membership and Recruitment The latest information of membership and recruitment of members. This site contains materials from the Membership Recruiting and Retention Committee. Minutes Minutes of all National Board Meetings are posted here. Reports The Annual Chapter Reports from the JCEP, Popular Annual Updated October 2014 Page 13 of 247 Reports and Complete Annual Reports are found here. Affiliates Contact Information for the other JCEP member organizations. Newsletters - Menu Current and Archived Issues of the Communique and the Connection. The Communique is a brief news bulletin normally published monthly to provide information requiring immediate attention. The Connection is a newsletter that is published every two months and contains articles of interest which is posted for all members having internet access. The Connection is mailed through the USPS to members who have no email addresses on hand at the national office. • • • • • • • • • • • • • • National ESP Officers - Names, addresses, phone, FAX and e-mail National ESP Committees - Names, addresses, phone, FAX and e-mail State Chapters - Link to states with Web Pages and a listing (and usually a link) of all other chapter presidents with addresses, phone, FAX and e-mail ESP Handbook – National and Chapter Handbooks Benefits - Lists scholarships, recognition programs, mini grants and conferences offered by ESP; chapter recognitions Calendar - Updated regularly - contains events, due dates, deadlines, etc. which are usually linked to e-mail sources of information about these items Resources - Download the organization logo and review other resources and supplies. Also review Strategic Plan, Plans of Work and Speaker Sources. Membership – Helpful information for chapter membership chairs Merchandise – Identifies ESP memorabilia available and how to order Forms – Online forms for membership, scholarship and ordering of certificates or supplies Links - to JCEP partners (NACAA, NAE4-HA, NEAFCS, ANREP, NACDEP) and others E-mail - Chapter presidents, National ESP Board and National ESP Committees National ESP Conference - Information on registration, program, hotel, tours, etc. Includes downlink to registration information. Archives - Text of Ruby Lectures, ESP national newsletters, Minutes of National ESP Council & National ESP Board Meetings, etc. Updated October 2014 Page 14 of 247 UNDERSTANDING THE MISSION AND ACTIVITIES OF EPSILON SIGMA PHI, INC. Epsilon Sigma Phi (ESP) is an independent not-for-profit organization. In order to develop an understanding of ESP here is a brief background of the Extension System. To become a member in ESP potential members must be employed as Extension professionals. The Cooperative Extension System is an organization whose partners include local counties, state universities and the federal partner. Extension is a publicly funded, lifelong learning educational system that links the education and research resources and activities of 74 land-grant institutions, 3,150 counties and the National Institute for Food and Agriculture (NIFA) which is an agency within the United States Department of Agriculture (USDA). NIFA is the most recent chapter in the history of the Extension System. In October of 2009 NIFA replaced the Cooperative State Research, Extension, Education System (CSREES) as the home of the Federal partner of the Extension System. The land-grant universities established by the Morrill Acts of 1862 and 1890; the institutions of the territories; the Tuskegee University; and the University of the District of Columbia, are members of the Association of Public and Land-grant Universities (APLU). The complex "Extension System" is authorized by the Smith-Lever Act of 1914 and companion legislation in each state and territory. Despite the sharp decline in the population and economic importance of rural America, the national Cooperative Extension System remains an important player in American life. Extension professionals are educators, scientists and support personnel who bring university research to local communities by transforming “research into reality”. Field (off-campus) staff are the means of adapting university research to the everyday lives of people in the communities they serve. They are facilitators to empower people to solve their own problems. The Extension System" has adapted to changing times and landscapes, and the system continues to address a wide range of human, plant, and animal issues in both urban and rural areas. Today, extension educators and specialists work in six major areas: • 4-H Youth Development —cultivates important life skills in youth that build character and assist them in making appropriate life and career choices. At-risk youth participate in school retention and enrichment programs. Youth learn science, math, social skills, and much more, through hands-on projects and activities. • Agriculture —research and educational programs help individuals learn new ways to produce income through alternative enterprises, improved marketing strategies, and management skills and help farmers and ranchers improve productivity through resource management, controlling crop pests, soil testing, livestock production practices, and marketing. Updated October 2014 Page 15 of 247 • Leadership Development —trains extension professionals and volunteers to deliver programs in gardening, health and safety, family and consumer issues, and 4-H youth development and serve in leadership roles in the community. • Natural Resources —teaches landowners and homeowners how to use natural resources wisely and protect the environment with educational programs in water quality, timber management, composting, lawn waste management, and recycling. • Family and Consumer Sciences —helps families become resilient and healthy by teaching nutrition, food preparation skills, positive child care, family communication, financial management, and health care strategies. • Community and Economic Development —helps local governments investigate and create viable options for economic and community development, such as improved job creation and retention, small and medium-sized business development, effective and coordinated emergency response, solid waste disposal, tourism development, workforce education, and land use planning. Regardless of the program, extension expertise meets public needs at the local level. Although the number of local extension offices has declined over the years, and some county offices have consolidated into regional extension centers, there remain approximately 2,900 extension offices nationwide. Increasingly, extension serves a growing, increasingly diverse constituency with fewer and fewer resources. The extension system also supports the eXtension Web site. One of the goals of eXtension is to develop a coordinated, Internet-based information system where customers will have round-the-clock access to trustworthy, balanced views of specialized information and education on a wide range of topics. For customers, the value will be personalized, validated information addressing their specific questions, issues, and life events in an aggregated, non-duplicative approach. Information on the eXtension Web site is organized into Communities of Practice (COP). Each COP includes articles, news, events, and frequently asked questions (FAQs). The information comes from Land-Grant University System faculty and staff experts. It is based on unbiased research and undergoes peer review prior to publication. Current COPs are organized around a many topics, including but not limited to diversity, entrepreneurship, agro-security, cotton, dairy, and more. The eXtension Web site also includes a collection of news stories from partner institutions, a Frequently Asked Questions section, a calendar of extension events, online-learning opportunities, and content feeds. Regardless of the program, extension expertise continues to meet public needs at the local level. Although the number of local extension offices has declined over the years, and some county offices have consolidated into regional extension centers, there Updated October 2014 Page 16 of 247 remain approximately 2,900 extension offices nationwide. Increasingly, extension serves a growing, increasingly diverse constituency with fewer and fewer resources. Extension professionals are educators, scientists and support personnel who bring university research to clientele by transforming “research into reality”. Field (offcampus) staff are the means of adapting university research to the everyday lives of people and communities they serve. They are facilitators to empower people to solve their own problems. The basic methodology of the Extension System is often illustrated with the adage: “Give a man a fish, feed him for a day; Teach a man to fish, feed him for a lifetime.” The work of Extension professionals requires in-depth knowledge of the processes of effective formal and informal education and the subject matter discipline in which he/she specializes. This specialization often results in separating staff into different, and sometimes conflicting, groups that can be counter-productive to the overall Extension mission. These circumstances have provided a “window of opportunity” for ESP. ESP is the organization that brings educators, scientists and support staff together to address issues of Extension professionalism and professional development opportunities for the delivery of information to Extension clientele. Over 2,600 Extension professionals maintain annual membership in ESP. In addition, ESP offers to the Extension System the benefit of support from over 3,500 retirees who maintain life membership in ESP in order to support other Extension professionals through contributions of money and service. Epsilon Sigma Phi has a national operation to ensure that its educational opportunities are common to all Extension professionals across the nation. In addition there are 42 autonomously operated state-wide/territory wide chapters in 40 states and two territories. Each of these chapters contributes to the overall mission of the national organization but operate independently. The mission of ESP as a not-for-profit educational and charitable organization is to: Foster standards of professional excellence in the Extension System and to develop the Extension profession and the professional. Funding for these ESP programs comes from user fees, charitable contributions, memberships, non-profit sales of organizational supplies and fund raising activities. In the current five year strategic plan of ESP the organization: 1. Articulates the core values of the Cooperative Extension System through the Extension Professionals Creed which is updated periodically to reflect societal and Updated October 2014 Page 17 of 247 economic changes. This value statement communicates the core values of the Extension System to employees, volunteers and clientele. 2. Rewards excellence in performance among Extension professionals, volunteers, clientele and partner educators in other organizations in communities through a system of individual and team recognition. Recipients have either member or nonmember status in ESP depending upon the objective of the recognition. 3. Provides a framework through which members and non-members can join in collaborative efforts to provide professional development opportunities for adult and youth educators. 4. Fosters leadership development through mentoring Extension professionals in the philosophy and professional practice of Extension education. 5. Facilitates professional development by: (a.) Sponsoring national and regional conferences, educational publications, newsletters, distance learning technologies for staff, volunteers, and other professionals. The National ESP Conferences give an outlet for scholarly presentations by members and non-members which are required by tenure and promotional tracks in colleges and universities. (b.) Giving honorariums and scholarships to members to participate in ESP sponsored and other professional development programs. Mini-grants are awarded to state chapters to provide in-service education to the entire state’s Extension System personnel and volunteers. The same overall objectives have been in place throughout the history of Epsilon Sigma Phi even though the methods used for implementation have changed over time. This organization’s impact is realized by the vast clientele of the Extension System. The professional skills developed by Extension professionals through ESP sponsored projects and activities provide this empowered benefit. Prepared by Judith Carlson, National ESP Executive Director, December 1997 Reviewed and revised by Linda D. Cook, National ESP Executive Director, July 2007 Reviewed and Revised by Bob Ohlensehlen, National ESP Executive Director, January 2011 ESP's Commitment to Honor Diversity We, the members of Epsilon Sigma Phi, commit to moving our Extension profession toward becoming a respectful, culturally inclusive educational system in response to the changing face of the nation and the awareness of the added richness, creativity, and resilience that cultural diversity brings to our communities and our Extension programs. Culture refers to a set of cognitive, affective, and behavioural patterns that are shared by a group of people. Diversity refers to differences, particularly as they relate Updated October 2014 Page 18 of 247 to the core dimensions of gender, age, race, ethnicity, sexual orientation, and physical abilities. Diversity also includes differences in education, income, religion, marital and parental status, work experience, military experience, and geographic location. Thus, cultural diversity is about differing values, beliefs, and norms, manifested in our perceptions, attitudes, assumptions and judgments. Our commitment involves efforts to: • Be open to learning more about cultural differences and similarities while building our own skills for working effectively with these differences; • Encourage, recognize and support our colleagues who “think outside of the box” in their efforts to work within the cultural context of new audiences; • Recruit and respectfully support adult and youth volunteers who represent the cultural diversity in our communities to become involved in Extension programs; and • Recognize that we will have successes and failures as we move forward. • In our effort to become a respectful culturally inclusive association, we will initiate the following: Increase the intercultural competency skills of our membership and the volunteers we work with by:-encouraging our members to participate in intercultural competency training so as to understand personal biases and develop skills to work with new audiences;-provide intercultural competency training where appropriate at the national, regional and state levels. • • Recognize the good work of Extension professionals who are already striving to meet the needs of culturally diverse audiences. Encourage that they share their successes and learning about how to work with these groups with others in our profession. • Support Extension professionals who are most ready to begin to reach out to these new audiences. Support includes encouraging risk-taking as well as new and innovative approaches, providing stipends for intercultural competency training where needed, and recognizing that the first steps include building new relationships with new groups of clientele. We understand that building trust with new groups of clientele takes time. Support efforts to develop culturally inclusive Extension curricula, program materials, resources, and literature. • • Provide a support network for Extension professionals who come from cultural groups other than the majority group of faculty and staff. Updated October 2014 Page 19 of 247 • Assist in helping Extension professionals in communication with traditional audiences and seek ways to address concerns regarding serving both traditional audiences and new culturally diverse audiences. • Renew our commitment to diversity in our Extension profession by assessing our progress, and reviewing this agreement through the Public Issues committee’s annual report to the ESP Board. We will know that we have become a respectful, culturally inclusive organization when we truly represent all of the cultural diversity which exists among us as Extension professionals. We recognize that this is an on-going dynamic process, one that requires our time and patience. ESP National ESP Board of Directors April, 2002 Intercultural Competencies* Changing demographics throughout the United States has prompted the consideration of a renewal of the mission of the Extension System. Acquiring these professional competencies© is essential to creating the most culturally appropriate learning experience for our clientele. Cognitive (the mind set) Recognize and understand: • Your own cultural identities • The validity of multiple perspectives • Differing values • Differing modes of communication • Differing concepts of time • The effects of power and privilege • Class differences • The importance of rewriting history • Affective (the heart set) Be open to: • Seek out and enjoy difference (expand comfort zone). • Feel empathy (combat "compassion fatigue"). • Commit to lifelong learning. • Commit to learning about and working with people from varying cultural backgrounds. Updated October 2014 Page 20 of 247 Desire to build relationships of trust and mutual respect with the many different cultural groups who live in our communities. Behavioural (the skill set) Be able to: • • • • • • • • Empathize and listen mindfully Provide feedback in order to check for mutual understanding Reserve judgment when observing a cross-cultural interaction Adapt one’s communication style to others Open dialogue in a non-threatening way Avoid mindless stereotyping Take mutual perspectives, so as to allow for an integration of both perspectives, and a new perspective to emerge Engage with diverse communities within their own cultural context in an effort to learn what their educational needs are and how best to meet those needs. ©Developed by Ann C. Schauber, Ph.D. and Ellen Summerfield, Ph.D., November, 2001 ESP's Strategic Plan 2011-2015 Epsilon Sigma Phi's Five Year Strategic Planning Process Epsilon Sigma Phi engaged in strategic analysis, using an Alignment Model, to prepare its new five year strategic plan. The overall purpose of the model is to ensure strong alignment among the organization's mission and its resources to effectively operate the organization. The Board reviewed the previous strategic plans as well as other previously developed documents to determine important issues to be included in the new plan. In addition, the Board considered needs and concerns that were identified by persons attending the 2010 JCEP Leadership meeting. At its 2010 Mid-year Board Meeting, the Board began its strategic planning process by reviewing its strategic "philosophy," revisiting the organization's mission, vision and values statements. The process included a look at various strengths, weaknesses, opportunities and threats regarding the organization. Issues identified in the current strategic plan, futuring document and comments from the discussions at JCEP Regional Meetings were grouped into common categories. Topics or themes were assigned to each category. The Board developed the major goals and strategies for the organization Updated October 2014 Page 21 of 247 based on these themes. The plan provides guidance for budgeting and operational planning over the next five years. Core Ideology Mission Statement Epsilon Sigma Phi (ESP) is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional. Vision Statement Epsilon Sigma Phi leads the Extension System in providing and facilitating professional development that focuses on the Extension organization and the Extension professional. Preferred Future Epsilon Sigma Phi envisions the characteristics and needs of the organization's future and potential annual and life members, and innovatively and resourcefully responds to those needs. Epsilon Sigma Phi is recognized as the Extension system provider and facilitator of professional development that focuses on the Extension organization and roles of the Extension professional. Epsilon Sigma Phi will provide national leadership in leadership development for Extension professional associations. Core Values Values are descriptive words that communicate the core priorities, attitudes, styles, and beliefs in the organization's culture, including what drives members' priorities and how they truly act in the organization, etc. The Board identified the following four core priority values. • • • • Professional Excellence Leadership Development Belief in the Extension System/Public Education Serving People through Education The Board identified the following four strategic goals to guide the work plans for the next five years. 1. Promote Internal and External Communications 2. Provide sustainable organizational leadership 3. Provide and enhance professional development opportunities to members 4. Provide for the Fiscal Integrity of the Organization 2011-2015 National Epsilon Sigma Phi Strategic Plan Goal 1: Promote internal and external communications. Updated October 2014 Page 22 of 247 Objectives • • • • • • Assist chapters in developing and implementing a marketing plan by capitalizing on the marketing successes of chapters from all regions. Promote opportunities and benefits of membership in the organization. Engage administrators and all extension association leaders in regular conversations. Enhance regular communication and support through the national board to state chapters. Promote the value of the Extension System as an informal educational system to faculty/staff, administrators, and others. Maintain a history of the Extension System to provide documentation of the successes and challenges facing the Extension System and of the changes that have occurred within the system over time. Goal 2: Provide sustainable organizational leadership Objectives • • • • • • Provide resources, training and mentoring to support the development and succession of chapter and national leadership. Encourage opportunities for life members to participate in and mentor chapters. Ensure diverse members have leadership opportunities in ESP (1862, 1890, 1994, young professionals, life members, etc.). Review and revise the organization’s structures and policies as needed. Represent ESP in JCEP leadership. Provide recognition opportunities for chapters and membership. Goal 3: Provide and enhance professional development opportunities to members. Objectives • • • • • Be responsive to the professional development needs of members. Respond to the needs for lifelong learning of our life members. Continue collaborative efforts with JCEP partners to encourage multi-state, multidisciplinary initiatives. Continue to promote alternative methods and technologies for delivery of professional development and leadership development. Provide training for chapter leadership to enhance and sustain organization goals. Goal 4 - Provide for the Fiscal Integrity of the Organization Objectives Updated October 2014 Page 23 of 247 • • • • • Develop, implement, and review a financial plan to optimize financial resources of the Organization Fund (operation of the organization) and the Development fund (provides scholarship, grants and recognition) Provide a budget to include professional development and recognition of members. Assess the fiscal integrity of the organization on a regular basis by the Resource Development and Management Committee, the Executive Board and the National Executive Director Increase the financial resources by continuing to build the Development Fund through a organized campaign Provide financial resources for training in support of National and Chapter Leadership Approved by the National Council October 15, 2010 EXTENSION PROFESSIONALS' CREED I Believe in people and their hopes, their aspirations, and their faith; in their right to make their own plans and arrive at their own decisions; in their ability and power to enlarge their lives and plan for the happiness of those they love. I Believe that education, of which Extension is an essential part, is basic in stimulating individual initiative, self-determination, and leadership; that these are the keys to democracy and that people when given facts they understand, will act not only in their self-interest, but also in the interest of society. I Believe that education is a lifelong process and the greatest university is the home; that my success as a teacher is proportional to those qualities of mind and spirit that give me welcome entrance to the homes of the families I serve. I Believe in intellectual freedom to search for and present the truth without bias and with courteous tolerance toward the views of others. I Believe that Extension is a link between the people and the ever-changing discoveries in the laboratories. I Believe in the public institutions of which I am a part. I Believe in my own work and in the opportunity I have to make my life useful to humanity. Because I Believe these things, I am an Extension professional. SUMMARY OF SIGNIFICANT ACCOMPLISHMENTS FOR EPSILON SIGMA PHI Updated October 2014 Page 24 of 247 HISTORICAL ACHIEVEMENTS • • • • • • • • • • • • • • • • • • Had input into a decision by the Civil Service Commission that Cooperative Extension agents were Federal employees eligible for Federal retirement, group life, health, and disability insurance programs. Suggested a Congressional resolution naming the Knapp and Wilson arches across Independence Avenue between the two USDA buildings. Helped in achieving academic status for Extension professionals through their universities. Sponsored and paid for the book, Spirit and Philosophy of Extension Work. Obtained for Extension availability of U.S. Federal stores, excess federal property, and the right to occupy Federal office space. Helped to prevent Revenue Sharing Bill S1615 and "Rural Development" Bill S2220 from passing in their original form, which would have affected Extension adversely. Developed the "Extension Workers' Creed," currently called the "Extension Professionals' Creed." Helped to delay mandatory Social Security, which would strip Extension professionals of their Federal retirement privileges. Established a National Epsilon Sigma Phi Development Fund to support professional programs/projects including scholarships, workshops credit courses, etc. for Extension faculty and staff. Sponsored the book, The People and the Profession. Conducted separate National ESP Conferences from Land Grant Meetings with emphasis on professional development (1993). Provided support for FAIR (Fund for Assuring Independent Retirement). Developed a Life Membership certificate. Developed uniform accounting system for State /National financial records. Revised Constitution and Bylaws to include the Amended Articles of Incorporation to qualify for 501(c) (3) classification. Received IRS approval to change ESP classification to an Educational Non-Profit. Participated in establishment of the Joint Council of Extension Professionals (JCEP). Celebrated the 75th Anniversary of ESP during 2003. RECENT ACHIEVEMENTS • • • • • • Developed and implemented a Strategic Plan (1993 to present), updated every 5 years with annual review. Established a new National ESP Board structure (1993). Started scholarship auctions at National ESP Conference to raise professional development funds (1993 to present). Participated in planning the Public Issues/Leadership Development Conference sponsored by JCEP (1993 to present). Provided scholarships to attend National ESP Conference and Public Issues/Leadership Development Conference (1994 to present). Provides scholarships and grants. Updated October 2014 Page 25 of 247 • • • • • • • • • • • • • • • • • • • • • • • Supports annual Regional Workshops, both professionally and financially. Publishes National Epsilon Sigma Phi Newsletters (quarterly) and Regional Newsletters on a timely basis. Recognizes outstanding achievements of Extension professionals and friends of Extension and presents recognition Recognitions at the state, regional, and national levels. Provides strong support for the Journal of Extension via an ESP liaison. Cooperates with and assists other countries in developing chapters of Epsilon Sigma Phi and recognizes individuals who have made significant international contributions. Developed a computer database of active and life member records to maintain accurate and efficient mailings. Promotes greater involvement of retired members and actively pursues life members to serve on standing committees and hold office. Carefully reviews and audits Chapter membership records to be consistent with National ESP Office records and vice versa. Partnered with JCEP to plan and conduct the 1997 Galaxy I in Cincinnati, 2003 Galaxy II Conference in Salt Lake City and 2008 Galaxy III Conference in Indianapolis. The Co-Chair of each of the Galaxy Meetings were members of Epsilon Sigma Phi. Established Internet Web Site (1996). Formed a Board of Trustees to oversee the Development Fund (2000). The Board of Trustees was later integrated as a subgroup of the Resource Development and Management Committee. Adopted a national ESP Diversity Statement (2002). Approved a $500,000 Endowment Campaign now known as the Development Fund (2002). Developed a Chapter of Merit Recognition and Achievement in Chapter Membership (2002). Reduced registration fee for Life Members attending National ESP Conference (2002). First peer-reviewed poster sessions during the National ESP Conference (2002). Provided leadership to JCEP with ESP Past Presidents serving terms. (Kubin-2001, Lindquist-2002, McGee-2004, Hovland-2006, Burton- 2010). Introduced Mentoring Programs and posted resources on the web (2002). Professional Development Scholarship was renamed as the Richard R. Angus Professional Development Scholarship.(2003) Developed the ESP Achievement in Chapter Membership Recognition (2003). Conducted professional development seminar series using web-based technology (2005 & 2009). Assumed responsibility for overall professional development section of the JCEP Regional Workshops with input from the member associations (2006, 2009 & 2010). Created a Marketing Committee to work on the development of a new image for ESP, the committee was made a permanent standing committee at the 2008 National Council Meeting. Updated October 2014 Page 26 of 247 • • • • • • Developed and adopted a new logo for the Organization to reflect a more modern image. (2008) As part of the new image for ESP the site was reformatted in 2009 to the current format that utilizes the new logo, colors and formatting. Developed 2011-2015 Epsilon Sigma Phi five-year Strategic Plan including longterm goals and objectives. Created an ad hoc History committee to insure the ongoing recording of ESP and Extension history. (2009) Created an ad hoc Life Member Committee to examine the needs and concerns of the growing number of life members (2009). All National Recognition Applications, Scholarship Applications, Mini-Grant Applications, Requests for Proposals for Presentations at the National Meeting and Leadership position applications and Committee Applications were moved to the Website (2010). Updated October 2014 Page 27 of 247 Epsilon Sigma Phi Handbook SECTION B National Committees Updated October 2014 Page 28 of 247 EPSILON SIGMA PHI COMMITTEE GUIDELINES The National ESP Board of Epsilon Sigma Phi shall designate committees to carry out the organization’s activities. Ad hoc Committees and special task forces may be appointed as needs arise with approval of the National ESP Board. The Second VicePresident shall make committee appointments and notify appointees as soon as possible after the appoint is made. The organization’s goal is to have two representatives from each geographic region, plus the Chair, on each of ESP’s eight National Standing Committees with at least one of the members on each of the committee being a life member. But, should the organization not receive a minimum of two qualified nominations for each of the National ESP Committees per region, committee slots will be filled by nominations from any region of the country. Additionally, the goal is to have no more than one (1) member from the same chapter appointed to serve on the same committee in any given year excluding the Chair. All persons appointed to a committee shall be chapter members and willing to devote time and effort to committee activities. A member of the National ESP Board shall serve as committee Chairperson. New committee members shall begin their term of service at the National ESP Conference in the year their appointment is made. Description of committee tasks: Global Relations Committee: works to support international work of ESP members and the extension system to build the capacity of extension professionals to help local communities better understand their communities in a global context. Marketing: Advises the National ESP Board on strategies for marketing ESP to potential members and to promote the ESP organization and image. Membership Recruitment and Retention: Works with chapters to recruit and retain membership. Scholarship, Grants and Recognition: Develops membership benefits programs, reviews scholarship and mini grant applications and nominations for National Friend of Extension recognition. Professional Development: Plans the National ESP Conference, selects presenters for concurrent sessions at National ESP Conference, plans and conducts distance learning experiences and related activities. Public Issues: Follows public issues related to Extension personnel benefits (i.e. Federal Retirement), makes input into Public Issues Leadership Development Conference (PILD) and other public issues related to developing support for Extension. Resource Development and Management: Works on the National budget proposal, implements plans for increasing financial resources of the Organization and related financial issues. Updated October 2014 Page 29 of 247 Chapter Relations: Made up of the four Regional Vice-Presidents and the National Executive Director as an ex-officio member, chaired by the National 2nd Vice President, the committee is responsible for creating a working relationship between the chapters and the National Board. The committee is responsible to assist chapter leaders and to provide leadership training for chapter officers. Committee members are appointed for a term of one year. Members eligible for appointment must have the recommendation of their chapter, usually the chapter president of their designee. Committee members may receive two additional appointments for a total of three one year appointments. The reappointment to a committee can be done by filing a Committee Re-appointment application on the Website under the Committee Tab located under the Scholarships, Grants, Recognition, Reports Tab. Committee recruitment should begin at JCEP Leadership Conference, and during Committee Meetings at the National ESP Conference. New Committee appointment or Committee Reappointment applications are due from interested members along with recommendations from chapters or Committee Chairs to the Second Vice-President by April 1. Use the New Committee Appointment, the Committee Reappointment Application and the Chapter Presidents recommendation for Committee Member Appointment are all found on the Website under the Committee Tab located under the Scholarships, Grants, Recognition, Reports Tab. For those members not having access to the website, a paper copy of any of the forms can be requested from the National ESP Office. Committees shall report to the National ESP Board and make recommendations for National ESP Board and National ESP Council action. A national committee undertaking a special project may appoint a sub-committee, if necessary. The sub-committee chair must come from the "parent" committee. Additional committee members should be selected from the same state as the sub-committee chair. Since committee business is generally conducted by letter, phone, e-mail, or conference call, attendance at committee meetings in a central location is not required by committee members. Committee member attendance at the National ESP Conference is encouraged as time is provided for committee meetings during the conference. Committee members attending the National Conference, and who attend their national committee meeting(s) and their regional meeting while at conference are eligible for a $200 stipend per Committee Member to assist with the cost of attending the conference. Members wishing to receive the reimbursement will be required to file a Request for National Conference Reimbursement which is found on the website. Committee activities are reported in writing* Plan of Work -- use National Epsilon Committee Plan of Work forms found on the website at the address provided by the National Office. Program of Work documents are to be completed and filed no later than December 15th of the year annually.* Mid-year Report -- use National Epsilon Committee Mid-Year Report forms on the website at the address provided by the National Office. Program of Work documents are to be completed and filed no later Updated October 2014 Page 30 of 247 than March 1st of the year annually.* Annual Report -- use National Epsilon Committee Annual Report forms found on the website at the address provided by the National Office. Program of Work documents are to be completed and filed no later than September 1st of the year annually.* Copies of committee correspondence should be sent to the Second Vice-President and Executive Director. Continuity of committee activities is maintained through the National Executive Director. Committees desiring to publish a brochure, etc. in promotion of Epsilon Sigma Phi and/or its programs, must submit all information in the form of a proposal, including a mock-up and budget to the National ESP Board for consideration of funding. A National ESP Board member serves as chairperson for each of the National ESP Committees. In this role, the board member: 1) acts as chair for the committee 2) develops agenda and business for committee 3) works with the committee to develop plan of work, mid-year and annual committee reports 4) transmits committee requests, concerns, and recommendations to the National ESP Board. Conference calls may be necessary to carry on the business of national committees. The calls are arranged by the appropriate National ESP Board member in conjunction with the Executive Director. To maintain accountability for charges to and for scheduling purposes with the conference call system being used, committee chairs must submit a request to use the system in advance. The following guidelines should be used for conference calls: • • • • • Agenda and objectives must be pre-determined two weeks in advance. Content of call must be action-oriented. The call may be charged directly to the Epsilon Sigma Phi National Office using the conference call account. Prior scheduling with the Executive Director is needed to use the conference call line. The call should be completed within one hour. The National ESP Board member is responsible for involving the entire committee in the assigned tasks by letter, e-mail and/or phone. They have the final responsibility for submitting plan of work, mid-year and annual reports of committee actions to the National ESP Board and for making recommendations in writing for National ESP Board approval. The planning calendar for committees is as follows: • • • committee appointed -- July 1 National ESP Board Meeting work begins with committee members -- at National ESP Conference (new members may be invited to join calls prior to conference) preliminary plans for goals/activities developed by National ESP Committee Updated October 2014 Page 31 of 247 • • • • • preliminary plans discussed at a plan of work workshop for interested members/committee members during National ESP Conference final plan presented for approval at National ESP Board Meeting no later than December 15th mid-year report (March 1st prior to National ESP Board Mid-Year Meeting) annual report (September 1st prior to National ESP Conference) prepared and submitted to National ESP Board and National Office. files given to new National ESP Board member at National ESP Conference (Chair position rotates every two years) Epsilon Sigma Phi Committee Leadership Rotation Committee Chair from Region in Year Committee 2013 2014 2015 2016 2017 2018 2019 2020 Professional Development NE S W NC NE S W NC Global Relations NE NE S S W W NC NC Scholarships, Grants & Recognition NC NC NE NE S S W W Public Issues W W NC NC NE NE S S Resource Development & Mgmt S S W W NC NC NE NE Membership Recruitment & Retention W NC NE S W NC NE S Marketing S W NC NE S W NC NE Chapter Relations S W NC NE S W NC NE Updated October 2014 Page 32 of 247 Epsilon Sigma Phi Handbook SECTION C Global Relations Committee Updated October 2014 Page 33 of 247 The Epsilon Sigma Phi National Global Relations Committee The International Committee was started in 1981 as a standing committee of the national ESP organization. In 1992 the name of the committee was changed to Global Relations. The committee is composed of two ESP members from each of the four regions and the Regional Vice President representing the National ESP Board. Role of the Global Relations Committee: Make contact and promote affiliations to ESP with international professionals through: • • • • • • Their representative(s) in the U.S. U.S. personnel (ESP members on international assignments) Provide suggestions for strengthening Extension’s International programming. Promote international enthusiasm within state ESP Chapters and the national ESP organization. Recommend international recognition on a state or national basis. Develop proposals for international orientation and program development support in Epsilon Sigma Phi. Gaining an Understanding of Extension International Programs To Gain a better Understanding of Extension International Programs in your Chapter: • • • • Sponsor an ESP international dinner with an authentic meal. Invite a citizen of another country to speak about their work in their native country. Become a friend or host for international students on your campus and find out if Extension work is being done in their country. Invite someone who has been on an international Extension assignment to come and share ideas with your chapter. See what other chapters and individuals have done that are Global Relations related. International Program Opportunities • • • To Find Out About International Program Opportunities Check Out: The Global Relations Web page by clicking on the Links tab and then Global Extension at http://espnational.org USDA/CSREES International Office. Consider filling out forms for the USDA data bank. If a position comes along for which you are qualified, the USDA/CSREES office will notify your state international program contact. Updated October 2014 Page 34 of 247 • • • University International Programs Office or Consortia. Private consulting firms. Foreign students on campus. What Types of International Opportunities Exist for Extension Personnel? Short Term Programs: These are usually one week to six months and written for specific skills needed on a project. You can participate: • • • • To gain international extension programming understanding. By taking release time or annual leave time. By assisting with work directed by others. Utilizing subject matter expertise as well as knowledge of program development and evaluation. Long Term Programs: These are usually six months or longer. A typical assignment is two years. • • • Federal retirement credits can be earned while serving on an international assignment. U.S. Federal tax exemptions are available. Education allowances are available for school age children Before Going on an International Assignment: • • • • • • • • • Discuss in some depth the nature of the assignment(s) with a person from the agency sponsoring the assignment. Determine the goals desired by the sponsor, by the Nationals desiring assistance and the specific agency being worked with in the country. Study the country thoroughly…its location, people, culture, language, and society in which programs operate. Become as fluent as possible in the language of the country. Discuss with students and visiting professionals from the county any unique features of the country and what they think might be accomplished on an assignment. Establish a link with any universities, USAID, USDA Foundations, World Bank, etc. which have worked in the country in the past. If possible visit the country for a short get acquainted experience to establish professional and personal relationships, especially if the assignment is for more than one year. Make contact with your ESP state officers and national Global Relations Committee to secure ideas for international programming which you could use while on the international assignment. Once you have returned, share your learning, and experiences with others interested in international work. Updated October 2014 Page 35 of 247 Epsilon Sigma Phi Handbook SECTION D Scholarships, Grants and Recognition Updated October 2014 Page 36 of 247 Committee Purpose and Responsibilities Purpose: To administer and provide leadership to Epsilon Sigma Phi's scholarships, chapter professional development grants, and recognition program. Responsibilities: • • • • Develop and distribute information and applications to chapters regarding scholarships, grants, and recognitions. Receive applications from members for scholarships offered by Epsilon Sigma Phi. o Review and rank the applications. o Verify with Executive Director that applicant’s national ESP dues are paid for the current year (by February 1). o Recommend to the National ESP Board who should receive a scholarship. No more than one scholarship may be awarded to an individual in the same year. o Provide rationale for rankings and recommendations. o National President will announce decisions. Receive applications from members via the ESP Executive Director for Professional Development Grants offered by Epsilon Sigma Phi. o Review and rank the applications. o Verify that applicant’s national ESP dues are paid for the previous year and the current year (by February 1). o Recommend to the National ESP Board who should receive a mini-grant. o Provide rationale for rankings and recommendations. o National President will announce decisions. Receive nominations for the Friend of Extension recognition from chapters. o Review and rank the nominations. o Submit to National ESP Board top three candidates and rationale for ranking. o Committee should encourage award applications from chapters that will result in geographic representation and recognize recipients from various categories (elected officials, Extension volunteer/lay leaders, business leaders, businesses, and organizations) with no more than two recipients from any one category. • Study and make recommendations to the National ESP Board on ways to improve/change ESP's scholarships, mini- grants, and recognition programs, including potential sources of funding and criteria for selection. • Identify chapter Scholarships, Grants and Recognition contacts to receive communication from the National Scholarships, Grants and Recognition Committee as needed. Updated October 2014 Page 37 of 247 • Work with chapter presidents and Scholarships, Grants and Recognition contacts to promote scholarships, mini-grants and recognitions and provide publicity for recipients. • Develop an annual plan of work and submit to the National ESP Board. • Submit mid-year and annual reports to the National ESP Board. • Prepare articles for each ESP Connection Newsletter. • Carry out other responsibilities assigned by the National ESP Board. ESP ADMINISTRATOR / LEADER SCHOLARSHIP Deadline: May 1 Purpose: • • • Epsilon Sigma Phi, through the ESP Development Fund, has established this scholarship to promote continued professional development for eligible members to attend the National ESP Conference. The scholarship is to be used to defray the cost of attending the National ESP Conference. Four scholarships of $500.00 each will be awarded annually to outstanding administrators/leaders based on accomplishments Criteria: • • • ESP members whose dues are paid for the current year (by February 1) and who are first-time attendees at the National ESP Conference are eligible. Eligible recipients include county, regional, state, national and program administrators / leaders. Recipients must agree to attend the entire National ESP Conference. Judging criteria: Criteria: Score Follow application procedure/preparation of application 10 points Administrative impact on programs: Meets new concerns and interests of Extension employees and clientele 10 points Resources obtained...cooperators, volunteers, special funds, etc. 15 points Innovative methods 20 points Results, future implication 20 points Updated October 2014 Page 38 of 247 Special honors / recognition 5 points Describe value of membership in professional organizations to Extension employees 20 points Total Points 100 Updated October 2014 Page 39 of 247 RICHARD R. ANGUS PROFESSIONAL DEVELOPMENT SCHOLARSHIP Deadline: March 1 (An additional May 1 and December 1 calls for applications may be made pending funding and board approval.) Purpose: Epsilon Sigma Phi, through the ESP Development Fund, provides $2,000 annually to fund scholarships not to exceed $500 per member to encourage, stimulate, and support professional development through participation in courses, seminars, conferences or workshops. Criteria: • • ESP members whose dues are paid for the current year (by February 1) are eligible. Scholarships will be awarded based of the following criteria: Followed application procedures 5 points Relevance and potential of proposed study to the overall Professional development of the applicant 40 points Relevance of proposed study to their state's emphasis on Professionalism 40 points Involvement in ESP 15 points Total Possible Points 100 points Application Submission: • Proposal must be for a project that will be completed after the notification of the award. (Notification will be made two months after submission deadline). • Complete the Richard R. Angus Professional Development Scholarship Application form. Application is limited number of characters specified in each box. • • Statement of support required from immediate supervisor if an active member (not required for life members) and Chapter President. • Submit online application and statements of support no later than March 1, May 1 or December 1 depending on funding availability. Selection Process: • The Scholarships, Grants and Recognition Committee will submit selection recommendations to the National ESP Board. Updated October 2014 Page 40 of 247 • • Regional representation will be considered; however, discretion will be used depending on the number and quality of applications. Decisions will be announced by the National ESP President by May 1, July 1 and February 1. Reimbursement Procedure: Funds must be used within one year of announcement of award. Upon completion of study, the scholarship recipient will forward to the ESP Executive Director: • • • Request for scholarship payment using online form. Financial statement including receipts showing payment for registration fees, travel, lodging, etc. Brief report for possible use in ESP Connection Newsletter. Questions: Contact the National ESP Scholarships, Grants and Recognition Committee Chair. ESP MIKE MCKINNEY PUBLIC ISSUES SCHOLARSHIP Deadline: December 1 Purpose: • • • Epsilon Sigma Phi has established this scholarship in partnership with Mike McKinney, ESP Life Member, for eligible members to gain or enhance education or skills in any area of public policy/public issues. The scholarship is to provide financial assistance to attend a public policy / public issues professional conference or meeting, or to take formal coursework toward an advanced degree in a public policy/issue area. One $500 scholarship will be awarded annually. Criteria: • ESP members whose dues are paid for the current year (by February 1) and who have not previously received this scholarship are eligible. *Judging criteria: Criteria Score Specific goals/objectives defending rational to receive the scholarship 35 points Describe the potential benefit of the education to applicant and to the chapter 40 points Previous and current involvement in leadership/public issues in ESP and through other opportunities pertaining to Public Issues 25 points Total Points 100 points Updated October 2014 Page 41 of 247 Updated October 2014 Page 42 of 247 ESP PUBLIC ISSUES LEADERSHIP DEVELOPMENT CONFERENCE SCHOLARSHIP (PILD) Deadline: December 1 Purpose: • • • Epsilon Sigma Phi, through the ESP Development Fund, has established this scholarship for eligible members to attend the Public Issues Leadership Development National Conference (PILD) in order to become informed about and develop skills in responding to public issues and legislative matters affecting Extension programs and personal needs. The scholarship is to be used to defray the cost of attending the Public Issues Leadership Development Conference. Four scholarships of $600.00 each will be awarded annually. Criteria: • • • ESP members whose dues are paid for the current year (by February 1) and who have not previously attended the Public Issues/Leadership Development Conference are eligible. Recipients must agree to attend the entire conference, including specific ESP events. Judging criteria: Criteria Score Specific goals and objectives defending rationale participation in PILD 35 points Descriptive explanation of benefit of PILD to applicant and chapter 40 points Previous and current involvement in leadership and public issues in ESP and through other opportunities pertaining to Public Issues 25 points Total Points 100 points Application Submission: • • • • Complete the ESP Public Issues Leadership Development Application Form. Application is limited to two pages. Statements of support are required from Chapter President, verifying nonattendance at a previous PILD conference sponsored by JCEP, and Director of Extension or their designees. Submit online application and statements of support no later than December 1. Selection Process: Updated October 2014 Page 43 of 247 • • • Regional representation will be considered; however, discretion will be used depending on the number and quality of applications. The Scholarships, Grants and Recognition Committee will submit selection recommendations to the National ESP Board for consideration. Decisions will be announced by the National ESP President in January. Reimbursement Procedure: Upon completion of the conference, the scholarship recipient will forward to the ESP Executive Director: • • • Request for scholarship payment using online form. Financial statement including receipts showing payment for registration fees, travel, lodging, etc. Brief report for possible use in ESP Connection Newsletter Questions: Contact the National ESP Scholarships, Grants and Recognition Committee Chair. ESP PROFESSIONAL DEVELOPMENT GRANT PROGRAM Deadlines: Complete online application by December 1. (Additional March 1 or May 1 calls for applications may be made pending funding and board approval.) Purpose: The purpose of the Epsilon Sigma Phi Professional Development Grant (mini-grant) is to stimulate development of Extension professionals. Grants will be awarded to interdisciplinary teams to plan and conduct a project with an appeal to a broad audience of Extension professionals. Through the ESP Development Fund, funding for at least four $1,000 grants is available annually and will be awarded through a competitive process. Professional Development Grant Expectations: • • • • • • The project must be submitted by an interdisciplinary team. (Fifty percent of persons on the project planning teams must be ESP members with dues paid for the current year, if applicable) The project should address professional development of Extension personnel. The project should be such that it can be replicated by other ESP chapters. Budget should be a total budget including all funds for the project. The budget should specifically address how ESP funds would be used. The completed Professional Development Grant Application must include statements of support from the Chapter President and the Extension Director or their designees. The projects are to be completed one year from the date funding is announced. Updated October 2014 Page 44 of 247 • • • • Funds must be requested no later than six months following notification of funding and if not used, returned to the National ESP Office by the end of the following six months. A summary of the project with outcomes/results (for possible inclusion in the ESP Connection newsletter) and a financial report must be submitted to the National ESP Office by February 1 following the year in which the project was completed. Failure to submit this report will necessitate reimbursement to ESP by the chapter. In addition, the chapter will not be eligible for another grant until the report and/or funds are returned. A concurrent session presentation or poster exhibit at the National ESP Conference is encouraged. Application Requirements: A completed Application includes the following: • • Complete the Professional Development Grant Application Form which includes the following: o Chapter o Region o Name and contact information for project leader o List of project team members, titles, and program areas/areas of expertise o Begin and end date of project o Has chapter previously received a grant? If yes, when? o Project title o Project description (250 words) o Justification for project (150 words) o Project objectives (250 words) o Expected results and outcomes (250Words) o Implementation Plans o How project could be replicated by other chapters o Evaluation plans o Budget and total dollars requested Provide Statements of Support from: * Chapter President or executive committee member * Extension Director or designee Professional Development Grant Scorecard: (to be used by SGR Committee in evaluation) (Items 1,2 and 3 must be yes to be funded) Criteria Score 1. Interdisciplinary team and 50% of team are ESP members (yes or no) Updated October 2014 Page 45 of 247 2. Does the project have potential for replication in other states (yes or no) 3. Project addressing professional development needs of a grand audience of Extension Employees? (yes or no) 4. Project justification, issues, description and objectives clearly outlined - (05pts) 5. Implementation plan clearly described - (0-5pts) 6. Evaluation plan and anticipated outcomes are well outlined - (0-5pts) 7. Budget request is justified and appropriate - (0-5pts) 8. Innovative Project - (0-5pts) Selection Process: • • • • • • The Scholarship, Grants and Recognition Committee provides recommendations to the National ESP Board for consideration. Grants are awarded regardless of regions. Decisions will be announced by the ESP National Office. Resources available: Link to a packet of information about Professional Development Grants from a concurrent session at the 2013 Galaxy IV conference. ESP Connection Newsletter articles about funded projects: o May/June 2013, p.4 o March/April 2013, p.7 Questions: Contact the National ESP Scholarships, Grants and Recognition Committee Chair. EPSILON SIGMA PHI RECOGNITION PROGRAM National Recognition Categories: • • • • • • • • • • National Distinguished Service Ruby Recognition National Friend of Extension Recognition National Distinguished Service Recognition National Administrative Leadership Recognition National Diversity/Multicultural Recognition (Individual and Team) National Mid-Career Service Recognition National Early Career Recognition National International Service Recognition National Team Recognition National Continued Excellence Recognition Updated October 2014 Page 46 of 247 • National Visionary Leadership Recognition Chapter Recognition Categories: • • • • • • • • • • • • • Chapter Distinguished Service Recognition Chapter Friend of Extension Recognition Chapter Administrative Leadership Recognition Chapter Diversity/Multicultural Recognition (Individual and Team) Chapter Mid-Career Service Recognition Chapter Early Career Service Recognition Chapter International Service Recognition Chapter Team Recognition Chapter Continued Excellence Recognition Chapter Meritorious Support Service Recognition (for support staff) Chapter Retiree Service Recognition Chapter Tenure Recognition Chapter Visionary Leadership Recognition Instructions for Chapters Submitting Nominations for National Recognition Deadline for submission of the National Recognition Nomination Submission Form and Statements of Support is March 1. Chapter use of the National Online System. Chapters are invited to use the online system that is also used for the recognition program at the regional and national level. The benefit of using the national system is that once an application is on file it will not need to be re-entered. When the online form is submitted there will be a copy of the completed form that will be emailed to the following: 1. The individual submitting the form (the email address of the individual is required). 2. The Chapter Recognition Chair (the email address of the chair is required). 3. The National ESP Office - this is addition to the file stored in the database. The trail of emails will allow 1) the individual to be assured their application was received, 2) chapters to use their copy of the email for evaluation to determine chapter recipients and 3) will alert the National ESP Office that an application has been submitted. The Chapter Recognition Contact or the Chapter's designee will submit the National Recognition Nomination Submission Form identifying chapter recognition recipients that the chapter is including as their representative for consideration for regional / national recognition in each of the award categories. Each nominee identified on the National Recognition Nomination form will have their recognition nomination / application submitted to the region for judging in that category. Updated October 2014 Page 47 of 247 In cases where the chapter chooses not to use the online system for chapter recognition nominations, in addition to completing National Recognition Nomination Submission Form, the chapter must first enter and submit the appropriate online form for each category in which the chapter has a nomination to be considered. When the Chapter Recognition Chair submits the National Recognition Nomination Submission Form the National Office receives the form and verifies that dues are paid by each nominee. The National Office then formats and forwards the recognition application forms which have been stored in the recognition database to chapters in the appropriate region for balloting to select the regional / national recognition recipients. If the Chapter does not submit their National Recognition Nomination Submission Form by the March 1 deadline their Chapter Recognition winners cannot be identified in the recognition database and consequently will not be included in Regional Competition. Nominations not submitted using the online nomination form will not be considered for national / regional recognition. Distinguished Service Ruby Recognition When the online form is submitted there will be a copy of the completed form that will be emailed to the following: 1. The individual submitting the form (the email address of the individual is required). 2. The Chapter Recognition Chair (the email address of the chair is required). 3. The National ESP Office - this is addition to the file stored in the database. Nominations for Distinguished Service Ruby Recognition are submitted using the form by selecting the Applications / Reports Tab then Recognition Awards Application and finally, the National/Regional Recognition tab. The summary information included on the nomination form of nominees selected for national recognition will be used for the recognition presentation and for the recognition booklet. National Friend of Extension Nominations National Friend of Extension Nominations must be submitted selecting the form found under the Applications / Reports Tab then Recognition Awards Application and finally, the National / Regional Recognition tab. The summary information included on the nomination form of nominees selected for national recognition will be used for the recognition presentation and for the recognition booklet. Updated October 2014 Page 48 of 247 Nomination Document Guidelines for National Individual Recognition To be considered for national recognition, the nominee must meet all requirements for chapter recognition and be a current or previous recipient of the chapter recognition for which they are being considered (excluding Ruby recognition). Current National ESP Board members are not eligible. Chapters are encouraged to resubmit strong nominees during the following year if not selected. The document is submitted online at the ESP National website and must include: • • • • • • • • • Professional accomplishments: Achievements/honors related to Extension and/or area of responsibility. Authorship of books, bulletins, articles, speeches. Committees, task forces, study groups, etc. (state, regional, national). Special presentations at professional meetings and conferences. Special leadership positions held (state, regional, national). Contributions to professionalism through group and individual activities. Program accomplishments: Career highlights that explain clearly the professional and leadership role the candidate(s) has/have played in planning, implementing, and/or administering strong Extension policies, procedures, programs, and trends at the state, regional, national, and (when applicable) international levels. • Summary Statement of Support: • Concise, well- written, easy-to-read narrative summary statement (50-75 words) intended to place the nominee in a very positive light for the reader. This brief statement will be used in the Recognition Booklet for National Recognition Winners; it may also be used to announce the successful recognition applicants at the award event at the National Conference. • Friend of Extension Nominations: • General guidelines do not apply as directly to non-Extension persons. Concentrate on how the candidate uses expertise in a chosen field of work to enhance, broaden, and enrich Extension programs at the state, regional, and national levels. • A statement of support from the Director of Extension in the state of the chapter making the nomination must be submitted using the online form. NOMINATION GUIDELINES FOR NATIONAL TEAM RECOGNITION • • • A team is defined as two or more individuals. To be considered for national recognition, at least fifty percent of team members eligible for ESP membership must be members whose dues are paid for the previous year and the current year (by February 1). The nominees must meet all requirements for chapter recognition and be a current or previous recipient of the chapter recognition for which they are being considered. The document must include: Updated October 2014 Page 49 of 247 o Major issue(s) addressed o Resources involved: team members, volunteers, agencies/co-operators and funds, supplies or equipment utilized o Methods used: innovative or creative problem solving, educational or delivery methods, etc. o Results: who benefitted, what were the impacts, how did lives or communities change, what are the implications for future programs, etc.? o Narrative summary (50-75 words) clearly explaining the role that the team's program has played in preparing people and/or communities to deal with critical issues which address social, economic and/or environmental concerns. (Narrative can be in an outline format if that is most effective.) Updated October 2014 Page 50 of 247 Distinguished Service Ruby Recognition This is the most prestigious recognition presented by ESP and is designed to recognize truly outstanding thinking, performance, and leadership in Extension. It is understood that the recipient has made highly significant contributions on the state, regional, national, and (when applicable) international Extension scenes in a variety of ways and over a career that spans a lifetime. • • One nominee per chapter per year. One recognition annually to an ESP member whose dues are paid for the previous year and the current year (by February 1). • Gold ESP insignia pin, inset with ruby stone and one diamond per 10 years of service, and plaque presented to recipient during the National ESP Conference Recognition Event. • The recipient is responsible for travel and lodging at the conference. ESP encourages attendance at the entire conference. • The recipient will be responsible to provide an electronic photo and an article which is used to announce the winner. • The recipient gives the Ruby Lecture at the National ESP Conference. • The recipient will be expected to provide a transcript of the lecture to be posted on the website and entered into the archives. • The cost of the diamond insets is the responsibility of the sponsoring chapter. • The National Organization provides a registration to the conference and two banquet tickets. Friend of Extension Recognition: • • • • • • • • • This is the highest recognition presented by ESP to a non-Extension (lay) person, business or organization and is designed to recognize truly outstanding support and personal involvement in Extension efforts. One nominee per chapter per year. The National ESP Board, in addition, to chapters may also make nominations. Up to three recognitions annually. Scholarships, Grants and Recognition Committee reviews the nominations and makes recommendations to the National ESP Board for selection. Committee should strive to recognize recipients from various categories (elected officials, Extension volunteer/lay leaders, professional / business leaders, businesses / organizations) with no more than two recipients from any one category. The National ESP Board makes the final selection of recipients. A statement of support from the Director of Extension in the state of the chapter making the nomination must be submitted using the online form. General guidelines do not apply as directly to non-Extension persons. Concentrate on how the candidate uses expertise in a chosen field of work to enhance, broaden, and enrich Extension programs at the state, regional, and national levels. Updated October 2014 Page 51 of 247 Friend of Extension Award Guidelines (Chapter and National Friends Award) Categories 1. 2. 3. 4. Elected official Extension Volunteer/Lay Leader Professional/Business leader Businesses/Organizations Scope- 400 words maximum • • • Brief background of nominee Describe candidate’s Involvement with Extension Describe candidate’s personal efforts that support the Extension program Impact – 500 words maximum • • • Results of the major efforts on behalf of Extension Value of the contribution to those who benefited from the effort Describe the difference these efforts have made to the Extension program Director’s Letter of Support • • Describe the contributions the nominee has made to your Extension program Why you think the nominee is deserving of this recognition Judging Criteria Scope 40 Points Impact 40 Points Director's Letter of Support 20 Points Total Points 100 Points Distinguished Service Recognition (Chapter) • • Designed to pay the highest chapter tribute to an experienced Extension professional who has consistently exhibited continuing leadership and excellence in Extension program planning, delivery, evaluation, in program and/or administration over a career of 20 or more years. Data supporting measurable impacts of the candidate's work in meeting needs of clientele will strengthen the nomination. National guidelines allow each ESP chapter to present one recognition for each 150 members, or fraction thereof, for this achievement recognition each year to ESP members whose dues are paid for the previous year and the current year (by February 1). Updated October 2014 Page 52 of 247 • Specific criteria for nomination, balloting, and presentation at the chapter level are developed by each chapter. • All Chapter Distinguished Service recognition recipients who were selected between May 1 (previous calendar year) and April 30 (current calendar year) will be recognized during the National ESP Conference Recognition Event. • One Chapter Distinguished Service Recognition recipient to be considered for regional recognition must complete an online Distinguished Service Recognition Form that must be submitted to the ESP Executive Director by March 1 and must be included on the National Recognition Submission Form. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form ESP Supply Order Form. Distinguished Service Recognition (Regional) • • • • • • • Gives regional recognition to an experienced Extension professional who has consistently exhibited continuing leadership, initiative, and excellence in Extension program planning, delivery, evaluation in program or administration, on a state or regional level, over a career of 20 or more years. Data supporting measurable impacts of the candidate's work in meeting needs of clientele will strengthen the nomination. Nominee must be current or previous chapter recipient. Nominee must complete an online Distinguished Service Form and must be included on the National Recognition Submission Form to be considered. One nominee per chapter per year. One recognition per region per year to ESP members whose dues are paid for the previous year and the current year (by February 1). Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. The recognition is presented to the regional recipients during the National ESP Conference Recognition Event. All members who were submitted for consideration as regional recipients will also be recognized. Continued Excellence Recognition (Chapter) • • • Gives recognition to an experienced Extension professional with more than twenty years of experience who has exhibited continued leadership, initiative, and excellence in Extension program planning, delivery, evaluation in program or administration, on a state, regional and/or national level in the years after receiving the state Distinguished Service recognition. Data supporting measurable impacts of the candidate's work in meeting the needs of clientele will strengthen the nomination. An Extension professional will become eligible for this recognition after five years of receiving the Chapter Distinguished Service recognition. National guidelines allow each ESP chapter to present one such recognition for each 150 members or fraction thereof, to ESP members whose dues are paid for the previous year and the current year (by February 1). Updated October 2014 Page 53 of 247 • Each chapter develops specific criteria for nomination process and recognition requirements. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order on the website. Continued Excellence Recognition (Regional) • • • • • • • Designed to recognize an experienced Extension professional with more than twenty years of experience who has exhibited continued leadership, initiative, and excellence in Extension program planning, delivery, evaluation in program or administration, on a state, regional or national level five years after receiving the chapter Distinguished Service recognition. Data supporting measurable impacts of the candidate's work in meeting needs of clientele will strengthen the nomination. One nominee per chapter per year. Nominees must complete an online Continued Excellence Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Nominee must be a current or previous chapter recipient. NOTE: The year the applicant received the chapter Distinguished Service recognition should be provided in the nomination document. One recognition per region per year to ESP members whose dues are paid for the previous year and the current year (by February 1). Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. The recognition is presented to the recipient during the National ESP Conference Recognition Event. Mid-Career Service Recognition (Chapter) • Designed to recognize an experienced Extension professional (with 10-20 years of service) that has exhibited continuing leadership and excellence in State Extension program planning, delivery, and evaluation in program and/or administration. • National guidelines allow each ESP chapter to present one such recognition for each 150 members, or fraction thereof, for this achievement recognition each year to ESP members whose dues are paid for the previous year and the current year (by February 1). • Specific criteria for nomination, balloting, and presentation are developed by each chapter. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Mid-Career Service Recognition (Regional) • Gives regional recognition to a mid-career professional who has shown outstanding competence in Extension program planning, delivery, and evaluation in nominee's Updated October 2014 Page 54 of 247 • • • • • • • subject matter area or in administration on a regional or state basis (10-20 years tenure). One nominee per chapter per year. Nominees must complete an online Mid-Career Service Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Nominee must be a current or previous chapter recipient and still be less than 20 years of service. One recognition per region per year to ESP members whose dues are paid for the previous year and the current year (by February 1). Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. Chapters vote for the nominee from their region. The recognition is presented to recipients during the National ESP Conference Recognition Event. Early Service Recognition (Chapter) • Designed to recognize the achievements of rising young professionals who have shown noteworthy enthusiasm, performance and accomplishment during their early Extension careers (less than 10 years) in program design and delivery. • National guidelines allow each ESP chapter to present one such recognition for each 150 members, or fraction thereof, for this achievement recognition each year to ESP members whose dues are paid for the previous year and the current year (by February 1). • Specific criteria for nomination, balloting, and presentation are developed by each chapter. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Early Career Recognition (Regional) • • • • • Gives regional recognition to an early career professional that has shown noteworthy enthusiasm, performance, and accomplishment during their early Extension career (less than 10 years) in program design and delivery. One nominee per chapter per year. Nominees must complete an online Early Career Service Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. Nominee must be a current or previous chapter recipient and still be less than 10 years of service. Updated October 2014 Page 55 of 247 • • One recognition per region per year to an ESP member whose dues are paid for the previous year and the current year (by February 1). The recognition is presented to recipients during the National ESP Conference Recognition Event. International Service Recognition (Chapter) • Available to ESP members who have contributed significantly to the development and/or expansion of an Extension program in another country or countries through in-state and/or overseas work. • National guidelines provide each chapter with the opportunity to present one such recognition for each 150 members, or fraction thereof, to ESP members whose dues are paid for the previous year and the current year (by February 1). • Specific criteria for nomination, balloting, and presentation are developed by each chapter. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. International Service Recognition (Regional) • • • • • • • • Gives regional recognition to Epsilon Sigma Phi members who have contributed significantly to the development and/or expansion of an Extension program in another country or countries through in-state and/or overseas work. One nominee per chapter per year. Nominee must be current or previous chapter recipient. One recognition per region per year to an ESP member whose dues are paid for the previous year and the current year (by February 1). Nominees must complete an online International Service Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. Personal and professional performance (as suggested in the Guidelines) do apply, but of greater importance for this recognition is noteworthy contributions to a recognized international program, and might include references to teaching/training foreign students in the U.S. about Extension; providing technical assistance in a cooperating/host country; implementing new ideas and/or research in a host country; assisting with programs in a host country; and showing demonstrated competence in program leadership in education. The recognition is presented to recipients during the National ESP Conference Recognition Event. Visionary Leadership Recognition (Chapter) Updated October 2014 Page 56 of 247 • Designed to recognize Extension professionals whose significant accomplishments have resulted in leading Extension forward in new directions. This person's visionary leadership enabled Extension to anticipate a significant new opportunity and developed support to implement program organizational changes necessary to achieve success. • National guidelines allow each ESP chapter to present one such recognition for each 150 members, or fraction thereof, to ESP members whose dues are paid for the current year (by February 1). • Each chapter develops specific criterion for nomination, balloting and presentation. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Visionary Leadership Recognition (Regional) • • • • • • • Designed to recognize Extension professionals whose significant accomplishments have resulted in leading Extension forward in new directions. This person’s visionary leadership has enabled Extension to anticipate a significant new opportunity and developed support to implement program/organizational changes necessary to achieve success. One nomination per chapter per year. Nominee must be a current or previous chapter recipient. Nominees must complete an online Visionary Leadership Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. One recognition per region per year to ESP members whose dues are paid for the previous year and the current year (by February 1). The recognition is presented to the recipient during the National ESP Conference Recognition Event. Administrative Leadership Recognition (Chapter) • • • Recognizes an Extension Professional who has shown noteworthy administrative enthusiasm, performance, and accomplishment during their Extension careers (10 years or more). Administrative leadership may be at county, regional, chapter, program, department, or national level. Documentation of the candidate's work in meeting the needs and furthering the efforts of supervised faculty, staff and/or program should be primary in this recognition. National guidelines allow each ESP chapter to present one such recognition for each 150 members, or fraction thereof, to ESP members whose dues are paid for the previous year and the current year (by February 1). Specific criteria for nomination, balloting, and presentation are developed by each chapter. Updated October 2014 Page 57 of 247 • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the National ESP Executive Director using the ESP Supply Order Form. Administrative Leadership Recognition (Regional) • • • • • • • Gives regional recognition to an Extension Professional who has primary administrative leadership for county, regional, state, or program areas and who have shown noteworthy administrative enthusiasm, performance, and accomplishment during their Extension careers (10 years or more). One nominee per chapter per year. Nominees must complete an online Administrative Leadership Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. Nominee must be a current or previous chapter recipient. One recognition per region per year to ESP members whose dues are paid for the previous year and the current year (by February 1). The recognition is presented to recipients during the National ESP Conference Recognition Event. Team Recognition (Chapter) • Designed to recognize outstanding efforts of Extension staff teams (two or more individuals) for responding to and incorporating into a specific educational program one or more critical issues. Critical issues may be defined by local, regional, state or national need. • National guidelines provide each chapter with the opportunity to recognize one team each year. • At least 50% of team members eligible for ESP membership must be members whose dues are paid for the previous year and the current year (by February 1). • Specific criteria for nomination, balloting, and presentation are developed by each chapter. In addition, the guidelines for the Regional Team Recognition nominations should be helpful in this process. • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Team Recognition (Regional) • • • Designed to recognize outstanding efforts of Extension staff teams (two or more individuals) for responding to and incorporating into a specific educational program one or more critical issues. Critical issues may be defined by local, regional, state or national need. Preference is given to multi-disciplinary teams. Each Chapter may nominate one team annually. Updated October 2014 Page 58 of 247 • • • • • • Team nominee must be current or previous chapter recipient. Nominees must complete an online Distinguished Team Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. At least 50% of team members eligible for ESP membership must be members whose dues are paid for the previous year and the current year (by February 1). One team will be recognized per region per year. The recognition is presented to recipients during the National ESP Conference Recognition Event. Diversity/Multicultural - Individual and Team Recognition (Chapter) • • • • • • • • • • Acknowledges outstanding efforts and accomplishments in developing, achieving and sustaining Extension programs and/or audiences in our diverse and multicultural society. Diversity refers to the fact that our community, both locally and nationally, is comprised of many individuals, each having unique attributes based on a variety of social, physical, and cultural characteristics. Multiculturalism is a philosophy that recognizes, accepts, and integrates the contributions and achievements of all people into the social and economic fabric of the community in which they exist. Multiculturalism requires an understanding of and respect for the historical bases of the belief systems and traditions of various groups to develop their members socially, emotionally, spiritually, intellectually, and physically. Nominations should show understanding, valuing and celebrating differences among people relative to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status and sexual orientation (List is not all- inclusive and not limited to those mentioned.) One team (two or more individuals) and one individual recognition per chapter per year may be recognized annually. A team or individual may submit applications. The team nomination should include all staff (full- time and part-time academic professional and classified) that had a primary role in planning, developing, implementing, and evaluating the program. The diversity/multicultural program must have been implemented in the past three years. At least 50% of team members eligible for ESP membership must be ESP members whose dues are paid for the previous year and the current year (by February 1). Criteria: Judging Criteria: o Program description addresses significant diversity/multicultural issues for a period of at least one year. o Makes innovative efforts to attract and reach diverse and/or multicultural audiences. Updated October 2014 Page 59 of 247 o o o o Demonstrates collaborative efforts. Utilizes creative and unique strategies to market or publicize the program to reach diverse and/or targeted audiences. Makes efforts above and beyond affirmative action program requirements. Demonstrates potential for replication by others. Program description using the above criteria 60 points Accomplishments / Evaluation 25 points Future Implications 15 points Total Points 100 points • An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the National ESP Office with a ESP Supply Order Form. Diversity/Multicultural - Individual and Team Recognition (Regional) • • • • • • • • • Acknowledges outstanding efforts and accomplishments of an individual or team (two or more individuals) whose innovative programming reinforces Extension's commitment to achieving diversity/multicultural programming within audiences and the organization. Diversity refers to the fact that our community, both locally and nationally, is comprised of many individuals, each having unique attributes based on a variety of social, physical, and cultural characteristics. Multiculturalism is a philosophy that recognizes, accepts, and integrates the contributions and achievements of all people into the social and economic fabric of the community in which they exist. Multiculturalism requires an understanding of and respect for the historical bases of the belief systems and traditions of various groups to develop their members socially, emotionally, spiritually, intellectually, and physically. Nominations should show understanding, valuing and celebrating differences among people relative to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status and sexual orientation (list is not all- inclusive and not limited to those mentioned.) One team and one individual recognition per region per year. Nominee must be current or previous chapter recipient. A team or individual may submit a nomination. Nominees must complete an online Diversity Multicultural Individual or Team Recognition Form and must be included on the Chapters National Recognition Submission Form. Both must be submitted by March 1. Chapters cast a single vote for the nominees from their region, votes will be weighted based on the number of delegates the chapter has for the National Council Meeting. Updated October 2014 Page 60 of 247 • • • • • The diversity/multicultural program must have been implemented in the past three years. At least 50% of team members eligible for ESP membership must be ESP members whose dues are paid for the previous year and the current year (by February 1). The recognition is presented to recipients during the National ESP Conference Recognition Event. Criteria: o Program description addresses significant diversity/multicultural issues for a period of at least one year. o Makes innovative effort to attract and reach diverse and/or multicultural audiences. o Demonstrates collaborative efforts. o Utilizes creative and unique strategies to market or publicize the program to reach diverse and/or multicultural audiences. o Makes effort above and beyond affirmative action program requirements. o Demonstrates potential for replication by others. Judging Criteria: Program description using the above criteria 60 points Accomplishments / Results 25 points Future implications 15 points Total Points 100 points Meritorious Support Service Recognition (Chapter) • • • • This nationally authorized recognition is designed to pay tribute to the many staff in our system that, over time, have shown support for the mission, program, and professional staff of Cooperative Extension. Such persons include secretaries, program assistants, camp directors, motor pool managers, public distribution clerks, print shop operators, budget analysts, computer operators and others. Since each Chapter designs the specific criteria for this recognition, there is considerable flexibility in how a Chapter uses this recognition. National guidelines allow each Epsilon Sigma Phi chapter to present several recognitions each year. Specific criteria for nomination, balloting, and presentation are developed by each chapter. An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Retiree Service Recognition (Chapter) Updated October 2014 Page 61 of 247 • • • • Designed to recognize continuing contributions and outstanding service by retired Extension professionals. National guidelines provide each chapter with the opportunity to present one Retiree Service Recognition annually. The process for nominations and selections are to be developed by each chapter. An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. 25 Year Tenure Recognition - Chapter • • • • Epsilon Sigma Phi chapters have recognized tenure levels for Extension professionals for many years. The 25-year milestone has been almost universally spotlighted, and has been sanctioned by the National ESP Board as one worthy of certificate recognition. This recognition is for 25 years of Extension service (not to include other governmental (Civil Service) employment and military service time, as do the USDA tenure recognition also available to Chapter Extension employees). National guidelines allow each Epsilon Sigma Phi chapter to nominate as many candidates as who qualify for this tenure level each year. Recipients must be current ESP members whose dues are paid for the previous year and the current year (by February 1). An editable/ printable Chapter Recognition Certificate can be prepared and signed by chapter leadership. ESP certificate seals are available for purchase from the ESP Executive Director using the ESP Supply Order Form. Updated October 2014 Page 62 of 247 Updated October 2014 Page 63 of 247 Epsilon Sigma Phi Handbook SECTION E Membership Recruitment and Retention Updated October 2014 Page 64 of 247 Introduction and Purpose “Members are hard to get, but easy to lose!” Members are important and essential to the life of any organization and especially so to Epsilon Sigma Phi. Epsilon Sigma Phi has much to offer Extension professionals. Epsilon Sigma Phi plays an equal role with the other professional Extension Associations (National Association of County Agricultural Agents (NACAA), National Association of Extension 4-H Agents (NAE4-HA), Association of Natural Resource Extension Professionals (ANREP), National Extension Association of Family & Consumer Science (NEAFCS), and the National Association of Community Development Extension Professionals (NACDEP). Epsilon Sigma Phi is an equal partner in the Joint Council of Extension Professionals (JCEP), and this affiliation enhances joint efforts. Epsilon Sigma Phi is a professional organization dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional. ESP leads the Extension System in promoting and supporting professionalism in Extension. Epsilon Sigma Phi’s National Membership Recruitment and Retention Committee and National Chapter Relations Committee both focus on strengthening ESP Chapters and members. At the national level the Membership Recruitment and Retention Committee assists Chapters with recruiting, retaining, and involving all eligible Extension personnel. Additionally the Membership Recruitment and Retention Committee promote effective working relationships and a spirit of fellowship among Epsilon Sigma Phi members and all Extension faculties. Specifically the National Membership Recruitment and Retention Committee has the following responsibilities: • • • • • • • • Review national membership guidelines to ensure that they adequately reflect membership potential. Have each chapter designate a membership recruitment and retention committee or representative in order for communication to flow directly from the National Membership Recruitment and Retention Committee. Assist chapter membership recruitment and retention committee or representative by providing techniques for member involvement, including retirees. Provide access to Membership Recruitment and Retention Materials on the home page of the ESP Web site. Communicate directly with local, state, and national Extension administration regarding Epsilon Sigma Phi activities and accomplishments in order to gain and keep their support. Develop and maintain a membership recruitment and retention program. Keep all membership recruitment and retention brochures current. Develop and implement a program to inform the public of the issues/programs of Epsilon Sigma Phi and Extension. Updated October 2014 Page 65 of 247 • • • • • • • • • Plan and develop a recruitment and retention concurrent session for the National ESP Conference. Judge the Achievement in Chapter Membership entries. Recognition at the National ESP Conference of chapters who maintain or exceed membership levels shall be at the discretion of the Membership Recruitment and Retention Committee. Develop other materials (such as displays, PowerPoint presentations, etc.) to promote Epsilon Sigma Phi and attract and retain members. Provide articles to chapter membership recruitment and retention committee or representative for use in chapter newsletter. Develop a plan for accomplishing the committee purposes and submit to National Board. Submit mid-year and annual reports to the National Board. Prepare an article for each issue of the Epsilon Sigma Phi Newsletter. Carry out any other responsibilities assigned by the ESP National Board. Where appropriate coordinating work with the Chapter Relations Committee The Membership Recruitment and Retention Committee is Chaired by the ESP National Past President. Membership on the committee consists of two ESP members from each of the four regions of the country. THE CHAPTER MEMBERSHIP RETENTION AND RECRUITMENT CHAIR The Membership Recruitment and Retention Chair holds an extremely important position. Qualities of an effective Membership Recruitment and Retention Chair include being: • • • • • Knowledgeable about Epsilon Sigma Phi (purposes, dues, delinquency of dues, etc.), Enthusiastic, committed, dedicated, and innovative, Able to carry through on responsibilities and objectives, Able to set goals and achieve those goals (ex: increase/maintain membership by "x"), and Able to involve and motivate others. Membership Recruitment and Retention Committee Chairs and their committee members are special individuals who have the desire and commitment to reach membership committee and chapter goals regarding member recruitment and retention. Suggested goals for the chairperson are: Review your chapter’s membership recruitment and retention efforts using the score card located in Appendix B of this section. • • • • Set membership goal each year (ex: increase membership by "x" %) Involve members in productive Epsilon Sigma Phi work Encourage active involvement in Chapter activities Build an informed, participating membership, familiar with the objectives, policies and program of National Epsilon Sigma Phi (this could include a membership packet or a chapter handbook) Updated October 2014 Page 66 of 247 • Work with chapter leadership to submit Chapter of Merit and Achievement in Chapter Membership annual recognitions to the ESP national office. These forms are found under the Forms Tab and then under the Chapter Reports Tab Success of any goal and/or objective is measured by the ability to transform that/those plan(s) into action and achieve results! However, the Membership Chair is not totally responsible for the success of the chapter since each officer/National Board member and member also carry responsibilities in this area. ALL ABOUT EPSILON SIGMA PHI The Cooperative Extension Professionals’ Organization Epsilon Sigma Phi, the Cooperative Extension Professionals’ Organization, began in Bozeman, Montana, in 1927, and was incorporated May 22, 1930. (Refer to the Constitution, Bylaws, Standing Rules and Policies.) Purpose (Article III): The purpose of this association shall be exclusively charitable and educational within the meaning of section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). This purpose includes, but is not limited to recognizing excellence in the Cooperative Extension community; providing opportunity for networking, fellowship, and collaborative efforts; fostering leadership development through mentoring Cooperative Extension professionals in the philosophy and professional practice of Cooperative Extension education; and facilitating professional development. Types of Membership (Article IV): Epsilon Sigma Phi is an equal opportunity/affirmative action professional organization. Epsilon Sigma Phi is committed to the active involvement of all its members regardless of race, color, sex, age, religion, national origin, disability, or veteran status. Epsilon Sigma Phi values and seeks a diverse membership. • • • Section 1. ANNUAL MEMBER. An Extension professional (currently employed by or retired from an entity of the Cooperative Extension System) who has exhibited excellence in programming and leadership. Members continue to provide leadership and excellence in Extension programming throughout their career and during retirement. Section 2. MEMBER-AT-LARGE: An individual meeting the above qualifications, but located where there is no affiliated chapter, may pay annual dues directly to the National Executive Director of ESP and become a member-at-large, with all the rights and privileges of an active member. Section 3. LIFE MEMBER: Members, who are retired from the Cooperative Extension System, may obtain a paid-up life membership by paying an amount equal to five times the annual dues at the time of the purchase of paid-up life membership. These members hold equal rights and privileges to those paying annual dues. Updated October 2014 Page 67 of 247 • • • Section 4. TRANSFER OF MEMBERSHIP: A member may transfer membership when the Executive Director receives notice from the Secretary of the chapter accepting the transfer. Section 5. CHAPTER INCORPORATION/AFFILIATION. The basic operating unit shall be a chapter within a state, territory, or similar geographic area. To establish a chapter, a group of extension professionals may petition the National Council. If approved, a chapter name will be assigned and a charter granted. Section 6. CHAPTER TERMINATION: A chapter's charter may be terminated by the National Council when the chapter does not support the purpose of Epsilon Sigma Phi, as set forth in Article III. Emblem: The original emblem of Epsilon Sigma Phi had a wall of Troy around the outside symbolizing the protection which the organization provides to its members. The "E" on the stem of the key signifies Extension. The Greek letters are interpreted to mean Extension System Veteran. The colors of the organization are green and ivory (cream). In 2008 a new emblem was developed and approved as the new emblem by the ESP National Council. The name Epsilon Sigma Phi and the logo type represent ESP as the organization for all Extension professionals. The logo, drawn without boundaries, is emblematic of an organization that welcomes members from all disciplines within the Extension System, as well as ESP's commitment to diversity in membership and ideas. The clean, bold appearance of the letters symbolizes the empowerment members’ gain from their membership the knowledge and skills we use to develop to our fullest potential. The letter P's unique key shape represents ESP as the key to members' professional excellence, professional development, leadership development, scholarship and opportunities for recognition. Green symbolizes our collective commitment to the disciplines in which we work: youth development; family and consumer sciences; community development; and agriculture and natural resources. Gold represents the value of our membership and the gold standard we set for ourselves whenever we recite the Extension Professionals' Creed. National Office: The National ESP Office is staffed by the Executive Director and necessary staff assistant(s). National Office Services: The National Office provides many services to the Epsilon Sigma Phi membership including: • • • Management of ESP National Conference. Supplies of brochures, award certificates, jewelry, name tags, banners, folders, member invitations, etc. Epsilon Sigma Phi Newsletter, ESP CONNECTION, is published six times a year and is posted on the ESP website. The Connection is mailed directly to all chapter members who do not have an email address three times per year. Normally the mailed editions focus on the upcoming Annual National Conferences, Recognition Recipients and the Conference highlights. Updated October 2014 Page 68 of 247 • • • Annual, Life and Past Member information are maintained in the Membership files maintained in computer database. Chapter member lists and mailing labels may be obtained upon request. Permanent and archival files which support chapter and National projects on the history of Cooperative Extension. Note: Check with Chapter President for various membership materials that are available for your use in working with membership in your Chapter. National Board: The National Board consists of nine (9) members: President President-Elect & Chair for Professional Development Second Vice President & Chair of Chapter Relations and Marketing Northeast Region Vice President Southern Region Vice President North Central Region Vice President Western Region Vice President Past President & Chair of Membership Recruitment and Retention Executive Director, a non-voting member of the National Board. The Scholarship, Grants and Recognition, Resource Development and Management, Global Relations and Public Issues Committees are represented on the National Board by the Regional Vice Presidents who serve as the Chair of these committees on a rotational basis. IDENTIFYING POTENTIAL NEW MEMBERS Identifying and recruiting, establishing, and maintaining a strong membership is important to the life of Epsilon Sigma Phi. How may potential members be identified? Your State Administration Office can help you identify professional Extension workers who qualify for membership. Check the National Constitution and Bylaws of Epsilon Sigma Phi regarding membership (see Article IV, MEMBERSHIP in Section N Governing Documents) as well as your own chapter Constitution and Bylaws. Some chapters have District Directors who can assist in identifying potential members. Enlist the support of your Chapter President in keeping your Extension Director informed about Epsilon Sigma Phi (nationally and your chapter). Be alert at ALL times for potential or prospective members--not just at the beginning of the membership year. When Extension employees from other states move into your area, a member of the committee should check if they are eligible for membership. If they are currently a member in another chapter, be sure to ask them if they would like to transfer, and get them transferred! This can be done by sending a message to the National Office identifying the state/chapter the person is transferring from. Include their new contact information. The National Office will make the change in the national database and notify the chapters regarding the transfer. Updated October 2014 Page 69 of 247 It is helpful to keep "future" or potential members--and all Extension professionals-informed about Epsilon Sigma Phi. So when these potential members become eligible, they will be knowledgeable and will want to join. Updated October 2014 Page 70 of 247 RECRUITING NEW ANNUAL AND LIFE MEMBERS Once future members have been identified, plan ways to reach and nurture them. FUTURE ANNUAL MEMBERS: • • • • • • • • • • • Nominate potential members to recognize their excellence in programming and/or leadership. Write a letter of invitation to join when eligible. Send it along with the printed Epsilon Sigma Phi invitation, explaining the purposes of Epsilon Sigma Phi and the advantages of belonging. Tell them about Epsilon Sigma Phi, your chapter (when you meet, where you meet, what kinds of programs you present and who your members are). List the benefits of being a member of your chapter. Provide a personal contact. Do a follow-up on your invitation! Assign a "mentor" for the year prior to eligibility. Invite them to attend your meetings so they have an opportunity to learn first-hand about Epsilon Sigma Phi, your chapter and its members. Write a letter of welcome when they join. Provide a membership packet, certificate, copy of the Extension Professionals' Creed, and/or books on Epsilon Sigma Phi upon joining. Assign a "mentor" to give support during the first year as a new member. Encourage experienced members to support and guide new members as they become involved in committee work, projects, etc. Initiate or officially welcome/introduce them at your next meeting. Spotlight new members. Do a write-up in your newsletter about each new member, and make it personal! FUTURE LIFE MEMBERS: • • • Communicate with them immediately upon their retirement and invite them to become Life Members. Follow up after 6-8 months if they did not join upon retirement. (Often this is a busy time and they may have just put the invitation aside.) Keep in touch with all retirees who are Life Members. Share information about chapter activities and get them involved (they have much to offer) and invite them to chapter meetings. ADDITIONAL MEMBERSHIP IDEAS Plan to launch a campaign/membership drive to collect dues and new memberships. This campaign should close so that dues can be submitted to the national organization by February 1 of each year. INVOLVE EVERYONE! Set goals and objectives early in the membership year and monitor progress. Evaluate your membership plans from time to time to determine your success rate. Think about: Updated October 2014 Page 71 of 247 • • • • • • • • • Potential Members - Have you invited them to your chapter meetings, discussed Epsilon Sigma Phi, appointed a mentor for that individual, and encouraged the "mentor" to keep in touch with the potential member throughout the year? Meetings - Do you provide name tags for meetings (helpful to newer members) and maintain a welcoming, courteous, and interested approach to EVERYONE? Committee Members - Have you offered assistance prior to meetings to show support and interest? Visibility - Have you developed newsletters and publicity about Epsilon Sigma Phi in newspapers, the Journal of Extension and University/College newspaper; published Epsilon Sigma Phi news in the Director's communication vehicle; publicized Award recipients; and continually marketed Epsilon Sigma Phi? Talking about the rich history of ESP and events such as the joint resolution by Congress designating the two arches in the USDA Building complex in Washington, D.C. as the Seaman A. Knapp (often called the Father of Extension work" and James Wilson (Secretary of USDA from 1893 - 1913) Memorial Arches can stimulate interest by members and non-members. Involve Current members - Do you ask for help in recruiting new members, publicizing Epsilon Sigma Phi and its benefits and becoming a mentor? Involve Executive Committee - Have you enlisted them to help set membership goals and give support to the Membership activities? List advantages of Epsilon Sigma Phi Membership - Do you take every opportunity to publicize awards, scholarships, professionalism, etc.? Explore ways/ideas that current members can contribute - Do you ask for support in publicizing Epsilon Sigma Phi, paying dues on time, marketing Epsilon Sigma Phi, and getting involved on committees? Follow-up - Do you follow-up with those who have not renewed their dues--the past year or former years? (Names are available from national membership database.) A Successful Chapter Membership Drive - A Case Study Although the “big push” of the annual membership drive is over, the work of your membership committee needs to continue year-round. A timeline, like the following one we use in Wisconsin, may help keep your work “on track” as you proceed through a busy and short year! 1. July - The president-elect recruits new committee members to serve three-year terms. One-third of committee members are new each year. 2. August - The Membership Chair calls the first Committee meeting of the year to: • • • • Set goals for the number of members who will renew or join for the first time. Decide how many potential members each committee member will personally contact, and how we will contact current members to renew. Identify a chair-elect, who will assume the committee chair role next July. Plan to recruit new members at events such as New Employee Orientation. We have a display and conduct a drawing for a free one-year membership. Updated October 2014 Page 72 of 247 3. October - The Chair or a member writes a letter of invitation and mails or e-mails it to all employees. 4. October - A member writes an article for the chapter newsletter, encouraging members to renew and to invite one colleague who does not belong to join. 5. November and January The Committee meets by conference call to: • • • • Assess fall membership recruitment and renewal results Identify additional new membership contacts that should be made, and who will make them. Plan new member initiation ceremony for the annual ESP Chapter meeting Plan for spring events at which you can recruit new members, such as New Employee Orientation. 6. March - The Chair prepares the budget request for the following year, and orders paperweights and certificates for new members. 7. April - The ESP Alpha Sigma chapter annual meeting is held as part of the Wisconsin Association of Extension Professionals conference. The Chair reports on Committee activities for the year to the entire membership. New members are initiated and the Chapter President welcomes them. 8. Summer - The Committee enjoys the fruits of its labor and rests for another busy year of membership recruitment and retention beginning in late August! Planning your membership recruitment efforts, and spacing out the work by having a committee that meets throughout the year, will maximize your chances for success. You might need to modify this timeline for the time of your annual meeting or other differences, but it will get you moving in the right direction! HOW TO RETAIN CHAPTER MEMBERS Once Extension professionals have become members: • • • • • • • • Communicate with them! (newsletters, e-mail, direct letters, face to face, blogs). Keep them informed of chapter activities! Get them involved! Keep them posted of advantages/benefits of belonging to Epsilon Sigma Phi. Let them know you are pleased they are a member. Keep your dues system organized, simple and efficient. Remind members of cost and due date. The National membership year is the calendar year, with the dues campaign beginning October 1st and running through February 1st. Dues will be accepted from October 1st through September 1st. When members pay dues, tell them you are pleased they are continuing as members. Work closely with your treasurer; communicate with each other! Spotlight members in newsletters. Updated October 2014 Page 73 of 247 • Helping to keep your chapter viable and dynamic will make potential members want to belong. (It also makes the Membership Chair's job easier!) Updated October 2014 Page 74 of 247 TIPS FOR KEEPING LIFE MEMBERS AN ACTIVE PART OF THE ESP CHAPTER AND/OR NATIONAL ORGANIZATION 1. Encourage life members to serve as committee members, officers, or chair committees, in the chapter and at the national level. While some members may choose not to be actively involved, others will be interested, but want to be asked. 2. Communicate among chapters successful concepts of doing things of specific interest to the retirees and the annual member nearing retirement for implementation in other chapters. The importance of this concept is to build relationships between Life Members and soon to retire faculty and staff as well as establish meaningful activities that appeal to Life Members as a way to keep them enthused and involved. 3. Provide workshops and/or activities especially for retirees to give them a reason to remain actively involved. Involve them in chapter projects (short term projects) which they can take the leadership for organizing and completing (not just routine functions, something worthwhile and where they can make a contribution such as: • • • • • • • • • Raising money for improving some aspect of Extension. Taking a leadership role in advocacy for Extension. Working on efforts to honor someone or group of people. An opportunity to see and talk to former colleagues. Providing training programs for active faculty and staff in mid-career as they prepare for retirement. Mentoring new Extension professionals. Providing service to others, either here at home or abroad such as Peace Corps, VISTA, or Global Volunteers, etc. A special fund raiser for a state wide need (one state raised money for a chapel), or scholarships, or conducting a special tour, or program. Chapters should provide financial assistance to cover costs of expenses in carrying out the task 4. Conduct a Life Member/Retiree track at the Chapter Annual Conference and National Conference. Potential topic offerings include estate planning, managing retirement, tips on using computer technology for the novice, health issues, nutritional information for seniors, physical activity for seniors, travel opportunities, housing opportunities, long term health care, retirement benefits or other subjects dealing with retirement, etc. 5. Provide some financial assistance to Life Members to encourage more participation at National meetings (this could be from Chapter funds or to advocate for financial assistance from state administration for those Life Members who are serving in leadership positions. Some ideas are: • • Explore ways of providing funding in addition to the ten scholarships already offered by National. Institute a "retiree of the year" award at the chapter level and compensate with a reduced rate for conference where they would receive recognition. Updated October 2014 Page 75 of 247 • • • Publish short news articles once or twice a year highlighting retiree activities at the chapter/regional/national level. Reserve a special place in the newsletters called "Retirees Corner" especially for these articles, or other retirees’ news. Maintain communication with retirees using e-mail or alternate method of communication. Publish and distribute state directory of all retirees (not just life members). Include name, address, phone number and e-mail address, if applicable. State directories could be filed at the National Office for reference purposes. Adapted by the 2007 Member Recruitment and Retention Committee, from the ESP LIFE MEMBER TASK FORCE FINAL REPORT, October 30, 2000. HOW NATIONAL MEMBERSHIP RECORDS ARE KEPT Computer Data File (the way records are currently kept): The membership database is kept on Microsoft Access. Each year a copy of the membership database is saved as an archive before a new copy is prepared for the upcoming year's membership campaign. The data file containing the current and past records is maintained as follows: • • • • • • • • • • All paid-up life members are maintained including current addresses and/or email addresses All members who have paid annual dues in the past five years are in the current database and are designated as active members New member data is added when membership chairs from the chapter enter the new member's information on the website. Members who have not paid dues in the last four years are changed to inactive prior to a new year’s membership campaign. Files have: Full name, ID number, complete address, e-mail address, state where initiated, membership state, state of residence, dues status and year of initiation. Files are updated for changes of name, address, dues payment and membership status at any time the National Office is advised a change is needed. All past members of ESP are maintained in the Member Database, but they are carried as inactive members. When a life or annual member dies, leaves the employment of Extension or retires their status is changed. Life Members or Annual Members who are identified as deceased will be included in the Memorial list for recognition at the National Conference. Life Members who have passed the 80th anniversary of their year of initiation will be moved to the Inactive status. Permanent/Historical Notebooks (the way records were recorded in the past): • ID Number Notebook - As new members were reported by a chapter, each person is assigned an ID number in numerical sequence. This listing shows: chapter, year of initiation, ID number, and name. Updated October 2014 Page 76 of 247 • • Chapter Notebook - As new members were reported, and recorded in the ID Notebook, the names of these persons are added to the Chapter Notebook for each appropriate state. The listings show: year of initiation, ID number, and name. Updating Notebook Records - As changes occur for a specific person (transfer to another chapter, active to life status, death, etc.), such changes were noted next to that name in each notebook. GUIDELINES FOR RE-ACTIVATING A CHAPTER Follow these guidelines for reactivating a chapter: • Involve the Vice President from the region where a chapter is re-activating, the Past President, and/or the President-Elect. • The person assigned should take on only one chapter at a time in this re-activation process. • Include Executive Director at the ESP National Office in all communication involving reactivation. Process and Procedures 1. Identify the Extension staff member who will be the initial contact person in the state with an inactive chapter. The person should have indicated an interest and desire to have the chapter re-established and must have the respect of administration and colleagues. 2. Send information about Epsilon Sigma Phi, including brochures, Constitution and Bylaws, together with an outline of the steps in the process to reactivate a chapter to the identified person. Also, within two or three months, make a telephone contact to determine the degree of interest and the next steps and strategy. 3. If resources are available, an on-site visit by an ESP National Board member or designated representative may be made within six months of the phone call. 4. An onsite visit should include: • • • • planning time with the contact person visit with the Extension Director planning time with a small group called together by the contact person (persons in this group should come from various staff categories), one or more life members and representatives of the other Extension professional associations. The meeting with the small group could be a breakfast or luncheon meeting. 5. An essential result of this visit is to reach a decision to move forward to re-activate, put the decision on hold, or drop the idea. 6. Assuming the decision reached is to move forward to re-activate the chapter, a second essential step during the on-site visit is to establish a Chapter Organization Committee and to agree on the committee chair and committee members. Updated October 2014 Page 77 of 247 7. The following topics provide preliminary discussion during an on-site visit. • • • • • • • • • The timing/date of organizational meeting. Who to invite to the organizational meeting. Review of National Handbook. Membership and dues requirements. Status of a constitution. Keeping Extension administration informed to maintain continued support. Officer and committee needs. The following resources can be requested from the Executive Director - brochures, past issues of the Epsilon Sigma Phi Newsletter, previous membership list, Chapter's charter if original has been lost. Benefits and programs of Epsilon Sigma Phi and how to develop a marketing strategy can be obtained from the ESP web site. 8. A monthly telephone contact will be made by a National Board member or mentoring chapter with the Chapter Organization Committee Chair to provide continued support and to discuss and refine plans for the organizational meeting. 9. Shortly after the organizational meeting: • • • make a telephone call to hear about results listen to frustrations determine the kinds of continued support that are most essential 10. Continue phone contacts every three or four months and if resources exist, offer a chapter visit by a National Board member or designated representative for the first annual meeting following reactivation. 11. Any requests for funding or other needs of support for chapter reactivation need to be brought to the Executive Director and ESP National Board. If funds are available they can be allocated. If not, the board will seek additional ways to support the chapter. Suggested steps to re-activate a chapter (for use by members of organizing/steering committee) 1. 2. 3. 4. 5. 6. 7. 8. Establish an organizing/steering committee--involve several life members. Request and obtain support of Extension administration. Draft a proposed structure--officers, committees, membership criteria, and dues. Draft a proposed program emphasis/focus for the first year-something with which prospective members will identify. Keep potential members informed. Call an organizational meeting and invite participation of potential members. At the organizational meeting, review and discuss the proposed structure and program emphasis; make a decision -- to re-activate or not. If affirmative, elect an interim executive committee and decide membership criteria and dues. The interim executive committee should: Updated October 2014 Page 78 of 247 a) b) c) d) e) Draft the constitution and bylaws. Recruit members. Recruit committee chairs. Make plans for an annual meeting. Invite National Board member or designated representative to attend/speak at the annual meeting. f) Invite National Board member or designated representative to meet with the Chapter Steering Committee and the Extension Director. At the annual meeting 1. 2. 3. 4. 5. 6. Discuss/approve constitution and bylaws. Elect officers. Introduce committee chairs and recruit committee members. Initiate new members and introduce life members. Discuss and approve annual chapter goals/objectives. Have presentation by National Board member or designated representative. Throughout the process, keep National Office informed so they can be helpful. Provide names, addresses, phone numbers of steering committee, interim executive committee, and elected officers so they receive appropriate communication. 2. Describe progress, problems, and questions. 3. Submit names and addresses of members when known, so they can be entered into the computer file and receive communication from the National Office. 1. GUIDELINES FOR SUPPORTING "AT-RISK" CHAPTERS The following guidelines should be used. An "at-risk" chapter will have several of the following circumstances as part of their situation. • • • • • • Dues not collected at the chapter level and non-payment of National dues. Chapter officers not performing their roles and providing leadership. Annual meeting not held on a regular basis. Few or no new members initiated for several consecutive years. No chapter delegates at Regional Workshops or National Meetings for several consecutive years. One or more of the national Extension professional associations also in an "at-risk" status. The support plan is as follows: Updated October 2014 Page 79 of 247 Chapters will be assessed annually by National Office and Regional Vice President. Identified "at-risk" chapters in each region will be provided the opportunity for support through mentorship with a “healthy” chapter. The Regional Vice President from the same region as the "at-risk" chapter, PresidentElect, or Past President will provide support leadership for each of the chapters identified. It is best if one person take the responsibility for only one (1) "at-risk" chapter. If money is available, Epsilon Sigma Phi may pay travel expenses of National Board member for one chapter visit, depending upon the agreement with the chapter. If any of the other national Extension professional associations are also in an "at-risk" status, planning will include working with and coordinating efforts with the national officers of that association. Telephone contact will be made with the chapter officer who has demonstrated the most continuing interest, to offer the support of the National Board. If the response to the offer is positive, initial steps will be identified during the phone conversation and the agreed upon plans documented in a follow-up letter. An on-site visit may be an essential part of the support plan and the following are all possible aspects of the visit. • • • • • • • • A meeting with a small group (4-7 people including current officers, recent officers, and others, including life members who appear to have a strong commitment to Epsilon Sigma Phi) to assess the situation, to identify priority concerns, and to develop a strategy and plan. Meet with one or several Extension administrators to apprise them of the situation and the emerging plans and to request their support. Identification of an interim chapter leadership group and agreement reached on who's going to do what. From this group, agreement reached on the person who will be the liaison with the designated National ESP Officer. A breakfast, luncheon, or an afternoon coffee reception should be held to which other interested people would be invited, to inform and to develop further commitment to the plan. Monthly telephone contact will be maintained with the chapter liaison person to provide support and to help the chapter leaders deal with any emerging concern. National ESP Office staff should be kept informed in order that they can be as supportive and helpful as possible. As the chapter leaders make plans for an annual meeting, a National ESP Board member or designated representative could be invited, if it appears this personal touch would really help to make a difference and travel money is available. Any requests for funding or other needs of support for chapter reactivation need to be brought to the National ESP Executive Director and National ESP Board. If funds are available they can be allocated. If not, the board will seek additional ways to support the chapter. Updated October 2014 Page 80 of 247 SUMMARY The section was prepared to share ideas and give suggestions. Hopefully this information can be adapted to meet the needs of your own chapter. Included are ideas and suggestions which can be used to develop a workable model for each chapter. We wish you great success in your goal of recruiting new members and retaining current members, as well as involving newly retired Extension professionals as Life Members. Please feel free to contact the National Membership Recruitment and Retention Committee for assistance or to share ideas. The current National Membership Recruitment and Retention Committee Member Listing is located on the ESP National Web Site. It can be found under the "For More Information On" menu under the current year's committee information. We express appreciation to the many chapters who shared the important and successful ideas that are working for them. Remember the words of Seaman A. Knapp, the Father of Extension work: "What a man hears, he may doubt: What he sees, he may possibly doubt; But what he does himself, he cannot doubt." Updated October 2014 Page 81 of 247 Updated October 2014 Page 82 of 247 Epsilon Sigma Phi Handbook SECTION F PROFESSIONAL DEVELOPMENT Updated October 2014 Page 83 of 247 PROFESSIONAL DEVELOPMENT COMMITTEE Purpose: To promote professional excellence, personal development and leadership development among Extension personnel. Responsibilities: • • • • • • • • • • • • • • • • Make suggestions to the National Board for the general theme and professional development opportunities at the National ESP Conference. Solicit proposals for concurrent session, poster and ESP committee sponsored presentations to be given at the National ESP Conference. Evaluate concurrent session and poster session proposals through a blind review. Recommend the proposed sessions and presenters to the National ESP Board for approval. After approval, notify applicants of the results of the review. Implement the professional development program at the National ESP Conference in close coordination with the National ESP Board, National Executive Director, and Local Arrangements Committee. Provide a copy of the proposals and abstracts to the National ESP Office for posting on the ESP website. Provide for collection and summarization of evaluation data from National ESP Conference. Design additional professional development opportunities, for example, Emerging Leadership Seminar and Pre-Conference Workshop. Promote and foster professional improvement through collaboration with professional organizations to which Extension personnel belong. Provide leadership for mentoring activities conducted through Epsilon Sigma Phi. Have each chapter designate a Professional Development Committee or contact person in order for communication to flow directly from the National ESP Professional Development Committee. Develop a plan for accomplishing the committee purposes and submit to the National ESP Board. Submit mid-year and annual reports to the National ESP Board and the National ESP Office. Prepare at least one article for each issue of the Epsilon Sigma Phi Newsletter. Carry out other responsibilities assigned by the National ESP Board. Work with sub-committees to provide appropriate distance learning professional development opportunities. JCEP LEADERSHIP CONFERENCE (JCEP - Joint Council of Extension Professionals) PURPOSE--OBJECTIVES Updated October 2014 Page 84 of 247 1. To orient State Presidents/Contacts, State President-elects and other interested Chapter Members on the structure, procedures, policies, dates, member benefits, etc., of ESP. 2. To allow Regional Vice Presidents to become acquainted with State Presidents, officers and potential chapter leadership. 3. To provide assistance to chapter leadership in their role and to develop good relationships within each of the regions. 4. In most years ESP includes special training for one of the officers or committees. 5. To update state leadership on work done by ESP National Committees and to promote the ESP National Conference. 6. To provide Chapter Reports from each chapter which will server to share the successes and failures as well as the activities being done by chapters across the country 7. To respond to concerns and ideas voiced by chapters and their membership. 8. To exchange ideas about developing and maintaining strong State Chapters. 9. To make recommendations to National ESP Board about the concerns within the regions. WHO ATTENDS All ESP members are invited and encouraged to attend but the following are a minimum representation from a chapter: * Chapter Presidents (or appointed state representatives). * Chapter President-elects In addition to chapter participation, the National Board is represented by the four Regional Vice Presidents and the National ESP President-elect. MEETING LOCATION/LENGTH The meeting site will rotate to different locations to provide an opportunity for members across the country to attend using major travel hubs to help keep travel costs lower. The workshop is usually 2 1/2 days in length and held in February or early March of each year. One day is usually focused on a joint professional and/or leadership development session in conjunction with the JCEP member organizations. The remaining time is devoted to ESP professional and leadership development for those attending. FUNDS SUPPORT The National ESP Budget provides the following reimbursements for board members and chapters attending the JCEP workshop: Updated October 2014 Page 85 of 247 1. The Official Representative of the National Organization - will be the ESP National President-elect. 2. Regional Vice Presidents will attend to work with representatives from their respective regions during the conference. 3. One $300 travel stipend per chapter to reimburse a portion of the expenses required to attend the conference. Items eligible to be reimbursed include: Registration fee; Lodging; Travel including plane tickets, mileage, shuttles and airport parking; and meals. 4. To receive a reimbursement a request for reimbursement must be filed with the National ESP Office within 30 days after the conclusion of the conference. Receipts must be provided for expenses beyond the registration fee. Receipts can be scanned and attached to the electronic form. The only receipts needed will be those up to the $300 limit. The request for reimbursement will be found on the ESP website under the Chapter Reports item under the Applications / Reports Tab then select the Reimbursement Tab. PRESIDENTS SHOULD BRING TO WORKSHOP: • • • Concerns or Issues from your chapter Chapter Report (must be filed electronically on National ESP website by February 1st) Willingness to share and network with other chapter leaders AGENDA TOPICS 1. Updated communication from the National ESP Organization provided by ESP National President-elect or representative. 2. Chapter issues shared discussions of past and future ESP National Conferences including: o o o o o o o o o o Promotion of upcoming National Conference Planning input for upcoming regional meeting at the National Conference Review the National Conference schedule. Reminders of recognition deadlines and committee updates. Review ESP Handbook and latest updates of the same. ESP National Committee Reports will be provided in writing by the Committee Chairs or their representatives. These reports are to include committee accomplishments and plans. Review of important dates and deadlines which impact chapters and their interface with the national organization. Review of recognition, scholarship and mini-grant opportunities for chapters and individual members. Discussion on items of interest raised by participants. Solicit items for presentation at ESP Mid-Year Board Meeting. Updated October 2014 Page 86 of 247 o o Time for items from JCEP, ECOP, and/or NIFA Professional Development time to receive training on topics of interest, and discuss issues. PROGRAM COORDINATION This JCEP workshop is a cooperative effort of NACAA, NAE4-HA, NEAFCS, ESP, NACDEP and ANREP. The six associations will have joint as well as separate meetings during the workshop. A planning committee of JCEP board members in consultation with the other associations provides overall leadership for the joint professional development sessions every year. This unique partnership provides for an opportunity to exchange ideas, strengthen understanding, and collaborate on efforts where appropriate. Updated October 2014 Page 87 of 247 Updated October 2014 Page 88 of 247 Epsilon Sigma Phi Handbook SECTION G Public Issues Updated October 2014 Page 89 of 247 PUBLIC ISSUES COMMITTEE PURPOSE: To build and strengthen political and public support for Extension through consistent and targeted communication with local, state and federal decision makers and agencies and to educate and inform Epsilon Sigma Phi members about public policy and legislative issues affecting Extension programs and staff. RESPONSIBILITIES: • • • • • • • • • • • Contribute to planning, promoting, implementing, and evaluating the National Public Issues Leadership Development Conference (PILD). PILD is a professional development opportunity designed to promote leadership, communication and cooperation among Extension professionals in the area of Public Issues Education. Keep abreast of legislative matters and public issues that are of interest to Epsilon Sigma Phi members and to keep the membership informed of these matters. Keep abreast of changes in the Federal retirement programs and proposed changes. Encourage active participation in legislative and public issues as a private citizen. Keep National Board informed about public issues and legislative issues. Develop educational opportunities/resource materials on public issues, as needed. Have each chapter designate a public issues committee or representative in order for communication to flow directly from the National Public Issues Committee. Develop a plan for accomplishing the committee purpose and submit to the National ESP Board. Submit mid-year and annual reports to the National ESP Board. Prepare an article for each issue of the Epsilon Sigma Phi Newsletter, The ESP Connection. Carry out any other responsibilities assigned by the National ESP Board. PUBLIC ISSUES LEADERSHIP DEVELOPMENT (PILD) CONFERENCE Each year the partner organizations of the Joint Council of Extension Professionals (JCEP) hold the “Public Issues Leadership Development (PILD) Conference” in the Washington, D.C. area. The National Committee Chair for the Public Issues Committee will represent ESP on the PILD Planning Team. ESP is also entitled to appoint one other representative to the PILD planning committee. This individual should also be a member of the Public Issues Committee. The PILD Conference is a professional development opportunity available to any member of a JCEP affiliated organization. Scholarships are available from ESP for first time participants. Application information can be found on the ESP website under the Upcoming Deadlines or by going to the JCEP.org website. PILD Conference Objectives Updated October 2014 Page 90 of 247 • • • • • • Broaden understanding of public policy issues that impact Extension and Extension clientele. Enhance public policy education skills. Learn how the changing political environment affects support for Extension. Strengthen existing partnerships and explore new linkages with local, state, and federal agencies. Visit with federal legislators and observe the political process in action. Provide an opportunity to showcase local programs through a poster session at the conference. Updated October 2014 Page 91 of 247 Epsilon Sigma Phi Handbook SECTION H RESOURCE DEVELOPMENT AND MANAGEMENT Updated October 2014 Page 92 of 247 RESOURCE DEVELOPMENT AND MANAGEMENT COMMITTEE (Approved 4/26/2010) Purpose: To generate new ideas for resource development and management for professional development activities; to increase funding for professional development opportunities; and to review and monitor Epsilon Sigma Phi’s financial management plan. Responsibilities: • • • • • • • • • • • • • • • Develop and implement a yearly committee plan of work for accomplishing the committee purposes, including short and long term resource development and management goals, and submit to the National Board. Prepare a balanced budget presentation for the National ESP Council meeting. Submit mid-year and annual reports to the National Board. Work with the Epsilon Sigma Phi National ESP Executive Director and committee in annual budget development and implementation. Review budget and expenditures annually and provide recommendations to the National Board. Explore opportunities for and obtain new financial resources for the Epsilon Sigma Phi organization and the Development Fund. Work with the ESP Professional Development Committee to obtain financial support for professional development opportunities during the National ESP Conference. Monitor ESP investments regularly and make recommendations to the National Board. Develop promotional materials to support giving to the Epsilon Sigma Phi Development Fund Promote Epsilon Sigma Phi Development Fund campaign activities. Continue effective communication with Epsilon Sigma Phi Development Fund investment manager and National Board. Communicate with the Epsilon Sigma Phi membership through newsletter articles and chapter presidents. Develop and annually review the Development Fund Investment Policy and Spending Policy. Communicate with the firm managing the Development Fund money two times per year. Carry out any other responsibilities assigned by the National Board. NATIONAL EPSILON SIGMA PHI DEVELOPMENT FUND The National ESP Council took steps in 1985 to establish a National Epsilon Sigma Phi Development Fund to foster even greater emphasis on "Partnership in Professional Excellence" among ESP members and the Cooperative Extension System as a whole. Epsilon Sigma Phi's most valuable asset is the quality of the Extension faculty/staff dedicated to serving people across the nation. Membership dues provide a base of Updated October 2014 Page 93 of 247 financial support, within the chapters and nationally, for the ongoing operations of our organization. But, private tax-exempt contributions are necessary to provide an extra margin of excellence. After receiving legal counsel in 2002, the fund name of Foundation was dropped and Development was determined to be the more appropriate designation. Epsilon Sigma Phi has a commitment to future excellence through the Development Fund to: • • • • • • Provide scholarships for professional development and graduate study to promote teaching and research excellence to members. Provide mini-grants to chapters for professional development programs. Recognize and reward Extension professionals who have demonstrated outstanding educational competences, professionalism and programming. Publish the latest literature on professionalism and professional development opportunities for Extension faculty/staff. Prepare resource materials that chapters can use to emphasize professionalism to prospective members. Update and maintain a record of Epsilon Sigma Phi history and encourage chapters to implement Extension history projects. To help reach a projected goal for an endowment fund of at least $500,000, each chapter is asked to name an Endowment Chair to give leadership to the local effort. The National Board named the Resource Development and Management Committee to give leadership and develop support materials for use with the chapter campaigns. The Scholarship Auction at the National ESP Conference generates revenue for the Development Fund. Updated October 2014 Page 94 of 247 Updated October 2014 Page 95 of 247 Epsilon Sigma Phi Handbook SECTION I Marketing Committee and Marketing Epsilon Sigma Phi Updated October 2014 Page 96 of 247 ESP MARKETING COMMITTEE Purpose: To advise the National ESP Board on strategies for marketing the ESP to potential members and to promote the ESP organization and image. Responsibilities: • • • • • • • To review and make recommendations regarding branding and marketing materials to be produced, including free vs. cost items. To coordinate with identified vendor for "for-sale" items to assure availability of a variety of items and prices for our membership. To provide support/promotional materials about ESP for state chapter use. To review and make recommendations regarding the content of promotional materials for an ESP marketing campaign. To assist in developing creative strategies for marketing efforts and work in coordination with the Resource Development Committee to obtain funding to support them. To help identify, share, and promote "best practices" in marketing among our chapters across the country. Provide a web link to ESP Marketing Strategies. MARKETING EPSILON SIGMA PHI "Marketing" Extension is being conducted in many states. The same principles of marketing Extension can be applied to "marketing" Epsilon Sigma Phi. Motivating members to "market" Epsilon Sigma Phi is necessary; the Membership Chair cannot do it alone. The Executive Committee and National Board members need to be involved and supportive of membership efforts. Vipperman's four "C's" of marketing-Commitment, Coordination, Communication, and Consistency--could be applied to Epsilon Sigma Phi. Commitment is essential from Epsilon Sigma Phi members to reach out to potential members. A successful membership campaign/drive cannot succeed without every member's enthusiastic support. Members and potential members need to know why Epsilon Sigma Phi exists and the benefits of belonging. Communication is necessary -- with members and non-members. The Membership Chair should discuss Epsilon Sigma Phi benefits with members, potential members, and former members to help them gain appreciation for the worth of Epsilon Sigma Phi. Enthusiasm and support will be directly related to the amount of information and feedback everyone receives. Communicate Epsilon Sigma Phi through newsletters and meetings. Give members opportunities to respond to your membership efforts. Coordinate membership efforts. Once the membership plan has been developed, ensure that the momentum persists. Hold Membership Committee meetings regularly-by telephone, by conference call, in person (if possible) or by mail if there is no other alternative. Get regular reports from your committee members. Updated October 2014 Page 97 of 247 Consistency in achieving goals plays an important role in membership. Don't let down your efforts! Anticipate peaks and valleys. Identify specific activities that are manageable during your busy times. List other activities that can be addressed during slow times (if that ever happens in Extension!) Consistency is a critical factor in achieving marketing success, just as in achieving membership success. According to Vipperman, "It's essential to prepare your people for marketing. It's a team task." The same applies to membership. It is essential to prepare your members for marketing membership, for it, too, is a team task. Three tools are often useful to chapters when marketing Epsilon Sigma Phi. These include: a promotional brochure for your chapter (see "EPSILON SIGMA PHI, The Cooperative Extension Professionals’ Organization") a chapter newsletter or chapter handbook for all members, and a membership roster of your chapter members. Many chapters produce two to four chapter newsletters each year and most have chapter officer handbooks. Many other organizations maintain information on membership. Glean from their ideas. And finally, wear Epsilon Sigma Phi jewelry available through the National ESP Office. Supplies and Resources Available from the National ESP Office • • • • • • • • Excel File of Address Labels for Chapter Members: Cost: Free Bookmark Listing National Board: Each year a bookmark listing names, addresses, phone, FAX # and e-mail address of national board is released. These are available for all members upon request. Cost: Free. Brochures: Posted on the website for chapters to print as needed.- AN INVITATION TO EPSILON SIGMA PHI MEMBERSHIP –A generic brochure that discusses all the types of membership and highlights the benefits of members. SCHOLARSHIPS AND GRANTS – Lists all scholarships and mini-grants available to members and chapters. (updated annually).- EPSILON SIGMA PHI RECOGNITION OPPORTUNITIES - Lists all the recognition opportunities. (Updated annually).- EPSILON SIGMA PHI – GOING FOR THE GOAL! DEVELOPMENT BROCHURE – Contribution form for the ESP Endowment Campaign. (Updated Annually) Chapter Membership Records: Membership records (name, ID number, year of initiation) that go back to "Year 1” are kept for each chapter. Upon request, one electronic copy will be sent to Chapter officer. Free. National Handbook: Available on the web site (http://espnational.org). The Handbook is located under the Resource Tab on the main menu. Users can print sections from web as needed. Free. Computer Printout of Chapter Members: Current electronic list of chapter membership as recorded at the National Office, supplied on request. Constitution and Bylaws: Available under the Resource Tab in the “National Handbook” item, Section O - Governing Documents on the ESP website at http://espnational.org. Free. Epsilon Sigma Phi Exhibit Panel (vertical): Free-standing exhibit that pulls like a window shade is available free for short-term local use. Preview is available on the Updated October 2014 Page 98 of 247 • • • • • • • • • ESP website under the “Orders” button. Chapter pays return postage to the National Office. (New in 2010) Epsilon Sigma Phi Pocket Folder: Double pocket folder, ivory colored with Epsilon Sigma Phi key on the cover. Often used to present certificates and other brochures to new members. Cost: $ 2.00 each. Epsilon Sigma Phi Jewelry & Custom Imprinted Promotional Items. Order direct from National ESP website. Orders can be placed by going to the Resource Tab. There is a list of available items that can be printed out. This list is found under the Downloads Tab. Extension Professionals' Creed: 8-1/2 x 11 size creed suitable for framing. Often presented to new members as part of initiation ceremony. Cost: $ .50 each. Membership Card: Billfold size cards automatically issued to new members and to new lifetime members. Free. National Epsilon Sigma Phi Newsletter: ESP Connection Published six times per year by the National ESP Office with input from National Board and Committees. Annual members and Life Members who have provided their email addresses receive e-mail notification of posting on the ESP website. Life members without email addresses receive three hard copies annually through the mail. Current issue is posted on the website at http://espnational.org. Past copies of the Connection are posted under “Archived Newsletters.” Copies of recent issues are always available at no cost as an information piece for prospective members. New Annual Member and Life Member Certificates: Certificates for chapter presentation to new annual or life members are provided for new members entered into the New Member Form on the website by the chapter and for all new life members sent in to the National Office by the chapter: Free. Peel-Off Epsilon Sigma Phi Emblem Seals: Green on gold (1-1/2 x 3/4). Great for name tags, place cards, host ribbons, envelope seals, etc. Cost: $15.00 per 100. Check the supply listing for a complete listing plus new materials that are available. Updated October 2014 Page 99 of 247 Updated October 2014 Page 100 of 247 Epsilon Sigma Phi Handbook SECTION J Chapter Relations Committee Updated October 2014 Page 101 of 247 Introduction and Purpose The National Chapter Relations Committee is chaired by the National ESP 2nd Vice President. Unlike the other standing committees, the Chapter Relations Committee members are based on their office rather than by appointment. The members of the committee are the National 2nd Vice President, the four Regional Vice Presidents and the Executive Director serves as an ex-officio member of the committee. At the national level the Chapter Relations Committee focuses on strengthening and enhancing chapters and leadership within the chapters through the following: • • • • • • • • • • • • • Providing resources and training to support the development of chapter and member leadership. Promoting leadership opportunities to membership; i.e. National Committee membership and National Officer Opportunities. Strengthening and enhancing linkages between the ESP National Board and chapters. Providing support to chapters who are forming, rebuilding or strengthening. Making recommendations to chapters on techniques and methods for strengthening chapter health. Striving to build a viable chapter in each state or multi-state coalition. Keeping chapters informed about available resources for strengthening chapters. Providing opportunities for communications between chapters. Recognizing chapter officers during ESP National Conferences. Developing a plan for accomplishing the committee purposes and submit to National Board. Submit mid-year and annual reports to the National Board. Carrying out other responsibilities assigned by the ESP National Board. Where appropriate coordinating work with the Membership Recruitment and Retention Committee Updated October 2014 Page 102 of 247 Updated October 2014 Page 103 of 247 Epsilon Sigma Phi Handbook SECTION K Chapter Resources Handbook Updated October 2014 Page 104 of 247 BUILDING STRONG EPSILON SIGMA PHI CHAPTERS Epsilon Sigma Phi is both an honorary and educational organization, with about 7,000 committed career professionals, representing 44 annual state/territory chapters. The strength of the national Extension Professionals’ Organization rests largely on the strength of each respective chapter. Epsilon Sigma Phi is the only Extension-wide professional organization. Its primary purpose is that of building and maintaining a strong profession. The National ESP Board of Directors has identified the following factors that seem to contribute to the success of strong chapters. This list could serve as a basis for chapter assessment by your board of directors and committees: • • • • • • • • • • • • Elected officers, who are imaginative, committed, dedicated, and hard working in support of Epsilon Sigma Phi. National ESP Board members who provide strong two-way communication between the chapter members and the chapter board. Chapter goals that are carefully defined, planned, evaluated, and updated by the National ESP Board members annually, and take into account the National Epsilon Sigma Phi goals and objectives. Annual committees that make use of the national Chapter Handbook. (Each chapter officer should have a copy, and relevant pages distributed to appropriate committees.) Programs that emphasize recognition of outstanding leadership and program accomplishments of agents, specialists, supervisors, administrators, lay leaders, and secretaries. Annual scholarship and grant programs that have been established for furthering professional improvement. Epsilon Sigma Phi officers meet with the leadership of the Extension professional associations periodically and jointly with the state administration at least annually. Retired/Life Epsilon Sigma Phi members are actively involved in all phases of the chapter activities. Chapter Board meetings are held regularly and all committee reports submitted promptly. An annual statewide chapter meeting with a recognition banquet, initiation of new members and other special features. A regular chapter newsletter as one important means of keeping all members informed. Active participation in regional and national activities: members on the National ESP Board of Directors and committees, participation in national/regional conferences and professional improvement workshops, and participation in national/regional/state award programs. Updated October 2014 Page 105 of 247 • • Membership dues in an amount that will financially support an aggressive chapter program. Major chapter accomplishments are shared with all other Epsilon Sigma Phi members nationwide through articles submitted for inclusion in the ESP Connection and the ESP Communiqué. STRATEGIES FOR EXCELLENCE National Epsilon Sigma Phi discussion groups have made the following recommendations that can be a starting point for planning new or renewed directions for chapter planning: • • • • • • • • • • • • • • • • • Strategies for Increasing Individual Excellence: Be committed to professional excellence. Define excellence in personal terms. Develop individual "objectives for excellence" and implement. Set short-term and long-term professional goals and periodically assess them. Develop a plan for continuing professional growth, including academic degree or course work. Actively participate in professional organizations that promote excellence. Commit to the standards as well as the goals of Extension and the University system of which we are a part. Focus should be on those that are most important. Learn to describe Extension (its philosophy, work, and impact) in terms understood and appreciated by the audience being addressed. (For example, community leaders, decision makers). Be part of a mentoring system for new staff. Build a coalition dedicated to the entire organization--not based on "we" and "they". Share knowledge and expertise with other professionals through professional association work, presentations, and written articles/publications. Increase evaluation and accountability skills. Recommend capable co-workers for positions, committee appointments, elective office, and recognition/awards. Positively market Extension--its faculty/staff, programs, potential, and impact. Promote not only individual excellence but also excellence through teamwork and interdisciplinary efforts. Focus on similarities rather than differences when communicating or working with others. Strategies for Increasing Organizational Excellence: • • Make certain that those in leadership positions within the University system and other decision makers know about the Cooperative Extension System--who we are, what we do, why we do it, and the impact of our efforts. Set standards of excellence for Extension and help faculty and staff define excellence at each level in the organization. Updated October 2014 Page 106 of 247 • • • • • • • • • • • • • • Help each part of Extension recognize and appreciate the strengths and challenges of other components. Provide new staff members with background philosophy of Extension. Encourage staff to participate in professional organizations. Include Epsilon Sigma Phi and agent association representatives on the program for new staff orientation. Help staff set professional goals, prioritize these, and then periodically help them to evaluate progress. Establish a plan for marketing Extension--as a whole rather than by program component. Identify what we do best and focus on that center of excellence. Establish a mentoring system for new faculty/staff by assigning them to work closely with a faculty/staff member whose excellence is recognized. Establish internship opportunities. Provide opportunities for administrators and faculty/staff to share mutual and individual goals in a non-threatening atmosphere. Establish criteria for Extension faculty/staff in the tenure process, based on assigned responsibilities. Share these criteria with administrators. Support the increasing development of faculty/staff competency, including encouraging professional development through graduate study and sabbatical leaves. Assist those in supervisory levels in developing counselling skills and skill in conducting performance evaluations. Strengthen communication and promote an attitude of excellence at all levels. CRITERIA FOR CHAPTER SELF-EVALUATION "How well is our chapter of Epsilon Sigma Phi doing in a sincere effort to achieve our present and future goals and objectives?" Chapter officers and/or evaluation committee should ask this question every year. A thorough and objective self-assessment can help your present and future membership interests and make maximum use of limited financial resources. The National ESP Board, with valuable input from several Epsilon Sigma Phi members, recommends the following criteria as a guide to follow in this important and challenging task: • • • Nature and scope of educational program, e.g., chapter objectives defined in writing, program of activities in published form, newsletter, recognition of member achievement, nature of annual meeting, etc. Support of professional improvement program, e.g., scholarships to members, recognizing professional achievements, seminars, workshops, recruiting new staff, orientation training, etc. Pattern and scope of chapter organization to actively involve all members in policy decisions, assigning and accepting responsibility, etc. Updated October 2014 Page 107 of 247 • • • • • • Nature and extent of involvement of retired members, e.g., percent of annual members becoming life members, participation as officers and on committees. Percent of eligible faculty/staff members that are Epsilon Sigma Phi members. Percent of increase in ESP membership in past three years. Nature and extent of recognition program, e.g., outstanding life members, achievement of members, Friends of Extension, both state-wide and nationally. Membership records up-to-date, dues and other reports submitted promptly. Members serve on state/regional/national committees/board, host national recognition banquet, and participate in JCEP Regional Leadership Workshops and National ESP Conference. Other pertinent criteria associated with your chapter. A weighted score might be assigned to each criterion, as determined by your officers, as a measure of numerical progress each year. Most of the criteria listed above coordinate well with the National goals and objectives. Take a look at these goals when planning your chapter activities and projects. How well is your chapter of Epsilon Sigma Phi doing in providing services and information to your members? A thorough and objective self-assessment can help your present and future membership feel that Epsilon Sigma Phi makes a valuable contribution to their professional career. Please check those where you feel you are meeting the criteria. Criteria 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Chapter objectives have been defined in writing and communicated to all members. National goals have been reviewed with Chapter Board members and some goals included as part of the chapter plan of work. A newsletter is mailed regularly to all members. A newsletter is mailed annually to all Extension staff members as a way of informing them about Epsilon Sigma Phi. Letters (personal contact) are mailed to eligible staff members encouraging them to join. Letters (personal contact) are mailed to all retirees encouraging them to become life members. Follow-up letters (personal contact) are mailed to any staff members who did not initially join and to retirees who did not initially become a life member. Our chapter has had members receive mini-grants. Our chapter has had members receive a scholarship. We fulfilled our commitment to support the Development Fund. Awards are provided for our members. Nominations are made by our chapter for the various national awards. Our chapter nominated people to serve on national committees. Our chapter dues were paid by February 1. Our chapter was represented at the National ESP Conference. Our chapter was represented at the JCEP Regional Workshop. Updated October 2014 Page 108 of 247 17. Our chapter will have at least one participant at the Public Issues Leadership Development Conference (PILD) in the spring. 18. We hold professional improvement workshop/seminars for our annual and retired members. 19. We have an annual chapter meeting. 20. The National Chapter handbook (all or parts) has been given to all chapter officers and committee chairs. 21. Epsilon Sigma Phi officers meet with the leadership of the Extension professionals associations periodically and jointly with the state administration annually. 22. Board meetings are held regularly and all committee reports are submitted promptly. 23. Membership changes are reported to the National ESP Executive Director promptly. 24. Committee contacts are reported to the National ESP Executive Director promptly. 25. Newly elected officers are reported to the National ESP Executive Director promptly. 26. Please indicate the number or percent for the following questions: 27. We have life members serving on a state committee or as a state officer. 28. Of the eligible Extension staff, we have percent as ESP members. 29. During the past year, percent of our retired members who were eligible became life members. 30. Our membership has increased percent or decreased percent during the past three years. 31. Please list one goal that you will implement in your chapter between now and the National ESP Conference. 32. Please list one or more items that you feel need attention by the National ESP Board. GUIDELINES FOR CHAPTER OFFICERS These are suggestions for your consideration when establishing, reviewing, or revising the duty guidelines for chapter officers. This is an extensive listing and should be adapted and customized to fit your state's structure, expectations, and guidelines. President: • • • • • • • Chairs all meetings of executive committee/board, board of directors, and chapter. Schedules regular meetings and plans agenda for executive committee/board, board of directors, and chapter meetings. Appoints all committees and gives a list of responsibilities and any special tasks for year. Chairs annual business meeting, sets agenda, reminds all officers and committees about their expected participation. Gives President's report at annual business meeting. Chairs annual meeting (works with vice president or president-elect in arranging program). Authorizes payment of non-recurring bills. Updated October 2014 Page 109 of 247 • • • • • Signs all certificates of recognition awarded to chapter members. Assists recognition committee in submitting nominations for national recognition. Provides for appropriate balloting for national recognition and makes sure secretary or recognition chair returns ballot to National ESP Executive Director. Sees that the chapter delegate(s) to the National ESP Council is/are selected and the National ESP Executive Director notified. Serves on executive board/committee, as past president/advisor, during year following presidency. Vice President/President-Elect: • • • • • Functions as a president-elect, so exercises some administrative powers and duties as a learning/preparation experience. Succeeds to presidency on recommendation of nomination committee and vote of membership the following year. Functions at the direction of and in the absence of the president. Coordinates work of all committees. Serves as program chair for the annual meeting. Works with chapter directors and membership committee in contacting prospective new annual and life members, "overdue", and dropout members. Secretary (may be combined with Treasurer): • • • • • • • • • • Records complete official minutes of annual business, executive committee/board, board of directors, and any special state Epsilon Sigma Phi meetings. Handles all official correspondence on behalf of the chapter. Corresponds with National ESP Executive Director on behalf of chapter on all matters except financial. Supplies framed Extension Professionals' Creed, State ESP Constitution/Bylaws, and National ESP Constitution/Bylaws for each new member at annual initiation ceremony. Stores or orders from National ESP Office ESP banner for annual business meeting and initiation. Presents secretary's minutes at executive committee/board, board of directors, and annual business meeting. Assists recognition committee in submitting nominees for national recognition. May attend National ESP Conference as a voting delegate, if authorized by chapter. May attend the Regional Workshop as an official delegate of the chapter. Invites all life members to annual meeting by individual invitation or through newsletter article; recognizes them during the meeting. Invites all retiring members to annual meeting by individual invitation or through newsletter article; recognizes them during the meeting. Handles printing of an adequate supply of letterhead paper and envelopes; distributes as needed to officers and committees. Maintains a supply of various locally produced recognition certificate forms that may be needed by the chapter recognition committee. Updated October 2014 Page 110 of 247 • • • • • • • Orders various certificate forms from National ESP Executive Director at the request of recognition committee. Maintains a supply of nationally supplied materials needed for chapter business (Extension Professionals' Creed, National ESP Constitution, various leaflets, etc.). Maintains an adequate supply of certificate frames (8-1/2 x 11) for use by the membership, recognition, and other committees. Works with chapter historian/annalist in collecting materials for yearly historical records of chapter. Assists newsletter editor in mailing chapter newsletter. May cast the chapter's ballots for national recognition and send to the National ESP Executive Director. Records the membership numbers assigned to new members by the National ESP Office. Submits names, supplied by memorial/necrology committee, of deceased members to National ESP Executive Director. Prepares an annual report for distribution at annual business meeting that contains written summaries from all chapter officers and committees. CHAPTER TREASURER: The Chapter Treasurer plays a significant role in the operation of both the chapter and the National Extension Professionals’ Organization. The Chapter Treasurer has the responsibility for fiscal accountability of the chapter as well as the collection and payment of the National membership dues. The Chapter Treasurer: • • • • • • • • • • • Serves as the chapter financial officer and maintains membership records. May serve as both the chapter financial and as the chapter secretary and/or membership chair. Maintains chapter checking, savings, and special fund accounts. Works with budget committee in developing budget for upcoming year immediately after close of chapter fiscal year, and if possible, before the annual business meeting. Keeps record of all chapter income and expenses using approved accounting procedures. Collects membership dues; submits periodic and annual dues reports to National ESP Executive Director. Pays National ESP dues by February 1. Pays non-recurring bills authorized by president; pays recurring bills routinely. Works with audit committee in having financial records audited immediately after close of chapter fiscal year, and if possible, before the annual business meeting. Accepts initiation dues payments from new member candidates and forwards them to the National ESP Executive Director. Accepts life membership payments from retired chapter members, and forwards them to National ESP Executive Director. Corresponds with the National ESP Executive Director on all matters relating to the finances of the chapter. Updated October 2014 Page 111 of 247 • • Gives the treasurer's report at the annual business meeting, including a written annual financial summary. Sends notice to National ESP Executive Director at the close of the chapter's fiscal year, reporting all members who have been dropped for non-payment of dues. NOTE: Chapters are encouraged to obtain their own IRS tax identification number for their chapter accounts as the National ESP Board cannot be liable. Historian or Annalist: Collects information about the chapter annually and records the activities and significant accomplishments of the chapter to create an ongoing history of the chapter. Each chapter will determine the type of information that is kept and archived. The National ESP organization will call on chapters to contribute information of interest to be included in the annals of the National Epsilon Sigma Phi organization. Historical overviews of the National Organization will be prepared in conjunction with special milestones for the organization and for Extension in general. Newsletter Editor: Edits and publishes at least two issues of chapter newsletter. The newsletter editor works with annalist in mailing newsletters, keeping mailing list up-todate and in maintaining newsletters as part of the history of the chapter. GUIDELINES FOR CHAPTER COMMITTEES These are suggestions for your consideration when establishing, reviewing, or revising the guidelines for chapter committees. This is an extensive listing and should be adapted and customized to fit the state's structure, expectations, and guidelines. NOTE: A chapter may choose to develop additional committees as needed. Scholarships, Grants and Recognition Committee • • • • • Considers nominations from chapter for national recognition; follows through on selection process and submitting entries to National ESP Executive Director. Considers nominations for nationally supported state recognition; follows through on selection process, securing certificates, and making presentations. Considers nominations for any chapter-originated state recognition; follows through on selection process, securing certificates, and making presentations. A ―Generic certificate is available from the National ESP Office. Searches records and identifies members who have completed 25, 30, 35, and 40 years of professional service in Extension. Arranges for appropriate tenure recognition ceremonies, written summaries for use in newsletters and/or program booklets, certificates, and/or other appropriate mementos. Resource Development & Management Committee (One or separate committees) Updated October 2014 Page 112 of 247 • • • • • Develops a budget for coming year for chapter, using past income and expenditures as a guide. Confers with officers and committees who can identify sources of income and project probable expenses in the year ahead. Presents budget recommendations to board and chapter members. Makes annual audit of previous year's financial records and attests to the accuracy and completeness of the treasurer's report at the end of the chapter's fiscal year. Makes recommendations for changes in procedures that might contribute to better efficiency and accountability in the future. Constitution and Bylaws Committee: • • • • Studies the National ESP Constitution and Bylaws, the National ESP Council minutes (as published in Annual Report), and the State ESP Constitution and Bylaws to make sure national and state guidelines are being followed. Suggests revisions in State ESP Constitution, Bylaws, and procedures to keep up with changing trends. When a revision of State ESP Constitution or Bylaws are necessary, takes the necessary steps to present the changes to the membership, and handles the necessary voting procedures to bring the matters to a vote. Studies national and state officer and committee guidelines and suggests revisions in state guidelines when necessary. Development Fund: • • Develop methods to generate funds for special needs and projects. Make recommendations to the board for proposed actions. Global Relations Committee: • • • • • Maintain current list of chapter members working in foreign countries, with location, address, etc. Provide this information to the National Global Relations Committee. Learn about "foreign Extension individuals" who are studying or working in your state. Invite them to State meetings and ask them to be honorary members of your chapter. Select a foreign country for a concentrated effort in establishing an Epsilon Sigma Phi affiliation. Consider a country with which your State Extension Service is already involved under a University contract, Title XII, or another arrangement, where member(s) of your chapter is/are on a tour of duty, or that has Extension personnel or students studying in your state. Invite Extension oriented persons from your selected country to be a guest or speaker at a chapter meeting and to become an associate member of your chapter. Invite the Agricultural Attaché or similar person in the U.S. from your selected foreign country to be a speaker at a special Epsilon Sigma Phi event in your state. Ask the Attaché to discuss Extension in his/her country--request information on women, Updated October 2014 Page 113 of 247 youth, and/or agricultural programs. (NOTE: Agricultural Attachés often visit Land Grant Universities.) Public Issues Committee: • • • Studies Federal and State legislative matters that affect Extension Systems and are of interest to Epsilon Sigma Phi. Keeps the membership informed of these matters. Studies changes and proposed changes in State and Federal retirement programs. Makes recommendations to the National ESP Board for proposed actions. Membership Recruitment and Retention Committee: • • • • • Obtains from annalist (or secretary) a list of eligible prospective members, in advance of chapter annual meeting. Sends letter of invitation (application form) to prospects. Collects initiation fee/dues from initiates and sends them to chapter treasurer. Conducts an induction ceremony at chapter annual meeting. Presents to new members: 1) Epsilon Sigma Phi lapel pin or tie tack; 2) National ESP Constitution/ Bylaws; 3) State ESP Constitution/Bylaws; 4) Extension Professionals' Creed; 5) Membership certificate. Memorial/Necrology Committee: • • • • • Determines (from Extension Personnel Office and other sources) names of deceased members and former members. Prepares a tribute to each deceased member and former member for chapter annual meeting program. Presents these tributes at chapter annual meeting. Sends sympathy card to deceased's relatives on behalf of chapter (when appropriate). Sends list of deceased members to state secretary and National ESP Executive Director. Nomination Committee: • • • • • Prepares a slate of potential officer and chapter/council director candidates each year, after contacting potential candidates, acquainting them with the duties of the respective offices, and determining their willingness to serve. Presents slate at chapter business meeting for consideration and approval. Professional Development Committee Informs the membership of state scholarship and/or loan funds that are available for Epsilon Sigma Phi members for advanced professional study. Informs the membership of the national scholarship, grant, and loan funds that are available for Extension workers through Epsilon Sigma Phi and other professional organizations. Updated October 2014 Page 114 of 247 • • • • Studies ways to promote and foster professional improvement at the chapter meeting of Epsilon Sigma Phi and other professional organizations to which Extension professionals belong. Encourages regular review of The Journal of Extension (JOE) at http://www.joe.org/ . Encourages members to go on special study tours. Involves members to grow in the profession. Retiree/Life Member Committee: • • • • Helps collect information about activities of life members that the newsletter editor can use. Considers ways that individual life members can become more involved in chapter activities. Encourages consideration, planning, and implementation of special activities related to interests of retiree's group within chapter. Helps with fellowship reception for life members and friends prior to or following annual meeting. Updated October 2014 Page 115 of 247 Epsilon Sigma Phi Handbook Chapter Recognition Programs 1 - Chapter of Merit 2 - Achievement in Chapter Membership Updated October 2014 Page 116 of 247 ESP Chapter of Merit Program Chapter ESP CHAPTER OF MERIT RECOGNITION PROGRAM The participation and activity at the chapter level are the strength of Epsilon Sigma Phi. Those states having a strong chapter, which provides meaningful opportunities for their members, are the states with growth in our organization and strong memberships. The Chapter of Merit recognition program was developed by the National Board to provide some recognition for those chapters who have put forth an exemplary effort to forward the cause of the Extension system and to provide professional development opportunities for their members. Quite often members or potential members when approached to renew membership or to become members ask the question, ―What is in it for me?‖ Those chapters with a strong program can provide an answer to this question that will demonstrate to individuals a good reason to either become members or to continue membership in ESP at the local level. The purpose of the Chapter of Merit Program is to provide a way for the National Board to recognize those chapters who have excellent programs to service their members in harmony with the national goals and objectives of Epsilon Sigma Phi. The National Board recognizes that not all chapters have the same opportunity to serve their members and as such have created a recognition system that will recognize chapters for their efforts without regard to the number of members or the resources available. By categorizing the recognition in a Platinum, Gold, Silver or Bronze group, chapters have an opportunity to be recognized by their efforts not necessarily based on the number of members or resources available. The categories evaluated reflect areas identified as important to develop and maintain a strong chapter within the states. The following page serves as an application for consideration as a Chapter of Merit and at the same time serves as a guide of the important chapter activities and programs to insure well rounded professional development opportunities that would appeal to members. The time frame for the ESP Chapter of Merit recognition is March 1 – February 28th of each year. The online form must be submitted to the National ESP Office using our electronic system by May 1. The Chapter of Merit Program serves as a guide of things that successful chapters to involve their members and to provide leadership that will make the experience at the chapter level a good one. The form to be completed for recognition is found on the ESP website under the Applications / Reports tab and the Chapter Reports item. Organization/Leadership: _______ 1. Chapter has Constitution/By-Laws in place (1point Yes – 0 points No) Updated October 2014 Page 117 of 247 2. Chapter has President, President-Elect, Secretary and Treasurer (1point Yes – 0 points No) 3. Chapter has the following Committees: a. Scholarships, Grants and Recognition (Scholarships and Recognition) (1point Yes – 0 points No) b. Public Issues (1point Yes – 0 points No) c. Member Recruitment and Retention (1point Yes – 0 points No) d. Global Issues (1point Yes – 0 points No) e. Resource Development and Management (1point Yes – 0 points No) f. Professional Development (1point Yes – 0 points No) 4. Officers are elected on a regular schedule (1point Yes – 0 points No) 5. Executive Board meets at least twice per year (1point Yes – 0 points No) 6. Leadership participates in the JCEP Regional workshops (1 point/attendee) 7. Leadership participates in the ESP National Council (1 point for all delegates in attendance) 8. Chapter dues are paid by the February 1 deadline (1point Yes – 0 points No) 9. Chapter participates in e-mentoring of other ESP Chapters. Scholarships, Grants and Recognition: _______ 1. Chapter provides recognition for membership in the following areas: a. b. c. d. e. f. g. h. i. j. Distinguished Service (1 point Yes) International Service (1 point Yes) Mid -Career (1 point Yes) Early Career (1 point Yes) Visionary Leadership (1 point Yes) Team Award (1 point Yes) Retiree Service (1 point Yes) Diversity Individual (1 point Yes) Diversity Team (1 point Yes) Administrative Leadership (1 point Yes) 1. 2. 3. 4. Continued Excellence (1 point Yes) Chapter provides recognition for Friends of Extension (1point Yes – 0 points No) Chapter presents Meritorious Support Recognition (1point Yes – 0 points No) Chapter submits nominees for the National Recognition Program (1point Yes – 0 points No) 5. Chapter votes in the National Recognition Program (1point Yes – 0 points No) 6. Chapter has submitted a requested/received a mini-grant (1point Yes – 0 points No) Member Recruitment and Retention _______ 1. 2. Chapter initiates new members every year (1point Yes – 0 points No) Chapter actively recruits new life members from retiring members (1point Yes – 0 points No) Updated October 2014 Page 118 of 247 Chapter collects annual dues from membership in a timely manner (1point Yes – 0 points No) 4. Chapter has a website for membership information (1point Yes – 0 points No) 3. Professional Development: _______ Members participate in the ESP National Meeting (1 point/member) Members submit proposals to present at the ESP National Meeting (1point Yes – 0 points No) 3. Members participate in JCEP Regional Leadership Workshops (1point Yes – 0 points No) 4. Chapter publishes a newsletter (1 point/issue) 1. 2. Public Issues: _______ Membership participates in Public Issues Leadership Development (PILD) (1point Yes – 0 points No) Resource Development: _______ 1. Chapter provides scholarships for members (1point Yes – 0 points No) 2. Chapter supports the ESP Development Fund through the auction/donation (1point Yes – 0 points No) 3. Chapter uses good financial practices in managing the chapter’s resources (1point Yes – 0 points No). Global Relations: _______ Chapter recognizes members for work in Global Issues (1point Yes – 0 points No) Point Total Platinum Standard (40+) Gold Standard (35-40) Silver Standard (28-34) Bronze Standard (20-27) Achievement in Chapter Membership The Achievement in Chapter Membership is a judged recognition by the Membership Recruitment and Retention Committee. The top chapter in each region is recognized at the National ESP Conference with a gift certificate for merchandise form the National ESP Office. Chapters do a self-assessment of their membership trends and recruitment and retention efforts. There are three parts to the programs: • • • ESP Member Recruitment and Retention Score Card Recruitment and Retention: How Does Your Chapter Score? Documentation of Chapter Membership Efforts The Chapter of Merit Program recognition program was developed by the National ESP Board to provide recognition for those chapters who have put forth an exemplary effort to forward the cause of the Extension system and to provide professional development opportunities for their members. Quite often members or potential Updated October 2014 Page 119 of 247 members when approached to renew membership or to become members ask the question, “What is in it for me?” Those chapters with a strong program can provide an answer to this question that will demonstrate to individuals a good reason to either become members or to continue membership in ESP at the local level. The purpose of the Chapter of Merit Program is to provide a way for the National ESP Board to recognize those chapters who have excellent programs to service their members in harmony with the national goals and objective of Epsilon Sigma Phi. The National ESP Board recognizes that not all chapters have the same opportunity to serve their members and as such have created a recognition system that will recognize chapters for their efforts without regard to the number of members or the resources available. By categorizing the awards in a Platinum, Gold, Silver or Bronze groups, chapters have an opportunity to be recognized by their effort not necessarily based on the number of members or resources available. The categories evaluated reflect areas identified as important to develop and maintain a strong chapter within the states. The report form is found on the ESP website under the Applications / Reports Tab and under the Chapter Reports Item. The form is entered using the online system and is submitted electronically to the National ESP Office, by no later than May 1 of each year. Epsilon Sigma Phi Achievement in Chapter Membership Recognition Criteria OBJECTIVES: To recognize the top chapter in each region receiving the highest overall scores on the membership scorecard. 2. To recognize growth in membership, including new annual and life members. 3. To recognize retention of current annual members. 4. To encourage systematic efforts to inform all potential members about membership opportunities. 1. MEMBERSHIP CAMPAIGN (0-25 points) a. b. c. d. e. f. Chapter has membership officer or committee. YES = 1 points Over 90% of membership dues for year paid by March 1. YES = 1 points Initiation ceremony held for new members. YES = 1 points Recognition for new Annual Members. Yes = 1 points Recognition for new Life Members. Yes = 1 points Evidence of a defined campaign for new members. 3-5 pages of documentation and up to 5 pages of supporting materials of the membership campaign attached. YES = 0-20 points (Number of points for documentation and supporting materials to be determined by review committee.) Updated October 2014 Page 120 of 247 MEMBERSHIP RETENTION (0-25 points) a. b. c. d. Number of renewed/annual members this year. Number of renewed/annual members last year. Subtract b. from a. And then divide by b. to get percent change in one year Decrease = 0 points; score 5 points for each percent increase (maximum of 25 points) MEMBERSHIP EXPANSION (0-25 points) a. b. c. d. Total membership this year. Total membership last year Subtract b. from a. Divide by b. to get percent change in one year Score: Decrease = 0 points; 5 points for each percent increase (maximum of 25 points) LIFE MEMBERS (0 -25 POINTS) a. Number of new life members = ________ b. Score: No new life members = 0; 5 points for each new life member (maximum of 25 points) TOTAL SCORE (100 Maximum Points) Updated October 2014 Page 121 of 247 Updated October 2014 Page 122 of 247 POLICY FOR PAYMENT OF NATIONAL ESP DUES The governance documents for Epsilon Sigma Phi, The Extension Professionals’ Organization, set January 1 through December 31, as the fiscal and membership year for the organization. The fact that chapters may observe other time periods for their fiscal years does not alter the obligation for the chapters to pay their National Epsilon Sigma Phi dues on the basis of the National fiscal and membership year. A Chapter's National ESP dues for a given year are to be paid by February 1. The number of member dues paid by February 1st is used to the decisions that are based on the number of members in individual chapters. The number of delegates to National Council, the number of recognition awards that are given and the number of votes for regional and national recognition are all determined by the number of paid members as of the February 1st date. Dues will be received until September 1st of each year. There will be no dues collected in the month of September after the September 1st deadline. October 1st is the beginning date for the dues campaign for the following year. Dues should be collected for the approaching year in the final quarter of a given year. The first payments from a chapter can be submitted as they are collected. Most treasurers will hopefully submit dues on a monthly basis or more frequently. Paid-up life time memberships may be submitted at any time. INFORMATION FOR CHAPTER TREASURER Collecting dues, keeping accurate membership records and submitting dues to the National ESP Office are critical roles. Forms for treasurers to use in paying annual national ESP dues for members are included on the ESP website at www://espnational.org under the “Materials” Tab or under the Membership and Recruitment Item in the "For More Information" menu. When memberships are not paid, members cannot receive the benefits Epsilon Sigma Phi offers, nor the communications needed to alert them of opportunities. 2012 Membership Campaign Submit between December 1, 2011 and February 1, 2012 Chapters are provided with an Excel spreadsheet that contains ESP members who have paid dues from 2005–2010. This spreadsheet will be used for reporting of the 2011 Membership Campaign. In an attempt to simplify things, some of the information that has been on the past years’ spreadsheets has been eliminated. Updated October 2014 Page 123 of 247 INSTRUCTIONS Last year most of the chapters did an excellent job of providing the membership information to the National ESP Office, but some of the common problems that we experienced included: 1) Incomplete information - we must have correct names and addresses (particularly email addresses) 2) The number identified as members and the dollars submitted did not balance. 3) Chapters questioned how to provide certificates for new members. Help is needed with items 1 and 2, but item 3 will be handled differently this year. When new members are selected for your chapter, please enter them as soon as possible by going to the website and “Enter New Member Information” link in the “Upcoming Deadlines –Links” Section of the website, found in the upper right hand corner of the home page. Please be sure to provide all requested information for each new member. When you submit the information from the website we receive an email containing each new member’s information. Once the dues payment for the new member has been received we will then send a welcome letter, new member certificate and membership card. New members will be added to the membership database and will begin receiving correspondence from us. To complete your report, please do the following: • • Using the Annual Members spreadsheet attached to this email, you will identify the members paying 2011dues. When you have collected 2011 dues payments, enter “Yes” for each person paying in the column titled “Renew” on the spreadsheet. To assist the National Office in recognizing changes made in the member information, the “Track Changes” feature has been turned on in your spreadsheet. Please leave the tracking on, or if you prefer, highlight changes in red. Please include the appropriate code from the table below for those members who are not renewing. Put “Y” or “Yes” in the “Renew” column for those who are renewing their membership: Renew Enter the appropriate symbols by the records with changes. D Deceased DS Discontinued Service for reason other than retirement DR Dropped for Non-Payment of dues…five years is a reasonable length of Updated October 2014 Page 124 of 247 time R Retired (member has left employment but did not become life member) L Life Member (member is retiring and has chosen to become life member) RE Reinstatement of past member or transferring member. Insert a row in the spreadsheet and provide as much information as possible. It is helpful if you can provide information on the chapter of initiation, approximate year and maiden name, if appropriate. Dues – Amount to Forward to the National ESP Office Amount Paid $40 Annual $45 New Member $200 Life Member E-Mail If the member is paying their 2011 dues, record the appropriate number of members and the amount being paid on the Dues Submission Form. There are no reinstatement fees so members can pay 2011 dues even if they have been delinquent for several years. You are asked to pay particular attention to members who have not paid annual dues in recent years. If they have left the employment of the Extension System or if they retired and did not become Life Members, we would like to move them to the inactive list. Simply use the codes listed above to identify those members in the Renew Column. Their membership numbers and information are archived and if they return to work in Extension or move to another state, their records can be reactivated. E-mail addresses are extremely important as they are the way we communicate with our members. Notices for publications such as the ESP Connection and the Communiqué are sent to all of our members via email. E-mail addresses and/or systems seem to change regularly, so be sure to check for accuracy of entry. As you communicate with Life Members please encourage them to share email addresses, since we pay for printing and postage to send hard copies of the newsletter to those without email addresses. Submitting the Dues Payment: • When you have finished entering the information into the Excel spreadsheet, please do not rename the Excel spreadsheet since it indicates your state and member type and that it is 2011 dues that you are submitting. Please keep a copy of the file for yourself and email a copy back to the National Office at espoffice@espnational.org. . • You have also received a copy of Life Members in your chapter. Please update any changes in status or addresses, particularly emails if you have them, and return a copy of that file to the National Office at espoffice@espnational.org. Updated October 2014 Page 125 of 247 • • • Mail your completed Dues Submission Form and a check for payment of dues to: ESP National Office, 450 Falls Avenue Suite 106, Twin Falls, ID 83301. Be sure that the number of members identified on the spreadsheet, plus the new members entered online, equals the amount of dues being submitted. Once the completed Excel files and your Dues Submission Form with payment are received, we will enter information and send an updated list to you for your final approval. Member submissions and payments will be accepted between December 1, 2010 and February 1, 2011. Please keep in mind that the number of paid members for your chapter received by February 1 determines the number of voting delegates for the National Council Meeting. In addition, this number determines the number of votes a chapter has in determining recognition winners on the National level. Members wishing to apply for scholarships, grants, recognition and leadership positions must have paid dues in 2010 and 2011 to be eligible. Dues Submission After Initial Submission As you receive additional dues payments to send to the National Office, insert an additional column in your Excel spreadsheet titled “Renewal” on the left side of the spreadsheet. This will help us to identify the new submissions from the previously submitted members. Make the necessary changes/additions to your membership information; remember to either leave the “Track Changes” feature on or highlight the changes in red. Simply resubmit your spreadsheet (do not change the name of the file) followed by a mailed copy of a new Dues Submission Form along with payment for the additional members. Reminder to Change or Update Chapter Leadership Information: It is very important that we have the correct information for your chapter’s officers. You can provide that information by going to the ESP Website at espnational.org. The update is found under the Applications/Reports tab; choose the Chapter Reports tab to access the Chapter Officer Update Form. Simply fill out the form and submit to update your chapter leadership information! You will receive an email confirmation showing your report and verifying that your report has been received. Finally – we are interested in exploring new and better ways of handling the membership campaign. Growth in membership would be great! Serving our current members at the chapter and national level is key - help us to do a better job! If you have thoughts on how we can make this easier for you and better for the organization please share your comments with me at espoffice@espnational.org. . Thank you for your hard work on behalf of Epsilon Sigma Phi. Updated October 2014 Page 126 of 247 Bob Ohlensehlen ESP National Executive Director SEND DUES AND MEMBERSHIP REPORT TO: Epsilon Sigma Phi National Office Phone: 208-736-4495 450 Falls Avenue East Suite 106 FAX: 208-736-1916 Twin Falls, ID 83301 espoffice@espnational.org PROCESS FOR EVALUATION OF NATIONAL ESP EXECUTIVE DIRECTOR October - National ESP Council attendees made aware that an evaluation process is in place for evaluating the performance of the National ESP Executive Director. March 1 - Evaluation forms sent by National Past President to Chapter Officer(s), National ESP Board Members, National ESP Executive Director and staff for performance appraisal. April 1 - Evaluation forms returned to National Past President. He/she and/or an appointed committee compile results prior to mid-year board meeting. Mid-Year Board - Meeting Personal interview is conducted by President, PresidentElect, and Past President with National ESP Executive Director and Staff. Mid-Year Board Meeting Report - is made at mid-year board meeting so results are known prior to decisions made regarding signing of contract or increase in compensation and budget formation. October - Report of results made at National Conference. Assessment Form National ESP Executive Director, Epsilon Sigma Phi Chapter President NAME ________________________________________________________________ CHAPTER ________________________________ STATE ___________________________________ Directions: Circle the number which indicates your assessment of the National ESP Executive Director’s performance on each function listed. Comment on performance of those functions about which you feel strongly and offer constructive suggestions for improvement in areas you rate low. Performance Ratings: 4 = Exceeds Expectations; 3 = Effectively meets expectations; 2 = Adequately meets expectations; 1 = Needs improvement; DK = Don’t know. 1. Keeps chapter informed with timely and relevant communications to chapter officers and members. 4 3 2 1 DK Comments: Updated October 2014 Page 127 of 247 2. Provides direction, assistance and support to Chapters. 4 3 2 1 DK Comments: 3. Is tactful in dealing with ESP Chapter officers and members. 4 3 2 1 DK Comments: 4. Is dependable, realistic, and trustworthy when responding to chapter requests. 4 3 2 1 DK Comments: 5. Newsletter format and content is reader friendly and contains timely information. 4 3 2 1 DK Comments: 6. Overall effectiveness of Epsilon Sigma Phi office in meeting the needs of chapter. 4 3 2 1 DK Comments: 7. Additional Comments: RELATIONSHIP OF CHAPTER OFFICERS TO NATIONAL ESP OFFICE The following duties of chapter officers relate only to their responsibilities to the National Organization. This in no way attempts to set forth all the duties of chapter officers. Chapter President: • • • • • • • Takes responsibility for initiating nominations for National Recognition program. Provides for appropriate balloting for National Distinguished Service Ruby and other recognitions selected on a regional basis and makes sure the ballot is returned to National ESP Executive Director by May 15.. Sees that chapter delegate(s) to National ESP Council is/are selected and National ESP Executive Director notified by August 1. Responds promptly to correspondence from National ESP Officers and committees. Signs all certificates of recognition presented to chapter members. Submits names and contact information for Chapter Committees to the National ESP Office as soon after the chapter’s annual meeting as possible. Responds to evaluation of National ESP Executive Director by March 1. Chapter Secretary-Treasurer: If this office is divided between two officers (a secretary and treasurer), be sure the following duties and responsibilities are divided to assure that all are accomplished: Updated October 2014 Page 128 of 247 • • • • • • • • • • • • Provides National ESP Executive Director with names of all members who are in good standing, and their National I.D. Numbers. Collects National annual dues ($40 in 2010) from all members and submits to the National ESP Executive Director by February 1. Total current membership dues paid should correspond with the total number of annual member names on your chapter's current computer printout. Provides the National ESP Office with names and addresses including e-mail of new members. Collect from new initiates the National initiation fee (currently $5), plus the National annual dues ($40 in 2008) for the year initiated, and submit both to the National ESP Executive Director. Secures membership certificates from the National ESP Office for initiation ceremony. Prepares certificates for presentation with the name of the new annual or life member and the chapter name. Records ID# of each new annual member in the permanent chapter membership records. They are sent to the chapter from the National ESP Office with the certificates and/or payment receipt. Responds to evaluation of National ESP Executive Director by March 1. Supplies the National ESP Executive Director immediately following chapter annual election, information about all chapter officers including office held, name, title (both Extension and Epsilon Sigma Phi), address, zip code, telephone number, FAX number, and e-mail address. Reports names and membership numbers of deceased members to the National ESP Executive Director as they occur so they can be included in the National ESP Council's Memorial Service Keeps members advised of the availability of ESP emblems and jewelry, collects orders and sends to the National ESP Office. Advises members planning for study leave of the availability of scholarships provided by National ESP. Submits information requested by the National ESP Office, officers and standing committees, to National ESP as quickly as possible after the request is made. Chapters are encouraged to obtain their own IRS tax identification number for their chapter accounts as the National ESP Board cannot be liable. NEW MEMBER INITIATION CEREMONY The following is offered as a suggestion. It is not intended to replace a ceremony that is traditional to your chapter and fits your situation. Adapt/change/add to this ceremony to meet your needs. Staging the Ceremony: • • Ask the new members to come to the front of the room as each is introduced. A display of Epsilon Sigma Phi symbols is appropriate--such as a banner, or project and image of the ESP logo. Items can be borrowed from the National ESP Office if necessary. Updated October 2014 Page 129 of 247 • Have a packet of materials assembled in an Epsilon Sigma Phi pocket folder for each new member. Suggested contents: New Member Certificate, Epsilon Sigma Phi brochures, recent issues of newsletter (chapter and national), and the Extension Professionals' Creed. The Ceremony: Presider: • Building human capital means increasing the ability to people to reach their full potential through involvement in families, organizations, communities, and the work place. Investments in human capital provide people with the skills, ability, and understanding to function effectively in a complex and changing society. Our role in Epsilon Sigma Phi is to build human capital within an organization in the work place. The Chapter will provide you with an opportunity to build interpersonal relationships, increase your sense of self-worth, and build creative independence within the organization. Today, we welcome Extension professionals who are qualified to become members of the Chapter of Epsilon Sigma Phi, as well as members who have reinstated their membership. Speaker 2: • • • • The purpose of our organization is to improve the image of the Extension System, as well as an opportunity to work together as an interdisciplinary team to promote the organization through national and state committees. These committees are concerned with Recognition, Professionalism, Public Issues, Membership, Global Relations, and Life members. They will provide you with an opportunity for service within the organization, at both the chapter and national levels. The official emblem of Epsilon Sigma Phi has a wall of Troy around the outside symbolizing the protection which the organization provides to its members. The "E" on the stem of the key signifies Extension. The Greek letters are interpreted to mean Extension System Veteran. Epsilon stands for Extension, Sigma for Service, and Phi for veteran. As a member, you will no longer be the "new kid on the block". The colors of the organization are green and ivory (cream). (Optional) I ask to present each candidate with a framed copy of the Extension Professionals' Creed. Hang this Creed in your office to remind you of the goals we live by as Extension professionals. Presider: • • • New members, will you please repeat after me, in unison, this membership pledge: "I (say your name) / hereby subscribe to and accept the Extension Professionals' Creed / as an expression of my idealism as an Extension professional. I will endeavour at all times / to conform to it in thought, word and action / and to promote its spirit among those with whom I am associated. Updated October 2014 Page 130 of 247 • • I pledge my loyalty / to the members of this organization of Extension professionals / and I will promote the work and goals / in which we are commonly engaged. All this I pledge on my honor." Speaker 2: • We congratulate you on your professionalism, your desire to build human capital within the ranks, and to reach your full potential through your work and our association with each other. Belonging to the Chapter will help you "make a statement" about the value of our work and appreciation of co-workers, who, by their accomplishments and supportive spirit, renew our energies and faith in the total Extension team. Let us close this ceremony now by welcoming our new members with applause, followed by expressions of personal welcome as the opportunity presents itself. INSTALLATION OF OFFICERS I DECEMBER 1999 (This is a reference to adapt for your specific chapter.) For this installation ceremony, I would like to use an analogy that compares Epsilon Sigma Phi (ESP) to a tree. We all enjoy the beauty of our trees throughout the year. During the spring and summer we all enjoy the special colors provided by our trees and during this time of year our trees are enhanced by a variety of sparkling colored lights. I’m sure all of us hope our ESP tree is as beautiful as the trees we admire in the great outdoors. The ESP officers who will serve next year are surely the main roots and trunk of our tree. They must serve as anchors and be the support that is needed to stabilize the tree itself. We must remember, however, that the trunk of our tree will grow only in proportion to the food supplied to the tree by our officers, committees and members. Each year a new ring of growth is added to a tree. The ring of growth for ESP this year was an excellent one and we hope the rings added in future years would continue to be as healthy. (Name), as President for the coming year, it will be your responsibility to serve as the taproot of our tree. The taproot must go deep and be strong if our tree is to grow and withstand stormy weather and winds that may come our way. You will have the support of the other roots and trunk to assist you. (Name), you are to serve as President Elect/Vice President for Chapter Relations. As you use the coming year to prepare for the role of President in the year , your root, like the President’s tap root, must go deep and be a strong anchor for our tree. The other officers will assist you in keeping our tree well nourished, but as one of the main roots, you must continue to hold firm and be a source of sustenance for our tree. Updated October 2014 Page 131 of 247 (Name), you will serve as Second Vice President for Professional Development for the coming year. You play a key role in coordinating the annual national conference and helping our members continue to develop and adding to the ring of growth on our tree. (Names), you will be serving as the vice presidents of our organization. You have positions of great importance in providing an information flow from the national organization to each of the state chapters in your region and providing direction for our national committees. Just as the trunk of the tree conducts water and food to the leaves and supports the branches and their foliage, you must serve as the trunk of the ESP tree and provide consistent flow of information to our members. (Name), you will be serving as the Immediate Past President. In this role and as chairman of the Membership Recruitment and Retention Committee, you will be responsible seeing that our tree continues to have viable branches (state chapters) and assist with getting new leaves (our members). Just as the branches support the leaves, we should see our chapters, the branches, as responsible for providing support for our members, the leaves, of our tree. Each and every leaf on our tree is important. The leaves, as we know, serve a very important place in the life of a tree--absorbing sunlight and transposing the energy into the nutrients the tree needs to grow. This process, called photosynthesis, is the same process that our members carry out when they learn new methods, new ideas and new research, and put this information to use in carrying out the many tasks involved in being a good Extension professional. The leaves of our tree begin as small buds and develop into fully-grown leaves. Some leaves drop off along the way, but most of them remain on the tree to reach full-blown beauty. Some of our members drop their ESP membership, but most of our membership is stationary enough to create a wide area of knowledge and ability. The influence of our ESP members can be likened to the shadow cast by the tree. Often times the shadow is even bigger than the tree itself. I hope the shadow cast by our ESP members will reach all areas and spread its influence over Extension professionals who are not leaves on the tree. The members, like the leaves, are the lifeblood of the organization. I’m sure all of you in this room have a dream of how the ESP tree should look. My challenge for each of the National ESP Officers is to determine the dreams of our members and make a dedicated effort to provide a common sense of direction and a picture of consistency for ESP, as described by Chip Bell yesterday. As the ESP officers for the coming year, will you dedicate yourself to making this dream possible? If so, please answer I will. Remember—Keep a green tree in your heart and perhaps the singing birds will come. Written - December 1999 by Patricia Buchanan (IL) Officer Initiation Used for Installation of National Officers Updated October 2014 Page 132 of 247 (Written by Bob Ohlensehlen, Past National ESP President and National Executive Director) Every great organization needs to have great leaders who are dedicated to the principles and mission of the organization. Our Vision Statement is that Epsilon Sigma Phi leads the Extension System in promoting and supporting professionalism in Extension And as you know the mission of our organization is that Epsilon Sigma Phi is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional. As incoming officers of an organization that professes to "Lead the Extension System in promoting and supporting professionalism in Extension" it will be your job to identify opportunities, develop new means of serving our members and to implement ways of serving our members so that as an organization we continue to be relevant and crucial in equipping our members to be able to accomplish our vision and meeting our mission. ________, as the President of Epsilon Sigma Phi for 2011-2012 you are responsible for establishing the goals and objectives for our organization for the upcoming year. You will be looked up to by all of the Board members to provide guidance and leadership to help our organization to “Be All We Can Be.” We look to you to make our organization —"The preferred Extension professional organization." You also have the task of trying to find a direction that will help the organization in meeting the diverse needs of all of the members of our organization. You will have the responsibility to provide oversight and direction for all aspects of the organization. You must keep the car on the road and moving strongly forward. As our President and representative on the JCEP Board you will provide leadership to the ESP JCEP team to hold high our ideals as you represent us on JCEP. You have a tremendous responsibility, but you have been identified as one who is up to the task. ________________, as the President-elect you are responsible to provide the leadership to develop a national conference program for next year that will provide opportunities for our members to improve their skills and to add new skills to their skill sets so that they may take the next step toward achieving our mission of fostering the standards of excellence in Extension work. You have the fresh ideas and leadership skills to take us to a new level in providing professional development opportunities for all of our members not only at our National Conference but throughout the year. Use your ideas to explore new ways of increasing our value and service to our members in meeting their professional development needs. Use your knowledge and skills to accomplish the task before you. _______________, as you embark on the first phase of a four year term on the ESP Executive Board and as you serve during the upcoming year as the Chair of the Chapter Relations Committee and as Chair of the Marketing Committee you have just accepted Updated October 2014 Page 133 of 247 an important task. Your responsibilities as Chapter Relations Chair will provide you a challenge to work with the Chapter leadership to insure that they are supported by the National Board and National Office and that the national board establishes a line of communication that flows both ways to help insure the success of each of our chapters. I challenge you to work with the Regional Vice Presidents in the strengthening of each chapter and particularly those who are struggling to meet the needs of both their annual and life members. As marketing committee Chair your responsibilities will include discovering new ways of informing our members of the value of their organization as well as making sure our "Brand" is known throughout all of Extension as the Extension Professional's Organization. Observe and learn as the experiences you have in the next year will be extremely valuable to you in the years to come. ___________, as the _________ Region Vice President and the Public Issues Chair you are responsible for building and strengthening political and public support for Extension through consistent and targeted communication with local, state and federal decision makers and agencies to educate them on the accomplishments and value of Extension. You will also be responsible to educate and inform Epsilon Sigma Phi members about public policy and legislative issues affecting Extension programs and staff. Your participation on the committee and your dedication as an emeritus Extension Professional have served you well for this position. _____________, as the _________ Region Vice President and Public Issues Chair you are responsible to make contact and promote affiliations between ESP and international professionals. Your committee is to provide suggestions for strengthening Extension's International programming, to promote international enthusiasm within state ESP Chapters and the national ESP organization. Your committee will be responsible to help ESP members who are interested, to find sources for international Extension opportunities and to assist chapters in recognizing international work done by ESP members. Your skills are well suited for you to succeed at this challenging task. ____________, as the ________ Region Vice President and the Chair of Scholarships, Grants and Recognition you have an extremely challenging task. You will be responsible to oversee the collecting, evaluation and awarding of the professional development scholarships and recognition of individuals and teams who have done exemplary work within the Extension System. The second half of our vision to foster excellence in Extension work is to recognize those who have reached that pinnacle. Your job is to see that that happens. I know that you are ready, willing and capable in meeting the task. _________, as the _____________ Regional Vice President and the Resource Development and Management Chair you face two challenging tasks. One of the keys to a strong organization is to have a strong financial base. Your task includes oversight of the finances of our organization for both the day to day operation of ESP and the oversight and management of the Development Fund. The financing of the day to day operation is critical to the success of the organization in providing service to our members. The development fund provides the resources for professional development scholarships as well as the funding of recognition of outstanding Updated October 2014 Page 134 of 247 members. You have the training and skills to handle these responsibilities with distinction. We are fortunate that you are willing to accept the role of filling the final year of the position and that you are bringing a wealth of previous experience with you. _______, ________,_______and _____, I have described your responsibilities as committee chairs, but I have saved your most important responsibility for last. First of all you are the link between the National ESP Board and the leadership of the chapters in your. The chapters are the most critical part of the ESP organization. Without strong chapters there is little need for a National Organization. Your challenge is to continue the work you have begun this past year within your Region to help inform, assist and to inspire the chapter leaders to do the job which they have agreed to perform. When your region's chapters have been successful in meeting the needs of their members, you all have been successful in meeting your responsibilities as a Regional Vice President. Finally, __________, you have now reached a point for some well-deserved rest. You have been an outstanding example for all to follow this past year as our President. Your work is not yet finished. The new Special Life Member Committee is beginning its part in ESP history. As the first chair of this committee you will have the responsibility to develop the committee’s mission so that it will support the ESP Mission and Vision and provide new experiences and opportunities for our Life Members. Also, during this upcoming year you will be expected to serve as our mentor and leader, providing wisdom that is sage with the experiences you have gained over the past three years you have served. We all look to you as our mentor. If we will but follow the path you have set for us we will be able to take that step to the next level. Before you get too comfortable as you pass the yoke of leadership to Justen, remember that all of the board continues to look to you to help lead the way to making Epsilon Sigma Phi’s role critical to the continued success of the Extension System. I now declare all of you as being duly installed as officers and National Board members of Epsilon Sigma Phi for 2011-2012. INSTALLATION OF OFFICERS III Presider: *Would each of you come forward as I call your name. - President: _________________________________ - Vice President: _____________________________ - Secretary-Treasurer: _________________________ - Past President: ______________________________ - Annalist: __________________________________ Updated October 2014 Page 135 of 247 • • • • • • • • • • • • Leaders come in all sizes, shapes, and ages. Leaders are made, not born. They develop much as a pearl does. Starting with a grain of sand, the pearl adds layer upon layer of luster until it becomes a beautiful gem. In much the same way, people become leaders, if they have the desire and determination to do so. All people are unique individuals who, in order to become leaders, must first learn to become personally efficient and able to manage themselves. They accept themselves for what they are, then concentrate on unfolding their personalities into the leaders they want to become. They develop faith in themselves, in their abilities and goals, in diligent work, and in their ability to create in themselves the persons with whom they will be happy for the rest of their lives. They develop respect for themselves, others, work, capabilities, and their ability to move out of the shadows in order to strive forward, making small possibilities into great achievements. They develop courage to meet failure without defeat, forge ahead and when the "going gets tough," they stand up for what they believe is right, and to admit mistakes. They take action by establishing goals, mapping out programs for reaching them, put first things first by setting priorities, do not become a slave to a system but create systems and make them work, and keep pressing ahead until the task is done and the goals reached. Each of you has indicated that you are willing and ready to serve as a leader of Chapter of Epsilon Sigma Phi. You are hereby challenged to support and follow the Chapter policies and Constitution and Bylaws of ESP. If you accept this charge, say (I will). I now declare you duly installed as the officers of Chapter, Epsilon Sigma Phi. Congratulations. EPSILON SIGMA PHI Officer Initiation Used for Installation of National Officers (Written by Bob Ohlensehlen, Past National ESP President and National Executive Director) Every great organization needs to have great leaders who are dedicated to the principles and mission of the organization. Our Vision Statement is that Epsilon Sigma Phi leads the Extension System in promoting and supporting professionalism in Extension and as you know the mission of our organization is that Epsilon Sigma Phi is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional. As incoming officers of an organization that professes to "Lead the Extension System in promoting and supporting professionalism in Extension" it will be Updated October 2014 Page 136 of 247 your job to identify opportunities, develop new means of serving our members and to implement ways of serving our members so that as an organization we continue to be relevant and crucial in equipping our members to be able to accomplish our vision and meeting our mission. ________, as the President of Epsilon Sigma Phi for 2011-2012 you are responsible for establishing the goals and objectives for our organization for the upcoming year. You will be looked up to by all of the Board members to provide guidance and leadership to help our organization to “Be All We Can Be.” We look to you to make our organization —"The preferred Extension professional organization." You also have the task of trying to find a direction that will help the organization in meeting the diverse needs of all of the members of our organization. You will have the responsibility to provide oversight and direction for all aspects of the organization. You must keep the car on the road and moving strongly forward. As our President and representative on the JCEP Board you will provide leadership to the ESP JCEP team to hold high our ideals as you represent us on JCEP. You have a tremendous responsibility, but you have been identified as one who is up to the task. ________________, as the President-elect you are responsible to provide the leadership to develop a national conference program for next year that will provide opportunities for our members to improve their skills and to add new skills to their skill sets so that they may take the next step toward achieving our mission of fostering the standards of excellence in Extension work. You have the fresh ideas and leadership skills to take us to a new level in providing professional development opportunities for all of our members not only at our National Conference but throughout the year. Use your ideas to explore new ways of increasing our value and service to our members in meeting their professional development needs. Use your knowledge and skills to accomplish the task before you. _______________, as you embark on the first phase of a four year term on the ESP Executive Board and as you serve during the upcoming year as the Chair of the Chapter Relations Committee and as Chair of the Marketing Committee you have just accepted an important task. Your responsibilities as Chapter Relations Chair will provide you a challenge to work with the Chapter leadership to insure that they are supported by the National Board and National Office and that the national board establishes a line of communication that flows both ways to help insure the success of each of our chapters. I challenge you to work with the Regional Vice Presidents in the strengthening of each chapter and particularly those who are struggling to meet the needs of both their annual and life members. As marketing committee Chair your responsibilities will include discovering new ways of informing our members of the value of their organization as well as making sure our "Brand" is known throughout all of Extension as the Extension Professional's Organization. Observe and learn as the experiences you have in the next year will be extremely valuable to you in the years to come. ___________, as the _________ Region Vice President and the Public Issues Chair you are responsible for building and strengthening political and public support for Extension through consistent and targeted communication with local, state and federal Updated October 2014 Page 137 of 247 decision makers and agencies to educate them on the accomplishments and value of Extension. You will also be responsible to educate and inform Epsilon Sigma Phi members about public policy and legislative issues affecting Extension programs and staff. Your participation on the committee and your dedication as an emeritus Extension Professional have served you well for this position. _____________, as the _________ Region Vice President and Public Issues Chair you are responsible to make contact and promote affiliations between ESP and international professionals. Your committee is to provide suggestions for strengthening Extension's International programming, to promote international enthusiasm within state ESP Chapters and the national ESP organization. Your committee will be responsible to help ESP members who are interested, to find sources for international Extension opportunities and to assist chapters in recognizing international work done by ESP members. Your skills are well suited for you to succeed at this challenging task. ____________, as the ________ Region Vice President and the Chair of Scholarships, Grants and Recognition you have an extremely challenging task. You will be responsible to oversee the collecting, evaluation and awarding of the professional development scholarships and recognition of individuals and teams who have done exemplary work within the Extension System. The second half of our vision to foster excellence in Extension work is to recognize those who have reached that pinnacle. Your job is to see that that happens. I know that you are ready, willing and capable in meeting the task. _________, as the _____________ Regional Vice President and the Resource Development and Management Chair you face two challenging tasks. One of the keys to a strong organization is to have a strong financial base. Your task includes oversight of the finances of our organization for both the day to day operation of ESP and the oversight and management of the Development Fund. The financing of the day to day operation is critical to the success of the organization in providing service to our members. The development fund provides the resources for professional development scholarships as well as the funding of recognition of outstanding members. You have the training and skills to handle these responsibilities with distinction. We are fortunate that you are willing to accept the role of filling the final year of the position and that you are bringing a wealth of previous experience with you. _______, ________,_______and _____, I have described your responsibilities as committee chairs, but I have saved your most important responsibility for last. First of all you are the link between the National ESP Board and the leadership of the chapters in your. The chapters are the most critical part of the ESP organization. Without strong chapters there is little need for a National Organization. Your challenge is to continue the work you have begun this past year within your Region to help inform, assist and to inspire the chapter leaders to do the job which they have agreed to perform. When your region's chapters have been successful in meeting the needs Updated October 2014 Page 138 of 247 of their members, you all have been successful in meeting your responsibilities as a Regional Vice President. Finally, __________, you have now reached a point for some well-deserved rest. You have been an outstanding example for all to follow this past year as our President. Your work is not yet finished. The new Special Life Member Committee is beginning its part in ESP history. As the first chair of this committee you will have the responsibility to develop the committee’s mission so that it will support the ESP Mission and Vision and provide new experiences and opportunities for our Life Members. Also, during this upcoming year you will be expected to serve as our mentor and leader, providing wisdom that is sage with the experiences you have gained over the past three years you have served. We all look to you as our mentor. If we will but follow the path you have set for us we will be able to take that step to the next level. Before you get too comfortable as you pass the yoke of leadership to Justen, remember that all of the board continues to look to you to help lead the way to making Epsilon Sigma Phi’s role critical to the continued success of the Extension System. I now declare all of you as being duly installed as officers and National Board members of Epsilon Sigma Phi for 2011-2012. INSTALLATION OF CHAPTER OFFICERS The installing officer may be the chapter-outgoing president, or a visiting national officer. Request new officers to stand and face the installing officer. Officer: *Epsilon Sigma Phi, the Extension Professionals’ Organization, comprised of approximately 7,000 members nationwide, has made a significant difference in enhancing the competence of Extension professionals. *The Chapter, organized in , stands tall in its contribution to the national purposes of promoting a team approach among its members, maintaining the ideals of the organization and establishing working relationships of genuine regard. *The quality and quantity of the new members just initiated addresses the leadership style of the officers you have elected to provide leadership for this chapter. They have demonstrated their ability to be professional educators, individually and collectively, by building opportunities to strengthen relationships with all of you within the Extension System. *Standing together they symbolize the way the officers of this chapter have worked together as an interdisciplinary team in the past, and will do so in the future. Through this kind of teamwork, lies their great power for accomplishment. *This is the time when we feel the spirit of re-dedication; when we renew our loyalties, and once again pledge support to the officers you have elected. Updated October 2014 Page 139 of 247 *By the authority vested in me, it is my privilege to install each of you in the office to which you've been elected. (Say each person's name and the office. Also, if the chapter has a gavel, make a brief comment as the gavel is presented to the president.) *And now, each of you members has a responsibility to promote within the Chapter an attitude of confidence, sincerity, and creativity. I challenge each of you to: - Remember every kindness done to you whatever its measure. - Remember praise by others won and pass it on with pleasure. - Remember every promise made and keep it to the letter. - Remember those who lend you aid and be a grateful debtor. - Remember all the happiness that comes your way in living. - Forget each worry and distress; be joyful and forgiving. - Remember good, remember truth, and you will find through age and youth, true joys and hearts to love you. *Please join me now in congratulating the duly installed officers of Chapter of Epsilon Sigma Phi, the Extension Professionals’ Organization. Installation of National ESP Officers Installation of officers is a time when we feel the spirit of re-dedication to our organization when we renew our loyalties and once again pledge our support to the duly elected officers. The National ESP Board stands tall in its commitment to a team approach in maintaining the ideals of Epsilon Sigma Phi and establishing working relationships of genuine regard. As we begin this installation, we honor the time and commitment of outgoing officers (Names). Your continuing support and involvement along new avenues is crucial and appreciated as the new and successive boards continue the development of the organization. Thank you. (Name), as (year) National ESP Board President, it is your responsibility to represent the organization, to lead Epsilon Sigma Phi with clarity of vision, ever mindful of the mission and rich history of the organization. (Name), as Immediate Past President, you will provide leadership for membership recruitment and retention, working with chapters to consider the cherished diversity of members and potential members. Updated October 2014 Page 140 of 247 (Name), As President Elect, you will continue to prepare yourself for the Presidency, and provide leadership for increasing competencies and opportunities for Extension professionals through professional development. ___ (3 previously named officers), you will represent Epsilon Sigma Phi on the Joint Council of Extension Professionals, fostering teamwork and collegial respect among the partner organizations. (Name), as 2nd vice president, you will coordinate leadership training for chapter officers; maintain contact with chapter officers to provide support to the chapters, the lifeblood of a successful organization. (Names) , as Regional Vice Presidents, you will work with the chapters in your respective regions and provide leadership for the four standing committees to further develop leadership, excellence and actions toward the ideals for which Epsilon Sigma Phi stands. Each of you has stated your willingness to serve as a leader of Epsilon Sigma Phi. You are hereby challenged to support the Constitution, Bylaws and Policies of Epsilon Sigma Phi. If you accept this challenge, please say ―I will. I now declare you as duly installed officers of National Epsilon Sigma Phi, the Cooperative Extension Professional’s organization. Congratulations and Best Wishes. (Ceremony written by Laurel Kubin, 2000 National President, Colorado) MEMORIAL SERVICE - I It seems appropriate to think about some of the special gifts we have received from those members of ESP who died during the past year--gifts of friendship, knowledge, and inspiration. We honor the memory of those members who, through their lives, enriched others and us. Their names appear in our annual report and we hope you will take a moment to think of those people who were special to you in your personal experience. The candles with bows tied on the holders represent the gifts we received from these special people. Let us begin by lighting the first candle in memory of the gift of friendship. For Extension workers, it often happens that our co-workers become close friends. Through long days of work, rides in the car, shared hotel rooms, and service to our profession, our working relationship turns into friendship. Helen Steiner Rice wrote this poem about friendship. Don’t count your age by the years you’ve known, But by the friends you’ve made and the kindness sown. Updated October 2014 Page 141 of 247 For life is not measured by the years that you live, But by the deeds you do, and the joys you give. We light the second candle in honor of the gift of knowledge gained from these departed friends. As Extension professionals, they pledged to improve the lives of individuals, families, and communities. Unselfish by nature, innate educators, and people-oriented, they were positive role models influencing decisions, methods, and outcomes. This resulted in the living legacy of an improved environment in their respective ―corner of the world. They gave their todays for our tomorrows. To paraphrase Henry Adams, “A great teacher affects eternity. One never knows were his or her influence stops.” Finally, let us light the third candle in honor of the gift of inspiration we have drawn from these co-workers. Let us reflect on the ways in which the lives of these fellow workers have touched ours-perhaps as a mentor; perhaps as an office co-worker; perhaps as a supervisor; perhaps we shared committee responsibilities; or perhaps they paved the way before we began our work. In some way, we were colleagues and friends and they will remain in our memories. Nancy Gross said, “Memories are a gift from God to those left behind. They bring comfort, joy, and laughter, and they enable us to live forever in the hearts of those we love.” Please stand for a moment of silent reflection as we celebrate these lives and their special place in our hearts. MOMENT OF SILENCE Ursala K. LeGuin said, “It is good to have an end to journey toward, but it is the journey that matters in the end.” Let us hope that these dear friends had a good journey. For their being, their inspiration, their friendship and our hope; let our thoughts be a tribute to their memory. You may be seated. Thank you. (Extinguish candles) ESP National ESP Conference, 1999 Prepared by Marilyn Schnittjer NC Regional VP, Iowa MEMORIAL SERVICE III We, who are gathered here this day, take a moment to recognize the significance of fellowship with our members who have recently departed. Each has labored diligently to make a contribution to humanity through his or her chosen work in the Extension System. May their efforts serve as an encouragement for us to seek opportunities to assist others in meaningful endeavors. Although their labors are complete, the task of education continues. Our labor is unfinished and calls us as it called to those fellow colleagues whose memories and examples we cherish today. Updated October 2014 Page 142 of 247 As we read these names, we not only honor the memory of our former colleagues, but perhaps most importantly, we thereby affirm to ourselves the dignity and worth of lives dedicated to enlightenment through educational service. We also reflect on the uplift, the development, and the fulfillment in the lives of those with whom we are privileged to work. May we, like they, possess those qualities of mind and spirit that contributes to our labor and gives satisfaction from our work. Our records show that the following members of our chapter passed on this year: (Read names of deceased followed by a moment of silence.) Let us honor the memory of these departed colleagues by bringing to the opportunities and tasks of each day, no less dedication and devotion than they brought to theirs. MEMORIAL SERVICE IV We are gathered together to celebrate with joy and remember with sadness, the builders of Epsilon Sigma Phi who have died during this past year. Their strength is symbolized through the changes we see in nature. We are ever mindful of the contributions each has made to Epsilon Sigma Phi and to Extension education programs. (Start projecting a series of slides corresponding to the scenes in nature described in the text.) • • • • • • Like the trees, their accomplishments will continue to stand long after our departure. Some of our co-workers worked long years and experienced every season of life, while others departed at an earlier time. Each one made a unique contribution to our clientele, our program, and our administration. We must continue to cherish our past--but be ever mindful of our future as we, too, prepare for the seasons of change within our own lives. Each one of our departed colleagues added the beauty of flowers, buds, and color to our lives. Let us remember to do the same as we live, with joy, through the seasons of life--in tribute to their memory. Will you stand with me now during a moment of remembrance for our loved ones, who, as members of Epsilon Sigma Phi, continue to inspire each of us in spirit and beauty. MEMORIAL SERVICE V When great trees fall, rocks on the distant hills shudder, lions hunker down in tall grasses, and even elephants lumber after safety. Updated October 2014 Page 143 of 247 When great trees fall in forests, small things recoil into silence, their senses eroded beyond fear. When great souls die, the air around us becomes light, rare, sterile. We breathe, briefly. Our eyes, briefly, see with hurtful clarity. Our memory, suddenly sharpened, examines, gnaws on kind words unsaid, promised walks never taken. Great souls die and our reality, bound to them, takes leave of us. Our souls, dependent upon their nature, now shrink, wizened. Our minds, formed and informed by their radiance, fall away. We are not so much maddened as reduced to the unutterable ignorance of dark, cold caves. And when great souls die, after a period peace blooms, slowly and always irregularly. Spaces fill with a kind of soothing electric vibration. Our senses, restored, never to be the same, whisper to us. They existed. They existed. We can be. Be and be better. For they existed. SOURCE: I Shall Not Be Moved, Maya Angelou Memorial Service VI We light this candle in celebration of the lives of our colleagues and friends who have died since last we met. Their philosophy is reflected by that of Alice Freeman Palmer, who was the second president of Wellesley College. It was said of her that she was happiest when she was doing most for others. When she left the college, she gave herself so tirelessly to her self-imposed task of lightening the burdens of the unfortunate that her husband objected. He thought she should give her time and strength to writing books which would make her still more famous. ―You are building no monument, he said. ―When you are gone, people will ask who you are, and no one will be able to say. ―Well, why should they? was the answer. ―I am trying to make girls happier and wiser. Books don’t help much toward that. It is people that count. You want to put yourself into people; they touch other people; these, others still, and so you go on working forever. (John T. Faris) Through their leadership and teaching, our Extension friends have touched the lives of countless others, and they leave us with a legacy of outstanding contributions, enhancing the lives of individuals and communities. We are truly blessed by their distinguished careers in service to this country. (Music under) I’m sure you are probably familiar with the poem about the Bridge Builder, but I would like to share it with you as a fitting tribute to those who have dedicated their lives through Extension. The Bridge Builder An old man traveling a lone highway, Updated October 2014 Page 144 of 247 Came at the evening cold and gray, To a chasm vast and deep and wide, Through which was flowing a sullen tide, The old man crossed in the twilight dim, the sullen tide held no fears for him; But he turned when safe on the other side, And built a bridge to span the tide. ―Old man, cried a fellow pilgrim near, ―You’re wasting your time in building here, Your journey will end with the closing day; You never again will pass this way You have crossed the chasm deep and wide, Why build you this bridge at the even-tide? The builder lifted his old gray head; ―Good friend, in the path I have come, he said, ―There followeth after me today A youth whose feet must pass this way. This stream which has been as naught to me, To that fair-haired youth may pitfall be; He, too, must cross in the twilight dim Good friend, I am building this bridge for him. (Will Allen Dromgoole) (Music up. Solo ―Wind Beneath My Wings‖ Bernadette Watts) (Music under) Please stand with me in a moment of silence in honor of the lives we remember this day....................... He has achieved success who has lived well, laughed often and loved much; who has gained the respect of intelligent men and the love of little children; who has filled his niche and accomplished his task; who has left the world better than he found it, whether by an improved poppy, a perfect poem or a rescued soul; who has never lacked appreciation of earth’s bounty or failed to express it; who has looked for the best in others and given the best he had; whose life was an inspiration; whose memory is a benediction. (Mrs. A. J. Stanley) ESP National ESP Conference, 2000 Prepared by Eleanor Wilson NE Region VP, Washington, D.C. REQUESTING A NATIONAL ESP OFFICER VISIT TO A CHAPTER Chapter visits can be conducted to stimulate programming through more frequent contact with the National ESP Board. If financially feasible, every chapter should be visited every five years. The Chapter Visit form is to be used for requesting a visit. (see next page) Updated October 2014 Page 145 of 247 If financially feasible, a National ESP Officer may plan to visit no more than two (2) chapters each year. Interest in having a National ESP Officer visit should be sent to the National President. The National ESP Board will approve chapter visits. A schedule will be developed. A National ESP Officer visit should include the following: • • • Planning meeting, workshop with chapter officers. Meeting with Director of Extension. Meeting with membership, if possible. Specific objectives of the visit include: • • • • Challenge the chapter to creatively outline plans of work on some of the National Epsilon Sigma Phi goals/objectives. Assist the chapter with strengthening some prior identified aspect of their existing program: i.e. financing awards program. Assure that the Director of Extension sees the chapter as a vital organization in the viability of the Extension program in the state. Identify emerging leadership for national committees and officers. Financing: • • • The chapter will pay for the cost of lodging, meals and local transportation. ESP will pay transportation. If a visit is more than once every five (5) years, the chapter will pay all expenses associated with the visit. CHAPTER REQUEST FOR NATIONAL ESP OFFICER VISIT This is a request to have a National Epsilon Sigma Phi officer make an official chapter visit: (Date) ____________________________________________________ (State) _____________________________________________________ (Chapter) ____________________________________________________ National Officer Requested: _______________________________________________ Date of Visit: ____________________________________________________ Location of Visit: ____________________________________________________ Updated October 2014 Page 146 of 247 Event: ____________________________________________________ Type of Presentation: ____________________________________________________ Visit Agenda: ____________________________________________________ The National ESP Organization will pay transportation expenses for an official visit to a Chapter when financially feasible at a maximum of one every five years. Chapters pick up the on-site expenses such as cost of per diem (meals and lodging). If a visit is more often than once every five years, the chapter will pay all expenses associated with the National ESP Board member's visit. SEND FORM electronically to espoffice@espnational.org Epsilon Sigma Phi Handbook SECTION L National Conference Updated October 2014 Page 147 of 247 NATIONAL ESP CONFERENCE GUIDELINES ...they see the oak tree in the acorn and understand the process of helping the acorn become a great oak tree. Excerpt from PRINCIPLE-CENTERED LEADERSHIP by Stephen Covey (1992) The annual National Conference of Epsilon Sigma Phi is the ―centerpiece national professional development event. The processes of planning, implementing, evaluating and sharing the story about conference’s impact are intended to contribute to the acquisition of leadership skills for members. To achieve continuity between National ESP Conferences and to enhance the efficiency of staging the event, these guidelines are provided as a springboard for planning. The National ESP Board, the National Professional Development Committee and the local arrangements committees in the host state(s) comprise the production team. As that team progresses in its work, many opportunities will emerge to move in ways differing from the guidelines. From these “acorns - the guidelines - “great oaks will grow” Purposes of the National ESP Conference: 1. Provide professional development for members, including opportunities for members and non-members in the Extension System to make scholarly presentations reporting research and accomplishments of significant programs which contribute to official national initiatives. 2. Recognize recipients of national and regional recognition and provide an opportunity for the presentation of the Annual Distinguished Ruby Lecture. 3. Conduct the business of the National ESP Council. 4. An opportunity for national committees to meet face-to-face. 5. Stage a fund-raiser (i.e. Auction) for the Epsilon Sigma Phi National Development Fund. When and Where: The National ESP Conference will be held at a time that does not conflict with religious holidays and other professional association meetings of partner organizations. The National ESP Board will set the dates and the site for the National ESP Conference three years in advance based on bids submitted from a chapter(s) in the designated region. Every attempt should be made to schedule the National ESP Conference within the first two weeks of October. Updated October 2014 Page 148 of 247 2014 – Indiania 2015 – Idaho 2016 – Northeast 2017 - South Bids to Host the National ESP Conference: The regional vice president for the host region will initiate the distribution of information to chapters and will encourage them to submit National ESP Conference host bids. The regional vice president will initiate the call for bids from the states in the region prior to the regional meeting of the year in which the region must submit a bid. The regional vice president will direct states wishing to submit a bid to the Bid Guidelines as found in the National ESP Handbook. The potential bids will be discussed at the Regional Workshop where the regional vice president will provide guidance to states wishing to submit bids. The regional vice president will report on discussion held at the regional meeting and may make a recommendation to the National ESP Board, at the Mid-Year Board Meeting where the selection of the bid will be made. The final announcement of the site which was selected by the Board will be made at the National ESP Council Meeting three (3) years in advance of that National ESP Conference. Budget: The National ESP Conference is to be financially self-sustaining and it is expected that the conference should generate some profit. The Conference Budget Committee will be made up of the Host Chapter Chair (or a designee), the National ESP Executive Director and the National President Elect / Chair of the Professional Development Committee. The Conference Budget Committee will prepare a budget which will be submitted to the National ESP Board for their approval at the Mid-Year Board meeting prior to the National ESP Conference. The conference registration fee will be established by the National ESP Board based, on the approved budget, at the Mid-Year Meeting. The budget should show the in-kind contribution that is being provided by the host state. The host state should be able to factor in a cost to be able to address contingencies that may arise. The budget should include the complimentary items obtained from the conference facility to provide a clearer picture of the true cost of the conference. A final Updated October 2014 Page 149 of 247 budget report should be provided to the board by the Conference Budget Committee to be included in the permanent records of the National ESP Organization. National Epsilon Sigma Phi will charge a Program Related Direct Cost Fee to the National ESP Conference budget. Fee is on a per person basis. The host chapter, National ESP Board members and Professional Development Committee will remain constantly alert to opportunities to maximize the use of resources through collaborative relationships and in-kind contributions. Host chapters are requested to provide some local hospitality, etc. To provide an added incentive for a successful conference, the Host Chapter and the National ESP Organization will divide the proceeds of the conference with 20% going to the host state and the National ESP Organization retaining 80%. Contracts: The National ESP Executive Director and/or National ESP President or their designee will sign all contracts binding upon the National ESP Organization for the National ESP Conference. Cancellation insurance will be used to provide protection against forced cancellation of the conference. Local Arrangements Committee: The host chapter(s) will appoint a local arrangements chair (or site chairman) three years before the event. Subsequently the Local Arrangements Committee (site committee) should be selected by the chapter president and the local arrangements chair. The local arrangements chair and the Professional Development Committee Chair need to meet face-to-face at the National ESP Conference to make plans to proceed with the conference for the next year. Local arrangement chairs will be appointed to positions on the professional development committee and will serve the year prior to and the year of their National ESP Conference. Suggested duties for the Local Arrangements Committee are outlined in the Section on Host Chapter Responsibilities. The Local Arrangements Chair or a designee will make the initial contact with the conference site hotel or other facilities to make arrangements negotiate prices, etc. The local arrangements chair, the National ESP Executive Director and the Professional Development Committee Chair must coordinate planning efforts to maintain a good flow of communication. Professional Development Conference Program and Distance Learning Activities: The national Professional Development Committee will develop a proposal for the National ESP Conference program and distance learning activities (could be either Updated October 2014 Page 150 of 247 simultaneous or at different times). The program proposal should contain a theme, objectives, a schedule, keynote speakers, and concurrent sessions, etc. Distance learning opportunities should be explored as a way to serve more members, by providing additional access to the National ESP Conference. The proposed agenda will be presented to the National ESP Board no later than six months prior to the National ESP Conference. Budget and evaluation plans should accompany the proposal. The conference program is approved by the National ESP Board. National ESP Council Meeting: The official annual meeting of the National ESP Council is to be held during the National ESP Conference. See the section on host chapter responsibilities of ESP National Council Meeting for more information regarding the annual meeting. Recognition Banquet: The national and regional recognition presentations will take place as the finale event of the National ESP Conference. Distinguished Ruby Lecture: This lecture is an important part of the professional development offered at the National ESP Conference. The winner of the Distinguished Service Ruby Recognition will be one of the Conference keynoters at an event conferring a sense of significant honor to the recipient. Fund Raiser for the Epsilon Sigma Phi National Development Fund: During the Conference there should be a major fund raising activity for the financial benefit of the Epsilon Sigma Phi National Development Fund. The host chapter(s) will conduct this activity in close cooperation with the National ESP Board. (If that event is an auction, guidelines appear in the auction section of this document.) Registration: The conference registration fee is set by the National ESP Board based on the budget information presented by the Conference Budget Committee. The registration process shall be handled by the ESP National Office or through the Host State where the conference will be held. The National ESP Executive Director and the Professional Development Committee Chair will give leadership to the registration activities at the conference. Assistance with the registration activities at the conference site will be provided by the host chapter(s). Updated October 2014 Page 151 of 247 Conference publicity and registration materials will be distributed to members through the ESP website, in the ESP Connection and through other means as appropriate. The registration information and the conference program information will also be available on the Epsilon Sigma Phi Website which is located at: http://espnational.org/. Invitations to the National ESP Conference can be issued to special guests by the National ESP President. He/she will personally invite State Directors of Extension and national administrative personnel in the Extension System to participate in this professional development conference. The recommended registration due dates are as follows: early bird registration deadline - will be approximately 75 days before the conference, regular registration deadline - will be one month before the conference, and late registration will run through the conference. When registration is determined, consideration should be given to day registration, guest meal registrations, extra meal tickets, non-member registration and tour registration. Complimentary registrations are extended to the presidents or their designee from the JCEP partner organizations. JCEP Traveling Team members (presidents) should complete the registration process even though they are provides a free registration to aid in planning meals. In the registration process, consideration should be given to asking registrants select the concurrent sessions they plan to attend to be able to match room sizes with projected attendance. All presenters must register for the entire conference to be eligible for the presentation stipend. BID GUIDELINES FOR HOSTING NATIONAL ESP CONFERENCE Timeline: Bids are considered at the Mid-Year Board Meeting of the National ESP Board for the National ESP Conference three (3) years hence. At the prior regional workshop, the Regional Vice-President should lead discussion of possible bids from chapters and prepare materials for the chapters submitting bids for consideration by the National ESP Board. States considering the submission of a bid should be directed to follow the guidelines found in this section of the handbook. The announcement of the selection of the bid is made at the National ESP Council Meeting. Regional Rotation: Updated October 2014 Page 152 of 247 The host state will rotate among the four regions when appropriate and possible: Northeast–2011, South-2012, Galaxy IV-2013, North Central-2014, West-2015, Northeast-2016 and South 2017. Information to Submit with the Bid: 1. Dates. Please include information indicating that the dates do not conflict with the annual conferences of the JCEP partners and any patriotic or religious holiday of members indicating sensitivity to the celebrations of a diverse population. 2. Host City 3. Conference planning should be based on an attendance from 200 to 250 members. 4. Tentative commitment from Hotel of choice 5. Hotel charges and contractual obligations (there is a strong preference for hotel contracts that limit the financial liability for Epsilon Sigma Phi): 6. Hotel and other facility cancellation policies and under use of sleeping rooms penalties 7. Fees for audio visual use (and policies for host state providing some of the audio visual equipment), microphones, hospitality rooms, and other incidental expenses 8. Internet accessibility and associated charges for meeting room use and in sleeping rooms. 9. Guest Rooms (25 single, 75 doubles, suites, complimentary sleeping rooms) -guests make their own reservations and payment in a reserved block of rooms. 10. Meeting rooms - 1 room large enough to seat 250 banquet style (Ruby Luncheon and Awards Banquet); 1 room large enough for 250 people auditorium style (can be the same room as banquet room); 6-8 small meeting rooms to seat 30-40 classroom style; and a conference room to be used before and after the conference must seat 20 - a U-conference table arrangement. Ideally, the 6-8 small meeting rooms would be in addition to the banquet room. 11. Space for Registration and up to six display tables 12. Space for Poster sessions with display tables or wall hanging of posters, floor easels for 20 posters would also be acceptable. 13. Place to store audio visual equipment and auction items 14. List any additional charges 15. Other information regarding - Meals, parking, taxes, space for small displays, complimentary sleeping rooms, shuttle service, etc. 16. Capabilities for distance learning such as satellite uplink, web streaming, etc. 17. Location of Hotel in relation to major airports, local attractions, shuttle services, etc. 18. Potential off-site attractions for tours, free time, guests, etc. 19. Letter of invitation from host state Epsilon Sigma Phi Chapter President 20. Letter of invitation from State Director of Extension in host state(s). The letter of invitation should include descriptions of the information and communications technology available in the state for transmitting and receiving distance learning programs associated with the Epsilon Sigma Phi National Professional Development Conference. Access to technical support staff related to these technologies and learning applications should be included in the descriptions. Opportunities for Epsilon Sigma Phi to co-sponsor distance learning with the host university are strongly encouraged. Updated October 2014 Page 153 of 247 21. Willingness to accept host state(s) responsibilities suggested in the handbook 22. Provide a listing of potential donors of financial and in-kind resources (not a requirement). (Some in-kind contributions could be flowers/corsages, decorations for banquet and general sessions, audio visual equipment, auction costs, tour costs, photographer, entertainment, registration services, printing, distance learning costs, etc.) 23. Provide a potential listing of professional development tours which might be incorporated with the conference or which might be offered either pre-conference or post conference. 24. National ESP Conference Proposal Evaluation Form 25. Any other pertinent information 26. Services provided and cost Updated October 2014 Page 154 of 247 NATIONAL ESP CONFERENCE BID PROPOSAL EVALUATION FORM STATE/CHAPTER: CITY: PROPOSED CONFERENCE DATES: DATE CONFLICTS NATIONAL MEETING DATES: - NACAA - ANREP - NEA4-HA - NEAFCS - NACDEP - OTHER RELIGIOUS HOLIDAYS: AIRPORT: • AIRLINES • SAMPLE AIRFARES FROM MAJOR CITIES • AIRPORT TRANSPORTATION TO THE HOTEL HOTEL: • ROOM RATES - ROOM TAX - LAYOUT/MAP • FOOD SERVICE POLICIES AND MENUS CONTRACT: • MEETING SPACE (AVAILABILITY AND CHARGES ASSOCIATED WITH USE) • GENERAL SESSION • BREAKOUTS (6-8) Including Fees - setup, AV, Internet, etc • BANQUET SET-UPDISPLAY AREA • EXHIBITORS AND POSTER SESSIONS • REGISTRATION AREA Updated October 2014 Page 155 of 247 • BOARD MEETING ROOM • STORAGE ROOM • EQUIPMENT RENTAL - POLICY ON AV EQUIPMENT, SERVICE CHARGES • LARGE SUITE FOR PRESIDENT(COMPLIMENTARY) • AVAILABILITY AND COST OF INTERNET ACCESS IN MEETING AND SLEEPING ROOMS • PARKING FEES • ABILITY TO BRING IN PROMOTIONAL ITEMS • SHIPPING AHEAD - STORAGE FEES - TAXES - OVERHEAD • LETTERS OF SUPPORT (ATTACHED) • STATE ESP PRESIDENT • STATE EXTENSION DIRECTOR • OTHER DISTANCE LEARNING: • TECHNOLOGY AVAILABLE • TECHNICAL STAFF • ASSOCIATED COSTS COMMUNITY ATTRACTIONS POTENTIAL TOURS SPECIFIC INKIND SUPPORT FROM THE STATE OR CHAPTER • PEOPLE • MONETARY • OTHER AVAILABILITY AT UNIVERSITY TO HANDLE REGISTRATION • ANTICIPATED COST • CREDIT CARD AVAILABILITY Updated October 2014 Page 156 of 247 HOST CHAPTER(S) RESPONSIBILITIES FOR NATIONAL ESP CONFERENCE The success of the National ESP Conference requires a good working relationship between the local arrangements committee, the National ESP Executive Director and the Professional Development Committee Chair. The following list is intended to be a guideline for the host chapter. Each conference brings new opportunities and new challenges. The key to a successful conference is the ability of those involved to work together to adapt to situations that arise during the planning process. 1. Name a Local Arrangements Chair as soon as possible after the bid to host is accepted. The Local Arrangement Chair or their designee will serve as a member of the Conference Budget Committee. The budget committee will prepare the conference budget to be approved by the National ESP Board. The committee will also recommend a registration fee to the National ESP Board for approval. 2. The host state should plan to have a member on the Professional Development Committee for the year prior and the year in which the conference is held in the host state. This individual may choose to submit an application to be a regular member of the Professional Development Committee or may choose to serve as an ad hoc member of the committee. 3. The host state committee should make suggestions for the conference theme and potential keynote speakers. The final determination of theme and speakers will be approved by the Professional Development Committee and the National ESP Board. These recommendations should be submitted to the National Board no later than the Mid-Year Board Meeting in the Year the conference will be held. 4. Explore options for financial and in-kind conference support. 5. Coordinate with the Professional Development Committee to arrange off site tours and special activities, which will need to be included in the meeting schedule. 6. Coordinate arrangements with the host hotel for meeting rooms, etc. with the guidance of the National ESP Board and the National ESP Executive Director. The Local Arrangements Committee should make a least one on-site visit to the Hotel to meet with Hotel personnel well in advance of the conference. The Local Arrangements Chair is the principle individual to communicate with the Hotel management. This will be coordinated with the Conference Chair (Professional Development Committee Chair), the National ESP Executive Director and National President. 7. Arrange for the selection of menus for meals being provided at the conference. Also arrange for decorations at the meals. The meal and decoration arrangements must be approved by the Conference Budget Committee to insure that selections are within the budget. 8. Conference registration will either be handled by the ESP National Office or through the Host State where the conference will be held. The decision as to who does the registration will be mutually agreed upon by the ESP National ESP Board and the Local Arrangements committee. If the Local Arrangements Committee handles the registration then it will need to do the following steps. Arrange for a registration/conference management service locally (if available) that will provide the Updated October 2014 Page 157 of 247 maximum flexibility to include registration by Internet, mail or fax. The maximum flexibility in payment for registrations should also be considered to include; check, credit card and purchase orders. In 2010 80% of the registrations were made using a credit card, the rest were done with check or purchase order. Registration services should allow conference planners to track multiple registration options such as tours and special events. The registration should include printed confirmations, receipts, participant lists, name badges and tickets. All registration activities should be coordinated with the National ESP Executive Director and the Professional Development Committee Chair. 9. The host state should arrange for volunteers to assist with the registration process on-site. The registration table should be available for onsite registration the afternoon before the conference begins, all day on day 1 and at least in the morning for the remainder of the conference. 10. The host state should explore the possibility of including financial and accounting services as a part of the registration/conference management services. In many cases where a university can provide these services, a tax exemption can result in a substantial savings on the food and beverage costs of the conference. 11. Arrange for local media coverage of the National ESP Conference and of the keynote speakers. 12. Provide hosts for keynote speakers to pick them up airport and to make them feel welcome at the conference. 13. Provide access to the information and communication technology and the associated technical staff for distance learning activities related to the professional development program at the National ESP Conference. 14. Provide A-V equipment when feasible (check with hotel policy). 15. Conduct the Scholarship Auction or a similar fund raising event for the National Epsilon Sigma Phi Development Fund. 16. Make arrangements for local hospitality. A small cost for this can be included in the registration fee if requested. 17. Search out opportunities for special entertainment events, attractions, etc., for conference attendees and their guests. Provide information of these opportunities to attendees so they may plan for the open night or for a chapter to do a ―States Night Out if scheduling allows. 18. Provide hospitality items such as signs as to locations of activities, local tourist information, greeters, ticket takers, decorations, etc. 19. Arrange for flags (US and State) at the opening session and National ESP Council meeting. 20. Arrange for color guard, signing of the national anthem, leading of Pledges of Allegiance and/or other appropriate flag ceremony at the opening general session. 21. Arrange for entertainment at the Recognition Banquet. The entertainment should be during the meal. 22. Local Arrangements Chair should meet face-to-face with the Professional Development Committee Chair at the National ESP Conference the year before the state actually hosts the event. The Professional Development Committee Chair is the overall Chair for the National ESP Conference. Updated October 2014 Page 158 of 247 23. The host state should view the National ESP Conference as a special professional development opportunity for the host state as well as surrounding states, and should promote maximum participation from state and regional Epsilon Sigma Phi members and non-members. 24. The host state will need to work with the Professional Development Committee to secure technology to be used in creating distance-learning opportunities for members who are unable to attend the meeting. Such distance-learning technologies as satellite uplinks or web streaming must be coordinated by the host state, as needed, to complement the conference program. 25. The host state should invite the National ESP Board to hold their mid-year meeting in the host state prior to the conference. This will provide an opportunity to meet with the Local Arrangements committee to foster a good working relationship with the board which is important to having a successful conference. 26. To encourage the promotion of the program by the host state through publicity and in the activities provided to attendees, the profits of the conference will be divided with 20% returning to the host state and 80% being retained by the National ESP Organization. 27. The host chapter should plan for between $500 and $1000 of expenses. Depending on the creativity of the host chapter many of these expenses can be in kind contributions or donations. The costs incurred would be items such as: table decorations at the awards banquet and Ruby Luncheon; printing of the conference program, Ruby Luncheon program and awards banquet program. 28. Plan a Life Member program during the National ESP Conference. A life member program could include tours, classes or workshops that would appeal to our life members. HOST CHAPTER RESPONSIBILITIES FOR THE NATIONAL RECOGNITION BANQUET This activity should be coordinated closely with the National ESP Executive Director at the National Office. 1. Provide table decorations as part of Conference budget. 2. Order a floral piece for the head table. If chapters wish to honor recognition recipients with corsages/boutonnieres, it will be the responsibility of the chapter to cover this expense. The Local Arrangements Committee will provide the name of a local florist and help facilitate this process. 3. Invite local guests from the University and the Extension System of the host state(s). They are to be the guests of the hosts(s). 4. The Local Arrangements Committee will be responsible for the menu selection in consultation with the National ESP Office. 5. The National ESP Board supports the attendance of a photographer in exchange for taking of pictures at all conference functions including the Recognition Banquet. Digital copies of photographs will be available on the ESP website after the conference. 6. Banquet seating will be prepared by the National ESP Executive Director. The National Friends of Extension and National ESP Board plus guests will have Updated October 2014 Page 159 of 247 reserved seating. If at all possible, the president of the Chapter nominating the Friend of Extension recipients should be seated with the recipient. 7. Arrange for light entertainment during the meal. 8. The National ESP Executive Director and the National ESP Board will handle all of the details of preparing and presenting the plaques and certificates. 9. If the new officers are installed at the Banquet, the National ESP Board will handle the installation of the new board. Updated October 2014 Page 160 of 247 Overview of Auction Auction Date and Time: • • • Dinner: A cash bar will open at 6:00 pm with dinner served from 7:00 – 7:30 pm; door prizes drawn at 7:00 pm. Silent Auction: If facilities allow, viewing and bidding can be set up as early as the afternoon break to stimulate interest. Otherwise, the silent auction would run during the reception and dinner time. Bidding for the silent auction will end when the live auction begins. Live Auction: 7:30 to end. The payment for silent and live auction items sold will run for 15 minutes after the auction is over or until 9 pm whichever comes first. PROMOTE PARTICIPATION • • Items donated are requested to be valued at $30 or more, and suggested to be something unique that represents your culture, community or geographic area, hobby or special interest. Auction promotion (including articles, invitations) is carried out through the ESP Connection newsletter, ESP website and communications with chapter leadership. ADVANCED SHIPMENT OF ITEMS • Some items may be shipped in advance to local Extension office, as offered through promotions. ITEM REGISTRATION PROCESS Auction registration will be held near the registration desk and conducted in the same location and within the designated time period as conference registration (although not for entire scheduled time period). Auction Donations Registration: • • • Day 2 of Conference 4-7 pm Day 3 of Conference 7- noon Day 4 of Conference 8-10 am (deadline) Registration Information Needed - to be obtained from donor on Auction Item Registration Form at time item is presented. This is a duplicate form that is to be completed by the donor. • • • • • • Name of item: Description: Estimated value: Donor (individual/association chapter) name: Donor contact information: Local contact information (hotel name and room number): Updated October 2014 Page 161 of 247 • • Designated association to receive proceeds of sale: (Only relates to Galaxy years.) Log in number (to be entered by auction registration volunteer): The donor will not make the determination as to whether an item will be placed in the silent or live auction. The local arrangements chair will designate a storage place for auction items near the registration area. Table space is needed in the room for storing and organizing items prior to the auction. PLACING OF ITEMS IN THE LIVE OR SILENT AUCTION The goal is to have 30-40 items in the Live Auction. These items should be the higher end pieces with broad appeal. All other items should go into the Silent Auction. LOGISTICS OF ROOM LAYOUT/TABLE SET-UP Both silent and live auctions will be in the same room where the cash bar and dinner will be served. The room will be needed by 3:00 pm to set up for auctions – ALL VOLUNTEERS AVAILABLE ARE NEEDED Room will be set up with tables for silent and live items, desk for registration of bidders, a payment station, and stage for the auctioneer. PRESENTATION OF ITEMS Information to be presented on the cards to accompany silent and live auction items includes: • • • • • • Name of item: Description: Estimated value: Donor (individual/association chapter) name: Designated association to receive proceeds of sale: (Only important in Galaxy years) Log in number of item: AUCTIONEERING Silent auction items will not be described by auctioneer or successful bid recipients announced by auctioneer. Volunteers should review task assignments and see Auction Coordinator to review specific assignments during auction set-up at 3:00 pm. PAYMENT FOR PURCHASED ITEMS Credit card capability will be provided. Credit card payment may be done via manual paperwork during the auction and processed subsequently or depending on the availability cards may be processed on site. Bob Ohlensehlen, National ESP Executive Director, will facilitate payments along with other volunteers and be responsible for Updated October 2014 Page 162 of 247 processing of payments (credit card accounts, personal checks, cash, receipts), and has offered to handle subsequent credit card processing of payments. Silent and Live Auction Tasks and Schedule (Number of Volunteers will need to be increased during Galaxy Auctions) Pre-Conference: Advance Shipment of Donations Four Months Out: Provide article to National Office for the ESP Connection encouraging participation in the auction and address for advance shipping of items. 2 weeks prior: Receive/Register Advance Shipped Donations at Designated Extension Office. Items Needed for Auction (Check with the National ESP Office to see what items are available from previous years)The following items are needed to conduct the auction: 1. Bidder paddles with numbers on them 2. Corresponding list of numbers to enter individual’s name as the bidder 3. Carbonized sheets for silent auction bidding, registration of donations, and sales receipts 4. Calculators (3 minimum) for adding up sales receipts 5. Computer for keeping a database to include: names of person(s) donating, name of item(s) estimated value of each item Following the auction, the selling value will be entered into the database and provided to the national ESP office. Box of writing pens for the silent auction and the cashier’s station. Item Transportation Transport advanced shipped donations to Conference Hotel Registration Desk – (2-3 Volunteers) Open during conference, in advance of Auction Event (especially times of high participant traffic.) Greet donors and register donations at desk—need 2 volunteers per 2-3 hour time slot) 1. Task #1 assist donor in completing registration form and review for completeness complete tax statement form and provide to donor accept item, and hand over item and completed registration form to Task #2 volunteer Updated October 2014 Page 163 of 247 2. Task #2 file original completed registration form in numeric order in folder, and turn folder over at end of shift attach the carbon copy of registration form to item attach a corresponding Log-In # tag to item 3. Task #3 Place registered and tagged item onto cart and transport to storage room Preparation of Display Cards (2-3 Volunteers) Transfer registration information to display cards Determine placement of items in live or silent auction Organize display cards numerically for live and silent auction During Auction Set-Up (day of the auction) ALL VOLUNTEERS ARE NEEDED Auction Set-Up (4-6 volunteers) • • • • Transport items from storage room to location of auction Line tables with covering Using Velcro, attach silent auction and live auction display cards (pre-determined) on tables in designated areas Place auction items on tables to correspond with display cards Clip bid sheets to folders and place before each silent auction item During Auction Event (Need approximately 20 volunteers) • • • • • • • • • • 2-3 Greeters, 1 at each door—to move folks toward Bidder Sign-In Table 4 Bidder Sign-Up/Payment Assistants—to register bidders with Bidder #s, and ALSO to receive payments and provide receipts at designated table. Separate payment location for credit card and cash or check. Register bidders and hand out bidder paddle log-in sales data on main log complete receipt, tax statement, and provide both to buyer 3-5 Silent Auction Assistants Each Assistant will cover a designated area of items Monitor bidding process and answer questions At close of bidding for each of two rounds of silent auctioning, circle sale price and bidder #/name on each item bid sheet Monitor buyers’ retrieving display card and bid sheet folder to take to payment desk, and retrieval of item 1 Auctioneer—to auction live items 2-3 Couriers—to carry each item and display card from live auction tables to stage for presentation, hand display card to auctioneer. Following sale of item, designated recorder will record bidder # and sale price on Display Card and on Registration Form. Courier will retrieve the item from the Auctioneer and the marked Display Card from Recorder, and hand the item and Display Card over to buyer. 1 Sales Recorder—records sale price and bidder # on both Display Card and Registration Form 1 Item presenter—to hold up item for display at start of bidding while standing on or in front of stage 4 Live Auction Spotters—catch bids in audience during live auction Updated October 2014 Page 164 of 247 • 2-4 People to prepare Bidder Settlement Sheet - collect all of the sheets for an individual bidder's purchases, transfer the amounts to a Buyers Settlement Sheet with all items purchased and the total amount of all items purchaed to be provided for presentation to the cashier for payment. ESP Conference Auction Procedure Notes As used for 2011 Conference (69 items, 108 bidder cards) This will describe the procedures and paperwork. The goal is to track all donated items by assigning them each a number (donors are tracked by this also) and track all bidders/buyers by a separate number and match those for collecting payment. Certain people positions, paperwork or spreadsheet names/titles are underlined to note required items. Receive Auction Items A. Have a table next to the Conference Registration table staffed by one or two people during the Registration time periods to collect donations. B. Each donor must complete a Consignment Form that lists all items donated by that individual, chapter, committee, group or company. This form captures complete contact information for the donor and a description of the items donated. One carbon copy is given to the donor as a receipt when the item is received. C. Move donated item(s) to the storage room and keep the paperwork (consignment form) with the items. Be sure the descriptions are complete to identify items later. D. Input the information from the Consignment Form into a spreadsheet, called Auction Item/Donor Spreadsheet. Starting with “1”, number each item consecutively on the first Consignment Form in order and enter all information into the spreadsheet. Continue the numbering through all Consignment Forms. E. This item number on the Consignment Form follows the item throughout the auction. F. Place Consignment Forms in a folder, maintaining numerical order. This information will be used to prepare items for the auction. Maintain this file throughout and following the auction for future reference. G. By placing the item information on a computer from the start, each item, donor and bidder can be tracked through to the end. After the auction, update this spreadsheet to include the purchase price and buyer information with the summation of the auction proceeds. A copy of the spreadsheet can be added to the auction file and organized/sorted by bidder to ease the checkout process. Preparation of Items for Auction Sale A. Items must be organized by Silent and Live Auction items. Suggestions for Live Auction items (approximately 25% to 30% of total items) include items with higher values, ones which might spark bidding interest – a fun item, special interest items, or unique silly items. Updated October 2014 Page 165 of 247 B. Prepare a Bid Sheet for each Silent Auction item. The Bid Sheet includes the Item Number, Item Donor, Item Description, Estimated Value, Initial bid and required bidding interval, in whole dollars (ex: $1, $3 or $5). C. The Silent Auction items should be displayed with their Bid Sheets and a few pens or pencils for bidders to use. Make sure that one or two people monitor the room when the room is open for viewing and bidding. They can wander throughout the room, answer any questions that anyone has and provide Live Auction items are set up for viewing separate from the Silent Auction items to spark interest. Live auction items are in the dining area where the auctioneer will work. D. For Live Auction items, create a Display Card (create on the computer from a template, then print) which transfers information from the Consignment Form or other donor information given for special items. The purpose is to provide the Auctioneer with the following information in eliciting bids: E. Name of item F. Name of donor G. Donor’s suggested value H. Description of the item either from the donor or attach any information provided by the donor. Ask donors of large items or group of items to provide a list of all information. I. Space for the item number (right side of Display Card) J. Space for Buyer Bid Card number (right side of Display card) K. Space for Purchase Price (right side of Display Card) Registration of and Distribution of Bid Cards A. Two part numbered Bid Cards are used. During bidder number registration, have two people available to hand out and collect cards as bidders complete them, with a third person inputting the information into a computer spreadsheet, called the Bid Card Spreadsheet. Because contact information is available from conference registration material, only hotel room and cell phone number may be necessary. This information is necessary in case the winning bidder is not present at the end of the auction and needs to be contacted at the conference to pay for and pick up their item(s). B. The spreadsheet containing bid card numbers is used to identify the successful bidders/buyers at the end of the auction. Buyers are matched to their purchases. Silent Auction Paperwork The Bid Sheet is displayed with the item. When the silent auction ends, an auction staff person(s) quickly circles the highest bid with a pen and pulls off the top copy of the form. The top copy is carried to the Sales Table (Station One) for processing. The carbon copy of the Bid Sheet stays with the Item. Live Auction Paperwork A Display Card is prepared and placed with the Live Auction item on display (as mentioned above). Updated October 2014 Page 166 of 247 A Sales Clerk (a team of two is suggested in case one wants to bid or as a double check on the information being recorded) sits near the Auctioneer and records the Item Number, Buyer Number and Purchase Price for each item on a Sales Clerk Sheet as the item is sold. A brief description (couple words) is added to help differentiate items. During the auction, the Display Card is taken with the item to the Auctioneer. A helper then carries the item around the room while the auctioneer uses the Display Card to entice bidders. After the sale of the item, a helper picks up the Display Card from the Auctioneer and gives it to the Sales Clerk who records the Buyer Number and the purchase price on it. A helper then carries the Display Card to the Sales Table. Two people can handle the Sales Clerk function to back each other up in recording sales information. (Display card -> Auctioneer->Sales Clerk->Sales Table) Auction Purchases Processing 1. After the Silent Auction, two persons set up at a Sales Table (Station One) to process the forms. One person sorts the Silent Auction sheets by the winning bidder number. The second person prepares the Sales Receipt for each winning bidder by listing all items “won” by that bidder. Names can be matched to Bidder Numbers from the Bid Card Spreadsheet. The computer operator then goes to the Consignment Spreadsheet to enter the Buyer Name and Purchase Price for that item. After the Auction, the buyer picks up this form to carry to the Payment Table (Station Two) 2. During and after the Live Auction, the above process continues as a helper brings Display Cards to the Sales Table to be processed. The first person puts the Display Cards in numerical order (by the item number) for the computer operator. Buyer names are found, the Sales Receipt completed and buyers pick up their Sales Receipt containing successful bid items from both Silent and Live auctions. Use paper clips to attach Bid Sheets and/or Display Cards to the Sales Receipt. 3. Suggestion: A third or fourth person could be helpful during this process to answer questions and interact with people coming over to find out if they were successful in their bids and hand buyers their Sales Receipts. Keep buyers away from the persons doing the processing of the paperwork so they can work without interruptions. Payment Table 1. The buyer picks up his/her Sales Receipt at the Sales Table and carries it to the Payment Table (run by the ESP Board) to make payment in cash, by check or by credit card (VISA or MC). All items are checked to see if they have been paid for and picked up. Cross check paperwork as needed. Mistakes can delay closing the auction so all should be doublechecked. Everyone should be advised to double-check themselves as they handle paperwork. The ESP National Office has the forms used in this auction. The Display Card template and spreadsheets are available. Updated October 2014 Page 167 of 247 HOST CHAPTER RESPONSIBILITIES FOR THE DEVELOPMENT FUND AUCTION Fund raising for a valued cause and fun are a great match. The manner in which this auction is conducted should create an atmosphere of fun and goodwill and generate significant funds to finance the scholarship program of the Epsilon Sigma Phi National Development Fund. 1. Appoint a chairperson from the host chapter(s) or from a chapter willing to accept the responsibility to manage the Scholarship Auction. 2. The auction chairperson should begin contacting state chapter presidents early in the year to solicit items to be donated by Chapters and/or members. 3. The host chapter will conduct the auction. They may elect to stage a hospitality event in conjunction with the auction. Arrange for a cash bar. 4. Conducting the auction offers opportunity to involve the JCEP partner organizations in the host state. 5. Arrange for auctioneers (professional or professional ―wanta-bees). The more the auctioneers know about the organization and its members, the more fun the ―chatter is likely to be. The host state should try to secure an auctioneer(s) as a local in-kind contribution. If that is not possible, anticipated expenses should be included in the budget. 6. Donated items will be placed in the silent or the live auction. This determination is made by the host chapter chair. The goal is to have about 30-40 quality items in the live auction. It is helpful to have the silent auction items displayed by mid-afternoon on the day of the auction. Items for the live auction should be displayed during the reception and meal time. 7. The host chapter should plan to accept the items, catalog the items including who donated the item, the value of the item. 8. During the auction the host chapter should plan to collect information that includes the sale price of the item, who purchased the item and provide buyers with an itemized duplicate sales receipt that contains all items purchased and is totaled for presentation to the cashier for collection of payment for items purchased. 9. The host chapter should provide the tellers, ring personnel to catch bids, bidder number sign-up and collect the revenue immediately following the sale. 10. When possible use as many different options for payment as possible such as: cash, check or credit card. (The National ESP Board has entered into an agreement which has made the use of a credit card available to be used at the discretion of the National ESP Board for such uses). Generally if prior arrangements are made the Resource Development Committee will be responsible to collect money from the sales and make the necessary deposits of money collected. Budget Worksheet for National ESP Conference Budget categories are generic and can be expanded to fit individual conference needs. It is suggested that the categories be transferred that the categories be put into an Excel worksheet file. The National Office has developed a worksheet that works quite well to develop a budget. Revenue items will need to reflect three levels of payment – Updated October 2014 Page 168 of 247 early-bird; regular; and on-site. The budget should be in the final stage or close to it for approval by the National Board no later than April 1st. Revenue Full Registrations Extension Employee Non-Member One Day National Office Registrations Retiree Rebate Extra Meals: Guest Packages Special Event Ruby DSA Auction Buffet Recognition Banquet Total from Registration Tours (List) Grand Total Revenue Expenses: Speakers/Personnel (List) Auctioneer Conference Expenses Registration Web-streaming Printing AV Rental Hospitality Cancellation Insurance Table Decorations Pre-Conference Tours Concurrent Session Presenters Site Visit from Board Meals/Entertainment Day 1Board Breakfast Board Lunch Day 2 Breakfast Lunch/Poster Viewing Beverage Break Special Event Day 3 Breakfast Updated October 2014 Page 169 of 247 Beverage Break Ruby Luncheon Beverage Break Reception Cash Bar (Bartender) Auction Buffet Day 4 Breakfast Beverage Break Recognition Reception Cash Bar (Bartender) Recognition Banquet Day 5 Board Breakfast Grand Total Expenses Updated October 2014 Page 170 of 247 Epsilon Sigma Phi Handbook SECTION M The Epsilon Sigma Phi National Board Updated October 2014 Page 171 of 247 DUTIES OF NATIONAL EPSILON SIGMA PHI BOARD MEMBERS The National ESP Board is composed of nine (9) members: President, President-Elect, Second Vice President, Past President, Northeast Region Vice President, Southern Region Vice President, North Central Region Vice President, Western Region Vice President, and National ESP Executive Director, a non-voting member of the National ESP Board. The National ESP Board meets twice a year (mid-year and during the National ESP Conference) as well as convening conference calls to transact business, review committee reports, act on recommendations, and address the maintenance of a viable, professional organization. Duties of Officers: See Article VII of the Bylaws for additional duties. President: • • • • • • • • • • • • • • • • • • Signs, with the National ESP Executive Director, all award certificates and documents of Epsilon Sigma Phi. Presides at the National ESP Council Meeting and serves as a voting delegate. Arranges agendas, in consultation with National ESP Executive Director, for National ESP Board and National ESP Council meetings and for conference calls. Communicates with Epsilon Sigma Phi members through articles in the Epsilon Sigma Phi Newsletter. Reports to Epsilon Sigma Phi membership through the Annual Report. Responds to correspondence promptly with copies to National ESP Office and appropriate National ESP Board members. Keeps National ESP Board and chapter presidents informed concerning pertinent matters. Cooperates with NEAFCS, NAE4-HA, NACAA, NACDEP and ANREP within the Joint Council of Extension Professionals (JCEP). Performs duties or committee assignments of JCEP and participates at each National Association Meeting. Conducts chapter visits as requested/determined by chapter/National ESP Board. Maintains communication link within the Extension System with Directors and Administrators. Presents the Distinguished Service Ruby and National Friend of Extension Recognitions at the Recognition Banquet. Keeps communication open with/between committee chairs, National ESP Board, and National ESP Executive Director. Writes to out-going committee members with-in one month of the National ESP Conference to thank them for their service. Contacts all recognition recipients following mid-year National ESP Board meeting. Insures recipients of National Friend of Extension recognition are invited to make brief acceptance remarks after receiving their recognition at the Recognition Banquet during the National ESP Conference. Authorizes payment of bills that differ from adopted budget. Determines site of mid-year National ESP Board Meeting with National ESP Board approval. Updated October 2014 Page 172 of 247 • • • Provides input into the annual evaluation of the National ESP Executive Director. Attends all National ESP Board meetings (mid-year and pre and post meetings during the National ESP Conference). Issue invitations to the National ESP Conference. President-Elect/ Chair for Professional Development: • • Chairs the Professional Development Committee. Chairs the final planning, implementation and evaluation of the National ESP Conference. This responsibility requires close coordination with the National ESP Board, National ESP Executive Director, Conference Local Arrangements Committee and Professional Development Committee. The Local Arrangements Committee has prepared a successful bit to host the conference and has been preparing for the conference for three or more years before the Professional Development chair was elected. • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls. May be called upon to represent National Epsilon Sigma Phi at other regional and/or state meetings, as requested by National President. • Participates as a member of the JCEP Board with representatives from the other Extension Organizations including NACAA, NAE4-HA, NEAFCS, NACDEP and ANREP. • Invites Presidents of NACAA, NAE4-HA, NEAFCS, NACDEP and ANREP to National ESP Conference. • Attends and co-presides at Epsilon Sigma Phi session during JCEP Leadership Conference. • Coordinates preparations for the ESP portion of the JCEP Leadership Conference in cooperation with the ESP Regional Vice Presidents. • Provides input into the annual evaluation of the National ESP Executive Director. • Serves as a voting delegate at National ESP Council Meeting. Second Vice-President / Chair of Chapter Relations and Marketing Committees: • • • • • • • • • Appoints committees with approval of the National ESP Board. Appointments are made using recommendations from chapter president and/or current National ESP Board members. Committee appointments are finalized and approved by the National ESP Board during June. Contacts committee appointees to confirm appointment and verify personal data needed for Epsilon Sigma Phi Directory. Takes office after National ESP Conference of the year when they were elected. Chairs the Marketing Committee. Chairs the Chapter Relations Committee. Becomes familiar with the policies, procedures, by-laws and handbooks of Epsilon Sigma Phi. Keeps in touch with the National ESP President on policies and procedures. Serves as a voting delegate at National ESP Council Meeting. Provides input into the annual evaluation of the National ESP Executive Director. Updated October 2014 Page 173 of 247 • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls. Expectations for those who are candidates for National Second Vice President • • Recommendation: Candidates will be invited to sit in as an observer at the National ESP Board. Will be present at the National ESP Council meeting prior to election. Immediate Past President / Chair of Membership Recruitment and Retention: • • Chairs Membership Recruitment and Retention Committee. Chairs the Nominating Committee to secure candidates for the position of Second Vice President. • Serves as a voting delegate at National ESP Council Meeting. • Provides leadership for the annual evaluation of the National ESP Executive Director. • Participates in all National ESP Board meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls. • Oversees update of By-Laws, Standing Rules and Policies current and notifies appropriate persons when changes are needed. • Participates as a member of the JCEP Board with representatives from the other Extension Organizations including NACAA, NAE4-HA, NEAFCS, NACDEP and ANREP. • Presides at the Distinguished Ruby Luncheon and presents the Ruby pin to the recipient. • Invites Past National Presidents to participate in the National ESP Conference. Regional Vice Presidents • • Regional Vice Presidents take office at the board meeting held at the conclusion of the National ESP Conference held during the year in which they are elected. They participate, as observers, in the pre-conference board meeting and National ESP Council Meeting prior to being installed. The responsibilities of the Regional Vice President fall into three categories, which are listed below with the specific responsibilities outlined. Regional Responsibilities • • Act as liaison between the National ESP Board and Chapters in the respective region. Provide regular communication between chapters, National ESP Executive Director, and the National ESP Board. Updated October 2014 Page 174 of 247 • • • • • • • • • • • • Establish regular communication with leadership of the chapters within the region they represent. Give leadership to supporting and promoting chapters and state officers in the region. Encourage chapter officers to be timely in responding to requests and due dates. Assist in leading the ESP session of the JCEP Leadership Conference and chair regional meetings if they are planned. Chair the Regional Meetings at the National ESP Conference. Help identify members to assume leadership as Second Vice President when the rotation of that office comes to the Vice President's region. Identify chapters that are "at risk" and give support as requested and approved by the National ESP Board. Promote leadership among membership in Region for selection of candidates for National Committees and Regional Vice President. Arrange and conduct an election to select a succeeding Vice President. Be available to respond to questions and concerns of officers and members of chapters in the region. Send congratulatory/thank you communications to regional members who are recognition recipients, donors to Development Fund, and/or accept leadership responsibilities with copies to appropriate individuals. Work with local ESP chapters to submit bids for hosting the National ESP Conference when a bid is needed from the region they represent. National ESP Board Duties • Participate in all National ESP Board Meetings (mid-year and pre and post meetings during National ESP Conference) and conference calls. • Participate in the presentation of Regional Recognition during National ESP Conference Recognition Banquet. • Represent National Epsilon Sigma Phi at a National, Regional, State and/or Chapter meeting as requested by the National President. • Assist in fulfilling Board decisions, fiscal oversight, and committee recommendations. • Serve on Board committees as requested. Provide input into the annual evaluation of the National ESP Executive Director. • Serve as a voting delegate at National ESP Council Meeting. • Provide National Committee Leadership and serve as the link between the National Board and the National Committees. National Committee Responsibilities: • • Serve as Chair of a national committee as determined by the committee chair rotation based on the region from which the Regional Vice President is elected. Membership of committees should represent all regions and life members. Need to assist Second Vice President by providing references for reappointments of appropriate committee member. Updated October 2014 Page 175 of 247 • All members of the committee should be encouraged to be active members of the committee through participation in the National ESP Conference, conference calls, committee work, and in carrying out the functions and responsibilities of the committee. Updated October 2014 Page 176 of 247 CONDUCTING THE NATIONAL ESP COUNCIL ANNUAL MEETING 1. The agenda for the National ESP Council Annual Meeting is distributed by the National ESP Executive Director, via mail to voting delegates at least 30 days before the meeting. 2. The number of voting delegates is determined by the number of chapter members in good standing February 1, prior to the annual meeting. The formula to determine the number of voting delegates per chapter and the total group of members-at-large to the National ESP Council is: One voting delegate per 150 members or fraction thereof. 3. Each member of the National ESP Board is a voting delegate on the National ESP Council. Each delegate has one (1) vote. Voting by proxy is not permitted. The President does not vote when a show of hands or standing vote is taken, except to break a tie. Votes on the election of officers and amendments to the Constitution and By-Laws should be by written ballot. 4. A parliamentarian should be selected at the Mid-Year Board Meeting for the National ESP Council Annual Meeting. 5. Voting delegates are eligible to receive reimbursement for transportation expenses, as budgeted. One person cannot be reimbursed for being both a voting delegate, a member of a national committee, life member rebates or workshop presenter. Individuals eligible for multiple reimbursements will receive the higher of those for which they are eligible. 6. The president will appoint a balloting committee of tellers to count votes. If there is a single candidate the balloting committee is not required. 7. Policies for the election of national officers are outlined in the policy statement of Epsilon Sigma Phi. 8. The national annual budget is approved at this annual meeting. 9. Installation of officers for the coming year can be done at this meeting of the National ESP Council or at a later time during this National ESP Conference where they were elected. 10. The National President-Elect selects an Epsilon Sigma Phi member to conduct a memorial service during the meeting of the National ESP Council. 11. Minutes are recorded and published by the National ESP Executive Director. 12. The official final report for the year to the membership of the National President, National ESP Executive Director and all National Committees is presented to the National Council during the annual meeting and is recorded as part of the full annual report. 13. The National President-Elect will present the Plan of Work for the next year. Reimbursement Policy for National ESP Board Travel and Others Traveling for ESP Business (This Policy has been reviewed, revised and approved by the ESP National Board on 9/16/2009) Updated October 2014 Page 177 of 247 It is the policy of Epsilon Sigma Phi that reimbursement be made at a fair and equitable rate for expenses incurred during the course of carrying out business for the benefit of the National Epsilon Sigma Phi Organization. The following establishes the guidelines for reimbursement for expenses for National Board Members and any other members who have been designated by the ESP National Board to do business on behalf of the National Board or the National Organization as described. Expenses will be paid for the following: • • • • • • Participation of the President, President-Elect and Past President (or designated representative) in meetings of JCEP. Participation as a partner of the JCEP Traveling Team to attend JCEP partner's annual conferences. The National ESP President will determine the representation of Epsilon Sigma Phi at the annual meetings of the JCEP partners keeping in mind the most cost efficient methods of representation. (Revised by the National Council October 15, 2010) Participation requested for the National President to also represent Epsilon Sigma Phi when invited to attend any ECOP meeting. Participation of the President-Elect and Regional Vice Presidents in the JCEP Leadership Conference each year. Reimbursement for participation by other National ESP Board members in these workshops will be subject to National ESP Board approval. (Revised by action of National ESP Board, November 8, 2005) Participation of the Regional Vice President serving as Chair of the Public Issues Committee in PILD Conference and planning committee. Reimbursement for participation will be provided for the Chair of Public Issues Committee and one other ESP representative to the PILD Planning Committee. Attendance at the Mid-Year Planning Meeting is for one ESP representative, typically the ESP Public Issues Chair, and expenses will be reimbursed by JCEP. There should be two ESP representatives on the PILD Planning Committee each year, excluding any chair or co-chair of the committee that may be from ESP. JOE representative will be reimbursed according to board policy up to $1,000. The JOE representative is notified of this limit in their letter of appointment. Sources of funds for travel reimbursement: • Travel expenses will be paid from the operating budget of Epsilon Sigma Phi. The amount allocated for Board travel will be evaluated annually and will be allotted as funds are available. Limitations on reimbursable expenses: • Daily meal expenses will be reimbursed up to $55 for total actual expenditures of meals not provided as part of a conference, meeting or hotel stay. Daily meal guidelines are: breakfast = $10, lunch = $15, dinner = $30. These guidelines include times when the ESP National Board may be meeting. Updated October 2014 Page 178 of 247 The guidelines will set the limit for those eligible for only one meal. The sum of the meal guidelines can be allocated among the meals without regard to the individual meal for those eligible for multiple meals. o Expense for alcohol is not reimbursable. o Receipts are required for all reimbursements. o Tax and tip is reimbursable and is included in the $55 total (see Tipping Policy below). o The Executive Director should use these guidelines when planning meals. The policy for meal payment shall be that the traveler is eligible for meal reimbursements listed below on the first day (departure) and last day (return) of the trip. (Passed by ESP National Board - July 2011) o o • • • • Departure (first day of trip) - is the time you leave your home or office to begin the trip o Breakfast - 6:00 a.m. o Lunch - 11:00 a.m. o Dinner - 7:00 p.m. o Return (last day of trip) - is the time you return to your home or office to end the trip o Breakfast - 7:00 a.m. o Lunch - 2:00 p.m. o Dinner - 8:00 p.m. Tipping Policy - A tip of 10% to 15% is recommended. No tip above 20% will be paid by ESP. If there is an automatic gratuity added to the bill, no additional gratuity will be paid. (Passed by ESP National Board - July 2011) Lodging expenses will be reimbursed at actual rate and must be accompanied by receipts. National ESP Board members are encouraged to share a room when possible. Phone calls and Internet charges are not reimbursed. If a shared room is not a possibility, any special circumstances should be discussed with the ESP President prior to the trip. Travel Reimbursement Policy: • • When traveling by personal vehicle, official mileage will be reimbursed at the rate of .44 cents per mile. Airfare, baggage fee, transportation to and from airport, and any parking/tolls will be reimbursed when accompanied by receipts. Parking will be reimbursed at the non-valet parking rate. Travel reimbursement will be the lesser of the cost to drive and the cost to fly. (Exceptions to be approved by the National President) A general guideline of travel, hotel and registration should be less than $1,200. Please make airfare and hotel reservations as early as possible for best pricing and availability. (Passed by the National ESP Board on August 6, 2007, effective January 1, 2008) Updated October 2014 Page 179 of 247 • • • Keep in mind that any decisions made to travel for personal reasons that increase the cost should be discussed with the President (i.e. combining vacation or other travel onto business and excessive cost of airfare, or travel by personal vehicle). Reimbursement for National ESP Board Meetings, National ESP Conference, JCEP Leadership Conference and other reimbursable events, will be limited to the days officially designated unless the savings accrued by traveling a day earlier or later, as in the case of weekend travel, more than offsets additional costs for meals and lodging. All requests for reimbursement must be submitted within 30 days of official travel. Pre-Payment of Travel: • No travel expenses will be paid until after an authorized trip, unless Executive Director pays for accommodations through direct billing. Pre-payment of advance expenses for a commercial carrier can be covered with a signed promissory note. Policies FOR FINANCIAL REIMBURSEMENTS TO CHAPTERS/MEMBERS: (This Policy was reviewed, revised and approved by the ESP National Board on 9/16/2009) General Guidelines: Travel reimbursement forms will be available on the ESP website. All reimbursement claims will be filed electronically, except for those who do not have access to the website. Claims must be submitted to the National ESP Office within 30 days of the conference. Reimbursement Related to National ESP Conference: Voting Delegates to National ESP Council: Each voting delegate is entitled to claim a $200 reimbursement expense per voting delegate attending the National ESP Council Meeting. Voting delegates must attend National Council meeting their respective regional meeting and the entire conference to receive reimbursement. National ESP Committee Members: A reimbursement of $200 is available to each committee member that attends the entire National ESP Conference, participating in their National ESP Committee meeting, and attends their respective regional meeting. Concurrent Session Presentations: Concurrent Session presentations are eligible for one $200 stipend per presentation. The person receiving the stipend must attend their regional meeting and the entire conference for reimbursement. Poster Presentations: Ten Poster Presentations are eligible for a $100 stipend, based on a selection process. The person receiving the stipend must attend their regional meeting and entire conference to receive the reimbursement. Updated October 2014 Page 180 of 247 Life Member Registration Rebates: ESP life members/retirees are eligible for a $100 registration rebate for the National ESP Conference. The number of rebates is limited to 20 in any given year. If the life member is serving as a voting delegate, national committee member, or concurrent/poster presenter the total reimbursement cannot exceed $200. Member must attend their regional meeting and entire the entire conference for reimbursement. Members who are eligible for multiple reimbursements will receive only one reimbursement. The highest reimbursement amount for which a member is eligible will be the one that is awarded; in any case reimbursements will not exceed $200. Updated October 2014 Page 181 of 247 GUIDELINES FOR OFFICER NOMINATIONS AND ELECTIONS Refer to article VI. Sections 1, 2, and 3 of the Bylaws for additional information. • • • • • • • Nominees are to be current Epsilon Sigma Phi members with leadership skills. They should be a self-starter and possess people skills. Nominees must be willing to make the tenure commitments of the position (Second VP starts a 4 years progression and; Regional Vice President for 2 years or until a successor is elected.) Nominees should have experience within Epsilon Sigma Phi as a chapter officer, service on a committee(s) or have served in some other leadership capacity for the ESP organization. Nominees (annual members and life members) should have support from Director of Extension in the state where the nominee holds membership and have their Director or the Director's designee submit a Letter of Support which is found on the ESP website under the Applications / Reports Tab and the Officer Application item. A complete application must also include a Letter of Support from the Chapter President. The total National ESP Board composition should include a representation that is typical of the racial, gender and age diversity of Epsilon Sigma Phi that reflects linkages to state Extension administration, Extension off-campus faculty, Extension specialists and the other four Extension professional associations. Chapters submit nominations to the National ESP Executive Director by July 1 for the Second Vice President and July 1 of even years for the four Regional Vice President positions. Regional VP Application ESP National 2nd VP Application Qualified candidates can be nominated from the floor for candidacy if the following conditions are met: • • • • • • • • A completed nomination form having the Letter of Support from the Chapter President A Letter of Support from the respective state Extension Director or the director's designee are provided at the election The nominee is present before the delegates. The candidate must meet all other requirements as outlined in the Bylaws. Epsilon Sigma Phi Leadership Rotation (see table below), identifies the rotation of regional vice presidents for national committee leadership. The Second Vice President is elected at National ESP Council Meeting for installation before the conclusion of the National ESP Conference where the election took place. Regional Vice Presidents (one for each region) are elected at the JCEP Leadership Conference in even years to assume office upon installation at the next National ESP Conference. Candidates will be asked to address a specific question/statement, provided by the past president or president elect in advance, at the meeting where election is held. Updated October 2014 Page 182 of 247 The only campaigning for the National ESP Board office allowed is: • • Nominee’s resume material will be made available to voting delegates at National ESP Conference Candidates will be present (in person) and introduced in alpha order at meeting where election is held to give a five (5) minute position statement/response to question. Election Process (at the National ESP Council Meeting for 2nd VP and for Regional VP’s): • • • • • • • • Ballots are to be printed in advance by the National Office with names of all known nominees in alphabetical order. Blank lines will be provided for other nominations from the floor or write-ins. The presiding officer will call for further nominations from the floor. The presiding officer will appoint tellers to distribute and collect ballots, count the votes, and announce the results. If no nominee receives a majority vote, the vote count will be announced and voting repeated. The ballots are destroyed following the election. The number of votes per candidate is never announced after the election becomes final. In the event the regularly scheduled meeting where the election would take place is cancelled, the members who have been designated as voting delegates for the National ESP Council shall be polled electronically (email or fax) to obtain their election votes. All other normal procedures will be followed. (Revisions approved by the ESP National Council, 10/13/11) Epsilon Sigma Phi Leadership Rotation Leadership Position 2012 2013 2014 2015 2016 2017 2nd VP Election S W NC NE S W Regional VP Election Yes No Yes No Yes No Professional Development NC NE S W NC NE Global Relations NC NE NE S S NE Scholarships, Grants & Recognition W NC NC NE NE NC Public Issues S W W NC NC W Resource Development & Mgmt NE S S W W S W NC NE S W Membership Recruitment & Retention S Updated October 2014 Page 183 of 247 Marketing NE S W NC NE S Chapter Relations NE S W NC NE S Updated October 2014 Page 184 of 247 NATIONAL SECOND VICE PRESIDENT AND REGIONAL VICE PRESIDENT NOMINATION PROCEDURE & DEADLINE Second Vice President Nominations due to Executive Director by July 1. Regional Vice President Nominations due to Executive Director by July 1 in even years. Applicants / Nominees for officer positions must file applications on line at the ESP Website - applications for the Regional Vice President or the National 2nd Vice President can be found under the Applications /Report tab The application forms for both Regional Vice Presidents and for National 2nd Vice President can be found under the Applications / Reports on the main menu. Each of the officer applications require Letters of Support from the Chapter President and from the Extension Director or the director's designee. There is an electronic form on the website which will meet the requirements or the director can attach a letter to the form to meet the requirements. It is the applicant's responsibility to see that the statements of support are submitted by the deadlines to insure the applicant has submitted a complete application. JOINT COUNCIL OF EXTENSION PROFESSIONALS The Joint Council of Extension Professionals (JCEP) was formed in 1990. The mission of JCEP is to promote communication, cooperation, and professionalism among all Extension educators. JCEP is composed of the Past President, President, and President-Elect of NACAA, NEAFCS, NAE4-HA, ANREP, NACDEP and Epsilon Sigma Phi. In addition, there are representatives from ECOP and NIFA-USDA. Purposes: • • • • • To accomplish together what the individual organizations can not accomplish on their own. To encourage communication and a closer working relationship among the six professional organizations, ECOP, and the federal partner. To provide liaison and a communication link to the individual associations. To strengthen and support Extension as a profession. To coordinate and facilitate the Regional Workshops which provide leadership training opportunities. Goals: • • • To enhance the wise management of Extension's human resources by coordinating appropriate efforts among associations and their professionals. To enhance the strengths of individual Extension professionals by strengthening the network around them. To maximize the strength of the total Extension System through its professional associations. Updated October 2014 Page 185 of 247 • • • • • • • To foster communication between all Extension professionals. To strengthen Extension's network by challenging, nurturing, and encouraging its professional faculty. To recognize the strength of a system in which the uniqueness and similarity of its professionals combine, cooperate, and complement one another as the ultimate problem-solving resource for a diverse clientele. To help every Extension professional realize his/her equally vital role within the System. To model professionalism and cooperation throughout the Extension System. To promote Extension as a career, and to promote and support a career ladder within Extension. To enhance the interdisciplinary programming concept. The positions of President, President-Elect, Secretary, and Treasurer are elected from among the JCEP Board members. The President-Elect serves a one year term and then becomes the President during the second year of their term. The other elected offices serve a year as an intern and then serve a one-year term in the office. The JCEP Board meets twice each year for 1-1/2 to 2 day meetings. The first meeting is held in conjunction with the JCEP Leadership Conference and the second meeting is held usually in June and serves as the annual meeting of JCEP. The past presidents of each the organizations have been invited by the chair of ECOP to participate as JCEP members in an planning meeting in May. JCEP Leadership Conference The purpose of the JCEP Leadership Conference is two-fold, first is to provide professional development across all subjects for members of all six Extension organizations and second is to provide leadership training for leaders of each of the individual organization. Major objectives of the conference are (1) to provide a professional development opportunity that applies to all of Extension, (2) to increase chapter officers’ knowledge of and enthusiasm for their responsibilities, (3) to assist chapter officers in strengthening chapter activities and increasing membership, and (4) to help chapter members gain a better understanding of Epsilon Sigma Phi. 1. The JCEP Leadership Conference for chapter officers and other interested Epsilon Sigma Phi members will be held annually. All chapter officers, as well as other chapter members are invited to attend. 2. Dates and locations are determined by the JCEP Board. 3. The JCEP Leadership Conference Planning Committee is made up of JCEP Board members from all of the JCEP partner organizations. 4. The JCEP Planning Committee is charged with identifying the subject matter for the professional development component and schedule of the conference. Arrange for workshop facilities and location, develop a workshop format, provide a registration form, set registration fees, arrange for meals, and attend to other details. 5. The planning committee will allocate time to the individual organizations to provide leadership training and to conduct organizational business. Updated October 2014 Page 186 of 247 6. The JCEP Leadership Conference Planning Committee will be in charge of making all local arrangements. ESP may make requests for special needs including meeting space and equipment, but additional costs from these requests will paid for by ESP. 7. In consultation with the Chapter Relations Committee which includes the Regional Vice Presidents as members, the National President-elect will be providing leadership for the ESP portion of the workshop. 8. The Regional Vice Presidents will send an invitation to chapter presidents. Each chapter president is responsible for contacting their other chapter officers, as well as the general membership regarding attendance at the workshop. 9. Generally, JCEP will provide the registration information and procedures. The ESP website will provide links to the information and the registration site. 10. Chapters are asked to prepare a written report highlighting chapter activities. The Annual Chapter Report for the JCEP Meeting is to be submitted though the ESP website. 11. The Regional Vice Presidents will send a follow-up letter to those who have registered to attend and to chapters not registered to attend. 12. The National ESP Executive Director will provide materials for the workshop. 13. Chapters sending delegates to Regional Workshops are eligible to receive up to $300 travel expenses per chapter to be used as the chapter determines for chapter members attending the conference. Updated October 2014 Page 187 of 247 Epsilon Sigma Phi Handbook SECTION N The Epsilon Sigma Phi National Office Updated October 2014 Page 188 of 247 EXECUTIVE DIRECTOR POSITION DESCRIPTION Title: National Executive Director, Epsilon Sigma Phi, The Extension Professionals’ Organization The position of National Executive Director, Epsilon Sigma Phi, is responsible to the National ESP Board. The National ESP Board of this Extension Professionals’ Organization has authority for all policy and fiscal decisions. This position functions as a salaried position subject to the authority of the National ESP Board in regard to compensation and performance of responsibilities and duties. The initial appointment is for one year and is renewed annually, following negotiation and agreement between the person in the position and the National ESP Board. The National Executive Director will recommend a person for the position of Office Assistant (approximately 1/3 time) to be employed by the National ESP Board. The compensation for the office assistant will be paid by the National ESP Board. Leadership Responsibilities • • • • • • • • • • • • • Provides leadership to the Epsilon Sigma Phi National Board in relation to fiscal, membership and operational policies of the organization. Provides leadership to the state/territory Epsilon Sigma Phi chapters in relation to organizational, fiscal and operational policies. Promotes leadership for organization, operation and communication of the National Epsilon Sigma Phi office. Provides leadership for communicating with the Extension System. Management Responsibilities and Duties to be Performed National ESP Board and Chairs of Committees: Maintains the National Office operation and records; i.e., membership, financial, awards, historical and board/committee minutes/reports. In consultation with the President, prepares agendas and materials for National ESP Board and Council meetings. Manages the production and printing of the Epsilon Sigma Phi Annual Report. Provides support for committees; i.e., doing national mailings, payment of minigrants, managing the printing of a brochure, etc. Keeps National ESP Board members and committee chairs supplied with mailing lists and labels, stationery, supplies, etc. Arranges for National ESP Board and Committee conference calls. Records minutes of National ESP Board meetings and conference calls. Facilitates the organization and conduct of the annual national conference. Financial: • Receives and disperses all Epsilon Sigma Phi funds and maintains financial records for the following: operational funds, Epsilon Sigma Phi Development Fund and longterm investments. Updated October 2014 Page 189 of 247 • • • • • • • • Develops and manages the annual operating budget approved by the National ESP Board and National Council. Arranges for the annual audit of the financial records by a qualified accountant. Financing -- prepares and submits reports to IRS and Corporation Reports. Membership: Provides membership status reports to chapter treasurers and/or membership committee chairs. Maintains membership records (historical and current) and prepares chapter, regional and national membership information and analysis for the Annual Report. Provides on-going and timely advice and counsel to chapter treasurers and/or membership committee chairs (via e-mail, phone calls, letters and information/instructions in the Chapter Handbook) in order that they can effectively perform their membership duties and records. Receives and processes membership reports from chapters -- making entries into chapter notebooks and the computer database. State Chapters: • • • • Provides a listening ear for all kinds of questions, problems, accomplishments, dilemmas or tales of woe -- and responds with solutions, advice and counsel. Prepares a month communication for the Chapter leadership to highlight dates and time sensitive information needed to effectively interface with the national organization and their chapter membership. Responds to chapter orders for a variety of supplies including: recognition certificates, brochures, jewelry, creeds, pocket folders, etc. Responds to requests for computer-generated mailing lists. Newsletter: • • Serves as editor of the National Epsilon Sigma Phi Newsletter (three issues annually) soliciting articles, writing stories and editing stories to final form. Manages the Newsletter’s production steps including: desktop publishing, proofing, layout, headlines, photos, printing, generating and affixing the address labels (3.500+) and mailing with knowledge of U.S. Postal Regulations for non-profit bulk mailing. Status and Qualifications • • • • • • Position is approximately a 75% time position. Serves as ex-officio board member. Effective administrative and supervisory knowledge and skills demonstrated by experience; including office and program management, development and administration of budgets and supervisor of personnel. Demonstrated organizational skills. Leadership ability and initiative as demonstrated by work experience and/or professional/community organizations. Ability to communicate effectively, orally and in writing. Updated October 2014 Page 190 of 247 • • • General knowledge of the organizational structure and operation of Epsilon Sigma Phi. Computer awareness and knowledge regarding word-processing, list management and desktop publishing. General knowledge and awareness of computer technology, including software. NATIONAL ESP EXECUTIVE DIRECTOR SEARCH AND SELECTION PROCESS (Suggested 1-1/2 year process) • • • • • • • • • • • • • • Position Description and Position Announcement finalized by National ESP Board: Mid-Year. Search/Selection Committee appointed: Mid-Year Position Announcement and Description released and members of the Search/Selection Committee appointed by National ESP Board announced at National Conference: Fall. Position advertised via: o Presidents of all chapters o Personnel offices of all Extension Services o Fall ESP Connection newsletter Chair of the Search/Selection Committee (Past ESP National President) and the National ESP Executive Director serve as source/clearing house for position descriptions and additional information. Application Deadline: December. Applications screened by Search/Selection Committee: February Most qualified applicants extended an interview invitation: Mid-Year Interviews conducted: During mid-year National ESP Board meeting. Selection decision announced: by June 1. Person selected involved in orientation training: o During a planned visit to the current National ESP Office sometime prior to National Conference and supplemented by phone consultations. o Attends and participates in the ESP National Conference, National ESP Board meetings and National Council meeting. o National ESP Board will negotiate each vacancy and transfer. Office equipment, files, supplies moved to the new location: As soon after National ESP Conference as feasible. National ESP Board determines allowance for moving expenses. A new National ESP Executive Director at a new location within two months of completion of National ESP Conference. PROCESS FOR EVALUATION OF EXECUTIVE DIRECTOR • National ESP Conference National Council attendees made aware that an evaluation process is in place for evaluating the performance of the National ESP Executive Director. Updated October 2014 Page 191 of 247 • March 1 Evaluation forms sent by National ESP Past President to Chapter Officer(s), National ESP Board Members, National ESP Executive Director and staff for performance appraisal. • April 1 Evaluation forms returned to National ESP Past President. He/she and/or an appointed committee compile results prior to midyear National ESP Board meeting. • Mid-Year Board Meeting A performance appraisal of the National ESP Executive Director is conducted by National ESP Board under the leadership of the Past National President. • Report is made at mid-year board meeting so results are known prior to decisions made regarding signing of contract or increase in compensation and budget formation. • Fall Report of results made at National Conference. NATIONAL EPSILON SIGMA PHI EXECUTIVE DIRECTOR SELF EVALUATION To Be Completed by Executive Director DIRECTIONS: Circle the number that indicates your rating of your performance as Executive Director on each function listed. Comment on performance of those functions about which you feel strongly, especially in areas you rate low, i.e. 1 or 2. Performance Ratings 5 = Exceeds Expectations 3 = Meets Expectations 1 = Needs Improvement Job Function/Responsibility Management of Epsilon Sigma Phi Functions 1 - Coordinates allocation of financial resources to support the goals and viability of the Organization. Rating 5 4 3 2 1 2 - Facilitates services to state chapters, national committees, and board to support their goals. Rating 5 4 3 2 1 3 - Coordinates and facilitates the National Conference. Rating 5 4 3 2 1 4 - Oversees Organization publication activities including newsletter, brochures, annual report, etc. Rating 5 4 3 2 1 5 - Serves as Secretary/Treasurer to National ESP Board and to National ESP Council and maintains complete record of all meetings. Rating 5 4 3 2 1 6 - Manages the state, regional, and national awards system with direction of the National ESP Board. Rating 5 4 3 2 1 Comments: Updated October 2014 Page 192 of 247 7 - Serves all notices required in the Constitution/Bylaws. Rating 5 4 3 2 1 8 - Maintains membership records and prepares membership reports. Rating 5 4 3 2 1 9 - Provides ongoing and timely advice and counsel to chapter officers, treasurers, and/or committee chairs. Rating 5 4 3 2 1 10 - Responds to orders/requests for variety of supplies in timely manner. Rating 5 4 3 2 1 11 - Provides listening ear for all kinds of questions, problems, accomplishments, etc. and responds appropriately. Rating 5 4 3 2 1 12 - Demonstrates teamwork. Rating 5 4 3 2 1 13 - Shows creativity and innovativeness regarding new approaches to accomplish Epsilon Sigma Phi goals. Exhibits enthusiasm for Epsilon Sigma Phi in the day-to-day management of the National Office. Rating 5 4 3 2 1 Comments: Financial Management 1. Coordinates the development of a realistic annual budget. Rating 5 4 3 2 1 2. Manages expenditures with budgetary limitations set by National ESP Board. Rating 5 4 3 2 1 3. Receives and disperses all Epsilon Sigma Phi funds and maintains financial records for operational funds, Epsilon Sigma Phi Foundation, loan funds and long-term investments. Rating 5 4 3 2 1 4. Arranges for annual audit of all accounts by qualified accountant and reporting to IRS. Rating 5 4 3 2 1 Comments: Office Organization and Management 1 - Engages competent part-time office clerical personnel. Rating 5 4 3 2 1 2 - Manages the National Epsilon Sigma Phi office effectively and efficiently, including the division of responsibilities between self and staff. Rating 5 4 3 2 1 Updated October 2014 Page 193 of 247 3 - Effectively manages Epsilon Sigma Phi property. Rating 5 4 3 2 1 4 - Monitors equipment needs and upgrades equipment within budgetary limitations. Rating 5 4 3 2 1 5 - Develops and maintains a good working relationship with a variety of suppliers and vendors. Rating 5 4 3 2 1 6 - Maintains an adequate inventory of office, chapter, and member supplies and monitors renewal dates on contracts, bond insurance, etc. Rating 5 4 3 2 1 Comments: Leadership for Increasing Influence of ESP Organization 1 - Promotes membership in the Organization and maintains effective relationships with members. Rating 5 4 3 2 1 2 - Provides visibility that Epsilon Sigma Phi is an Honorary Extension Organization that maintains standards and ideals of Extension System and promotes spirit of fellowship among past and present Extension professionals. Rating 5 4 3 2 1 3 - Effectively promotes Epsilon Sigma Phi within and outside the Extension System. Rating 5 4 3 2 1 Comments: Additional Comments: NATIONAL COMMUNICATION WITH CHAPTERS AND MEMBERSHIP ESP CONNECTION NEWSLETTER: The Epsilon Sigma Phi Newsletter is published six times each year: January/February, March/April, May/June, July/August, September/October and November/December. Three copies are printed as hard copy and sent by surface mail to life members that have not submitted email addresses. All six copies are posted on the ESP website. It serves as a supplement to very important chapter newsletters that are your principal means of keeping all members informed about happenings in our National ESP Organization. Contributions to the Epsilon Sigma Phi Newsletter by Chapter members are essential to having the publication represent significant news of all regions, chapters, and committees. In order to make the Epsilon Sigma Phi Newsletter useful, Chapter help is needed! All Chapters are encouraged to send glossy pictures of important events, with captions and a short article describing the activity to the Editor of the Connection who is the National Updated October 2014 Page 194 of 247 Executive Director. Any contributions should reach the National Executive Director by the 20th of the month before the issue goes to press (the middle of the months of publication): - January 20th deadline for inclusion in January/February newsletter. - March 20th deadline for inclusion in March/April newsletter. - May 20th deadline for inclusion in May/June newsletter. - July 20th deadline for inclusion in July/August newsletter. - Sept 20th deadline for inclusion in September/October newsletter. Chapter feature articles are also most welcome! (Refer to previous issues of the newsletter for examples.) Ideas for feature articles might be: - outstanding accomplishments by members - how retirees are being more actively involved - how you have succeeded in securing and holding new members - how to encourage active members to pay their dues promptly - events or activities of the chapter Each chapter newsletter editor or president should send a copy of their chapter newsletter to the National President, the Vice President from his or her region, and to chapter presidents in their region. Such an exchange of information can maximize the benefits of your successful experiences by sharing your ideas with your colleagues in your region. Also, make sure the Executive Director is on the mailing list for your chapter newsletter. Often accomplishments can be capsulated and shared across the nation through a reprint in the Epsilon Sigma Phi Newsletter. Other ESP Communications with Members and Chapters: ESP Communications with members and chapters are vital to the strength of the organization. ESP has adopted the use of electronic communication tool that is an email marketing program. The email marketing tool will be used to send information that needs immediate attention that will not wait until the next edition of the Connection is published. Publications of this type from the National ESP Office will be made with input from the National ESP Board and National Committees. It will be shared with all members who have email addresses. The email publication will be used to get information of opportunities for members to participate in activities or to remind members of deadlines that are approaching. It will no longer be displayed or stored on Updated October 2014 Page 195 of 247 the website as the Communique was in the past but will be strictly an electronic communication tool. Updated October 2014 Page 196 of 247 SUBMITTING A NEWS STORY FOR NEWSLETTER Newsletter Deadlines: The 20th day of November, January, March, May, July and September are the deadlines for the December, February, April, June, August and October issues of the ESP Connection newsletters. Complete the following form or simply email the necessary information or article to espoffice@espnational.org Name of chapter: _______________________________________________________________ The topic/emphasis/theme/story line is ______________________________________________ Provide a brief description--what, when, who, why, how, etc. Just the information and we'll write the story. ______________________________________________________________________ ________ ______________________________________________________________________ ________ ______________________________________________________________________ ________ ______________________________________________________________________ ________ ______________________________________________________________________ ________ ______________________________________________________________________ ________ What about photos? (black and white is best) Contact person in the chapter for more information: Name_________________________________________________________________ ________ Phone________________________________________________________________ _________ Updated October 2014 Page 197 of 247 Address_______________________________________________________________ ________ City, State & Zip _______________________________________________________________ SEND Email of information on the form to: Executive Director espoffice@espnational.org Updated October 2014 Page 198 of 247 Epsilon Sigma Phi Handbook SECTION O Epsilon Sigma Phi Governing Documents Updated October 2014 Page 199 of 247 CONSTITUTION EPSILON SIGMA PHI The National Honorary Extension Fraternity, Inc. ARTICLE I NAME The name of this association shall be Epsilon Sigma Phi--The National Honorary Extension Fraternity, Inc. ARTICLE II CERTIFICATE OF INCORPORATION No. 20491 We, the undersigned, all citizens of the United States, and a majority of the citizens of the District of Columbia, desiring to associate ourselves as a corporation pursuant to the provisions of Subchapter three (3) of Chapter eighteen (18) of the Code of Law for the District of Columbia, do hereby certify as follows: First, The name or title by which this corporation shall be known in law shall be Epsilon Sigma Phi. Second, the term for which it is organized shall be Perpetual. Third, the particular business and objectives of said corporation shall be the mutual improvement of the members of the above-named National Honorary Extension Fraternity. Fourth, the number of its trustees, directors or managers for the first year of its existence shall be seven. In testimony where, we have this 22nd day of May 1930, hereunto set our hands. William A. Lloyd (Seal) Gertrude L. Warren (Seal) Walter H. Conway (Seal) District of Columbia, sis: I, F.E. Singleton, a Notary Public in and for the District of Columbia, do hereby certify that William A. Lloyd, Gertrude L. Warren, and Walter H. Conway, parties to a certain Certificate of Incorporation bearing date on the 22nd of May, 1930, and hereunto annexed, personally appeared before me in said District the said William A. Lloyd, Gertrude L. Warren, and Walter H. Conway, being personally well known to me as the person who executed the said Certificate of Incorporation, and acknowledged the same to be their act and deed. Given under my hand and seal this 22nd day of May, 1930. F.E. Singleton My commission expires May 4, 1933 (Notaries Seal)CERTIFICATE OF AMENDMENT OF EPSILON SIGMA PHI NATIONAL HONORARY EXTENSION FRATERNITY Articles of Incorporation of 22nd day of May 1930, Amended to read as follows: Updated October 2014 Page 200 of 247 ARTICLE III PURPOSE The purpose of this association shall be exclusively charitable and educational within the meaning of Section 501(c) (3) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). This purpose includes, but is not limited to, recognizing excellence in the Extension community; providing opportunity for networking, fellowship, and collaborative efforts; fostering leadership development through mentoring Extension professionals in the philosophy and professional practice of Extension education; and facilitating professional development. ARTICLE IV MEMBERSHIP Epsilon Sigma Phi is an equal opportunity/affirmative action fraternity. Epsilon Sigma Phi is committed to the active involvement of all its members regardless of race, color, sex, age, religion, national origin, disability, or veteran status. Epsilon Sigma Phi values and seeks a diverse membership. Section 1. - MEMBER. An Extension professional (currently employed by or retired from an entity of the Cooperative Extension System) who has exhibited excellence in programming and leadership. Members continue to provide leadership and excellence in Extension programming throughout their career and during retirement. Section 2. - MEMBER-AT-LARGE. An individual meeting the above qualifications, but located where there is no affiliated chapter, may pay annual dues directly to the National ESP Executive Director of the Fraternity and become a member-at-large, with all the rights and privileges of an active member. Section 3. - LIFE MEMBERSHIP. Members, who are retired from the Cooperative Extension System, may obtain a paid-up life membership by paying an amount equal to five times the annual dues at the time of the purchase of paid-up life membership. These members hold equal rights and privileges to those paying annual dues. Section 4. - TRANSFER OF MEMBERSHIP. A member may transfer membership when the National ESP Executive Director receives notice from the secretary of the chapter accepting the transfer. Section 5. - CHAPTER INCORPORATION/AFFILIATION. The basic operating unit shall be a chapter within a state, territory, or similar geographic area. To establish a chapter, a group of Extension professionals may petition the National ESP Council. If approved, a chapter name will be assigned and a charter granted. Section 6. - CHAPTER TERMINATION. A chapter's charter may be terminated by the National ESP Council when the chapter does not support the purpose of Epsilon Sigma Phi, as set forth in Article III. Updated October 2014 Page 201 of 247 Section 7. – CHAPTER DEACTIVATION: When a chapter whose membership falls below 5 annual members the chapter shall be considered to be inactive and the remaining Annual Members shall be considered to be Members-At-Large. When a chapter becomes inactive the chapter shall forfeit the rights of an active chapter including but not limited to receiving the right to have a chapter delegate to the National Council Meeting and the right for reimbursement for a delegate to the JCEP Leadership Conference. Members-At-Large have the same individual member rights as those members who are Annual Members in good standing. ARTICLE V BUSINESS Section 1. - PLACE OF BUSINESS. The principal place of business of Epsilon Sigma Phi shall be the National Headquarters Office. Section 2. - FISCAL YEAR. The fiscal year of Epsilon Sigma Phi shall begin on the first day of January and end on the last day of December. Section 3. - NATIONAL ESP COUNCIL. The voting membership of the National ESP Council shall consist of the (1) National ESP Board and (2) delegates, from chapters and (3) the total group of members-at-large, as determined by a formula in the Standing Rules and Policies. Section 4. - NATIONAL ESP COUNCIL MEETING. The annual meeting of the National ESP Council of Epsilon Sigma Phi shall be held at a time and place determined by the National ESP Board. Section 5. - INUREMENT OF INCOME. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to, its members, officers, or other private persons except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered. Section 6. - LEGISLATIVE OR POLITICAL ACTIVITIES. No substantial part of the activities of the corporation shall be the carrying on of propaganda or otherwise attempting to influence legislation. The corporation shall not participate in or intervene in (including the publishing or distributing of statements) any political campaign on behalf of any candidate for public office. Section 7. - OPERATIONAL LIMITATIONS. Notwithstanding any other provisions of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal Income Tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), or (b) by a corporation, contributions, to which are deductible under Section 170(c)(2) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). ARTICLE VI LIABILITY Updated October 2014 Page 202 of 247 Epsilon Sigma Phi shall in no way be liable for the acts of individual members of the National ESP Council, nor for officers who may act beyond their authority. Officers individually or collectively shall not be liable for Epsilon Sigma Phi, unless they have acted beyond their authority as officers. ARTICLE VII NON-PROFIT CORPORATION Epsilon Sigma Phi shall be a non-profit corporation under Section 501(c) (3) of the Internal Revenue Code. ARTICLE VIII DISSOLUTION If upon dissolution of Epsilon Sigma Phi the assets exceed the outstanding obligations, such balances shall accrue to and be administered through the National 4-H Council, a corporation chartered by the State of Ohio and organized as a tax exempt educational agency. Upon the dissolution of the corporation, if the National 4-H Council is no longer in existence or does not qualify as an exempt organization under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law) then the National ESP Board shall, after paying or making provisions for the payment of all the liabilities of the corporation dispose of all the assets of the corporation exclusive for the purposes of the corporation in such a manner, and to such other organization or organizations organized and operated exclusively for charitable, educational or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law), as the National ESP Board shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes. ARTICLE IX AMENDMENTS The Constitution may be amended by two-thirds (2/3) vote of the ballots cast by the National ESP Council in session or by mail. Notice of proposed amendments shall be sent to chapter presidents at least thirty (30) days before balloting. I, Wayne Bath, President certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, file the following amendments to the Certificate of Incorporation, heretofore filed on May 22, 1930. Wayne Bath (Seal) I, Richard A. Swantz, a Notary Public in and for the County of Whitman, in the State of Washington do hereby certify that Wayne Bath, President of Epsilon Sigma Phi, Updated October 2014 Page 203 of 247 personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. (Notarial Seal) Richard A. Swantz I, Robert C. Clark, Secretary certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, file the following amendments to the Certificate of Incorporation, heretofore filed on May 22, 1930. Robert C. Clark (Seal) I, Daniel K. Nichols, a Notary Public in and for the County of Dane, in the State of Wisconsin do hereby certify that Robert C. Clark, Secretary of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. (Notarial Seal) Daniel K. Nichols I, Richard R. Angus, President certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, file the following amendments to the Certificate of Incorporation, heretofore filed on May 22, 1930. Richard R. Angus I, Norman E. Pruitt, a Notary Public in and for the County of Prince George's, in the State of Maryland do hereby certify that Richard R. Angus, President of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Norman E. Pruitt I, Gail Shellberg, Secretary, certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, file the following amendments to the Certificate of Incorporation, heretofore filed on May 22, 1930. Gail Shellberg I, Barbara Bailey Pullen, a Notary Public in and for the County of Larimer, in the State of Colorado, do hereby certify that Gail Shellberg, Secretary of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Bobbie Bailey Pullen I, Bill Braden, President, certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, filed the following amendments to the Certificates of Incorporation, heretofore filed on May 22, 1930. Bill Braden Updated October 2014 Page 204 of 247 I, Barbara Elliott, a Notary Public in and for the County of Brazos in the State of Texas do hereby certify that Bill Braden, President of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Barbara Elliott I, Judith S. Carlson, Executive Secretary/Treasurer, certify that the written consent of two-thirds of the National ESP Council, being first had and obtained, filed the following amendments to the Certificates of Incorporation, heretofore filed on May 22, 1930. Judith S. Carlson I, Sandra R. Gregg, a Notary Public in and for the County of Otter Tail in the State of Minnesota do hereby certify that Judith S. Carlson, Executive Secretary of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Sandra R. Gregg I, Margaret Viebrock, certify that This Constitution was amended by a two-thirds (2/3) vote of the ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation, heretofore filed on May 22, 1930. Date: February 7, 1997 Signed: (Margaret A. Viebrock) President I, Nancy Willms , a Notary Public in and for the County of Douglas , in the State of Washington, do hereby certify that Margaret Viebrock, President of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: February 7, 1997 Signed: (Nancy Willms) Notary Public (Seal) I, Judith S. Carlson, certify that This Constitution was amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation, heretofore filed on May 22, 1930. Date: February 11, 1997 Signed: (Judith S. Carlson) Updated October 2014 Page 205 of 247 Executive Officer I, Larry Doss , a Notary Public in and for the County of Otter Tail in the State of Minnesota, do hereby certify that Judith S. Carlson, National ESP Executive Director of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: February 11, 1997 Signed: (Larry A. Doss) Notary Public Seal I, Bernadette G. Watts, certify that This Constitution was amended by a two-thirds (2/3) vote of the ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation, heretofore filed on May 22, 1930. Date: January 11, 2000 Signed: (Bernadette G. Watts) Bernadette G. Watts, President I, Judy K. Fulp , a Notary Public in and for the County of Wake in the State of North Carolina, do hereby certify that Bernadette G. Watts, President of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: January 11, 2000 Signed: (Judy K. Fulp) Judy K. Fulp, Notary Public I, Judith S. Carlson, certify that This Constitution was amended by a two-thirds (2/3) vote of the ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation, heretofore file on May 22, 1930. Date: January 11, 2000 Signed: (Judith S. Carlson) Judith S. Carlson, National ESP Executive Director I, Susan Lukken, a Notary Public in and for the County of Otter Tail in the State of Minnesota, do hereby certify that Judith S. Carlson, Executive Officer of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: January 11, 2000 Signed: (Susan L. Lukken) Updated October 2014 Page 206 of 247 Susan L. Lukken, Notary Public I, Linda D. Cook, certify that This Constitution was amended by a two-thirds (2/3) vote of the ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation; heretofore file on May 22, 1930. Date: November 12, 2005 Signed: (Linda D. Cook) Linda D. Cook, National ESP Executive Director I, ,a Notary Public in and for the County of Alachua in the State of Florida, do hereby certify that Linda D. Cook, Executive Officer of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: Signed: Notary Public I, Robert M. Ohlensehlen, certify that This Constitution was amended by a two-thirds (2/3) vote of the ballots cast by the National ESP Council in session. Notice of proposed amendments was sent to the chapter presidents at least thirty (30) days before balloting. These are amendments of the Certificates of Incorporation; heretofore file on May 22, 1930. Date: October 17, 2011 Signed: (Robert M. Ohlensehlen) Robert M. Ohlensehlen, National ESP Executive Director I, Jeana Kienzle ,a Notary Public in and for the County of Twin Falls in the State of Idaho, do hereby certify that Robert M. Ohlensehlen, Executive Director of Epsilon Sigma Phi, personally appeared before me and acknowledged the above Certificate of Amendment to be their act and deed. Date: October 17, 2011 Signed: (Jeana L. Kienzle), Notary Public BYLAWS EPSILON SIGMA PHI The National Honorary Extension Fraternity, Inc. Article I MISSION Epsilon Sigma Phi (ESP) is dedicated to fostering the standards of excellence in the Extension System and developing the Extension profession and professional. Updated October 2014 Page 207 of 247 Article II MEETINGS Section 1. ANNUAL MEETING. The annual meeting of the National ESP Council of Epsilon Sigma Phi shall be held as specified in the Constitution. Section 2. SPECIAL MEETINGS. Special meetings of the National ESP Council of Epsilon Sigma Phi may be called by a majority of the National ESP Board, or upon request by the members of the National ESP Council, when a resolution for such special meeting is presented and signed by thirty (30) per cent of the members of the National ESP Council. Upon receipt of such a resolution, the President and National ESP Executive Director shall set a specific place and date for the special meeting to be held within sixty (60) days from the date the resolution is received by the President. Section 3. NOTICE OF MEETINGS. The business agenda of the National ESP Council meeting and all special meetings of Epsilon Sigma Phi shall be given to all members of the National ESP Council of Epsilon Sigma Phi at least thirty (30) days before the date of the meetings. Section 4. MEETING CANCELLATION. In case of a national emergency, the President, with the approval of the National ESP Board may cancel a national meeting. Members shall be notified. Section 5. MEETING LOCATION. The National ESP Board approves the date and location of national meeting. Article III NATIONAL ESP COUNCIL Section 1. VOTING. The designated voting delegates of chapters, members-at-large, and the National ESP Board shall constitute the membership of the National ESP Council and thereby the voting members of Epsilon Sigma Phi. a. The board of each chapter shall designate their voting delegates(s) on the National ESP Council. b. Members-at-large voting delegates shall be selected by the National ESP Board. c. In the case of a vote by acclamation, standing or raising of hands, the President may cast the deciding vote in case of a tie if he/she has not previously voted. However, if a ballot vote is required, he/she must cast his/her vote when the rest of the votes are cast. d. Voting by proxy shall be prohibited. (Amended by National ESP Council, October 13, 2011) Updated October 2014 Page 208 of 247 Section 2. Quorum. Members present at a meeting of the National ESP Council of Epsilon Sigma Phi shall constitute a quorum for the transaction of all business. Article IV ORDER OF BUSINESS Insofar as possible, the order of business at the National ESP Council meeting and at all other meetings of the National ESP Council of Epsilon Sigma Phi shall be as follows: a. b. c. d. e. f. g. h. Registration of voting members Proof of notice of meeting Reading and disposal of all previous unapproved minutes Reports of officers and committees Unfinished business New business Installation of officers Adjournment (Amended by National ESP Council September 19, 2013) Article V NATIONAL ESP BOARD Section 1. MEMBERSHIP. The National ESP Board shall consist of nine (9) members: President; President-Elect; Second Vice President; Past President; Northeast Region Vice President; Southern Region Vice President; North Central Region Vice President; Western Region Vice President and National ESP Executive Director, a non-voting member of the National ESP Board.(Amended by National ESP Council, October 15, 2010) Section 2. ELECTION AND TERM OF OFFICE: Second Vice President for Chapter Relations shall be elected annually to serve one year as Second Vice President, one year as President-Elect/First Vice President, one year as President, and one year as Past President. A regional rotation system (North Central, Northeast, South, and West) shall be used for filling the office. The Election of the National Second Vice President may be conducted electronically, prior to the ESP National Conference. (Amended by ESP National Council September 19, 2013 & October 9, 2014) a. In the event no qualified nomination is received by the designated deadline from the region in the rotation schedule, the National ESP Board has the option to open the nomination process to all regions. (Passed by National ESP Council, September 14, 2007 & September 19, 2013) b. The Regional Vice Presidents shall be elected through a regional online balloting procedure prior to the National Conference and shall serve a two year term or until a successor has been elected. Each of the Regional Vice Presidents shall serve as Updated October 2014 Page 209 of 247 a Committee Chair. The National President shall annually appoint the Regional Vice Presidents to serve as a committee chair based on their interest and qualifications. Each Regional Vice President will serve on the National ESP Board representing the region from which they were elected and will be a contact for the states in that region. (Amended by National ESP Council, October 13, 2011 & September 19, 2013) c. In the event no qualified nomination is received by the designated deadline from the region, the National ESP Board has the option to re-open the nomination process to obtain a qualified candidate. The position will then be filled by the vote of the ESP Board members to elect or appoint a qualified applicant. (Amended by National ESP Council, October 13, 2011 & September 19, 2013) d. In the case of a resignation of a Regional Vice President or other officer on the National ESP Board, the Board shall seek nominees for the vacant position. The ESP National Board, upon obtaining a suitable candidate(s), shall elect or appoint an individual to complete the term. (Amended by National ESP Council, October 13, 2011) e. All officers shall assume their duties at the National ESP Council post Board meeting. f. The National ESP Executive Director, a non-voting member of the National ESP Board, is to be selected by the voting members of the National ESP Board. Section 3. QUALIFICATIONS. a. The National ESP Board of Epsilon Sigma Phi shall be members of the National ESP Council and members in good standing of a chapter or member-at-large. b. The National ESP Executive Director is employed by the National ESP Board. The initial term of employment is for one year and is renewed annually; following negotiation and agreement between the person employed and the National ESP Board. Section 4. VACANCIES. Any vacancy in the National ESP Board shall be filled by the remaining members of the National ESP Board and the vacancy shall be filled by selection from region represented by the vacancy. The same shall serve the remaining term of the person replaced. In the event an elected or appointed National ESP Board Member is no longer employed by Extension (with the exception of Extension retirees securing Life Member status or maintaining an annual membership), their position on the board shall be vacant immediately and will be filled by an appointment of the National ESP Board as set forth above. Section 5. COMPENSATION. The compensation, if any, of the elected National ESP Board shall be determined by the members of the National ESP Council. All officers shall, however, be entitled to reimbursement for special expenses incurred in directing the business of Epsilon Sigma Phi when such expenses have been approved by the National ESP Board. Updated October 2014 Page 210 of 247 Section 6. REMOVAL. A member of the National ESP Board of Epsilon Sigma Phi may, for cause, be removed from office by a majority vote at the National ESP Council meeting or special meeting of the National ESP Council called for that purpose, at which a majority of the members shall be present. No National ESP Board member shall be removed unless in the notice of such meeting it has been stated that his/her removal is to be considered. A National ESP Board member shall be informed that his/her removal is to be considered and a hearing shall be given such a National ESP Board member, in person or by representation at the meeting. Section 7.MEETINGS. The National ESP Board meets prior to and following the National ESP Council meeting and mid-year. The mid-year meeting is called by the President. Section 8. CONDUCTING BUSINESS. The National ESP Board may conduct business by mail, electronic mail, or telephone when necessary. Minutes will be kept and approved for any such meetings. Article VI DUTIES OF NATIONAL ESP BOARD Section 1. MANAGEMENT. The National ESP Board shall direct the business affairs of the National ESP Council of Epsilon Sigma Phi. They shall make the necessary rules and regulations which are consistent with the law under which Epsilon Sigma Phi is incorporated, or with the Constitution and Bylaws of Epsilon Sigma Phi. The National ESP Board shall be empowered to employ a non-voting National ESP Executive Director and any other personnel on a full or part-time basis as is needed to carry out special activities and programs of Epsilon Sigma Phi. The National ESP Board shall determine their duties and fix their wages, and have power to dismiss such employees when they are no longer needed, or if they are ineffective. Section 2. INSURANCE COVERING EMPLOYEES. The National ESP Board shall require the National ESP Executive Director, and any others handling Epsilon Sigma Phi funds, to be covered under an insurance policy that will cover potential financial losses. Such insurance shall be furnished by a responsible insurance company, and the cost thereof shall be paid by Epsilon Sigma Phi. (Amended by National ESP Council, October 15, 2010) Section 3. AUDITS. The National ESP Board shall examine the accounts of Epsilon Sigma Phi at their meetings, and shall in addition have the books audited at least once a year by an impartial competent accountant. The annual audit shall be made by May 1 of each year. A report of the audit shall be submitted to the delegates at the National ESP Council Meeting. The report shall include a statement of income and expenses for the year and provide such other data as may have been requested by the National ESP Board, or may have been ordered by vote of the members of the National ESP Council at the previous meeting. The National ESP Board of Epsilon Sigma Phi shall have the authority to have the books audited more frequently than once a year if it is deemed necessary or advisable. Updated October 2014 Page 211 of 247 Section 4. EVALUATION OF NATIONAL ESP EXECUTIVE DIRECTOR. The National ESP Board shall hold an annual evaluation of the National ESP Executive Director. Input from the National ESP Board, National ESP Committees, and chapters shall be solicited. Article VII DUTIES OF OFFICERS Section 1. PRESIDENT. The President shall: 1. Provide direction and leadership for Epsilon Sigma Phi activities and programs. 2. Work with National ESP Board in coordinating their efforts in carrying out Epsilon Sigma Phi's purposes and programs. 3. Preside over all meetings of the National ESP Council and the National ESP Board. 4. Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP). 5. Move into the role of Past President at the end of their term. 6. Perform other duties as assigned by the National ESP Board. Section 2. PRESIDENT - ELECT. The President Elect shall: 1. Perform the duties of the President in his/her absence or disability 2. Arrange for the National ESP Committees to meet during the national meeting and coordinate the development of the plan of work for the coming year. 3. Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP). 4. Plan and implement the JCEP Leadership Conference with the Regional Vice Presidents. 5. Conduct site visit and begin preparing for the National ESP Conference to be held during the year as President. 6. Move into the role of President at the end of the term. Section 3. PAST PRESIDENT. The Past President Shall: 1. Chair the Nominating Committee. 2. In consultation with the National Executive Director be responsible for Constitution and Bylaws revisions and Handbook revisions. 3. Serve as a member of the Board of Directors of the Joint Council of Extension Professionals (JCEP). 4. Chair evaluation of National ESP Executive Director procedure. 5. Serve as parliamentarian at meetings of the National ESP Board. Section 4. SECOND VICE PRESIDENT AND CHAIR OF THE CHAPTER RELATIONS COMMITTEE. Updated October 2014 Page 212 of 247 The Second Vice President shall: 1. Serve as the National Boards liaison between the Board and the chapters. 2. Appoint committee members with approval of the National ESP Board. 3. Move into the role of President-Elect at the end of the National ESP Conference. Section 5. Regional Vice Presidents 1. Regional Vice Presidents shall represent the region from which they were elected on the National Epsilon Sigma Phi Board. 2. The Regional Vice Presidents shall communicate regularly with the chapter leadership of the chapters within their regions. 3. The Regional Vice Presidents shall also be appointed to chair a national committee in addition to the other responsibilities of their office. (Amended by National ESP Council, September 19, 2013) Section 6. Chair of the PROFESSIONAL DEVELOPMENT COMMITTEE. The Chair of the Professional Development Committee shall: 1. Be responsible for coordinating the planning, implementation and evaluation of the National ESP Conference. 2. Shall work with the committee to provide professional development opportunities on a national level 3. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010 & September 19, 2013) Section 7. CHAIR OF THE MARKETING COMMITTEE. The Chair of the Marketing Committee shall: a. Review the methods of marketing ESP to the membership including but not limited to: written communication, web-based communication, and items to promote the organization. b. Determine those items that will be carried in the national office to promote ESP as the Extension Professional’s Organization. c. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010, September 19, 2013 & October 9, 2014) Section 8. CHAIR OF THE MEMBERSHIP RECRUITING and RETENTION COMMITTEE Updated October 2014 Page 213 of 247 a. Oversee preparation of Program of Work, Mid-Year and End of Year Committee Reports of the Membership Recruitment and Retention Committee b. Oversee the preparation and distribution of materials to be used by chapters in the recruitment and retention of Epsilon Sigma Phi members. c. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010 & September 19, 2013) Section 9. Chair of the RESOURCE DEVELOPMENT AND MANAGEMENT Committee. The Chair for Resource Development and Management Committee shall: a. Chair the Resource Development and Management Committee Meetings. b. Oversee preparation of Program of Work and End of Year Committee Reports of the Resource Development and Management Committee. c. Serve as a member of the Epsilon Sigma Phi National Board. d. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010, September 19, 2013 & October 9, 2014) Section 10. Chair of the Scholarships, Grants and Recognition Committee. The chair for Scholarships Grants and Recognition Committee shall: a. Chair meetings of the Scholarship, Grants and Recognition Committee. b. Oversee preparation of Program of Work and End of Year Committee Reports of the Scholarship, Grants and Recognition Committee. c. Serve as a member of the Epsilon Sigma Phi National Board. d. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010, September 19, 2013 & October 9, 2014) Section 11. Chair of the GLOBAL RELATIONS Committee. The chair of the Global Relations shall: a. Chair the meetings of the Global Relations Committee. b. Oversee preparation of Program of Work and End of Year Committee Reports of the Global Relations Committee. c. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010, September 19, 2013 & October 9, 2014) Section 12. Chair of the PUBLIC ISSUES Committee. Updated October 2014 Page 214 of 247 The chair of the Public Issues Committee shall: a. Chair the meetings of the Public Issues Committee b. Represent Epsilon Sigma Phi on any special task forces relating to public issues. c. Oversee preparation of Program of Work and End of Year Committee Reports of the Global Relations Committee. d. Perform other duties as assigned by the President. (Amended by National ESP Council, October 15, 2010, September 19, 2013 & October 9, 2014) Section 13. NATIONAL ESP EXECUTIVE DIRECTOR. The National ESP Executive Director shall: a. Keep a complete record of the meetings of the National ESP Council and the National ESP Board. b. Serve all notices required in the Bylaws. c. Submit at the National ESP Council meeting a complete report of the year's activities of Epsilon Sigma Phi, except such special reports as are presented by officers. d. Receive and disburse all funds of Epsilon Sigma Phi and keep a complete record and have records audited annually by a qualified accountant by May 1 of each year. e. Perform such other duties as may be required by the National ESP Board. (Amended by National ESP Council, October 15, 2010) Article VIII NATIONAL COMMITTEES Section 1. APPOINTMENT OF NATIONAL COMMITTEES. The National ESP Board of Epsilon Sigma Phi shall designate national committees to carry out organizational activities. The Second Vice-President shall make national committee appointments and notify appointees no later than one month prior to the National ESP Council meeting. All persons appointed to such committees shall be members in good standing. National committee members shall become active at the National ESP Conference in the year their appointment is made. Section 2. NATIONAL COMMITTEES. National committee appointments are for one year. A committee member may be reappointed for each of two successive years. National committees shall report to the National ESP Board and make recommendations for National ESP Board and National ESP Council action. Section 3. SPECIAL TASK FORCES. The National ESP Board shall designate special task forces as needed. Appointments are made by the National ESP President. (Passed by National ESP Council, September 14, 2007) Updated October 2014 Page 215 of 247 Section 4. NATIONAL COMMITTEE CHAIRS. The National Past President, National President Elect and the National 2nd Vice President as well as the respective elected Regional Vice Presidents shall serve as national committee chairs based on an appointment by the National ESP President. The appointments shall last until a successor has been appointed. Change in assignments should be made prior to the National Conference to allow Chairs to begin committee work for the following year during committee meetings while at the conference. (Passed by National ESP Council, September 19, 2013) Article IX FINANCING Section 1. MEMBERSHIP DUES. Dues are to be paid to the National ESP Executive Director between October 1 and February 1 to be considered in the determination of the number of delegates each chapter will be authorized at the National Council Meeting for that dues year. Due to the different schedules for dues collection by chapters, dues will continue to be accepted until September 1. No dues will be received after September 1. Dues submitted after October 1st will be considered to be dues for the following year. (Amended by National ESP Council, October 15, 2010) a. ANNUAL DUES. Members shall pay annual dues through their chapter or in the case of members-at-large; dues should be paid directly to the National ESP Office. b. LIFE MEMBERSHIP. Members, retired from an entity of the Cooperative Extension system, may obtain a paid-up life membership by paying an amount equal to five times the annual dues. For those members whose annual member dues have already been paid during the year in which they retire, the annual dues will be counted toward the payment of the life member dues. (Amended by National ESP Council, October 15, 2010) c. AMOUNT. The dues for annual membership shall be established by the voting delegates at the National ESP Council meeting. Proposed changes in dues shall be made known 30 days prior to the National ESP Council meeting at which the vote is taken. Any increase in dues voted upon at a National ESP Council meeting shall become effective one year after action by the National ESP Council. Section 2. MEMBER INITIATION FEE. Each chapter shall pay to the National ESP Executive Director a member initiation fee for each new member. The amount of the initiation fee is listed in the Chapter Handbook. This is in addition to national and chapter dues. Section 3. CHAPTER MEMBERSHIP DUES. In addition to the national dues, chapters may assess dues at their discretion. Section 4. EPSILON SIGMA PHI DEVELOPMENT FUND. Contributions may be accepted by the Epsilon Sigma Phi Development Fund from affiliated chapters, Updated October 2014 Page 216 of 247 individual members, and from other groups and individuals who are interested in furthering the purpose of Epsilon Sigma Phi. Section 5. SPECIAL PROJECTS. To enlarge the program and to increase the effectiveness of Epsilon Sigma Phi, the National ESP Council may arrange for special projects including publications for which a charge may be made. Article X EMBLEMS AND RECOGNITION Section 1. EMBLEMS. The official emblem shall be the one prescribed by the National ESP Council. Emblems may be jeweled on the basis of the following lengths of service: one diamond in the upper-right corner upon completion of fifteen (15) years’ service; a second diamond upon completion of twenty-five (25) years’ service; and a third diamond at thirty (30) years. Chapters are responsible for emblem diamond jewelling of the Ruby DSA pin. The National Office only prepares the Ruby DSA with the ruby jewel. Section 2. RECOGNITION. Recognition may be given at National, Regional and State levels. Details on eligibility and number of presentations are provided in the Chapter Handbook. Article XI CREED The official creed of the fraternity shall be that prescribed by the National ESP Council and a copy of the same shall be furnished to each chapter to be displayed at each chapter meeting. Each chapter is urged to use the creed in its initiation ceremony and to provide a copy to each new member. Article XII MEMBERSHIP CARD Upon receipt of the initiation fee each member of the fraternity shall be furnished a membership card signed by the National ESP Executive Director and the Secretary of the chapter. Article XIII CHAPTER VISITATION National ESP Board members are available to visit chapters, to speak at annual meetings, to conduct chapter workshops and to assist in other ways. Chapters are encouraged to request one such visit each five (5) years. The National ESP Council and the host chapter are each responsible for certain travel expenses as noted in the Chapter Handbook. Updated October 2014 Page 217 of 247 Article XIV RULES OF ORDER The "guidelines" as set forth in these Bylaws shall be carefully followed in directing and carrying out the program and activities of Epsilon Sigma Phi and in conducting the meetings of the National ESP Council and the National ESP Board. Supplementary standing rules may be adopted by the National ESP Council if appropriate. For the details of meeting procedures not covered in these "guidelines", Roberts Rules of Order, Revised shall apply. Article XV AMENDMENTS The Bylaws may be amended by two-thirds (2/3) vote of the ballots cast by the National ESP Council in session or by mail. Notice of proposed amendments shall be sent to chapter presidents at least thirty (30) days before balloting. I, Marilynne Ross, President, certify that the written consent of two-thirds (2/3) of the National ESP Council, being first had and obtained, file the following amendments to the Epsilon Sigma Phi Bylaws, heretofore filed on November, 1983. Marilynne Ross (Seal) November, 1992 I, Gail Shellberg, Executive Secretary-Treasurer, certify that the written consent of twothirds (2/3) of the National ESP Council, being first had an obtained, file the following amendments to the Epsilon Sigma Phi Bylaws, heretofore filed on November, 1983. Gail Shellberg (Seal) November, 1992 I, Richard R. Angus, President, certify that the written consent of two-thirds (2/3) of the National ESP Council, being first had and obtained, file the following amendments to the Epsilon Sigma Phi Bylaws, heretofore filed on November, 1992. Richard R. Angus July 12, 1994 I, Gail Shellberg, Executive Secretary-Treasurer, certify that the written consent of twothirds (2/3) of the National ESP Council, being first had an obtained, file the following amendments to the Epsilon Sigma Phi Bylaws, heretofore filed on November, 1992. Gail Shellberg July 12, 1994 Updated October 2014 Page 219 of 247 I, Bill Braden, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Bill Braden December 1995 I, Judith S. Carlson, Executive Secretary-Treasurer, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Judith S. Carlson December 1995 I, Margaret Viebrock, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Margaret Viebrock December 1996 I, Judith S. Carlson, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Judith S. Carlson December 1996 I, Jim Lindquist, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Jim Lindquist September 2001 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook September 2001 I, Fay B Stickler, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Fay B Strickler September 2002 Updated October 2014 Page 220 of 247 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook October 2002 I, Robert M. Ohlensehlen, President, certify that these Bylaws were amended by a twothirds (2/3) vote of ballots cast by the National ESP Council. Robert M. Ohlensehlen September 2004 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook September 2004 I, James E. Hovland, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. James E. Hovland November 2005 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook November 2005 I, Nancy E Crago, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Nancy E Crago November 2006 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook November 2006 Updated October 2014 Page 221 of 247 I, Della Baker, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Della Baker September 2007 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook September 2007 I, Linda D. Cook, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Linda D. Cook September 2008 I, Cassandar Corridon, President, certify that these Bylaws were amended by a twothirds (2/3) vote of ballots cast by the National ESP Council. Cassandra Corridon October 2010 I, Robert. M. Ohlensehlen, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Robert M. Ohlensehlen October 2010 I, Deborah Thomason, President, certify that these Bylaws were amended by a twothirds (2/3) vote of ballots cast by the National ESP Council. Deborah Thomason October 2011 I, Robert. M. Ohlensehlen, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Robert M. Ohlensehlen October 2011 Updated October 2014 Page 222 of 247 I, Mark Stillwell, President, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Mark Stillwell September 2013 I, Robert. M. Ohlensehlen, National ESP Executive Director, certify that these Bylaws were amended by a two-thirds (2/3) vote of ballots cast by the National ESP Council. Robert M. Ohlensehlen September 2013 Updated October 2014 Page 223 of 247 POLICIES Introduction Policies are established by the National ESP Board to facilitate the orderly conduct of business by Epsilon Sigma Phi on behalf of its members. Policies may be modified at any Board Meeting by a majority vote of the National ESP Board where a quorum is present. (Passed by National ESP Board, November 8, 2005) ESP Executive Board The ESP Executive Board shall consist of the Executive Committee members – President, President Elect, Second Vice President, Past President and the National ESP Executive Director (Ex Officio). The purpose of the Executive Board shall be to address issues that require immediate attention that would not allow for convening the entire Board. The intent of the function of the Executive Board shall at no time be to exclude the remaining members of the Board. (Passed by National ESP Board, November 8, 2005) Board Meetings 1. The mid-year National ESP Board Meeting will be held at a convenient time with the Epsilon Sigma Phi President determining and arranging for the meeting place and accommodations, doing whatever is necessary to keep costs at a minimum. Once arrangements are made the National ESP Executive Director signs the contract and is responsible for payment. 2. National ESP Board Meetings are held prior to and following, at the same location as, the National ESP Conference. Conference Calls 1. The National ESP Board will schedule conference calls as deemed necessary to carry out the immediate business and/or concerns of Epsilon Sigma Phi. 2. Conference calls may be necessary to carry on the business of National ESP Committees. The calls should be arranged by the appropriate Vice President, in conjunction with the National ESP Executive Director. All conference calls will have a written agenda sent to the National President and committee members at least two weeks prior to the conference call. Date to Determine Number of Voting Delegates The number of voting delegates per chapter and for the total group of members-at-large will be determined on February 1 of each year based on membership dues paid. (Passed by action of the National ESP Board, May 1999. Amended by the National ESP Board, September 2004.). Updated October 2014 Page 224 of 247 Fiscal 1. The ultimate authority for expenditures shall be by the approval of the National ESP Board. The National ESP Executive Director, however, receives and disburses all funds; maintains financial accounts and records for operational funds and develops and manages the operating budget. (approved by the National ESP Council. (Revision, November 8, 2005) 2. There shall be three signatures approved (National ESP Executive Director, his/her assistant, and the President) on the operating funds account; and two on the investment funds accounts. Checks issued on these accounts shall require two signatures and a third party reconciliation of the account. (Passed by action of the National ESP Board, December 3, 2000.) 3. The National ESP Executive Director arranges for the annual financial review by a qualified accountant prior to the National ESP Council Meeting. Books are to be closed by December 31. 4. The annual financial review report is provided to the National ESP Board and the membership at the National ESP Council Meeting.\ 5. The National ESP Executive Director also makes official and legal reports as required by IRS. 6. Epsilon Sigma Phi shall have a credit card in the name of Epsilon Sigma Phi and held in the possession of the National ESP Executive Director for use at his/her discretion regarding Epsilon Sigma Phi business only. The charge(s) should be paid as soon as possible without any finance charges accrued. 7. The National ESP Executive Director should arrange for Dishonest Employee insurance and casualty insurance as deemed necessary by the National ESP Board. He/she will be responsible for monitoring renewal dates. (Passed by the National ESP Council, October 15, 2010) 8. The ESP national budget increase will be no more than 10% from one year to the next. (Passed by the National ESP Board, November 8, 2006) 9. Budget requests that will impact the next annual budget will be submitted no later than the mid-year board meeting of the current year. 10. During a current budget year, the board may approve spending on scholarships and grants that exceeds the number and amount described in the handbook. Decisions to award additional scholarships and grants should be made based on a recommendation from the SGR Committee and funding available. (Passed by the National ESP Board, November 8, 2006 Amended June 5, 2014) Investments 1. The Resource Development and Management Committee is responsible annually for reviewing and for making recommendations to the National ESP Board for an investment policy to be used for the investment of Organizational Operating funds and for the Development funds. The investment policy will be made in consultation with the financial advisor that is under contract with the board. 2. Basic Objectives for investing are: -- Preservation of capital -- Secure income Updated October 2014 Page 225 of 247 -- Growth potential, meaning capital appreciation, for portions of total portfolios, percentage to be recommended by the committee and decided by Board. (Passed by the National ESP Board, November 8, 2005) National ESP Development Fund 1. The Resource Development and Management Committee shall have oversight for the Epsilon Sigma Phi National Development Fund and is charged with the responsibility of communicating with the professional financial management firm to invest the financial resources of the Fund in a manner to achieve the investment goals. The investment goals shall be established by the Resource Development and Management Committee with input from the professional financial management firm and the National ESP Board with the goals subsequently being approved by the National ESP Board. 2. A designated endowment is to be maintained within the Development Fund. The endowment earnings and other revenue to the Development Fund are to be used for scholarships, mini grants, to support Extension history, and other professional development opportunities related to the Extension System. The Resource Development and Management Committee recommends the amount of Development Funds that can be expended annually for projects approved by the National ESP Board based on recommendation for funding presented by national standing committees and task forces. 3. The past chair of the Resource Development and Management National ESP Committee will also serve as an ex-officio (non-voting) member of the Resource Development and Management Committee 4. Relationship to the National ESP National ESP Executive Director: Reports from the financial investment advisor company will be mailed by the company to the Chair of the Resource Development and Management Committee and the National ESP Executive Director. 5. Minutes of all meetings will be recorded and sent immediately to the National ESP Executive Director Financial Records: The National ESP Executive Director shall be responsible for all financial accounting for the Development Fund and file all required governmental regulatory reports. The Chair of the Resource Development and Management Committee in cooperation with the financial investment advisor will prepare reports on the performance of investments. (Revised by action of National ESP Board, November 13, 2006) Joint Council of Extension Professionals 1. Epsilon Sigma Phi believes in and strongly supports the Joint Council of Extension Professionals (JCEP). Updated October 2014 Page 226 of 247 2. The National ESP President, National ESP President-Elect, and National ESP Past President serve as Epsilon Sigma Phi's representatives on the JCEP Board of Directors. (Revised by action of National ESP Board, November 8, 2005) Officer Nomination and Election Process 1. The total National ESP Board composition should include a representation that is typical of the racial, gender and age diversity of Epsilon Sigma Phi that reflects linkages to state Extension administration, Extension off-campus faculty/staff, Extension specialists and the other Extension professional associations. 2. Criteria for Members of National ESP Board a. Nominees must be current Epsilon Sigma Phi members with leadership skills. b. Nominees must be willing to make the tenure commitments of the position (Second VP starts a 4 year progression and; Regional Vice President for 2 years or until a successor is elected.) c. Nominees should have experiences within Epsilon Sigma Phi as a chapter officer, service on a committee(s) or served in some other leadership capacity for this organization. 3. Support in writing from Director of Extension or their designee in the state where the nominee holds membership must be sent to the National Office to meet the nomination deadline. 4. Nominations a. Nominations are made by chapters. b. Submit nomination forms to the National ESP Office. c. Nomination process will be overseen by the Past National President for the 2nd Vice President, and by the Regional Vice Presidents for the Regional Vice President positions. (Revised by action of the National ESP Board, October 13, 2011) 5. The only campaigning for the National ESP Board offices is: a. Nominees’ resume material will be made available to voting delegates at National ESP Conference. b. It is required that candidates be present (in person) and be introduced in alpha order at meeting where the election is held to give a position statement/response to question not to exceed 5 (five) minutes. (Passed by the National ESP Council, October 15, 2010) 6. Election Process a. Ballots are to be printed in advance by the past president, president elector regional vice president with names of all known nominees in alpha order. Blank lines will be provided for other nominations from the floor or write-ins. The presiding officer will call for further nominations from the floor. b. The presiding officer will appoint tellers to distribute and collect ballots, count the votes, and announce the results. If no nominee receives a majority vote, the vote count will be announced and voting repeated. The ballots are destroyed following the election. Updated October 2014 Page 227 of 247 c. The number of votes per candidate is never announced after the election becomes final. d. In the event the regularly scheduled meeting where the election would take place is cancelled and/or the election is postponed, the members who have been designated as voting delegates for the National ESP Council or for the Regional Meeting shall be polled electronically (email or fax) to obtain their election votes. All other normal procedures will be followed. Printing 1. All items printed should include a revision date. 2. National ESP Committees or Board members desiring to publish a brochure, etc, in promotion of Epsilon Sigma Phi and/or its programs, must submit all information in the form of a proposal, including a mock-up and budget, to the Board for final approval. As a publication is approved, the national ESP Executive Director will coordinate the printing and distribution. Reimbursement Policy for National ESP Board Travel and Others Traveling for ESP Business (Approved by the ESP National Board on 9/16/2009 - Amended in 2010 and again 2011) It is the policy of Epsilon Sigma Phi that reimbursement be made at a fair and equitable rate for expenses incurred during the course of carrying out business for the benefit of the National Epsilon Sigma Phi Organization. The following establishes the guidelines for reimbursement for expenses for National Board Members and any other members who have been designated by the ESP National Board to do business on behalf of the National Board or the National Organization as described. Expenses will be paid for the following: 1. Participation of the President, President-Elect and Past President (or designated representative) in meetings of JCEP. 2. Participation as a partner of the JCEP Traveling Team to attend JCEP partner's annual conferences. The National ESP President will determine the representation of Epsilon Sigma Phi at the annual meetings of the JCEP partners keeping in mind the most cost efficient methods of representation. (Revised by the National Council October 15, 2010) 3. Participation requested for the National President to also represent Epsilon Sigma Phi when invited to attend any ECOP meeting. 4. Participation of the President-Elect and Regional Vice Presidents in the JCEP Leadership Conference each year. Reimbursement for participation by other National ESP Board members in these workshops will be subject to National ESP Board approval. (Revised by action of National ESP Board, November 8, 2005) Updated October 2014 Page 228 of 247 5. Participation of the Regional Vice President serving as Chair of the Public Issues Committee in PILD Conference and planning committee. Reimbursement for participation will be provided for the Chair of Public Issues Committee and one other ESP representative to the PILD Planning Committee. Attendance at the MidYear Planning Meeting is for one ESP representative, typically the ESP Public Issues Chair, and expenses will be reimbursed by JCEP. There should be two ESP representatives on the PILD Planning Committee each year, excluding any chair or co-chair of the committee that may be from ESP. 6. JOE representative will be reimbursed according to board policy up to $1,000. The JOE representative is notified of this limit in their letter of appointment. Sources of funds for travel reimbursement: 1. Travel expenses will be paid from the operating budget of Epsilon Sigma Phi. The amount allocated for Board travel will be evaluated annually and will be allotted as funds are available. Limitations on reimbursable expenses: 1. Daily meal expenses will be reimbursed up to $55 for total actual expenditures of meals not provided as part of a conference, meeting or hotel stay. Daily meal guidelines are: breakfast = $10, lunch = $15, dinner = $30. These guidelines include times when the ESP National Board may be meeting. a. The guidelines will set the limit for those eligible for only one meal. b. The sum of the meal guidelines can be allocated among the meals without regard to the individual meal for those eligible for multiple meals. c. Expense for alcohol is not reimbursable. d. Receipts are required for all reimbursements. e. Tax and tip is reimbursable and is included in the $55 total (see Tipping Policy below). f. The Executive Director should use these guidelines when planning meals. 2. The policy for meal payment shall be that the traveller is eligible for meal reimbursements listed below on the first day (departure) and last day (return) of the trip. (Passed by ESP National Board - July 2011) a. Departure (first day of trip) - is the time you leave your home or office to begin the trip Breakfast - 6:00 a.m. Lunch - 11:00 a.m. Dinner - 7:00 p.m. b. Return (last day of trip) - is the time you return to your home or office to end the trip Breakfast - 7:00 a.m. Lunch - 2:00 p.m. Updated October 2014 Page 229 of 247 Dinner - 8:00 p.m. 3. Tipping Policy - A tip of 10% to 15% is recommended. No tip above 20% will be paid by ESP. If there is an automatic gratuity added to the bill, no additional gratuity will be paid. (Passed by ESP National Board - July 2011) 4. Lodging expenses will be reimbursed at actual rate and must be accompanied by receipts. National ESP Board members are encouraged to share a room when possible. Phone calls and Internet charges are not reimbursed. If a shared room is not a possibility, any special circumstances should be discussed with the ESP President prior to the trip. Travel Reimbursement Policy: 1. When traveling by personal vehicle, official mileage will be reimbursed at the rate of .44 cents per mile. Airfare, baggage fee, transportation to and from airport, and any parking/tolls will be reimbursed when accompanied by receipts. Parking will be reimbursed at the non-valet parking rate. Travel reimbursement will be the lesser of the cost to drive and the cost to fly. (Exceptions to be approved by the National President) 2. A general guideline of travel, hotel and registration should be less than $1,200. Please make airfare and hotel reservations as early as possible for best pricing and availability. (Passed by action of the National ESP Board on August 6, 2007, to take effect on January 1, 2008) 3. Keep in mind that any decisions made to travel for personal reasons that increase the cost should be discussed with the President (i.e. combining vacation or other travel onto business and excessive cost of airfare, or travel by personal vehicle). 4. Reimbursement for National ESP Board Meetings, National ESP Conference, JCEP Leadership Conference and other reimbursable events, will be limited to the days officially designated unless the savings accrued by traveling a day earlier or later, as in the case of weekend travel, more than offsets additional costs for meals and lodging. 5. All requests for reimbursement must be submitted within 30 days of official travel. Pre-Payment of Travel: 1. No travel expenses will be paid until after an authorized trip, unless Executive Director pays for accommodations through direct billing. Pre-payment of advance expenses for a commercial carrier can be covered with a signed promissory note. Policies FOR FINANCIAL REIMBURSEMENTS TO CHAPTERS/MEMBERS: (This Policy was reviewed, revised and approved by the ESP National Board on 9/16/2009) General Guidelines: Updated October 2014 Page 230 of 247 Travel reimbursement forms will be available on the ESP website. All reimbursement claims will be filed electronically, except for those who do not have access to the website. Claims must be submitted to the National ESP Office within 30 days of the conference. Reimbursement Related to National ESP Conference: Voting Delegates to National ESP Council: Each voting delegate is entitled to claim a $200 reimbursement expense per voting delegate attending the National ESP Council Meeting. Voting delegates must attend National Council meeting their respective regional meeting and the entire conference to receive reimbursement. National ESP Committee Members: A reimbursement of $200 is available to each committee member that attends the entire National ESP Conference, participating in their National ESP Committee meeting, and attends their respective regional meeting. Concurrent Session Presentations: Concurrent Session presentations are eligible for one $200 stipend per presentation. The person receiving the stipend must attend their regional meeting and the entire conference for reimbursement. Poster Presentations: Ten Poster Presentations are eligible for a $100 stipend, based on a selection process. The person receiving the stipend must attend their regional meeting and entire conference to receive the reimbursement. Life Member Registration Rebates: ESP life members/retirees are eligible for a $100 registration rebate for the National ESP Conference. The number of rebates is limited to 20 in any given year. If the life member is serving as a voting delegate, national committee member, or concurrent/poster presenter the total reimbursement cannot exceed $200. Member must attend their regional meeting and entire the entire conference for reimbursement. Members who are eligible for multiple reimbursements will receive only one reimbursement. The highest reimbursement amount for which a member is eligible will be the one that is awarded; in any case reimbursements will not exceed $200. Epsilon Sigma Phi Cancellation Policy - Requests for refunds must be sent electronically or by mail to National ESP Office. A $50.00 processing fee will be deducted from all refunds. All refunds will be issued 4 to 6 weeks after the event. Substitute registrants are welcome and may be named at any time for registrations only (no substitutions will be allowed for stipends which otherwise would be awarded). Refunds will be granted as follows: • • Refund requests sent at least 28 days prior to the event will be granted in full less a $50.00 processing fee. Refund requests sent 14 days to 27 days prior to the event will be granted at fifty percent (50%) less a $50.00 processing fee. Updated October 2014 Page 231 of 247 • • Refund requests sent less than 14 days prior to the event will be NOT be granted. Refund appeals due to an emergency will be handled on a case by case basis by the ESP President or ESP National Conference Chair. National ESP Board Expectations If a current ESP Board member demonstrates inability or lack of responsibility in performing roles, the following procedures are to be followed: (Revised by action of National ESP Board, November 18, 2006) 1. ESP National President will document issues of concern and discuss with the board member who is not performing job responsibilities. Possible solutions will be identified and documented. 2. If the issues continue to occur the National ESP Board will encourage the member to resign. If the board member refuses to resign, procedures for removal as stated in the by-laws will be implemented. Miscellaneous 1. The National ESP Executive Director will maintain the current membership list which is to be used exclusively for Epsilon Sigma Phi business. He/she will make labels available to National ESP Board and chapters, as requested. 2. Epsilon Sigma Phi shall in no way be liable for the acts of individual members, nor for the National ESP Board who may act beyond their authority. National ESP Board members individually or collectively shall not be liable for Epsilon Sigma Phi unless they have acted beyond their authority. Epsilon Sigma Phi does carry National ESP Board liability insurance.(Passed by action of the National ESP Board on June 16, 2002.) 3. Any member holding an appointed position who fails to perform the function/assignment may be removed from the position by the National ESP Board. 4. The President, with the National ESP Executive Director, shall sign all recognition certificates and documents. 5. A formal review of the Constitution and Bylaws should be conducted every two years (beginning 1993). A special task force should be appointed to conduct the review. 6. The Strategic Plan should be reviewed and updated if necessary by the National ESP Board annually and progress reported to the membership at the National ESP Council Meeting. Updated October 2014 Page 232 of 247 7. Long-range goals shall be determined every five years with the help of committees, chapter presidents, and members. Yearly, the National ESP Board will develop annual objectives which interface with the national goals. National ESP Committees and chapter presidents will assist with developing annual objectives. National ESP Committees should incorporate the goals and objectives into their plan of work. 8. The National ESP President will represent Epsilon Sigma Phi at the annual meetings of the JCEP partners. He/she will also represent Epsilon Sigma Phi when invited to attend any ECOP meeting. If the President is unable to represent Epsilon Sigma Phi at a particular event, he/she should appoint another National ESP Officer to attend--keeping in mind the most cost efficient methods of representation. 9. A running list of motions approved at a National ESP Board Meeting or National ESP Council Meeting shall be kept by the National ESP Executive Director. 10. Members of the National ESP Board cannot be nominated for recognition during their term of service on that Board. (Passed by the National ESP Board March 1999) Policies are adopted by a majority vote of National ESP Board members present and voting. They may be amended or rescinded by 2/3 vote without previous notices or a majority vote after previous notice. Policies may be suspended temporarily by a majority vote. Polices will be formally reviewed every two years (even-numbered years) by the National ESP Board. Policies are kept current by the Past President who notifies appropriate persons. Updated October 2014 Page 233 of 247 STANDING RULES Epsilon Sigma Phi 1. Standing rules may be adopted at the National ESP Council Meeting by a majority vote of the voting delegates present and voting. Standing rules may be amended or rescinded by a two-thirds vote without previous notice or a majority vote after previous notice. Standing rules may be suspended temporarily by a majority vote. Standing rules will be formally reviewed every other year (even-numbered years) by the National ESP Board. Standing rules are kept current by the Immediate Past President who notifies appropriate persons. (Amended October 13, 2011) 2. Each chapter may determine procedures for defining membership within Article IV, Section 1. 3. Annual dues will be $40. Each chapter shall collect these dues and pay them to the National ESP Executive Director by February 1 of each year. Members-at-Large pay dues directly to the National ESP Executive Director. (Approved by National ESP Council 2006 for 2008 dues year.) 4. Members-at-large shall pay $40.00 annual dues directly to the National ESP Executive Director. (Approved by National ESP Council 2006 for 2008 dues year.) 5. Paid-up life memberships are five times the annual dues. Each chapter shall collect these dues and submit them to the National ESP Executive Director. These life memberships are only available to retirees from the Cooperative Extension System. Life memberships may be purchased anytime following retirement. 6. An initiation fee of $5.00 will be assessed each chapter for each new initiate. 7. New chapters shall pay an affiliation fee of $20.00. 8. Dues cannot be refunded. 9. Epsilon Sigma Phi's membership list is not to be sold. 10. A member may transfer to another chapter when the National ESP Executive Director receives notice from the secretary of the chapter accepting the transfer. 11. If a vacancy occurs in the President's position, the President-Elect will automatically assume the Presidency for the unexpired term and then serve another full term as President. The President Elect's position would remain vacant until the next annual meeting. 12. If a Past President vacancy occurs, the previous Past President may assume the position for the unexpired term. Updated October 2014 Page 234 of 247 13. If a National ESP Executive Director vacancy occurs or if it becomes necessary to solicit for a National ESP Executive Director, the National ESP Board will initiate action, develop the position announcement and advertise the position. In addition, the National ESP Board will establish a Search and Selection Committee to screen applications and extend interview invitations. All interviews will be conducted at regular or special meetings of the National ESP Board. 14. The voting delegates at the National ESP Council Meeting shall adopt the budget for the forthcoming year. 15. ESP members who have not paid dues in the previous three consecutive years will be automatically moved to the “past member” database in the National ESP Office (Passed by the National ESP Council, September 2004). 16. Epsilon Sigma Phi shall not affiliate with any other organization without recommendation of the National ESP Board and the consent of a majority of voting delegates present at a National ESP Council Meeting. 17. The number of voting delegates is determined by the number of chapter members in good standing February 1, prior to the annual meeting. The formula to determine the number of voting delegates per chapter to the National ESP Council is: One voting delegate per 150 members or fraction thereof and the same formula will be used for determining the number of delegates for the total group of members-at-large. (Passed by the National ESP Council December 4, 1999 - Amended October 13, 2011) ESP Appeal Process The National ESP Board has directed the Executive Director and Committee Chairs to follow all guidelines related to deadlines established by committees and approved by the National ESP Board. These include but not limited to the following: • • • • February 1 Membership payment for members – establishes voting delegates at National ESP Council, eligibility for Scholarships, Grants and Recognition. Deadlines for scholarship applications for PILD, Michael McKinney Public Issues Scholarship. Deadline for Chapter Grant Proposals March 1 Deadline for nominations for National ESP Recognition Deadline for Richard Angus Professional Development Scholarships May 1 Deadline for National ESP Chapter Recognition July 1 Nominations for 2nd Vice President Nominations for Regional Vice Presidents (even years) Updated October 2014 Page 235 of 247 There have been times the above (and others) have not met the deadline. Chapters have been denied a vote at National ESP Council, nominations for recognition and scholarships have been disqualified, Chapters have not received consideration for chapter recognition etc. After considerable discussion following recommendations was made. These recommendations suggest a process where action by the Chapter, Committee Chair, and Executive Director address the issue to prevent or lessen missed deadlines. Both the chapter (sender) and the Committee Chair or Executive Director (receiver) must make notification to the other party of materials sent or received. We also are making the assumption that most information will be sent electronically and in some cases hard copy will be sent in addition. Chapter Submission Procedure When sending anything via US mail, UPS or Federal Express, Chapter Officer shall send an email message to the National ESP Office and Committee Chair that the material was sent by (method) and (date). When recommendations are being sent (must be by deadline) notify the National ESP Office and Committee Chair who is sending the recommendation(s) and if by mail or electronically. Committee Chair and National ESP Office When material arrives, respond electronically to the sender that material has been received. One week prior to the deadline notify those chapters you have not received nominations or information and re-enforce or restate the pending deadline and notification process. At appropriate time following deadline (we suggest five days) notify chapters their material has not arrived or was dated beyond deadline and indicate what will be the consequences. Appeal Process - for those situations not listed above. Each appeal of a situation should be handled on an individual basis based on facts from chapter, Executive Director and Committee Chair. Chapters or individuals wishing to appeal the decision of the ESP Executive Director must send a written email appeal to the Chair of Member Recruitment & Retention Committee with copies to ESP Executive Director and National ESP President within five working days after receipt of email notification from Executive Director of the decision stating situation and why their appeal should be considered. The chair of the Member Recruitment & Retention Committee will immediately call a special meeting of the committee and will make written recommendation to the National ESP Board within one week of receipt of the appeal. Updated October 2014 Page 236 of 247 The National ESP President will send written email response to the Chapter President within two days following Board Action on the recommendation from the Member Recruitment & Retention Committee. Updated October 2014 Page 237 of 247 Conflicts of Interest Policy Epsilon Sigma Phi, Inc Article 1 – Purpose The purpose of this conflict of interest policy is to protect Epsilon Sigma Phi’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest application to non-profit and charitable organizations. Article 2 – Definitions 1.Interested Person Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. 2.Financial Interest A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity or individual with which Epsilon Sigma Phi has a transaction or arrangement, or b. A compensation arrangement with the Organization or with, any entity or individual with which the Organization has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Article 3, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Article 3 – Procedures 1. Duty to Disclose In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose Updated October 2014 Page 238 of 247 all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction arrangement. 2. Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest exists. 3. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest. b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement. 4. Violations of the Conflicts of Interest Policy a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Article 4 – Record of Proceedings The minutes of the governing board and all committees with board delegated powers shall contain: Updated October 2014 Page 239 of 247 a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed. b. The names of the persons who were present for discussion and votes related to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Article 5 – Compensation a. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation. b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation. c. No voting member of the governing board or any committee who jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Article 6 – Annual Statements Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person: a. Has received a copy of the conflicts of interest policy, b. Has read and understands the policy, c. Has agreed to comply with the policy, and d. Understands the Organization is chartable and in order to receive and maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. Article 7 – Periodic Reviews To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: Updated October 2014 Page 240 of 247 a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and are the result of arm’s length bargaining. b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction. Article 8 – Use of Outside Experts When conducting the periodic reviews as provided for in Article 7, the Organization my, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted. Epsilon Sigma Phi, Inc. Annual Conflict of Interest Statement The undersigned affirms that he/she: 1. Has received a copy of the Conflicts of Interest policy; 2. Has read and understands the policy; 3. Has agreed to comply with the policy; and 4. Understands that Epsilon Sigma Phi is charitable, and in order to receive and maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. ______________________________________ ________ Print Name Date ____________________________________________ Signature Development Fund Policies Updated October 2014 _______________________ Page 241 of 247 1. Investment Policy Approved National Board -- August 12, 2010, Amended in August 2012 Investment Policy for Epsilon Sigma Phi, Inc. Purpose The purpose of this document is to provide a clear understanding of the investment policy, guidelines, and objectives for the total portfolios of both the Development Fund and Organization Fund of National Epsilon Sigma Phi (ESP) for the Resource Development and Management Committee (RD&M), National Board, investment advisors, potential donors, and others. This document provides a governing basis for the management and disposition of liquid assets (including cash and non-cash items) held as investments by National Epsilon Sigma Phi, Inc. The following guidelines have been set forth to give the fund manager(s) an overview of the general investment philosophy and orientation of the RD&M responsible for the funds, and to provide prospective donors information about the investment of funds in the RD&M care. The intent is to give broad direction allowing for the flexibility necessary for the fund managers to successfully implement their investment strategy. The RD&M has allocated to the Patten & Patten, Inc. responsibility for implementing these guidelines. Organization The primary function of the Development Fund of the National Epsilon Sigma Phi is to hold both endowed invested funds and limited cash as charitable assets and to distribute income derived from the invested assets in support of mini-grants, scholarships, professional recognition, and management expenses to support the professional development mission of ESP as directed by the National Board. The primary function of the Organization Fund of the National Epsilon Sigma Phi is to hold operating funds of the corporation in both restricted and non-restricted investment accounts and as cash to support the daily operation of the corporation. Sufficient funds to cover one year of operating costs should be held in readily liquid accounts. Other funds may be placed in restrictive or non-restrictive accounts in longer-term investments to provide income for operating expenses or reinvestment for growth, as determined by the National Board. Epsilon Sigma Phi, Inc. is organized in accordance with Section 501 (c) (3) of the Internal Revenue Service code and is, therefore, exempt from income taxes. Investment Objectives The principle objectives of both funds’ investment programs shall be: a. Preservation of capital on an absolute basis Updated October 2014 Page 242 of 247 b. Generation of income to fulfil charitable purposes of Epsilon Sigma Phi c. Growth of asset value at a rate greater than inflation (as measured by the Consumer Price Index) d. Provide market (S&P 500) equivalent income Achieving these objectives will require assuming a moderate level of risk, a longterm investment horizon and diversification among assets. The funds will be invested to maximize total return (capital appreciation, interest and dividend income) consistent with a prudent level of risk. Funding of Withdrawals/ Distributions The ESP Organization Fund has requirements and expectations for part of the funds to be periodically withdrawn for programs and expenses. Resultant periodic cash requirements will fluctuate somewhat, but should usually be able to be deferred for a 30-day period. The ESP Development Fund has requirements and expectations for periodic withdrawals for programs and expenses. Resultant periodic cash requirements will fluctuate somewhat, but should usually be able to be deferred for a 30-day period. The investment manager(s) will be made aware of these requirements and will be responsible for employing a strategy to meet these needs. The National Board anticipates that the funds will be provided from cash and cash equivalents and investment income earnings. The principal is endowed and cannot be spent; organization funds will be used to make up unmet needs. An annual scholarship and recognition fundraising auction (Development Fund Auction) is to provide support of annual awards. The net proceeds are to be split 50:50 between the Development Fund to support scholarships and mini-grants and the Organizational Fund to support the professional recognition program. Asset Allocation The Resource Development and Management Committee and National Board have established the following asset allocation guidelines. Any significant deviations from the established allocations will require approval upon the recommendation of the Investment Manager. Those deviations of no more than 10% points above or below the established range would be in response to “non-normal” market or economic conditions that would be considered temporary or short term. The Chair of Resources Development and Management Committee with approval of the National Board would grant the Investment Manager sufficient latitude to preserve the capital of the funds. A. Cash and Equivalents – Updated October 2014 Page 243 of 247 (Development Fund 0 - 10%) (Organization Fund 10 - 40%) Short-term investments shall consist of obligations of the U.S. Government, U.S. Agencies and corporate issues rated A or better by one-year maturity or less, and the two highest grades of commercial paper. Additionally, a money market fund or comparable investment vehicle with like investments may be used. B. Fixed Income – (Development Fund 30 - 70%) (Organization Fund 30 - 50%) The quality of the fixed income securities shall not be rated less than “A” by Moody’s or Standard and Poor’s. Maximum ownership of any one issue, exclusive of U.S. Government issues shall be (15)% of the fixed income portfolio at cost. Private placements or other restricted securities shall not comprise more than (10)% of the fixed income portfolio cost. Cash positions should conform to investments described in section A. C. Equities – (Development Fund 30 -70%) (Organization Fund 30 –50%) The portfolio may hold common stocks publicly traded on U.S. Exchanges, NASDAQ listed stocks and securities convertible into such stocks. Equity investments in any major sector classification shall not exceed (20%) of the market value of the total equity portfolio. Equity investments in any single issue shall not exceed (7%) of the equity portfolio at market value. Cash positions should conform to investments described in section A. Return Objectives/ Loss Limits Both the Development Fund and Organization Fund annual total return objective for the total portfolio is an absolute return net after all expenses of at least 7 % of the beginning of year asset value adjusted for deposits and withdrawals. Returns will be measured over a five-year period. Although investment objectives are long term, performance and activities of the manager(s) will be evaluated at least on an annual basis. Standards of performance will include the best of: a. Expected minimum net total return (appreciation plus income) exceeding inflation by 4 % for equities and (2) % for fixed income over a five-year period. b. Expected total return compared to the market to equal or exceed an applicable equity or fixed income index. c. Rank in the top half of similar “style” equity and fixed income managers in a database each calendar year. Updated October 2014 Page 244 of 247 Losses over a five-year period should be limited to 15 % of the beginning value or maximum value; whichever is greater, in the equity portfolio and (5%) in the fixed income portfolio. Evaluation and Performance Criteria Investment managers can expect to be evaluated using both absolute and relative criteria. Two or more of the following relative performance benchmarks will be used to evaluate overall performance in each area of portfolio allocation. Manager comments on, which are the most appropriate index to use in measuring the manager's performance, are welcome. Comparisons will be made at least annually. Equities: a. S&P 500 composite index – largest 500 companies, weighted by capitalization b. Wilshire 5000 index – 5,000 companies, weighted by capitalization c. Other managers with a similar investment style d. Any other equity performance index with component issues similar to those of the equity portfolio. Fixed Income: a. Lehman Brothers intermediate government/ corporate bond index – average maturity 4-5 years b. Other managers with similar investment style a. Any other fixed income performance index of issues with maturity and quality similar to the fixed income portfolio. Inflation: a. Consumer Price Index (CPI) The Resource Development and Management Committee and National Board may employ a professional investment advisor or consultant to perform ongoing independent investment performance analysis. Prohibited Transactions Investment activities in the following are prohibited: a. Margin purchases b. Derivatives and hedge funds c. Private placements or other restricted securities Updated October 2014 Page 245 of 247 d. Commodities (such as wheat, corn, cattle etc, excludes commodities such as gold) e. Foreign issues, unless traded on U.S. Exchanges or markets Communication and Review Monthly statements of activity are to be forwarded to the ESP Executive Director, Chair of Resource Development and Management Committee and the investment advisor. Otherwise statements are to be forwarded quarterly. Investment manager(s) should expect to provide annual or semi-annual portfolio presentations to Epsilon Sigma Phi, which will include reports of portfolio status, returns, and performance comparisons to appropriate benchmarks, economic outlook, investment strategy and other related matters, which would be of interest to the ESP Board. Ongoing communication by phone, letter or personal consultation will be required as deemed necessary by the investment advisor and/or the ESP Executive Director. The Resources Development and Management Committee and National Board place great trust in and emphasis on the investment strategy employed by the fund’s managers. Any material changes to or deviations from a manager’s approach must be communicated and justified to the ESP Executive Director and the Chair of the Resources Development and Management Committee. ESP requires the managers to communicate any significant changes in management or investment personnel immediately. Plan Review The managers shall be responsible for reviewing these guidelines with the ESP at least annually to assure that they remain valid and relevant. Any recommendations as to changes should be submitted in writing to the Chair of the Resource Development and Management Committee and the Executive Director of the National ESP. The statement set forth herein shall be effective as of ___(date)___________, until otherwise amended in writing by the Resource Development and Management Committee and the Executive Board of the National ESP. Adopted by the Resource Development and Management Committee on __(date)_______ Approved by the Executive Board of the National ESP on (date) Revised 6-28-10 MS Revised 12-16-04 Revised 12-2-04 DSR Revised 10-7-04 DSR Updated October 2014 Page 246 of 247 Revised 9-18-04 DSR Revised 9-16-04 DSR Revised 06-17-2004 DPJ Revised 09-05-2012 DSR 2. Spending Policy Adopted 9/1/2011) ESP Development Fund Spending Policy 1. All contributions will be recorded as principle and added to the corpus (endowed principle). 2. The annual amount available from the Development Fund is based on our spending policy. The standard spending policy rate is 5%. The annual amount is determined by applying the spending policy rate to the fund’s twelve quarter average market value of its investments as of March 30th of the prior year. 3. The fifty percent (50%) of the National Conference Auction proceeds designated for the Development Funds will be used to meet the annual obligations of the Development Fund distribution. 4. At the end of each fiscal year the Resource Development and Management Committee will make a recommendation on the remaining balance of the annual distribution per the disposition of these funds. Priority consideration should be given to the addition of these remaining funds to the Development Fund principle. 5. Appropriate uses of the annual distribution: Epsilon Sigma Phi has a commitment to future excellence through the Development Fund by: • • • • • • Providing scholarships for professional improvement to individuals and minigrants to chapters. Providing support for the Recognition Program Supporting internships to give new on-the-job experience in supervision and administration. Publishing the latest literature on professionalism and professional development opportunities for Extension faculty/staff Preparing resource materials those chapters can use to emphasize professionalism to prospective members. Updating and maintaining a record of Epsilon Sigma Phi history and encourage chapters to implement Extension history projects. Updated October 2014 Page 247 of 247
