CORRESPONDING SECRETARY It’s so much more than sending and reading correspondence. DUTIES The duties of the Corresponding Secretary are listed in the Constitution, Part III, Article V, Section 4. • Conduct correspondence of the chapter • Send Invitations to Membership or Transfer • Keep a complete record of Active and Inactive chapter members • Report promptly to International Chapter each initiation, transfer, name change, change in membership status, and death of active and inactive members • Complete Annual Report of Chapter Membership prior to March 10th • Report names of chapter officers and convention delegates after election and each time the name and/or address of an officer is changed • Report the name and address of a member moving to another city • Report all activity at the first regular business meeting of each month • Participate in Ceremony of Initiation TOOLS There are a variety of references to assist you with all aspects of your office posted on the International website or our Oregon state website. • Instructions to Officers of Local Chapters (International website) • Chronological List of Duties (Oregon website) • Corresponding Secretary Training Modules (International website) Finally, your greatest references are often your predecessor or other members of your chapter who have held this office. Implied in your election to office is the support of your chapter sisters. ASK FOR HELP WHEN NEEDED. INSTRUCTIONS TO OFFICERS OF LOCAL CHAPTERS Instructions to Officers of Local Chapters contains a section for each office. The most current version is posted on the International website. Download and print only those pages pertaining to your office. It provides directions on how to record • Chapter Membership • Increases and Decreases in Chapter Membership • Change in Membership • Elections • Annual Reports CHRONOLOGICAL LIST OF DUTIES To assist in planning your responsibilities throughout the year, a Chronological List of Duties is posted on the Oregon state website. This can be found under Resource Library/Local Chapter Officers/Corresponding Secretary. TRAINING VIDEOS This 21 minute video will walk you through the various responsibilities of your office. It is available on the International website. A second 11 minute video, also available on the International website will assist you in completing the Annual Report. Get support from: • Your chapter sisters who have served as Corresponding Secretary previously • Your Oregon State Chapter Secretary--only an email or call away All you have to do is ASK. RETENTION RECORD This document gives the length of time each document is to be kept. Organize a method to keep track of: • Annual Release Letters • Annual Reports of Corresponding Secretary • Chapter Membership History This is your chapter’s membership history, and you are the custodian. Forms & Process IOLC contains a list of: • All the membership activities you may be asked to record • The forms required • Where to send them • Hints to double check Please Note: Whenever you submit a form online to International, you will receive a confirmation email within 24 hours. If you do not receive this email, something may have gone wrong…we are in the Computer Age and things can happen in cyberspace. CORRESPONDING SECRETARY FORMS • Complete Instructions to Officers of Local Chapters • IOLC Policies • IOLC Corresponding Secretary • Change in Membership Form (CIM online) • Corresponding Secretary’s Monthly Report to Chapter • Flow Chart-Transfers & Reinstatements • Instructions for Completing Online Form to Report Delegate and Alternate to International Convention • Invitation to Transfer • • • • • Lateral Transfer Introduction List of Supplies for Officers of Local Chapters Local Chapter Report of Project Chairmen Notice of Member in Your Area Report of Elections of Officers of Local Chapter • Instructions for Reporting Delegates & Alternates to State Convention • State Convention Delegate and Alternate Online Reporting Form MEMBERSHIP RECORDS There are four records that you will work with throughout your term in office: • • • • Change in Membership form (CIM) Chapter Membership History (CMH) Chapter Membership Summary (CMS) Annual Report of Corresponding Secretary (ARCS) CHANGE IN MEMBERSHIP (CIM) This online form is used to notify International of: • Initiations • Reinstatements and/or Transfers • Active or Inactive Member Deaths • Member contact changes Please complete this form AS SOON AS YOU BECOME AWARE OF THE CHANGE. International website: Resource Library/Local Chapter Officer Resources/Corresponding Secretary Forms CHAPTER MEMBERSHIP SUMMARY (CMS) • Sent by International each January along with the Annual Report form • A listing of all living Active and Inactive Members associated with your chapter as 12/31 • Check each name carefully to make sure all events (initiations, transfers, reinstatements, deaths) have been reported throughout the year • Record any changes in membership to International using the CIM Keep this document handy to record changes and note when a CIM has been submitted. CHAPTER MEMBERSHIP SUMMARY • Listed in order of when they became a member of your chapter, not in alphabetical order • Last members listed are your newest chapter members • Numbers under the last name give the total Active and Inactive Membership that International connects to your chapter effective 12/31 • These are the starting numbers for your Annual Report This summary will be replaced each year in January. CHAPTER MEMBERSHIP HISTORY (CHS) • Similar to the Chapter Membership Summary • Lists ALL women, living or members of Chapter Eternal, who have been a member of your chapter at some point in their P.E.O. journey • Provided by International periodically or upon request Along with your Chapter Enrollment book, this provides your chapter’s membership history. KEEP THIS DOCUMENT!! ANNUAL REPORT OF CORR. SEC. (ARCS) • Mailed to the chapter president in January • List all initiations, transfers, reinstatements and deaths, both active and inactive, not already reported to International • Also report these events on a Change in Membership online form • Only way to report members becoming Inactive or declare “Lost Contact” • Verify Total Active Membership matches that used by the Treasurer on her Annual Report Complete, sign, and mail to the OSC Secretary between March 1st and March 10th of each year. WHAT ABOUT THOSE INACTIVE MEMBERS? Who are these women? I’ve never heard of them. How long have they been inactive? The Corresponding Secretary is the only chapter member who sees the list of Inactive Members connected with your chapter. To maintain contact with these sisters: • Circulate the list of Inactive Members at the beginning of each year. • Ask members to indicate Inactive Members with whom they have contact. • Verify addresses are correct. For those who are still known to chapter members: • Be aware if an inactive sister could use a helping hand…and offer it. • Be aware if the circumstances that caused her to become inactive have changed and invite her to social events with opportunities to reconnect. For those who are unknown to chapter members: • Do a bit of research to see she can be “found.” • Spokeo.com, as well as those who use Ancestry.com, can be helpful resources. • Complete a CIM to notify International if research shows the member has passed away. • Declare “Lost Contact” on the Annual Report of the Corresponding Secretary if the member has been Inactive for more than 25 years and you have LOST HER! Her name will be removed from the chapter’s list of Inactive Members. Enjoy your term in office. The job you do for your chapter is invaluable. THANK YOU! And remember, your OSC Secretary is only phone call or an email away. She is there to help you and make your job easier.