TABLE OF CONTENTS
TABLE OF CONTENTS .............................................................. 1
INTRODUCTION.......................................................................... 2
THE BASICS ............................................................................... 3
Mission Statement: University of Missouri- Kansas City......... 4
Vision Statement..................................................................... 4
Student Life Office Mission Statement.................................... 5
Chapter Contact Information................................................... 6
UMKC Contacts ...................................................................... 7
Interfraternity Council History.................................................. 8
Local Sorority History.............................................................. 9
National Panhellenic Council History.................................... 10
National Pan-Hellenic Council History .................................. 11
BEING AN OFFICER................................................................. 13
Expectations of Greek Leaders ............................................ 14
Responsibilities of All Fraternity and Sorority Executive
Members............................................................................... 14
What Makes a Good Leader................................................. 15
Elections Don't Make a Leader ............................................. 16
A Dozen Challenging Opportunities...................................... 16
Successful Confrontation...................................................... 17
President .............................................................................. 20
Planning a meeting ......................................................... 20
A successful chapter meeting ......................................... 21
Robert's rules of order ..................................................... 21
Sample chapter meeting agenda .................................... 24
Secretary .............................................................................. 25
Minutes ........................................................................... 25
Treasurer .............................................................................. 27
Sample treasurer's budget .............................................. 28
Recruitment Officer............................................................... 29
IFC Fraternities ............................................................... 29
Panhellenic Sororities ..................................................... 29
Local Sororities ............................................................... 29
NPHC Greeks ................................................................. 29
Risk Management Officer ..................................................... 35
Why have a risk management program .......................... 35
FIPG Policy on Alcohol and Drugs................................... 36
FIPG Policy on Sexual Abuse and Harassment ............. 39
FIPG Policy on Hazing .................................................... 40
Crisis management plan ................................................. 41
Public Relations Officer......................................................... 43
Positive media and public relations ................................. 43
Chapter self-analysis public relations ............................. 43
Positive public relations .................................................. 45
T-shirts ............................................................................ 45
Appearance ..................................................................... 45
Building a positive image ................................................ 45
Chapter members ............................................................ 45
New members .................................................................. 45
Other chapters ................................................................ 46
Headquarters/ traveling staff ........................................... 46
Alumni/ae ........................................................................ 46
Parents ............................................................................ 46
Non-Greek students/prospective members .................... 46
Other Greeks on campus ................................................ 47
Faculty administration ..................................................... 47
Social Officer ........................................................................ 48
Tips for programming ...................................................... 48
Timeline for event planning ............................................. 49
Officer Transition Information ............................................... 51
OTHER OPPORTUNITIES ........................................................ 52
Student Activities, Leadership Programs & Services............ 53
Community Activities ....................................................... 53
Programs ........................................................................ 53
Leadership programs ...................................................... 53
Leadership workshops .................................................... 54
Greek Leadership Institute.................................................... 55
Traditional Campus Events................................................... 56
Helpful Phone Numbers........................................................ 59
Scholarship Officer ............................................................... 30
Greek grades .................................................................. 31
Grade release waiver form .............................................. 32
Grade release form ......................................................... 32
Service Officer ...................................................................... 33
Community service report............................................... 34
1
Dear Greek Leader:
Congratulations. Your chapter has entrusted you to guide it through the next year. You were
elected because your peers believe you have the abilities to help the chapter in the rich tradition that
has been the chapter’s heritage. Or, maybe no one else wanted the job. Either way, you have a
unique duty that only you can fulfill. The year ahead will be challenging, filled with rewards and
discouragements. The only sure thing is that you will learn about yourself: your character, your
leadership and your integrity.
This handbook is designed to assist recently elected officers. It provides University of MissouriKansas City expectations for Greek leaders and organizations, practical information for leadership,
and basic knowledge on some of the issues you will face as a Geek leader.
Policies come directly from the UMKC Student Handbook and chapters’ national and international
headquarters. This handbook pinpoints essential items for Greek chapters, but is not all-inclusive.
Leaders must familiarize themselves with policies for all groups to which chapters report. Work
now to understand policies for which you are responsible will save you frustration in the future.
We would both like to say a special thank you to Gena Hollon, Administrative Intern, for all her
hard work on this handbook. It is through our shared dedication to the UMKC Greek Community
that will make the system great!
Please do not hesitate to ask for help. Ensuring continual growth of the University of Missouri Kansas City’s Greek System is our job.
Sincerely,
Lori Byrd
Christopher Strelluf
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The Basics
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Mission Statement: University of Missouri-Kansas City
The University of Missouri-Kansas City provides instruction, research and community service for
continuous state and regional progress. It is the only university in western Missouri offering
graduate and professional study at the highest academic level.
UMKC’s programming focuses on three areas: visual and performing arts, health sciences, and
urban affairs (academic programs such as law, business and education, which are important to urban
communities). UMKC prepares scholars for the challenges of the 21st century through model
undergraduate education and an emphasis on graduate and professional study, including an
innovative Interdisciplinary Ph.D. program.
In partnership with the Kansas City community and its educational institutions, UMKC is active in
the region’s economic and cultural development. UMKC also provides lifelong learning, including
graduate and non-credit classes for business, education and government, through its video network.
Vision Statement
“To be a premier comprehensive urban university bettering people’s lives and tomorrow’s
communities.”
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STUDENT LIFE OFFICE
Mission Statement
We provide services and programs that are
responsive to student development including
the social, cultural, recreational, educational,
intellectual and life long learning needs of
the campus and surrounding community.
We value...
students as our central focus.
an open environment and individual
differences.
We offer...
opportunities for students to develop leadership,
organizational and interpersonal skills.
a platform where students can initiate personal ideas and
programs.
We strive...
to serve the campus as a central point of student
interaction both inside and outside the classroom.
to facilitate the learning process of students for social
responsibilities in a democratic society.
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Chapter Contact Information
Panhellenic Contacts:
Alpha Delta Pi
5440 Rockhill Rd
KCMO 64110
816-361-2559
Chi Omega
5311 Rockhill Rd
KCMO 64110
816-523-3208
Delta Zeta
5025 Walnut
KCMO 64112
816-531-6152
Local Sorority Contacts:
Beta Sigma Phi
G-6 University Center
KCMO 64110
betasig_umkc@hotmail.com
Delta Rho
5323 Harrison Street
KCMO 64110
(816) 536-0824
Interfraternity Council Contacts:
Beta Theta Pi
5229 Rockhill Circle
KCMO 64110
816-523-8275
Lambda Chi Alpha
5417 Harrison Street
KCMO 64110
816-363-2861
Sigma Phi Epsilon
G-7A University Center
KCMO 64110
gmgc42@umkc.edu
National Pan-Hellenic Conference, Inc. Contacts:
Alpha Phi Alpha Fraternity, Inc.
G-7A University Center
KCMO 64110
thsm9d@umkc.edu
Alpha Kappa Alpha Sorority, Inc.
G-7A University Center
KCMO 64110
rhoalpha_aka@hotmail.com
Kappa Alpha Psi Fraternity, Inc.
G-7A University Center
KCMO 64110
gljyqf@umkc.edu
Delta Sigma Theta
G-7A University Center
KCMO 64110
le_dst@yahoo.com
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UMKC Contacts
Student Life Office
Mainline
(general organizational questions, paperwork, etc.)
816-235-1407
stulife@umkc.edu
Dr. Zauyah Waite, Director
(disciplinary issues, procedural questions, etc.)
816-235-1081
waitez@umkc.edu
Lori Byrd, Assistant Director
(Greek Advisor, Panhellenic Advisor, NPHC co-Advisor)
816-235-1085
byrdlor@umkc.edu
Christopher Strelluf, Student Services Coordinator
(IFC Fraternity Advisor)
816-235-1084
strellufc@umkc.edu
Keichanda Dees, Student Services Coordinator, Minority Student Affairs
(NPHC co-Advisor)
816-235-5644
deesk@umkc.edu
Other campus resources
(E-mail is generally the preferred communication method among UMKC staff- CC your Student
Life Office advisor on any correspondence sent to UMKC staff)
Facility Scheduling
Administrative Center – Laura Rupp
University Center – Jill Parsons
Other Buildings – Marcia Roberts
816-235-5982
816-235-1416
816-235-1119
ruppl@umkc.edu
parsonsj@umkc.edu
robertsma@umkc.edu
Alcohol (and other drugs) Education and Counseling Services
Dr. Vicki Quigley
816-235-5825
quigleyv@umkc.edu
Campus Police (non-emergency)
816-235-1515
Housing/Facility Issues
Dan Coit
816-235-1130
coitd@umkc.edu
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Interfraternity Council History
Beta Theta Pi
History
Beta Theta Pi was founded on August 8, 1839 at Miami University and was the first fraternity west
of the Appalachian Mountains. The Civil War threatened the existence of the fraternity, as it placed
brother against brother on the rugged and fierce battlefield. Brotherhood overcame the war and
men returned to their homes and universities to continue the tradition begun by their founders.
Today, Beta Theta Pi maintains the goals of promoting a moral, social, and intellectual culture,
which with its bonds of fraternal brotherhood gives its members a lifetime of honor and friendship.
Fast Facts
Beta Theta Pi has 118,000 living initiated men from 130 chapters across the nation and in Canada.
The Betas boast the most Rhodes Scholars of any fraternity, with 80 qualifying for this prestigious
recognition. Twenty three states have had a Beta Governor and more than 200 Betas have held
office in the House of Representatives and the Senate. .
Lambda Chi Alpha
History
Lambda Chi Alpha was founded November 9, 1909 at Boston University of Law. This fraternity
was founded with the intentions of bringing together college students of good moral character
throughout the United States and Canada in order to promote Christian standards of life, to establish
friendship and brotherhood and to promote intellect by teaching each member courage, self-control,
obedience, democracy, and courtesy to all with whom they may come in contact.
Fast Facts
Lambda Chi Alpha has more than 227,000 initiated members at over 300 universities throughout
North America. It was the first fraternity to eliminate pledging and hazing. Today, Lambda Chi
Alpha instills in its members a sense of academic achievement, leadership development, and
lifelong brotherhood.
Sigma Phi Epsilon
History
Sigma Phi Epsilon was founded on November 1, 1901 at the University of Richmond and was the
first fraternity to begin chapters in all fifty states. Members strive for balance in their lives based
on the ideas of ancient Greek philosophy and the Balanced Man. The cardinal principles of Sigma
Phi Epsilon are virtue, diligence, and brotherly love. Sigma Phi Epsilon was the first major national
fraternity to abolish membership restrictions based upon race, religion, or creed, five years before
America’s civil rights movement.
Fast Facts
There are over 246,000 lifetime members of SigEp from 240 chartered chapters throughout the
United States. SigEp also boasts the largest undergraduate membership of any fraternity for the
past two decades, currently over 14,000. .
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Local Sorority History
Delta Rho
Delta Rho is made up of a very special and unique group of women who have come together to
form a lifelong bond. They strive to make the best of the college experience by emphasizing social
activities, academics, philanthropic activities and most of all, friendship. Delta Rho is comprised of
music, medical, pharmacy, education, psychology, and business majors who stand for academics,
sisterhood, philanthropy and friendship. It was founded in September of 1989 by a group of
thirteen girls at UMKC.
Fast Facts
Delta Rho is a strong, local, diverse group, linked by the common values of charity, trust, loyalty,
determination and friendship. Delta Rho takes pride in the close sisterhood formed at UMKC and
wish to share it with others. Philanthropy is one of the founding principals used in making this
sorority what it is today. The organization has strong background in philanthropy activities since its
beginnings. There are currently 28 active members who participate in a variety of activities
including the Susan G. Komen Breast Cancer Foundation.
Beta Sigma Phi
History
Beta Sigma Phi was founded in Abilene, Kansas in 1931, when the need arose for an organization
that could bring women together and expose them to a social, cultural and educational climate that
was not available in those difficult times. Beta Sigma Phi aided in the struggle for peace and
prosperity for the world as members worked together to raise $22 million in war bonds during
WWII. Because of the efforts of the members of the past, members of today enjoy socials, cultural
programs, community development, leadership training and lifelong friendship.
Fast Facts
Beta Sigma Phi International, referred to as the “Friendship Organization” is a non-academic
sorority with 200,000 members in chapters around the world. Beta Sigma Phi is not a secret society
and membership is not limited to collegiate women. The Greek letters of its name represent Life,
Learning and Friendship, which is the organization's motto.
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National Panhellenic Council History
Alpha Delta Pi
History
Founded in 1851 at Wesleyan Female College in Macon, Georgia, Alpha Delta Pi is the oldest
secret society in the world for college women. Alpha Delta Pi focuses on scholarship, service to the
community, and personal development for each member. Once called the Adelphean Society,
meaning “sister,” then Alpha Delta Phi, the sorority officially became Alpha Delta Pi in 1913 after
chartering sororities throughout the United States.
Fast Facts
There are over 182,000 members in 130 Alpha Delta Pi chapters throughout the United States and
Canada. Members receive programming in key areas such as leadership development, scholarship,
alcohol and substance abuse awareness, and current health issues which enrich their lives with
friendship and lessons and ensure success in college and beyond.
Chi Omega
History
Chi Omega was founded at the University of Arkansas at Fayetteville on April 5, 1895. It was
formed in order to create an organization under which women could enjoy friendship, fun and a
sense of belonging. Throughout Chi Omega's long and proud history six purposes have guided the
direction of every chapter and brought its members unequaled opportunities for personal growth and
development. Those purposes are Friendship, High Standards of Personnel, Sincere Learning and
Creditable Scholarship, Participation in Campus Activities, Career Development, and Community
Service.
Fast Facts
Today, Chi Omega is the largest women's fraternal organization in the world with 240,000 initiates
and over 170 collegiate chapters. Since its beginning, Chi Omega has nurtured its members by
providing them with unique opportunities in leadership, in scholarship, and in life-long friendship.
Delta Zeta
History
Delta Zeta was founded on October 4, 1902, just shortly after women were allowed to attend Miami
University in Oxford Ohio. The organization formed to promote sisterhood, education and morals.
Since that time, the members of Delta Zeta have united its members in the bonds of sincere and
lasting friendship by stimulating one another in the pursuit of knowledge and promoting the moral
and social culture of its members by developing plans for guidance and unity in action.
Fast Facts
Delta Zeta Sorority has approximately 167 collegiate chapters at colleges and universities
throughout the United States and Canada, making Delta Zeta one of the largest national sororities.
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National Pan-Hellenic Council History
Alpha Kappa Alpha
History
In 1908, Alpha Kappa Alpha Sorority became America's first Greek-letter organization established
by Black college women. The Sorority was viewed as an instrument for enriching the social and
intellectual aspects of college life by providing mental stimulation through interaction with friends
and associates. Alpha Kappa Alpha gradually branched out and became the channel through which
selected college-trained women improved the socioeconomic conditions in their city, state, nation,
and the world.
Fast Facts
Alpha Kappa Alpha is a sisterhood composed of women who have consciously chosen this
affiliation as a means of self-fulfillment through volunteer service. Alpha Kappa Alpha cultivates
and encourages high scholastic and ethical standards; promotes unity and friendship among college
women; alleviates problems concerning girls and women; maintains a progressive interest in college
life; and serves all mankind through a nucleus of more than 170,000 women in the United States,
the Caribbean, Europe, and Africa.
Alpha Phi Alpha
History
Since its founding on December 4, 1906, Alpha Phi Alpha Fraternity, Inc. has supplied voice and
vision to the struggle of African-Americans and people of color around the world. Alpha Phi
Alpha, the first intercollegiate Greek-letter fraternity established for African-Americans, was
founded at Cornell University in Ithaca, New York by seven college men who recognized the need
for a strong bond of Brotherhood among African descendants in this country. The Fraternity
initially served as a study and support group for minority students who faced racial prejudice, both
educationally and socially, at Cornell.
Fast Facts
Alpha Phi Alpha chapters were developed at other colleges and universities, many of them
historically black institutions, soon after the founding at Cornell. Alpha stresses academic
excellence among its members, as well as the need to help correct the educational, economic,
political, and social injustices faced by African-Americans.
Delta Sigma Theta
History
Delta Sigma Theta Sorority was founded on January 13, 1913 at Howard University. These students
wanted to use their collective strength to promote academic excellence and to provide assistance to
persons in need. The first public act performed by the Delta Founders involved their participation in
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the Women's Suffrage March in Washington D.C., March 1913. Delta Sigma Theta was
incorporated in 1930. Delta Sigma Theta Sorority is a private, non-profit organization whose
purpose is to provide services and programs to promote human welfare.
Fast Facts
The Grand Chapter of Delta Sigma Theta Sorority, Inc. has a membership of over 200,000
predominately African-American, college-educated women. The Sorority currently has 900-plus
chapters located in the United States, Tokyo, Japan, Okinawa, Japan, Germany, Bermuda, the
Bahamas, Seoul, Korea, and St. Thomas and St Croix in the U.S. Virgin Islands.
Kappa Alpha Psi
Kappa Alpha Psi was founded on the campus of Indiana University on January 5, 1911. The
Fraternity's fundamental purpose is achievement. Early in this century, African-American students
were actively dissuaded from attending college. Formidable obstacles were erected to prevent the
few who were enrolled from assimilating into co-curricular campus life. This ostracism
characterized Indiana University in 1911, thus prompting students to form Kappa Alpha Psi
Fraternity.
Fast Facts
The founders sought a formula that would immediately raise the sights of black collegians and
stimulate them to accomplishments higher than they might have imagined. Fashioning achievement
as its purpose, Kappa Alpha Psi began uniting college men of culture, patriotism and honor in a
bond of fraternity.
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Being an Officer
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Expectations of Greek Leaders
Being a part of an organization of “brothers” or “sisters” who care about your well-being certainly
helps to create what former Penn State President John Oswald called “an island of smallness on the
large ocean that is today’s college campus.”
In addition, fraternities and sororities offer today’s students opportunities for personal development
unmatched in most campus organizations. The leadership opportunities alone have caused some to
call the American college fraternity a “laboratory” where students can test and develop their skills
as organization leaders, public speakers, community servants and good citizens.
Underlying the whole experience is the ritual that is exclusive to each fraternity. While often
incorrectly associated with illegal and immoral hazing activities, a fraternity ritual is the solemn and
historical rationale for an organization’s existence. The ritual is often presented to new members
during a serious church-like ceremony where new members learn the underlying meaning of their
respective organizations.
While these ceremonies are usually attended by members only because of the esoteric nature of
most fraternities, a visitor at such a service would learn that college fraternities stand for some lofty
ideals… scholastic achievement, public service, respect for one’s fellow man and so on.
The conflict between these stated ideals and the behavior of undergraduate members on the campus
often have caused confusion and a lack of support for the fraternity system. Only through
cooperative effort among undergraduate and alumni members, general fraternity leaders, campus
administrators and other concerned parties will college fraternities meet their stated purpose.
Excerpt from the Preface from Baird’s Manual of American College Fraternities, 20th Edition, 1991
Responsibilities of All Fraternity and Sorority Executive
Members
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Attend all chapter meetings
Participate in planning chapter meetings
Report on planning meetings to chapter
Become acquainted with other officers in your chapter
Exchange news and items of interest from your chapter through your local news media
and/or the national newsletter
9 Keep a notebook with appropriate records and pass it on to your successor
9 Know your chapter’s facts
The Executive Council Will:
1.
2.
3.
4.
Determine policies and procedures;
Determine what business shall be brought before the chapter meetings;
Make plans for the chapter meetings
Conduct other necessary business.
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What Makes A Good Leader?
BE WELL-PREPARED
Know that leadership takes work as well as practice.
BE GROUP-MINDED
Regard yourself as a part of the group. Say “we” instead of “I”;
don’t try to run the crowd.
LIKE PEOPLE
Be understanding and friendly.
BE POISED
Don’t let irritations bother you.
HAVE HUMILITY
Be confident, but not cocky. Don’t be afraid to reveal that you
don’t know everything.
BE A HARD WORKER
Don’t ask anyone to do something that you would not be willing to
do yourself.
BE RESPONSIBLE
Live up to your work and duties.
BE COOPERATIVE
Know how to work with others and enjoy working with them.
BE A FUN-LOVER
Enjoy life—the simple things as well as the big.
HAVE VISION
Help the persons in your group to learn and grow through activities.
BE CLEAR
Be able to express yourself effectively.
BE PROUD
Proud of what you do. Take pride in being a leader, but earn it.
BE COURTEOUS
The words “please” and “thank you” pay dividends. Use them
often.
THINK AHEAD
Know members’ opinions and be ready to meet changing situations.
SET GOALS
Make them high, but be sure to reach them.
TAKE ADVICE
But do your own thinking.
GET THE FACTS
Analyze them before you draw conclusions.
DO YOUR BEST
At all times. Plan to make the most effective use of your time.
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Elections Don’t Make a Leader
Even though you have been elected as a chapter officer, you may soon discover that simply being
“plunked” into a leadership position doesn’t make you a leader. It only gives you the obligation to
lead! Experience is the leader’s teacher. Learning from big successes, and yes, sometimes even big
mistakes are the first step to leading yourself. To lead others wisely and effectively, you must:
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Have a broad knowledge of your chapter.
Understand yourself; know your capabilities, strengths, and weaknesses.
Gain others’ respect by being respectful to them.
Take time to give honest praise to fellow-workers.
Realize that, as a leader, you must let others share responsibilities.
Be sensitive to the individual and recognize individual differences.
Be well-prepared, creative, and use initiative.
Show a sense of humor to relieve tension in a serious meeting.
Make decisions based on the welfare and consideration of the majority of the persons
involved and not just on your own personal options.
9 Believe in the organization and have a sincere desire to serve as a “team member” in
accomplishing the purposes of the organization.
A Dozen Challenging Opportunities
As a chapter officer, you will have the challenging opportunity to:
1. Serve your members
2. Improve your chapter
3. Inspire your members
4. Enhance the image of your chapter
5. Develop leadership abilities
6. Make many new friends
7. Meet important and outstanding leaders
8. Develop self-confidence
9. Learn to cooperate with other members
10. Improve your ability to communicate and enjoy working with others
11. Broaden your knowledge, interest, and viewpoints
12. Advance to other opportunities
Take advantage of this opportunity to serve your chapter’s members and improve yourself. Chapter
members of your sorority or fraternity are looking to you as an example to follow and pattern after.
Will the image and impressions you leave enhance your chapter? You have only 365 days to serve
as a chapter officer. You have a challenge before you. Perform each day of your year as if it were
your last day of service.
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Successful Confrontation
Confrontation is not always fighting. Any effort you make to address and change a person’s
behavior is a confrontation.
As an official leader, it will most likely be necessary at some point for you to confront a member of
your chapter. This may be something relatively minor, like pushing a member to attend meetings or
pay dues, or something serious like trying to change a personally or organizationally destructive
behavior. Regardless of the situation, your approach will go a long way to bring about positive
results.
Confrontation Do’s
• Confront in private; praise in public
• Show respect for the person
• Indicate “I care about you”
• Carefully involve significant others
• Pick a confronter who is respected and admired by the person being confronted
• Praise the good in the person
• Condemn the behavior/act, not the individual
• Keep to the issue
• Before confronting, get the facts about what happened
• Help the person identify the impact & consequence of his/her actions
• Clearly define sanctions for the act
• Listen to what is being said
• Handle silence appropriately
• Cool off before confronting
• Time the confrontation as close as possible to the inappropriate behavior.
• Be sincere
• Language should reflect that “we have a problem” rather than “you have a problem.” It will
be less threatening.
• Follow through on any agreements made
• Show empathy, not sympathy
• Be firm in the standards you set
Confrontation Don’ts
• Don’t attack the individual, physically or otherwise
• Don’t be condescending or sarcastic
• Don’t excuse the behavior
• Don’t get trapped by the person’s excuse for his/her behavior
• Don’t set standards or announce terms that you aren’t prepared to enact or enforce
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LIMIT TESTER
It is normal for chapter members to test the limits or boundaries, rules, or laws that are established.
By not confronting inappropriate behavior, chapter members essentially are condoning it. As
boundaries for behavior get wider, or more permissive, the behavior deviates more from the
expected standard. Therefore, it is crucial to place appropriate limits on all behavior that does not
meet fraternity or sorority standards. Members will continue to challenge standards that are set – it
is a normal part of the maturation process. However, each test must be met with a firm, consistent
and fair boundary that is enforced.
THE SEVEN STEP PLAN FOR CONFRONTATION
Step One: Initiate Contact
Understandably, first you must make contact with the person to be confronted in an appropriate
setting. It is best to pick a private place where both individuals do not feel threatened. Also, it is
advisable to not “gang-up” on the individual during an initial confrontation. A confrontation team
of two or more should only be used for a re-confrontation or for individuals who are perceived to be
very resistant to change and only responsive to group opinion or pressure.
Step Two: Establish Rapport
Your second step is to establish a positive rapport with the person. This means the creation of a
sense of mutual trust – a sense that both people present really care about each other. Attempts to
create an artificial rapport will fail as people are usually more sensitive than we might believe.
Step Three: Identify Issue/Problem
Working with the person, identify the issue or problem that prompted you to seek him or her out.
He/She must agree that there is a problem. If not, you must return to Step Two.
During the problem identification process, it is important that you not ask the question “Why?” If
you do, you will be told why – and that becomes the reason or excuse for the behavior, the
justification – at least in the eyes of the other individual. You may ask “What?” but don’t let the
person’s excuse trap you.
Step Four: Problem is Agreed Upon
The individual being confronted must agree that a problem does, in fact, exist. Otherwise, the
person will not buy-in to the following steps – they lack the necessary motivation. If they do not
agree that a problem exists, you must return to either Step Two or Step Three.
Step Five: Obtain Attainable Commitment
After the person agrees that a problem exists, you must mutually agree upon an attainable
commitment on his/her part. It must be a commitment which the person has the potential to fulfill.
You must provide the person with an opportunity to win, to succeed.
Step Six: Keep Commitment
On a mutually predetermined date and time, get together again with the individual to determine
whether or not he/she has been able to keep the commitment. If so, move to Step Seven. If not,
return to Step Five and re-define what is an attainable commitment from the person.
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Step Seven: Praise Success
When success is realized, offer praise and positive feedback. Then obtain a commitment for further
changes by returning to the fifth step and extending what was an attainable commitment. If the
individual has not been successful, without being negative, again return to Step Five and reassess
what might be an attainable commitment.
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President
GENERAL RESPONSIBILITIES
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Make agenda for meeting
Have overall responsibility for the operation of the chapter
Call and preside at all regular and special meetings of the chapter
Meet with advisor often to discuss meetings
Review, approve and sign all contracts involving the chapter
Serve as member ex-officio of all chapter committees
Report as required to Greek advisor
Maintain a complete and up-to-date President’s file which will include a copy of the current
chapter constitution, bylaws, recruitment rules and the current chapter budget
Review the chapter mail and distribute accordingly
Serve as a liaison between chapter and student body, other Greek chapters at UMKC, the
Greek advisor and the community
Exhibit leadership in risk management efforts
Make sure your chapter has someone to serve as the risk manager, or assume the
responsibility yourself
Understand and be able to execute a Crisis Management Plan when necessary
Review annually national policies with initiated and pledged members
Make certain chapter policies comply with federal, state, and local laws and with university
regulations
Assist the social chairperson with planning
Keep the chapter executive board actively involved with risk management
Use Robert’s Rules of Order to help run an effective meeting
Perform all other duties usually pertaining to this office
PLANNING A MEETING
Each meeting should have a purpose and be designed to fulfill it. Planning and participation from
all chapter officers and/or chapter representatives is the key ingredient to a successful meeting.
Members need the opportunity to ask questions, give opinions, participate in some way and have
fun, too.
Use the checklist and sample meeting agenda found in this handbook to assist in planning meetings.
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9
9
9
Have a purpose related to the chapter goals;
Plan to fit the allotted time;
Give members an opportunity to participate;
Have variety; use numerous available resources;
Make decisions based on the welfare and consideration of the majority, not just one’s
personal opinions
Remember, people can be divided into three groups: those who make things happen, those who
watch things happen, and those who wonder what happened.
20
A SUCCESSFUL CHAPTER MEETING
Fraternity and Sorority meetings have been happening for many years. Some have been an
excellent and outstanding event for every member in attendance while others have been boring,
unorganized and total failures. The following questions can help you plan a successful meeting:
9
9
9
9
9
9
9
What is the real purpose of the meeting?
What do you remember about meetings that you have attended?
What do you want people to remember about your meeting?
How can you make sure chapter members really get acquainted with each other?
What business activities do you need to present?
What is going to be educational about your meeting?
What are you going to do in the program that will cause motivational thought and
inspiration?
9 What leadership opportunities will there be? For how many people?
9 How do you plan to include all members?
ROBERT’S RULES OF ORDER
Robert’s Rules are an essential guide to parliamentary procedure used by organizations around the
world. It provides effective guidelines for allowing fair discussion, presenting and voting on
legislation, and maintaining meeting progress. While it is probably not advisable in a collegiate
chapter to follow Robert’s Rules too strictly, using them as general guidelines will remove
ambiguity from many situations. Remember that however you run meetings, the most important
thing is that you apply rules consistently. Parliamentary Procedure is the best way to get things
done at your meetings. But, it will only work if you use it properly:
1.
2.
3.
4.
5.
Allow motions that are in order.
Have members obtain the floor properly.
Speak clearly and concisely.
Obey the rules of debate.
Most importantly, BE COURTEOUS.
What Is Parliamentary Procedure?
It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions
without confusion.
Why is Parliamentary Procedure Important?
Because it's a time tested method of conducting business at meetings and public gatherings. It can
be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the
basic handbook of operation for most clubs, organizations and other groups. So it's important that
everyone know these basic rules!
Organizations using parliamentary procedure usually follow a fixed order of business. Below is a
typical example:
1. Call to order.
2. Roll call of members present.
3. Reading of minutes of last meeting.
21
4. Officers’ reports.
5. Committee reports.
6. Special orders --- Important business previously designated for consideration at this
meeting.
7. Unfinished business.
8. New business.
9. Announcements.
10. Adjournment.
The method used by members to express themselves is in the form of moving motions. A motion is
a proposal that the entire membership take action or a stand on an issue. Individual members can:
1.
2.
3.
4.
Call to order.
Second motions.
Debate motions.
Vote on motions.
There are four Basic Types of Motions:
1. Main Motions: The purpose of a main motion is to introduce items to the membership for
their consideration. They cannot be made when any other motion is on the floor, and yield to
privileged, subsidiary, and incidental motions.
2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and
is voted on before a main motion.
3. Privileged Motions: Their purpose is to bring up items that are urgent about special or
important matters unrelated to pending business.
4. Incidental Motions: Their purpose is to provide a means of questioning procedure
concerning other motions and must be considered before the other motion.
How are Motions Presented?
1. Obtaining the floor
a. Wait until the last speaker has finished.
b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President."
c. Wait until the Chairman recognizes you.
2. Make Your Motion
a. Speak in a clear and concise manner.
b. Always state a motion affirmatively. Say, "I move that we ..." rather than, "I
move that we do not ...".
c. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairman will call for a second.
5. If there is no second to your motion it is lost.
6. The Chairman States Your Motion
a. The Chairman will say, "it has been moved and seconded that we ..." Thus
placing your motion before the membership for consideration and action.
b. The membership then either debates your motion, or may move directly to a
vote.
22
c. Once your motion is presented to the membership by the chairman it
becomes "assembly property", and cannot be changed by you without the
consent of the members.
7. Expanding on Your Motion
a. The time for you to speak in favor of your motion is at this point in time,
rather than at the time you present it.
b. The mover is always allowed to speak first.
c. All comments and debate must be directed to the chairman.
d. Keep to the time limit for speaking that has been established.
e. The mover may speak again only after other speakers are finished, unless
called upon by the Chairman.
8. Putting the Question to the Membership
a. The Chairman asks, "Are you ready to vote on the question?"
b. If there is no more discussion, a vote is taken.
c. On a motion to move the previous question may be adapted.
Voting on a Motion:
The method of vote on any motion depends on the situation and the by-laws of policy of
your organization. There are five methods used to vote by most organizations, they are:
1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say
"no". Any member may move for an exact count.
2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This
method is used when a record of each person's vote is required.
3. By General Consent -- When a motion is not likely to be opposed, the Chairman
says, "if there is no objection ..." The membership shows agreement by their silence,
however if one member says, "I object," the item must be put to a vote.
4. By Division -- This is a slight verification of a voice vote. It does not require a count
unless the chairman so desires. Members raise their hands or stand.
5. By Ballot -- Members write their vote on a slip of paper; this method is used when
secrecy is desired.
There are two other motions that are commonly used that relate to voting.
1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The
option is always present, however, to "take from the table", for reconsideration by
the membership.
2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary
strategy and allows opponents of motion to test their strength without an actual vote
being taken. Also, debate is once again open on the main motion.
23
SAMPLE CHAPTER MEETING AGENDA
Date_____________
Time___________
Presiding__________________
Location_________________
Position________________________
Type of Session _____Regular _____Work _____Executive _____Special
MINUTES _____Read
_____Distribute Copies
_____Omit
TREASURER’S REPORT
OFFICER REPORTS
COMMITTEE REPORTS:
Person scheduled to report:
1._______________________________________________________
2._______________________________________________________
3._______________________________________________________
UNFINISHED BUSINESS
1._______________________________________________________
2._______________________________________________________
3._______________________________________________________
NEW BUSINESS
1._______________________________________________________
2._______________________________________________________
3._______________________________________________________
ANNOUNCEMENTS
CLOSING
ADJOURNMENT
*Note that anything mentioned during an official meeting or included in chapter minutes becomes
official chapter business.
24
Secretary
GENERAL RESPONSIBILITIES
9 Keep an up-to-date roll of the members of your chapter and call role at all chapter meetings
9 Keep current statistics concerning the number of initiated members and associates
9 Keep full minutes of all meetings of your chapter and a record of all action taken by the
Executive Board
9 A previous meeting’s minutes should be made available to members (e-mail, posting,
hardcopy) at least 24 hours before the next meeting. This will allow members to review the
decisions, unfinished business, and commitments before meeting.
9 Maintain a complete and up-to-date file which will include the minutes of the meetings of
your chapter from date of its organization; copies of all contracts; and current
correspondence
9 Be responsible for the official correspondence of the chapter
9 Distribute copies of the chapter constitution, bylaws and recruitment rules as necessary
9 Turn in the chapter roster to the Greek advisor within the first 5 weeks of each semester
9 Perform all other duties usually pertaining to this office
MINUTES
Concise And Coherent Minutes are the Mark of a Professional
Purpose of minutes are:
- reminder of what happened at the meeting
- record of who is to undertake certain actions before the next meeting
- basis for discussions of matters arising at the next meeting
- guide for people who did not attend
- permanent record
Good minutes are:
- short, clear and concise
- follow the agenda
- brief summary of each item and of submitted reports
- record of any action that needs to be taken by whom, when and where
Include Essential Elements- Type of meeting (general meeting, committee, etc.)
- Name of organization
- Date, time and place
- Time of beginning
- Time of adjournment
25
Before the meeting obtain:
- Meeting agenda
- Minutes from the last meeting
- Background documents to be discussed
Typing Minutes
- Type up minutes ASAP; don’t wait too long
* Separate paragraph for each item and sub paragraphs for details or lists of points
* Short sentences
* Summarize discussions
- Preface resolutions with “RESOLVED, That…”
- Write “Submitted by” and then sign your name
Tips for success:
- Sit beside the President
- Pass around an attendance sheet
- Write down the items in the order that they are discussed
- Record motions made and the names of the people who originate them
- Record whether motions are adopted or rejected and how the vote was taken
- Gist of the conversation; summarize it; major points discussed
- Place minutes chronologically in a record book to preserve them
- Always write minutes in third person
26
Treasurer
GENERAL RESPONSIBILITIES
Each chapter should have a treasurer with a written job description and specific responsibilities
for administering the organizational budget. An annual budget should be developed after the
programs for the year have been agreed upon by all members. The dues structure is reviewed
during the budget process and increased when necessary. Greek organizations may request
funding from campus student activity fees for speakers, leadership activities, and other allGreek or all-campus events. The financial records of the organization should be shared with all
members and may be audited annually by an external individual or organization.
9 Be responsible for the general supervision of the finances of your chapter
9 Be responsible for the preparation and submission of the annual budget, following its
approval by the chapter, and providing a copy to each member as necessary
9 Receive all payments due to the chapter and collect all dues
9 Be responsible for the prompt payment of chapter bills
9 Maintain up-to-date financial records, give a financial report at each regular meeting, and an
annual report at the close of the term of office
9 Sign contracts when authorized to do so
9 Devise a system for financial accountability, including keeping receipts for all purchases
(keep at least three years of back records, according to the IRS) and tracking financial
responsibilities
9 Develop annual chapter budget, determining various allocations and member dues—submit
budget for approval by chapter according to applicable bylaws
9 Propose fundraisers as necessary
9 Perform all other duties usually pertaining to this office
Remember Student Government Association is a potential source of programming and travel
funds. At the very least, if you maintain UMKC recognition and attend the annual Student
Organization Leadership Workshop, you will have at least $60 at your disposal to use as
operating funds. Your Student Life advisor will work with you to spend this money.
27
SAMPLE TREASURER’S BUDGET
Estimated Chapter Budget from _______________________to_____________________
(month/year)
(month/year)
INCOME:
Carry over from previous year
Dues_________ members @ $__________each
Contributions
Other
TOTAL INCOME
$_________________
$_________________
$_________________
$_________________
$_________________
EXPENSES
Certificate/Awards
Meal Arrangements/Refreshments
Conference Attendance
Recruitment
Initiation
Philanthropic Events
Alum Events
Chapter/ Officer Retreat
Sister/Brotherhood Events
Social Events
$_________________
$_________________
$_________________
$_________________
$_________________
$_________________
$_________________
$_________________
$_________________
$_________________
Carryover to next year
Other
$_________________
$_________________
TOTAL EXPENSES
$_________________
BALANCE
$_________________
(Your projected expenses should equal projected income so your balance should be zero.)
28
Recruitment Officer
GENERAL RESPONSIBILITIES
9
9
9
9
9
Serve as Chair of the Recruitment Committee
Be responsible for any matters dealing with Recruitment
Have a strong knowledge of all recruitment rules
Distribute copies of recruitment materials to prospective members
Maintain a complete and up to date notebook which will include a copy of the current
chapter constitution, bylaws and recruitment rules
9 Perform all other duties usually pertaining to this office
Recruitment is more than "rush." Different chapters have different processes, but on the whole,
students become a part of Greek life by befriending current Greeks, learning about individual
chapters, and determining whether Greek life is a good fit personally. No one ever has an obligation
to join a fraternity or sorority. Potential members must be UMKC students.
IFC FRATERNITIES
There are no restrictions on joining IFC fraternities. Chapters may host events throughout the year
to come into contact with potential members, or work one-on-one with individuals. IFC will host a
few events each semester to facilitate opportunities to anyone to get to know UMKC's fraternities.
PANHELLENIC SORORITIES
Most Panhellenic recruitment occurs at the beginning of each academic year. There is a formal
process by which potential members visit with chapters and are matched according to mutual
selection and other factors. Students who have missed this period should not feel precluded from
participating in Greek life. Depending on numbers, chapters may recruit after "Formal Recruitment"
throughout the year.
LOCAL SORORITIES
Local sororities do not participate in the Panhellenic recruitment process, but typically they host
their major recruitment events during the first weeks of the fall semester. Again, potential members
may make contact at any time.
NPHC GREEKS
National Pan-Hellenic groups host member intake at different times throughout the year. NPHC
organizations prefer that potential members familiarize themselves with their national organizations
through their websites before approaching the chapters. Various NPHC events where potential
members might make contact with chapter members are advertised around campus.
29
Scholarship Officer
GENERAL RESPONSIBILITIES
This officer is responsible for personal development and leadership education for the Greek
community and should work with an advisor for maximum effectiveness. The Greek Advisor
maintains a current resource library of Greek publications, videos, and other leadership
materials and makes them easily accessible to encourage their use by chapters.
9
9
9
9
9
9
9
9
9
Coordinate chapter scholarship programs
Collect and distribute academic performance rankings
Maintain current chapter roster listings
Publicize important academic dates and deadlines
Collect and distribute information about campus academic services, tutors, the writing lab,
the math lab, learning assistance programs, interest tests, career counseling information,
placement workshops, unique library resources
Establish chapter GPA goals and implement strategies to reach those academic goals
Create systems to reward and encourage academic excellence
Provide the Student Life Office with signed grade release forms for each member (see
samples below)
Perform all other duties usually pertaining to this office
30
GREEK GRADES
Greeks consistently beat the all-men's and all-women's GPAs at UMKC. The charts below show the
grades for each IFC and Panhellenic chapter the Student Life Office tracks for each semester since
1999. The Student Life Office has not tracked National Pan-Hellenic or local chapter grades.
Men
Semester
ΒΘΠ
ΛΧΑ
ΣΦΕ
All-fraternity
All-men
Spring 03
3.077 2.671 2.964
2.948
2.863
Fall 02
2.978 2.842 2.820
2.899
2.835
Spring 02
3.082 3.079 2.942
2.998
2.994
Fall 01
3.095 2.898 3.014
2.913
2.816
Spring 01
3.480 3.020 3.040
3.320
3.010
Fall 00
3.060 2.867 2.612
2.924
2.938
Spring 00
3.386 2.952 2.970
3.042
3.000
Fall 99
3.272 2.755 2.796
2.848
2.847
Spring 99
3.358 3.031 2.879
3.162
2.929
Women
Semester
Α∆Π
ΧΩ
∆Ζ
All-Panhellenic
All-women
Spring 03
3.327 3.307 2.944
3.264
3.039
Fall 02
3.108 3.168 3.218
3.152
3.048
Spring 02
3.475 3.225 2.800
3.280
3.190
Fall 01
3.325 3.197 2.539
2.918
2.989
Spring 01
3.210 3.410 2.190
2.930
3.170
Fall 00
3.083 3.288 2.599
2.990
3.107
Spring 00
3.123 3.362 2.714
3.066
3.160
Fall 99
3.077 3.312 2.747
3.045
3.013
Spring 99
3.025 3.284 2.977
3.095
3.009
31
University 0f Missouri-Kansas City
Student Life Office
Registration Document Implemented: October, 1997
Student Organization
Grade Release Waiver Form
Student Organization: _____________________________________________________
Name: _________________________________________________________________
Social Security Number: _______________________________
I hereby authorize the leadership of the above recognized student organization to have access to grade point information from the
University of Missouri-Kansas City. Such information is only to be used internally for membership/leadership requirements and shall
not be made available to the public.
Signature: ____________________________________ Date: _____________________
CHAPTER NAME
Grade-Release Form
By signing this statement, my permission is given for the Greek Advisor at UMKC to review my
academic record each semester and release to the University and my chapter a statement regarding
my academic standing. This agreement will hold during the period that I am enrolled as a student at
UMKC.
Name
1.
Social Security Number
Signature
2.
3.
4.
5.
32
Service Officer
GENERAL RESPONSIBILITIES
All chapters should have a community service officer or committee chair with a written job
description outlining specific responsibilities for organizing and implementing philanthropic
projects. The service officer should establish solid relationships with local service organizations
and act as a clearinghouse of information on potential campus and community service projects
for its members. Chapters should publish an annual compilation of service hours performed and
dollars raised by the Greek system during the year. The report should be circulated among all
key campus officials, faculty members, chapter advisors, media contacts, community leaders,
and general headquarters. The Greek system at UMKC encourages community service as an
important element in all new member education programs and will assists chapters in
identifying potential projects
9 Coordinate chapter service programs
9 Report all service activities, hours served and money raised to the Student Life Office
9 Work closely with and establish good relationship with service organizations in the
community
9 Involve all members in service projects, both for the chapter, the University and the
community
9 Subscribe to the UMKC Community Service listserv (send an e-mail to community-servicesubscribe-request@listserv.umkc.edu)
9 Encourage community service as an important element in the chapter’s new member
education program
9 Perform all other duties usually pertaining to this office
33
This form is available at www.umkc.edu/stulife/communityservice/commservrep.html. Completing
and submitting it to the Student Life Office will make your chapter eligible for various community
service awards.
Community Service Report
Student organization name:
Student organization contact person:
Contact phone number or e-mail address:
Date of service project:
Agency or cause served:
Hours worked:
Agency contact person:
Agency contact information (phone or e-mail):
Please give a brief description of your work:
Please list students who participated on behalf of your organization:
34
35
Risk Management Officer
GENERAL RESPONSIBILITIES
9 Coordinate chapter risk management
9 Follow all chapter risk management guidelines
9 Ensure that each event, party or service project has been made as safe as possible for
members and guests
9 Perform all other duties usually pertaining to this office
WHY HAVE A RISK MANAGEMENT PROGRAM?
Today's insurance market is not a good place for the college Greek chapter. At best, insurance is
difficult to get, and affordable premiums are almost impossible to find. By adopting a risk
management policy and enforcing that policy, we make the Greek environment safer for our guests
and members. Plaintiffs' attorneys are suing not only chapters, officers and fraternity brothers and
sisters, but also the parents of fraternity brothers and sisters. They are looking for "deep pockets" the ones with the most money.
Initiated and pledged chapter members must:
1. become familiar with Risk Management Policy;
2. report unsafe conditions; and
3. attend risk management programs.
Although the development and implementation of an effective Risk Management Program falls
under the job descriptions of a few officers, it clearly is the responsibility of each member in every
chapter. We all have the responsibility to protect our members from harm, ensure the good public
reputation of our fraternity or sorority and make certain that our leaders and treasuries, both chapter
and national, and the families of our individual members are protected against claims. For the
continued enjoyment of Greek life by future generations, it is imperative that today we faithfully
observe and enforce FIPG's Risk Management Policy or the chapter’s national risk management
policy.
36
FIPG POLICY ON ALCOHOL AND DRUGS
The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on chapter
premises or during a fraternity event, in any situation sponsored or endorsed by the chapter, or at
any event an observer would associate with the fraternity, must be in compliance with all applicable
laws of the state, province, county, city and institution of higher education, and must comply with
either the BYOB or Third Party Vendor Guidelines. No alcoholic beverages may be purchased
through chapter funds nor may the purchase of same for members or guests be undertaken or
coordinated by any member in the name of, or on behalf of, the chapter. The purchase or use of a
bulk quantity or common sources of such alcoholic beverage, e.g. kegs or cases, is prohibited.
OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity, without
specific invitation, where alcohol is present, shall be prohibited. No members, collectively or
individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under
legal "drinking age").
The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on
chapter premises or during a fraternity event or at any event that an observer would associate with
the fraternity, is strictly prohibited.
No chapter may co-sponsor an event with an alcohol distributor, charitable organization or tavern
(tavern defined as an establishment generating more than half of annual gross sales from alcohol)
where alcohol is given away, sold or otherwise provided to those present.
No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host
chapters, groups or organizations.
All rush activities associated with any chapter will be a DRY rush function. No member shall
permit, tolerate, encourage or participate in "drinking games." No alcohol shall be present at any
pledge/associate member/novice program, activity or ritual of the chapter.
PEOPLE MAKE IT HAPPEN
A party brings people together to share a good time. Every party creates its own memories. By
taking advantage of the suggestions included in this guide and those provided by the
national/international headquarters of each FIPG member group, you can ensure the fraternity
memories you create are of fun and good times. Your brothers or sisters and guests will appreciate
your efforts.
INVITE PEOPLE WHO CARE
A sure way to bore members or ruin a party is to have the wrong people attend. Other common
problems that the wrong people can cause include damage and theft of property and irresponsible
behavior that causes neighbor relations problems.
There is one sure way to try to avoid these problems. Do not hold any open parties. An FIPG
chapter holds parties by invitation only to a pre-determined number of guests. A ratio of two guests
per member (or fire code capacity, whichever is smaller) is suggested. The assumption here is that
members and their personal guests will be responsible to the chapter leadership and that poor
behavior can be controlled.
WHERE TO PARTY
Pick a place that allows everyone to move around and mingle, but not so large you are lost in the
room. Make sure adequate seating is available. If your chapter house does not meet your needs, or
your policy says it may not be used for parties, look at renting a party room at a local hall or hotel.
Make a check for basic safety considerations. Are there potentially dangerous areas that should be
secured, or equipment and other items to remove, or that require closely supervised use? Are
37
interior and exterior lighting satisfactory? Is there safe and adequate parking? When your party is
held at a distance from campus or in an out-of-the-way or unusual place, consider providing
transportation. At least have volunteers to assist guests and members, and provide designated
drivers or a shuttle service. Many FIPG members recommend and may require that you hold your
party at an establishment that has a liquor license. The establishment becomes responsible for
providing, handling, and serving alcoholic beverages. The liability is therefore transferred to the
establishment, and its bartenders are responsible for any guests who may become intoxicated. To be
safe, have a written contract stating that responsibility for all service of alcoholic beverages rests
entirely with the establishment, and do not allow members to serve or provide any alcoholic
beverages.
WHEN TO PARTY
Avoid scheduling parties when you don't have time to make proper plans or your members and
guests really shouldn't take time to attend (e.g., during exam time). Be sure you are aware of
campus party planning policies before you begin to plan. Check with the Interfraternity, Panhellenic
and Pan-Hellenic Councils. Certain occasions call for parties and the events speak for themselves Homecoming, Founders' Day, holidays. What they have in common is a theme. For other parties,
choose a theme (being aware of sensitivity issues) - decorate and plan activities around the chosen
theme. Once the party date has been chosen, set a reasonable starting and ending time. If there is a
bar, close it an hour before the party is scheduled to end. Do not allow over-enthusiastic members or
guests to extend the ending time.
CHOOSING FOOD AND DRINK
Food and drinks are important because they complement fun, not because they supply fun. To get
the most out of your food and drink budget, match refreshments with the occasion and crowd. Cider
and hot dogs, for example, go well at autumn events. Keep in mind that the food and drinks you
serve make a statement about you, your chapter, and your party. Non-alcoholic party drinks can be
attractive and can fit in very well with your theme. Use opaque plastic cups so a person is free to
drink what he/she prefers. Be sure to always serve snacks - light sandwiches, dips, meats, cheeses,
pizza. In choosing food, avoid salty items like chips and popcorn. Solid foods that are high in
protein do more than satisfy the appetite - they help reduce the effects of alcohol.
"BRING YOUR OWN" EVENTS (if permitted by fraternity or sorority and university
policy)
BYOB guidelines are provided in the National Interfraternity Conference publication, Making Bring
Your Own Beverage Events Happen. Throughout this resource guide are suggestions for safe and
practical implementation. Individual chapters must still follow their own national/international
policies, if said policies are more specific and/or more stringent. To assist with risk management
questions, the Making Bring Your Own Beverage Events Happen can be obtained from the National
Interfraternity Conference. If questions arise, be advised the guidelines provided do not supersede
the local, city, state, university, general fraternity/sorority or national laws, statutes and policies - or
common sense. These guidelines are designed to help
you implement a BYOB party. Questions you may have regarding the logistics of a BYOB party are
most likely answered throughout this booklet. Before using this resource, be sure to contact your
general fraternity to make sure the stipulations are consistent with general fraternity standards.
38
ENFORCE YOUR PARTY RULES
Plan activities for your party. The more there is to do other than drink, the less people will drink and your party will be a success. Remember, drinking games are strictly prohibited by the FIPG
Risk Management Policy, and must not be permitted.
Assign monitors who will not drink and who will be responsible for making decisions at the party.
No one should have the authority to override their judgment. The monitors will deal with those
whose behavior deteriorates. Party monitors will check IDs, mark of-age drinkers in some
distinctive manner, watch entrances and exits, check car and other motor vehicle keys at the door,
and be responsible for maintaining a degree of decorum at the party. They will be available to assist
bartenders who need to refuse serving members or guests and to make sure the bar is closed on
time. Members and guests should not be allowed to re-enter the party after leaving.
PRE-PARTIES
Pre-parties and “spontaneous events” will likely fall under the rules of a fraternity function. Here
are some questions to ask yourself:
1. Is the pre-party on chapter premises or the location of the actual party?
2. Is the pre-party/spontaneous party hosted by a member of the fraternity/sorority?
3. Are half of the people in attendance members of the chapter?
4. Is half of the chapter in attendance?
5. Was the pre-party/spontaneous party discussed at a chapter meeting?
If you answered “yes” to any of these questions, then you must follow FIPG Policy for the event. In
any case, FIPG Policy exists to assist in keeping our friends, members, and guests safe. Follow the
policy no matter what or where the event is and you will be happy when everyone is safe.
HELPING THE INTOXICATED
Even if everything is done to make sure all goes as planned, depend upon Murphy's Law: if
something can go wrong, it will. That "something" will often be a member or guest who has
consumed too many drinks. Since the party must not be open, the intoxicated person probably is a
member or a member's guest. Treat the person as a friend. Give help. Offer food, coffee, or a chance
to rest. Remember, there is no quick way to sober up. A rule of thumb is that it will take as many
hours to sober up as the number of drinks ingested. If a person has passed out, monitor his or her
breathing to make sure it is normal. If breathing is irregular and the person appears to be in a coma
with a purplish skin tone, try to wake him or her by shaking or gently poking. If there is no
response, call for emergency medical attention at once. If the person responds but is listless and
sleepy, place the person on his or her side to sleep so choking does not occur in the case of
regurgitation. Keep the person comfortable. Do not leave the person alone; have someone monitor
him/her throughout the night. If a person is not breathing, proceed with mouth-to-mouth
resuscitation and call for emergency medical help immediately. Be very careful with the aggressive
drunk who decides to fight everyone. Party monitors should first approach the person carefully and
try to calm him or her by using rational reasoning. Attempt to get the problem person to go home
with a friend. If the person continues to press for a fight and is hurting others or threatening
violence, call police to avoid further damage and to protect all members and guests.
YOUR RESPONSIBILITY AS A HOST
When you and your chapter decide to hold a party, you assume responsibility for the safety and
welfare of your members and guests. (Some courts have determined that once inside, even the
uninvited person becomes your responsibility.) FIPG member chapters must establish and adopt
party policies and procedures conforming with the
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FIPG Risk Management Policy. Party awareness is no longer an option or luxury; it may well be a
determining factor in the continuing long-term existence of fraternities.
FIPG POLICY ON SEXUAL ABUSE AND HARASSMENT
The fraternity will not tolerate or condone any form of sexually abusive behavior on the part of its
members, whether physical, mental or emotional. This is to include any actions which are
demeaning to women or men, including but not limited to date rape, gang rape or verbal
harassment.
SEXUAL ABUSE
1. A chapter will not tolerate or condone any form of sexist or sexually abusive behavior on the part
of its members, whether physical, mental, or emotional. This is to include any actions that are
demeaning to men or women, including but not limited to date rape, gang rape, and verbal
harassment.
2. A chapter will not sponsor or participate in any activity, including competitive games and
philanthropic endeavors that is abusive or demeaning to human beings.
3. A chapter will educate its members on the issue of sexual abuse.
WHY SHOULD WE BE CONCERNED ABOUT SEXUAL ABUSE?
Legal liability is a reality in sexual abuse incidents. It is possible that a victim of sexual abuse or
rape may be able to sue the perpetrator, even though criminal charges are not filed or are dismissed.
The chapter, chapter officers, and others may be sued if an incident of sexual abuse occurs at a
chapter function.
WHAT IS SEXUAL ABUSE?
In order to understand sexual abuse, we must define both sexual harassment and rape. Sexual
harassment is defined as the unwelcome, unreciprocated imposition of sexual attention, usually in
the context of a relationship of unequal power. Rape is defined as an act of sexual penetration with a
person against his/her will. Both of these actions fall under the definition of sexual abuse. There are
many types of sexual abuse. Recognize that sexually abusive behavior occurs on a continuum
ranging from harassment to rape. Sexual abuse usually falls into two categories, verbal and
physical.
Verbal abuse may include:
* whistling
* humor and jokes about sex or male or female specific traits
* suggestive or insulting sounds
* sexual innuendoes about your or someone else's personal appearance
* sexual innuendoes about your or someone else's sexual activities
* demands for sexual favors accompanied by implied or overt threats
Physical abuse may include:
* obscene gestures
* staring suggestively
* any inappropriate touching, pinching or patting
* brushing against someone else's body
* coerced sexual intercourse
* assault
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FIPG POLICY ON HAZING
No chapter, colony, student or alumnus shall conduct nor condone hazing activities. Hazing
activities are defined as: Any action taken or situation created, intentionally, whether on or off
fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or
ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling
in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure
hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of the
confines of the chapter house; wearing of public apparel which is conspicuous and not normally in
good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and
activities; and any other such activities that are not consistent with academic achievement, fraternal
law, ritual or policy, or the regulations and policies of the educational institution,
or applicable state law.
EDUCATION IS OUR GOAL
The purpose of fraternity education is just that - education about the fraternity, about the chapter
and about the college or university. It is education about past and present members of the fraternity,
and it is education about what makes a good member. It is the responsibility of every member to
educate in a constructive and harmless way. Each member must watch out for new members,
whether pledged member, associate or provisional in nature. It is the responsibility of every member
to see that the anti-hazing standards of FIPG are not violated.
AREAS OF CONCERN
The senseless act of hazing not only creates liability risk for the chapter and the entire fraternity, but
also hinders the development of the friendships that are the basis of brotherhood and sisterhood.
In recent years, a number of states have enacted laws that make hazing an illegal act. This means
that, in those states, a lawsuit resulting from a hazing activity might exclude insurance coverage for
members who were aware of or condoned a hazing activity. This exclusion would result because
you cannot be insured for an illegal act.
Therefore, hazing carries a number of risks, including:
1. A civil lawsuit;
2. Criminal prosecution for an illegal act;
3. Discipline by the fraternity;
4. Discipline by the college or university; and
5. Possible loss of insurance coverage.
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CRISIS MANAGEMENT PLAN
Procedures to be followed by the Chapter President and Risk Management Officer in the
event of an emergency or tragedy
There are several recommended steps to follow in the event of a tragedy, with some additional steps
to follow in the event of a death of one of your members or associate members.
1. WHO IS IN CHARGE DURING AN EMERGENCY? Be certain that each person in your
chapter knows that you as president are in command of every emergency situation involving serious
injury or death. In your absence, have a ranking order of officers established and be sure they know
where to find this written procedure. You should already have arranged with your chapter advisor
and housing corporation president as to how they are to be notified. Be sure also that your house
mother/father/director is aware of these procedures.
2. IF A TRAGEDY OCCURS. If a tragedy has occurred within your chapter, close the house at
once. You cannot give instructions if your members are leaving and strangers are entering. Permit
only your members and appropriate officials to enter.
3. EMERGENCY PHONE CALLS TO MAKE - AND NUMBERS . You need to make several
phone calls immediately.
1st: Call the school's security emergency number and/or the local emergency number. If the
emergency situation is a fire, your alarms may or may not automatically bring a fire truck;
therefore, immediately call the fire department. Do not hesitate to call the campus police regardless
of the situation.
2nd: Call the campus Greek Advisor. This person will discuss the situation with you and in all
serious cases will be at the house or chapter meeting place in a matter of minutes. Always call, day
or night, if you are in doubt as to whether a situation is serious or not.
3rd: Call your national fraternity's administrative office. Call your chapter advisor. Call your
corporation president. Call your risk management advisor.
4th: Contact your liability insurance carrier
4. INFORMING MEMBERS; MAKING PUBLIC STATEMENTS. Assemble your members in a
group. Depending on the situation, out-of-house members may need to be called in. It is important
that all members remain calm during the crisis. Explain to them that there is an emergency situation
and that the house is closed. Ask them to cooperate in halting outgoing phone calls until the
situation is under control. Do not discuss the situation until the Greek advisor, chapter advisor, or
housing corporation president arrives. Instruct your members to make no statements to anyone
other than school or fraternity/sorority officials. As the president, you make any appropriate
statements to the media after the situation is under control and you have discussed the content of
your statement with school and fraternity/sorority officials. Make sure, however, that everyone
knows what your statements will be.
5. WHEN A MEMBER IS INJURED, BECOMES SERIOUSLY ILL, OR DIES. Do not notify
parents. In the event of a serious accident or illness, the medical personnel will notify parents and
advise them of the student's physical condition. In the event of a death, the appropriate school or
fraternity official should notify parents. If the situation is a death outside the house, do not
announce it until a fraternity staff member or official has arrived to help. Be very careful about this
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information. If the member or associate member was living in the house, do not move any of the
deceased student's personal possessions. Since most members share a room, perhaps you will want
to move the roommate somewhere else temporarily. You should call the family to offer sympathy
on behalf of the chapter. Ask what their wishes are in regard to the possessions. You may offer to
pack them in boxes, but chances are the parents will prefer to do this themselves. Before they arrive,
be sure that all borrowed items are returned to the student's room, and if possible, lock it. When the
parents do arrive, you may want to have empty boxes available and offer help. This is an emotional
trauma for parents so they may not want to be with any of their child's friends. It is, of course,
proper to send sympathy cards and notes, flowers, etc. If a funeral is not too distant, it would mean
a great deal to parents for some of the members to attend. Check your ceremony manual for the
memorial ritual, and offer it to the parents in advance of final arrangements.
6. IF A MEMBER ATTEMPTS SUICIDE. In the case of a suicide attempt, with or without serious
injury, do not assemble your members or call parents. All of this, no doubt, seems grim and harsh.
Everyone hopes that no chapter president will ever have to use these procedures. But sadly, that
hope is not realistic. Tragedies do occur. Usually, they are unpredicted. You can ease the situation
for all by being prepared to follow these procedures and guidelines. (According to FIPG)
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Public Relations Officer
GENERAL RESPONSIBILITIES
9
9
9
9
9
9
9
Coordinate chapter public relations
Incorporate both good everyday public relations and publicity into chapter activities
Establish relationship with University Media Relations department
Establish a public relations program to assist the chapter in achieving a favorable reputation
Establish and promote chapter standards
Educate members that their actions contribute to the chapter’s reputation
Seek ways to improve and maintain good relations with the chapter, University and
community
9 Perform all other duties usually pertaining to this office
POSITIVE MEDIA AND PUBLIC RELATIONS
What is public relations?
Everything that affects public opinion, from how a letter is written to how a guest is greeted by a
chapter member. Most of the chapter’s public relations depends on individual behavior. The goal
of public relations is to present your organization’s image in the best possible light. Developing and
maintaining good public relations is developing a reputation for your chapter based on its mission,
goals and objectives.
Public relations is more than publicity for an event or program. It is a way of life, demonstrating
through behaviors that for which your chapter stands. A good chapter must exercise behavior that
promotes good public relations every day, not just at a particular event.
Maintaining positive public relations is crucial to the survival of the Greek system. Good relations
will increase the number of students interested in Greek membership, contribute to general chapter
success on campus and in the community and create an excellent reputation valuable in fundraising, job searches and philanthropic projects.
CHAPTER SELF–ANALYSIS FOR PUBLIC RELATIONS
1) Do all members practice good public relations within the chapter?
a) How do they answer phones?
b) Are they good neighbors?
c) Are they courteous to visitors?
2) Is the chapter well-respected on campus and in the community?
a) Does the chapter rank above the all-men’s or all-women’s GPA?
b) Does the chapter participate in all major Greek activities?
c) Is the chapter a leader in Greek affairs, including holding individual offices?
d) Do members hold offices in other campus organizations?
e) Does the chapter promote a spirit of Greek unity on campus?
f) Does the chapter keep its property free of litter and clutter?
g) Are neighbors provided chapter officers’ names and numbers?
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3) Is there a planned program to see that deserving members receive recognition in the campus
paper, hometown papers and the chapter newsletter for superior performance in
academic/extracurricular pursuits?
a) Does the chapter cooperate with the local media and campus public relations office for
coverage of chapter achievements?
b) Does the college/university alumni/ae publication feature news of chapter and individual
member activities?
4) Does your chapter make it a regular practice to invite faculty members to dinner, a program, or
Greek event?
a) Do you invite them and their families when appropriate?
b) Do individual members have a positive rapport with administrators?
5) Does your chapter help with campus and community public service projects?
a) Does your chapter help with campus and community public service projects?
b) Does your chapter offer to lend assistance to civic groups?
c) Has the chapter adopted a formal resolution about a campus, local or national
project/philanthropy?
d) Is your chapter regarded favorably by the media?
6) Does the chapter write letters or notes of congratulations?
a) Are members of the faculty and administration, student leaders and alumni/ae recognized for
their achievements and service?
b) Does the chapter write to express its appreciation to the alumni/ae association, house
corporation, chapter advisors, campus Greek advisors, guests and others?
c) Does the chapter ever send congratulations to a competitor to whom they have lost to in an
intramural championship or other activity.
7) Are letters from chapter audiences answered promptly and satisfactorily?
a) Are copies of letters filed for reference?
b) Are recruitment referrals acknowledged and handled properly?
c) Is your correspondence with alumni/ae, college/university administrators and your
inter/national headquarters on a professional basis (no spelling, grammatical or
typographical errors)?
8) Are your chapter’s alumni/ae events carefully planned?
a) Do you actively work to keep your alumni/ae address list accurate (at least 90 percent
mailable?)
b) Do you inform chapter alumni/ae of chapter news, happenings and events on a regular basis?
c) Do you start planning and publicizing an alumni/ae event at least 10 weeks in advance? Are
alumni/ae invited to the planning?
d) Are alumni/ae invited to attend chapter meetings and initiation? Are they asked to serve as
guest speakers on various subjects to chapter membership?
e) Do chapter officers attend alumni/ae meetings?
9) Are copies of the alumni/ae newsletter sent to the parents, neighbors, the inter/national
headquarters and other friends of the chapter?
a) Do you also send it to new members’ parents, faculty, and others with whom you have
contact?
b) Do the newsletters promote alumni/ae interest in the chapter?
c) Is the alumni/ae newsletter written for alumni/ae including alumni/ae articles and pictures?
d) Are reports on chapter activities and achievements regularly forwarded to the organization’s
inter/national magazine?
10) Does your chapter have an effective public relations chair?
a) Does he/she have a committee?
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b) Has the committee established goals to improve the chapter’s image and public relations?
POSITIVE PUBLIC RELATIONS
Everything that members do affects your chapter’s image. The value of positive public relations
cannot be overestimated. All members should be aware of it, since the actions of a few can tarnish
the rest of the group. Implementing a “code of conduct” or presenting a public relations workshop
early in the school year can help members know what is expected of them. The following are some
areas to consider and discuss.
T-SHIRTS
This can be one of the most potentially explosive areas of chapter visibility. Most Greek T-shirts
represent major parties, events, philanthropies, recruitment and other aspects of Greek life. Avoid
any hint of racist, sexual or alcohol-related implications.
Remember that most fraternity and sorority emblems – name, letters and coat of arms – are
copyrighted. Distributors who use them improperly and without permission are subject to legal
action.
If you are ever unsure of whether a T-shirt design is acceptable, consider these points:
1. Is it consistent with the ideals and objectives of your fraternity or sorority?
2. Are there references to alcohol in picture, logo or slogan? There should be none.
3. Would the slogan or pictures be seen as offensive to a minority group?
4. What would different segments of the public think of the shirt?
5. Are women and men portrayed with the proper dignity and respect?
APPEARANCE
Image is everything in public relations. The appearance of chapter members can promote a positive
image and positive relations with all segments of your publics: other students, faculty,
administration, parents, community members, alumni/ae. Factors include dress, attitude and
conduct.
BUILDING A POSITIVE IMAGE
There are many things both individuals and chapters can do to create positive public relations with
various segments of your publics. A list of some of these activities follows:
CHAPTER MEMBERS
1. Develop an awards program. Make presentations at a formal banquet or chapter dinner.
2. Develop a chapter phone tree. This keeps out-of-house members informed.
3. Develop a chapter newsletter. It keeps members informed and serves as a back-up to meetings.
4. Host a chapter retreat.
5. Have guest speakers. Topic examples: study skills, current events, dress for success or
interview tips. Utilize local resources like faculty, community leaders, etc.
NEW MEMBERS
1. DON’T HAZE. EVER.
2. Have associates serve on committees. Get them involved early and keep them involved.
3. Help them with their studies/adjustment to college life.
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OTHER CHAPTERS
1. Executive retreats: invite neighboring chapter officers to a retreat, leadership workshop or
planning session to share ideas.
2. Regional conferences: attend any and all regional activities made available to your chapter.
3. Activities/events: invite other chapters for a party, softball game or athletic event where teams
from both schools are playing.
4. National leadership training/conventions: attend any and all events sponsored by the national
fraternity. Stay in touch with neighboring chapters as there could be ways to travel together and
save money.
HEADQUARTERS/TRAVELING STAFF
1. Communicate in a timely manner. Send in reports on time or call and say when reports will be
sent.
2. Be a good host for visits.
3. Cooperate! Take advantage of the resources, networking and accumulated knowledge at the
headquarters.
ALUMNI/AE
1. Create and distribute an alumni/ae newsletter
2. Alumni/ae association: not a housing board or corporation, simply an alumni/ae chapter with the
purposes of keeping the bonds of brotherhood/sisterhood alive after graduation.
3. Alumni/ae big brother/big sister program: contact area alumni/ae to spend one day a month with
an undergraduate big brother/big sister. This can have a tremendous impact on both developing
brotherhood/sisterhood in the undergraduate member while improving alumni/ae contact with the
chapter.
4. Alumni/ae phone tree: sets up a system for personal calls to keep alumni/ae informed of
events/activities.
PARENTS
1. Parents Day: plan activities of interest to parents. Might include a meal, tour of campus,
attendance at an athletic event, etc.
2. Write letters to parents: every associate or even potential associate parent should receive
information explaining the fraternity/sorority benefits and costs, and other information to help
support the decision of their son or daughter,
3. Mothers/Fathers Club: many chapters have combined parents and alumni in their programming
by inviting everyone to Founders’ Day activities.
4. Parents Newsletter: nice to have a separate publication specifically for parents, but if funds are
short you can always send parents your alumni/ae newsletter.
NON-GREEK STUDENTS/PROSPECTIVE MEMBERS
1. Market items that get your name and logo before the general student population: calendars with
important dates (recruitment included) with advertising to supplement costs, book covers,
bookmarks, maps or directories. Make available to all students as a resource provided by Greeks.
2. Utilize the campus press. Advertise in campus newspaper, have Greek materials included in
registration materials, use press releases and public service announcements.
3. Sponsor scholarships for non-Greeks.
4. Open your chapter house. Utilize a “Guest Night” for campus wide presentations. Invite
residence hall students. Have an open house/sponsor a pep rally.
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5. Positive visibility. Again, watch your actions. Don’t discriminate against any minority groups –
these are potential members. Participate in new student orientation, help students move into
residence halls, be involved in campus activities and clubs.
OTHER GREEKS ON CAMPUS
1. Don’t bash other Greeks!
2. Be involved in IFC, Panhellenic and NPHC.
3. Sponsor functions with different groups.
4. Send different groups congratulatory cards, “welcome back” cards, etc.: this is good
communication.
5. Send your newsletter to other Greeks.
6. Start a Greek newspaper for the system and other students.
7. Don’t steal/vandalize property!
FACULTY ADMINISTRATION
1. Use faculty as advisors.
2. Watch your conduct in the classrooms.
3. Use “Guest Night” to invite a faculty member/administrator to speak.
4. Have a “Faculty Appreciation” dinner. It’s good to combine this with the chapter scholarship
banquet, presenting an excellent opportunity for the faculty to see the emphasis Greeks place on
academics.
5. Organize events with faculty. A faculty vs. fraternity/sorority softball game, for example, offers
the chance to meet faculty in a casual setting. Another opportunity is to co-sponsor a philanthropic
event with the faculty. These make good press.
6. Send copies of your newsletter to select faculty.
7. Use positive visibility at university events.
8. Attend regularly scheduled meetings with the Greek advisor at least monthly.
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Social Officer
GENERAL RESPONSIBILITIES
9 Coordinate chapter social events
9 Work closely with the Risk Management Officer during planning stages
9 Perform all other duties usually pertaining to this office
TIPS FOR PROGRAMMING
ENJOY what you are doing
DREAM & VISUALIZE THE PROGRAM
Conduct brainstorming sessions for ideas: make sure the programs benefit the bigger audience – the
MEMBERS
Don’t be over ambitious when planning programs – be realistic. Avoid the burned out syndrome
Avoid doubling up on dates & times when scheduling an event. Check the Calendar of Events and
ask other officers to confirm that there are no clashes
Start planning as early as possible – AVOID LAST MINUTE WORK
Develop a plan and time line to accomplish tasks
Complete all possible task/s as early as possible: e.g. reservations of rooms, purchase of decorative
items, ordering of food, contracting performer/s, etc.
Organize your planning materials appropriately so others can utilize it to replicate and develop on
the program or pick up where you stopped if you have to abandon the project
Recruit and delegate responsibilities among members
Communicate: ask for assistance – don’t wait until all else fails! Share progress reports and update
members so we can answer inquiries and support the program appropriately
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Timeline for Event Planning
45 days prior:
o set date and general details for event
o establish planning committee, including appropriate officers and representatives from
general membership (in the case of a party, for example, a planning committee might consist
of the social chair, risk manager, public relations chair, and two non-officers)
o schedule future meeting dates and planning timeline
o divide workload among committee members
38 days prior:
o finalize event details (venue, theme, purpose, audience, etc.)
o determine necessary paperwork and assign (venue contracts, UMKC paperwork,
headquarters paperwork, etc.)
o propose event publicity and promotion
o determine potential risk management issues
35 days prior:
o finalize publicity schedule
o contact appropriate third parties (vendors, other organizations, etc.)
o determine invitation process
32 days prior:
o submit paperwork (it is generally better to submit paperwork incomplete than late—people
can always ask for additional information, but that buys you time)
30 days prior:
o send press releases (newspapers, “Greek Letter,” etc.—it may be possible for you to use
University Communications to reach the media; talk to your Student Life Office advisor for
assistance)
o if requesting SGA money, turn in your paperwork
o if involving other Greek chapters, begin visiting their meetings to invite their participation
(ask the president’s permission before showing up)
o if appropriate, invite faculty, staff or other constituencies in writing (preferably not e-mail)
o share details at chapter meeting; ask all members to clear their calendars and participate
25 days prior:
o finalize risk management procedures (account for sober party monitors, door people, etc.)
o confirm with your Student Life Office advisor that all necessary UMKC paperwork has been
submitted
o confirm with any third parties (vendors, facilities, etc.) that necessary paperwork has been
completed
o if sending all-campus e-mail to promote, send it to your Student Life Office advisor
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21 days prior:
o begin bulk of publicity, especially posting flyers
o secure commitments from members to serve various positions during the event—
communicate all accompanying responsibilities (e.g. no drinking before or during the event,
must purchase items one day ahead, etc.) and don’t forget that you’ll need people to help
clean up when the event is over
15 days prior:
o tour event facility—look for potential issues: crowd control, fall hazards, capacity, entrances
and exits, distance from campus, lighting, etc.
7 days prior:
o share final revisions for event details or risk management plans
o purchase necessary decorations
o confirm tasks with chapter members
o confirm attendance with any other constituencies
o contact third parties for verification and any final details
o begin final publicity
o share cell phone numbers among members for quick communication before and during the
event
1 day/several hours prior:
o purchase necessary foodstuffs (remember, if alcohol is present at the party, it is also
necessary to have non-alcoholic alternatives and non-salty snacks)
o decorate and set up the event facility
o fix any last minute facility concerns
1 hour prior:
o establish security—keep people from entering early
During event:
o maintain constant patrols (inside and outside the facility) to disrupt any dangerous behavior
o keep people posted at doors to watch crowd size and deny entry to any intoxicated persons
o take pictures for future publicity
Immediately after:
o clean up—leave the facility better than you found it and do so quickly
o make sure everyone gets home safely
Within 7 days:
o share your success—let Student Life Office, other Greeks, your HQ and others know how
well things went
o thank people who helped you—especially acknowledge planning process participants
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OFFICER TRANSITION INFORMATION
Your last step as an officer should be to pass on your legacy. Too often a year of experience is lost
because chapters do not have a transition process, and new officers have to start from scratch.
Allow your successor to benefit from your successes.
I.
Plan a retreat for all chapter officers and advisors. The chapters that function most
successfully are the ones who have officers that communicate and good communication
comes with getting to know one another. Plan an evening where the officers can get
together to talk about things to come. Brainstorm together for chapter activities. Discuss
national deadlines and procedures. Let this be a time of learning about each officer’s
personality.
II.
Set goals, both personal and for the chapter. What do you want to accomplish in your
position as a chapter officer? Maybe you would like to be the one to lead the group toward
national recognition or maybe you would like to be the one who develops a fool-proof
accounting system to keep track of the chapter’s funds. It is up to you. What would you like
for the chapter to accomplish? Perhaps membership numbers have been down and you
would like for the chapter to work towards increasing visibility on your campus, thus
increasing membership interest. Or maybe you would like to see more member involvement.
These are goals that an entire chapter should work together to accomplish.
III.
Communicate with each member! Send out frequent up-dates so that members who may
have missed the last meeting know what’s going on. Remind them of up-coming deadlines
and events. You would be surprised at how many chapter members do not know what their
chapter is involved in. A brief e-mail to all members could be the remedy to this problem.
Today’s college student is busy, but technologically connected. Some people may not be
able to attend a meeting, but still want to be involved in the chapter’s activities. Give them a
chance via e-mail.
IV.
Identify a webmaster for your chapter web site. A web site is a great way to reach your
current members as well as prospective members; however, it is VERY important to keep
your site up-to-date. A web site should contain chapter history, events, chapter pictures, and
so much more!
V.
Communicate with your advisors! Your advisors are there to help you with any planning and
problems that occur with the chapter. Utilize their expertise and wisdom!
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Other Opportunities
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Student Activities, Leadership Programs & Services
COMMUNITY ACTIVITIES
Community Service opportunities allow students, faculty, staff and community members to work
and grow together. Students can sign up for the Community Service Listserv to find out about the
latest volunteer opportunities by sending an e-mail to community-service-subscriberequest@listserv.umkc.edu.
The monthly Community Service Connection is distributed
throughout campus and features agencies and organizations in need of volunteers. Each semester,
the Student Life Office coordinates Community Service Day, sending hundreds of students,
faculty and staff into the community in a campus-wide effort.
Each issue of Communiversity introduces you to a world of people and ideas through classes,
events and services unique to Kansas City. Today, there is no other metropolitan area in the entire
country with an all-volunteer program that offers such a variety of classes at a nominal price.
Whether you take a class, offer a class or advertise a seminar or business, Communiversity is a great
place to reach people who enjoy doing, learning and experiencing. Classes are FREE to currently
enrolled UMKC students.
PROGRAMS
Diversity Outreach Team was formed Fall Semester 1999. Student representatives of student
organizations are the members of this team. The Student Life Office staff and students work
collaboratively to present a week of events that enhance the awareness and understanding of
diversity at UMKC.
Health Wellness Programs are organized through the year to provide information to students about
personal health issues and responsible decision making. Thereby, allowing them to evaluate their
behavior and offer opportunities to choose healthy lifestyles.
Noodles at Noon is a monthly program that brings students together over a free lunch to hear about
unique topics, ranging from practical skills and societal issues to avant-garde expressions and
intellectual curiosities outside the classroom.
Roo Camp is designed specifically for first semester students. During this program, students will be
able to establish friendships, discover UMKC’s unique traditions, develop leadership skills and
learn about student opportunities and activities. This valuable information will help students adjust
to life at UMKC and develop a college career that’s fun and inspiring.
LEADERSHIP PROGRAMS
The Emerging Leaders Program is an intensive immersion into personal and organizational
leadership, specially designed for first-year students. Daily sessions challenge participants to
explore leadership theories and undergo practical training for the UMKC Leadership Experience.
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The Experiential Leadership Program provides opportunities for individuals to enhance their
leadership, team building, problem-solving and interpersonal skills. All activities focus on involving
the participants in a hands-on experiential based presentation. Our team will develop an experiential
session that is suitable to a specific group’s needs.
The Involvement Challenge Ropes Course takes UMKC students to an experientially-based ropes
course. Combining traditional methods with interactive techniques, participants are challenged with
low ropes elements, group games and other vigorous team building activities. Any student can
participate in these activities to develop creativity, communication and problem-solving skills.
The M.B. Rickard Mentoring Program pairs specially trained junior- and senior-year students
with first-year students to ease and expedite the transition to UMKC life. Mentors begin contacting
their protégés the summer before their enrollment at UMKC begins. Mentors remain in contact
with their protégés throughout the first semester, participating in a variety of formal and informal
sessions designed to integrate students into campus leadership.
The Vice Chancellor’s Leadership Consortium brings recognized student leaders into close
contact with administrators to discuss key UMKC issues and developments in UMKC’s near future.
Students are challenged to incorporate the ideals espoused by the consortium into their personal
development and in their organizational leadership.
LEADERSHIP WORKSHOPS
The International Students Leadership Program helps international students have the best
experience in the United States by helping them anticipate and overcome study-abroad issues.
International students will maximize their leadership skills and bolster their qualities and abilities.
The Student Life Office staff are available to serve as facilitators to organizations wishing to
conduct Leadership on Demand workshops for their members. Topics include How to Run
Effective Meetings; Time Management; Ethics and Values in Leadership; Team Dynamics; the Art
of Delegation and many others.
The Multicultural Leadership Workshop allows students, faculty and staff to join together and
explore the ever-changing issue of diversity in an ever-changing world. An interactive, engaging
format brings participants into an open discussion of diversity and the questions that surround it.
Awareness and understanding will deepen through conversations and experiential activities.
The Student Organization Leaders Workshop provides explanations of UMKC regulations,
methods for procuring and using funds, and suggestions for hosting and promoting events. The
program also develops skills for running effective meetings, managing conflicts among members,
holding office with integrity, and elevating organizational standards. Organizations must be
represented at the workshop for an organization to receive Student Government Association
operating funds.
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Greek Leadership Institute
The Greek Leadership Institute encompasses the range of Student Life programming to develop and
promote UMKC's fraternity and sorority community as a means to attract, nurture, and develop
responsible community leaders. The ultimate goal of the Greek Leadership Institute is to provide for
the long-term growth, quality, and security of UMKC's Greek community as a venue to develop
well-rounded leaders who uphold the Greek values of scholarship, service, friendship, and
character.
GREEK LEADERSHIP INSTITUTE DETAILS
New Member Institute
September 2004
A progressive three-hour education session on today's Greek system at UMKC and generally, as
well as expectations and rights of membership.
Risk Management Workshop
October 2004
A system-wide education exploring risks associated with Greeks, local and international risk
management policies, and strategies for successful implementation of effective risk management in
chapter operations.
Fraternity-Sorority Speaker Series
Two times per semester
Lectures, open to everyone but promoted especially to Greeks, discussing issues of particular
importance to the Greek systems of today and tomorrow.
Greek Lead
January 2004
A leadership seminar designed for Greeks, to enable all members to lead the system in new
directions and be leaders inside the Greek community and out.
Greek Excellence Awards / Greek Week Banquet
April 2004
Annual recognition of chapters for meeting criteria of the Greek Excellence Awards. The awards
are presented at the Greek Week Banquet, celebrating Greek life and chapter success with public
recognition and a nationally recognized speaker on Greek issues.
Summer Greek Retreat
Summer 2004
A multi-day session to develop the vision of UMKC's Greek system and discover system-wide ways
to achieve that vision.
Leadership on Demand
Greek life staff can present tailor-made sessions on a wide range of subjects to suit a chapter's
educational needs. These may include risk-taking, goal-setting, events promotion, problem solving,
risk management, teambuilding, conflict management, diversity, hazing, recruitment, and many
other topics. Activities are highly interactive, incorporating hands-on experiential tasks,
introspective discussions and fun. Staff will create workshops according to group size, needs and
abilities. Participation may be reported to headquarters offices for chapter recognition. This service
is free to Greeks. Greeks may also participate in other Student Life Office leadership programs.
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Traditional Campus Events
Here at UMKC, several organizations and campus departments have coordinated campus-wide
programs in which student organizations can participate. In fact, it is the support of the student
organizations that ensure the success of these programs. The Student Life Office would like to
continually encourage student organizations to show their support for these traditional programs and
make them a pride of UMKC.
BLACK HISTORY MONTH - February
Black History Month is celebrated in February. Student organizations are encouraged to submit
programs for this month to the African American History Culture House. For more information
regarding this event, please contact 235-5642.
UMKC COURT WARMING - February
The Activity and Program Council (APC) brought back a tradition that slipped away after 1961.
UMKC Court Warming returned to the history of UMKC, after 35 years in 1996 when APC decided to
coordinate the program. UMKC Court Warming is an event that celebrates and honors the UMKC
Basketball program and is scheduled to take place in February. The high point of this program is the
student population may vote for their favorite Court Warming King and Queen. Student organizations
can nominate their favorite candidate/s to represent their organization for this contest. Other events
during Court Warming are the Spirit Rally and the Formal Dinner & Dance. For more information,
please contact APC at 235-1457
DISNEY DIVE-IN – February & October
This program is organized by the Activity and Program Council and Swinney Recreation Center. It is
free and open to all UMKC students, faculty and staff and their children. At this event, everyone will
enjoy themselves at the pool while watching a Disney cartoon on the big screen. For more information,
please call APC at 235-1457 or Swinney at 235-2715.
WOMEN’S HISTORY MONTH - March
Women’s History Month is celebrated in March. The UMKC Women’s Center coordinates programs
for this month. During this time, student organizations are encouraged to offer programs in honor of
women. The Women’s Center will be able to assist in this matter. For more information, please contact
the Women’s Center at 235-1638.
SPRING FLING INFORMATION FAIR - April
The Spring Fling Information Fair is usually the highlight of the Spring Fling Week. The Activity and
Program Council (APC) coordinates this program in the month of April. During the Spring Fling
Information fair, student organizations and campus departments have the opportunity to set up tables to
promote their organizations and recruit members. They are also encouraged to enjoy the many
activities of the fair such as carnival games, free caricature drawings, sno- cones, cotton candy and
many more. For more information regarding this event, please call APC at 235-1457.
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GREEK WEEK – April
This week of events is designed to unite the fraternities and sororities on campus. Each Chapter
participates in events such as flag football, basketball, quiz bowl and track events. It is an opportunity
for friendly competition during the week. A trophy is awarded to the fraternity and sorority who scored
the most points. For more information, please call the Student Life Office at (816) 235-1407.
STUDENT WEEK - April
In April, the Student Government Association (SGA) coordinates a week of programs to honor and
show their appreciation to the UMKC student population. The week culminates with the Student Week
Leadership Recognition Banquet. During this event, many individuals and student organizations will
be recognized and awarded for their invaluable contributions to the campus. For more information,
contact SGA at 235-1426.
ORIENTATION: FIRST YEAR & TRANSFER STUDENTS – Summer Session
The UMKC First Year and Transfer Students Orientation is offered to new students during the summer
session. Among the orientation activities is the Information Fair. This fair is coordinated by the
Student Life Office to give campus departments and student organizations an opportunity to welcome
the new students to UMKC. It is a great time for individuals to promote their organizations and recruit
new members. Several orientations are offered throughout the summer session. Be on the look out for
the invitation letter to set up an information table at these fairs. For more information, please call the
Student Life Office at 235-1407.
UMKC WELCOME WEEK: ROO FAIR - August
The Activity and Program Council (APC) coordinates this week-long program during the first week of
the Fall Semester to welcome new and returning students to campus. Student organizations and
campus departments may participate in the Welcome Week Roo Fair. This is an excellent opportunity
for individuals to promote their student organizations or campus departments and to recruit new
members. For more information, please contact APC at 235-1457.
UMKC TALENT SHOW - September
The Talent Show is brought to UMKC by the Activity and Program Council (APC). This event takes
place in September. The contest is open to all currently enrolled UMKC students. The categories that
students can participate in are, but not limited to, comedy act, dancing, singing, instrumental and group
performances. Winners of this contest receive very attractive prizes. For more information, please
contact the Activity and Program Council at 235-1457.
INTERNATIONAL FOOD AND CULTURAL NIGHT – October
The International Student Council and the International Students Affairs Office coordinates this event
to share with the UMKC community the wealth of culture represented by the UMKC international
students. Highlights of this event are the array of food that participants may sample at very affordable
prices and an evening of cultural performances from around the world. For more information please
call 235-1113.
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HALLOWEEN COMMUNITY PARTY - October
The Activity and Program Council (APC) coordinates a Halloween Party for the UMKC community.
This program takes place in the afternoon on the last Sunday before Halloween. It is open to all and is
free of charge. There are variety of attractions such as caricature drawings, children shows, costume
contest, cotton candy, sno-cones, games, face painting, temporary tattoos and lots, and lots of candy
and FUN! For more information, please contact APC at 235-1457.
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Helpful Phone Numbers
Activity and Program Council
African American History and Culture House
Bookstore
Campus Police
Communiversity
Computing Services
Creative Services
Events Hotline
Facilities Management
Facility Reservation (outside the U-Center)
Facility Reservation (U-Center)
Film Video Rental
Food Service
Garage
Information Center
Library: Miller Nichols
Mail Service
Residence Hall
Risk Management
Roo Prints (Royall Hall)
Storeroom
Student Life Office
Student Government Association
Swinney Recreation Center
University News
University Communications
Welcome Center
Women's Center
235-1457
235-5642
235-2665
235-1515
235-1448
235-2000
235-1578
235-1212
235-1354
235-1119
235-1416
235-1506
235-1417
235-1381
235-5555
235-1671
235-1439
235-2800
235-1623
235-5299
235-1362
235-1407
235-1426
235-1712
235-1393
235-1576
235-8652
235-1638
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