It's Not Personal, My Sister It's Policy
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Membership Intake HOT TOPICS Delta Sigma Theta Sorority, Inc. National Scholarship & Standards Committee Dr. Paulette Walker National First Vice President & Chair 50th National Convention 1 PRESENTERS Paulette Walker, National First Vice President, Chair Desdra Butler, Farwest Andria Jeffries, South Atlantic Sandra K. Horton, Southern Karen Dourseau, Southwest 50th National Convention 2 AGENDA Welcome/Introductions/Meditation HOT TOPICS Chapter Compliance Election of Minerva Circle RUSH Activity Screening and Selection Delta Achievement Test (DAT) Initiation Day Activities Code of Conduct Wrap Up 50th National Convention 3 Workshop Overview Karen Dourseau, Southwest This workshop will focus on the elements necessary to implement a successful intake process which is representative of the ideas, values and behaviors EXPECTED of Sorors in our great Sisterhood. 50th National Convention 4 Workshop Overview Karen Dourseau, Southwest In MI Training, we cover the Nine Principles which provide the framework for all of the membership intake activities. These principles include such ideals as: Promoting high self-esteem Providing nurturing environments Instilling a strong belief system Honoring our traditions Being mission-oriented Promoting a positive historic memory Having a future oriented mindset Maintaining a healthy balance Addressing expectations and planning These principles (not individual agendas or chapter practices) should guide us and be the catalyst for carrying out our activities. 50th National Convention 5 Workshop Overview Karen Dourseau, Southwest In order to better prepare you to carry out this mission, we will cover the following topics today. Election of Minerva Circle RUSH Activity Screening and Selection Delta Achievement Test (DAT) Initiation Day Activities Code of Conduct Key changes impacting the process are: Chapter notification and vote Election of the Minerva Circle Updates to the Code of Conduct 50th National Convention 6 Chapter Compliance Desdra Butler, Farwest Letter of Corporate Compliance from Regional Director confirms receipt or non-receipt of the following: Annual Dues Chapter Policies and Procedures and Rules of Order Form Annual Report of Chapter Officers Form Chapter Demographics Report Projected Chapter Programs for ensuing year (calendar) Federal Income Tax Group Return Form (Form 990) Corporate Fees (National, Regional, Per Capita) 50th National Convention 7 Chapter Compliance Desdra Butler, Farwest Additional required compliance items: Liability and Bonding Insurances Audit and/or IAR-1 Form Advisor Certification with Regional Director’s approval (Collegiate Chapters) Any outstanding MI Documentation/materials (if applicable) GPA Verification form (Sending a copy to the RR) Transition Summary Checklist Special Dispensation Form (if required) 50th National Convention 8 Chapter Compliance Desdra Butler, Farwest The chapter vote (will) requires 2/3 of the membership that is present and voting on the day that the chapter votes This vote is to decide if the chapter proceeds or not with MI. If the Chapter votes to precede with MI, then the chapter members are saying that they will support the membership intake process. Support by: Attending the MI training; Serving on the Minerva Circle Serving as assisting sorors on the jewel nights Supporting the Minerva Circle and all other chapter programs/projects as the process continues. 50th National Convention 9 Chapter Compliance Desdra Butler, Farwest Minerva Circle is comprised of 14 Sorors: President and Financial Secretary are members by virtue of their elected positions in the chapter Leader of the Minerva Circle, Convener of Odyssey, Keeper of Muses and Grace are elected unless noted otherwise in the chapter P/P. The proposed change: The Jewels are no longer elected by position (Compassion, Courtesy, Dedication, Fellowship, Fidelity, Honesty, Justice, Purity, and Temperance 50th National Convention 10 Election of Minerva Circle Desdra Butler, Farwest Filling a vacancy on the Circle Consider potential impact to the chapter’s calendar Be Proactive - include a procedure in the chapter Policies and Procedures (highly recommended) Consider appointing the soror with the next highest vote from the election process to fill the vacancy. Knowledge of a soror who is willing to serve and meets the training requirements 50th National Convention 11 RUSH Activity Andria Jeffries, South Atlantic The activities of the Intake Program must address the major expectations people have of their membership in organizations. The RUSH is a one day activity and the first public activity that begins the Membership Intake process. The RUSH is the only sanctioned activity that a Chapter shall hold for the purpose of sharing information about the Sorority with persons interested in seeking membership. 50th National Convention 12 RUSH Activity Andria Jeffries, South Atlantic The presentation of Delta Sigma Theta Sorority, Inc. as a public service organization is critical as we begin to address the expectations that interested women have in membership into our sisterhood. SHOULD BE THOROUGH AND CONSISTENT. To ensure the consistency of information presented at the RUSH, a RUSH PowerPoint content outline has been developed. 50th National Convention 13 RUSH Activity Andria Jeffries, South Atlantic SLIDE #1 Introductory slide of the chapter. Slide can include graphics that tastefully represent Delta Sigma Theta Sorority, Inc. SLIDE #2 Should outline the Agenda Remember to include the following: Viewing of the Rush video DON’T Session Introductory icebreaker is optional (recommend an icebreaker that is appropriate for the audience and number of attendees).. 50th National Convention 14 RUSH Activity Andria Jeffries, South Atlantic NEXT SLIDES: Will present the Foundation of Delta Sigma Theta Sorority, Inc. including: National History and Five Point Programmatic Thrust Past Programs Current Programs Chapter History Past Programs Current Programs 50th National Convention 15 RUSH Activity Andria Jeffries, South Atlantic POINTS TO EMPHASIZE: The Sorority was founded on Christian principles and all activities are predicated on this philosophy. Delta Sigma Theta is a lifetime commitment. Sisterhood is the core of our identity. Public Service is the mission of our sorority. The Sorority’s programs are funded largely from the dues of the members 50th National Convention 16 RUSH Activity Andria Jeffries, South Atlantic POINTS TO EMPHASIZE: The Sorority’s programs require a commitment of time effort, sustained membership, and high scholastic achievement. Women invited to membership are expected to become knowledgeable of the organization’s history. 50th National Convention 17 RUSH Activity Andria Jeffries, South Atlantic The next slide should be the Introduction to the RUSH Video All candidates MUST view the RUSH Video 50th National Convention 18 RUSH Activity Andria Jeffries, South Atlantic Next slide: Presentation of the DON’T Session. This includes: Review of the State Laws regarding Hazing Reading of Applicant Rights and Responsibilities Statement Collegiate chapters will also present their institution’s rules/stance on hazing 50th National Convention 19 RUSH Activity Andria Jeffries, South Atlantic Following the DON’T session the presentation should focus on reviewing the Application Packet. The application review must include the following: 1. Membership Eligibility Requirements Alumnae Collegiate 2. Academic Criteria Matriculation Requirements (Collegiate) 3. Residency Requirements Chapter Service Area (Alumnae) 4. Transcript Requirements 50th National Convention 20 RUSH Activity Andria Jeffries, South Atlantic The application review must include the following: 5. Recommendation Letters Active Delta Public Service Faculty Member 6. Fees Required and Deadline 7. Application Instructions Complete/Incomplete 8. Deadline for all materials due to chapter. Faxed copies 50th National Convention 21 RUSH Activity Andria Jeffries, South Atlantic POINTS TO EMPHASIZE: The criteria for membership include the evidence of leadership potential and a commitment to public service. There is a contract, the Applicant/Candidate/Pyramid Rights and Responsibilities Statement. 50th National Convention 22 RUSH Activity Andria Jeffries, South Atlantic POINTS TO EMPHASIZE: Credit hours and the cumulative grade point average must appear on the transcript as provided by the school of current enrollment or the degree granting institution. Calculating total credit hours and /or cumulative grade point averages is the responsibility of the registrar of the college/university providing the transcript. An applicant whose complete Membership Packet has not been received by the deadline date cannot be considered during the current membership cycle. 50th National Convention 23 RUSH Activity Andria Jeffries, South Atlantic Interview requirements should be explained following the review of the application packet. Emphasize that each applicant must participate in a scheduled interview in order to be eligible for consideration. Alumnae chapters stress that the documents to verify that the applicant lives in the service area of the chapter are to be presented at the applicant’s interview. 50th National Convention 24 RUSH Activity Andria Jeffries, South Atlantic Explanation of the financial obligation: Detail fees required and the method of payment Deadline (within 24 hours of notification) 50th National Convention 25 RUSH Activity Andria Jeffries, South Atlantic Statement of expectations as a member of Delta Sigma Theta Sorority, Inc. Sustaining Membership Financial Commitment Sisterhood is the core of our identity Emphasize the Lifetime Commitment 50th National Convention 26 RUSH Activity Andria Jeffries, South Atlantic Important Information to stress: Participation All applicants selected for membership will be required to participate in all phases of the Membership Intake Program. False Statements Applicants who have falsified information on their application will become ineligible for membership. Delta Achievement Test All applicants selected for membership will be required to take and pass the DAT. 50th National Convention 27 RUSH Activity Andria Jeffries, South Atlantic Important Information to stress: Requirement for Invitation to Membership Membership is extended to qualified applicants who receive the majority vote of the chapter membership and approval of the Regional Director. Contact Information, name, phone number and email address of the following: Chapter President Leader of the Minerva Circle Advisor (if applicable). 50th National Convention 28 RUSH Activity Andria Jeffries, South Atlantic The availability of time should be discussed: Timeframe of process Weekend Event The approximate dates/times to be committed for the entire program will be presented to applicants invited for membership. 50th National Convention 29 RUSH Activity Andria Jeffries, South Atlantic The final slide in the presentation: MEMBERSHIP IN DELTA SIGMA THETA IS A LIFETIME COMMITMENT 50th National Convention 30 Screening and Selection Sandra K. Horton, Southern Steps taken during Screening & Selection Identify eligible and ineligible applicants Send appropriate notifications immediately Rate and score complete, eligible application packets Review public service and recommendation letter criteria Review applicant rating sheet Complete an Applicant Rating Sheet for each Applicant Conduct Interview for every eligible applicant Prepare the ballot. 50th National Convention 31 Screening and Selection Sandra K. Horton, Southern Steps taken during Screening & Selection Complete the ballot form; include names of every eligible applicant and her total score. Applicants who have scored 75 points or above are recommended by the Minerva Circle. Provide a copy of this complete ballot to every financial chapter member. Conduct the chapter vote during sorority meeting (regular chapter or called meeting). 50th National Convention 32 Screening and Selection Sandra K. Horton, Southern The Intake Program requires planning. Dealing with a large number of applications What constitutes an INCOMPLETE Packet Family Members as applicants Continuous Service Chapter Notification of the vote for candidates 50th National Convention 33 Screening and Selection Sandra K. Horton, Southern Dealing with a large number of applications Begins at the RUSH Order ample MAD & have plan in case the number of attendees exceeds the number of MAD obtained Develop a detailed plan and logistics of Sign In process and Application distribution Alert Post Office of anticipated large quantity of mail 50th National Convention 34 Screening and Selection Sandra K. Horton, Southern Application Scoring Plan No exceptions to established timeline Consult with RD; alert her of all issues Minerva Circle MUST understand the impact and agree to commitment; countless hours scoring packets Score packets in secure area to ensure all information remains proprietary Set up a detailed filing system to match packets with transcripts Ask for permission to score in teams; rotate members in teams to ensure fairness Only allow 1-2 sorors to call and schedule interviews (suggest President & LMC) Use a script for calls; keep detailed call log 50th National Convention 35 Screening and Selection Sandra K. Horton, Southern Interviews Location should be a facility that will allow for multiple interviews to run concurrently Assign Minerva Circle members in teams (not the same team each night) Assign President & LMC to check-in Applicants Dedicate enough time between interviews Publish a daily schedule to the chapter which includes applicant name, location (room number) and interview time Verify chapter members identification Keep a call log of questions from applicants 50th National Convention 36 Screening and Selection Sandra K. Horton, Southern What constitutes an INCOMPLETE Packet? Documents not received by deadline Missing documents Missing Signatures on Application Public Service letters not on official letterhead Non financial Delta letter Ineligible Applicants Transcript does not indicate cumulative GPA 2.75/4.0 or 1.75/3.0 Minimum credit hours not met (Collegiate) Non-compliance with length of community service Residency not in Alumnae chapter service area Confirmed false statement on application 50th National Convention 37 Screening and Selection Sandra K. Horton, Southern Individuals who do not meet eligibility requirements and/or submit incomplete packets are not granted an interview. Process ends for these applicants. The following letters are mailed to the respective applicants at the SAME TIME Letter to Applicant Ineligible for an Interview (A-33) in Administrative Procedures for MI Letter to Eligible Applicants for an Interview date (A-32) in Administrative Procedures for MI 50th National Convention 38 Screening and Selection Sandra K. Horton, Southern Family Members as applicants Minerva Circle members Recluse themselves from scoring packet and interviewing family members Allowed to vote on all applicants Be proactive and address this policy in Chapter Policies & Procedures 50th National Convention 39 Screening and Selection Sandra K. Horton, Southern Continuous Service From its founding the Sorority’s criteria for membership required the documented and credible involvement of each individual as a volunteer in public service in addition to the pursuit of academic excellence. Dictionary definition of Continuous: Unchanged or uninterrupted: continuing without changing, stopping, or being interrupted in space or time Unbroken: having no gaps, holes or breaks 50th National Convention 40 Screening and Selection Sandra K. Horton, Southern Continuous Service (Minimum) Alumnae One (1) year within the within past two years BOTH service letters require minimum service Collegiate Three (3) months within the past two years If appropriate length of continuous service is not confirmed in service letter; applicant is ineligible. 50th National Convention 41 Screening and Selection Sandra K. Horton, Southern Chapter Notification of the vote for candidates who will receive an invitation to membership. 10 day written notification (email or Regular mail) Held day following the last interview Chapter vote must be either conducted at a regular chapter meeting or a called meeting Vote by ballot; no stray marks on ballot Lobbying for applicants is prohibited Applications available for review The chapter vote is final, absent a violation of the Membership Intake program 50th National Convention 42 Delta Achievement Test Karen Dourseau, Southwest The Delta Achievement Test (DAT) is the official examination of the Sorority and must be passed by each Pyramid in order for her to move forward in the process. Over the years, the DAT, has been the measure of the pyramid’s knowledge of our history and evolution. The DAT has continuously changed to address the issue of Chapters and Sorors sharing the test with other Chapters and Pyramids. Now more than ever, sharing of the DAT has led to a rise in “cheating” and the number of MI violations caused by Pyramids and Sorors. 50th National Convention 43 Delta Achievement Test A Violation of Trust Karen Dourseau, Southwest Sorors violate our trust when they: Provide pyramids with a copy of the test Ignore cheating observed during testing Leave the pyramids unsupervised during the DAT Fail to report knowledge of the DAT being compromised Pyramids violate our trust when they: Accept and use copies of the DAT to cheat Share the DAT with their pyramid sisters Cheat with others during the administration of the DAT Fail to report knowledge of the DAT being compromised 50th National Convention 44 Delta Achievement Test How can we IMPROVE Karen Dourseau, Southwest Some changes being considered to improve the DAT process: Update test to be more representative of the materials studied by the pyramids Administration of the DAT in closer proximity to the pyramid study period Separation of the DAT from other components of the process to allow for more focus on the test Cheating is viewed as academic dishonesty and has often resulted in expulsion and loss of a professional license as the ultimate punishment. The integrity of our process is being jeopardized by this trend of cheating and stricter code of conduct sanctions will be pursued to address the issue. 50th National Convention 45 Initiation Activities – New Initiate Presentation Karen Dourseau, Southwest The Intake Program must foster a valid and positive “historic memory”. The New Initiate Presentation (NIP) should be representative of the sorority’s high ideals and values. The intent of the NIP is to honor the new members for their hard work and achievements. The NIP is a voluntary activity and no member should be required to participate. Only new initiates or currently trained members of the chapter can participate. 50th National Convention 46 Initiation Activities – New Initiate Presentation Karen Dourseau, Southwest The NIP must occur within 72 hours of the Initiation Ceremony. The NIP is NOT the final component for membership into the Sorority. The Initiation Ceremony is the final component in the MIT process. For Collegiates, the Chapter Advisor must be present at all rehearsals. For Alumnae, the Leader of Minerva Circle and/or Chapter President must be present at all rehearsals 50th National Convention 47 Initiation Activities – New Initiate Presentation Karen Dourseau, Southwest The NIP presentation should: Positively reflect the Sorority Contain only movements that uphold the ideals of the Sorority: Not belittle or pay homage to any National PanHellenic organization Not involve recitation of any information about the Sorority that is not available to the general public Not include yelling of rude or demeaning words at participants, the audience or any National Pan-Hellenic organization Not involve touching of participants that is in any way harmful 50th National Convention 48 Initiation Activities New Initiate Presentation Karen Dourseau, Southwest The NIP presentation attire: Must be comfortable and complimentary for all participants Worn with respect to the ideals of the Sorority Must be clean and ironed Must cover the stomach and chest area Must not have demeaning or degrading images or words on it 50th National Convention 49 Code of Conduct Desdra Butler, Farwest The Intake Program must articulate a strong belief system. The Delta belief system consists of all the values and ideals articulated in our nine jewels, Oath and Ritual. The Code of Conduct addresses violations for applicants/candidates/pyramids and members that occur before, during and after induction into the sisterhood. 50th National Convention 50 Code of Conduct Desdra Butler, Farwest Each financial member receives a copy of the Code of Conduct annually. Check the website for the current Code of Conduct. It does change throughout the sorority year. Make sure that all chapter members have and understand the latest Code of Conduct. It can be down loaded from the members’ only section of the website under Miscellaneous 50th National Convention 51 KEY POINTS Delta Tools Invest in yourself! Ritual 2008 Constitution and Bylaws Membership Intake Program Pyramid Study Guide Chapter Management Handbook Chapter’s Rules of Order Chapter’s Policies and Procedures Protocol and Traditions Manual Administrative Procedures for Membership Intake Current Rush Video Robert’s Rules of Order, Newly Revised Every soror should purchase her own copy of all MI materials. Attend MI TRAINING Session to receive most up to date information. 50th National Convention 52 Contact information NATIONAL SCHOLARSHIP & STANDARDS COMMITTEE Mia Smith, National Second Vice President Tausha Brooks, Central Region, johnandtausha@hotmail.com Angela Ewell-Madison, Eastern Region, mahoganydst@aol.com Desdra Butler, Farwest Region, desdra@sbcglobal.net Mona Davenport, Midwest Region, monad1981@hotmail.com Andria Jeffries, South Atlantic Region, amjeffriessands@gmail.com Sandra K. Horton, Southern Region, skhortonMNSS@gmail.com Karen Dourseau, Southwest Region, kpdourseau@yahoo.com Genisha Wallace, Collegiate Member 50th National Convention 53 HOT TOPICS: Membership Intake WRAP UP Address follow up questions to the appropriate member of Scholarship and Standards As you address our most sacred trust, be prepared, be organized, be knowledgeable and be SISTERLY. 50th National Convention 54
