Delta Sigma Theta Sorority, Inc.
Grand Chapter
GUIDELINES FOR SEEKING OFFICE
in
DELTA SIGMA THETA SORORITY, INC.
October, 2008
DELTA SIGMA THETA SORORITY, INC.
Grand Chapter
IMPORTANT
READ TO CHAPTER MEMBERS
TO:
Chapter Presidents, Members and Prospective Candidates for
Regional Offices and Committees
FROM:
Dr. Marvette J. Thomas, Chair
National Nominating Committee
DATE:
October 2008
SUBJECT: Call for Nominations - 2009 Regional Conference
The Regional Nominating Committee has the responsibility of receiving
applications and for selecting and recommending qualified candidates to seek
regional positions. Those sorors elected will serve for the 2009-2011 biennium.
In keeping with Delta’s proud legacy of electing qualified, effective and
visionary leaders, the Nominating Committee is pleased to issue this Call for
Nominations for Regional Officers and Committee Members. Chapter
Presidents are asked to encourage all interested sorors to consider seeking
office, provide them with the enclosed information, and direct them to the
“Members Only” section of the national website.
Please adhere to the postmark deadline of January 17, 2009.
Table of Contents
Call for Nominations Memorandum from the Chair of
Nominating…………………………………………………………...page 1
Table of Contents…………………………………………………….......page 2
Call for Nominations 2009 Regional Conferences………………….......page 3
Eligibility Requirements…………………………………………………page 4-5
Duties of Regional Officers, Committee Members………………….......page 5-7
Nominating Procedures and Guidelines for the
2009 Regional Conferences …………………………………………page 8-9
Guidelines for Running from the Floor ………………………………. .page 10
Candidate Information & Guidelines……………………………………page 11-12
Instructions for Completing the Candidate Profile Form ……… ……..page 13-15
Letters of Recommendation and the Official Recommendation
Form (Directions and Information included)………………………page 16-18
Directory of Regional Nominating Committee Chairs………………….page 19
National Convention Locations (1953-2008)……………………..……..page 20
Regional Conference Locations (1968-2007)………………. … ………page 21
Checklist and Timeline………………………………………….. ………page 22
Final Checklist …………………………………………………………...page 23
CALL FOR NOMINATIONS 2009 REGIONAL CONFERENCES
One of the most important responsibilities of the delegates of the 2009 Regional Conference
will be to elect the regional leadership for the 2009 – 2011 biennium. The Regional
Nominating Committee is charged with the duty of receiving from chapters and members,
recommendations and credentials of sorors to serve in Regional offices.
The Regional Nominating Committee invites you to recommend capable candidates for the
offices and committees listed below:
Regional Director
2 years
Regional Representative
2 years
ELIGIBLE FOR
RE-ELECTION TO THE SAME
POSITION
eligible for re-election for
one two-year term
No
Member, 2010 National
Nominating Committee
2 years
No
4 years
No
2 years
No
Member, 2011 Regional
Nominating Committee (3)
2 years
No
Collegiate Member, 2011
Regional Nominating
Committee
2 years
No
AVAILABLE POSITIONS
Member, National Scholarship
&/Standards Committee
(Midwest, Southern, Southwest)
Chair, 2011 Regional
Nominating Committee
TENURE
Please review the offices and committees for consideration, eligibility requirements and
responsibilities as set forth in the Constitution and Bylaws, Grand Chapter, 2008 Edition.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
3
ELIGIBILITY REQUIREMENTS
Eligibility requirements and responsibilities for officers are set forth in the Constitution and
Bylaws, Article IX, Section 9, 2008 Edition. Critical points relative to the requirements and
responsibilities of officers are listed below:
ELIGIBILITY REQUIREMENTS
National/Regional Officers, Elected National/Regional Committee Chairpersons and
Members
1.
2.
To be eligible for National or Regional Office, elected National or Regional
Committee Chairs or Members, a member must:
a.
be financial with a chapter and the Grand Chapter for the period
beginning with the first day of the National Convention preceding the
one at which the election will occur and continuing through her term
of office;
b.
be present at the National Convention or Regional Conference by
which she is to be elected;
c.
have attended at least two of the last three National Conventions and
two of the last three Regional Conferences held previous to her
nomination, except that this provision does not apply to candidates for
the positions reserved for collegiate members by the Bylaws; and
d.
be available to travel to regional and national meetings and perform
the duties of the office.
National Second Vice President, Regional Representatives and Other Collegiate
Positions on all levels:
a.
Only collegiate members are eligible for the office of National Second Vice
President and other positions so reserved by these Bylaws.
b.
A candidate for any of these positions shall:
1. have been continuously financial from the date of her initiation; and
2. have at least one full academic year left in school at the time of election.
Additionally, any collegiate soror seeking office MUST have a minimum cumulative grade
point average of 2.50 on a 4.0 scale or 1.50 on a 3.0 scale. She must submit an official
transcript from the college or university by January 17, 2009. She must also submit an
official transcript from her college (to include 2009 second semester or quarter) to the
Chair of the Regional Nominating Committee, on site, at the Regional Conference.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
4
3.
Residency Requirement:
All members elected by regional ballot shall reside in the region in which they were
elected during the tenure of their position. Cessation of such residence shall
automatically create a vacancy in the office, except when the elected member is a
collegiate who fulfilled requirements upon election.
4.
Impeachment:
Any officer who has been impeached shall be ineligible for election to any national,
regional or chapter office.
5.
Limitation of Office:
A member shall hold only one position, either elected or appointed on the same level
--Regional or National -- at the same time, except in cases where one's position has
additional duties or in extenuating circumstances. For example, on the National level,
the National First Vice President also serves as the chair of the Scholarship and
Standards Committee. Where feasible, chapters may follow the same procedure.
DUTIES OF REGIONAL OFFICERS, COMMITTEE MEMBERS
REGIONAL DIRECTORS work with collegiate and alumnae chapters in strengthening
participation in the life of the sorority. She has responsibility for chapters within a given
geographical area. The duties of the Regional Directors are to:
1. Enforce the Constitution and Bylaws of the Grand Chapter in the region of
which she is director;
2. Stimulate growth and development in the region, encourage the chapters in the
achievement of national program goals and carry on regional correspondence
and communication with chapters in the region through letters, newsletters or
other appropriate means;
3. Assist and advise the chapters in the region;
4. Approve, assist, monitor or remove chapter advisors(s) as warranted and
prescribed in ARTICLE III – CHAPTERS, Section 1. ESTABLISHMENT
AND MAINTENANCE C. Collegiate Chapter Advisors;
5. Investigate applications for the establishment of new chapters and such preinitiation of collegiate groups as may be necessary prior to the establishment
of chapters, make recommendations regarding the same to the Scholarship and
Standards Committee, and perform the ceremonies attendant to the
establishment of new chapters;
6. Review all required documents, investigate any alleged violations and approve
the chapter’s compliance with the Membership Intake Program of the
Sorority;
7. Report to the National Executive Board and the Regional Conference, in
conjunction with the Regional Representative, on the activities of the office;
8. Serve as presiding officer at meetings of the Regional Conference;
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
5
9. Appoint a Regional Secretary, Regional Journalist, and Regional Program
Coordinator. In addition, the Regional Director, in consultation with the
Regional Representative, shall appoint State Coordinator(s) for each state,
including the District of Columbia and International areas in the region within
60 days following her election, to serve for the biennium;
10. Appoint a Sergeant-at-Arms, Parliamentarian, Chaplain, Timekeeper,
committees, and others in accordance with the Regional Conference Planning
Guide, to serve at the time of the Regional Conference;
11. Secure a record of the proceedings of the Regional Conference and publish the
proceedings 90 days after close of the Regional Conference; and
12. Submit reports to the Scholarship and Standard Committee as requested.
REGIONAL REPRESENTATIVES shall be collegiate members and shall assume duties
after their election and installation. They work with collegiate officers and chapters in
strengthening collegiate participation in the life of the Sorority. Their duties are to:
1. Assist the Regional Director with duties as assigned;
2. Appoint a State Facilitator(s), in consultation with the Regional Director, for
each state, including the District of Columbia and international areas, in each
region within 60 days following her election to serve for the biennium;
3. Participate in the decision making on all disciplinary actions;
4. Stimulate growth and development in the regions, encourage the chapters in
the achievement of national program goals and carry on regional
correspondence and communications with chapters in the regions through
letters, newsletters or other appropriate means;
5. Assist and confer with the National Second Vice President in strengthening the
life of the Sorority;
6. Submit reports to the Scholarship and Standards Committee as requested; and
7. Serve as the Regional Social Action Co-Coordinator.
NATIONAL NOMINATING COMMITTEE MEMBERS shall assist the Chair of the
National Nominating Committee in directing the nomination of National Officers for the
National Convention. It shall be the duty of the Nominating Committee to:
1. Receive recommendations from chapters and members of persons to serve in
Grand Chapter offices;
2. Select, for the consideration of the National Convention, candidates for Grand
Chapter offices;
3. Provide to chapters timely notice of vacancies, requirements, and timelines;
4. Distribute to the chapters by April 1 prior to the National Convention the names
of candidates to be presented to the National Convention;
5. Report their nominations to the National Convention at a session prior to the
final session; and
6. Consult with and advise the Regional Nominating Committee Chairs.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
6
CHAIR AND MEMBERS OF THE REGIONAL NOMINATING COMMITTEE shall
conduct the Regional Officers nomination process. Their duties are to:
1. Receive recommendations from chapters and members of persons to serve in
elected regional offices and on committees;
2. Select for consideration of the Regional Conference, candidates for election to
regional elected offices and committees;
3. Distribute to the chapters, at least 30 days prior to the Regional Conference, the
names of candidates to be presented to the Regional Conference;
4. Report their nominations to the Regional Conference at a session prior to the
final session; and
5. Consult with the National Nominating Committee Chair.
SCHOLARSHIP AND STANDARDS COMMITTEE MEMBERS
It is the duty of the committee to:
1. Interpret and enforce the Constitution and Bylaws and the established policies and
procedures among all members and chapters of Grand Chapter;
2. Function as a judiciary board and serve as an arbitrator when disputes arise between
officers, chapters and individual members;
3. Develop and administer the scholarship program of the Sorority and make
recommendations concerning the same to the National Executive Board;
4. Conduct training sessions for regional officers, chapter advisors and Membership
Intake trainers;
5. Recognize sorors who have made outstanding contributions or have achieved
distinction during each National Convention interim, according to appropriations
made by the Finance Committee;
6. Recommend to the National Executive Board candidates for Honorary Membership
at National Conventions;
7. Advise the National First Vice President on reclamation programs;
8. Approve or recommend action on membership matters not otherwise provided for;
9. Discipline chapters or individuals as prescribed in ARTICLE XII – DISCIPLINE;
10. Evaluate annually the corporate accountability of each chapter;
11. Monitor and investigate all allegations and improprieties related to Membership
Intake;
12. Receive and evaluate recommended changes to the Chapter Management Handbook;
13. Hear and act on appeals from sorors, chapters and applicants; and
14. Conduct the leadership transition meetings on both the Grand Chapter and Regional
levels.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
7
NOMINATING PROCEDURES AND GUIDELINES FOR THE
2009 REGIONAL CONFERENCES
A. Applicants may begin obtaining recommendations for office once the OFFICIAL CANDIDATE
PROFILE AND THE GUIDELINES FOR SEEKING OFFICE IN DELTA SIGMA THETA
SORORITY, INC. has been obtained.
B. All requested materials, including the Official Candidate Profile and the Official
Recommendation Form(s) must be completed in their entirety, signed and postmarked by
January 17, 2009. Facsimiles will not be accepted.
C. Your signature on the profile indicates that the information provided is true, complete and
accurate as of the date signed. If any information changes during the nomination and election
process you must advise the Regional and National Nominating Chairs immediately.
D. Collegiate applicants must submit an official transcript from her college or university with the
Official Candidate Profile postmarked by January 17, 2009. Please be advised that minimum
grade point averages (GPA's) will not be calculated. If you attend a college/university where
GPA's are not calculated on the official transcript, a letter will be required, on official letterhead,
from the registrar/transcript office indicating that the grades submitted are equivalent to a
minimum cumulative grade point average of 2.50 on a 4.0 scale or 1.50 on a 3.0 scale.
All transcripts must be sealed by the college or university.
National Headquarters’ staff shall verify that each applicant meets basic eligibility requirements
and shall notify the applicant of her eligibility/ineligibility by January 23, 2009.
E. Applicants may challenge the eligibility determination of National Headquarters. Challenges
should be directed to the Executive Director and must be received by January 28, 2009. The
Executive Director will render a final determination of eligibility by February 5, 2009.
F. The Regional Nominating Committee will meet to review all nominations that meet the
eligibility requirements and prepare the slate. The slate will be disseminated to chapters and
presented at the Regional Conference.
G. All applicants will receive notification by February 20, 2009.
H. Slated candidates may officially begin campaigning on March 1, 2009. Any campaign activity
prior to March 1, 2009 will result in disqualification of the candidate. This includes, but not
limited to, print and electronic campaign literature.
I.
CAMPAIGN INCOME AND EXPENDITURES FOR A REGIONAL CONFERENCE
SHALL NOT EXCEED $2,500 or $20 PER ACTIVE CHAPTER IN THE REGION,
WHICHEVER IS GREATER. CANDIDATES MAY ACCEPT CONTRIBUTIONS
FROM DELTAS AND NON DELTAS. THEY MAY NOT SEEK OR ACCEPT
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
8
CORPORATE CONTRIBUTIONS. A LIST OF CAMPAIGN EXPENSES MUST BE
PROVIDED TO THE REGIONAL NOMINATING COMMITTEE AT THE REGIONAL
CONFERENCE (The most current report of active chapters in the region will be provided
by the Chair to the candidates by February 20, 2009).
J.
The Regional Nominating Committee will report at the Regional Conference. At that time,
opportunity will be provided for nominations from the floor. NOTE: Collegiate sorors
planning to run from the floor should refer to Eligibility Requirements, Article IX, Section
9b, Constitution and Bylaws, 2008 edition.
K. The election will take place at the Regional Conference at a specified time under the supervision
of the Elections Committee, which is appointed by the Regional Director.
L. The Elections Committee will report election results. Those elected will be installed at the
Regional Conference.
M. All outgoing and newly elected Officers or Committee Chairs and Members are expected to
attend the Transition of Officers meeting. Generally, this meeting occurs on Sunday morning.
Travel plans should be arranged accordingly.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
9
GUIDELINES FOR RUNNING FROM THE FLOOR
A soror desiring to run from the floor will have an opportunity to be nominated for an office
when the report of the Regional Nominating Committee is given at the Regional
Conference. This opportunity is through the Call for Nominations from the floor issued by
the presiding officer.
An applicant running from the floor must submit the Official Candidate Profile and at least
one (1) letter of recommendation with an attached Official Recommendation Form. If the
letter of recommendation is written by a soror, she must be financial for the 2008 fiscal year
(July 1, 2008-June 30, 2009). The above listed material must be submitted to the Chair of
the Regional Nominating Committee at the conclusion of Plenary I.
Collegiate sorors running from the floor MUST have a minimum cumulative grade point
average of 2.5 on a 4.0 scale or 1.50 on a 3.0 scale. She must present a current official
transcript from her college (to include 2009 second semester or quarter), which has been
sealed by the college/university, to the Chair of the Regional Nominating Committee, at the
conclusion of Plenary I. Collegiate candidates must meet the eligibility requirements as
stated in the Constitution and Bylaws, Article IX, Section 9B, 2008 Edition, which is
attached.
Please be advised that minimum grade point averages (GPA's) will not be calculated. If you attend a
college/university where GPA's are not calculated on the official transcript, a letter will be required,
on official letterhead, from the registrar/transcript office indicating that the grades submitted are
equivalent to a minimum cumulative grade point average of 2.50 on a 4.0 scale or 1.50 on a 3.0
scale.
National Headquarters’ staff shall verify that each applicant meets basic eligibility requirements and
shall notify the applicant and Chair of the Regional Nominating Committee of her
eligibility/ineligibility at the specified time.
No applicant running from the floor will be permitted to campaign prior to her name being placed in
nomination AND her eligibility established. Any campaign literature sent prior to that time will
result in immediate disqualification. This includes, but not limited to, print as well as electronic
materials.
Applicants must submit a list of campaign expenses to the Regional Nominating Committee.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
10
CANDIDATE INFORMATION AND GUIDELINES
1. Candidates for office must be financial with a chapter and Grand Chapter, and meet
all other eligibility requirements outlined in the Constitution and Bylaws, 2008
Edition, which is included.
2. Any collegiate soror seeking office MUST have a minimum cumulative grade point
average of 2.50 on a 4.0 scale of 1.50 on a 3.0 scale. She must also submit an official
transcript from her college (to include 2008 first semester: fall semester or fall
quarter) with the Official Candidate Profile postmarked by January 17, 2009. She
must also submit an official transcript from her college (to include 2009 second
semester: spring semester or spring quarter) to the Chair of the Regional Nominating
Committee, on site, at the Regional Conference immediately following the report of
the Regional Nominating Committee.
Please be advised that minimum grade point averages (GPA's) will not be calculated. If you
attend a college/university where GPA's are not calculated on the official transcript, a letter
will be required, on official letterhead, from the registrar/transcript office indicating that the
grades submitted are equivalent to a minimum cumulative grade point average of 2.50 on a
4.0 scale or 1.50 on a 3.0 scale.
3. All requested materials, including the Official Candidate Profile and the Official
Recommendation Form(s) must be completed in their entirety, signed and
postmarked by January 17, 2009. Facsimiles will not be accepted. The Official
Candidate Profile only is to be e-mailed by January 17, 2009 to the Chair of the
Regional Nominating Committee, Chair of National Nominating Committee
mthomas@LSUE.edu and National Headquarters to rose.mckinney@
deltasigmatheta.org. It is suggested that the candidate request a delivery receipt
after documents are emailed, print a copy and keep it for her records. It is also
suggested that the candidate mail the materials in a way that will provide a
return receipt or proof of mailing for her records. Delta Sigma Theta Sorority,
Inc. will not be responsible for incomplete or non-receipt of Profiles and
Recommendation forms.
4. Applicants must submit a current resume and four 5x7 photographs, two (2) black and
white glossy photos and two (2) color (head shots only). Include one black and white
photo and one color photo in each packet and send to Chair of the Regional
Nominating Committee and Chair of the National Nominating Committee at National
Headquarters.
5. Applicants must submit at least one letter of recommendation. Letter(s) of
Recommendation, accompanied by an official recommendation form, are to be
completed by a chapter that is in compliance and/or a financial soror. The
recommending soror must sign both the letter of recommendation and the
official recommendation form. A maximum of four (4) letters of recommendation
can be submitted from a prospective candidate. A letter from the prospective
candidate’s chapter may be included as one letter of recommendation.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
11
6. The Official Candidate Profile can be computer-generated provided the information is
presented in the given format. All requested information must be given for the
nomination to be considered. All forms must be typewritten and completed in their
entirety. Complete all fields, indicating “none” if applicable.
7. Applicants may attach any newspaper/magazine clippings, published article(s) and/or
any other information that support the application for the candidacy. (No more than
four)
8. Nomination materials shall be submitted on an 8 ½ x 11-inch paper, single sided, at
least a half-inch margin around the entire sheet of paper. Type font shall be Times
Roman (or some other standard font) and type size shall be 12 point. Captions should
be provided for any photographs included.
9. To ensure the materials can be easily reproduced, the packet of materials sent to
National Headquarters should be bound by a rubber band only. Do not fold, staple or
hole-punch materials.
Mail one copy with two photographs to:
Chair, Regional Nominating Committee
(See Enclosed Directory for Address)
Mail one copy and email one copy with one photograph to:
rose.mckinney@deltasigmatheta.org
Delta Sigma Theta Sorority, Inc.
Attention: Chair, National Nominating Committee
1707 New Hampshire Ave, NW
Washington, D C 20009
Email one copy to
Dr. Marvette J. Thomas, Chair
National Nominating Committee
mthomas@LSUE.edu
Failure to adhere to the guidelines for submitting nomination materials
will result in the removal of your application from consideration.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
12
INSTRUCTIONS FOR COMPLETING THE CANDIDATE PROFILE FORM
Candidate for the office of: (Insert the title) of the position for which you are declaring
candidacy.
Part I: Personal Information.
•
List full name, home address, city, state and zip code. Provide home, work and
cellular telephone numbers, list profession or occupation and primary email address.
•
List the Uniform Resource Locator (URL) or web address of any website on which
your name is listed.
•
List public speaking experiences that you have gained personally, professionally or in
your collegiate career.
•
Identify any travel limitations that you have.
•
Identify whether you have had any criminal offenses and if so the circumstances.
Part II: Educational Information
•
If you are collegiate:
o Check class status: whether you are a Sophomore, Junior or Senior.
o Check whether you will have at least one full academic year remaining in
school at the time of election. This is a requirement of eligibility.
•
If you are alumnae, list all degrees conferred and your field of concentration.
Part III: Delta Information
•
Check your status: alumnae or collegiate.
•
Identify the chapter in which you are a member.
•
Identify your region.
•
Indicate whether or not you are a financial member.
•
Regarding your initiation:
o List the date on which you were initiated into the sorority .
o The region in which you were initiated.
o The chapter in which you initiated and the location (city and state).
o List your name at the time of initiation (maiden or married name as
appropriate).
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
13
INSTRUCTIONS FOR COMPLETING THE CANDIDATE PROFILE FORM
•
Regarding Delta Activities/Experiences
o List your present Delta activities.
o List your local chapter experiences – current chapter or chapters to which you
have belonged.
o List your regional experience – current and past
o List your national experience – current and past
•
List National Conventions attended – see page 20 for a list of conventions
•
List Regional Conferences attended – see page 21 for a list of conferences
•
Identify whether you have been suspended or placed on probation. List the violation
dates and fines levied.
Part IV: Current Community Involvement & Organization Affiliation
•
List current community organizations in which you are involved, your position and
responsibilities. Limit the involvements to no more than four organizations.
Part V: Past Community Involvement & Organization Affiliation
•
List past community organizations in which you are involved, your position and
responsibilities. Limit the involvements to no more than four organizations.
Part VI: Position Specific Questionnaire
•
Select the position specific questionnaire pertaining to the position to which you are
applying by “double clicking” the corresponding document icon.
•
The appropriate embedded document will be opened.
•
The questionnaire was developed from the duties of the specific elected positions as
cited by the Constitution and Bylaws, 2008 Edition. The questionnaire provides the
applicant with the opportunity to cite experiences gained in college, personally or
professionally, demonstrating the required skills to perform the duties of the elected
office.
•
Respond to each question. The total word count of your response should not exceed
the maximum number of words listed. The articles a, an, the, are not included in the
word count.
•
Save and exit the document after completing your responses in order to save your
changes or save the document as a separate file in order to attach it as an addendum.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
14
INSTRUCTIONS FOR COMPLETING THE CANDIDATE PROFILE FORM
Part VII: State your reasons for seeking this office
•
In 150 words or less, cite your reasons for seeking this office. The total word count
of your response should not exceed the maximum number of words listed.
The articles a, an, the are not included in the word count.
Part VIII: Newspaper Articles and Clippings
•
Attach no more than four newspaper or magazine clippings, relevant presentations,
published articles or other pertinent information. Attachments should be relevant to
your candidacy, supporting your experiences or rationale for seeking office.
Part IX: Additional Submissions
•
Include in your application the following:
o A current resume citing work experiences
o Four 5x7 photos: Two (2) black and white glossy photos and two (2) color
photos – head shots only
ƒ Two photos (one b/w, one color) should be enclosed in the packet to
be sent to the Chair of the Regional Nominating Committee at her
home.
ƒ Two photos (one b/w, one color) should be enclosed in the packet to
be sent to National Headquarters, attention Chair, National
Nominating Committee
o Identify your photos by writing your name on the back of each photo.
Statement of Assurance – sign, date and provide your membership number on the lines
provided. By signing, you commit to abiding by the guidelines for seeking office in Delta
Sigma Theta Sorority, Inc. You also assure that the information provided is correct and
accurate. You additionally commit to providing a list of campaign income expenses to the
Regional Nominating Committee at the Regional Conference.
NOTE: The Official Candidate Profile Form is an attachment.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
15
LETTERS OF RECOMMENDATION AND THE OFFICIAL
RECOMMENDATION FORM
Directions and Information
1. Candidates must submit at least one letter of recommendation.
Letter(s) of
Recommendation, accompanied by an official recommendation form, are to be completed
and signed by a chapter who is in compliance and/or a financial soror. No more than four
(4) letters of recommendation can be submitted for a prospective candidate. A letter from
the prospective candidate’s chapter can be included as one letter of recommendation.
2. All requested information must be typed on the appropriate forms. The Official
Recommendation Form can be computer-generated provided the information is presented
in the given format. All requested information must be given in order for a
nomination to be considered.
3. If the recommendation is being mailed separately, it must be postmarked by
January 17, 2009 and forwarded as follows:
Mail one copy to:
Mail one copy to:
Chair, Regional Nominating Committee
(See Enclosed Directory for Address)
Delta Sigma Theta Sorority, Inc.
Attention: Chair, National Nominating
Committee
1707 New Hampshire Ave., NW
Washington, DC 20009
It is suggested that the letter of recommendation and the accompanying official
recommendation form be included in the candidate’s packet or mailed in a way that
will provide a return receipt or proof of mailing. Delta Sigma Theta Sorority, Inc. will
not be responsible for incomplete or non-receipt of Recommendation forms.
Additional forms may be obtained from National Headquarters via Fax on Demand Service
at (202) 986-2400, option #2 or by written request. Electronic forms are available via email
to your chapter email address, on the national website in the “Restricted” and “Members
Only” sections or contact Regional Nominating Chair (see Directory on page 19) or National
Nominating Chair, Dr. Marvette J. Thomas, at mthomas@LSUE.edu
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
16
OFFICIAL RECOMMENDATION FORM
In recommending a candidate, list those skills and abilities, which you believe, make her
distinctly qualified for the position she is seeking in Delta Sigma Theta Sorority, Inc. Consider
the following questions and use them as guidelines as you complete your letter of
recommendation.
Does the candidate...
Δ Possess and utilize leadership ability and skills?
Δ Understand the organization of Delta Sigma Theta Sorority,
Inc.?
Δ Think nationally and regionally? (i.e. translate successful
chapter experiences into general principles)
Δ Speak well?
Δ Follow through on responsibilities?
Δ Have an awareness and understanding of current national
and global educational, social and political issues?
Be sure to include specific information about the candidate that will aid the Regional
Nominating Committee in its decision-making process.
Thank you for taking the time to complete the recommendation form and submitting a letter of
recommendation. Your diligence helps to ensure that the most qualified sorors are slated for
leadership positions.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
17
DELTA SIGMA THETA SORORITY, INC.
OFFICIAL RECOMMENDATION FORM
RECOMMENDATION FOR THE OFFICE OF____________________________________
NAME OF CANDIDATE_______________________________________________________
REGION OF CANDIDATE_____________________________________________________
IDENTIFICATION OF THE CHAPTER OR SOROR MAKING THE RECOMMENDATION
Recommendation
Member number
Made by__________________________________ or Chapter number
Region
_____ Chapter
_____
_______________________
Address
___________
City/State/Zip
___________
Telephone
Office, if any
__________
Primary Email Address_____________________
___________________________________________________________
For recommending Soror: Financial for the current sorority year? Yes ( ) No ( )
For recommending chapter: In compliance with Grand Chapter for the current sorority
year?
Yes ( ) No ( )
In recommending the above candidate, list those skills and abilities that you believe make
her qualified for the position she is seeking on the regional level of Delta Sigma Theta
Sorority, Inc.
___________________________________________
Signature of Soror Making Recommendation (Required)
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
___________________
Date
18
Directory of Regional Nominating Chairs and Material Distribution
Information
The Official Candidate Profile, Letter(s) of Recommendation, the Official
Recommendation Forms, and Official Transcript (collegiates) must be postmarked by
January 17, 2009 and disseminated as follows:
1. Mail one copy of all material with two (2) photographs
( one black and white glossy & one color – head shots only) to your Regional Nominating
Chair:
Regional Nominating-Central
DeLois M. Porter
CHAIR
P.O. Box 7540
Westminster, CO 80021
(303) 430-7195
msdelois@aol.com
Regional Nominating-Midwest
LaNita R. Haith-Williams, Esq.
CHAIR
3050 Union Lake Road, Suite 8F
Commerce Twp., MI 48382
(248) 736-6376
larhw@comcast.net
Regional Nominating-Eastern
Carol A. Moses
CHAIR
6924 Greenwood Dr.
Glenn Dale, MD 20769
(301) 262-5289
carol.a.moses1@verizon.net
Regional Nominating-South
Atlantic
Lisa S. King
CHAIR
1352 Venning Road
Mount Pleasant, SC 29464
(843) 881-9680
lisasking@bellsouth.net
Regional Nominating-Southwest
Burnell Offord
CHAIR
1552 Pressburg Street
New Orleans, LA 70122
(504) 915-0863
bofford@gmail.com
Regional Nominating-Farwest
Dawn B. Owens
CHAIR
6060 Blackthorne Avenue
Lakewood, CA 90712
(562) 867-6463
dbowens33@ca.rr.com
Regional Nominating-Southern
Cheryl W. Turner
CHAIR
745 Gardner St.
Jackson, MS 39206
(601) 321-8646
northmsdelta@yahoo.com
2. Mail one copy (must be unbound) with one (1) black & white photograph and one (1)
color photograph (head shot only) and email copy of
Candidate’s Profile to rose.mckinney@deltasigmatheta.org
Delta Sigma Theta Sorority, Inc.
Attention: Chair, National Nominating Committee
1707 New Hampshire Avenue, N.W.
Washington DC 20009
3. Email one copy of the Candidate’s Profile only
Dr. Marvette J. Thomas
mthomas@LSUE.edu
It is suggested that the candidate mail all materials in a way that will provide a return receipt or proof of
receipt for her records. Request a delivery receipt, print a copy for emailed documents. Delta Sigma
Theta Sorority, Inc. will not be responsible for incomplete or non-receipt of Profiles
and
Recommendation Forms.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
19
DELTA SIGMA THETA SORORITY, INC.
Grand Chapter
NATIONAL CONVENTION LOCATIONS
Year
1953
1954
1955
1956
1958
1960
1963
1965
1967
1969
1971
1973
1975
1977
1979
1981
1983
1985
1988
1990
1992
1994
1996
1998
2000
2002
2004
2006
2008
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
Conv.#
Convention Location
23
New York City
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
Detroit
Washington
Chicago
New York City
Los Angeles
Cincinnati
Baltimore
Houston
Atlanta
Seattle
Denver
New Orleans
Washington
Detroit
Dallas
San Francisco
Miami
Baltimore
St. Louis
Orlando
New Orleans
Chicago
Atlanta
Las Vegas
Philadelphia
Orlando
20
REGIONAL CONFERENCE LOCATIONS
CENTRAL
EASTERN
FARWEST
MIDWEST
1968
Denver, CO
Pittsburgh, PA
Seattle, WA
Detroit, MI
1970
1972
St. Louis, MO
Tulsa, OK
1978
Wichita, KS
Kansas City,
MO
St. Louis, MO
Las Vegas, NV
San Francisco,
CA
Anchorage, AK
Los Angeles, CA
Chicago, IL
St. Louis, MO
1974
1976
1980
Omaha, NB
Buffalo, NY
Tarrytown,
NY
Boston, MA
Washington,
DC
New York,
NY
Baltimore, MD
1982
Rochester, NY
1984
Jefferson City,
MO
Des Moines, IA
1986
Tulsa, OK
Philadelphia,
PA
Pittsburgh, PA
1989
1991
Denver, CO
Wichita, KS
Hartford, CT
Boston, MA
1993
Meadowlands,
NJ
Buffalo, NY
1997
Kansas City,
MO
Oklahoma City,
OK
Denver, CO
1999
Des Moines, IA
2001
Kansas City,
MO
St. Louis, MO
1995
2003
Philadelphia,
PA
Washington,
DC
Baltimore, MD
SOUTH
ATLANTIC
Columbia, SC
SOUTHERN
SOUTHWEST
Atlanta, GA
Norfolk, VA
Wilmington,
NC
Charleston, SC
Roanoke, VA
Memphis, TN
Daytona
Beach, FL
Jackson, MS
Mobile, AL
New Orleans,
LA
Shreveport, LA
Dallas, TX
Greensboro,
NC
Charlotte, NC
Huntsville, AL
Pasadena, CA
Minneapolis,
MN
East Lansing,
MI
Cincinnati, OH
Tempe, AZ
Chicago, IL
Raleigh, NC
Oakland, CA
Anchorage, AK
Las Vegas, NV
Indianapolis,
IN
St. Louis, MO
Louisville, KY
WinstonSalem, NC
Norfolk, VA
Greenville, SC
Anaheim, CA
Cleveland, OH
Salt Lake City,
UT
Portland, OR
Charleston,
WV
Milwaukee, WI
Greensboro,
NC
Richmond, VA
Phoenix, AZ
Portland, OR
San Diego, CA
Louisville, KY
Milwaukee, WI
Boston, MA
Seattle, WA
Minneapolis,
MN
Indianapolis,
IN
Detroit, MI
Honolulu, HI
2005
Kansas City,
MO
Pittsburgh, PA
Los Angeles, CA
Columbus, OH
2007
Tulsa, OK
Hartford, CT
Santa Clara, CA
Milwaukee, WI
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
Columbia, SC
Charleston, SC
Fort
Lauderdale, FL
Chattanooga,
TN
Birmingham,
AL
Biloxi, MS
Tampa, FL
Montgomery,
AL
Nassau,
Bahamas
Boca Raton,
FL
Nashville, TN
El Paso, TX
Little Rock,
AR
Baton Rouge,
LA
Albuquerque,
NM
San Antonia,
TX
Fort Worth, TX
Little Rock,
AR
Austin, TX
New Orleans,
LA
Albuquerque,
NM
Houston, TX
WinstonSalem, NC
Virginia Beach,
VA
Savannah, GA
Little Rock,
AR
Baton Rouge,
LA
San Antonio,
TX
Dallas, TX
Fort
Lauderdale, FL
Little Rock,
AR
Greensboro,
NC
Chattanooga,
TN
Shreveport, LA
Charlotte, NC
Richmond, VA
21
Birmingham,
AL
Biloxi, MS
CHECKLIST
DID YOU REMEMBER TO...
Δ Read and sign the statement of assurance?
Δ Read and follow the guidelines for computer-generated submission?
Δ Include two 5x7 black and white photos and two 5x7 color photos (one of each
in each packet)?
Δ Include a current resume?
Δ Check for grammatical and/or spelling errors?
Δ Include at least one letter of recommendation but no more than four?
Δ E-mail your candidate profile only to the designated addresses by the
established deadline?
(Regional Nominating Chair, National Nominating Chair and National Headquarters)
Δ U.S. mail your packets to the designated addresses by the established deadline?
(Regional Nominating Chair and National Headquarters)
TIMELINE
Δ January 17, 2009
postmark date for all materials
Δ January 23, 2009
applicants will receive notification of eligibility
Δ January 28, 2009
challenges of determination of eligibility
must be received by the Executive Director
Δ February 5, 2009
applicants will receive final determination of
eligibility
Δ February 20, 2009
candidates will receive notification of the
selection of slated candidates
Δ March 1, 2009
slated candidates may officially begin campaigning
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
22
FINAL CHECKLIST
ON SITE EXPECTATIONS
Δ The Regional Nominating Committee will present the slate of candidates during
Plenary I.
Δ After the report of the Regional Nominating Committee, the presiding officer
will open the floor for Nominations.
Δ Applicants running from the floor must have a voting delegate place her name
in nomination.
Δ All candidates and applicants running from the floor must meet with the
Regional Nominating Committee immediately following Plenary Session I.
Δ Slated candidates must submit the Official Financial Report Form and campaign
receipts.
Δ Collegiate candidates must submit an Official Transcript from her college or
university (to include 2009 second semester: spring semester or spring quarter)
Δ Alumnae candidates running from the floor must submit the Official Candidate
Profile, typewritten and completed in its entirety, at least one but no more than
four letters of recommendation.
Δ Collegiate candidates running from the floor must submit the Official
Candidate Profile, typewritten and completed in its entirety, at least one but no
more than four letters of recommendation, and an Official Transcript from her
college or university (to include 2009 second semester: spring semester or
spring quarter).
Δ After being cleared by the Regional Nominating Committee, candidates may set
up their booth in a designated location in Candidates Corner.
Δ All candidates will make a 3-minute presentation and a 1-minute response to a
question at the “Meet the Candidates” Plenary.
Call for Nominations - Official Guidelines
Submission Deadline – 01/17/2009
23