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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
NATIONAL LEADERSHIP ACADEMY
Delta Sigma Theta Sorority, Incorporated

The Officers Institute is a series of workshops focusing on roles, responsibilities and leadership competencies required to equip members in leadership positions and chapter members with the tools they need to be successful leaders. The chapter recording secretary and corresponding secretary play important roles in the chapter. The recording secretary captures all official records of the chapter and is custodian of all chapter records. The corresponding secretary is responsible for all of the chapter’s incoming and outgoing correspondence. The Leadership Academy is committed to supporting the development of chapter secretaries who bear significant responsibility, accountability, and authority within Delta Sigma Theta Sorority, Incorporated on the local level.
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This module was designed to present, review and reinforce the duties and responsibilities of the chapter’s recording secretary and corresponding secretary in accordance with those outlined in the
Sorority’s Chapter Management Handbook .
In addition, depending on the size of the chapter, the roles of recording secretary and corresponding secretary may be merged into one; that is perfectly fine. Further, in chapters that have less than seven members, these roles are combined into that of secretary. Moreover, the secretary plays a vital role within all chapters. With only one member the President is the only officer; however, she must keep a record of her actions. When there are two members in a chapter, one member is the President and the second member is the Secretary/Treasurer. A secretary is always needed when there is more than one member in a chapter because the secretary is the keeper of the chapter’s official records. (A chart delineating the Officers Needed with Chapters with Up to Seven Members is contained within this manual and in the Chapter Management Handbook .)
Consistent with our national theme for this biennium (2013-2015), “Uncompromising Commitment to
Communities: Service, Leadership, Empowerment,” as articulated by our National President, Soror
Paulette C. Walker, the Leadership Academy will provide chapter secretaries the opportunity to develop and enhance their leadership skills in order to serve the Sorority and the community effectively and efficiently.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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The secretary is the recording officer of the chapter and the custodian of its records, except those specifically assigned to others, such as the treasurer’s books.
NOTE: When there is a corresponding secretary, the unqualified word secretary used alone refers to the recording officer.
The secretary is responsible for:
 keeping an accurate record of all proceedings of the chapter – usually called the minutes;
 keeping on file all committee reports;
 recording all votes;
 providing written copies of the minutes at subsequent meetings;
 making the minutes and records available to members upon request;
 notifying officers, committee members, and delegates of their election or appointment;
 furnishing committees with whatever documents are required for the performance of their duties, and having on hand at each meeting a list of all existing committees and their members;
 signing all certified copies of acts of the chapter, unless otherwise specified in the chapter’s Policies and Procedures;
 maintaining record book(s) in which the chapter’s Rules of Order Form,
Policies and Procedures, and minutes are entered, with any amendments to these documents properly recorded, and having the current record book(s) on hand at every meeting; and
 in the absence of the president and vice-president, calling the meeting to order and presiding until the immediate election of a chairman pro tem.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Modern Methods Pertaining to Minutes
(Adapted from the work of Robert W. English, Certified Professional
Parliamentarian, American Institute of Parliamentarians)
Meaning and Purpose of Minutes
The minutes are the official record of the proceedings and business transacted during a particular meeting. A set of minutes is the report of the recording secretary stating the business transacted at the specified meeting. In Delta, the member who takes the minutes is typically the recording secretary, an elected officer. The recording secretary records minutes for all executive board, chapter, and called meetings. Committee chairs or committee members record minutes of committee meetings. Minutes of the meetings serve the following purposes:
 For members who were present at the meeting, the minutes provide a review of the actions taken.
 For members who were absent from the meeting, the minutes provide a convenient method for being brought up to date.
It is best if the minutes are distributed in advance of the meeting--and all members have a right to receive them. When minutes are distributed in advance of the meeting, they should not be read orally during the meeting. Minutes should provide an intelligible, reliable record of the official acts of the chapter, so that at any time the legal status of various items can be ascertained.
Preparation of Minutes
Original Minutes: The first step in the preparation of a set of minutes is to take really good notes during the meeting. When taking notes, the recording secretary shall record the recommendations, decisions made, and actions taken, rather than recording verbatim what was said.
A copy of all correspondence, reports, and handouts presented should be provided immediately to the recording secretary for inclusion in the official minutes.
1.
The recording secretary also keeps track of and includes the record all motions (that are properly seconded), the maker of the motion (but not the member who seconds it), any amendments, and the result of the vote.
2.
The recording secretary writes the motion as stated by the presiding officer when she
"puts" the question to the chapter. She records this information consistent with standard parliamentary procedure guidelines.
3.
The recording secretary should be prepared for the chapter president to call upon her to read the motion and/or the order of the amendments, particularly for lengthy or complicated discussions. The chapter president may ask, for example, "Will the recording secretary read the motion?" or "Has Soror A spoken twice on the pending motion?" or "What happened to the amendment made before the motion to postpone
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

was made?" The recording secretary's notes should make it easy for her to answer such questions.
Transcribed Minutes: The second main step in the preparation of a set of minutes is the
8 transcription of the original minutes taken during the meeting, which should be done as soon after the meeting as possible. The member who actually took the minutes during the meeting
(usually the recording secretary) should transcribe the minutes and present them to the presiding officer (usually the chapter president) for approval . She then presents the approved minutes at the executive board and/or chapter meeting. An official copy of the transcribed, approved minutes from all executive board, chapter, and called meetings during the sorority year should be kept in a file easily accessible by the recording secretary. This can be either a paper or electronic file. For paper copies, use 8 1/2 x 11 paper with at least a one-inch left margin to leave room for binding. In the header put the page number and date of the meeting.
At the end of the sorority year, take a hard copy of all of the minutes (including attachments, reports, handouts, etc.) from all of the meetings to a copy/print shop and have them bound into a book in chronological order. This bound secretary's record book belongs to the chapter and becomes part of the chapter's archives and should be stored accordingly.
Format and Content of Transcribed Minutes: Each set of minutes should have four distinct parts:
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A suitable HEADING ,
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The MAIN BODY citing actions taken,
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Reports, handouts, other written MATERIALS DISTRIBUTED during the meeting, and
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One or more SIGNATURES.
The HEADING should include the name of the chapter and a suitable TITLE, for example:
XYZ CHAPTER
DELTA SIGMA THETA SORORITY, INCORPORATED
MINUTES OF THE NOVEMBER CHAPTER MEETING
NOVEMBER 8, 2014
Divide the MAIN BODY of the minutes into sections that correspond to the items on the meeting agenda. Minutes should show objectively what was done by the body in the same order as the agenda or as transacted during the meeting. The recording secretary should avoid entering into the minutes her own personal criticisms or other subjective opinions.
Grammatical errors should usually be corrected by the recording secretary. UNDERLINING or
CAPITALIZING key words may be helpful when scanning minutes to find the record for some particular item. Care should be taken to enter in the minutes all important rulings made by the president or by the chapter. Except for motions withdrawn and motions ruled out of order, minutes should usually include:
 all main motions,
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

 important points of order and appeals, and
 most other motions that are “put” to a vote.
Record the name of the member who makes the motion. The name of the member who seconds the motion is not needed. Sometimes the wording of a motion varies as it is made
(presented, by the maker of the motion), as stated (or repeated) by the chapter president to indicate that the motion is in order,) and, finally, as put before the assembly (i.e., as stated by the president/presiding officer just before the vote.) A motion should always be RECORDED AS
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PUT--that is, as stated by the president just before the vote. If the recording secretary is in doubt, she should, if necessary, interrupt and insist on a definite ruling.
All COUNTED VOTES should be recorded in the minutes showing the exact number of votes on each side. In some cases it may be advisable to record the number present and not voting, e.g., to indicate the presence of a quorum. In case of a roll call vote, the minutes should show how each member voted. The number of abstentions is neither asked for during the voting process nor recorded in the minutes.
Each written item (reports, handouts, etc.) presented at the meeting should be made a legal part of the minutes. All written material included in the minutes should be labeled as an Exhibit with a number and the date of the meeting (e.g., Exhibit 1, November 8, 2014 chapter meeting.) In the minutes make reference to and summarize the handouts or written materials included as exhibits. Only the official copy of the minutes in the secretary's record book includes all the exhibits. The copy of the minutes distributed to members usually does not include the exhibits. Therefore, the minutes should summarize those reports and handouts. The official copy of the minutes with all exhibits should be signed by the recording secretary and then forwarded to the chapter president for review, approval, and signature.
Presentation and Action on Minutes
In Delta, the minutes are presented for approval after the Call to Order, Ritualistic Opening, and
Adoption of the Agenda. If two or more sets of minutes are to be presented, they should be presented and acted on in chronological order. If members have been supplied with copies of the minutes in advance of the meeting, it is usually a waste of time to read them orally during the meeting. The president could well announce; "The minutes of our last meeting are in your hands. Are there any corrections? The minutes are approved as distributed." It may be advisable to adopt a rule prohibiting the oral reading of minutes which have been distributed in advance.
The minutes of an executive board meeting are presented at the next executive board meeting.
The minutes from the chapter meeting are presented at the next chapter meeting. It is often advisable to have minutes of the chapter meeting reviewed by the executive board before the
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

10 chapter meeting. Such action can be used to save time during the chapter meeting by reducing the number of corrections needed.
Use of Minutes
The minutes should be distributed widely and available for review by any member of the chapter. The minutes of committees should also be available to the general membership. How minutes will be distributed should be included in the chapter's Policies and Procedures. For many chapters, it is very helpful to enclose the minutes of the previous meeting with the notice of the next meeting. Minutes should be consulted much more often than is common practice to insure that rules and policies are being properly implemented and are being kept up to date.
Here are a few tips on what should be included in the minutes of each meeting:
 The type of meeting: executive board, general chapter meeting or special chapter meeting.
 The name of the chapter.
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The date, time and place of the meeting.
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The names of the presiding officer and the secretary, or the names of any substitutes.
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The presence or absence of a quorum.
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Whether the minutes of the previous meeting were approved as read, or approved with corrections.
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The reports that were presented (including the name of the committee member presenting the report), any action taken on that report and a reference to a file where the report may be located.
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The name of the maker of each main motion, and the exact language of each main motion. The name of the member who seconds the motion is not included in the minutes.
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The disposition of each main motion, including any amendments, and whether the motion was adopted, failed, postponed, referred to a committee or disposed of in some other manner.
 Any notices of motions to be introduced at future meetings.
 Points of order and any rulings that set precedents for future meetings.
 The time of adjournment.
NOTE: Keep this handy during every meeting. Also, be sure to provide a copy to the member taking minutes in your absence.
The following are pointers for making the task of taking minutes easier:
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Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can follow the meeting without pause.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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 Don't make the mistake of recording every single comment, but concentrate on getting the gist of the discussion and taking enough notes to summarize.
Remember that minutes are the official record of what was discussed and decided—not what was said during the meeting.
 Use whatever device is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, and/or shorthand. Many members routinely record important meetings as a backup to their notes. When a tape recorder is used, be certain that the chapter is in agreement. If a member objects to being recorded, do not use a tape recorder. (Some states require that permission be given by the assembly prior to the assembly’s proceedings being taped. Either a motion to record the meetings and or inclusion in the chapter’s Policies and Procedures should suffice.)
 Be prepared! If you have to fumble while you are making your notes, they won't make any sense to you later.
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Don’t wait too long to type up the minutes and have them approved by the president or presiding officer. Transcribe them, get them approved, and distribute them to chapter members as quickly as possible.
The recording secretary needs to possess exceptional listening skills. Below are some key pointers to keep in mind:
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Ask yourself, “What am I hearing and how can I summarize it?”
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Make effective use of silence to make more complete notes
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Record the proceedings without judgment or bias – record the action even if you don’t like it or disagree with it
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Listen for central themes to better summarize
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Focus on key ideas to help you keep track of the discussion
 Listen to understand—problem solving comes later
 Take fewer but more effective notes
 Exhibit active listening body language
 Anticipate and mentally summarize
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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SAMPLE MINUTES
XYZ CHAPTER
DELTA SIGMA THETA SORORITY, INCORPORATED
MINUTES OF THE JANUARY CHAPTER MEETING
HELD JANUARY, 17, 2015
Chapter President Josephina Adams called the XYZ chapter meeting to order at 10:35 a.m. on
Saturday, January 17, 2015. A quorum was present for the transaction of business. Soror
Anderson moved to adopt the agenda with a modification to include a welcome to sorors visiting from New Legal County Alumnae Chapter and to allow our State Coordinator, Soror
Vesta Armstrong, to bring greetings (See Exhibit 1.) The motion was adopted with no opposition.
Minutes
The minutes of the December 20, 2014 meeting were approved as distributed.
Introductions – Soror Vesta Armstrong, State Coordinator
Soror Armstrong read an inspirational poem and congratulated the chapter on its “extensive and effective” voter registration drive and preparations for the Membership Intake process. She reminded us of the upcoming Regional Leadership Team meeting on February 21st and advised us that all sorors are invited. She indicated that our Regional Director is planning a mock convention during the meeting to help us all prepare for the Las Vegas National Convention and urged us all to attend. The cost is $40 per person, which includes lunch and all materials.
Communications
The chapter received correspondence from: National Headquarters (January chapter mailing), our Regional Director (Regional Newsletter), The Links and Omega Psi Phi requesting ads for their souvenir journals, and a thank you note from Soror Emily Powell for the flowers she received.
CHAPTER REPORTS
Chapter President – Soror Josephine Adams
Soror Adams discussed the upcoming Founders Day hosted by Atherton Alumnae Chapter and our sponsorship of 6 collegiate sorors to attend the function with us. Soror Bolden moved that the chapter also offer the collegiate sorors transportation because of the distance involved.
Vote: 46 for; 2 opposed. The motion was adopted. Soror Adams also reviewed the convention registration process as well as the process for submission of dues and urged as many sorors as possible to plan to attend the convention in Las Vegas. She indicated we would elect the Voting and Alternate delegates during the February chapter meeting in accordance with the chapter
Rules of Order Form and Policies and Procedures.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Treasurer – Soror Melinda Jones
Soror Jones presented a written report (see Exhibit 2.) She stated that the balance in the checking account as of December 31, 2014 was $10,801.92. The balance in the savings account as of December 31, 2014 was $4, 917.54. Soror Jones reminded sorors that chapter and
National dues must be submitted by the March chapter meeting so they can be sent to National
Headquarters on time. Her preference is to receive the dues in the form of checks or money orders, but cash will be accepted and there are also forms for credit card payments. Soror Jones also indicated that only members are eligible to attend the National Convention.
Membership Services Committee – Soror Alfreda Robinson
Soror Robinson presented a written report (see Exhibit 3). Soror Robinson presented a recommended timeline and schedule for the Membership Intake process which included the immediate election of the Minerva Circle. Soror Elissa Maxim moved the adoption of all recommendations related to the timeline and schedule for the Membership Intake process.
Vote: 46 for; 3 opposed. The motion was adopted.
President Adams presided over the election of the Minerva Circle. The following sorors were elected to the Minerva Circle:
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Leader of the Minerva Circle
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Nine Jewels
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Keeper of the Muses and Graces
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Convener of the Odyssey Experience
President Adams reminded the chapter that the Minerva Circle is a special committee elected for the purpose of implementing the Membership Intake process and that at the conclusion of the intake process, the committee will be dissolved. Soror Robinson also reminded the chapter of the need to continue to focus on reclamation and retention of sorors even as the chapter engages in Membership Intake and suggested that every member invite at least one soror to the chapter retreat planned for next month to be reclaimed.
Arts and Letters Committee – Sorors Connie Jones/Althea Gittron
Sorors Jones and Gittron presented a written report (see Exhibit 4.) The following action was taken on the recommendations: Soror Connie Jones moved the adoption of the recommendation to once again support the Hal Jackson Talented Teens contest for our state.
The motion was adopted with no opposition. Soror Debra Mallory moved the adoption of the recommendation to hold a concert featuring the gifted high school violinist, Shameka Pollard.
Vote: 32 for; 11 opposed. The motion was adopted after discussion. Sorors Jones and Gittron reminded sorors that the Talented Teens contest and the concert will require the cooperation and support of every member of the chapter as they are both labor intensive.
Policies and Procedures Committee – Soror Alberta Baker
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Soror Baker presented a written report (see Exhibit 5.) Soror Rose D’Or moved the adoption of recommendation #1 which raised the annual dues from $75 to $100 effective September 2004.
Vote: 42 for; 6 opposed. The motion was adopted. Soror Valerie St. John moved the adoption of recommendation #2 which requires providing prior notice of proposed amendments. Soror
Shorty Hills moved an amendment to insert “at least eight days prior to the final vote.” The motion to require previous notice of proposed amendments at least eight days prior to the final vote was adopted with no opposition.
New Business
Soror Regina Oppenheimer moved to purchase a $100 ad in both the Links and Omega Psi Phi souvenir journals. Vote: 44 for; 5 opposed. The motion was adopted. Soror McClelland will design the ads and submit them to the executive board for approval. They are both due by
March 1st.
Announcements
Soror Carla Thompson had a baby girl.
Soror Audrey Simmons was recently promoted to School Superintendent.
Soror Elsie Falcon is celebrating 50 years as a Delta.
The January chapter meeting adjourned at 12:30 p.m. followed by the Ritualistic Closing.
Deborah L. Gibson
Recording Secretary
Josephina Adams
President
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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It shall be the duty of the corresponding secretary to:
 notify members of the date, time, and location of all meetings;
 set up and regularly check the chapter’s post office box;
 collect and make available all incoming correspondence to the executive board
(at the executive board meeting) and the chapter (at the chapter meeting);
 collect bank statements and forward UNOPENED to the chapter president for review;
 upon approval of the chapter president, write and send all chapter correspondence;
 maintain files of all incoming and outgoing correspondence;
 set up and maintain the chapter’s voice mail message system;
 prepare and distribute the chapter newsletter and other mailings;
 manage the chapter’s website and e-mail list in accordance with Delta’s
Internet Guidelines; and
 insure that the chapter directory is held strictly confidential and not used by external persons or by chapter members for “junk mail” solicitations.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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The corresponding secretary is responsible for all of the chapter’s incoming and outgoing correspondence. The corresponding secretary receives mail and sends out mail on behalf of the chapter. The mail the corresponding secretary receives does not belong to her— she receives it on behalf of the chapter. The corresponding secretary receives and distributes bank statements to the chapter president for her review and signature. The corresponding secretary
DOES NOT OPEN THE BANK STATEMENT. This is the chapter president’s responsibility. The chapter president opens, reviews, and signs the bank statement before distributing it to the chapter treasurer.
The corresponding secretary never sends out mail unless the chapter president has authorized it. All chapter correspondence is generally sent out over the signature of the chapter president.
Correspondence may also be sent out over the corresponding secretary’s signature after the chapter president has authorized, reviewed, and approved it. The corresponding secretary receives the correspondence of the chapter. It is highly recommended that each chapter rent a local post office box in which to receive mail. The corresponding secretary should pick up the mail from the post office box, however, under certain circumstances; a designated chapter member may check the post office box and then give the mail to her. It is the corresponding secretary’s responsibility to read all incoming correspondence at the executive board and chapter meetings. She files official correspondence in a permanent place (e.g., file storage box or cabinet in a room in a storage facility) and, when a question is raised, she is in a position to find the item under discussion and present it to the chapter, committee, or individual(s) raising the question. If correspondence received from National Headquarters or the Regional Director is not read during the chapter meeting, then a summary statement must be prepared that:
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acknowledges receipt of the correspondence,
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provides a brief summary of the content, and
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clarifies the disposition of each piece of correspondence.
This will help to insure that chapter members are kept fully apprised of Grand Chapter directives and activities. This summary statement becomes a part of the corresponding secretary’s report and should be provided in written form to the chapter and the recording secretary for inclusion in the official minutes. The corresponding secretary should keep a copy of all outgoing correspondence and make certain that copies of all official correspondence sent by the chapter to the Regional Director or National President are also sent to the Executive
Director at National Headquarters. It is preferable that all official correspondence be typed/word processed. Remember, correspondence is frequently the first impression your chapter makes on others—be sure that you make the best possible impression.
Use of the Internet for Sending and Receiving Correspondence
Most sorors regularly use email as a method of communicating with others. Chapters utilize email as a way of sending correspondence to chapter members because it provides a timely,
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

17 efficient way of sending information to a large number of people. However, there are several key issues to keep in mind when using e-mail to send information to sorors:
 While you and many others may make extensive use of e-mail, there are still some sorors who do not. You will want to make sure the chapter correspondence can reach all sorors, therefore you may need to send paper correspondence in addition to electronic correspondence.
 You must follow the email communication guidelines contained in the current copy of the Delta Internet Guidelines for all email communication.
 Confidential information should not be sent in an electronic message.
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You may want to set up a distribution list of all members in the chapter. However, that e-mail list should be considered confidential and—just like the chapter roster— is strictly for the use of chapter members only. That list should not be sold, loaned or made available to anyone else.
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The chapter’s distribution list should use personal versus professional/business email addresses. The personal email accounts should not be shared accounts (e.g. a family email account.)
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Just as with paper correspondence, the chapter president must authorize all official chapter correspondence sent via e-mail.
Use of Text Messages
The use of mass text messaging has increasingly become popular as a quick and easy way to communicate. Many chapters recognize this and are using text communication to provide realtime information and reminders to chapter members. All text messaging use must adhere to the Delta Internet Guidelines including, but not limited to the following:
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The chapter may only send SMS or text only messages.
 Confidential information cannot be sent in a text message
 Chapters may use text messaging to send alerts such as, but not limited to: o Meeting reminders o Meeting cancellations due to weather or power outage o Attire for chapter photographs o Quick dissemination of unforeseen information
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Chapters should consider frequency when sending text messages as to not inundate chapter members with too many messages
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Chapter members should use a personal mobile phone number to receive chapter text messages instead of their professional/work mobile phone number
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The chapter president must designate a chapter member or committee to manage the text messaging service. The corresponding secretary may be assigned this responsibility.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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 The chapter president should approve all text messages before they are sent to chapter members.
Use of Social Media
Chapters and sorority members increasingly use social media networks to communicate with each other, the public and for a variety of other purposes. Chapters are not required to have social medial accounts. However, if a chapter chooses to have social media accounts, they must comply with the most current version of the Delta Internet Guidelines.
Chapters may only use the following social media networks.
 Facebook
 Twitter
 Instagram
 YouTube
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LinkedIn
All information on the chapter social media account must be reviewed and approved by the chapter president. The chapter will be held responsible for the content of the chapter social media accounts.
Use of Websites
The Internet provides an excellent opportunity to inform other sorors and the public of Delta activities throughout the world. The National Technology Committee and the National
Headquarters staff have coordinated the development and maintenance of the official website of Delta Sigma Theta Sorority, Incorporated. Chapters are encouraged to use the technology of the Internet to create websites which complement the national website and showcase local
Delta activities. Delta Internet Guidelines have been prepared in the interest of protecting
Delta Sigma Theta Sorority, Incorporated and minimizing potential legal liability. The current guidelines can be found at www.deltasigmatheta.org. Review them to insure your chapter is in compliance with the established guidelines.
Creation of Chapter Ads
A variety of community organizations and other Delta chapters will often solicit ads for fundraising events. The corresponding secretary should take responsibility for creating and gaining approval for a standard ¼ page, ½ page, and full-page ad. These standard ads may then be used whenever the chapter votes to purchase an ad.
The Code of Conduct outlines the sanctions and fines for members and chapters who violate the Delta Internet Guidelines and other policies related to chapter communications.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Related Code of Conduct Violations:
Violations of the Sorority’s Internet Guidelines
Chapter Sanction/Fine: Probation for 1 year and $500 fine
Member Sanction/Fine: Probation for 1 year and $500 fine
Releasing Confidential Information of the Grand Chapter Roster
Chapter Sanction/Fine: Probation for 1 year and $500 fine
Member Sanction/Fine: Probation for 1 year and $500 fine
Unauthorized Release of Chapter Membership Roster or Other Proprietary Chapter
Information
Chapter Sanction/Fine: Probation for 1 year and $500 fine
Member Sanction/Fine: Probation for 1 year and $500 fine
Exposure of Delta Secrets
Chapter Sanction/Fine: Suspension for 5 years and $2,500 fine
Member Sanction/Fine: Suspension for 5 years and $2,500 fine
I mproper or illegal use of the Sorority’s intellectual property (including any derivative of its name, other word marks, logos, symbols, Crest/Seal) for non-commercial (does not in some sense involve commerce) purposes.
Chapter Sanction/Fine: Suspension for 6 months and $250 fine
Member Sanction/Fine: Suspension for 6 months and $250 fine
Misuse of Sorority’s Letterhead
Chapter Sanction/Fine: suspension for 6 months and $250 fine
Member Sanction/Fine: suspension for 6 months and $250 fine
Origination or circulation of any advertising media that contains false information, misleading information, obscene language, or patented material that violates or is contrary to the
Internet Guidelines
Chapter Sanction/Fine: suspension for 2 years and $1,000 fine
Member Sanction/Fine: suspension for 2 years and $1,000 fine
Use of mass communication (email, listserv chat groups, chat rooms, Twitter, Facebook) to disseminate and discuss confidential Sorority business
Chapter Sanction/Fine: suspension for 3 years and $1,500 fine
Member Sanction/Fine: suspension for 3 years and $1,500 fine
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Management of Delta Records
Most chapters will have both paper and electronic materials to store. A centralized, permanent location should be established for chapter files, archival materials, and properties (e.g., a room in a storage facility.) The corresponding and recording secretaries must determine the best method for storage so that there is easy, ready access to correspondence and record books.
These correspondence files and record books become, in effect, the “intellectual property” of the chapter. Ready access to this information will prevent future chapter officers from having to
“reinvent the wheel” or making costly mistakes. To preserve the Sorority’s history, it is important to create and maintain the best possible environment for archival records. This can be achieved by monitoring the area in which records are stored and through sound handling and filing practices. Doing so will enable the Sorority to preserve its unique and rich past. All records should be retained according to the current Records Retention and Destruction Policy.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

This policy is intended to provide guidance regarding the retention and destruction of records. This policy covers records incurred in the daily transaction of business, the documenting of events and history and all other records not governed by other Delta doctrine, such as Membership Intake related documents.
Records Retention
Records should always be stored in a secure location in cabinets, containers or other air tight storage spaces that will preserve the quality of the records. Records containing confidential information, such as member records, financial data, and credit card information for example should be kept under lock and key or in a restricted area with limited access.
Paper records should be scanned and converted to electronic records, whenever possible.
Electronic records require less storage space and are readily accessible. Electronic records should be backed up to external drives (unless otherwise specified) to ensure a minimal loss of data in the event of hard drive failure, theft or other loss of the original data. The recommended back-up timing is provided in the Record/Destruction Schedule found on the next page.
The retention timeframe will depend on the record type. Records designated as permanent should not be destroyed. The timeframes will be re-evaluated yearly to determine if adjustments need to be made based on the format and need for each record type. The table below provides guidance on the retention timeframe, storage medium and destruction method.
Destruction of Records*
Records which are not designated as permanent should be destroyed based on the method appropriate for the record medium.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

Types of Records
(Paper/Electronic)
Financial Records (receipt logs, 990's, receipt books, check registers)
Retention
Timeframe Medium
Convert to
Electronic
Record
Back-up of
Electronic
Records
Destruction
Method
*Bank Reconciliations
*Bank Statements
*Checks
*Check Registers
*Expense Purchases
*Form 990
*IAR-1 Form
*Receipt Logs
*Receipt Books
5 years
5 years
5 years
5 years
5 years
5 years
5 years
5 years
5 years
Paper/Electronic
Paper/Electronic
Paper
Paper
Paper
Paper/Electronic
Electronic
Paper/Electronic
Paper
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Quarterly
Monthly
When book completed
Monthly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Quarterly
Weekly
Monthly
Shred/Erase
Shred/Erase
Shred
Shred
Shred
Shred/Erase
Erase
Shred/Erase
Shred
*Vouchers
*Year-end Financial
Statements
5 years
7 years
Paper/Electronic
Paper/Electronic End of Year
Weekly
Yearly
Shred/Erase
Shred/Erase
Audit Reports
Audit Work Papers
Meeting minutes
7 years
7 years
Permanent
Paper/Electronic
Paper/Electronic
Paper/Electronic
Quarterly
Quarterly
Monthly
Quarterly
Quarterly
Weekly
Shred/Erase
Shred/Erase
N/A
Member records
Contracts and legal documents
Types of Records
(Paper/Electronic)
Membership Intake
Documents:
Chapter
Training/Guidance
Material***
Original Application for
Membership***
Original Application for
Membership***
Correspondence***
5 years
4 years after expiration
Retention
Timeframe
6 months after
Initiation
4 Years
4 Yrs, If
Accepted
2 Yrs, If
Rejected
4 Years
Paper/Electronic
Paper/Electronic
Medium
Paper
Paper/Electronic
Paper
Paper
Paper/Electronic
Monthly
Upon Receipt
Convert to
Electronic
Record
N/A
Monthly
Monthly
Monthly
Quarterly
Weekly
Weekly
Back-up of
Electronic
Records
N/A
Quarterly
Quarterly
Quarterly
Quarterly
Complaints***
Court Orders and
Settlements***
2 Years
Permanent
Paper/Electronic
Paper/Electronic
Quarterly
Monthly
Quarterly
Monthly
Scholarship information 5 years Paper Yearly Yearly
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
Shred/Erase
Shred/Erase
Destruction
Method
Shred
Shred/Erase
Shred/Erase
Shred/Erase
Shred/Erase
Shred/Erase
N/A
Shred
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Chapter Rules of Order
Chapter Policies &
Procedures
Charter Records
Correspondence
(actionable)**
Correspondence
(informational)
Chapter Histories
Event Programs
Photographs
Until newly revised & approved
Until newly revised & approved
Permanent
3 years
3 years
Permanent
5 years
Permanent
Paper/Electronic
Paper/Electronic
Electronic
Paper
Paper
Paper
Paper
Paper/Electronic
When approved by
S&S
When approved by
S&S
Upon approval
Monthly
N/A
N/A
After each event
After each event
Yearly
Yearly
Yearly
Monthly
N/A
Monthly
Monthly
Monthly
*NOTE: Records should not be destroyed when the Sorority is in litigation.
Shred/Erase
Shred/Erase
N/A
Shred/Erase
Shred
N/A
Shred
N/A
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_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

24
All chapter officers should be familiar with parliamentary procedures to assist in the running of effective chapter meetings. Outlined below are some of the basic parliamentary procedures used during chapter meetings.


The rights of the Sorority supersede the rights of individual sorors.
All members* are equal and their rights are equal. Those rights are: o To attend meetings o To make motions and speak in debate o To nominate o To vote o To hold office







A quorum must be present to do business and to vote.
The majority rules—more than half of the votes cast by persons legally entitled to vote, excluding blanks and abstentions, at a regularly or properly called meeting at which a quorum is present. (Some items of business, e.g. Rules of Order modifications require that 2/3 of the members entitled to vote are in favor, excluding blanks and abstentions.)
Silence is consent. The chair should not call for abstentions.
There is one question at a time and one speaker at a time.
Debatable motions must receive full debate.
Once a question is decided, it is not in order to bring up the same motion or one essentially like it at the same meeting.
Personal remarks in debates are always out of order.
*A member in Delta Sigma Theta Sorority, Incorporated is any soror who pays dues to a chapter and to Grand Chapter, or who pays a memberat-large fee, or those exempt from payment of Grand Chapter dues and fees as stated in the Bylaws of Delta Sigma Theta Sorority, Incorporated
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

Follow these steps to run an effective meeting:
 Seek recognition by raising your hand
 Wait to be recognized by the chair
 State your motion
 After the second, the chair will restate your motion

Chair opens the floor for debate

Chair puts the question to a vote

Chair announces the vote
To expedite business, the President should:

Assist sorors in framing their motions

Keep the discussion on the motion on the floor

Know that the Treasurer’s report is filed for audit, not adopted
 Know that Committee reports are not adopted—action may be taken on the recommendations only
 Use general consent whenever possible
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_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

•
•
•
•
•
•
•
26
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

27
Delta Sigma Theta Sorority, Incorporated abides by state and federal laws. Our Corporate
Charter is the legal instrument that sets forth the name and object of our sorority and whatever other information that was needed for incorporating. The Delta Sigma Theta Sorority,
Incorporated Corporate Charter supersedes all other rules of the sorority, none of which can legally contain anything in conflict with it. The Corporate Charter is maintained at National
Headquarters.
GOVERNING DOCUMENTS each chapter and each chapter member should possess:
• Constitution and Bylaws
• Robert’s Rules of Order Newly Revised (Current Edition)
• Chapter Rules of Order Form
• Chapter Policies and Procedures
ADMINISTRATIVE RESOURCES AND TOOLS
• Ritual
• Delta Doctrine
• Administrative Procedures for Membership Intake
• Membership Intake Program
• Pyramid Study Guide
• Chapter Management Handbook
• Code of Conduct
• Protocol and Traditions Manual
• Fiscal Officers Manual
• Delta Internet Guidelines
• Chapter Compliance Checklist
•
Chapter Mailings/Updates
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

Addressing Conflict
Chapter discussion is necessary and valuable for creating a team environment; however, conflict may arise when differences of opinion occur during a committee meeting or a chapter meeting. Conflict is normal, and yet it can be very challenging.
As chapter president, you should prepare for conflict situations by knowing when and how to rule a member "out of order,” call for a vote, postpone a discussion to a definite time, or refer the discussion to a committee. Your responsibility is to address conflict in a constructive, positive manner. When you address differences of opinion appropriately, it can assist in:
1. Resolving tension
2. Revealing problems
3. Encouraging the exchange of valuable ideas
4. Increasing motivation
5. Resolving conflict
Resolving Conflict
The chapter president should be knowledgeable of and know how to apply the steps below in the resolution process. These steps can be used as a basis for personal interactions and can result in more organizational productivity. Remember, it takes the commitment of all parties involved to move through conflict in a positive way.
Step 1 - Create a Receptive Atmosphere
• Location
• Timing
• Preparation
• Opening statements
Step 2 – Define the Problem (Disagreement)
• Maintain rapport at all times
• Listen carefully
• Avoid stereotyping
• Recognize the other person’s needs and values
• Empathize - ask why they feel the way they do
• Clear up misconceptions you may have of them
Step 3 – Discuss Each Party ’s Contribution to the Problem
• Discuss personal behavior
• Identify personal failings
Step 4 – Generate Options for Solutions (Brainstorm)
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
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• Be open to all ideas and suggestions
• Treat all options with respect
• Look for common options
• Identify options that are acceptable to all involved
• Avoid past experiences that interfere with current decisions
Step 5 – Develop Solutions That Have Best Chance for Success
• Solutions that promote fair advantages on any sides
• Solutions based on shared input and information from all parties
• Solutions that are trust builders - confidence in working together
• Solutions that meet shared needs
Step 6 – Develop an Implementation Plan
• Decide who does what and when
• Set a timeline. Be specific about the tasks
• Emphasize basic actions/behaviors that cannot be altered or compromised
Step 7 - Develop a process for evaluating effectiveness
• Incorporate this process into the implementation plan
• Decide when and how progress will be measured
Step 8 – Follow UP: Schedule a Meeting to Discuss Progress
When conflict cannot be resolved
Once all steps in the conflict resolution process have been exhausted and there is no resolution, you, and those involved in the resolution process may simply have to let it go. When all parties don’t agree to come together voluntarily and work cooperatively on the issues, it may be necessary to make a decision to let go of the unresolved conflict and move on with the chapter’s programs.
How to let go when conflict cannot be resolved:
 Let go of the conflict when you know that you have made every attempt to resolve it.
There are some issues upon which all parties will never agree. When this happens, and all parties have made an effort at resolution, let it go. Drop it. You gave it your best shot. The success in this situation is that you gave it your all, and you tried your best.

Let go of conflict when relationships have improved. Sometimes when discussing a situation, the focus will be redirected on other issues and these issues become more important than negotiating a specific disagreement.

Let go of the conflict by simply making a decision to do so. There is power in your own personal choice. You may discover that “letting it go” grants you freedom and empowerment.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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•
•
•
*It is an established policy within Delta Sigma Theta Sorority, Incorporated, that the National
President speaks for Grand Chapter or delegates the authority to a member. When sorors are present at national programs, interviewed by the media or engaged in varied activities, each one shall speak only in terms of her own personal role. No one has the authority to speak for or make a commitment for Delta Sigma Theta Sorority, Incorporated unless authorized by the
National President. Proclamations of any kind shall only be extended by the office of the
National President.
Endorsements of issues and testimonies on behalf of legislation, national support of policymaking bodies and other related activities are completely within the domain of the National
President.
Protocol and Traditions Manual.
Delta Sigma Theta Sorority, Incorporated. p 16, 2011
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

31
Time management is the ability to plan and control how you spend the hours in your day to effectively accomplish your goals. As a chapter president it is essential that you utilize time management skills effectively. With the numerous responsibilities, many constituents (e.g. other officers, chapter members, other Delta leaders, other organizations, the public) and multiple communication channels (emails, texts, telephone calls, in-person meetings), fulfilling your duties can seem like a full-time job. Coupled with your other life responsibilities, it can all seem overwhelming. Skills involved in managing your time include planning for the future, setting goals, prioritizing tasks, and monitoring where your time actually goes.
Planning is an important aspect of time management. You must actively plan your day rather than letting it happen in response to others’ needs and demands. Planning involves:

Setting long-range goals and listing objectives linked to the goals.

Establishing priorities according to the goals and objectives based on their importance

Understanding your personal energy cycle and using it to guide you to set up your day.

Using goals and priorities to create your plan for your day.
Here are some tips for effective time management:
1.
Create a daily plan.
The plan gives you a good overview of how the day will pan out; that way, you don’t get caught off guard. Your job for the day is to stick to the plan as best as possible.
2.
Peg a time limit to each task . Be clear that you need to finish tasks in specified time periods. This prevents the effort from dragging on and eating into time reserved for other activities.
3.
Use a calendar.
Having a calendar is the most fundamental step to managing your daily activities. It’s even better if you can sync it to your mobile phone and other hardware you use – that way, you can access your schedule no matter where you are.
4.
Use an organizer . The organizer helps you to be on top of everything in your life. It’s your central tool to organize information, to-do lists, projects, and other miscellaneous items.
5.
Know your deadlines.
When do you need to finish your tasks? Mark the deadlines out clearly in your calendar and organizer so you know when you need to finish them.
6.
Learn to say “No.” Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm “no”; or, defer it to a later period.
7.
Target to be early . When you target to be on time, you will either be on time or late. Most of the time, you will be late. However, if you target to be early, you will most likely be on time. For appointments, strive to be early. For your deadlines, submit them earlier than required.
8.
Time box your activities . This means restricting your tasks to X amount of time.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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9.
Have a clock visibly placed before you . Sometimes we are so engrossed in our work that we lose track of time. Having a huge clock in front of you will keep you aware of the time at the moment.
10.
Set reminders 15 minutes ahead . Most calendars have a reminder function. If you’ve an important meeting to attend, set that alarm 15 minutes ahead of the time to attend.
11.
Focus.
Are you multi-tasking so much that you are just not getting anything done? If so, focus on just one key task at one time. Close off all the applications you aren’t using. Close off the tabs in your browser that are taking away your attention. Focus solely on what you’re doing. You will be more efficient that way.
12.
Block out distractions.
What’s distracting you from the task at hand? Messenger? Phone ringing? Text messages popping up? Identify time periods where you will limit distractions, especially if the task requires focus and concentration.
13.
Track your time spent . Use a timer to be aware of the time spent.
14.
Don’t fuss about unimportant details. You will never get everything done in exactly the way you want. Trying to do so is being ineffective.
15.
Prioritize.
Since you can’t do everything, especially at one time, learn to prioritize the important items. Apply the 80/20 principle which is a key principle in prioritization.
16.
Delegate.
If there are things that can be better done by others or things that are not so important, consider delegating. This takes a load off of you, and you can focus on the important tasks.
17.
Batch similar tasks together.
For related work, batch tasks together. For example, allot time slots to make calls or return emails. It streamlines the process.
18.
Eliminate your time wasters. What takes your time away from the task at hand? Facebook?
Twitter? Instagram? Email checking? Stop checking them so often.
19.
Cut off when you need to . Don’t be afraid to intercept in meetings or draw a line to cutoff. Otherwise, there’s never going to be an end and you’ll just eat into the time for later.
20.
Leave buffer time in-between . Don’t pack everything closely together. Leave a 5-10 minute buffer time in between each task. This helps you wrap up the previous task and start off on the next one.
References:
The Time Trap: The Classic Book on Time Management – Alec MacKenzie
“ 20 Quick Tips for Better Time Management” – Celestine Chua
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

33
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

34
What is your definition of leadership and what does leadership mean to you? Every Delta wants to be a good leader, but do you as a Delta leader know what leadership really is?
Unfortunately there is no one-size-fits-all definition for leadership. We all have our own ideas about what it means to be a good leader. Some of us think leadership means guiding others to complete a particular task, while others believe it means motivating the members of your team to be their best selves. But while the definitions may vary, the general sentiments remain the same: leaders are people who know how to achieve goals and inspire people along the way.
Write your definition of leadership
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_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

35
Competencies describe what it takes to be successful when performing a certain job or role. The Delta Leadership Competencies describe what it takes to successfully play a leadership role in Delta. In our Sorority, it is not just the local chapter, regional, and national officers who are expected to act as leaders. Every soror has some leadership role to play. The Delta Leadership Competencies can help you better understand what skills, abilities, and behaviors are most appropriate for Delta leaders.
As you review the Delta Leadership Competencies, don’t worry if you are not strong in all eleven areas. No one is. The goal is to understand in what areas you need to be strong and then, develop your skills and abilities in those areas.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

36
VISIONING
Ability to create a compelling vision of the future at the national, regional, state, and/or chapter levels.
STRATEGIC AGILITY
Ability to translate the vision into clear, specific, measurable strategies and objectives that sorors can understand and accomplish.
ETHICS AND VALUES
Ability to display behavior consistent with the Sorority’s Nine Cardinal Virtues and
Jewels.
LEADING OTHERS
Ability to motivate and inspire sorors to accomplish the business of the Sorority while maintaining a sense of sisterhood.
COMMUNICATION
Ability to interact effectively in one-on-one and group meetings, in written form, and during presentations.
INTERPERSONAL SAVVY
The ability to interact effectively with a wide range of people (sorors and others) in a variety of settings.
BUSINESS AND FINANCIAL ACUMEN
Ability to understand and appropriately manage Delta’s policies, practices, and procedures – both administrative and financial.
PLANNING AND ORGANIZING
Ability to set priorities and manage the Sorority’s activities to focus on the most critical issues.
PROBLEM SOLVING AND DECISION MAKING
Ability to solve problems and make timely, high-quality decisions.
POLITICAL AND ORGANIZATIONAL SAVVY
Ability to understand how the Sorority really works at the chapter, state, regional, and national levels – particularly how power, authority, and resources are allocated.
PERSONAL AND PROFESSIONAL DEVELOPMENT
Ability to use the activities of the Sorority to continue to learn and grow both on a personal and professional level.
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

37
LEADERSHIP
COMPETENCY
VISIONING
Ability to create a compelling vision of the future at the national, regional, state and/or chapter level
STRATEGIC AGILITY
Ability to translate the vision into clear, specific, measurable strategies and objectives that sorors can understand and accomplish
ETHICS AND VALUES
Ability to display behavior consistent with the Sorority’s
Nine Cardinal Virtues, Code of
Ethics, Code of Conduct, and
Jewels
LEADING OTHERS
Ability to motivate and inspire sorors to accomplish the business of the Sorority while maintaining a sense of sisterhood
COMMUNICATION
Ability to interact effectively in one-on-one and group meetings, in written form, and during presentations
INTERPERSONAL SAVVY
The ability to interact effectively with a wide range of people
(sorors and others) in a variety of settings
BUSINESS AND FINANCIAL
ACUMEN
Ability to understand and appropriately manage Delta’s policies, practices and procedures - both administrative and financial
DEVELOPING COMPETENT MASTERY
I am still building I have strong skills I have advanced skills in this area in this area skills in this area
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

LEADERSHIP
COMPETENCY
PLANNING AND
ORGANIZING
Ability to set priorities and manage the Sorority’s activities to focus on the most critical issues
PROBLEM SOLVING AND
DECISION MAKING
Ability to solve problems and make timely, high-quality decisions
POLITICAL AND
ORGANIZATIONAL SAVVY
Ability to understand how the
Sorority really works at the chapter, state, regional and national levels —particularly how power, authority, and resources are allocated
PERSONAL AND
PROFESSIONAL
DEVELOPMENT
Ability to use the activities of the Sorority to continue to learn and grow both on a personal and professional level
38
DEVELOPING COMPETENT MASTERY
I am still building I have strong skills I have advanced skills in this area in this area skills in this area
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

39
AREAS OF STRENGTH FOR ME
1.
2.
3.
AREAS WHERE I HAVE OPPORTUNITIES TO DEVELOP MY LEADERSHIP SKILLS
FURTHER
1.
2.
3.
MY PLANS FOR HOW I WILL IMPROVE MY LEADERSHIP SKILLS
I will
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I will
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I will
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_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

40
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

VISIONING
 Creates a vision of the future that demonstrates a good grasp of the sorority’s potential.
 Inspires others to dedicate themselves to achieving the vision.
 Routinely adjusts presentation of the vision to fit with the various needs, concerns, and perspectives of audiences within the Sorority.
STRATEGIC AGILITY
 Develops distinctive strategies to set the direction for the group and achieve the mission and vision of the Sorority.
 Aligns the efforts of the entire group in support of the strategy.
 Ensures that short-term tactics will support long-term objectives.
 Anticipates possible obstacles to achieving the strategy and develops contingency plans accordingly.
ETHICS AND VALUES
 Maintains personal values and ethics that are in line with those of the
Sorority.
 Adheres to Delta’s Nine Cardinal Virtues, Code of Ethics, Code of Conduct, core beliefs, and values during good times and bad.
 Consistently demonstrates integrity and ethical behavior.
LEADING OTHERS
 Effectively matches the needs and interests of sorors with the objectives of the chapter to better motivate and inspire sorors.
 Develops successors and "talent pools" for key positions in the chapter.
 Maintains an appropriate balance between conducting sorority business and enhancing a spirit of sisterhood.
COMMUNICATION
 Expresses thoughts clearly, concisely, and succinctly.
 Modifies style of speaking, writing, or presenting to match the needs and interests of the audience.
 Accurately assesses what type and how much information to provide so that it is informative, timely, and has maximum impact.
INTERPERSONAL SAVVY
 Seeks out and maximizes opportunities to build long-term, productive relationships with a variety of people (sorors and others).
 Delivers the right message at the right time. Uses tact and diplomacy to effectively facilitate and enhance relationships.
 Recognizes which battles are worth fighting and when it is time to compromise.
Is able to defuse conflict situations.
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
41

BUSINESS AND FINANCIAL ACUMEN
 Effectively manages resources—both human and financial. Allocates more time and resources to the most critical issues facing the Sorority.
 Manages the budget and finances to maximize the use of sorority resources to accomplish chapter goals and objectives.
 Develops a thorough understanding of Delta’s administrative and financial policies and procedures in order to submit all paperwork on a timely basis.
PLANNING AND ORGANIZING
 Establishes priorities and sets up actionable, reasonable targets for the chapter. Knows when and how to reset priorities when things change.
 Sets up projects and establishes realistic plans. Follows an orderly method for laying out the work. Accurately estimates time and resource requirements for each activity.
 Can quickly sense what would help or hinder accomplishing an activity.
Anticipates and adjusts for problems or roadblocks.
PROBLEM SOLVING AND DECISION MAKING
 Grasps the essence of a problem quickly. Accurately distinguishes critical from non-critical issues.
 Evaluates the potential risks and benefits inherent in a course of action in order to find the best solution.
 Uses sound logic and methods to solve difficult problems and generate effective solutions. Makes tough decisions in a timely manner.
POLITICAL AND ORGANIZATIONAL SAVVY
 Uses both formal and informal networks to get things done. Knows where to go and who to see to make things happen.
 Understands the impact words and actions will have on others. Anticipates sensitive issues and plans an appropriate approach.
 Recognizes political issues and takes them into account. Avoids being seen as excessively political or impolitic.
PERSONAL AND PROFESSIONAL DEVELOPMENT
 Learns quickly when faced with new experiences. Enjoys the challenge of unfamiliar tasks.
 Analyzes both successes and failures for clues to improvement. Solicits feedback and constructive criticism from sorors.
 Accurately assesses developmental needs and pursues a variety of developmental activities.
42
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

GRAND CHAPTER
Delta Sigma Theta National Convention
NATIONAL PRESIDENT
NATIONAL EXECUTIVE COMMITTEE
NATIONAL EXECUTIVE BOARD
NATIONAL HEADQUARTERS
Nominating
Committee
Finance
Committee
Scholarship &
Standards Committee
Arts &
Letters
Commissi on
Constitutio n & Bylaws
Committee
Internal
Audit
Committee
Housing &
Properties
Committee
Membership
Services
Committee
Human
Resources
Committee
Social
Action
Commission
Central
Region
Technology
Committee
Ritual &
Ceremonies
Commission
Eastern
Region
Information &
Communicatio ns
Region
Midwest
Region
Heritage &
Archives
Committee
South
Atlantic
Region
Leadership
Academy
Protocol &
Traditions
Committee
Southern
Region
Program
Planning &
Development
Committee
Southwest
Region
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Officers Institute – Chapter Secretary
43

Finance
Committee
Member
Scholarship &
Standards
Committee
Member
1
GRAND CHAPTER
NATIONAL EXECUTIVE BOARD
REGIONAL DIRECTOR
REGIONAL REPRESENTATIVE
Elected or
Appointed Chairs of National
Committees
National
Nominating
Committee
Member
Regional
Nominating
Committee Chair and Members
Regional
Secretary
Regional
Journalist
Regional
Program
Coordinator
Regional
Social Action
Coordinator
_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
CHAPTERS
State
Coordinators
State
Facilitators
44

Chapters put into operation the programs, policies, and procedures of the Sorority. The chapter’s policies, plans, and structure establish the roles and responsibilities of the chapter members. To give effective leadership, chapter officers should know and understand the programs, policies, procedures, and organizational relationships of the Sorority. Each chapter officer has a responsibility to herself, other chapter officers, chapter members, and Grand
Chapter for coordinating, directing, and controlling the chapter’s program.
Coordinating is relating and integrating the work of the various committees of the chapter.
Directing is seeing that the work is carried out.
Controlling is seeing that it is carried out according to the established policies and procedures of the chapter.
Chapter officers are charged with the task of achieving desired goals through the cooperative efforts of other sorors. Officers are effective when they possess leadership ability – the ability to inspire people to work together in the achievement of a common objective on behalf of the
Sorority.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

The committees below represent the standing committees that every chapter must have.
Chapters may implement additional committees, however they must be documented in the chapter’s Rules of Order and Policies and Procedures.
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Required standing committees for chapters as referenced in the rules of order form. Your chapter may create other standing committees provided they are included in the chapter’s Rules of Order Form and Policies and Procedures.
The agenda is a detailed list of specific items arranged in an order of business. The agenda may or may not be adopted by the chapter at the beginning of a meeting. When non-business matters, such as guest speakers, meals, or an educational program are included in the agenda, it is often called a program. Having a printed copy of the tentative agenda in the hands or each member is standard procedure.
The adoption of the agenda is a kind of main motion: it is not in order when another has the floor, requires a second, is debatable, is amendable, requires a majority vote, and is reconsiderable only in the negative. After the agenda has been adopted, it may be suspended by a motion comparable to a motion to suspend the rules, and it may be amended by the motion to amend after adoption.
The following is a sample agenda:
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

 Call to Order
 Adoption of Agenda
 Reading/approval of the minutes of previous meeting
 Introduction of National Officers or representatives on official business
 Communications
National Officers
Regional Officers
Chairs of National Committees/Commissions
National Headquarters
Other
 Chapter Reports
Executive Board (This may be part of the President’s report)
Officers
Standing Committees
Special Committees
 Unfinished Business
 Major program emphasis (i.e. speaker, etc. – if non-Delta, the candles should be extinguished until after the speaker leaves)
 New Business
 Announcements
 Adjournment
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_____________________________________________
Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Activity 1 — The Case for a New Format
Samantha Smith is a newly elected Secretary for the collegiate chapter on the Campus of Red Bay
University. While she has never held the office of Secretary in the Sorority before, she has held numerous leadership positions on the campus in other organizations, including that of Secretary.
While reviewing the minutes given to her from the previous Secretary, she noticed the format for the minutes were on a standard form which seemed to omit critical points that should have been included in the minutes. Previous Secretaries stated they had limited time to transcribe and review the minutes due to heavy academic requirements and that this method allowed them to stay on top of their academic studies, as well as perform the duties of the office of chapter Secretary. However, Samantha’s review of the minutes revealed a lack of consistency, which left many questions regarding the outcome of certain programs.
Samantha is new and wants to do a good job; she recognizes that making a recommendation for change is not going to be easy. She wants to move from the standard format for the minutes to a more detailed yet succinct format. She understands her desire to change this process may be met with resistance from the chapter President, who previously served as chapter Secretary. However, Samantha knows that a new format would provide a more accurate recap of the activities of the chapter and not be time consuming for the officer.
1.
How should Samantha approach the President with her recommendation to change the format for the minutes?
2. Give three (3) critical steps she can take to support her recommendation.
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Activity – The Case for Improvement of Job Performance
Minerva Howard has been chapter Secretary for one year in the Justice Alumnae Chapter. She transferred from a chapter in Locus, New York where there were only 45 members and minutes and agendas were distributed prior to the chapter meeting.
In the Justice Alumnae Chapter there are 250 members and the chapter mails the minutes to all members the agenda and chapter announcements. The mail has to be sorted and submitted through the bulk mail center before the 5 th of each month in order to reach the membership before the Chapter meeting. She has never missed a mailing deadline since taking office.
However, she has failed to make copies of the Executive Board minutes for each meeting.
Minerva missed several chapter meetings and was late for the last three Executive Board meetings. She notified the chapter President to let her know she was going to be about 30 minutes late for the meeting and requested to delay the meeting until she arrived. The
President assigned a Soror to take the minutes in the absence of the Secretary and begin the meetings at the scheduled time. Minerva takes great notes and has the mailings out on time.
She wants to move up in leadership to Vice President and eventually President in the next 4- 5 years. She is actively involved on two (2) committees for the chapter and represents the
Chapter at community functions at the request of the President.
1.
What can Minerva do to prepare to perform a better job as Secretary and support the chapter President?
2.
What should she focus on if she plans to assume other leadership positions?
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

Elsie Cooke-Holmes, Co-Chair
Ann Davis Jones, Ph.D., Co-Chair
Rhonda L. Arrington
Kelley Bolden Bailey, Ph.D.
Jeri R. Durham
Khristie Danette Dyson
Charlotte M. Freeman, Ph.D.
Renee Laverne Harper
Cheryl V. Hudson
Jerinda Lewis McDowell
Vonetta C. Mickens
Mabel Lake Murray, Ed.D.
Norman H. Sermon-Boyd, Ed.D.
Camille Smith
Roselle L. Wilson, Ph.D.
Katherine Brown, Staff Liaison
Tammy Valentine, Staff Liaison
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated
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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated

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Officers Institute – Chapter Secretary
Delta Sigma Theta Sorority, Incorporated