2013-2014
UBC Panhellenic Council
Officer Application
Dear Panhellenic Sister,
Thank you for your interest in joining the 2013-2014 Panhellenic Council!
The Panhellenic Council works for the betterment of all of our organizations on campus and hopes for success
for each and every chapter. The ultimate goal of the council is to collaborate with one another to achieve
successful programming, events and resources for our members, and most importantly, an environment for
our members to thrive and flourish during their time at UBC.
I have been on the Panhellenic Council for three years and the leadership experience I have gained is
unbelievable; the skills I have learnt through various positions on council have shaped the person I am and
the type of leader I have become. If you receive a position within Panhellenic, you will have the opportunity to
impact all of our members and the Greek community and learn invaluable skills that you can use in years to
come.
Here is your chance to interact and network with women from all eight chapters and leave a legacy within the
Panhellenic community!
Contained in this application package you will find the elections timeline, questions, and position
descriptions. Carefully follow the instructions and consider your answers to the questions. The answers will
be used by the nomination committee to slate candidates for the available positions in conjunction with the
interview.
Applications and chapter forms are due by Sunday, October 30, 2013 at 11:59 PM to
phelections@gmail.com. Late applications will not be accepted.
Thank you once again for your interest in council! I wish you all the best and good luck in the application
process!
Fraternally,
Yanni DelValle
UBC Panhellenic President 2012-13
ubcpanhellenicpresident@gmail.com
604.418.0982
Elections Timeline
Sunday, October 20
Sunday, October 27 at 5PM – 6PM
Wednesday, October 30 at 11:59PM
Sunday, November 3 at 10AM – 3PM
Monday, November 4 at 11:59PM
Wednesday, November 5 at 11:59PM
Thursday, November 6
Monday, November 11 at 7PM
Tuesday, November 12 – 16
Sunday, November 17 at 1PM – 8PM
Application form available
Panhellenic Information Night (Alpha Gamma Delta)
Application and Advisor form due to phelections@gmail.com
Interviews (Alpha Delta Pi) in late morning/early afternoon
(sign-up link to be sent out by October 31 st)
Slate released
Challenges due
Revised slate released
Elections (Gamma Phi Beta)
One-to-one officer transitions
Group transitions and first meeting for new Panhellenic
council
2013-2014 UBC Panhellenic Council Officer Application
Please include the following information in your application and complete the listed questions;
complete this in a separate word document and email to phelections@gmail.com by October 30,
2013 at 11:59 PM.
Name:
GPA (spring 2013)*:
Sorority:
GPA (cumulative)*:
UBC Class Standing in 2013/2014 (3rd year, etc.):
Date Pledged:
Degree and major:
Year in Sorority:
Anticipated graduation date (term/year):
Phone Number:
Email address:
* Please attach your UBC transcript (you can use an unofficial transcript/screenshot) to this
application. You may also attach your resume with the application.
Officer Interest
Please indicate for which office(s) you wish to apply by ranking in order of interest (with 1 as the
highest). In deciding what position you would like to run for, please consider carefully the bylaws
section at the end of this application form.
_____
President
_____
Director of Events
_____
Vice President
_____
Director of Operations
_____
Vice President Recruitment
_____
Director of Financial Operations
_____
Vice President Finance
_____
Director of Recruitment Counselors
_____
Vice President Public Relations
_____
Director of Membership
_____
Vice President Programming
_____
Director of Internal Communication
_____
Director of Digital Media
Eligibility:
Will you be serving as the President, Recruitment Officer, on the Executive Council or Delegate for
your chapter in the 2013/2014 officer term?
Where will you be living this summer and during the 2013/2014 officer term? What is your
summer plans (work, class, travel etc.…)
Have you participated in Formal Recruitment as a new member?
Have you participated in Formal Recruitment as an active member?
Other Commitments:
Besides school, do you have any other commitments during the academic year that require more
than 5 hours a month of your time (ex. work, leadership roles, volunteering)?
Are you planning on holding a position within your chapter during the term of the Panhellenic
position you are applying for?
Skills & Abilities:
Are you proficient with Microsoft Office? Do you have MS Word, Excel, Powerpoint on your
computer? Please note that MAC Numbers is not an appropriate substitute for MS Excel, nor is MAC
pages an appropriate substitute for MS Word.
President Application Only
Have you served on the council as a Delegate or an Officer for one year (list position and period
served)? Have you served on your chapter executive?
Questions:
1. Why do you want to be on the Panhellenic Council? (300 words maximum)
2. What prior student organization experience have you attained, and how has it helped you
network throughout the University community? What have you learned as a result of your
student organization experience? (250 words maximum)
3. What are your goals and new ideas for this/these position(s)?
4. What value have you found to be the most important to you during your sorority experience
and how would you implement this value on the rest of the Panhellenic community? (250
words maximum)
5. What do you see as the greatest issues facing the Greek community presently and how should
we approach this? (150 words maximum)
6. Did you attend the information session for the Panhellenic council? If yes, what did you learn
and did you find it helpful? If no, how did you find out information about joining Panhellenic?
7. Have you met with the person currently holding this office?
Officer Eligibility and Responsibilities from the Panhellenic Bylaws
ARTICLE II. SELECTION OF OFFICERS
1. ELIGIBILITY.
(a) All applicants for the Officer positions of the Association shall be active initiated members
in good standing with a Regular Member Group.
(b) Any applicant who is not enrolled in on-campus courses requiring regular attendance at the
UBC Vancouver campus (ex. co-op terms, online courses, etc.) must reside in the Metro
Vancouver area during the officer term and be available to attend on-campus events and
activities as required.
(c) No officer shall serve as the President, any recruitment officer or on the executive council of
her Member Group while serving as an Officer of the Council.
(d) No Delegate may run for an Officer position.
(e) Preference will be given to presidential candidates that have at least one year of experience
on the Council as a Delegate or an Officer.
(f) It is strongly suggested that Officers reside in and spend the majority of their time in Metro
Vancouver during the summer of their term of office.
(g) It is required that Officers reside and spend the majority of their time in Metro Vancouver
for the month of August.
ARTICLE IV. OFFICER DUTIES
ALL OFFICERS shall:
1. Respond to e-mail and voicemail relating to council business within 48 hours and 24 hours,
respectively. The only exception to this is when an Officer has logged an out-of-reach
notification on an online calendar shared by council (i.e. BaseCamp).
2. Submit to the President and her advisor completed goals and timeline documents, which are
congruent with the Strategic Plan and overall Council goals, by the date specified during
Transitions.
3. Submit to the Vice President Finance and her advisor an annual budget request, which is
congruent with the Strategic Plan and overall Council goals, by the date specified during
Transitions.
4. Incorporate relevant Association of Fraternity Leadership Values (AFLV) and NPC awards
criteria into her officer timeline as specified by the Director of Operations by the date specified
during Transitions.
5. Copy the President, her Advisor and relevant Officers in written communication pertaining to
Council business unless the communication is facilitated within BaseCamp.
6. Officers with a responsibility for planning programs/projects/events must complete an event
final report and submit it the President and her Advisor.
7. Assist with all Panhellenic duties during Recruitment including, but not limited to, planning,
preparation nights, day-of activities and post-recruitment review.
8. Promote a positive Panhellenic Recruitment spirit.
9. Participated in Officer Transitions both as an incoming and outgoing Officer.
10. Keep her working files and/or electronic folder up-to-date with a detailed account of the
manner in which she handled each duty pertaining to her office.
11. Submit reimbursement request forms with appropriate documentation to Vice President
Finance within two weeks of expense incurred and pick-up reimbursement from AMS
within two weeks of submission.
12. Conduct herself in a positive and professional manner when representing Panhellenic and UBC
Sororities.
13. Perform any duties that she has agreed to fulfil by the agreed upon date.
14. Perform all other duties pertaining to her office.
The PRESIDENT shall:
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Have overall responsibility for the operation of the Council.
Call and preside at all Regular and Special Meetings of the Association and its Council.
Call and preside over Officer Meetings.
Call and preside over Presidents’ Roundtables for Member Groups at least two times per year.
Call and preside, jointly with the IFC President, at least once per academic term, to improve
relations, communications and to address common issues facing the Greek Community.
Ensure, along with the Vice President Finance, that the Association adheres to all AMS policies,
including financial and legal procedures (i.e. contracts).
Serve as member ex-officio of all Council committees with voice but no vote.
Report as required to the NPC Area Advisor and to the Panhellenic Advisors.
Complete the NPC annual report and submit it to the NPC Area Advisor.
Be included in Recruitment Counselor selection with the Vice President, Director of
Recruitment Counselors and an Advisor.
Serve as a contact person for the Vancouver Alumnae Panhellenic Association.
Review and approve all finances of the Council with the Vice President Finance.
Review and submit the Association of Fraternal Leadership and Values (AFLV), NPC and other
awards packages with the Director of Operations.
Obtain from each outgoing Officer a report of her term in office and recommendations for
incoming Officers.
Serve as the Panhellenic Representative to AMS, University Student Groups, and University
Services. This involves initiating contact, attending meetings (2 AMS meetings per semester),
serving on AMS and University Committees and reporting back to Panhellenic.
Work with the UBC Greek Liaison on matters of importance for sorority members and Member
Groups.
Serve as Extension Chairwoman of the Extension Committee on the occasion that one is voted
into formation.*
The VICE PRESIDENT shall:
1. Perform the duties of the President in her absence, inability to serve or at her request.
2. Serve as Chairwoman of the Judicial and Formal Recruitment Rules Committees.
3. Manage the administration of all infractions including submitting all notifications and reports to
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Member Groups and NPC, scheduling meetings, attending meetings as required and ensuring all
decisions/penalties are adhered to.
Be included in Recruitment Counsellor selection with the President, Director of Recruitment
Counsellors and an Advisor.
Be responsible for maintaining and reviewing the Constitution and Bylaws on an annual basis.
Be responsible for providing each Member Group with an up-to-date copy of the Constitution
and Bylaws and NPC Manual of Information (post on Basecamp).
Train Member Group Delegates on the UBC Panhellenic Constitution and Bylaws, NPC Policies
and Procedures and UBC Panhellenic Formal Recruitment Rules.
Lead the review and development of the Formal Recruitment Rules with the Vice President
Recruitment and the Formal Recruitment Rules Committee.
The VICE PRESIDENT RECRUITMENT shall:
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Oversee and coordinate all Council Recruitment activities. This includes Formal Recruitment
and Continuous Open Bidding.
Serve as a member of the Formal Recruitment Rules Committee.
Plan and execute Formal Recruitment, including but not limited to, day-of scheduling/logistics.,
Collect and review all Recruitment statistics.
Be responsible for providing ICS training to chapter representatives.
Be responsible for recruitment communication to all potential new members (Tours Booklet,
retention emails, orientation activities).
Execute Formal Recruitment evaluation, including Potential New Member, Officer, Pi Gamma
and Member Group surveys.
In coordination with the Vice President, review and develop the Formal Recruitment Rules.
The VICE PRESIDENT FINANCE shall:
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Be responsible for the general supervision of the finances of the Association.
Be responsible for the preparation of the annual budget and following its approval by the
Council, provide a copy to each Member Group (post on Basecamp).
Be responsible for the prompt payment of all bills of the Association (via AMS) and any AMS
loans incurred.
Maintain up-to-date financial records and record all financial transactions in Kashoo
(accounting software).*
Reconcile financial transactions (Kashoo vs. AMS Trial Balance) on a regular basis (weekly
during academic terms and monthly during breaks). *
Give a financial report at each Regular Meeting of the Council and an annual financial report at
the close of fiscal year.
Provide all Officers with a current financial report (budget, actual, forecast) at officer
transitions, at the end of the second academic term and the beginning of the first academic
term.
Collect and manage all payments made by Potential New Members during Formal Recruitment.
(i.e. Set-up Rezgo, reconcile funds receive via cash/Rezgo to ICS, manage cash floats during
Recruitment days)*
Ensure, along with the President, that the Association adheres to all AMS policies, including
financial and legal procedures (i.e. contracts).
The VICE PRESIDENT PUBLIC RELATIONS shall:
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Be responsible for coordinating, directing and promoting a favourable image of the Greek
system in the community and on campus.
Organize projects to promote and publicize Recruitment and organize campus and community
public relations efforts throughout the year.
Provide adequate recruitment information via the web.
Prepare a Formal Recruitment PR Plan to be submitted by the middle of the second semester.
Organize and facilitate the UBC Sororities booths for Formal Recruitment.
Train and manage the Promotional Team for promotional events through the pre-recruitment
period in August and September. *
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Understand all NPC policies and procedures regarding publicity and obtain appropriate
approvals for all online, print or verbal messaging about sorority life at UBC or in general.
Organize focus groups to determine effective PR strategies.
Be responsible for maintaining an up-to-date Panhellenic Website.
Organize other publicity items to promote Panhellenic.
Be responsible for the official correspondence of the Council unless specified otherwise.
Be responsible for coordinating and overseeing the Panhellenic rebrand.*
The VICE PRESIDENT PROGRAMMING shall:
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Organize the publicity for the Panhellenic Scholarship Campaign (Online promotion, inclusion
in Formal Recruitment PR, online application form).
Be responsible for selection of recipients of the Panhellenic Scholarship with the President and
an Advisor.
Encourage scholastic achievement in Panhellenic through workshops, incentives, NPC Month of
the Scholar, NPC Scholarship Challenges, etc.
Coordinate the campus speaker and related events. Research speaker and speech topics
desired by Member Groups.
Call and preside over Roundtables for Member Groups in the areas of Programming,
Scholarship and Philanthropy to assess the programming needs to the Panhellenic community
at least once per semester and compile a programming report.
Collaborate, jointly with IFC, the annual Greek Week and act as Chairwoman to the Panhellenic
Greek Week Committee.
Organize the Panhellenic Bid Day celebration including schematic plan, location, DJ and
communication with Member Groups and Officers.
The DIRECTOR OF EVENTS shall:
1. Organize POP including setting the date, venue booking and catering, slideshow and party
favours.
2. Ensure the POP date, venue booking and catering, and speaker are finalized by the middle of the
second semester.
3. Organize SOS senior’s reception and Awards venue booking.
4. Ensure that all events hosted by Panhellenic are consistent with the Panhellenic brand and
public relations strategy.
The DIRECTOR OF OPERATIONS shall:
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Create and maintain a task calendar for all Officers
Be responsible for tracking Officer tasks and goals.
Manage the Panhellenic and Greek Calendar for the year including all Greek events (Panhellenic,
IFC, initiations, founders’ days, social (formals, semi-formals, exchanges), philanthropies, etc.).
Maintain communication with each chapter to ensure appropriate information is received
relating to the calendar.
Research, delegate and organize award submissions for NPC, AFLV and other awards.
Coordinate the annual strategic planning review and Officer goal setting.
Organize the annual Disaffiliate Retreat including dates, location, menu and itinerary.
The DIRECTOR OF FINANCIAL OPERATIONS shall:
1. Assist the Vice President Finance in supervising the finances of the Association.
2. Receive all payments due to the Association, collect all member group dues and deposit funds
received to the AMS.
3. Maintain up-to-date financial records and record all financial transactions in Kashoo
(accounting software).*
4. Issue invoices (via Kashoo) for late payment fines, as required.
5. Be responsible for ordering chapters’ Tours shirts, invoicing chapters and receiving payments
for shirts.
6. Be responsible for ordering Greek Week shirts and coordinating payments with IFC.
7. Record all payments made by Potential New Members during Formal Recruitment in ICS.*
8. Ensure, along with the President and Vice President Finance that the Association adheres to all
AMS policies, including financial and legal procedures (i.e. contracts).
The DIRECTOR OF RECRUITMENT COUNSELLORS shall:
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Serve as Coordinator of the Recruitment Counsellor program.
Create the Recruitment Counsellor application package listing all mandatory time and date
commitments.
Organize recruitment and selection of Recruitment Counsellors before Reading Week in the
second semester.
Be responsible for Recruitment Counsellor selection with the President, Vice President and an
Advisor.
Coordinate the training of Recruitment Counsellors in the second semester during a minimum
of four weekly training sessions.
Organize a wrap up event for all disaffiliates following Formal Recruitment.
The DIRECTOR OF MEMBERSHIP shall:
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Manage registration for formal recruitment in ICS.
Be responsible for the formal recruitment registration tracker.
Execute Mock Recruitment held in the second semester.
Execute the Panhellenic Continuous Bidding process in coordination with the Vice President
Recruitment.
5. Be responsible for COB Lists, COB Informational Events as well as providing support to chapters
for COB.
6. Execute formal recruitment projects as assigned in conjunction with the Vice President
Recruitment.
The DIRECTOR OF INTERNAL COMMUNICATIONS shall:
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Keep an up-to-date roll of the members of the Council and call it at all Council meetings.
Keep full minutes of all meetings of the Association, Council and a record of all action taken by
the Executive Board.
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Keep minutes and attendance records for Officer Meetings.
Maintain a complete up-to-date file, which shall include the minutes of the meetings of the
Council and current correspondence.
Keep current contact information for Panhellenic and Member Group Officers.
Submit Member Group rosters to UBC REC.
Submit Council Officer List to the AMS.
Collect grades from Member Groups each semester for the NPC Academic Report.
Submit the NPC Academic Report each semester.
Coordinate the ordering of the Panhellenic composite.
Be responsible for all room bookings with the AMS and Classroom Services for the Association
(also doing business as “UBC Sororities”), for meetings, recruitment and special events. This
includes researching appropriate spaces and rental rates and developing contacts with
facilities’ management.
Manage internal bookings of the Panhellenic House Conference Room.
The DIRECTOR OF DIGITAL MEDIA shall:
1. Promote UBC Sororities online, using social media (ex. blogs, Facebook, Twitter).
2. Promote the Council and the Association via the web.
3. Understand all NPC policies and procedures regarding publicity and obtain appropriate
approvals for all online, print or verbal messaging about sorority life at UBC or in general.
4. Construct and distribute the Panhellenic Loop (internal sorority newsletter) monthly and have
it approved by the Public Relations Advisor prior to distribution.
5. Construct and distribute email marketing communications to our external audiences as needed
and have them approved by the Public Relations prior to distribution.
6. Regularly update the Panhellenic website blog.
7. Submit regular press releases to campus media publications.
8. Execute regular projects to promote and publicize Panhellenic, that support the PR Plan, in
conjunction with the Vice President Public Relations.
9. Communicate regularly and efficiently with other Officers to promote upcoming programs and
events efficiently.
*The red printing indicates a pending motion.