2016/2017 Policies and Procedures - Philadelphia … · 2016/2017 Policies and Procedures...

2016/2017

Policies and Procedures

PHILADELPHIA ALUMNAE CHAPTER

DELTA SIGMA THETA SORORITY, INC

MAXINE C. HARVEY, PRESIDENT

Chaplain’s Council Policy and Procedures

Policy:

It will be the policy of Philadelphia Alumnae Chapter to maintain a Chaplain’s Council comprised of 6-10

members, appointed by the President, to provide spiritual support to those members experiencing significant

stress due to grief, illness or other traumatic experiences. In the spirit of love, the Chapter recognizes that

circumstances may prevent the fulfillment of the membership requirements of some of our sorors. We will

include and acknowledge those individuals with simple acts of kindness such as, greeting cards, visits, phone

calls, electronic messages, etc., in recognition and gratitude for the services given to the Chapter.

The Council will be chaired by the Chaplain, assisted by the Assistant Chaplain. The Council is not a

professional ministerial counseling service, but is a supportive service offering comfort and love to our members

in need of this support.

Procedure:

1. The President will appoint members to the council when the Chaplain is appointed.

2. The President will also determine if there will be a need to stagger appointments.

3. When a vacancy occurs, the President, if she desires, may appoint a replacement.

4. The council members will offer prayer, encouragement, and other types of assistance, as requested by the member and approved by the chapter (when appropriate).

5. The Chaplain will provide a quarterly report documenting the activities of the Council to the President and executive committee.

February 2016 Chaplain’s Council Policy and Procedures

Chapter Officers Policy and Procedures

Policy:

I Elected Officers

It will be the policy of Philadelphia Alumnae Chapter to elect the President, 1st Vice President, 2

nd Vice President,

3rd

Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Assistant

Financial Secretary (2), and Assistant Treasurer.

The elections will be held in even years: by ballot, machine, or electronic voting devices; required for election, a

majority vote of the chapter members present and voting.

When there are two or more candidates, and the office remains unfilled after the first ballot, the two candidates

who receive the highest votes will remain eligible for election. All other candidates will be dropped and are

ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote.

II Appointed Officers

The appointed officers will be the Sergeant-at-Arms, Chaplain, Parliamentarian, Journalist, Custodian, Historian,

Assistant Sergeant-at-Arms. These officers will be appointed by the President. If more than (2} Assistant

Financial Secretaries and/or (1) Assistant Treasurer are needed, these additional officers will be appointed by

the President.

III Term of Office

A. Officers will assume office on July 1 of an election year and serve for two years.

B. The installation of officers will occur in June following the elections.

C. Should the office of President become vacant, the 1st Vice President will serve the remaining term.

D. As vacancies occur, the President will appoint officers, who will remain in office until the new election. E. In filling vacancies for unexpired terms, an officer who has served more than half a term in an office is

considered to have served a full term. F. No person shall be eligible to serve more than two consecutive terms in the same office.

Procedures: I Eligibility Requirements

A. A member may be nominated for an officer who has been a member with Philadelphia Alumnae Chapter and Grand Chapter for the fiscal year in which the election takes place. She must prepare and submit a completed Recommendation Form and Candidate Profile Sheet to the Nominating Committee Chair no later than February 1

st.

B. A member slated by the Nominating Committee must be present at the meeting when the slate of nominees is presented to the membership.

C. A member nominated from the floor must be present at the meeting and have prepared a Recommendation Form and Candidate Profile Sheet for submission to the Nominating Committee Chair.

D. In addition, members nominated for President and 1

st Vice President will have attended at least two of the

last three National Conventions and two of the last three Regional Conferences held prior to her nomination.

E. Members nominated for other offices will have attended at least one National Convention and one Regional Conference within the last five years.

F. Each nominee must deliver a completed Recommendation Form and Candidate Profile Sheet to the

Nominating Committee Chair no later than February 1st.

II Responsibilities of the Nominating Committee

A. The Nominating Committee will review the Recommendation Form and Candidate Profile Sheet for completeness and eligibility.

B. A member’s name will be placed on the ballot when her eligibility has been verified.

C. A slate of nominees will be prepared for the March Executive Board meeting.

D. The slate of nominees will be presented to the general membership at the April meeting and nominations will be accepted from the floor.

E. The membership will be notified of the slate of nominees through the chapter mailing for April.

At the May general membership meeting, elections will be supervised by an Election Committee appointed by the President.

Revised: 9/03, 2/21/07, 2/13/10, 9/13

Duties of Officers - Elected Officers

President

It will be the duty of the President to preside over all meetings, to appoint all committees not otherwise provided for, to enforce due observance of the Constitution and By-Laws of Grand Chapter, to call special meetings, to perform the initiation ceremony, to countersign certificates of membership and perform all other duties as provided in the Grand Chapter Constitution and By-Laws and Robert’s Rules of Order. The President will make no motion or vote on a question unless the Chapter is equally divided. The single exception to this rule will be that she will be permitted to vote on candidates for initiation. The President will have the power to remove any inefficient and neglectful chairperson of a committee and appoint another in lieu thereof, and to recommend to the Executive Committee the removal of any officer who fails to perform the duties of her office.

The President (or her designee) is the official spokesperson for the Chapter. In keeping the protocol, this includes any communications with Regional and National Officers. 1

st Vice President

It will be the duty the 1st Vice President to preside in the absence of the President and to perform all duties of the

office. She will coordinate all aspects of membership activities including membership intake, reclamation, and verification of membership. She will be responsible, along with the Financial Secretary for verifying the membership of all Sorors who come to Chapter meetings and insure that all new members receive a copy of the Chapter’s Rules of Order and Policies and Procedures. 2

nd Vice President

It will be the duty the 2nd

Vice President to coordinate the responsibilities of Program Planning and the Five Point Program Committee. She will be an advisor and resource person for chairs and committee members and an ex-officio member of each committee. The 2

nd Vice President will perform all other duties as delegated by the

President. 3

rd Vice President

It will be the duty of the 3rd

Vice President to monitor and coordinate the fund raising activities of the Chapter. She will be an advisor and resource person for chairs and committee members. She will assist in the research various methods of fundraising. The 3

rd Vice President will perform all other duties delegated by the President.

Recording Secretary

It will be the duty of the Recording Secretary to record all minutes of the Chapter and Executive Committee, keep the records of the Chapter, preserve all minutes and committee reports in a binder, submit a copy of the committee recommendations to the Policy and Procedure Chairperson and perform all other duties pertaining to the office that may be required. She will co-sign with the President all plaques and certificates. Corresponding Secretary

It will be the duty of the Corresponding Secretary to read all correspondence to the Chapter and Executive Committee and acknowledge and/or send to proper sources official correspondence of the Chapter. She will keep a register of Chapter member and send correspondence via US Mail and electronically. Financial Secretary

It will be the duty the Financial Secretary to serve as a member of the Finance Committee and to receive and record all incoming monies and maintain all membership records, and to issue appropriate receipts to individual members or committee chairs for monies received. The Financial Secretary will also prepare monies for deposit to the bank with the appropriate breakdown of the project/activity that monies were received for and will submit monies to the Treasurer within two (2) calendar days of receiving them. In addition, the Financial Secretary will update monthly the membership records and submit the update to the Corresponding Secretary, Membership Chair and Hospitality Chair. A written list of financial members will be available to the General Membership. A monthly written financial report will be presented to the General Membership. Assistant Financial Secretary

It will be the duty of the Assistant Financial Secretary to serve as a member of the Finance Committee and assist with the collection of incoming monies, prepare receipts for the membership and distribute membership stickers. The

Assistant Financial Secretary will submit monies to the Financial Secretary (or the Treasurer in the absence of the Financial Secretary) within 48 hours of receipt and assist with monthly membership records. If money is given to the Treasurer recording and reconciliation should take place between the Assistant Financial Secretary and the Financial Secretary prior to the creation of the monthly written reports. Treasurer

It will be the duty of the Treasurer to serve as a chair of the Finance Committee and to disburse monies for expenses incurred by the organization upon receiving a completed voucher with the appropriate receipt or invoice (Reference Financial Policies and Procedures, Page 4, Section VIII, C.2.). The Treasurer will verify, record, and deposit all monies in the bank within two (2) business days of receiving the monies from the Financial Secretary or Assistant Financial Secretary. In addition, the Treasurer will inform committee chairs in writing on a quarterly basis the amount remaining in their committee’s budget, and review and approve final financial committee reports. The Treasurer will present a written monthly financial and quarterly investment report to the Executive Board and the General Membership.

Assistant Treasurer

It will be the duty of the Assistant Treasurer to serve as a member of the Finance Committee, review and verify receipts submitted with committee vouchers to be given to the Treasurer. The Assistant Treasurer will assist in monitoring committee budgets by collecting and reviewing committee activity reports and works with both the hospitality and ad chairperson(s) to monitor expenditures records. Additionally, the Assistant Treasurer will assist in the preparation of the quarterly budget and final financial committee reports and serve as the liaison for Safeguard Systems when ordering and receiving financial materials.

Duties of Officers - Appointed Officers

Sergeant-at-Arms It will be the duty of the Sergeant-at-Arms to aid the President at all times in keeping order, enforcing time limits and to supervise the admittance of all persons to meetings. Sergeant-at-Arms It will be the duty of the Assistant Sergeant-at-Arms to aid the Sergeant-at-Arms in keeping order, enforcing time limits and to supervise the admittance of all persons to meetings and performing any duties assigned. Parliamentarian It will be the duty of the Parliamentarian to decide on all points of order according to Robert’s Rules of Order and Constitution By-Laws of Grand Chapter. Chaplain It will be the duty of the Chaplain to fulfill role outlined in the Ritual and set the spiritual tone of the meetings, serving in this capacity at other gatherings when so requested. Journalist It will be the duty of the Journalist to send Chapter news and contributions to Grand Chapter for national publications when so required. She will also send Chapter news to the Regional Journalist. The Journalist will convene an ad hoc committee yearly to update the Delta Display and Scrapbook. Custodian(s) It will be the duty of the Custodian(s) to maintain all properties of the Chapter. She will present an updated inventory in October and May to the Executive Board. She will receive, file and store all material, i.e. pictures, committee reports, financial records, pertaining to Chapter business and activities. Additionally, she will be responsible for the Chapter Display at designated public and Delta events.

Historian She is responsible for compiling an annual written narrative account of the Chapter’s activities and submitting the same to the Chapter President and the Membership for approval before publication. This record becomes a permanent part of the Chapter’s history.

Delegate and Alternate Delegate to National Convention/Regional Conference Policy and Procedures

Policy:

A. It is the policy of the Philadelphia Alumnae Chapter to send the newly elected President as delegate to the National Convention/Regional Conference, and elect an alternate delegate to the National Convention/Regional Conference.

B. The alternate delegate will be determined by ballot and the highest number of votes cast.

C. Nominations will be made at the February meeting and elections will be held at the March meeting.

D. The delegate and alternate delegate will receive full expenses for travel, housing and registration to the convention/conference.

E. The delegate and alternate delegate will receive a per diem to cover food expenses based on the U.S. General Services Administration (GSA) Domestic per diem rate.

F. The delegate and alternate will receive full expenses for travel with the requirement that these arrangements are made at least 30 days in advance of the convention/conference start date. Arrangements made in less than 30 days are subject to review by the financial officers.

G. The delegate and alternate will not travel on a common carrier of transportation at the same time.

H. The Chapter will pay for a room to be shared by the delegate and alternate delegate with the understanding that if either chooses not to stay in the Chapter sponsored room, that member is responsible for her own housing expense.

Procedure:

I Eligibility Requirements

A. A member may be nominated for alternate delegate who has been a member with Philadelphia Alumnae Chapter and Grand Chapter for the fiscal year in which the election takes place.

B. A member must be in attendance at the general membership meeting in order to be nominated.


A. Verify the credentials of the nominees.

B. Collect a written statement from each nominee outlining her Delta activities.

C. Prepare a written biography for each nominee to be sent to the members prior to the March general membership meeting.

III Responsibilities of the Financial Officers

A. Make reservations for housing and registration for the delegate and alternate delegate.

B. At the June general membership meeting, have available all other monies for expenses (i.e., food) for the delegate and alternate delegate.

IV Responsibilities of the Delegate and Alternate Delegate

A. Convene at least one caucus during the convention/conference.

B. No later than the October general membership meeting, prepare and present a convention/conference report.

C. No later than thirty (30) days following the convention/conference, present a financial account of expenses (receipts) to the financial officers.

At the March general membership meeting, elections will be supervised by an Election Committee appointed by the

President.

Revised 2/5/94

Reformatted7/98

Revised 2/4/06

Reformatted 2/13/10

Revised 2/13/10

College and Career Readiness Policy and Procedures

Policy:

It will be the policy of Philadelphia Alumnae Chapter, through a Career Readiness Program, to utilize targeted activities

for assisting high school students and their parents/guardians prepare for and attain admission to institutes of higher

education.

Procedure:

I. Targeted activities will be identified e.g., SAT Prep Workshop, career exploration panels, college fairs, seminars/workshops geared to applications and financial aid.

II. A minimum of two co-chairs will provide leadership, coordinate and monitor all sub- committees, acquire facilities for all activities.

III. Operational sub-committees will ensure that tasks are completed in every detail to attain positive and successful results. Sub-committees will include:

a. SAT Prep Facilitator Recruitment and Training b. SAT Prep Student Recruitment c. Technology d. Additional sub-committees, as needed

IV. Budget preparation and approval by the finance team and the membership

Responsibilities of the Co-Chairs

A. Primary Responsibilities 1. Manage program budgets

2. Ensure that Risk Management training is completed by all committee members

3. Keep SAT Prep participant records secure

4. Order program material

5. Communicate chapter policies as it pertains to committee operations

6. Give frequent reminders and updates to the executive board and the membership

B. Facility Responsibilities

1. Establish a Memorandum of Understanding (MOU) with facility used for SAT

Prep and other activities

2. Communicate building emergency exit plan

3. Maintain activity facility staff time sheets

4. Monitor proper use of facility

C. Budget Responsibilities

1. Purchase material for activity

2. Coordinate collection of any fees with chapter financial officers

Responsibilities of Sub-Committees

A. SAT Prep Facilitator Recruitment and Training Responsibilities 1) Create facilitator job descriptions 2) Post job descriptions in approved career search sites in early August. Job descriptions will also post

online and on free job search engines 3) Formulate interview questions 4) Schedule and conduct interviews in mid September. Interviews will be held in person and by telephone

to hire facilitators to lead verbal and math sessions. 5) Schedule chapter mandated risk management training 6) Provide training for facilitators prior to and midway through the SAT Workshop series, usually 1 to 2

weeks prior to the workshop start date and the fourth week of operation, respectively, The midway training will include an evaluation of program, field facilitator concerns, and communicating any changes to the established schedule of activities.

7) Providing information to the chapter technology team

B. SAT Prep Student Recruitment Responsibilities 1) Create marketing materials for the workshop series

a. save the date cards b. formal flyers c. other materials as required

2) Workshop series notifications to a. Former participants by mid-August b. Philadelphia public and parochial schools, surrounding area schools, especially those which have

had past student participants - in early September c. Facilitators (prior year and current) – send flyers for distribution throughout their networks d. Chapter committees that serve the high school age population e. Chapter members by-way-of handouts and electronic communication

3) The committee appointed PR liaison will assist with recruitment and will plan for media coverage with the chapter’s Public Relations Committee.

C. Technology Responsibilities 1) Provide information about workshop series activities to the PAC webmaster for publication to the website 2) Manage SAT Prep Workshop registration using an online registration system. Online registration opens

up as early as one month before the workshop start date and closes a week before the start date or when capacity is reached

D. Additional Sub-Committees Will be established based on program and committee needs.

Attachment 1: SAT Prep Program Information

Background

The SAT Prep Program begins during the month of October, preferably on the 2nd

Saturday of the month. The program

is 8 weeks in duration and is usually completed by the 2nd

Saturday in December and is not in session on the Saturday

after Thanksgiving. Each session is 3 hours in length, from 9:30 A.M. – 12:30 P.M. The Program includes the following

components:

Week 1: Pre-test, onsite registration, parent workshop one

Weeks 2-6: Intense performance-based instruction

Week 7: Post-test, parent workshop two

Week 8: Review of scores, dispensing of awards

Test taking strategies and other tools are provided to at least 150 high school students. Students receive an SAT

Preparation book to aid in instruction and preparation for the exam.

Facilitators

1. Facilitators are required to go through a screening process to insure the validity and success of the program, including PA Criminal and Child Abuse Clearances. Facilitators are required to meet risk management requirements and attend risk management training on a yearly basis.

2. Facilitators who meet program requirements will receive a stipend at the conclusion of the SAT Prep Workshop series. Program requirements include: a) Attendance at mandatory training workshops (pre-workshop and mid-workshop trainings) b) Completion of Risk Management Training c) Instruction at all SAT Prep Workshops during a given cycle d) Scoring, grading, and distributing all Pre- and Post-tests

Parental Guidance (Workshops and Seminars)

The Committee will provide an opportunity for exposure to post secondary opportunities using relevant mediums,

depending upon budget and interest. In addition, the Committee will provide an opportunity for students and parents to

gain access to acquire knowledge about the college application process with seminars/workshops focused on college

preparation and financial aid. These programs historically occur in March, unless other times of year are deemed more

necessary.

Economic Development Policy and Procedures

Policy: It is the policy of the Philadelphia Alumnae Chapter, as part of Delta’s Five Point Programmatic Thrust, to convene an Economic Development Committee committed to financial literacy activities that will benefit the Chapter and the community. The Committee will set and define goals, develop an action plan to achieve the goals, and put the plans into action. “The financial Fortitude program is designed to assist in realizing the overarching goal of personal wealth and financial security through an understanding of basic financial principles. The components are goal setting, retirement planning, financial planning, homeownership, budgeting, insurance, debt management, estate planning, savings and investments and entrepreneurship.” Procedure: Responsibilities of the Chair(s)

1. Direct committee activities and assign member tasks. 2. Include committee members in the planning process, the development of activities, and the post evaluation

process. 3. Include committee members in drafting a proposed program and itemized budget to be presented to the

Executive Board and General Membership. 4. Establish timelines and sub committees as needed; monitor the sub committees. 5. Coordinate relationships with other chapter committees which may be participating in the activity 6. Assign a liaison between the committee and the chapter’s Public Relations Committee. 7. Compile data and complete a written report for each activity 8. Ensure that the Recording Secretary receives a report on committee activities.

Responsibilities of Committee Members and Chair(s)

1. Attend scheduled committee meetings. 2. Complete individual assignments. 3. Encourage Chapter members and the community to participate in financial literacy activities. 4. Reflect upon activities, prepare and distribute evaluation forms, analyze the results and report to the Chapter 5. Prepare an annual report of activities at the end of the sorority year.

May 2016

Economic Development Policy and Procedures

Election Committee Policy and Procedures

Policy:

It will be the policy of the Philadelphia Alumnae Chapter to have the President appoint an Elections Committee to

oversee balloting elections. The committee members (tellers) will prepare, distribute, collect and count the ballots, and

report the vote.

Procedures

1. The nominating committee chair will present the slate to the head teller.

2. The financial secretary shall present a list of members eligible to vote to the committee.

3. The committee will prepare ballots and a central ballot box,

4. The voting and ballot box will be monitored by at least two tellers.

5. After the votes are in and the polls are officially closed, the tellers proceed to count the ballots in a secluded location.

6. The tellers prepare an official report of the results and deliver the results to the Chair.

7. The Chair reads the report to the body and declares the election of each officer/member/alternate delegate.

8. After completion of the election, the ballots will be filed for one month with the recording secretary and subsequently destroyed.

Adopted 2/13/10

Election Committee Policy and Procedures

ELECTION TIMETABLE

December The Executive Board will be notified of the nomination process and the

election of officers, nominating committee, and the alternate delegate to

the National Convention/Regional Conference.

January The General Membership will be notified of the nomination process and

the election of officers, nominating committee, and the alternate

delegate to the National Convention/Regional Conference.

February 1 Nominations for Elected Officers, Chair and members of the Nominating

Committee due to Chair of the current Nominating Committee. (Must

be delivered or postmarked by this date.)

February Nominations for Alternate Delegate at the General Membership

Meeting.

Nominees must have bios to the Nominating Committee Chair by date

designated by the committee.

Slate of nominees for Alternate Delegate sent to General Membership

prior to the March Meeting.

March Slate of nominees for Chapter Officers and Nominating Committee

presented at Executive Board Meeting.

Election of Alternate Delegate.

April Slate of nominees for Elected Officers and Nominating Committee

presented to General Membership and nominations accepted from the

floor.

Slate of nominees for Elected Officers and Nominating Committee sent

to General Membership prior to the May Meeting.

May Election of officers and members of the Nominating Committee.

June Installation of officers.

Counting Sheet Sample

(Candidate’s Name)

(Candidates Name)




TELLERS REPORT

Things to Remember

� The chair appoints tellers to distribute, collect, and count the ballots, and to report the vote.

� Each ballot should be folded as directed by the tellers.

� Tellers should be sure that no member votes more than once.

� Tellers normally vote themselves.

� The chairman of the tellers rises and reads the entire report when requested and presents the report to the Chair.

� The Chair, not the chairman of the tellers, reads the entire report and declares the results of the election.

� Illegal votes are counted as votes cast.

� Blank ballots are ignored.

� Two filled out ballots folded together are recorded as one illegal vote.

� A blank ballot folded within a filled out ballot does not cause the filled out ballot to be illegal.

� Each segment of a ballot is treated as if it were a separate ballot for purposes of determining the number of votes cast for each office.

� Votes cast for a fictional character or an unidentifiable character is treated as illegal votes.

� All votes cast by legal voters are taken into account in determining the number of votes cast.

Philadelphia Alumnae Chapter Slate of Candidates for Election – March x, 20xx

TELLERS’ REPORT

Alternate Delegate

Number of votes cast ………………………….

Necessary for election (majority) ……………..

Joan Seas received ………………….

South West received ………………………

Illegal Votes……………………………………

TELLERS’ REPORT

President

Number of votes cast ……………………….

Necessary for election (majority) …………..

Mae North received ………...………………

Illegal Votes…………………………………

1st

Vice President

Number of votes cast …………………….….

Necessary for election (majority) …….……..

Jazmin Ease received .………………….……

Illegal Votes ……………………………………..

2nd

Vice President



Jamiline Greene received …………………....


3rd

Vice President



Casey Moore received ………………….…...


Recording Secretary



Tiana Hall received …………...........………..

Illegal Votes ………………………….…………..

Corresponding Secretary



June South received …...……………………

Illegal Votes …………...……………………

Financial Secretary



Tania A Care received ………..….…………

Illegal Votes ………………………..………

Assistant Financial Secretary (2)


Necessary for election (highest) ………..…..

Marcia Miller ………….……………………

Amy Watson ………….…………………….


Treasurer



Marcella Peaceful received ……………...….

Illegal Votes ……………………….……………

Assistant Treasurer


Necessary for election (majority) …………...

Tawan Phillips ………...…………………….


Chair, Internal Audit Committee


Necessary for election (majority ……………

Stephan Taylor received ……………………

Illegal Votes …………………………………….

Chair, Nominating Committee



Geraldine Mappa received …….……....……

Deborah Copper received …………………..

Vera Grant ………………………………….

Illegal Votes …………………………………

Nominating Committee Members (4)


Necessary for election (highest) ……..……..

Emily Russell received ……...…………...…

Illegal Votes …………………….……..……

Financial Policies and Procedures

Policy:

It is the policy of Philadelphia Alumnae to collect local dues. Exceptions will be made for:

I. Graduating collegiate Sorors. Dues will be waived for a graduating collegiate Soror for the current fiscal year if she was financial upon graduation. For example, if graduating in the spring dues for the current sorority year are waived, if graduating in the fall dues for the remaining sorority year are waived.

II. Sorors relocating/transferring to Philadelphia. Dues will be waived for a financial Soror relocating/transferring from another alumnae chapter for the current fiscal year. A letter from the former chapter president with the amount of unconsumed dues that will be transferred to the current chapter is required upon verification of membership.

III. Suspended Sorors. Dues will not be accepted from suspended Sorors/Chapters until Grand Chapter has rescinded the suspension.

Procedure:

I. Graduating Collegiate Sorors

To waive dues, graduating seniors will submit an official letter from the Chapter advisor, which will include

the following:

A. The advisor’s name, address, phone number and membership number; the advisor’s chapter name; and the collegiate chapter name and affiliation; and

B. The graduating senior’s membership number and a statement certifying the Soror was financial at the time of graduation.

II. Relocating/transferring Sorors

To transfer membership, a Soror will submit a letter from her previous chapter verifying that she is financial.

This letter, from the President on chapter letterhead, will include the following:

A. The Chapter President’s name, address, phone number and membership number. B. The transferring Soror’s membership number and a statement certifying she is financial at the time of

transfer

III. Verification

The Financial Secretary will forward this information to Grand Chapter for verification.

Financial Business

Policy: It is the policy of Philadelphia Alumnae Chapter to ensure that appropriate internal controls are in place to

safeguard and account for the Chapter’s financial assets.

Procedure:

The following procedures will be used to govern:

I. Insurance A. The chapter is covered by general liability insurance which covers:

1. The normal activities for members which include regularly scheduled meetings (at home or on rented premises), luncheons, and other regularly attended events.

2. Regularly scheduled youth activities sanctioned by the chapter. The transporting of program participants in personal vehicles is not covered.

B. All planned activities where the general public is invited require additional insurance coverage. The Third Vice President will contact the Professional Insurers and Associates, Inc. for insurance coverage and cost for the particular planned activity.

C. Insurance coverage not approved by this agency will be referred to the Finance Committee Chair (Treasurer) for research and recommendation.

D. Insurance cost, when incurred, is a committee expense and should be included in the activity budget.

II. Chapter Recordkeeping Accurate records of income, deposits and disbursements must be maintained and kept up to date by the

fiscal officers. QuickBooks or another appropriate financial software program will be used to maintain the

chapter’s financial records.

III. Bids A. All committees planning program activities for the rentals of space (i.e. hotels, retreats and bus trips) are

required to submit three bids to the Executive Board for review and recommendation. 1. Final decisions will be made by the vote of the general membership based on the committee’s

recommendations. 2. Each product and/or service whenever possible will include at least one quote from an African

American owned and operated business. B. The cost of insurance applicable to each of the three bids will be submitted at the same time (see Delta

Sigma Theta Sorority, Inc., National Finance Committee-Fiscal Officers Manual-2011 on additional insurance-page 36)

IV. Contracts A. Contracts for approved activities will be submitted to the Third Vice President for review and

recommendation and to the President for signature. B. Funds for an approved activity will be released when the following has been submitted to the Treasurer

1. a signed copy of the contract; and 2. proof of insurance 3. an approved voucher with appropriate Vice President and President signatures.

V. Leases A. Three bids will be submitted to the Executive Committee for review. The Executive Committee will

recommend the three bids to membership for vote. B. Approved leases will be signed by the Chapter President. C. All leases will be reviewed annually by the Finance Committee and any changes with be presented to

the Executive Board and membership for approval.

VI. Budgets-(National Finance Committee-Fiscal Officers Manual- May 2011-Budgeting-page 33) A. Each committee will be required to develop a budget for the upcoming sorority year. The budget will

include line items for any planned activity. The budget should also include copying; insurance and printing (see Attachment 1 &2– Budget Projection-yyyy-yyyy). The Budget Projection should be submitted to the Finance Committee in March to draft a proposed budget.

B. Quarterly, each committee will receive from the Treasurer the Quarterly Budget Analysis (see Attachment 3 & 4 - Quarterly Budget Analysis).

C. Annually, the Finance Committee will review all budgets and draft a proposed budget for the Sorority. D. The proposed Sorority budget will be presented to the Executive Committee for review and

recommendations. This budget will be distributed to all financial members. E. The Finance Committee will present the budget to the General Membership for approval and vote at

May’s chapter meeting.

VII. Committee Event Budget Projection(Attachment 5)- see National Finance Committee-Fiscal Officers Manual- May 2011-Fundraising-page 71) A. Committee Event Budget Projections are required for all Program Thrust and fund-raising activities.

They are also required for project-related line items within the operating budget (May Week, Jabberwock, Membership, Economic Development, Founders Day, etc.)

B. Prior to the release of any funds, Event Budget Projection and Disbursement Voucher (Attachment 7), approved by the President, will be submitted to the Treasurer for each project (activity) within that approved budget.

VIII. Final Financial Committee Reports A. Submit to the Treasurer for reconciliation within thirty (30) days after the event. B. The approved committee report will be made by the committee chair to the Executive Committee within

sixty (60) days of the project/activity’s conclusion. 1. A final financial report will be made to the Treasurer on the income and expenses of the

project/activity before reporting to the Executive Committee. 2. The report will be submitted to the Chapter President, Treasurer and Recording Secretary and

include an In-Kind Donation form (Attachment 6) if appropriate. 3. The report will include recommendations from the committee.

C. A final committee report will be submitted to the membership at the next Sorority meeting following acceptance by the Executive Committee.

IX. Vouchers (Attachment-7– Disbursement Voucher) A. Advances

1. If an advance is needed, a disbursement voucher will be approved by the President prior to submission to the Treasurer for the release of any funds. The advance should include an explanation of why the funds are needed along with a breakdown of items to be purchased.

2. Receipts for expenditure of the advance funds will be submitted to the Assistant Treasurer within thirty (30) days attached to an additional disbursement voucher. Any remaining funds will be submitted to the Financial Secretary. No further advances will be made until a full accounting of the advanced funds has been submitted.

B. Authorization All vouchers submitted to the Assistant Treasurer will have the President’s signature prior to the release

of any funds. The voucher will be submitted at either the Chapter Meeting or Executive Board prior to

the date the check is needed.

C. Record Keeping 1. Committee chairs will keep copies of disbursement vouchers and transmittal receipt forms as a

check and balance between their records and the Financial Officers’ records (see Attachment 8– Financial Transmittal Form)

2. All disbursement vouchers will be supported by sales slips, receipts, invoices, etc., showing the date of purchase and the amount of requested reimbursement.

3. All financial transmittal forms will show the amount of cash returned

X. Billing

All invoices will come from the Billing Agent. A disbursement voucher will be submitted by the appropriate

committee for payment of the invoice.

XI. Disbursements

All checks will be made payable to the Billing Agent for goods and services provided to the Chapter.

XII. Refunds

No refunds will be given to a member for any Chapter project, activity or fundraising event paid for and not

attended.

XIII. Receipt of Monies A. Monies collected from the membership for projects, activities, or fundraising event will be received by a

bonded financial officer. B. All monies for the project, activity or fundraising event will be collected from the membership by a

bonded financial officer within ten (10) calendar days of the project, activity or fundraising event. 1. Only cash, money order or certified checks will be accepted within ten (10) calendar days prior to the

project, activity or fundraising event. 2. A receipt will be given to the member for presentation to the sponsoring committee to pick up tickets

or merchandise. 3. Tickets will be distributed by the sponsoring committee and a proper record will be kept to fully

account for the number of tickets sold. 4. The sponsoring committee will fully account for the number of tickets sold in the final report.

C. Checks All personal checks received for activities will indicate the name and address and of the check writer and

the member submitting the check. Starter and temporary checks will only be acceptable with a valid

driver’s license or any government issued ID.

D. Credit Cards 1. Credit card transactions will only be used for National Dues. 2. A credit card payment forms will be completed in its entirety (see Attachment 7 – Credit Card

Payment Form). 3. The credit card expiration date will be valid for three months from the time of submission to the

chapter. 4. Rejected credit card payments will follow the same procedure for returned checks.

XIV. Processing of Monies

All funds received by the financial secretary should be deposited by the Treasurer within two (2) business

days. If the monies collected does not fully pay for membership dues or a chapter’s sponsored project,

activity or fundraising event, the payment will not be accepted. If the payment is received in error, the

member will be contacted within two (2) business days and the check or money order will be returned to the

member.

A. Deposit slips will indicate a breakdown of the source of funds collected for each specific activity. B. Any deposit containing cash will be counted and initialed by the President and the Treasurer per Grand

Chapter’s financial guidelines.

C. The Treasurer will verify and record monies received by the Financial Secretary and credit it to the appropriate committee/activity.

D. Monies received for dues will be submitted to Grand Chapter by certified check, money order or wire transfer within thirty (30) days. All other monies will be submitted to Grand Chapter as requested.

XV. Returned Checks A. The Asst. Treasurer will immediately notify the chair or designee of returned check(s). The financial

officer and chair will adjust records to show obligation unpaid. B. The Asst. Treasurer will notify either the individual of the returned check or the member who submitted

the check. C. The individual whose check was returned will remit to the Financial Secretary cash, money order or

certified check within ten (10) calendar days of notification to cover returned check. D. A twenty-five (25) dollar administrative fee and the current bank fee will be charged for each returned

check. E. A list of individuals whose personal checks were returned will be included in the monthly financial report

if the remittance was not made during the month the check was returned by the bank. After the second occurrence personal checks from that individual will not be accepted within the fiscal year.

Fundraising Policy and Procedures

Policy: It is the policy of the Philadelphia Alumnae Chapter to sponsor fundraising events to raise funds for scholarship and the Five Point Program. Procedure: Fundraising Event

I. The President shall appoint Event Chairs for each fundraising event. II. Fundraising Event Committees shall operate independently for the duration of each event. III. Reference the Chapter Officers Policy & Procedures for Third Vice President, who will serve as a

resource to fundraising event committees.

Site, Date and Time

I. Following Financial Policy & Procedure on securing bid; a written report on sites including date (s) and time (s) with a recommendation will be brought before the Executive Board and General Membership for vote.

II. After majority vote, contact to secure facility will be obtained per Financial Policy & Procedures – Contracts.

Event Vendor Selection Process

I. Letters to solicit bids from vendors will be sent. a. The general membership may submit names of vendors to the applicable Fundraising Event

Committee Chair. b. All letters will be made at the same time when feasible. All vendors will have 30 days from the date

mailed to respond in writing. II. The Fundraising Event Committee will prepare a written report comparing the bids to present to the

Executive Board and general membership for a vote, including but not limited to cost, music, decorations, printing, etc.

III. After a majority vote, vendors that submitted bids will be notified of the Chapter’s decision. a. Letters are to be mailed within 30 days of Chapter vote.

IV. Contract secured with vendor (Financial Policy & Procedures – Contracts).

Merchants: Chapter Meetings and Events

I. Letters will be sent to various merchants. a. General Membership may suggest names of merchants. b. Letters will include the following: date, place, time, cost, accommodations, etc.

II. Merchants will be given 30 days from the mailed date to respond. III. Selection of merchants will be based upon available event space and variety of merchandise. IV. After the selection is completed, a letter to all merchants who respond will be sent, notifying them of the

Chapter’s decision. a. The fee will be set, depending on the type of event. b. Merchants chosen will have 15 business days to return check to secure their place.

V. Merchandising at Sorority Meeting a. Merchants must complete a Merchant Form (see attachment) and return by the 15th, the month prior

to chapter meeting. b. Merchants will donate a set fee to the chapter.

Tickets

I. Once tickets for an event go on sale, a monthly report will be given to the Executive Board and general membership which will include: number of tickets available, number of tickets sold, and number of tickets outstanding.

II. Reference: Financial Policy & Procedures III. Follow-up with sorors who have outstanding tickets.

Revised 11/11/02

MERCHANT REQUEST FORM

Business Name___________________________________________________________

Contact Person___________________________________________________________

Address_________________________________________________________________

City___________________________________ State___________ Zip Code___________

Telephone (H)_________________(C)___________________(W)___________________

E-Mail Address______________________________________

Type of Merchandise_______________________________________________________

________________________________________________________________________

________________________________________________________________________

Requested Date___________________Activity___________________________________

I understand that I am responsible for the fee established by the Chapter which must be paid prior to vending or

immediately following the chapter meeting.

________________________________________________________________________

Merchant Signature Date

This form must be received no later than 15th

of the month preceding the chapter meeting or activity.

The selection of merchants will be made based on the activities of the chapter during any given month and the order in

which the request was received.

Please return this completed form to: ____________________________________

Hospitality Committee Policy and Procedures Policy: It will be the policy of Philadelphia Alumnae Chapter to recognize special occasions as specified below. Procedure:

I. Visitation of National Officers and Honorary Members National Officers, Honorary Members, and Sorors with national reputation and responsibility visiting Philadelphia will be recognized in accordance with the current Delta Protocol and Traditions Manual.

II. Other Events and Milestones

The Hospitality Chairs will be notified of the events listed below. The chairs will notify President of these events.

A. Weddings

The following applies to members only:

1. The member will notify the Hospitality Chair of her wedding date

2. A notice of this event will be placed in the monthly newsletter and an announcement will be read at the general membership meeting.

3. A gift certificate or a gift up to $50.00 will be presented to the member B. Birth and Adoption

The following applies to financial members only:

1. Members will send announcements of birth or adoption including the child’s name and vital statistics to the Hospitality Chairs.

2. A gift certificate or a gift up to $50.00 will be presented to the member. 3. An announcement will be read at the general membership meeting and placed in the monthly

newsletter. Sorors will be encouraged to send cards.

C. Graduations, Advanced Degrees, Retirements, Promotions, Relocations and other Achievements.

The following is applicable to all current or former financial Philadelphia Alumnae members 1. Sorors will notify Hospitality Chairs of these events.

2. This information will be read at the general membership meeting and congratulations will be

extended in the monthly newsletter. Sorors will be encouraged to send cards.

3. A framed certificate from the Sorority will be presented to retiring members D. Illness

The following is applicable to all current or former financial Philadelphia Alumnae Members.

1. The Hospitality Chairs will be notified by Sorors of an illness or a hospitalization. The Committee shall be responsible for monitoring the patient during the length of illness.

2. In the event of an illness/hospitalization, a get well card will be sent from the Chapter (within the

first week of illness) and a notice will be placed in the monthly newsletter. In addition, an announcement will be read at the general membership meeting. Sorors will be encouraged to send cards and when advisable, to call and/or visit.

3. For illnesses less than a month (second through fourth week of illness) the Chairs Will encourage each committee member to shower Sorors with cards. Committee members will be encouraged to contact other Sorors to send cards.

4. Members ill beyond a month will receive a planter or floral arrangement, cards, notes and phone calls will be encouraged for illnesses extending beyond this period.

E. Death of Soror

Every member initiated into Delta Sigma Theta Sorority, Incorporated is entitled to the third Rite of Passage, the Omega Omega Service (refer to current edition of Protocol and Traditions Manual). 1. The President will initiate the phone chain informing Chapter members of the passing of the Soror.

2. The President will obtain consent from the family to conduct the Omega Omega Ceremony. The

President or her designee is the presiding officer.

3. Courtesies provided to the family are at the discretion of the Chapter (refer to current edition of the Ritual) and individual Sorors after discussion with the family.

F. Death of Family Members

The following is applicable to all current or former Philadelphia Alumnae members 1. The Chapter will make every effort to comfort a Soror who has lost a loved one. Announcements will

be made at the general membership meeting and in the monthly newsletter. Sorors will be encouraged to call and /or send cards to our bereaved Soror.

2. The Hospitality Committee will make every effort to comfort the family. When final arrangements

have been made the general membership will be notified, approved by the President.

3. Courtesies will be extended to the bereaved Soror for loss of husband, parents, siblings, surrogate parents, significant other and children. The type and nature of courtesies is at the discretion of the bereaved Soror. (This may include but not limited to donation to a charity, floral arrangement.

4. The Chapter will make a special effort to provide support (e.g., cards, calls, visits) to the Soror and

her family after the services.

Revised 10/23/97

Internal Audit Policy and Procedures

Policy:

It will be the policy of Philadelphia Alumnae Chapter to maintain an Internal Audit Committee, as outlined by

Grand Chapter, to review the financial records of the Chapter at the end of each quarter throughout the year.

Although not required, the Chair and members of the committee should have a business, financial, and/or

accounting background.

Procedure:

6. The Chair will be elected by the general membership biannually.

7. The Chapter President will appoint members to the Audit Committee.

8. The Chair and committee, as directed by the chair, will audit the financial records of the Chapter at the end of each fiscal quarter (September, December, March, June) of each year.

9. Quarterly Audit results of the financial records will be reported to the general membership of the Chapter.

10. Additional responsibilities of the Chair

a. Files electronically to National Headquarter through the Restricted Area/Financial Transactions (The Red

Zone) section, the results of the previous financial quarterly audit on or before December 1, March 1,

June 1, and August 1 of each year.

b. The reports are electronically signed by the Audit Chair and the Chapter President.

c. Files electronically to National Headquarters through the Restricted Area/Financial Transactions (The

Red Zone) section, the Annual Internal Audit Report (IAR-1) on or before August 31 of each year.

d. The report must be electronically signed by the Audit Chair and the Chapter President.

February 2016

International Awareness and Involvement Policy and Procedures

Policy It is the policy of the Philadelphia Alumnae Chapter, as part of Delta’s Five Point Programmatic Thrust, to convene an International Awareness and Involvement Committee (IA&I) that will address international issues as recognized and advised by our National Headquarters and participate in educating our local chapter members and our community. Procedure

The Committee Chair (s) and assigned committee members will perform the following tasks

I. World AIDS Day a. Locate a venue(s) to support event b. Contact Drexel University’s College of Medicine to provide free HIV/AIDS testing c. Contact City of Philadelphia’s AIDS Activities Coordinating Office in order to secure public health

literature for dissemination d. Contact the Chapter’s Public Relations Chair and President to assist with advertisement of event through

various media avenues e. Solicit volunteers in the Chapter to man tables the day of the event f. Secure all giveaways handed out during the event g. Ask Chapter President to work with Committee Chairs to write “Thank You” cards to community partners

II. Dining Out For Life by Action AIDS

a. Contact Action AIDS to confirm participation and receive training dates for all volunteers b. Advertise event and training dates through Chapter’s Public Relations Chair c. Solicit Chapter volunteers to serve as Dining Out For Life Ambassadors d. Arrange for training of all volunteers through Delta Sigma Theta or Action AIDS prior to event date e. Ensure that trained volunteers will attend the assigned restaurants and serve as Ambassadors during

the annual event hosted on the 4th Thursday of the month in April

III. Adopt-A-School/Adopt-A-Child

a. Utilize various avenues to locate an international school that is in need of financial support for their institution or student(s)

b. Ensure the school/institution is viable c. Send allotted donation to the school/institution d. Request to receive information on the annual educational progress of the student and/or institution

IV. Water Tanks & Wells

a. Identify a charity designated as a 501(3)c, such as Wine to Water™, that supports drilling for water wells for third-world communities in need, in order to promote sanitation for these areas and for the purpose of maintaining the water tanks that may already be present

b. Host a community seminar to educate the Community and Chapter members on this important issue for sustainability of life here and abroad

05/2015 International Awareness and Involvement Policy and Procedures

Jabberwock Policy and Procedures

Policy:

It will be the policy of Philadelphia Alumnae Chapter to sponsor a Jabberwock to raise funds for scholarship and the Five

Point Program.

Procedure:

I. After a majority vote from the General Membership, the Chapter President will appoint Co-Chairs of the Jabberwock Committee between eight (8) and twenty (20) months prior to the date of the scheduled event. The 3

rd

Vice President, Treasurer, Assistant Treasurer, and Financial Secretary will be members of the Jabberwock Committee.

II. The Co-Chairs will be appointed in August of the Sorority year preceding the event.

Responsibilities of the Co-Chairs

A. The Co-Chairs will prepare and present a draft of the proposed program and an a proposed itemized budget, including an income and expense statement, to the Executive Board and to the general membership for final approval before the orientation meeting with the contestants, parents, co-sponsors.

B. Co-Chairs will solicit sorors and establish the necessary sub-committees, including but not limited to: marketing, contestants and escorts, tickets, logistics, souvenir booklet, parents, and sponsors.

C. The Co-Chairs will be responsible for:

a. Coordinating and monitoring all sub-committees; b. Reporting Jabberwock progress monthly to the Finance Committee, Executive Board, and the General

Membership, and c. Establishing a timeline of activities.

Contestant Eligibility Requirements

1. Female in grades six through twelve

2. Participant must be in good academic standing verified by a school official

(i.e. principal, counselor, teacher) on official school letter head accompanied by a

report card.

3. Resides in tri-state area

4. Completes and submits by the due date an essay of no less than 200 words and 5

paragraphs based on the Jabberwock theme

5. Must be able to attend a minimum of 75% of the activities, including rehearsals

6. Parent/Guardian signs a liability release

Sponsorship of Contestants

A. There will be 10 or more contestants B. Each contestant will have at least one sponsor who is a member of the Sorority. C. Any interested member of the Philadelphia Alumnae Chapter who is not otherwise committed to contestant may

be assigned a contestant through random selection. D. Sorors may sponsor a contestant individually or as part of a group. E. Sorors must assist in contestant activities, especially fundraising

Escort Eligibility Requirements

1. Male under age twenty-one (Miss Jabberwock) 2. Mature Male Relative, e.g. parent, guardian, brother, uncle (Little Miss Jabberwock) 3. Must be able to attend at least 75% of escort activities, including rehearsals 4. Must be able attend the Jabberwock main event in formal attire

Responsibilities of Sub-Committees

The Choreography Committee will be responsible for the creation and execution of two dance routines to be performed

at the main event (a causal routine for the initial introductions and a formal waltz for the formal presentation of each

contestant). The committee shall also be responsible for scheduling and attending rehearsals prior to the main event.

The College Tour Committee will be responsible for planning and coordinating a college tour for the contestants and

escorts including obtaining transportation, chaperones, admissions information, and arranging meals/snacks.

The Community Service Committee will be responsible for planning and coordinating a community service project for the

contestants and escorts including arranging transportation and meals/snacks, if appropriate.

The Contestants Committee will be responsible for communicating with the contestants about Jabberwock obligations

including but not limited to fundraising, attendance at events, rehearsals, main event obligations and formal portraits.

The Escort Committee will be responsible for communicating with escorts about Jabberwock obligations including but not

limited to attendance at events, rehearsals, main event obligations and formal portraits.

The Essay Committee will be responsible for obtaining contestants’ essays, using a standard rubric to score each essay

and selecting an essay for a possible award/recognition at the main event.

The Etiquette Committee will be responsible for creating and facilitating an etiquette workshop for the contestants and

escorts.

The Logistics Committee will be responsible for all activities related to the staging of the Jabberwock main event

including determining site for main event, coordinating with technical assistance and providing stage direction for each

phase of the main event. The committee will also be responsible for securing a location for the information session, the

welcome event, and rehearsals.

The Publicity Committee will be responsible for assisting with the marketing for Jabberwock. The committee will assist

with the solicitation of participants and escorts. The committee shall also serve as a liaison between the press and the

full committee and promote the Jabberwock contestants and events.

The Set Designs Committee will be responsible for the creation of a logo for the program and all set designs for the Main

Event.

The Sponsors Committee will ensure that each contestant has a minimum of one sponsor who is a member of the

Sorority. The committee will also ensure that the contestants and their families understand the goals of Jabberwock.

Each sponsor shall be a member of this committee and will work with contestants to ensure goals are

achieved. Sponsors will have direct contact with contestants and contestants’ families at all times.

The Souvenir Journal Committee will be responsible for obtaining RFPs for printers for the journal and tickets. The

committee will also be responsible for obtaining and tracking all advertisements and greetings/letters of congratulations

for the journal. The committee will also be responsible for proof reading all ads and ensuring that all ads are camera

ready when submitted to the printer. The committee shall proof a copy of the souvenir journal prior to final printing and

ensure that each contestant receives their allotted number of journals. The committee shall also be responsible for

ensuring the dissemination of the journal at the main event.

The Ticket Committee will be responsible for the distribution, collection, and sale of all tickets for the main event.

The Welcome Event Committee will be responsible for the planning and implementation of the information session and

welcome event including program planning, obtaining speakers, decorations/displays and reception.

Main Event

At the Main event, the Committee will present the contestants and escorts. Each Contestant will participate in

choreographed performances, formal introductions and a talent showcase. Tickets for admission to the Main Event will

be sold by the Contestants and the Chapter to the public. The evening will conclude with the crowning of Miss

Jabberwock and Little Miss Jabberwock and their Courts, followed by a reception.

Awards

The Jabberwock Main Event will culminate with the crowning of Miss Jabberwock and Little Miss Jabberwock and their

Courts. The following awards will be distributed at that time.

1. Miss Jabberwock - 25% of the total proceeds of her fundraising efforts. 2. First Runner-up – 20% of total proceeds of her fundraising efforts 3. Second Runner-up - 15% of the total proceeds of her fundraising efforts. 4. Contestants raising a minimum of $1000.00 – 10% of total proceeds of her fundraising efforts. 5. Additional non-monetary awards are distributed as deemed appropriate by the Committee (e.g. Miss

Congeniality, Best Essay, Best Escort).

1. Little Miss Jabberwock - 25% of the total proceeds of her fundraising efforts.

2. First Runner-up – 20% of total proceeds of her fundraising efforts

3. Second Runner-up - 15% of the total proceeds of her fundraising efforts.

4. Contestants raising a minimum of $1000.00 – 10% of total proceeds of her fundraising efforts.

5. Additional non-monetary awards are distributed as deemed appropriate by the committee (e.g. Miss

Congeniality, Best Essay, Best Escort).

May Week Policy and Procedures Policy: It is the policy of Philadelphia Alumnae Chapter (Chapter) to observe a May Week Celebration (Celebration) as a time to recognize academic achievement and highlight the importance of community service. The Celebration will be held during the month of May and can be comprised of several activities or limited to one major activity. Procedure: I. The Chapter President will appoint the Chair and/or Co-Chair(s).

II. The Chair and/or Co-Chair(s) will prepare and present a draft of the proposed program and a proposed activity

budget to the executive board in September and to the general membership for final approval no later than the November chapter meeting.

III. Scholarship recipients will be invited to attend the main Celebration event. IV. Various Chapter committees may be invited to participate in some May Week planning and activities. The May

Week program may highlight one or more of the following: Economic Development, Educational Development, International Awareness and Involvement, Physical and Mental Health, and Political Awareness and Involvement.

V. Community Service Award Selection - The Sorority’s commitment to the ideals of scholarship and service are embodied in the Sadie T. M. Alexander Award. The recipients of the Sadie T. M. Alexander Award should clearly demonstrate dedication to community service. Community service is defined as a service that extends beyond a nominee’s employment.

A. Sadie T. M. Alexander Award Selection Process

1. Nominating Forms will be distributed to all financial sorors in November. The Nominating Form must be

returned to the Committee by the February sorority meeting.

2. Chapter members and/or May Week committee members will nominate candidates. 3. Nominees may be female or male. 4. Nominee’s application must clearly detail all areas outlined on the application form. 5. In the event that there is no eligible candidate who meets the award criteria, the award will not be given

per majority vote of the May Week committee.

B. The Sadie T. M. Alexander Award nominees will be reviewed at the February committee meeting following the submission deadline. The Committee will vote and present its recommendation to the Executive Board in February prior to the Chapter meeting in March. The recommendation will include a list of all nominees, a synopsis of their public service and the rationale for the committee’s recommendation.

C. If the nomination is not accepted, the committee will review recommendations from the existing

application pool. If there is no candidate who meets the requirements, the award will not be given.

Delta Sigma Theta Sorority, Incorporated

Philadelphia Alumnae Chapter Maxine C. Harvey, President Sadie T.M. Alexander Award Candidate Nomination Form

Must be Typed Name: ___________________________________________________________ Address: ___________________________________________________________ ___________________________________________________________ Telephone: ( )____________________________________________________ E-mail address: __________________________________________________________ Educational Background High School: _________________________________________________________ College: _________________________________________________________ Post Graduate: _________________________________________________________ Community / Human Service Contributions Community service is defined as service that extends beyond a nominee's employment. Please list all public service contributions for each category described below, including dates of service (attach additional pages if necessary). Involvement: The level of involvement candidate is/was engaged in. A. _________________________________________________________________ _________________________________________________________________ B. _________________________________________________________________ _________________________________________________________________ C. _________________________________________________________________ _________________________________________________________________ Responsibilities: The specific duties or tasks the candidate has/had A. _________________________________________________________________ _________________________________________________________________ B. _________________________________________________________________ _________________________________________________________________ C. _________________________________________________________________ _________________________________________________________________ Roles/Positions: The specific titles or positions held A. _________________________________________________________________ _________________________________________________________________ B. _________________________________________________________________ _________________________________________________________________ C. _________________________________________________________________ _________________________________________________________________ Accomplishments: Programs implemented, award recognition, etc. A. _________________________________________________________________ _________________________________________________________________ B. _________________________________________________________________ _________________________________________________________________ C. _________________________________________________________________ _________________________________________________________________ Length of Involvement: _______________________________________________

Reason for Nomination Nominated By: ___________________________________________________________________________ Attach additional pages or documents if necessary. Return this Form by February 03, 2016 to: May Week c/o Delta Sigma Theta Sorority, Inc. P.O. Box 2356 Bala Cynwyd, PA 19004-6356

Membership Intake Policy and Procedures

Policy:

The Philadelphia Alumnae Chapter will conduct the Membership Intake Process (MIP) whenever the membership (two-

thirds of those present and voting) votes to conduct the Membership Intake Process.

A ten-day notification to members will be issued prior to voting to conduct the Membership Intake Process.

Procedure:

1. The Chapter must vote to proceed with MIP.

2. If the vote is to proceed, the members of the Minerva Circle must then be nominated.

3. All members of the chapter will be notified as to the date and time of the chapter election of the Minerva Circle. Members must be financial for the current sorority year to vote.

4. Members of the Minerva Circle are to be nominated from the floor.

5. All sorors, at the time of election, must be financial with the chapter for the last two (2) years and active members of a committee for at least the last two (2) years verifiable by the chapter President and committee chairpersons. The nominee’s committee involvement must be available for submission in writing at the time of the nomination.

6. The Nine Jewels of the Minerva Circle shall be elected as a group and not by position. The Convener of the Odyssey Experience and the Keeper of the Muses and Graces will be elected by position. The First Vice President will serve as the Leader of the Minerva Circle.

7. The active members of the chapter as well as the members of the Minerva Circle must attend two (2) mandatory DID workshops and a Membership Intake workshop. Only those active members of the chapter who attended ALL three (3) workshops may attend the Rush, Interviews, and Odyssey Experience. All members of Delta Sigma Theta may attend the Induction and Initiation ceremonies.

8. Upon completion of the Rush activity, only the President or Leader of the Minerva Circle may have direct contact with the candidates, unless a member is asked to give a letter of recommendation.

9. All chapter members, including members of the Minerva Circle who have a family member (including but not limited to a daughter, mother, cousin, aunt, or sister) seeking membership, can attend the interview; however, cannot participate in the interview and cannot review or score the application.

10. All active members of the chapter may vote on candidates to be considered for the membership intake process.

11. The acceptance to membership shall be by a majority vote of the chapter members present and voting.

12. Should a vacancy occur on the Minerva Circle, the President will appoint a replacement Requirements for Alumnae Membership Intake (Refer to the most recent Constitution and Bylaws, Article II, section 2.)

November 2010, 2013 Membership Intake Policy and Procedures

Nominating Committee Policy and Procedures

Policy:

A. It will be the policy of Philadelphia Alumnae Chapter to elect a Nominating Committee and Nominating Committee Chair. This Committee will consist of five financial members and will be elected by the General Membership at the May Sorority Meeting. The Chair and members of the Nominating Committee will serve only one term and will not be a candidate for any elective office while serving.

B. The chair and members of the Nominating Committee must resign prior to the call for nominations to be eligible to run for an office or position.

C. The election will be held in even years, by ballot.

D. A choice of Chair requires a majority vote to elect.

E. The members will be those nominees who receive the highest number of votes.

Procedures:

I Eligibility Requirements

A. A member may be nominated for the Nominating Committee who has been a financial member of the Philadelphia Alumnae Chapter for the fiscal year in which the election takes place. She must prepare and submit a completed Recommendation Form and Candidate Profile Sheet to the current Nominating Committee Chair no later than February 1

st.

B. A member slated by the Nominating Committee must be present at the meeting when the slate of nominees is presented to the membership.

C. A member nominated from the floor must be present at the meeting and have a prepared Recommendation Form and Candidate Profile Sheet for submission to the current Nominating Committee Chair.


A. The Nominating Committee will review the Recommendation Form and Candidate Profile Sheet for completeness and eligibility.

B. A soror’s name will be placed on the ballot when her eligibility has been verified.

C. A slate of nominees will be prepared for the March Executive Board meeting.

D. The slate of nominees will be presented to the general membership at the April meeting and nominations will be accepted from the floor.

E. The financial membership will be notified of the slate of nominees through the chapter mailing for April.

At the May general membership meeting, elections will be supervised by an Election Committee appointed by the President.

Revised 9/03, 2/13/10, 09/13

Reformatted 2/13/10

Nominating Committee Policy and Procedure

Delta Sigma Theta Sorority, Inc. Philadelphia Alumnae Chapter

January 2, 2010

Dear Soror,

February 2010 is an important month for our Chapter. It is a time when we want you to make a commitment to serve our

Sorority by becoming an alternate delegate, elected officer or member of the Nominating Committee.

During February’s Chapter meeting, the Nominating Committee will accept nominations from the floor for National

Convention alternate delegate. The Convention will be held from July 29 through August 04, 2010 in New Orleans, LA.

In order to be nominated for alternate delegate, you must be present at the February meeting and be financial during the

current fiscal year (2009–2010).

Elections will be held during the March meeting and the alternate delegate will be determined by the highest number of

votes cast. The alternate delegate is expected to attend all plenary sessions and will be reimbursed for her expenses for

travel, housing, food and registration to the Convention.

The following Sorors would be excellent resources for you to learn more about the alternate delegate responsibilities –

Vicki Rivers (2004 National – Las Vegas, NV), Robin Hightower (2005 Regional – Pittsburgh, PA), Tiffany Wilson

(2007 Regional– Hartford, CT), Evelyn Johns (2008 National – Orlando, FL) and Maxine Harvey (2009 Regional –

Baltimore, MD). This is an excellent opportunity for you to learn more about our Sorority from a National level.

In addition to alternate delegate nominations, any Soror interested in running for an elected office, should submit a

Recommendation Form and Candidate Profile Sheet which must be postmarked or delivered to me no later than

February 1, 2010.

We are seeking candidates for President, First Vice-President, Second Vice-President, Third Vice-President, Recording

Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Assistant Financial Secretary(2), Assistant

Treasurer, Nominating Committee Chair, Nominating Committee members(4). In order to run for these offices, you must

be financial for the fiscal year in which the election takes place and meet the additional eligibility requirements listed on

the Candidate Profile Sheet. Any Soror interested in running for a position on the Nominating Committee should be

aware that she is not eligible to seek an elected office during her term.

Enclosed you will find the election time table, Recommendation Form and Candidate Profile Sheet. Please make sure

that the Recommendation Form and Candidate Profile Sheet are complete and that you meet all requirements before

submitting them.

Sorors, we need you to share your skills and talents with our Chapter. Don’t consider running for an elected office, the

Nominating Committee or alternate delegate - JUST DO IT! Our Chapter needs you and our Sorority needs you!

Please contact me or any other member of the Nominating Committee if you have questions or need additional

information.

Sincerely,

Kelli D. Lofton-Olgesby

Chairperson, Nominating Committee


January 17, 20xx

Dear Soror,

February 2011 is an important month for our Chapter. It is a time when we want you to make a commitment to serve our

Sorority by becoming an alternate delegate for the Regional Conference to be held in Atlantic City, New Jersey, from

June 17 through June 20, 2011. During February’s Chapter meeting, the Nominating Committee will accept nominations

from the floor for Regional Conference alternate delegate.

The following sorors would be excellent resources for you to learn more about the alternate delegate responsibilities –

Vicki Rivers (2009 Delegate – Baltimore, MD), Tiffany Wilson (2007 Regional– Hartford, CT), and Maxine Harvey

(2009 Regional – Baltimore, MD). This is an excellent opportunity for you to learn more about our Sorority from a

Regional level.

In order to be nominated for alternate delegate, you must be present at the February meeting and be financial during the

current fiscal year (2010–2011). Any soror interested in running for alternate delegate should submit a statement of

interest listing her Delta activities to the Nominating Committee Chair no later than February 1, 2011. Those sorors

nominated from the floor should be prepared to submit their statements to the Nominating Committee Chair at the

February Chapter meeting.

Elections will be held during the March meeting and the alternate delegate will be determined by the highest number of

votes cast. The alternate delegate is expected to attend all plenary sessions and will be reimbursed for her expenses for

travel, housing, food and registration to the Conference.

Sorors, we need you to share your skills and talents with our Chapter. Don’t consider running for alternate delegate -

JUST DO IT! Our Chapter needs you and our Sorority needs you!

Please contact me or any other member of the Nominating Committee (Judy Gaskins, Janet Gilmore, Tishina Okegbe) if

you have questions or need additional information.

Sincerely,

Soror ___________________________,

Nominating Committee, Chair

(ADDRESS)

Past Presidents Council

Policy and Procedure

Policy

It will be the policy of the Philadelphia Alumnae Chapter to convene a Council of Presidents and a Chair. The Council

will consist of the Past Presidents who are current members of the Philadelphia Alumnae Chapter.

Procedure

9. The Chapter President will appoint the Immediate Past President as Chair of the Council.

10. In the event that the Immediate Past President declines the position, the President will appoint a chair from the remaining Past Presidents.

11. The Council will stimulate interest and educate members of the Chapter on the various programs related to the Five Point Programmatic Thrust and Chapter development activities.

12. The Council will assist in mentoring the Officers of the Chapter at the request of the Chapter President.

13. The members of the Council will act as Honorary Chairs of Chapter Programs and activities at the discretion of the Chapter President.

14. Council meetings and activities will be reported by the Chair to the Executive Committee and the General Body on a monthly basis.

February 2013

Past Presidents Council Policy and Procedure

Physical and Mental Health Policy and Procedures

Policy

It is the policy of the Philadelphia Alumnae Chapter, as part of Delta’s Five Point Programmatic Thrust, to convene a Physical and Mental Health Committee committed to developing and executing programs that will benefit and educate the Chapter and the community in the area of physical and mental health in order to improve their safety and well being.

The Committee will develop short and long term goals, develop partnerships within the community to further extend services, and leverage committee member personal and professional contacts in order to attain the goals.

Procedure

Responsibilities of Co-Chair (s)

1. Direct committee activities and report committee activities, as needed, to the Chapter President, Executive Board and Membership

2. Appoint committee members to the Emergency Response Team and Public Relations Committee on behalf of Physical and Mental Health Committee

3. Complete an activity report after each activity and report to the Executive Board and PAC general body 4. Include committee members in creating the annual report at the end of the sorority year, detailing the activities of

the approved annual program plan, the results and final evaluation 5. Ensure that the Recording Secretary receives a report on all committee actions and committee meetings

Responsibilities of Committee Members

1. Attend meetings as scheduled 2. Discuss, develop and execute the approved annual program 3. Encourage all members to participate in program and improve overall health and wellness 4. Lead activities as approved in the annual program 5. Leverage professional contacts to create partnerships in the community to achieve the goals of the annual

program plan 6. Create and review evaluation forms for each activity completed in the annual program plan 7. Participate in creating the annual report at the end of the sorority year

05/2015

Protocol and Traditions Committee Policy

Policy:

The Protocol and Traditions Committee shall consist of members and a chair appointed by the Chapter President.

It shall be the duty of the Protocol and Traditions Committee to:

A. Provide clear and authentic descriptions of the traditions and protocol of the Chapter.

B. Implement the established code of protocol and behavior within the Chapter.

C. Preserve the forms of ceremony and etiquette observed by the Sorority.

D. Provide a support system for the Chapter President, visiting National and/or Regional Officers, Honorary Members, and other guests.

September 2013

Protocol and Traditions Committee Policy

ATTIRE

FORMAL OPENING

Attire for the Formal Opening is all white suits, dresses, and skirts and blouses. Pants and hats of any kind are inappropriate and will not be allowed. Avoid wearing colorful accessories, kente cloth, or excessively large jewelry. The Sorority Pin and the Sorority Flower (violets) are part of the traditional attire. Your wrap or shawl must also be all white.

All white does not refer to shoes and buttons on dresses and jackets. Buttons and narrow, limited trim may be a solid color (silver, or gold), but NO prints, stripes, polka dots or other multi-color designs.

PLENARY SESSIONS AND REGIONAL LUNCHEONS

Business attire includes suits, dresses, skirts and blouses, and pantsuits. Denim and khaki clothing, shorts, skorts, capris, halters, and strapless tops are not considered business attire and will not be allowed. Bring a wrap or shawl to sessions as the air-conditioning levels vary in the halls and meeting rooms. Paraphernalia jackets (line jackets) and sweaters are not considered business attire and should not be worn.

MEMORIAL OBSERVANCE

Attire is red, black, or white suits, dresses, and skirts and blouses. No combination of these colors, multi-color prints, or designs will be allowed. Pants and hats are inappropriate and will not be allowed.

CLOSING REGIONAL BANQUETS

Long evening gowns are recommended, but after-five dresses or evening pants are acceptable. Extremely short or excessively revealing outfits should not be worn. Paraphernalia jackets and sweaters should not be worn with evening outfits.

OMEGA OMEGA SERVICE

"Sorors must be dressed in black attire (black dress or suit with black blouse) or ceremonial robes; and should wear the official sorority pin and violets (optional). Pants are never worn by members to the Omega Omega Service."

ECUMENICAL SERVICE

Red, white, black or business attire is requested -- suits, dresses, pantsuits, and skirts and blouses. Other business attire is accepted and hats may be worn.

Shoes

Comfortable walking shoes, sandals, open-toe, and sling-back shoes are appropriate and may be worn to all sessions.

However, rubber-soled shoes, commonly referred to as flip flops (foam bottom shoes), shower shoes, and

beach shoes are inappropriate and will not be allowed in any Ceremonies, Plenary Sessions, Luncheons, or

Banquets.

Public Relations Policy and Procedures Policy: It is the policy of the Philadelphia Alumnae Chapter to present to the public, Delta Sigma Theta Sorority’s philosophy, programs and projects through a program of action intended to gain public understanding and respect and to enhance awareness of the chapter’s programs and events. These policy and procedures are designed to provide guidance and assistance to committee chairs in getting visibility for the programs and events of the chapter and to generate attendance and support. The policy and procedures will also provide instructions on how to promote the chapter’s implementation and execution of the Five Point Programmatic Thrusts projects. Through public relations, the chapter will strengthen relationships between the chapter and the communities it serves and strategically position itself as a community leader committed to public service. Procedures:

1. The President or her designee speaks for the chapter. 2. Each committee shall designate a committee member to serve as the committee’s public relations liaison on the

Public Relations Committee.

I. Advanced Publicity – may be sought in order to gain support for chapter activities and events open to the public. a. Committee chairs should notify the Public Relations Chair at least 8 weeks in advance of a scheduled

public activity or event. b. All information should be submitted by the committee chair or PR liaison to the PR chair using the

“Public Relations Support Request” (PR attachment #1). c. The PR chair, in consultation with her committee, will determine how the event or activity is to be

publicized and will submit the plan to the President for approval. d. Upon approval, information may be released for printing and to the broadcast media by the PR chair in

various forms including press releases, calendar listings, and social media postings. e. All flyers, posters, letters, invitations and other written communications produced by the committees in

planning activities or events, must be submitted, approved and signed by the President before final printing and distribution.

f. The PR chair, at the direction of the President, provides assistance to committee chairs that need support in creating materials to be shared with the public.

g. In the event a committee is partnering with a non chapter entity to produce an event or program, all promotional materials bearing the name “Philadelphia Alumnae Chapter” must be reviewed and approved by the President prior to public distribution.

II. Media Requests – may be received from time-to-time to communicate in depth information about the

chapter’s activities or events to the public. a. The PR chair will serve as the liaison to media outlets to arrange media interviews or request coverage

of a chapter event. b. If a committee chair or chapter member has a relationship with a media figure, she is to place the figure

in communication with the PR chair, who will facilitate any media opportunities to promote the chapter’s events or programs.

c. Live or taped broadcast interview requests must be immediately brought to the attention of the PR chair, who will contact the President to determine who will be interviewed.

III. News Releases and Public Service Announcements a. Information will be release to the media by the Public Relations Committee using standard journalistic

format. (See Grand Chapter’s Public Relations and Telecommunications Handbook.) b. The PR chair will prepare news releases, calendar listings, fact sheets, etc. that are to be shared with

the media. Content for such documents will be generated from information provided by committee chairs and/or the public relations liaisons.

c. Requests for news releases and public service announcements must be included in the “Public Relations Support Request” submitted at least 12 weeks in advance of an event or program.

d. News releases and public service announcements will be issued on the chapter’s standard news release letterhead which should include the chapter logo, website and social media handles (PR attachments #2).

IV. Post Event Overview

a. Public Relations liaisons and/or committee chairs must submit a Post Event Review form (PR attachment #3), an overview of their activity to the PR chair within 72 hours of the activity.

b. This information will be used to help the PR chair determine post event publicity for events, i.e. submissions to the Grand Chapter and the Eastern Region, as well as some media that provides opportunities for the submission of post event write-ups.

V. Photographs

a. Public Relations liaisons and/or committee chairs are responsible for taking pictures at committee events (when the PR chair is not in attendance) and submitting them to the PR Chair within 72 hours of the event or program along with the Post Event Overview.

b. In the event a committee would want photographs to be shared via social media, photographs should be sent to the PR chair within 24 hours of an event.

c. Individuals in the photographs will be identified by the sponsoring committee. d. Committees producing events should assign responsibility among its members for taking photographs

for the purpose of preserving committee and chapter history. e. The PR chair and/or committee chair(s) may engage the services of professional photographer(s) with

the approval of the President. f. The Public Relations Committee should provide photograph release forms to all chapter members and

committee chairs to seek authorization for publicly sharing photographs.

VI. Chapter Website a. The chapter will maintain a presence on the internet through the maintenance of a website. b. The maintenance of the website will be the responsibility of the Technology Committee. c. Content for the website must be in accordance with Delta Internet Guidelines established by Grand

Chapter’s National Technology Task Force. d. The creation of content for the website will be the responsibility of the PR chair and Technology chair

and approved by the President. 08/99 Revised 02/2015 Public Relations Policy and Procedures

Public Relations Support Request

Name of event/activity/program: ________________________ Proposed date(s):

_______________________

Managing Committee(s): ______________________________________________________________________

Managing Soror(s): __________________________________________________________________________ (If this is event/activity/program is being led by someone other than the committee chair(s).) Contact Email Address: _______________________@________ Contact Telephone: ___________________

Please describe the purpose of this event/activity/program: ________________________________________

___________________________________________________________________________________________

________________________________________________________________________________________________

______________________________________________________________________________________

Is there a need for supporting collateral materials?:____ Yes ___ No (This includes flyers, brochures, registration forms, etc.)

Please list the venue in which this event/activity/program is taking place: _____________________________

Address: _________________________________ City: ____________________ State: _____ Zip: _______

Is this event/activity/program open only to members of Delta Sigma Theta Sorority, Inc.? ____ Yes ____ No (I yes, please sip the next question.) Please identify the targeted audience(s) for this event/activity/program: ______________________________

___________________________________________________________________________________________

What is the intended outcome of the event?: _____________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

Additional information: _______________________________________________________________________ (Please include information you believe will be helpful in promoting this event, i.e. contact information to be shared with public, registration deadline, etc.) ________________________________________________________________________________________________

________________________________________________________________________________________________

_________________________________________________________________________________

For Public Relations Committee only

Date received: ______________________________

Action Taken:

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

Facebook: PhilaAlumnaeDST Twitter: PhilaAlumnaeDST Instagram: phillyalumnaedeltas

Philadelphia Alumnae Chapter

Delta Sigma Theta Sorority, Inc.

P.O. Box 7496

Philadelphia, PA 19101 Maxine C. Harvey, President


Public Relations Post-Event Summary

Name of event/activity/program: ________________________ Date(s): _______________________

Managing Committee(s): ______________________________________________________________________

Managing Soror(s): __________________________________________________________________________ (If this is event/activity/program is being led by someone other than the committee chair(s).)

Contact Email Address: _______________________@________ Contact Telephone: ___________________

How many people attended the event/participated in the program: __________________________________

What were the highlights of the event/program/activity?: __________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

________________________________________________________________________________________________

________________________________________________________________________________________________

_________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

Are photographs available for this event/program/activity?: ____ Yes ____ No

If yes, please label each photo and include identification of individual(s) in each photo:

Photo 1: ___________________________________________________________________________________ Photo 2: ___________________________________________________________________________________ Photo 3: ___________________________________________________________________________________ Photo 4: ___________________________________________________________________________________ Photo 5: ___________________________________________________________________________________ (Please list additional photo information if necessary)

For Public Relations Committee only

Date received: ______________________________

Action Taken:

______________________________________________________________________________________________________________________

______________________________________________________________________________________________________________________

______________________________________________________________________________________________________________________

______________________________________________________________________________________________________________________

Scholarship Committee Policy and Procedures

Policy:

It is the policy of the Philadelphia Alumnae Chapter to annually award scholarship assistance to students pursuing higher

education.

Procedure:

I. Application Process

A. Applications will be sent to Philadelphia Public, Charter and Parochial High School principals and counselors by the first week of December and to individual students from other school systems upon request. Applications will be given to individual chapter members as requested.

B. Each applicant must show evidence of outstanding scholastic achievement, community involvement, economic need (i.e., transcript, letters of recommendation, and proof of income), and submit a personal goal statement.

C. Completed applications must be submitted to the Scholarship Committee and postmarked no later than February 15

th. (See Attachment A)

II. Selection Process

A. Committee members will review application packets in February. Incomplete or late applications will be eliminated. A letter will be sent to the applicant explaining why the application was eliminated.

B. Committee members will evaluate each of the remaining applicants and vote on those to be interviewed. This vote will occur in March (see attachment B)

C. Letters will be sent to final candidates for an interview. Letters of rejection will be sent to all other applicants.

D. After all semi-final candidates are interviewed, the committee will vote to determine who will receive scholarships. Those receiving the highest number of votes will receive scholarships.

E. The recipients and amount of scholarships to be awarded will be based on available funds and announced during May Week.

F. Proof of matriculation from an institution of higher learning, the Scholarship Registration Form and Legacy of Love Form must be received by the committee prior to a check being sent to the student at the institution in the Fall semester of the Freshman year.

III. Renewal of Scholarships Process

A. Renewal applications will be sent to each scholarship recipient in June. Students interested in renewing their scholarship must submit this application, the most recent transcript and a Verification of Enrollment statement from their school. (See attachment C)

B. Renewals will be considered for students who have the following:

1. Required documents as stated in III. A.;

2. A minimum of a 2.75 Grade Point Average (C+ average), (extenuating circumstances may be considered);

3. Official Proof of full-time status for the upcoming year.

C. The committee will review renewal applications and transcripts received.

D. Renewals to individual students will be limited to three years. Consideration will be given to students pursuing a 5-year degree program.

E. The amount of renewals to be awarded will be based on available funds. Renewal checks will be disbursed in the fall.

IV. Other Scholarships

A. Scholarships sponsored by individual Sorors

The Scholarship Committee will be responsible for selecting recipients based on the criteria set by the

sponsoring soror.

B. Addition Annual Campaigns

The Scholarship Committee will be responsible for coordinating the Chapter’s participation in any external

scholarship campaigns, which includes soliciting donations from sorors during October, November and

December Chapter meetings.

Scholarship Committee Policies and Procedures

Attachment A

The Application Packet (Cover letter, Instructions, and Application)


Attachment B

The Selection Process

Selection will be conducted in two phases: Phase One ACT or SAT scores

Grade Point Average Curriculum Financial Need Extra-Curricular Activities Personal Goal Statement inclusive Three (3) Letters of Recommendations

Phase One consists of selecting the top applicants based on the Criteria Evaluation. When the committee has completed Phase One, the final candidates are contacted with a date and time schedule for the interviews. Those not selected will be notified by mail.

Phase Two Personal Interview

Each candidate will be interviewed individually by appointment. Phase Two will determine who, of the top applicants, will receive the scholarship. This will be done through an interview evaluation and subsequent vote conducted by the committee.

Scholarship Payment A check will be disbursed for the fall term, after proof of matriculation is confirmed by the recipient’s institution of higher learning.


Attachment C

The Scholarship Renewal Process

After freshman year, recipients will be eligible for renewal stipends. The recipient must submit an Application for

Renewal, a current transcript verifying a minimum 2.75 GPA (C+ Average) and a Verification of Enrollment statement from the college/university.

If a student fails to submit an Application for Renewal for a given academic year, if it is late or incomplete, or if the student has not maintained the minimum 2.75 (C+) GPA, a renewal will not be granted and the student forfeits all future eligibility. (Extenuating circumstances may be considered.)

Scholarship and Renewal Stipend Payments

A Renewal Stipend check will be disbursed for the Fall term through the Philadelphia Alumnae Chapter

after all eligibility requirements have been met. Initial Scholarship checks will be disbursed through the Legacy of Love Foundation for the Fall term, upon receipt of

proper documentation.

Technology Team Policy and Procedures

Policy:

It will be the policy of Philadelphia Alumnae Chapter to have a technology team whose purpose is to advise the President

and Executive Board on matters pertaining to internal communications, technology and related concerns.

The Chairperson will be appointed by the President.

The Corresponding Secretary, due to the nature of her position, serves as a member of the team.

Procedure:

I. Provide guidance regarding the Chapter’s technological operations a. Train committee chairs and members as required b. Keep abreast of Delta’s technology guidelines and requirements at the national and regional levels

II. Develop, administer, and maintain the website a. Host account b. Design web pages – includes committee pages, events, and members only c. Content Management

1. Work with Public Relations Committee to assist committee chairs in the development of their page descriptions

2. “Members Only” section d. Calendar of Events

1. Maintain a calendar of events (public and “members only”)

III. Develop and distribute committee reporting template to be used at chapter meetings

a. Manage meeting day presentation operations Please note: Limited to report presentations and not the management of site audio/visual operations

IV. Develop and distribute event/activity template to be used for public events and/or activities

V. Chapter member profile management

VI. Administer and maintain chapter communication to member a. Using internet outlets such as Survey Monkey, email marketing, etc. and other outlets as they become

available.

10/2014

Technology Team Policy & Procedure

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