Dear new adviser, Welcome Aboard! - Amazon S3 · Dear new adviser, Welcome Aboard! ... A DG adviser...
Transcript of Dear new adviser, Welcome Aboard! - Amazon S3 · Dear new adviser, Welcome Aboard! ... A DG adviser...
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Dear new adviser, Welcome Aboard! Thank you for giving back to Delta Gamma. Many Delta Gammas say that being a chapter adviser is one their most rewarding DG experience. As you come across questions or have ideas, please let your regional team or me (Director: Advisers at [email protected]) know if we can be of any help.
Whether you are just getting started this month, been in the role for a few months, or even
years, a guide to the DG Adviser world is helpful to us all. A DG adviser road map includes 5
main areas
1. Getting Started DG 101 2. Getting to know the chapter you advise 3. Getting to know the office you advise 4. Adviser soft skills 5. Advisory Teams
In the first of several helpful welcome aboard messages, we will cover Getting Started DG 101.
It covers
Whom do I go to for help
What tools do I need access to
What references are there
What training is available
Making the most out of your CDC Visit
Other
DG Terms Do you have an idea for something else that would be helpful? Send an email to Director:
Advisers, [email protected].
Your dedication is wonderful! Thank you for volunteering.
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1. Who do I contact for help?
Advisers interact with numerous resources. This section covers who’s who and provides you with a contact sheet that you can print out for your files.
As an Adviser you are supported by
1. Regional Team - The Fraternity is organized into 8 different geographic regions that are led by a regional director and her
team of specialists. The map below identifies which region you fall under. Regional directors and regional specialist
A list of your regional team resources can be found in eopsPlus at the top of the chapter officers page.
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2. Fraternity directors Council appoints directors who report to each of the Council
members. These directors are subject matter experts in their areas, such as finance,
housing, recruitment, alumnae, programming and other collegiate areas, and even one
dedicated to you, our advisers. Below is a listing of various collegiate directors and their
area of expertise. The Delta Gamma website, www.deltagamma.org, lists the email
contact information Council, Cabinet, and Staff.
Who Contact me for
Ginny Gilbert, Beta Kappa-Kansas Director: Scholarship & Rituals [email protected]
scholarship issues (grades, programs, etc), Initiation, Rituals (formal & informal), where do we order ritual equipment?
Krysia Brzoska Novotny, Beta Sigma-Maryland Director: Chapter Development [email protected]
Bylaws and Standing rules, Slating, Elections and Transitions, Collegiate Chapter Evaluations, Chapter Status and Monthly Officer Reports, and Action Plan Updates, Temporary Chapter Restrictions
Brittney Kerr-Smith, Alpha Phi-British Columbia Director: Standards [email protected]
Honor Board, Compliance Packets, Expulsions, Early Alumnae Status Requests, anything Standards related
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Who Contact me for
Laura O’Brien, Epsilon Mu-William and Mary Director: Advisers [email protected]
Adviser recruiting, Adviser orientation, training and resources, Adviser support and mentoring, and anything adviser related. If I can’t answer your adviser questions, I’ll know who to bring in to help us.
Jennifer Kane Schwartz, Beta Nu-Carnegie Mellon Director: Risk Management [email protected]
Crises that arise, chapter incidents, random incidents, questions like "How many Delta Gammas does it take to make a Delta Gamma Party?", and other related questions. If I'm not your girl I'll let you know who is!
Kate Stanton, Alpha Iota-Oklahoma Director: Collegiate Programming [email protected]
Calendar planning, new member pursuit, member class pursuits, programming solutions, activity chapters, and goal setting
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3. Executive Offices Staff
Various Executive Offices staff are resources for you. The Executive Offices Staff directory provides the names and contact information for staff members who work with each region. The staff directory can be found in the Barbara Nussa Boersma online library on the Web site. https://www.deltagamma.org/library/ttdtdm/executive-offices-staff-directory
a. Collegiate Development Specialists: If there’s a campus issue or
concern, contact your RCS and CDS.
b. Collegiate Finance Consultant: This team is responsible for providing
accurate and timely information regarding financial affairs, including
revenue collection and distribution of funds, budgeting and financial
reporting. This team provides financial services to collegiate chapters, the
Foundation and the Housing Office.
c. Office of Housing: The office of housing processes payroll, accounts
payable and receivable, state and federal taxes and most things finance
related for all Delta Gamma house corporations. This group supports our
alumnae housing volunteers and helps our collegiate chapters maintain a
safe living environment and a house that is competitive during
recruitment. This office also provides loans, budget expertise, human
resource guidance, project management, financial analysis and set aside
advice for our house corporations.
4. Local Alumnae
d. Alumnae Chapter: Your local alumnae chapter can assist you in
reaching out to local alumnae when recruiting advisers for your team,
finding support for collegiate events like recruitment, and co-planning
collumnae events with the collegiate director: alumnae relations. Not sure
who the contact person is for your local alumnae chapter, check out the
chapter location on the www.deltagamma.org web site.
e. House Corporation: The chapter officer roster in e-Ops+ includes the
contact information for the chapter’s House Corporation board.
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5. Fraternity/Sorority Advisor on your campus
The fraternity/sorority advisor (FSA) is an excellent resource and partner for all chapter advisors.
The fraternity/sorority advisor (FSA) is an excellent resource and partner for all chapter
advisors. At the end of the day, you are working for the same goal, to support and nurture
successful chapters. An FSA who can rely upon and work well with their chapter advisers will
be so appreciative of the time you've saved them. Your active participation guiding and
coaching the chapter typically means the FSA doesn't need to do the same. There are a few
things you can do to build and grow this relationship.
1. Meet with the FSA regularly. Once a semester if the chapter is functioning well, more
frequently if they are working through risk management, recruitment, or other
issues. Find out what expectations the FSA has for the chapter and the
fraternity/sorority community. Are there regular reports the chapter needs to
complete? Is there an awards or accreditation program? Become familiar with the
process, deadlines, and inquire as to what role the FSA hopes you will play in these.
2. Share your goals and priority topics with the FSA. Find out what resources are
available on campus to support those goals. The FSA can often connect you with
departments or other campus professionals who can facilitate training or educational
programs on topics the chapter wants to learn about. Also, they often know what other
chapters are working on similar issues and can connect you with them so you can work
together.
3. Foster an open dialogue. You won't always agree with the FSA, and that's okay. Your
priority is Delta Gamma. Their priority is the overall fraternity/sorority community. These
two things may not always align. However, an open dialogue and regular
communication will serve you well in the long run.
If you have any questions or concerns about working with your campus FSA, reach out to
Director of Panhellenic Resources, [email protected]. She is a DG
volunteer focused on supporting our Delta Gamma chapters and their place in the Panhellenic
community.
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2. What tools do I need access to? As you start in your new advisory role, there are a variety of software tools that you may use.
Tool URL
e-Ops+is Delta Gamma’s electronic operations
web tool. This is a platform to gather and distribute information about our collegiate and alumnae groups in order to maintain a historical record of operations, communicate business within the group, share ideas across groups, and allow regional/Fraternity officers to stay current on all aspects of local personnel and activities.
The collegiate user guide can be found in the online digital library, www.deltagamma.org/library.
Your username/password is the same for Delta Gamma web site and e-Ops+.
Once your RD or ATC adds you to the advisory team roster, you will have access to the tool.
If you have questions, mail [email protected].
http://eopsplus.deltagamma.org
The GIN System is a secure, web-based system used by thousands of fraternity and sorority chapters, alumni groups and student organizations across the country. Many fraternities and sororities use the system to simplify internal chapter communication and organization and they pay monthly for the service. However, Delta Gamma has negotiated a fee for all of our chapters, so your chapter gets this great tool at no cost. To login into your chapter’s GIN System you will use the same username and password that you use for the DG website. DG has also integrated all of our chapters' GIN Systems - with the Calendar & Membership databases in e-Ops+ (Patriot). Visit http://ginsystem.com/deltagamma/ Once on that page, there are options to sign up for a training call or to start training modules.
www.ginsystem.com
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Tool URL
There are several Facebook pages available to you for Fraternity, Foundation, regional and adviser topics. As an adviser, you have access to the optional adviser private Facebook group. Group admins will confirm you are listed in e-Ops+ as an adviser before adding you to group. Once you join, you can brainstorm with other advisers on topics of your choice.
Fraternity Facebook page https://www.facebook.com/deltagamma Foundation Facebook page https://www.facebook.com/DeltaGammaFoundation Advisers Facebook page http://tinyurl.com/DGadvisersFacebook
Regional Facebook pages Contact your regional team for these.
GreekBill
GreekBill is our Fraternity-approved accounting system. It is an online system, which bills members, allows online payment by credit card, debit card or e-check, and generates all finance reports and contracts.
Access needed for Chapter Operations Advisers only
Contact your Regional Finance Specialist for username/password
You can request a training session online from Greekbill
www.greekbill.com
Other DG Social Media Delta Gamma is present on a variety of social media options. From YouTube to Pinterest, you can find ideas for recruitment parties, anchor crafts, and more.
Check out the social media options listed at the bottom of www.deltagamma.org
3. What references I should know? There’s a lot to know. Where should you start? We recommend starting with
1. Collegiate resources for the area you will be advising, see https://www.deltagamma.org/library
2. Adviser resources in the online library, https://www.deltagamma.org/library 3. Policy database
Below is a checklist of various references for advisers.
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DG Policy
Policy statements https://www.deltagamma.org/library/policy/policy-statements As new policies are introduced, they will be provided as policy documents instead of the shorter policy statements. These longer policy documents are available in the online library.
Fraternity Constitution
https://www.deltagamma.org/library/constitution/fraternity-constitution
Crisis Management Procedure
Collegiate Corner Monthly newsletter sent by the Director: Collegiate Programming to collegians. ATCs are cc’d.
Emailed
Delinquent Report Spreadsheet (DRS) Each Friday, EO will send the presidents a copy of the delinquent report spreadsheet (DRS).
Emailed weekly on Friday. Also available on https://www.deltagamma.org/library/ttdtdm/delinquent-report-spreadsheet (Note you must sign on through deltagamma.org to access this).
Webinars The News/Resources has links to e-Ops+, GIN, MemberPlanet and various Delta Gamma Training Webinars.
Idea bank Curious about what other chapters do for ideas like fundraisers, big/little reveal, senior programing, and many more, you can search the idea bank in e-Ops+
http://eopsplus.deltagamma.org
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Convention Credentials
In June of even years, the Fraternity delegates meet at Convention to conduct business such as voting on Constitutional changes and electing its Council. Each collegiate president is required to attend. The collegiate chapters also pay for the ATC to attend. .
Just as members in the chapter must be in good standing to vote at chapter meetings, each chapter must be good standing to vote on business at Convention. The Convention Credential spreadsheet keeps track of the requirements each chapter must meet.
RCSs will work with their chapters to ensure that each is seated in good standing.
Credentials Policy:
Library - Adviser resources https://www.deltagamma.org/library
Library – Collegiate Resources https://www.deltagamma.org/library
MJ Insurance E-learning modules MJ Insurance provides the insurance for the Fraternity. They have a series of risk management modules.
http://www.mjsorority.com/MJ/Sorority.nsf/vwContent/ELearning_Modules
Finance for everyone
No matter which office you are advising, each vice-president has a budget she must manage. Thus, it’s good to know a bit about the budget for all of the team.
Also, make sure you know where to find a disbursement form in case you need to be reimbursed for an expense.
Disbursement forms are available in the library: https://www.deltagamma.org/library
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Honor Board for everyone
Honor Board recognizes members who strive to live by the values of Fraternity, holds members accountable to the Statement of Obligation, acts a liaison between the chapter and Chapter Management Team (CMT), assesses chapter morale, and provides positive honor board programming.
Since vp:finance, vp:Foundation, and vp:communications may need to write Automatic Probation Notices, it is helpful for their advisers to know about the HB process as well.
See webinar or your RCS for Honor Board for everyone training
DG Style Guide Did you know that Anchor Splash ® is a registered trademark or that local officers such as vp:programming are always in lowercase? There’s a DG style guide for that. Use the style guide to help the chapter you advise edit their newsletters, web sites, and communications with DG style.
https://www.deltagamma.org/library
Foundation Video Learn more about all the good the Foundation has done this past year by watching this video.
Foundation video
(http://vimeo.com/69212463)
Right to exist Curious about how we are able to maintain our single sex status and other background information on our right to exist?
https://www.deltagamma.org/library
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DG PROs PROs are a special group of Delta Gamma alumnae who volunteer their time for the Fraternity and the Foundation. They are accomplished women who share their professional areas of expertise with Delta Gamma members. When a woman is selected to be a Delta Gamma PRO, she agrees to be available as a resource; an advocate for the Fraternity-to Fraternity members. Her commitment to the PRO program involves volunteering time in preparation and travel for the opportunity to teach, advise and coach others. The PROs comprise Delta Gamma's speakers' bureau and are available to give presentations and facilitate workshops. A PRO can also serve as a guest speaker for Panhellenic or a Delta Gamma sponsored community event. PRO visits are fully funded by the Foundation.
PRO requests should be directed through the Director of Resource Development at Delta Gamma Executive Offices
Patricia Patterson Danielson (PPD) award
Each November, chapters apply for the PPD
annual PPD. To learn more about the history
of this award, Patricia Patterson Danielson,
and the chapter excellence the award
recognizes, check out the youtube video.
http://www.youtube.com/watch?v=Is2QG93y5TI
Something of Value
SOV is a values-based approach to risk-
management education for collegians. The
day-long program is led by a traveling team of
NPC representatives and an attorney with
NPC affiliation. Program format includes group
discussions of values, a mock trial and
teaching confrontation skills. Participants
identify risky behaviors such as abusive
relationships, substance abuse, academic
dishonesty, eating disorders, financial
mismanagement, hazing, harassment,
personal safety concerns and other issues
specific to their campus environment. Action
plans are developed and collegians are
empowered to follow-through.
Contact your RCS for additional information on this program.
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Campus Speak Is the chapter looking to bring in engaging speaker to campus? Or curious to read some interesting articles? Check out the resources on Campus Speak. I’ve seen two of their speakers. You won’t be disappointed.
www.campusspeak.com
4. Seminars/Training/Convention
Convention Convention is held in even years in June. Convention 2016 will be in Orlando, Florida. In the
months leading up to Convention, your regional team and the Director: Advisers will
communicate more details about what to expect.
Convention 2014 included an optional day of training for advisers. Portions of those materials
will be available on the Delta Gamma library, https://www.deltagamma.org/library.
February Seminar
February Seminars are usually held Presidents Day weekend in February in Ohio in odd
numbered years. This includes focused training for specific office. If chapter can afford it,
chapter will send the associated adviser as well. For example the membership adviser would
go when the vp: membership goes.
5. Other
Dues Delta Gamma policy states “Each Delta Gamma alumna elected or appointed as an officer of Delta Gamma Fraternity shall be in good standing and meet her annual financial obligation to the Fraternity until her 50th year of membership. (11-14).”
https://www.memberplanet.com/s/deltagamma/alumnaedues2016
DG Office Max Card Printable discount card will be available on the Delta Gamma web site. The card number for reference is Card # 8888-0001-0451-8282-75
DG terminology We hear you, there are many acronyms and DG lingo to follow. See the lingo at the end of this document
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6. CDC visits Each chapter will get a Collegiate Development Consultant visit sometime during the school
year. Here are some things to expect for her visit
One-on-one meeting with ATCs
Optional to invite her to advisory team meeting or social coffee/lunch/dinner break. Let
her know what you are thinking for the time so she knows whether your goal is business
or break.
Optional to ask her for some training in a particular area
The CDC schedules are set at the beginning of the semester.
Search the Delta Gamma web site for “CDC” to find out more about CDC visits, how the chapter
should prepare, and biographies for the CDC who will be visiting
7. Delta Gamma Terminology
APN: Automatic Probation Notification (Chapter officers, such as the vp: finance, vp:
communications, and director of scholarship, use an APN to notify a member that she
is not in good standing because she has failed to meet her financial, attendance or
academic obligations. The vp: social standards receives a copy of all APNs and
monitors the process with the help of Honor Board. In some situations, APNs could be
issued for other “automatic” infractions of the chapter’s Bylaws and Standing Rules.
Behavior issues are addressed through Honor Board’s “Standard Procedure” and not
by issuing an APN.)
ATC: Advisory Team Chairman
Badge: Worn as our outward symbol of our membership in Delta Gamma. (It is not a
“pin.” Should be purchased at time of initiation by new members.)
BLSRs: Bylaws and Standing Rules (In addition to the Fraternity’s Constitution and Delta
Gamma policies and procedures, the BLSRs are the “law” of the chapter.)
CCOM: Collegiate Chapter Officer’s Manual
CDC: Collegiate Development Consultant (Delta Gamma CDCs are recent grads who are
employed by the Fraternity for one year post-graduation. They spend the year traveling
from chapter to chapter, advising and assisting with day-to-day operations. CDCs
spend several days with a chapter, meeting with officers, school administrators and
advisers. The role of the CDC is critical to assuring the maintenance of exceptional
collegiate chapters throughout North America.)
CDS: Collegiate Development Specialist (Member of the EO staff who works with chapters
on numerous social responsibility and Fraternity standards issues; she is the main
liaison between the Fraternity and the University)
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CMT: Chapter Management Team (CMT is comprised of the chapter president, vp:
programming, vp: social standards; vp: member education; vp: membership; vp:
finance; vp: Foundation; vp: Panhellenic; and vp: communications. The ATC also
attends CMT meetings.)
COB: Continuous Open Bidding (Delta Gamma policy requires all collegiate chapters to
use the COB procedure to pledge additional members until it reaches chapter total and
quota.)
DRS Delinquent Report Spreadsheet An Excel spreadsheet is emailed every Friday.
EG: Event Guideline (An Event Guideline is required for: (1) any Delta Gamma sponsored
or co-sponsored event where alcohol will be served; (2) any Delta Gamma-sponsored
event held at an off-campus location; (3) each activity of ANCHOR GAMES®
(AnchorSplash, AnchorSlam, Flight for Sight, etc.); and (4) all events for which the ATC
determines an EG is necessary for risk management purposes.)
EO: Executive Offices (There is no such thing as Delta Gamma “Nationals.” Delta Gamma
has collegiate chapters and alumnae groups outside the U.S.—we’re international!
Delta Gamma’s headquarters is referred to as Executive Offices or EO. EO is located
at 3250 Riverside Drive, P.O. Box 21397, Columbus, OH 43221-0397;
Phone: 614-481-8169; Fax: 614-481-0133; Collegiate Services Fax: 614-583-2378;
General E-mail: [email protected]; Office Hours: Monday-Friday 8:30-5:00
EST)
e-Ops+: Electronic Operations (E-Ops Plus is Delta Gamma’s online reporting system. Most
officer reports, calendar items, and chapter event summaries are completed in e-Ops.
Each chapter officer and adviser has access to e-Ops.)
HB: Honor Board (The vp: social standards chairs the chapter’s Honor Board. The chapter
president, sophomore member, junior member and member-at-large also sit on HB.
The ATC or HB Adviser also attends HB meetings. All HB proceedings are kept strictly
confidential. Any member may come into any HB meeting to discuss private chapter
matters—both positive and negative.)
HC: House Corporation (In addition to alumnae members, the chapter’s president, vp:
finance and director of house management serve on HC. The ATC also attends HC
meetings. The HC—not the chapter directly—maintains the chapter house and
employs its staff.)
NM: New Member (We no longer use “pledge” to refer to a member who has not been
initiated. Pledge may be used as a verb, but not a noun. Ex: We pledged amazing new
members.)
NMP: New Member Pursuit (The NMP is the chapter’s new member education program,
including the Fraternity education modules and new member rituals.)
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NPC: National Panhellenic Conference (Founded in 1902, NPC is an umbrella organization
for 26 inter/national women’s fraternities and sororities—including Delta Gamma.)
PN: Promissory Note (Members sign a PN to secure any debt that they may owe the
chapter, such as unpaid dues, room and board, etc.)
PNM: Potential New Member (The term “rushee” is not used.)
PPD: Patricia Peterson Danielson Award for Chapter Excellence (The PPD is presented
to all qualifying chapters each year. To be eligible for the Outstanding Chapter award at
Convention, a chapter must receive the PPD for the two years leading up to
Convention.)
RCRS: Regional Collegiate Recruitment Specialist and Panhellenic Resource
RCS: Regional Collegiate Specialist
RD: Regional Director
RFC: Regional Foundation Coordinator
RFS: Regional Finance Specialist
RHS: Regional Housing Specialist
Regions:Delta Gamma has eight regions.
RPW: Recruitment Preparation Workshop (Chapters hold several RPWs each year. One
RPW takes place just before Recruitment and is also known as “work week.”)
SOR: Statement of Obligation Review (This is the process by which Honor Board may
recognize a member for outstanding sisterhood or address conduct that does not live
up to the high ideals of Delta Gamma.)