Northern Virginia Alumnae Chapter - dstnovac.orgdstnovac.org/eventfliers/2016 MC_ Nominating...

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September 7, 2016

2016 December 2013

Delta Sigma Theta Sorority, Inc.

Northern Virginia Alumnae Chapter

GUIDELINES AND INSTRUCTIONS

FOR MINERVA CIRCLE ELECTION

September 7, 2016

[email protected] Lisa Jones, Chair

Nominating Committee

mailto:[email protected]

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TABLE OF CONTENTS

Memorandum from the Nominating Committee Page 3

Overview of Nominating Process & Guidelines Page 4-5

Timeline Page 6

Campaigning Page 7

Running From the Floor Page 8

Duties of Minerva Circle Members Page 8-9

Delta Internet Guidelines Page 9-10

Electronic Application Form & Instructions Page 11-18

Recommendation Form Page 19-20

Nominating Package Checklist Page 21

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DELTA SIGMA THETA SORORITY, INC. Northern Virginia Alumnae Chapter (NoVAC)

TO: NoVAC and Prospective Candidates for Elected Offices and Positions

FROM: NoVAC Nominating Committee

Lisa Jones, Chair Alestine Haskins Von G. Mitchell Shilisa Geter

DATE: September 8, 2016

SUBJECT: CALL for NOMINATIONS – Minerva Circle Members

In keeping with Northern Virginia Alumnae Chapter’s (NoVAC) proud legacy of electing effective and visionary leaders, the Nominating Committee is pleased to issue this Call for Nominations for elected Members of the Minerva Circle. If the chapter votes to proceed with Membership Intake, it is the responsibility of the Nominating Committee to receive applications and to recommend qualified candidates for these positions. At the NoVAC Chapter Meeting on October 15, 2016, the following positions will be elected: Elected Officers:

Δ Leader of the Minerva Circle

Δ Keeper of Muses and Graces

Δ Convener of the Odyssey

Δ Jewels (9 positions)

Member of Minerva Circle by Virtue of Elected Office:

Δ Chapter President

Δ Financial Secretary

All chapter sorors are encouraged to consider seeking a position on the circle or to encourage other talented sorors to do so. The enclosed information will be posted in the Members Only section under the Nominating tab. Please select the Nominating tab to access all instructions, documents, and forms needed to submit an application electronically. If the chapter votes to proceed with intake, the Nominating Committee will accept nominations from the floor. Sorors intending to run from the floor, should submit a completed application package by the identified deadline. If a soror is unable to attend the meeting where nominations are accepted, she may self-nominate by submitting her package electronically by September 16, 2016 at 11:59 PM. Please address any questions about the process to [email protected] or to any member of the Nominating Committee.


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OVERVIEW OF NOMINATING PROCEDURES AND GUIDELINES

Eligibility

Applicants must meet the following eligibility requirements to run for office: (1) must be a current member

of the Northern Virginia Alumnae Chapter at the time of nomination and (2) Must have been a member of

the chapter for the past two years (two years prior to the current sorority year) at the time of election to

the Minerva Circle and must maintain her member status for the entire membership intake process.

Must have been a member of a committee of the chapter for the past two years (two years prior to the

current sorority year).

Should be knowledgeable of current sorority policies and procedures. In addition to the above

qualifications, it is desired that the member:

o Exemplify/demonstrate a team spirit, “esprit de corps.”

o Support the current Membership Intake Program (MIP).

o Honor the oath of confidentiality.

o Commit to attendance and participation each night of the MIP.

o Commit to the complete and accurate implementation of the Membership Intake Program.

Members of the Minerva Circle, must complete the chapter’s Membership Intake Training Workshop

within the sorority year of the chapter’s scheduled Membership Intake activities. All chapter members who

plan to participate in the chapter’s membership intake process (even if not on the Minerva Circle) must

complete two (2) required DID workshops (conducted by their chapter) in their entirety prior to attending

the Membership Intake Training Workshop.

The duties and responsibilities of the Minerva Circle and its members are detailed in the Membership

Intake Program of the Grand Chapter of Delta Sigma Theta Sorority, Incorporated. In addition to the

duties and responsibilities outlined, the Minerva Circle is required to present the proposed calendar of

membership intake activities to the chapter for review and approval prior to submitting the calendar to the

Regional Director.

Failure to submit a timely and complete candidate package/application will result in immediate ineligibility

to be slated by the Committee.

Any violations of the Nominating Procedures and/or Campaign Guidelines will result in disqualification.

Alleged violations of these guidelines are to be submitted directly to the Chair, Nominating Committee at

[email protected].


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Application and Instructions

All applicants must submit a completed nominating package/application electronically to include (1)

personal, educational, and Delta information; (2) past and present community involvement and

organization affiliation; (3) a response to 3 short essay questions; (4) a color photograph; and (5) a signed

Statement of Assurance.

A nominating package/application will be considered complete if it is submitted electronically, typed, and

includes a color photo in the format requested, a signed letter of recommendation from a current chapter

member, the candidate’s signature, and all information requested in the candidate profile.

An applicant may request letters of recommendation from current chapter members for inclusion in her

nominating package after the Nominating Committee has issued the official application and guidelines for

seeking office. Requests must be for letters of recommendations only. No more than three letters of

recommendation can be submitted.

The candidate’s signature on all components of the candidate package/application indicates that the

information provided is true, complete and accurate as of the date signed. If any information changes

during the nomination and election process the candidate must advise the Chair, Nominating Committee,

immediately. [email protected]

Running from the Floor Candidates running from the floor must adhere to the same Guidelines as other candidates and submit a

completed nominating package electronically to the Chair, Nominating Committee September 16, 2016 at

11:59 PM to nomination - [email protected]. Eligibility will be determined, candidates will be

notified and the slate will be provided electronically to the chapter by September 23, 2016.

Candidate Notification

The Nominating Committee will verify that each soror meets basic eligibility requirements and shall notify

sorors of her eligibility or ineligibility by September 21, 2016.

The Nominating Committee will meet to review all nominations that meet the eligibility requirements and

prepare the slate of candidates. All applicants will receive slating notification by September 21. The slate

will be posted by September 23. The slate will be formally presented to the chapter on October 15, 2016.

Subsequent candidate activities sponsored by the Nominating Committee will take place prior to the

election in October. Appropriate notice will be given to candidates and chapter members.



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IMPORTANT DATES TO REMEMBER

Deadline for Nominating Packages September 16

Slating Notification to Nominees September 21

Slate posted September 23

Slate presented @ Chapter Meeting October 15

Chapter Elections October 15

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CAMPAIGNING

The Campaign Guidelines aim to create a fair and easily understood campaign process for all members of the

Northern Virginia Alumnae Chapter (NoVAC) seeking to hold an elected office or position. The goal is to provide

structured opportunities sponsored by the Nominating Committee for candidates to present their qualifications and

ideas to the chapter for consideration.

All campaigning of any kind, at any time, through any means for an elected chapter office or elected chapter

position is prohibited except those official activities conducted by the Nominating Committee. Campaign

speeches and candidate events not facilitated through the Nominating Committee are not allowed.

The Nominating Committee will conduct at least one campaign activity involving all candidates (slated and from the floor), to share their vision, experience and qualifications for the office or position they seek.

Prohibited campaign activities include but are not limited to the following:

Distribution of literature, letters of support or materials through print, electronic, social media or any other means. This includes audio and video materials.

Making phone calls or sending letters/emails to individual chapter members suggesting a vote for or against a candidate or potential candidate

Giveaways including literature, flyers, post cards, brochures, buttons, newsletters, campaign related business cards, gifts, candy, food or other items distributed via mail, email, electronically or in person.

Any activity of any kind except as conducted by the Nominating Committee or contained in the Guidelines.

No campaign paraphernalia can be worn, displayed or distributed at any time unless expressly permitted during an activity sponsored by the Nominating Committee.

Election of Minerva Circle Members. The Nominating Committee will: Conduct a “Meet the Candidates” session prior to the Chapter vote. All candidates will make a three minute

speech and have one minute to respond to a question presented by the Nominating Committee.

Provide the Chapter with a brief written summary of each slated candidate; highlighting the experience, qualifications and goals of each candidate.

Any violations of the Nominating Procedures and Campaign Guidelines will be investigated by the Nominating

Committee and could result in the disqualification of the involved candidate.

Alleged violations of these guidelines are to be submitted directly to the Chair, 2017 Nominating Committee, Lisa

Jones at [email protected].


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RUNNING FROM THE FLOOR Nominations may be made at the October chapter meeting when the Call for Nominations from the floor is issued by the presiding officer, provided that the nominee is present and/or has given written consent.

Members nominated from the floor must adhere to the same Guidelines as other candidates. This includes

campaigning. Please see guidelines for nominations and campaigning.

Only current NoVAC members may make nominations.

A complete nominating package must have been submitted electronically at the time of nomination to

the Chair or designated member(s) of the Nominating Committee at [email protected] .

Failure to submit a complete nominating package will result in disqualification and immediate ineligibility

to be nominated for an elected office or position.

Applicants from the floor will have their eligibility determined within 72 hours of their nomination. Every effort

will be made by the Committee to complete this task prior to the closing of the October Chapter Meeting.

Applicants and/or candidates who have been disqualified during the nominating process and prior to

the election are PROHIBITED from running from the floor.

DUTIES OF ELECTED MEMBERS OF THE MINERVA CIRCLE

As part of the preparation for running for an office, sorors are encouraged to review the specific duties and responsibilities of the positions in the Membership Intake Program.

Minerva Circle

It shall be the responsibility of the Minerva Circle to:

1 . Minerva Circle will be based on the following documents: The Membership Intake Program of Grand Chapter

of Delta Sigma Theta Sorority, Inc. and The Administrative Procedures for Membership Intake.

2. The Minerva Circle will utilize these resources for the purpose of implementing the Membership Intake

process within the framework followed by Grand Chapter.

3 . The coordinator of the Membership Intake activities is the Leader of the Minerva Circle.

4. The Minerva Circle consists of the following elected positions:

a. Leader of the Minerva Circle

b. Nine (9) Jewels (The jewels shall be elected as a group, not by position)

c. Keeper of the Muses and Graces

d. Convener of the Odyssey Experience

e. Chapter President

f. Chapter Financial Secretary

5. The Minerva Circle members are the only members permitted to screen the application packets.


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Minerva Circle Members Related to Candidates

1. Relatives (biological, adopted, and marital) of Minerva Circle members who are applicants will be

screened by non-relative members of the Minerva Circle to ensure impartiality and integrity of the

Membership Intake process.

2. A member of the Minerva Circle is allowed to continue to serve on the Minerva Circle if an applicant is a

family member.

3. Minerva Circle members must recuse themselves from scoring the application packet and interviewing a

family member.

4. A Minerva Circle member retains her right to vote on all applications.

DELTA INTERNET GUIDELINES (DIG)

(Excerpt from guidelines approved by Grand Chapter Oct 2011 and revised Jan 27, 2015) The Internet provides an excellent opportunity to inform both sorors, and the public, of Delta activities throughout the world.

Guidelines pertaining to the Internet have been prepared in the interest of protecting Delta Sigma Theta Sorority, Inc. and

minimizing potential legal liability. Chapters and sorors with websites are not permitted to share the following information, but

may provide links to the National web site: (http://www.deltasigmatheta.org).

Email Guidelines

Confidential information should not be sent in an electronic message.

When sending emails to multiple people or to groups including members of the sorority and non-members, use the ‘bcc’ (blind carbon copy) option to specify addresses. This will allow each recipient of the message to see only his or her own email address.

Do not forward email that includes the previous recipients’ email addresses.

The email addresses of sorors, chapters, or officers should not be given out without the explicit permission of those individuals. Addresses should not be sold, and the addresses should be used for conducting official Sorority business.

Sorors should use a personal email account, not their professional/work email account, to receive sorority information. This personal account should not be shared with non-sorority members, such as spouses, relatives, or friends. The Sorority's public motto cannot appear in email to prevent its inappropriate use. The motto acronym (i.e. letters of the motto) should only appear in personal correspondence between sorors. Email is public correspondence.

Text Messaging

Chapters may send SMS, or text only, messages. The chapter may not send MMS messages. These are text messages containing any form of audio, video, or other forms of media.

Confidential information should not be sent in a text message. Text messages are considered public correspondence. Therefore, they may not be used to communicate confidential information such as:The Sorority’s secret motto, and official Sorority business.

Chapter members should use a personal mobile phone number to receive chapter text messages instead of their professional/work mobile phone number.

Chapter members must be given the option to both opt-in and opt-out of receiving text messages. Social Media Always remember: Delta is the exclusive owner of all intellectual property associated with it or used to denote it, including its

name (and any derivatives of its name), logos, and symbols (collectively “Marks”). Thus, no individual soror is authorized to

http://www.deltasigmatheta.org/

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use such property for any commercial purpose (i.e., to make money from using the property or to promote other causes), or

to authorize any third party to use Delta’s Marks for any purpose. Sorors also are prohibited from using Delta’s Marks in a

manner that would defame Delta or otherwise damage its reputation and goodwill.

Tagging Sorors and Non Sorors. Before “tagging” or identifying any soror or other person in photographs or videos, seek approval of the person to be “tagged” of identified. Youth who are captured in a photograph or video shall not be identified. See Section III-G of the Risk Management Manual and its Appendix 23 (Mar. 2011) for guidelines on posting photographs of youth.

Use Good Judgment. Before tweeting, blogging or posting on social media sites such as MySpace, Facebook, YouTube, and/or Twitter (or any subsequently developed social media network) carefully consider whether a post would be an appropriate representation of individual sorors and/or Delta. Use good judgment and ensure that your use of social media postings always reflect the highest standards of conduct and portray any individual soror (including yourself) and Delta in a positive light. In addition, ensure that you adhere to all Delta policies, including the Code of Conduct, Protocol and Traditions Manual, and the Delta Internet Guidelines.

Use a Disclaimer. The authorization granted in these guidelines is limited. Thus, in using any form of social media in which

Delta is mentioned or its Marks are used, the user must identify herself and shall always use a disclaimer such as the

following: “The postings on this site (or Delta Internet Guidelines October 2011 rev 1-9-12 Page 15 the views expressed)

are mine alone and do not represent the views of Delta, its management, its leadership, or any of its individual sorors.” (If

the posting is in the name of a chapter or region, the disclaimer must be modified accordingly).

A complete copy of the Delta Internet Guidelines as developed by the National Technology Task Force, can be accessed by

clicking on the following link:

http://www.deltasigmatheta.org/d_Policies/The_Delta_Internet_Guidelines012715.pdf

http://www.deltasigmatheta.org/d_Policies/The_Delta_Internet_Guidelines012715.pdf

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INSTRUCTIONS FOR SUBMISSION OF THE NOMINATING PACKAGE

Nominations will only be accepted through the electronic submission of all requested documentation at one time no later than September 16, 2016 at 11:59 PM to [email protected]

.

To access the candidate application/profile visit the members only section of the chapter website:

www.dstnovac.org

Fill in the application by entering the requested information directly or by cutting and pasting from another

file into each applicable block.

After completing the information requested in Parts I - VII, upload your photo “head shot”, by cutting and

pasting directly onto the completed form, under Part VIII.

Please note: Your photo and information supplied in Parts III, IV, V, VI, VII and VIII will be

summarized and posted on the chapter web site in the members only section and available for

NoVAC member viewing.

Typing your name and member number will serve as the required signature in Part IX, Statement of

Assurance.

Recommendation form(s) and letter(s) should be submitted to the candidate for inclusion in the

nominating package. It must be submitted with the candidate profile.

Save the Profile, Photo and Recommendation package into a single file clearly named:

Position_ Last Name _ Nomination

(example: President _Walker_ Nomination)

E-mail the entire package to the Chair, Nominating Committee at: [email protected] by

September 16, 2016, 11:59 PM. No hard copy submissions will be accepted.

IMPORTANT: Applicants must collect and assemble all required documentation into one file and submit it

together at the same time. This includes the recommendation form and letter and photo. Items submitted

separately after the package is received will not be considered.



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OFFICIAL CANDIDATE PROFILE FORM (Must be submitted electronically by September 16, 2016 at 11:59PM)

CANDIDATE FOR THE OFFICE OF:

PART I PERSONAL INFORMATION

Name Last First Maiden/Middle

A. Home Address

B. City/State Zip Code

C. Home Telephone Work Telephone

D. Profession/Occupation/Title

E. Primary email address

F. URLs of all personal or professional websites where you are listed:

G. Public Speaking Experience

H. Travel Limitations

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I. Have you even been convicted of a criminal offense? No Yes If yes, explain circumstances

PART II EDUCATIONAL INFORMATION

A. Degree(s) held:

Degree Field of Concentration



PART III DELTA INFORMATION

A. Current Chapter Northern Virginia Alumnae Chapter

B. Region South Atlantic Financial: Yes No

C. Date of Initiation Region of Initiation

D. Chapter of Initiation Location

E. Name at Initiation

F. List Present Delta Activities:

G. Local Chapter Experience:

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H. Regional Experience:

I. National Experience:

J. National Conventions attended (Years)

K. Regional Conferences attended (Years)

L. Have you ever been suspended and/or placed on probation? No Yes

If yes, please list violation date(s) of suspension or probation and fine levied

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PART IV

CURRENT COMMUNITY INVOLVEMENT & ORGANIZATION AFFILIATION

Organization (no more than 4) Position and Responsibility

PART V PAST COMMUNITY INVOLVEMENT & ORGANIZATION AFFILIATION

Organization (no more than 4) Position and Responsibility

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PART VI STATE YOUR REASON FOR SEEKING THIS OFFICE

(150 words or less)

PART VII STATE YOUR EXPERIENCES AND QUALIFICATIONS THAT PERTAIN TO THE DUTIES OF

THE OFFICE OR POSITION WHICH YOU ARE SEEKING. (150 words or less)

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PART VIII STATE YOUR VISION FOR THIS POSITION?

(150 words or less)

PART IX PHOTO (Color Head Shot)

Please attach a current color photo that includes a head shot only on this page of

your candidate profile form.

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PART IX STATEMENT OF ASSURANCE

Important Note:

Information supplied in Parts III, IV, V, VI and VII and photo will be summarized and posted

in the Members Only section of the chapter website for viewing by NoVAC members.

I have read, understand, and will abide by the guidelines for seeking office in Delta Sigma

Theta Sorority, Inc. My signature below also indicates that all information provided is true

and correct to my knowledge as of the date of the submission.

Signature of Candidate Member Number Date

(Typing your name and member number will serve as required signature)

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DELTA SIGMA THETA SORORITY, INC. NORTHERN VIRGINIA ALUMNAE CHAPTER (NoVAC)

OFFICIAL RECOMMENDATION FORM AND LETTER GUIDELINES

In recommending a candidate, please list the experience, skills and abilities, which you believe, make her distinctly

qualified for the position she is seeking in our chapter. Provide the following information and consider the

questions below as you complete your letter of recommendation.

Explain how long you have known the candidate and the nature of the relationship.

Identify specific leadership ability and skills that you have observed in working with the candidate. Does she possess the ability to motivate others and work with teams?

Comment on the presentation and communications skills of the candidate. Does she possess good writing skills and is she able to articulate her ideas clearly?

Indicate the degree to which you believe the candidate is knowledgeable of Delta Sigma Theta

Sorority, Inc. and understands NoVAC’s Policies and Procedures

Please be as specific as possible and include any information about the candidate that you believe will aid the

Nominating Committee and the chapter in its decision-making process.

Thank you for taking the time to complete the recommendation form and to submit a letter. We appreciate

your assistance in ensuring that the most qualified sorors are slated for leadership positions.

Your 2017 Nominating Committee

Lisa Jones, Chair Alestine Haskins

Von G. MItchell Shilisa Geter

[email protected]


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DELTA SIGMA THETA SORORITY, INC.

OFFICIAL RECOMMENDATION FORM

RECOMMENDATION FOR THE OFFICE OF:

NAME OF CANDIDATE:

IDENTIFICATION OF THE CHAPTER OR SOROR MAKING THE RECOMMENDATION

Recommendation Member number

Made by or Chapter number

Region Chapter

Address

City/State/Zip

Telephone Primary Email Address

Office, if any

For recommending Soror: Are you a NoVAC member for the current sorority year? Yes No

___________________________________________

Signature of Soror Making Recommendation Date

(Typing your name will serve as required signature)

Please return the recommendation form and your letter to the candidate for submission as soon as possible

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NOMINATION PACKAGE CHECKLIST

DID YOU REMEMBER TO...

Read the entire Guidelines and Instructions for Seeking Chapter Office?

Note the September 16, 2016 deadline and the guidelines for a complete and timely electronic submission?

Check for grammatical and/or spelling errors?

Count the words in Parts VI, VII and VIII to make sure they do not exceed 150 each?

Read and sign the Statement of Assurance?

Compile all required documentation in a single file and submit all at one time?

(Recommendation/ letter/form, photo and candidate profile)

Email the complete package and required documentation by

September 16, 2016 (11:59 PM) to:

Lisa Jones, Chair Nominating Committee

[email protected]


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