Chapter Services’ E-Guide
Chapter Services E-Guide (Fall 2015)
The following information is extremely important for your chapter. It has been designed to provide you with critical dates and deadlines that you do not want to miss along with providing you with general information for each chapter officer. Please make sure you take the time to read everything provided.
In this issue you will find important information on the following items:
All rosters must be updated using the Officer Portal by October 15, 2015. No roster updates will be approved for financial credits after this date.
If you are expelling someone from your roster then the additional paperwork also needs to be submitted by October 15 to receive credit for the change.
The High Alpha and High Gamma are the only users authorized to make membership changes to your roster.
In the event you find a discrepancy on your Risk Management Assessment (RMA) please contact Associate Director of Harm Reduction Justin Fisher immediately to have it corrected. All changes are due by October 15. After this no further adjustments will be made to your RMA. Your chapter’s RMA can be found in the Document Library of the Officer Portal under the “Harm Reduction” tab.
If you are expelling someone from your roster you need to fill out additional paperwork and attach it to the Officer Portal when you submit the change. If you do not submit paperwork to go along with the change we cannot approve the expulsion of that member. (Code 7-6). In the Document Library of your Officer Portal under the High Gamma folder you will find the Form 60 and Form 66. You will need to complete these and submit them with the minutes from the meeting. You will continue to be billed for expelled members until the additional paperwork is submitted. You have until October 15th to submit paperwork for an expulsion to receive credits. If no paperwork is submitted by this date you will be responsible for paying dues and the RMA for that member for the semester.
If you have a member who has resigned from your chapter you must get a letter of resignation from him before he can be marked as resigned in the Officer Portal. If you do not attach this additional paperwork we cannot approve the change and you will continue to be billed for them.
You have until October 15 to submit paperwork for a resignation to receive financial credits. If no paperwork is submitted by that date you will be responsible for paying dues and the RMA fee for that member for the semester.
If you have a member who is in financial distress and they are unable to pay dues this semester, and the chapter feels like they qualify for financial hardship, this paperwork must be submitted to the Office of Administration prior to October 15 for approval by the Grand High Zeta before the deadline. When submitting someone for financial hardship you must include the original petition that the person filing for financial hardship wrote to the chapter and the minutes from the meeting at which the chapter voted and the result. Once we receive all of these items, we will submit it to the Grand High Pi. Please allow at least two weeks processing time.
Associate Member Fee
(Per Man/Per Semester)
|Base Chapter Fee
|RMA Base Fee Per Man
As September is a big association month for most chapters here are a couple important things to remember:
- When entering in your new associate members, how you list their names in the Officer Portal is how their membership cards and certificates will print. For example, if a new associate’s name is Jonathan Alan Doe and you enter him in as John Doe, and he does not change it when he verifies his information, then his membership card and certificate will print as John Doe. If he wants his card and certificate to say Jonathan Alan Doe then he will have to pay for a reprint to be made. You also must capitalize the first letter of a member’s first, middle and last name.
- A new associate member must validate his information before you can request his initiation. It is good practice to start following up with your new associate members as soon as you enter them to make sure they are watching for their validation link email and completing their Associate Member Survey.
The Officer Portal (OP) allows you to electronically report all your membership forms to the Office of Administration in Indianapolis. The High Alpha and High Gamma are the only officers who have access at this time to enter in membership forms.
Step by step instructions are available in the help section of your Officer Portal. Simply login and on the left hand side of the screen you will see the help icon. When you click it you will see Frequently Asked Questions. Click to expand the box and you will see a Microsoft Word document entitled OP Directions. This document will give you step by step instructions on how to enter in an associate member, request Initiation and report an Initiation. It will also help you change your chapter officers, update your address, and update your roster, etc.
There is also a document in your Document Library under the “Chapter Services E-guide” entitled Officer Portal Assistance. This document was designed to give the High Gamma some helpful hints that are highlighted in red on submitting forms. This document compliments the OP Directions.
If you have any problems with the Officer Portal please feel free to contact your ELC or e-mail email@example.com.
- Click on the Members icon on the left-hand side of the screen.
- It is important to know that every type of membership change is to have its own class change. (Graduating Members, Military, Disc. Suspension, etc)
- Click on Create a new Membership Change.
- Enter a detailed description (year, reason, etc) of the change that you about to make.
- Select from the drop-down menu and click on the necessary change.
- members graduating, left school, military, etc.
- Enter how many individuals are in this change group.
- Enter the effective date for these changes.
- Click Create this Class if the information is correct.
- On the next page, select the box of the applicable people for this change.
- Click on Selection Complete.
- The membership change class has now been submitted to International Headquarters for approval.
The Chapter Report Card includes information on each of Lambda Chi Alpha’s chapters such as membership totals, GPA, education scores, harm reduction scores, and a description of the chapter. It can be accessed by clicking here.
It is never too early to start working on your Harm Reduction Reports. The reports are due to firstname.lastname@example.org by December 1, 2015. Please update your calendars with this date as you do not want to miss the deadline for submitting your report.
Please use the new template that was released last spring, located in the Document Library on Officer Portal, and submit all supporting documentation in either a PDF or one Microsoft Word document. Please contact email@example.com if you have any questions.
Lambda Chi Alpha continues to have a successful partnership with Feeding America, raising over 3.5 million pounds of food in 2014. Looking forward we have set our goal for this year at 4 MILLION POUNDS and believe that with your hard work and dedication we will reach this goal as we continue to take a proactive role in the fight to end hunger. As you know, this partnership consists of raising food and funds for food banks, volunteering at food banks and making a difference in your community.
September is Hunger Action Month and we will be hosting Lambda Chi Alpha volunteer weeks during the year. From September 21-25 chapters across North America are encouraged to volunteer at their local food bank. This is an amazing opportunity to live the values of Service and Stewardship. Start by contacting your local food bank and finding a time to volunteer during this week. You can find your local Feeding America food bank by clicking here.
You can also find Lambda Chi resources, best practices and promotional materials by clicking here. Food totals need to be reported on Officer Portal by December 11, 2015. You can submit more than one form a semester. Remember to document the total pounds you raised through a food bank receipt, letter from the food bank, etc.
The webinars for the term are listed below:
- Volunteer Week-September 8th
- Basic Chapter Implementation- September 15th
- Advanced Chapter Implementation- September 29th
***All webinars will occur at 8 p.m. EST. We will send more information soon.
You will receive information from the General Fraternity about webinars, the volunteer week, an advocacy campaign called Spoontember and more ways to get involved in our partnership! Please contact Joe Citro at firstname.lastname@example.org if you have any additional questions. Remember that brotherhood lasts forever, hunger shouldn’t.
Are you looking for more money in your budget? Does your chapter want to host a brotherhood retreat? Need help sending more brothers to a conference?
Fund My Zeta is an initiative made possible through the Lambda Chi Alpha Grant Committee that provides an opportunity for chapters and colonies to submit an application for up to $1,000 in funding for certain chapter operations.
Areas of funding include:
- Education for regional and international conferences
- Educational Assistance – retreats, presenters, officer transition, chapter programming
- Philanthropy-based initiatives
- Public Relations efforts
- Chapter Anniversary Events
- You are also welcome to submit additional proposals
The deadline for the application is October 30, 2015. All proposals granted funding will receive funding in the Spring of 2016. For more information click here. If you have further questions please contact Joe Citro at email@example.com.
Lambda Chi Alpha’s brotherhood is expanding to two campuses this fall. New colonies are being established at Coastal Carolina University and the University of Tampa. If you know of any men who are attending these institutions that would make ideal candidates to be founding fathers, please email their information to Chris Buck, associate director of expansion, at firstname.lastname@example.org.
The past academic year saw nearly 1,150 event planning forms submitted to the International Headquarters for review. The Chapter Services team is excited to see this total continue to grow as we promote the completion of safe and successful chapter events. Please continue to utilize your chapter’s ELC, Officer Operations Guides, and the Lambda Chi Alpha Event Planning Guide as valuable resources in navigating through this process. Any additional questions or concerns about the event planning process as a whole, or an individual form, may be directed to email@example.com.
Officer Academy is Lambda Chi Alpha’s premier online officer training program. Officer Academy is a self-guided program designed to prepare newly-elected officers for their journey to lead their chapters. Officer Academy is designed to better educate officers about the roles, responsibilities, and duties of their office, as well as the Fraternity’s governance and policies.
Each High Zeta and Executive Committee member has specific modules about their position as well as general Lambda Chi Alpha modules to review. Once all the necessary modules are reviewed the officer should complete the certification process. The certification consists of 25 questions and may be taken as needed to pass.
If your entire High Zeta and Executive Committee complete the certification process, each receiving no less than a 90%, your chapter or colony will receive a discount on your Risk Management Assessment.
You have 60 days after your officer installation date, recorded on Officer Portal, to complete the certification. November 1, 2015 is the certification cutoff date to affect your Spring 2016 RMA.
Do you want to improve your chapter’s recruitment efforts?
Is officer transition an area of improvement?
Do you want to develop a set of chapter goals and an action plan that last longer than a semester?
Do you want to improve member accountability and talk about living our values?
If you answered “YES” to one or more of these questions, then we have a program for you.
Our Master Stewards are specially trained alumni volunteers located all over the country who can assist you with these vital chapters operations. A Master Steward retreat is a 4-6 hour interactive program that will guide you through current practices, proven methods of success, and build a plan for future operations.
The retreat focuses are Values-Based Recruitment, Living Our Values, and the Zeta Assessment and Planning Program. The chapters that received a Master Steward retreat last year saw tremendous increases in recruitment numbers, chapter operations, and efficient officer transitions.
To request one or more of these retreats, please fill out the request form by clicking here or contact Associate Director of Alumni Involvement George Taylor at firstname.lastname@example.org for more information.
This semester we will have monthly High Pi/Alumni Control Board Chair conference calls on the third Tuesday of each month. These conversations will be led by Associate Director of Alumni Involvement George Taylor and other members of the International Headquarters Staff, and will focus on news and updates for the month. This is also a time for High Pis/ACB Chairmen to talk about best practices and promote some of the great things that their chapter is doing. For questions about these conference calls, or to receive more details, please contact Associate Director of Alumni Involvement George Taylor, at email@example.com.
Each chapter should have an appointed High Pi and at least three members of an Alumni Advisory Board to meet basic Chapter Operating Standards. A strong connection to alumni, regardless of home zeta, is very beneficial to raising the bar on chapter events such as philanthropy, guest speakers at chapters meetings, observation of Initiation Ritual, recruitment events, and so much more. If your chapter is not meeting this standard, or wants to increase alumni connections, please contact Associate Director of Alumni Involvement George Taylor at firstname.lastname@example.org to discuss ways to involve more alumni.
During his visit to your chapter, the ELC will assess and rate your chapter based on the Chapter Operating Standards (found in Article 3 Section 3 of Lambda Chi Alpha’s Constitution & Statutory Code) and the expectations laid out in each officer’s Operations Guide. These can be found in the Officer Portal Document Library, or by clicking here.
Your chapter will be rated in each operational area with one of the following ratings: BELOW BASIC, BASIC, ADVANCED, EXCEPTIONAL, and BEYOND EXCEPTIONAL. These ratings mirror those found in the Operations Guides.These ratings are not directly meant to be an assessment of which officers are “good” or “bad.” Rather, they are an assessment of the chapter’s implementation of Lambda Chi Alpha programming and standards in each area of chapter operations.
This does require officers and members to be prepared for their meetings with the ELC, and to be prepared to talk – in detail – about chapter operations. The ELC can only assess your chapter based on information provided to him during his visit. Information collected by your ELC will update (in real time) your chapter’s Officer Portal record and ratings on the Chapter Report Card.
If you have any questions about this rating system or your ELC visit, please contact your ELC or Associate Director of Chapter Services Matt Roy at email@example.com.
Dating back to the earliest years of our fraternity, support and interaction between the chapters and the General Fraternity staff has been a critical component of our success. The educational leadership consultant (ELC) is one of the finest examples of servant leadership and a great opportunity for recent graduates to interact with and develop undergraduate brothers, chapters, and colonies all over North America. With significant job training, a focus on interpersonal dynamics, and personal growth and development; the Lambda Chi Alpha ELC is recognized as one of the top young professionals in the field of higher education.
Lambda Chi Alpha is looking for the next set of ELCs to begin work in June 2016. Applications will be available later this fall. For more information or to fill out an interest form, click here or contact your ELC or Associate Director of Chapter Services Matt Roy at firstname.lastname@example.org.
The General Fraternity staff is pleased to announce that we are now accepting petitioning packets from chapters or colonies to host one of our Regional Conclaves in the spring of 2016!
The purpose of Regional Conclave is to advance the mission and vision of Lambda Chi Alpha Fraternity by developing and facilitating educational programs aimed at fostering leadership and personal development skills, as well as promoting brotherhood and collaboration among chapters and colonies within the same region.
The duties of the Conclave Host are to coordinate the planning and marketing of the conclave event with the guidance and assistance from the General Fraternity staff and alumni volunteers. In the process of serving as a Conclave Host, your chapter or colony will be able to gain valuable event-planning skills, enhance the portfolio of the chapter or colony, and network with local chapters, colonies, alumni, and the General Fraternity staff.
If your chapter or colony is interested in being a Conclave Host, contact Marcus Kelley at email@example.com or 317-803-7376 for more details about the petitioning process.
Petitioning packets are due no later than Friday, October 23, 2015!
Hosting a Regional Conclave requires a lot of hard work. To show our gratitude and appreciation, Conclave Hosts are eligible to receive a BUY ONE, GET ONE FREE registration discount to the 56th General Assembly in Miami, Florida (August 4-7, 2016).
Operations Guides (or Ops Guides) are interactive, online officer resources to make it easier to understand operation tasks for each officer and how to complete those tasks.
Access all of the Ops Guides now by visiting the Document Library on Officer Portal.
When placing bid day and recruitment orders, we wanted to remind you that utilizing Lambda Chi Alpha’s licensed vendors is the only legal way to purchase official, quality merchandise bearing our insignia (Greek letters, name, nickname(s), crest/coat of arms and other trademarks). Additionally, here are a few shopping tips to make sure your experience goes smoothly:
- Ask for a written invoice or statement from the vendor that summarizes exactly what you have ordered. This way if you do not receive exactly what you ordered you have the necessary backup.
- Always ask for a specific date in writing on when you will receive the order. Sometimes vendors can give you a ship date, but not an exact date you will receive the order.
- Always print your order confirmation when purchasing items on the internet.
- Always be willing to call the vendor to be sure you will receive what you requested in time for bid day or recruitment. Don’t feel as though you are being a bother.
- Only purchase from those vendors displaying the “Official Licensed Product” seal. Unlicensed vendors are not held to quality standards and are not authorized to print products with our trademarks. If you don’t see the OLP seal – say NO DEAL!
If you experience any problems with a licensed vendor of Lambda Chi Alpha, or if you’ve got a local vendor who you’d like to recommend to become licensed, please contact Melissa Jean-Baptiste at firstname.lastname@example.org or 760.734.6764 ext. 140, and she will do what she can to help resolve your issue.
To access a list of our current vendors, please visit www.greeklicensing.com. Also, if you’re looking to place a custom screen printed order for an upcoming event, please visit www.greekquote.com where vendors compete to win your order and help you save big on custom printing.
“Drop the Dot” now to help your chapter win one of three Grand Prizes in the International Mason Circle Drop the Dot Contest. It’s an undergraduate-only giving campaign to benefit the future of Lambda Chi Alpha and YOU.
- Just write down your zeta number.
- Move the decimal point one place, two, or three. (Example 1813 becomes $181.30 OR $18.13 OR $1.81—you decide!).
- Donate that amount to the Educational Foundation of Lambda Chi Alpha by logging on to MyLCA or giving through the email you will receive each month.
Three Grand Prizes
The contest begins September 1 and ends November 30 but you need to act today! The three chapters with the highest participation rate wins up to $1,300 in ritual equipment.
This weekend is primarily for new Alumni Advisory Board members, Alumni Control Board members, House Corporation members, and High Pi’s. Reach out to Associate Director of Alumni Involvement George Taylor email@example.com for more information.
RED LETTER DAYS
Feeding America Volunteer Week Webinar
Coastal Carolina 1st Associate Member Ceremony
Feeding America Partnership Overview Webinar
Feeding America Advanced Chapter Webinar
University of Tampa 1st Associate Member Ceremony
Last day for Roster Changes to Receive Credits/Make RMA Changes
Active Dues and Insurance Payments Due
Conclave Petitioning Packets Due
Coastal Carolina Initiation Ritual
University of Tampa Initiation Ritual
International Headquarters Closed for Thanksgiving Holiday
Harm Reduction Reports Due for the Fall 2015 Academic Term
December 24-January 3
International Headquarters closed for Christmas Holiday
High Alpha Summit – Indianapolis, Indiana
Neville Advisor’s College – Indianapolis, Indiana
Director of Chapter Services
Associate Director of Chapter Services
Associate Director of Alumni Involvement
Associate Director of Education
Associate Director of Expansion
Associate Director of Harm Reduction
Chapter Conduct Coordinator
Education Curriculum Specialist
|We believe in Lambda Chi Alpha, and its traditions, principles, and ideals. The crescent is our symbol—pure, high, and ever growing; and the cross is our guide—denoting service, sacrifice, and even suffering and humiliation before the world, bravely endured if need be, in following that ideal.
May we have faith in Lambda Chi Alpha and passion for its welfare. May we have hope for the future of Lambda Chi Alpha, and strength to fight for its teachings. May we have pure hearts, that we may approach the ideal of perfect brotherly love.
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