Policies & Procedures

Chicago Alumni Chapter Policies & Procedures

Delta Sigma Pi

Effective June 2, 2017

Updated October 22, 2017

A. Executive Committee

Policy 1. Executive Committee – The Executive Committee shall be known as the Chicago Alumni Chapter Board of Directors, hereinafter referred to as the “Board”. The Board shall also include the Chicago Alumni Chapter Officers, hereinafter referred to as the “Officers”. The Board establishes chapter policy, the chapter’s long-range and operating plans and serves as the research and advisory committee for the chapter. At a minimum, the Board consists of the following chapter officers (in order of election): President, Vice President – Chapter Operations, Vice President – Collegiate Relations, Vice President – Finance and Vice President – Alumni Relations. The President chairs the executive committee.

B. Risk Management, Insurance and Conduct

Policy 1. General Risk Management Policy – The National Policy and Procedures Manual, published on the Fraternity website (www.deltasigmapi.org), contains all policies and procedures related to Risk Management. It is updated as often as needed. (See National Policies, Section A.)

Policy 2. Purchasing Alcohol with Chapter Funds – (See National Policies, Section A, Policy 3.A.9.) Alcoholic beverages may be purchased using Alumni Chapter funds only for these designated events. Alumni chapter events where alcohol is provided must conform with the following guidelines:

  1. These events must be scheduled in advance and clearly promoted in writing to the Chapter’s membership. Only Alumni Chapter members and invited guests are permitted to attend.
  2. Single venue events at locations including but not limited to bars, restaurants, wineries or breweries are acceptable.
  3. Alcohol must be served by a professional bartender fully covered by liability insurance.
  4. These events must be consistent with Section A. Risk Management, Insurance, and Conduct Policy 2 of the Policies and Procedures.
  5. These events may be held in conjunction with National and Provincial events, but only with the prior approval of the Executive Director. For events in conjunction with Provincial
    events, the prior approval of the Provincial Vice President is also required.

Policy 3. Individual Code of Conduct – All chapter members will sign a declaration when submitting annual dues that they will follow the Individual Code of Conduct as listed in National Policies, Section A, Policy 1.

C. Franchising

Policy 1. Annual Franchising – All franchising requirements should be submitted to Central Office by June 15th to insure the June 30th deadline is met.

Policy 2. President Duties Related to Franchising – The President, or his or her designated Board member, is responsible for updating and submitting the chapter roster, and the online officer report to Central Office before the franchising deadline.

Policy 3. Vice President – Chapter Operations Duties Related to Franchising – The Vice President – Chapter Operations will be responsible for providing Central Office updated chapter bylaws annually, during the franchising period.

Policy 4. Vice President – Finance Duties Related to Franchising – The Vice President – Finance is responsible for paying the franchising fee and insurance premium to Central Office before the franchising deadline.

D. Meeting Management

Policy 1. Annual Membership Meeting – The annual meeting of the Chicago Alumni Chapter shall be held on the first Friday of June, following the James B. Connellan Memorial Golf Outing. During this meeting, officers shall be elected for the following fiscal year, starting July 1.

Policy 2. Special Meetings – Special Membership Meetings of this chapter may be called by the President by giving ten (10) days written and/or email notice to all voting members of this chapter.

Policy 3. Agenda – The order of business at all membership and/or Board meetings of this chapter shall be as follows:

  1. Opening Ritual
  2. Roll Call and quorum check
  3. Reading of minutes of previous meeting
  4. Reading of communications in to the minutes
  5. Officer Reports
  6. Committee Reports
  7. Old Business
  8. New Business
  9. Announcements
  10. Adjournment
  11. Closing Ritual

Policy 4. Minutes – Minutes of each meeting will be available within 14 days of the meeting. Minutes will be sent out via email to all Officers. Members can also request copies from the chapter Vice President – Chapter Operations at any time.

Policy 5. Board Meetings – The first meeting of the Board shall be held within thirty (30) days after the election of new officers and directors. The Board shall meet at least once per quarter (including the first meeting). The dates and times will be proposed by the President who will then gather responses from all other board members. The location of the meeting shall be determined by the President.

Policy 6. Robert’s Rules of Order – Except as otherwise provided for in these Bylaws and the National Bylaws of the International Fraternity of Delta Sigma Pi, all meetings shall be conducted according to Robert’s Rules of Order.

E. Elections

Policy 1. Elections – See Article IV – Elections in the Chicago Alumni Chapter Bylaws for the rules regarding elections of officers to the Chicago Alumni Chapter Board of Directors.

F. Officer Duties

Policy 1. President – The President has the following duties and powers:

  1. To act as the chief executive officer of the chapter and preside over its meetings.
  2. To call special meetings in accordance with the chapter bylaws.
  3. To see that the chapter officers discharge their duties impartially, accurately, faithfully and promptly.
  4. To enforce the strict observance of Delta Sigma Pi’s Bylaws, Policies and Procedures.
  5. To appoint such committees as deemed necessary.
  6. To serve as the chapter’s delegate to Provincial Council and Grand Chapter Congress meetings, unless unable to attend.
  7. To oversee the recruiting activities of the chapter.
  8. To ensure that the members of the chapter understand the purpose and activities of the Delta Sigma Pi Leadership Foundation and the importance of their support of the Foundation.
  9. To oversee the development and implementation of the chapter’s professional program.
  10. To promote LEAD and other National Fraternity educational programs and encourage attendance by chapter members.
  11. To submit all Franchising information to Central Office besides the fees associated, which are handled by the Vice President – Finance.

The Board may provide the president other duties and powers.

Policy 2. Duties of the Vice President – Chapter Operations – The Vice President – Chapter Operations has the following duties and powers:

  1. To assist the chapter President and temporarily assume the President’s duties in their absence.
  2. To ensure all official communications affecting the chapter are read into the minutes of the chapter.
  3. To ensure correspondence with the Central Office and national officers is promptly handled.
  4. To ensure the names and addresses of all nationally required officers are reported to the Central Office.
  5. To promptly file all reports, except those designated to be the responsibility of other officers of the chapter, as may be requested by the Central Office.
  6. To coordinate strategic planning sessions with the chapter President.
  7. To ensure the names of the Grand Chapter Congress delegates and alternates are submitted to the Central Office within seven days of their election.
  8. To ensure that chapter Bylaws are updated and electronically submitted to the President by June 15th of each year for submission to Central Office.
  9. To ensure timely information about the chapter and its members is provided to the editor of The DELTASIG.
  10. To ensure all criteria is met so that the Chicago Alumni Chapter has at least a Bronze Recognition in the Alumni Chapter Recognition Program each fiscal year.

The Board may provide the Vice President – Chapter Operations other duties and powers.

Policy 3. Duties of the Vice President – Collegiate Relations – The Vice President – Collegiate Relations has the following duties and powers:

  1. To serve as the liaison to local collegiate chapters, specifically the collegiate chapters’ Vice President – Alumni Relations.
  2. To ensure the members of the alumni chapter are informed of activities being sponsored by collegiate chapters in their local area via email and other social media avenues.
  3. To gather information from collegiate chapters and Chapter liaisons about events, pledging ceremonies and initiations.
  4. To ensure the activities of the alumni chapter are communicated to the collegiate chapters in their local area via email and other social media avenues.
  5. To ensure the members of the local collegiate chapters are educated on how they can continue to be involved in the activities of Delta Sigma Pi as alumni members. Meetings are to be scheduled during each Collegiate Chapter’s Business Meeting or at another convenient time for the chapter. In-person meetings shall be conducted for chapters: Alpha Omega, Eta Mu, Gamma Pi, Kappa Phi, Zeta and Zeta Xi. In person and/or online meetings shall be conducted at the discretion of the Vice President – Collegiate Relations for the chapters: Delta, Lambda Omicron, Psi and Xi Chi.

The Board may provide the Vice President – Collegiate Relations other duties and powers.

Policy 4. Duties of the Vice President – Finance – The Vice President – Finance has the following duties and powers:

  1. To oversee the receipt and expenditure, upon duly authorized orders, of all monies of the chapter.
  2. To oversee the preparation of an annual chapter budget; monitor revenue and expenses in relation to the budget; and promptly report any variances to the chapter.
  3. To oversee the keeping of an accurate account of the receipts and expenditures of the chapter in a standardized accounting system.
  4. To ensure such reports as may be required by the Central Office are forwarded without unreasonable delay.
  5. To ensure that payment to the Central Office for invoices covering franchising fees and chapter liability insurance are submitted by June 15th for the June 30th deadline.

The Board may provide the Vice President – Finance other duties and powers.

Policy 5. Duties of the Vice President – Alumni Relations – Vice President – Alumni Relations has the following duties and powers:

  1. To oversee the maintenance and accuracy of chapter member address information in the National Fraternity’s database and ensure that changes are promptly communicated to the Central Office.
  2. To ensure the activities of the chapter are communicated to the chapter’s members, other local alumni and the Chair of the Provincial Alumni Development Committee through a chapter newsletter or other form of communication.
  3. To oversee the accepting of Facebook Group requests and sending newly accepted members information about the Chicago Alumni Chapter.
  4. To act as or oversee the duties of the chapter secretary, recording the minutes of all meetings of the chapter, using a standardized system for that purpose.

The Board may provide the Vice President – Alumni Relations other duties and powers.

Policy 6. Duties of Chapter Liaison Directors – A Chapter Liaison Director is a recent graduate from a Great Lakes Region collegiate chapter whose duties include:

  1. Assist the Vice President – Collegiate Relations in obtaining information from their respective collegiate chapter. This includes, but not limited to, dates, times, and locations of their chapter’s pledging ceremony, initiation, and chapter meeting information.
  2. Assist the Chicago Alumni Chapter to connect with collegiate members and getting them involved after graduation.
  3. Attend at least four (4) Great Lakes Region Collegiate Chapter Meetings and/or Collegiate Chapter Initiations of your choosing during each Fiscal Year (July 1st through June 30th).
  4. Attend at least (2) other Great Lakes Region Collegiate Chapter sponsored events of your choosing during each Fiscal Year (July 1st through June 30th). Qualifying Collegiate Chapter sponsored events will be determined by the President, Vice President – Chapter Operations, Vice President – Collegiate Relations, Vice President – Alumni Relations, and Vice President – Finance.

The chapter may provide the Chapter Liaison Directors other duties and powers.

Policy 7. Directors – A director is responsible for tasks provided to them by other members of the Board. Duties will be determined based on the Board’s needs and can appoint specific titles such as but not limited to:

  1. Director of Fundraising
  2. Director of Community Service
  3. Director of Events

The chapter may provide the directors other duties and powers.

Policy 8. Board Attendance – The following are attendance requirements to be on the Board:

  1. Attend two (2) out of four (4) major events: Picnic, Founders’ Day, Volleyball, and James B. Connellan Memorial Golf Outing and Elections.
  2. Attend a majority of all Board meetings.
  3. Attend at least eight (8) other Chicago Alumni Chapter or Great Lakes Region Collegiate Chapter sponsored events (including Collegiate Chapter Meetings and/or Collegiate Chapter Initiations) of your choosing and/or necessary during each Fiscal Year (July 1st through June 30th). Qualifying Collegiate Chapter sponsored events will be determined by the President, Vice President – Chapter Operations, Vice President – Collegiate Relations, Vice President – Alumni Relations, and Vice President – Finance.

G. Officer Transition

Policy 1. Participants – All officers and appointed committee chairs should take part in transition.

Policy 2. Prior to Any Transition Meetings – Before any transition meetings occur, the following items should be done:

  1. President finds and appoints committee chairs.
  2. Vice President – Chapter Operations pre-plans calendar searching for holidays, Fraternity Events (Grand Chapter Congress, LEAD Schools, Provincial Conferences, etc), and other important events.
  3. President provides the following to new officers:
    1. Copies of National Bylaws and National Policies and Procedures from www.deltasigmapi.org.
    2. Copy of Chapter Bylaws and Chapter Policies.
    3. Copy of past year’s financials including budgets and financial statements.
    4. Calendar with important pre-set dates.
    5. Blank Goal Sheet including areas for both personal and chapter goals.
    6. Agenda for transition meeting.
    7. List of new officers and chairs with contact information.

Policy 3. Individual Officer Transition Meetings – Each officer and committee chair should properly transition their successor within 21 days of the election.

  1. Review duties and responsibilities relating to National Bylaws and Policies and Procedures, Chapter Bylaws and Policies and Procedures and the Ritual Book.
  2. Review and set officer goals by reviewing goals from last term and establishing new goals which are detailed, measurable, attainable, realistic, and time specific.
  3. Brainstorm new ideas for activities in all chapter areas.
  4. Set preliminary dates for activities on calendar.
  5. Prepare budget by reviewing old budget and making new budget based on new activities.

Policy 4. Prior to Chapter Transition Meeting – Each officer will need to prepare the following items for the chapter transition meeting after being individually transitioned:

  1. Brainstorm ideas for professional, community service, social, collegiate relations, and recruiting events.
  2. Submit a budget to the Vice President – Finance.
  3. Submit tentative event dates to Vice President – Chapter Operations.

Policy 5. Chapter Transition Meetings – The chapter transition meeting should take place within 30 days of officer elections.

  1. Expectations of officers and committee chairs.
  2. Review goals from last year, discuss individual goals, and discuss chapter goals based on individuals suggestions.
  3. Set tentative calendar for year.
  4. Set budget by reviewing last year’s financials, identifying expected income from dues and fundraising opportunities, reviewing individual budget proposals, making adjustments to proposed budget, and approving chapter budget with proposed changes.
  5. Review available resources (www.deltasigmapi.org, National Leaders, Central Office Staff).

Policy 6. Post-Transition – The finalized calendar, goals, budgets, and current contact information for all new officers and chairs should be distributed to all chapter Officers within 10 days of the chapter transition meeting.

H. Committees

Policy 1. Committees – The special and standing committees of this chapter shall be as named by the President. The President shall also have authority to appoint the members of all committees. The President shall be an ex-officio member of all committees.

Policy 2. Nominating Committee – The Nominating Committee accepts all nominations for the Board of Directors for the upcoming fiscal year. The Vice President – Chapter Operations is the chair of the Nominating Committee. At least two other members of the Board of Directors shall be members of the Nominating Committee.

Policy 3. Marketing Committee – The Marking Committee establishes and implements new policies to increase the reach of the Chicago Alumni Chapter.

I. Finances

Policy 1. Chapter Dues – The annual dues of each chapter member (voting and non-voting) shall be determined by the Board.

Policy 2. Fiscal Year – Chapter dues are due and payable (for all categories of membership) on the first day of the chapter fiscal year or as soon thereafter as Dues Statements are mailed.

The fiscal year of this alumni chapter shall commence on July 1st and conclude on the following June 30th to comply with the fiscal year of the International Fraternity of Delta Sigma Pi.

Policy 3. Checking Account – (From National Policies, Section C, Policy 13) This chapter shall maintain such checking and/or savings accounts in such bank(s) approved by the Board. All checks shall be signed by the Vice President – Finance and the President.

Policy 4. Accounting System – The Chapter shall use the alumni chapter accounting system as provided by The Central Office of Delta Sigma Pi. Additionally, the Board shall require that the books of the Treasurer be audited annually and that a copy of the audit shall be filed at The Central Office of Delta Sigma Pi.

Policy 5. Liability Insurance Premium – (From National Policies, Section C, Policy 17) Upon initial recognition as an alumni chapter, an invoice for liability insurance will be sent to the chapter. All alumni chapters receive an invoice for liability insurance upon annual franchise renewal.

J. National Events

Policy 1. Description – National Events include Grand Chapter Congress, LEAD Provincial Conference, and LEAD Schools.

Policy 2. Provincial Council and Grand Chapter Congress Delegate – The President shall serve as the chapter’s Delegate at Provincial Council and Grand Chapter Congress. If, for any reason, the President is unable to attend, the board shall, by majority vote, elect an alternate Delegate from the Board. The chapter Vice President – Chapter Operations shall notify the Provincial Vice President of the election of an alternate Delegate within forty-eight (48) hours after the election.

K. Communications

Policy 1. Member Directory – A directory of members, further known as “The Gold Book,” will be distributed no later than the Founders’ Day event for all present. Any members not in attendance will be mailed a copy.

L. Publications & Website

Policy 1. Privacy of Membership Records – No member information will be published by the chapter unless authorized by the individual member. Member information will be submitted to Central Office annually as part of franchising requirements.

Policy 2. Website Privacy – Individuals elected to the Board shall have their name and their choice of phone number, email address, biography and picture listed on the Fraternity website. Others listed on the chapter website must give their permission to be listed.

Policy 3. Chapter Website – Appointed webmaster by the Board is responsible for keeping the chapter website up-to-date.

M. Awards

Policy 1. National Awards – The official Awards and Recognition Guide contains all policy and procedures related to awards and recognition. It is published on the Fraternity website (www.deltasigmapi.org) and should be followed precisely by the submitter.

Policy 2. Applying for Awards – The President, with the assistance of the Vice President – Chapter Operations, is responsible for applying for National Awards every year.

Policy 3. Chapter Awards – The Board may choose to award a Member of the Year Award once annually. Nominations and a vote for the winner will take place at the second to last meeting or at the last event previous to the last meeting. The award will be presented at Founders’ Day or other appropriate time decided upon by the Board.

N. Scholarships

Policy 1. Chapter Scholarships – The chapter currently has two endowed scholarships with the Delta Sigma Pi Leadership Foundation. The Chicago Alumni Chapter – Thomas M. Mocella Scholarship is awarded annually to an undergraduate member of Delta Sigma Pi of Chicago Area Chapters (Zeta, Alpha Omega, Eta Mu, Gamma Pi, Kappa Phi, or Zeta Xi). The Chicago Alumni Chapter – H. G. “Gig” Wright Graduate Study Fellowship is awarded annually to a graduate member of Delta Sigma Pi who is a dues-paid Chicago Alumni Chapter member.

Policy 2. Choosing a Recipient – The Delta Sigma Pi Leadership Foundation is responsible for evaluating all applications and choosing the recipient of these scholarships.

Policy 3. Maintenance of Scholarships – The Delta Sigma Pi Leadership Foundation is responsible for managing the money used for the scholarships.

O. Revision to Policies

Policy 1. These Policies & Procedures may be repealed, modified, altered, or amended, or new Policies adopted, at any regular or specially called Board meeting by a majority vote of officers. Nothing shall be in these Policies requiring anything of the entire chapter (voting and non-voting members) except the definition of a member and membership dues, which are determined by the Board. Should a Policy be proposed affecting the entire chapter it must be approved by a majority vote of all voting members of this chapter present and voting. Also provided that due notice by mail of the proposed changes shall have been sent to the most current address on file for all such members of this chapter in good standing at least twenty (20) days preceding the date of said meeting. A removal of this wording will be the same process as implementing Policies affecting the entire chapter (i.e. majority vote of all voting members and mailed at least twenty (20) days preceding the meeting). All proposed amendments to these Policies shall be submitted in advance for review and approval by the Executive Director, and do not become effective until so approved.