ags minutes august 16 2016...Alpha Gamma Sigma AGS, Made with 100% Honor. Multi-Use Building Room 330 AGS Fall 2016 Agenda Officer Meeting August 16, 2016 I. Call to Order and Roll

Alpha Gamma Sigma AGS, Made with 100% Honor. Multi-Use Building Room 330

AGS Fall 2016 Agenda Officer Meeting

August 16, 2016

I. Call to Order and Roll Call for Attendance

• Pres. Plunket called this meeting to order at 3:27 PM.

II. Roll Call Cris Plunkett, President (Pres.) - Present Paul Luu, Vice President (VP) of Internal Affairs - Present Ankita Sethi, Vice President (VP) of External Affairs - Present Hani Nguyen Nhu, Treasurer (Treas.) - Present Natalia Perez, Journalist/Social Media Director (SM Dir.) - Present Eugene Ng, Fundraising Coordinator (FC) - Present Brianna Lelieur, Outreach Coordinator (OC) - Present Victor Lei, Community Service Director (CS Dir.) - Present Amanda Ramadhani, Outreach Committee Member (OCM) - Absent Gwyneth Kaminski, ICC Representative (Rep.) - Present

III. Approval of Agenda • MOTION (CS Dir. Lei/VP Luu): To add item K: Switching VP Positions to the August 16,

2016 Officer Meeting Agenda. - No Objections were raised. RESOLVED: That item K: Switching VP Positions to the August 16, 2016 Officer Meeting Agenda.

• MOTION (routine): To approve the August 16, 2016 Officer Meeting Agenda. - No Objections were raised.

RESOLVED: That the August 16, 2016 Officer Meeting Agenda was approved.

IV. AGS Business

A. Discussion of Officer and Club Meeting Times • Pres Plunkett explained that officer meetings will be held from 2:30 to 3:30 P.M.,

while general meetings will be held from 3:30 to 4:30 P.M., on every other Tuesday.

B. Discussion of the New Advisor (Document A)

• Pres. Plunkett reported that Mr. Kox will be retiring at the end of the school year, and a new advisor will be needed for the next year.

• The council discussed possible candidates for the AGS advisor position.

C. Informing of New Officers’ Roles • Pres. Plunkett commented that there should be a community service event by the end

of August or beginning of September. He also commented that OC Lelieur will be working with CS Dir. Lei and SM Dir. Perez to increase member turnout.

D. Discussion of First Meeting- Speakers, Food, and Dates • The council discussed possible speakers and food for the first general meeting. • The council set the first AGS general meeting to be on August 30th.

E. Creation of Advertisement/Outreach Campaign • The council discussed possible campaigning ideas.

F. Discussion of First Fundraiser and Community Service Event • Pres. Plunkett commented that the first fundraiser should be held in the first week of

September. • The council discussed possible fundraising events.


G. Discussion of Bylaws (Document B)- State Bylaws of Alpha Gamma Sigma (Document C)- Advisors Handbook

• Pres. Plunkett recommended revising the AGS bylaws and advisor handbook as they are both very outdated.

• Pres. Plunkett presented both Documents B and C. H. Creation of Constitution Committee

• MOTION (VP Sethi/OC Lelieur): To appoint Pres. Plunkett, VP Sethi, OC Lelieur, Rep. Kaminski, and FC Ng to the Constitution Committee. - In favor: VP Luu, VP Sethi, Treas. Nguyen, SM Dir. Perez, FC Ng, OC Lelieur, CS Dir. Lei, Rep. Kaminski -Opposed: (none) -Abstain: Pres. Plunkett -Absent: OCM Ramadhani RESOLVED: That Pres. Plunkett, VP Sethi, OC Lelieur, Rep. Kaminski, and FC Ng were appointed to the Constitution Committee.

I. Discussion on Website Update • The council discussed possible updates to the AGS website

J. Pictures and Bios

(Document D) - AGS Officer Bio Fill-in Questionnaire.

• The council took their pictures and submitted their short biographies. K. Switching VP Positions

• MOTION (Pres. Plunkett/VP Luu): To appoint VP Luu as the Vice President of External Affairs and VP Sethi as the Vice President of Internal Affairs. -No Objections were raised.

RESOLVED: That VP Luu was appointed as the Vice President of External Affairs and VP Sethi as the Vice President of Internal Affairs.

V. Announcements

A. Officers • OC Lelieur announced that there is a dance in the mission for free.

VI. Adjournment

• Pres. Plunkett adjourned the meeting at 4:54 P.M..


(Document A) Dear Faculty, I have served as the club adviser for the AGS Honors Society, Omega Chapter, here at CCSF for the past 15 years. I am preparing for retirement, and thus am seeking a replacement. Let me tell you a bit about the club, and the organization -- if it sounds interesting, please contact me prior to the school year. AGS is unique to California Community Colleges. There are currently about 65 active chapters throughout the stated. City College has had an active chapter since 1938. AGS functions at City College under the aegis of Student Activities and as such must follow all regulations for operating as a student club. We are thankful for this as the Inter-Club Council provides some base funding for activities and as this ensures that all students at CCSF are welcome to participate. In addition, this association enhances learning for student leadership. Honors Society members cut across all college disciplines and degree programs. Some members complete their college careers earning AS/AA degrees, most are in transfer programs. As a college club, AGS thus provides students of varied interests a place to gather, exchange ideas and information, and to promote the bonds of collegiality that are so needed at a non-residential school. AGS also emphasizes scholarship and community service. This is a good opportunity to help students get engaged, or at least to recognize the various ways they engage the community. At the State level, advisers are required to attend one general meeting and one convention annually. In addition, advisers are required to assess dues from each participant and to pay dues to the State organization annually. To this end, all club transactions are managed through the student "banking" system that utilizes a college accommodation account. The collection of dues, and the use of the college accommodation accounts also allows the club to offer scholarships both to the general college community and/or to club members. Last year the club provided over $3000 in scholarships. This is a particularly good opportunity for faculty who had once been AGS members themselves -- there are several in the state-wide organization who have been so. In addition, this is a task that can be shared between several faculty members, so it is entirely possible to partner and share duties. Of course, the adviser is not compensated for service -- no release and no extra pay -- however your rewards will be in the promotion of student success and the gratitude of your students. Chris Kox Chair, Library Tech

415-452-5519


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BYLAWS OF ALPHA GAMMA SIGMA, INCORPORATED

(Revised, 1984. Amended, 4/2002; 4/2006; 4/2009; 8/2011)

CONTENTS Article I: Name and purpose…………………………………..………….… Page 2 Article II: Membership…………………………………….…….………….. Page 2 Article III: Chapters…………………………………………..……………… Page 4 Article IV: State Organization……………………………….….………….… Page 5 Article V: Meetings………………………………………….…………….… Page 6 Article VI: Officers, Duties, and Elections………………….…………..…… Page 8 Article VII: Apportionment of Funds………………………….……………… Page 15 Article VIII: Parliamentary Authority……………………………….………… Page 15 Article IX: Amendment to the Bylaws…………..…………………………… Page 15 Please Note: As of October 2006, all versions of the Bylaws of Alpha Gamma Sigma, Incorporated whose last date of amendment is earlier than 2006 are no longer in effect and all copies of them should be either destroyed, recycled, or, if kept for historical purposes, be clearly marked OBSOLETE. If you still own a copy of the 1996 Edition of the Alpha Gamma Sigma Handbook, remove and destroy the obsolete Bylaws you may find in Appendix B and insert this new version. In removing the old pages of Appendix B from your handbook, take care not to remove any pages of Appendix C (Bylaws of the board of trustees of Alpha Gamma Sigma, Incorporated); this mistake is easily made. SPECIAL NOTE TO ADVISORS: (1) At your earliest convenience, READ these bylaws from the beginning to end (it takes about 30 minutes) and advise your chapter officers to do the same. (2) If you do not have an AGS handbook into which to insert them, keep these Bylaws somewhere else where you can readily find them. (3) BRING THE BYLAWS WITH YOU TO EVERY ADVISORY BOARD MEETING YOU ATTEND! (4) At Advisory Board meetings, raise a point of order if you know the bylaws are being violated. SPECIAL NOTE TO STATE ADVISORY BOARD OF OFFICERS: Some Advisory Board Officers are still surprised when bylaws provisions adopted as long ago as 1997 are pointed out to them. If you have not already done so, read the paragraph in Article VI, Section 2 which describes the duties of your particular office. FINAL NOTE: Seven years ago, the Bylaws of Alpha Gamma Sigma, Incorporated had been allowed to become so obsolete that it was pointless to ask new advisors to read them and embarrassing if one of them were to ask for a copy. After eight rounds of bylaw amendments in seven years, we now have an excellent and workable set of bylaws of which we can be proud. This does not mean they are perfect, of course, but radical changes in them are no longer necessary.

Charles Bell, AGS Advisory Board Secretary, April 2002 Updated by Jacqueline Faris, AGS Advisory Board Treasurer, October 2006

(Document B)


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ARTICLE I NAME AND PURPOSE

Section 1. Name. This organization shall be known as Alpha Gamma Sigma, Incorporated, (AGS,

Inc.) the California Community College Honor Scholarship Society, formerly known as the California Junior College Honor Scholarship Society.

Section 2. Purpose. The purpose of the organization shall be to foster, promote, maintain and

recognize scholarship. The function of the state organization shall be to encourage local chapters to develop, in themselves, or in cooperation with other chapters, programs offering cultural, social or enrichment experiences as a part of the total experience of community college students. The state organization shall also encourage chapters to provide opportunities for participation in service activities by their members.

ARTICLE II MEMBERSHIP

Section 1. To be a member of an AGS chapter, a student must be enrolled in classes at the chapter’s

community college district. Section 2. Initial Membership

a. A community college student is eligible for initial membership by completing 12 semester or 18 quarter units in a maximum of 3 semesters or 5 quarters at any institution of higher education and having a cumulative grade point average (G.P.A.) of at least 3.00. No units acquired more than two years prior to application for initial membership shall be used prohibitively.

b. All life members of the California Scholarship Federation and those who graduated with a

minimum G.P.A. of 3.50 at the high school level shall be invited to become temporary members during their first semester in a community college and shall have, upon payment of dues, all the privileges of membership except that of holding elective office.

Section 3. Continuing Membership.

a. An initial member may obtain continuing membership by:

1. Achieving for the previous semester or quarter not less than a 3.00 G.P.A. in courses at the current community college district, AND

2. Maintaining a cumulative G.P.A. of 3.00 or better. b. Continuing members will receive one semester (quarter) grace if the member's

semester/quarter G.P.A. falls below 3.00, but their cumulative G.P.A. is 3.00 or above. There shall be no two consecutive grace periods. In the event that a student takes all classes credit/no credit, then that semester will count as the grace period if they are a continuing member.

Section 4. Membership requirements for scholarship

a. Members who are currently in a grace period may not apply for a scholarship.


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b. Applicants must have a cumulative GPA 3.00 or higher. c. No members of a chapter may apply for scholarships unless that chapter meets the

criteria of a chapter in good standing (see Article III, Section 8). Section 5. Permanent Membership. Student members may apply for permanent membership

during the semester in which they complete a minimum of 60 semester or 90 quarter units in degree appropriate courses with at least half of them completed at a community college. Applicants with as few as 54 semester or 81 quarter degree appropriate units may be eligible for permanent membership provided they have enough units graded CR to make up the required total. Applicants must also meet the requirements of Paragraphs “a” or “b” below:

a. The member has maintained a cumulative GPA of 3.50 or better in all recognized college

work and has been a member of AGS, Inc., for at least one term OR

b. The member has maintained a cumulative GPA of 3.25 or better in all recognized college work and has been a member of AGS, Inc., for at least two terms.

c. In determining eligibility, units must be counted beginning with those most recently

completed and going back chronologically until the number of units is reached. If any units from a semester (or quarter) are used to establish eligibility, all units in graded courses on that and all intervening transcripts must enter into the calculation of the G.P.A.

d. Any course completed two years or more prior to application for permanent membership,

whether at a community college or other institution, shall not be used to prohibit any person from becoming a permanent member, provided these units are not used to meet the minimum number of required units.

e. Permanent membership is not granted automatically. Student members must apply for

this status through their chapter’s advisor(s), who determine(s) the eligibility of applicants.

f. No chapter may grant permanent membership status unless it meets the criteria of a

chapter in good standing. After reinstatement of a chapter’s good standing status, any of its members who had been denied permanent membership because of the lack of good standing may reapply.

Section 5. Alumnus Member. Any permanent member shall be considered an alumnus member. Section 6. The Permanent Membership Certificate. Only persons who qualify for permanent

membership shall be entitled to receive the Alpha Gamma Sigma Permanent Membership Certificate.

Section 7. The Official Pin. A continuing member shall be entitled to wear the officially adopted

silver pin of the organization. A permanent member shall be entitled to wear the officially adopted gold pin of the organization.

Section 8. Control of membership at the local level. Each local chapter must establish procedures

for applying for active membership in accordance with its own local constitution/ bylaws. The local bylaws may specify initial, continuing, and temporary membership


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requirements stricter than those of the state constitution. In addition to the requirements above, chapters may include a service requirement.

ARTICLE III CHAPTERS

Section 1. Any accredited California community/junior colleges that grant an Associate Degree may

apply for charters for campus chapters of this society. Section 2. Application for a chapter shall include:

a. A statement that a provisional chapter has been formed by students who meet the membership requirements as set forth in Article II, Section 1;

b. A statement that the state AGS, Inc. Bylaws have been accepted by the provisional

chapter;

c. A copy of the chapter constitution/ bylaws providing for the organization of the chapter, the holding of local meetings, and for any suitable activity, provided that all such provisions be compatible with the state Bylaws of AGS, Inc.

This application shall be signed by (a) the chief administrative officer of the college; (b) the faculty advisor of the provisional chapter; and (c) the president of the provisional chapter.

Section 3. Application for an alumni chapter for alumni members shall include the same provisions

as for campus chapters. This application shall be signed by a chapter advisor in any nearby college and the president of the provisional alumni chapter.

Section 4. A chapter may relinquish its charter at any time. Section 5. An initiation fee, as determined by the Advisory Board, shall be paid to the treasurer of

the State Advisory Board before a charter is granted. Section 6. A reactivation fee, as determined by the Advisory Board, shall be paid to the Treasurer of

the State Advisory Board by any chapter reactivating after having been inactive for more than one year.

Section 7. Annual Dues consisting of two amounts, one a fixed sum per chapter, regardless of

membership count, and the other an amount per chapter member, both to be determined by the State Advisory Board, shall be paid to the Treasurer of the State Advisory Board by each chapter by June 30th of each year. Membership counts shall include the total number of members enrolled in the chapter in the Fall and Spring of the academic year. There shall be a grace period of four months during which chapters may pay their dues and still meet the criterion for good-standing status, but the fixed sum per chapter shall be increased by 20 percent. Advisors and student members of chapters paying dues after October 31st may debate at Advisory Board meetings or General Assemblies of Delegates, and their delegations may vote; but such chapters shall not be eligible to submit candidates for Alpha Gamma Sigma scholarships and awards at the immediately following spring State Convention. Amendments to this section shall be initiated only by members of the State Advisory Board.


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Section 8. Chapters in Good Standing in the spring of a given year are those that have been certified by the Treasurer of the State Advisory Board and Secretary of Extension and Eligibility as having met all the following criteria in the immediately previous calendar year:

a. The chapter had a charter and its bylaws on file with the Secretary of Extension and

Eligibility. b. If newly reactivated, the chapter paid its reactivation fee. c. The chapter paid all bills owed to Alpha Gamma Sigma, Inc. d. The chapter satisfied its minimum calendar year requirements in one of the following two

ways:

1. The chapter was represented at the spring State Convention AND submitted its annual dues form, dues payment, and Permanent Member Report by June 30th (or by October 31st with a late fee). A Permanent Member Report must be filed even if no permanent memberships are awarded.

OR 2. The chapter (a) was represented at a Regional Conference, AND (b) was represented

by an advisor or proxy at the Fall Advisors’ Meeting, AND (c) submitted its annual dues form, dues payment, and Permanent Member Report by June 30th (or by October 31st with a late fee). A Permanent Member Report must be filed even if no permanent memberships are awarded.

If, during the academic year, a chapter has been newly chartered or newly reactivated or if all its advisors have newly assumed this responsibility, such chapter shall be given a one-year grace period before being required to fulfill the criteria for good standing stated in Paragraphs “d.(1)” and “d.(2)” above. The State Advisory Board may, by majority vote, suspend the provisions of Paragraphs “d.(1)” and “d.(2)” of this Section in cases where a chapter advisor presents to the Advisory Board good reason why it would be temporarily impossible for the chapter to comply with these provisions. These provisions shall not be suspended for the same chapter two years in a row.

Section 9. The term “active chapter” as used in these bylaws shall be defined as any chapter that (1)

fulfills the criteria stated in Section 8, Paragraph “a” above and (2) has fulfilled, during the previous two years, at least three of the last six criteria for good standing listed in that section.

ARTICLE IV STATE ORGANIZATION

Section 1. The State Advisory Board.

a. The State Advisory Board shall be composed of the advisors of all chapters in good standing as well as any retired former advisors who accept the Board’s invitation to continue serving.


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b. The State Advisory Board shall have all the powers of governance of this society at the state level not specifically reserved to the Board of Trustees of Alpha Gamma Sigma, Incorporated, by provisions in the bylaws of that board (q.v.).

Section 2. The Board of Trustees of Alpha Gamma Sigma, Incorporated shall consist of current or

former members of the State Advisory Board elected by that body, and two student members, one from each region, elected by the General Assemblies of Delegates at the fall Regional Conferences. The legal powers of Alpha Gamma Sigma, Inc., as a non-profit corporation of the State of California, shall be vested in the Board of Trustees, who shall function under a separate set of bylaws (q.v.)

Section 3. The title of Advisor Emeritus may be granted to any advisor who has served on the State

Advisory Board for a minimum of 10 years. Nominations for this honor may be submitted to the Executive Board for their recommendation and presentation to the State Advisory Board for approval. A two-thirds vote shall be required for approval. Upon election, Advisors Emeriti shall be kept in the Alpha Gamma Sigma Advisory Board as long as their addresses are kept current.

Section 4. The Executive Board shall be composed of the President, Vice President, Secretary,

Treasurer, and Vice-Treasurer of the State Advisory Board and the President, or designee, of the Board of Trustees of Alpha Gamma Sigma, Incorporated. The Executive Board shall transact Advisory Board business of an emergency nature between regular meetings of the Advisory Board. The Advisory Board member(s) mainly concerned with a particular emergency situation shall be invited to take part in the Executive Board’s deliberation of the matter.

Section 5. The General Assemblies of Delegates of the Northern and Southern Regions shall be

composed of all duly registered chapters attending the two Regional Conferences. Section 6. The General Assemblies of Delegates of the State Convention shall be composed of all

duly registered chapters attending the state convention.

ARTICLE V MEETINGS

Section 1. The State Advisory Board.

a. The State Advisory Board shall meet twice a year. The spring meeting shall be at the site of the State Convention. Whenever possible, the date and location of the fall meeting shall be determined by the State Advisory Board at or prior to the preceding State Convention. The spring and fall meetings shall not both be held in the same region in any one academic year.

b. Advisors meeting at the fall Regional Conferences may (1) discuss topics of mutual interest, (2) suggest items for the agenda for the next spring meeting, (3) initiate amendments to these bylaws, or (4) pass motions and resolutions binding only to their own region and not in conflict with these bylaws or decisions of the State Advisory Board.

c. Each chapter shall have one vote at meetings of the State Advisory Board and at meetings of advisors at the fall Regional Conferences.


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Section 2. The Board of Trustees of Alpha Gamma Sigma, Incorporated shall meet twice annually in conjunction with meetings of the State Advisory Board, and at such other times as deemed necessary by the President of the Board of Trustees.

Section 3. The Executive Board shall meet at the call of the President of the Advisory Board when

the need arises. All such meetings shall be special meetings and action taken shall be subject to ratification by the State Advisory Board at its next regularly scheduled meeting. In cases where it is impractical for the Executive Board to meet together in one place deliberation may be conducted by telecommunication.

Section 4. Regional Conferences

a. The chapters of Alpha Gamma Sigma, Incorporated, shall be divided into two Regions. Chapters of the Northern Region shall be those whose colleges are located north of the northern boundaries of San Luis Obispo, Kern and San Bernardino Counties. Chapters whose colleges are located south of that line shall belong to the Southern Region.

b. Each Region shall hold an annual Regional Conference in the fall, its date and place to be

determined either by the State Advisory Board or by the advisors meeting at their previous Regional Conference.

c. The chapter president of one of the colleges hosting a Regional Conference shall preside

over meetings of the General Assembly of Delegates at that conference.

d. The delegation of each chapter in good standing shall have one vote.

e. The General Assembly of Delegates at a Regional Conference shall elect the student representative and alternate from its region to serve on the Board of Trustees of Alpha Gamma Sigma, Incorporated, for the next calendar year.

f. The General Assembly of Delegates at a Regional Conference may be called to order to

(1) discuss matters of common concern to all chapters, (2) pass motions or resolutions of a non-political nature binding only to their own region and not in conflict with these Bylaws or the General Assembly of Delegates at the State Convention, or (3) initiate amendments to these Bylaws according to procedures prescribed in Article IX.

Section 5. State Convention

a. A State Convention shall be held each year in the spring, its date and location to be determined by the State Advisory Board at least one year prior to the event.

b. A chapter president of one of the host chapters shall preside at each gathering of the

General Assembly of Delegates at the State Convention. c. The General Assemble of Delegates at the State Convention may be called to order to (1)

discuss matters of common concern to all chapters, (2) pass motions and resolutions of a non-political nature binding only to the student organization of the chapters and not conflict with these bylaws, or (3) initiate amendments to these bylaws according to the procedures prescribed in Article IX.

d. In all voting, the delegation of each chapter in good standing shall have one vote.


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Section 6. Quorum: One quarter of the chapters in good standing shall constitute a quorum. Section 7. Proxy Voting shall not be permitted.

ARTICLE VI OFFICERS, DUTIES AND ELECTIONS

Section 1. The State Advisory Board Officers

a. The elected officers shall be: 1. The President 2. The Vice-President (who shall also be President-Elect and Regional Chair of the

Vice-President’s own region) 3. The Vice-President Elect (who shall be Regional Chair of the other region) 4. The Secretary 5. The Treasurer 6. The Vice-Treasurer 7. The Chair of Scholarships and Awards 8. The Vice Chair of Scholarships and Awards 9. The Secretary of Extension and Eligibility 10. The Collector of Permanent Records and 11. The Secretary of Intercollegiate Relations

b. The appointed officers shall be:

1. The Parliamentarian 2. The Handbook Editor 3. The Editor of the State Advisory Board Directory (short title: Directory Editor) 4. The Historian and 5. Other officers as designated by the President with the consent of the Advisory Board

Section 2. Duties of State Advisory Board Officers

a. The President shall:

1. Preside over meetings of the State Advisory Board 2. Appoint committees and committee chairs as necessary, including a Nominating

Committee. 3. Prepare and distribute the agenda for each meeting of the State Advisory Board. 4. Have the right, but not duty to serve as ex officio member of all committees except

the Nominating Committee. 5. Call special meetings of the Executive Board when necessary. 6. Perform other duties applicable to the office of President.

b. The Vice-President shall:


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1. Assume the duties of President in the absence of the latter, and prepare to assume the office of President the following year.

2. Perform the duties of Regional Chair for one of the Regions as outlined in Paragraph

“g” below. c. The Vice-President Elect shall:

1. Prepare to assume the office of Vice-President the following year. 2. Perform the duties of Regional Chair for one of the Regions as outlined in Paragraph

“g” below. d. The Secretary shall:

1. Record and publish minutes of State Advisory Board Meetings. 2. Maintain correspondence for the State Advisory Board 3. Mail bylaws ratification ballots to chapters in good standing within one month of

Advisory Board approval of a proposed amendment, announce the postmark deadline for returning the ballots as one week before the next Advisory Board Meeting, receive and tally ballots, and report the results of the election at that meeting.

4. Update and distribute copies of the Bylaws at the next Advisory Board meeting after

any amendment to them has been ratified. 5. Update the Rules of Order and the Standing Rules each time the State Advisory

Board effects a change in them. 6. Perform other duties appropriate to the office of Secretary as designated by the

President.

e. The Treasurer shall:

1. Maintain the financial records of the society. 2. Collect dues, scholarship contributions and other assessments from the chapters. 3. Include with the requests for the above payments as a reminder to submit Permanent

Membership and State Honor Roll reports for the previous academic year to the Secretary of Extension and Eligibility.

4. Report chapters delinquent in the above payments to the Secretary of Extension and

Eligibility within one month after the final deadline for payment has passed. 5. Maintain supplies of official jewelry items, gold seals, and Permanent Membership

certificates and conduct their sale to chapters in good standing. 6. Maintain supplies of State Honor Roll Certificates and distribute them to chapters in

good standing. 7. Make authorized expenditures.


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8. Make expenditures for the general operation of the organization, without prior

authorization by the Advisory Board, provided each such expenditure does not exceed the amount to be set by the Advisory Board in a Standing Rule.

9. Prepare an annual financial report for distribution at the spring meeting. 10. Keep the Vice-Treasurer informed of procedures relating to the Treasurer’s office. 11. Assign duties to the Vice-Treasurer as needed and appropriate. 12. Perform other duties appropriate to the office of Treasurer.

f. The Vice-Treasurer shall:

1. Be prepared to take over all duties of the treasurer in case the Treasurer becomes unable to serve.

2. Perform duties of the Treasurer as the Treasurer may request. 3. Be authorized to write checks on the Advisory Board’s account, but only in cases

where emergency requires that checks be written at a time when the Treasurer is either absent or otherwise unable to write them.

g. As Northern and Southern Regional Chairs, the Vice-President and the Vice-President

Elect shall:

1. Preside at the Advisors’ meetings at the Regional Conferences. 2. Make certain that the chapters assigned to host the Regional Conferences have begun

preparations for them at least six weeks before their scheduled dates. 3. At the Regional Conferences, receive corrections to the State Advisory Board

Directory from advisors present. 4. Immediately after the Regional Conferences:

a) Provide the Secretary of Extension and Eligibility with a list of chapters that sent

delegates and advisors to their Regional Conferences.

b) Report to the President of the Board of Trustees the names, college names, home addresses and Social Security numbers of the newly elected student members of that Board and their alternates.

c) Transmit corrections to the State Advisory Board Directory to the Directory

Editor.

h. The Chair of Scholarships and Awards shall:

1. At least three months prior to the State Convention each year, prepare and distribute to all active chapters the information necessary to make application for the Alpha Gamma Sigma scholarships and awards available that year.


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2. With the assistance of the Vice-Chair of Scholarships and Awards, appoint an equal number of advisors from each region to read and evaluate the applications.

3. With the advice and consent of the Advisory Board, prepare a set of Standing Rules

for the following:

a) A list of documents that need to accompany the applications for the various AGS scholarships or awards;

b) Directions to applicants and their advisors for preparing and mailing to the Chair of Scholarships and Awards the documents necessary for application;

c) Criteria to be used by the readers in judging scholarship and award applications;

d) A committee consisting of the Chair and Vice-Chair of Scholarships and Awards and an equal number of advisors from each region who will numerically combine the rankings of all the readers and, from this consolidated list, will designate the winners of the various scholarships and awards;

e) A plan for one or two suitable ceremonies at the State Convention for recognizing all applicants and for distributing the monetary awards to the winners.

4. Receive applications for scholarships and service awards from chapters in good

standing, screen them for eligibility, and mail copies of them, together with proper instructions, to the readers.

5. Notify chapters whose good standing is in question. 6. After each State Convention, provide a list of the names of that year’s recipients of

scholarships and awards to the Secretary to be permanently filed with the minutes. 7. Immediately after the State Convention, send a report to the Treasurer of the Board of

Trustees and the Treasurer of the State Advisory Board that includes the names and Social Security numbers of the recipients of all scholarships and awards.

8. Evaluate the process and recommend needed changes to the Advisory Board.

i. The Vice-Chair of Scholarships and Awards shall:

1. At the direction of the Chair of Scholarships and Awards, help that officer in carrying

out the duties listed in Paragraph “h” above. 2. Be prepared to perform the duties of the Chair of Scholarships and Awards in case

that officer is no longer able to serve. 3. Assist in evaluating the process.

j. The Secretary of Extension and Eligibility shall:

1. Maintain a file of active and inactive chapters including college name, chapter

name, date of charter, and in case of active chapters, the name(s) of the current advisor(s).


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2. Maintain a file of the current bylaws of all chapters, active and inactive, and advise chapters when their bylaws are not in accordance with those of the State organization.

3. Receive Permanent Membership and State Honor Roll Reports from the chapters. 4. Receive from the Treasurer and the two Regional Chairs the reports necessary for

determining the good-standing status of the chapters; and, using the criteria listed in Article III, Section 6, compile a list of chapters in good standing and mail copies to the Chair and Vice-Chair of Scholarships and Awards as well as to all active chapters at least three weeks before the chair of the committee is to mail out the yearly announcement.

5. Receive requests and correspond with California Community Colleges regarding the

establishment or reactivation of chapters of Alpha Gamma Sigma. 6. In accordance with Article III, Sections 1 through 6 of these bylaws, provide new

and reactivating chapters with all the necessary information, forms and instructions. 7. Report new and reactivating chapters to the State Advisory Board. 8. Present charters to new and newly reactivated chapters at the Scholarship and

Awards Ceremony at the State Convention.

k. The Collector of Permanent Records shall:

1. Act as custodian of the archives of Alpha Gamma Sigma, Incorporated, insure that they are kept in a safe place, and, at each spring meeting of the State Advisory Board, present a report, either orally or in writing, concerning their content, status and location.

2. Request the following and file for reference:

a) Permanent Membership and State Honor Roll reports from the Secretary

of Extension and Eligibility;

b) Copies of the approved minutes of the State Advisory Board meetings from the Secretary;

c) The list of names of recipients of Alpha Gamma Sigma scholarships and Awards for each year from the Chair of Scholarships and Awards.

d) Copies of obsolete Advisory Board Directories from the Directory Editor;

e) A list of the names of the officers and other members of the Board of Trustees for each year, including the years of the term of office of each, from the President of the Board of Trustees;

f) Copies of the approved minutes of the Board of Trustees from the Secretary of that Board; and

g) Copies of all tax returns from the Treasurer.


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3. Keep on file any other information, documents, or photos that might be of use in the

compilation of a “History of Alpha Gamma Sigma.”

l. The Secretary of Intercollegiate Relations shall conduct correspondence with four-year institutions to solicit scholarships for Alpha Gamma Sigma transfer students and shall publish an updated list of such scholarships annually and distribute copies to the chapters.

m. The Parliamentarian shall: 1. Answer questions concerning parliamentary procedures. 2. Point out serious breaches of parliamentary procedure if and when they occur.

n. The Handbook Editor shall: 1. Review the handbook each year and update if necessary, incorporating useful

suggestions and information submitted by members of the State Advisory Board.

2. Maintain a supply of copies of the handbook sufficient to meet demand, and conduct sales of such copies to the chapters.

o. The editor of the State Advisory Board Directory (short title: Directory Editor) shall:

1. Update the State Advisory Board Directory annually and distribute copies at

Advisory Board meetings.

2. Using data from the Directory, provide mailing labels for Advisory Board members to use in mailings authorized by the Advisory Board including announcements of State Convention, Fall Advisors Meetings, Regional Conferences and available scholarships and awards.

p. The Historian shall:

1. Write a narrative report of the activities of Alpha Gamma Sigma during his or term of

office.

2. With the aid of the Collector of Permanent Records, make certain that interesting facts concerning the history of Alpha Gamma Sigma are periodically presented to the membership.

Section 3. Elections

a. The State Advisory Board

1. The annual election of the State Advisory Board Officers listed in Section 1, Paragraph “a” of this Article shall take place at the spring Advisory Board meeting.

2. The Nominating Committee shall consist of four Advisory Board members, two from each region, appointed by the President.

3. Terms of office shall be for one year beginning July 1.


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4. The officers in each of the following pairs shall not be from the same region: a) The Vice-President and the Vice-President Elect, and

b) The Chair and the Vice-Chair of Scholarships and Awards

5. Except for the cases of the Vice-President and the Vice-President-Elect, to whom these Bylaws assign the duties of Regional Chair of their respective Regions, one person may fill no more than one Advisory Board office simultaneously. This rule may be suspended by a two-thirds vote of the Advisory Board for any one academic year in cases where, after genuine search, it has been proved to be impossible to find enough willing and qualified candidates to comply with it.

6. A vacancy in an Advisory Board Office, other than that of President or Vice-President, occurring between elections shall be filled by an officer pro tem appointed by the President until a special election can be held.

b. The State Advisory Board of Trustees

Nominations to fill vacant positions on the State Board of Trustees shall be made by that board and shall be presented to the State Advisory Board for election.

Section 4. Board of Trustees of Alpha Gamma Sigma, Incorporated

a. The Bylaws of the Board of Trustees of Alpha Gamma Sigma, Incorporated, contain all the pertinent information concerning the officers of that board and their duties. It also specifies that all its members with the exception of the two student members are elected to membership by the State Advisory Board. The two student members, one from each Region, are elected by the General Assemble of Delegates at the two Regional Conferences. Each of these bodies shall, at the same time, elect an alternative to service if their first choice becomes unable to do so.

b. The Board of Trustees administers the scholarship funds of Alpha Gamma Sigma, Inc, and represents AGS, Inc. in all matters having to do with these funds.

Section 5. Principal Office of the Corporation

The principal Office of the Corporation shall be in the County of Orange, State of California, as provided in the Articles of Incorporation.

Section 6. The General Assemblies of Delegates

a. The officers of the General Assemblies of Delegates at the Northern and Southern Regional Conferences shall be the President and the Recording Secretary (or the representative) of the chapters hosting the conferences.

b. The officers of the General Assembly of Delegates at the State Convention shall be the President and the Recording Secretary (or their representatives) of the chapters hosting the convention. If general agreement cannot be reached concerning which chapter’s officers are to serve, drawing from a pack of cards shall decide.


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ARTICLE VII APPORTIONMENT OF FUNDS

Section 1. All funds of this society not specifically under management of the Board of Trustees of

Alpha Gamma Sigma, Incorporated, according to Article VII of the Bylaws of that Board (q.v.), shall be placed in the custody of the Treasurer of the State Advisory Board.

Section 2. All moneys accruing to the Alpha Gamma Sigma Advisory Board shall be placed in the

General Fund of that Board’s treasury. An exception shall be in the case where an advisor of a chapter in charge of registration at a State Convention opens a special temporary Alpha Gamma Sigma Convention account with a local bank. In such a case, when such an amount is closed after the convention, any assets remaining shall be transferred to the Advisory Board’s General Fund.

Section 3. Expenditures from the General Fund, except those listed under duties of the Treasurer,

shall be made upon authorization of the State Advisory Board. Section 4. It shall not be the obligation of the AGS state organization to finance the expenses of

students or advisors when attending meetings of the organization. All such expenses shall be borne by the individuals or their chapters with this one exception: The State Advisory Board shall pay the costs of the Fall Advisors’ meeting, for food, travel and lodging for both student members of the Board of Trustees.

Section 5. The host college shall set the registration fee per delegate to cover the expenses necessary

for the presentation of conferences.

ARTICLE VIII PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this society in all instances in which they are applicable and in which they are not inconsistent with these Bylaws.

ARTICLE IX AMENDMENT TO THE BYLAWS

Section 1. This revision supersedes all previously adopted Bylaws of Alpha Gamma Sigma, Inc. All

chapters’ bylaws must be in agreement. Section 2. Amendments to these bylaws may be initiated by a majority vote of any one of the

following bodies: (1) the membership of any chapter in good standing, (2) the General Assembly of Delegates present at a Regional Conference, (3) the General Assembly of Delegates present at a State Convention, (4) the advisors present at a Regional Conference, or (5) the State Advisory Board at any regularly scheduled meeting.

Section 3. The initiation of a proposed amendment by the State Advisory Board at a regularly scheduled meeting shall, itself, be initiated by an advisor of a chapter in good standing who shall first compose both the text of the amendment and a statement of rationale for its adoption, and then arrange for its emailing to the advisors of all active chapters at least three weeks before the date of the next State Advisory Board meeting. Advisors may request a mailed ballot.


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Section 4. A proposed amendment not initiated by the State Advisory Board must first be approved

by a majority vote of that body at one of its regularly scheduled meetings. Proposed amendments to be presented to the Advisory Board for approval must be mailed to all chapters in good standing at least three weeks before the meeting at which approval is sought.

Section 5. Final ratification of a proposed amendment shall be accomplished by a two-thirds

affirmative vote of chapters in good standing. Each chapter in good standing shall have one vote. The vote must be signed by a chapter advisor and returned by US mail, email, or in person by the start of the next state advisory board meeting.

Section 6. The Advisory Board Secretary shall mail, receive and process bylaws ratification ballots

in accordance with the provisions of Article VI, Section 2, Paragraph “d”, and Item 3. Section 7. These bylaws shall be reviewed by a committee appointed by the President no later than

three years after the date of the last amendment or the last review, whichever occurred later. The committee shall determine if amendments need to be made and shall make recommendations to the Advisory Board.


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Alpha Gamma Sigma

Advisors’ Handbook—A to Z

Alpha Gamma Sigma (AGS) is the state-wide honor scholarship society for students in the California community colleges. Its purpose is fostering, promoting, maintaining, and recognizing scholarship and encouraging service to AGS, the college, and the community. Its full name is Alpha Gamma Sigma, the California Community College Honor Scholarship Society. The letters AGS represent the Greek words arête, gnosis, and sophrosyne. Traditionally arête has been defined as “good character” or “virtue,” but has been more recently defined as “excellence.” The traditional and recent definition of gnosis has been and remains “knowledge.” The term sophrosyne was traditionally defined as “good judgment” but has been more recently defined as “wisdom.” The Standing Rules attribute the traditional meanings, which remain acceptable, to the 1932 committee, but the more recent English equivalents of “excellence,” “knowledge,” and “wisdom” are the preferred interpretations (as voted October 6, 2001). Sources for this Handbook include the Bylaws of Alpha Gamma Sigma, Incorporated (April 2002), the Alpha Gamma Sigma, Incorporated, Standing Rules, Established Procedures, and Special Rules of Order (April 2002), the earlier Advisors’ Handbook, the AGS web site (www.ags-honor.org), many advisors’ meetings, years of advising, and active advisors. While this handbook is designed to be relatively brief and to the point, advisors should consult the Bylaws, the Standing Rules, the AGS Web Site, minutes from advisors’ meetings, and mentor advisors for information useful to advisors. The handbook is organized alphabetically. The original idea of providing an index was dismissed because page numbers on electronic documents may vary. ADVISORS Advisors are vital to AGS and the students served by AGS. In two-year colleges where there may be a rapid turn-over of students, the advisors provide continuity and direction. The advisors of AGS oversee the activities of their chapters and also serve as the governing board of the state organization. Students in AGS may communicate with the state AGS organization only through their advisors, and advisors are responsible for following the state bylaws and keeping their chapters in good standing. Advisors also help the college administrators and staff know what an AGS chapter can do for the students and the college. Qualifications and Recruitment Obviously a chapter advisor must be interested in students, skilled in working with people, and able to dedicate the required time to the chapter. At least one chapter advisor

(Document C)


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must be a full-time certificated college employee. Classified and part-time employees may advise in addition to the certificated advisor. When an advisor retires or leaves the chapter, ideally the retiring advisor finds a replacement and works with him or her before leaving. New advisors have been recruited in different ways—by other advisors, by members who ask those they respect to be advisors, and by appointment by a dean or other administrator. Instructors who have been AGS members may be good candidates for AGS advisors. Dedicated AGS members can be particularly persuasive in encouraging college staff members to advise AGS. Responsibilities (1) Advisors need to be familiar with the AGS Bylaws, the Standing Rules, and the by-laws or constitution of the chapter itself. While chapters may have differing histories, emphases, and requirements, chapters must adhere to the basic rules and requirements of the state organization. (2) Advisors see that activities and recruitment get started each semester or quarter. (If members are already getting things started, good! If members need encouragement or guidance, the advisor helps.) (3) Advisors must check for eligibility for membership and eligibility for application for state awards. Privacy requirements make it impossible for students to check transcripts. (4) Advisors should make sure that chapter offices are clearly understood and that elections are fair. The advisor has the responsibility of making officers’ duties clear to those elected. Sometimes the advisor needs to help an officer understand how his or her job is done. This gentle assistance should ideally occur before the elected officer gets in a bind or looks foolish to others. (5) Advisors should encourage participation in the activities of the chapter from as many members as possible. Success in small assignments promotes the confidence to take on and succeed in larger ones. (6) Always advisors should remember they are facilitators, not dictators. (7) Advisors are responsible for all communication with the state organization, including the submission of dues, permanent member lists, and Honor Roll names for the chapter by the required dates. The advisors need to be aware of due dates and the time required for mailings to meet those deadlines. (8) Advisors need to keep the college administration, staff, and public information office informed about AGS activities and successes (as well as about needs). Information about AGS should be available in the college catalog and other sources of information for students. (9) Advisors are responsible for chapter records—secretary’s book, treasurer’s book, historian’s book, etc.—as well as bylaws, standing rules, chapter constitution, and membership lists—both for continuing and permanent members. (10) Advisors are responsible for securing a sufficient number of pins, seals, permanent member certificates, and honor roll certificates for members. (11) Advisors must keep the chapter in good standing by paying dues, submitting permanent member reports, and attending the State Advisory Board Meeting in the spring (also known as the Spring Convention) OR by attending BOTH the Fall Advisor's Meeting (the first Saturday each October) AND the Fall Regional Conference in your area.


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(12) All of the above is possible when the advisors remember to enjoy working with students and observing what AGS can do for students and for the college. AGENDAS The agendas for State Advisory Board Meetings are usually available on the AGS web site before the date of the meeting. Usually chapter advisors are asked to submit additional concerns to the state chair for inclusion. Agendas for chapter meetings provide planning opportunities for meetings that get things done and keep chapter meetings on track. A sample agenda follows:

AGS Chapter ____ Agenda for _______ (date)

I. Call to order (welcome, introductions, etc.) II. Roll (sign-up is quickest) III. Minutes of previous meeting IV. Treasurer’s report V. Committee reports—standing committees, special committees VI. Unfinished business VII. New business VIII. Announcements—next meeting date and time IX. Adjournment (Arabic numerals in agendas are easier to use than Roman numerals. Sometimes a simple list of items to be considered is all that is needed for an agenda. The planning is the thing.) AWARDS FOR MEMBERS Chapters in good standing may nominate members for certificates and monetary awards that are presented each spring at the State Convention. A limited number of candidates may be nominated by each chapter, as explained below. The scholarships are funded from dues sent in by chapters and from the AGS funds managed by the Board of Trustees. Materials and instructions for completing applications for awards will be available to chapters approximately three months before the State Convention. Currently those materials are made available on the AGS Web Site. The deadlines for completed award applications are determined each year by the Advisory Board and must be met for the applications to be considered. There are two main categories of awards: service awards (not dependent on student’s GPA) and academic awards (requiring a GPA of at least 3.75). SERVICE AWARDS. In general, applications for the service awards must include multiple copies (exact number provided in the current instructions) of the following: (1) the AGS award application cover sheet with appropriate signatures of applicant and advisor and requested information, (2) the chapter advisor’s letter of recommendation (no more than two pages on college letterhead), including verification of eligibility, with signatures of at least two chapter officers (other than the applicant), (3) a list (including semesters and dates) of the applicant’s service to AGS, the campus, and the community, (4) a copy of the applicant’s transcript(s) (official transcript not required), (5) a statement (no more than two pages double-spaced, in a 12 point or 10 cpi type face) describing the benefits that the applicant and chapter gained from the applicant’s service.


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Ed Walsh Outstanding Service Award—awarded to students who have served their chapters, campuses, and communities in outstanding ways. Each candidate must have been a member of AGS for the entire academic year. Each must have completed at least 15 semester units (or equivalent quarter units) and be enrolled in enough units to complete 30 semester units (or equivalent quarter units) by the end of spring term. Each chapter may nominate one candidate. (By exception, the chapter hosting the State Convention and/or the regional convention and the chapter doing registration for the convention may each nominate an additional candidate, giving each of those chapters two candidates. If one chapter both hosts and does registration, that chapter may submit two additional candidates (for a total of three). Charles Bell Service Award—awarded to students who have provided outstanding service and who have received the highest ratings among the Walsh candidates of the given year. ACADEMIC AWARDS. In general, applications for academic awards must include multiple copies (exact number provided in the current instructions) of the following: (1) the AGS award application cover sheet with appropriate signatures of applicant and advisor and requested information, (2) the applicant’s autobiographical essay that includes the applicant’s academic goals; this is a two-page double-spaced essay typed in a 12 point or 10 cpi type face, signed by the applicant, (3) the applicant’s transcript(s) of courses completed in college (official transcripts not required) that clearly indicate the G.P.A. either in the documents or as added and initialed by the advisor, (4) a printout of the applicant’s courses in progress, (5) a letter of recommendation (no more than two pages on college letterhead) from the chapter advisor, which includes verification of applicant’s eligibility to apply, (6) one non-academic reference letter that recognizes the applicant’s achievements outside classes, (7) one academic reference letter that discusses the applicant’s academic achievement and promise. The applicants for the Loly Award that are also designated as Mantovani candidates must include information about their service and leadership as part of their essay. The advisor’s letter must also tell how this applicant demonstrates outstanding leadership and service as well as scholarship. Again, the instructions in the application materials must be followed exactly. Kathleen D. Loly Honor Scholarship Award—awarded to students who have outstanding scholastic achievement. Each candidate must have a cumulative grade point average of 3.75 or above and must have completed at least 60 semester units (or 90 quarter units) by the end of the spring term. (Because these awards are highly competitive, those with grade point averages above 3.75 have a better chance of winning.) Each chapter may nominate two members for this award. Only the last 60 semester units earned by the end of spring term may be counted. If any units from a semester are counted, all units from that term must be included in calculating the GPA. Virginia Coffey Award—awarded to the top two Loly Award candidates whose outstanding scholastic achievements receive the highest ratings in that group. Robert Mantovani Award—awarded to outstanding Loly Award applicants whose academic and scholastic achievements are matched by outstanding service and leadership to their chapters, campuses, and communities. One of the two Loly candidates nominated


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by a chapter may be designated as a Mantovani candidate as well. Should the candidate receive the Mantovani Award, he or she will not be eligible for the Loly. A student may apply for both a service and an academic award but may win only one award at a convention. If a student wins a Walsh award one year and applies for a Loly the next, he or she may win the Loly. No one may win the same award twice. The Alpha Gamma Sigma Awards are named for outstanding AGS advisors. Kathleen D. Loly, Pasadena City College, was one of the AGS founding advisors in 1926. She actively pursued scholarships for AGS students. After her death in 1956, Alpha Gamma Sigma received a bequest of $30,000 to be invested and managed by the Board of Trustees to provide scholarships. The income from this gift provides some of the funds for the Loly Awards. Virginia Coffey joined the Counseling Department at Mt. San Antonio College in the 1950’s and was much involved in AGS at her college and in the state organization, where she was active on the Board of Trustees. During her retirement she donated funds for two academic scholarships named for her to AGS and at her death left a portion of her estate to AGS. Ed Walsh, advisor to Sigma Chapter at Allan Hancock College, supported service and providing opportunities for AGS members. Believing that intellectual attainment is useless unless translated into constructive action, he originated the AGS Outstanding Service Award, which was later renamed in his honor. Charles Bell, an advisor at Cabrillo College, worked tirelessly for AGS before and after his retirement as a teacher and advisor. Before his death in 2003, he put the Bylaws and Standing Rules for AGS in order, served with distinction as Advisory Board Secretary, and was himself an example of continuing and dedicated cheerful service to AGS. Robert Mantovani, an advisor from Long Beach City College, was interested in the development of the whole person—combining outstanding leadership, scholarship, and service. A man of great energy, he was persuasive in getting people involved and encouraging their best efforts. After he died in a tragic accident in 1989, a group of advisors established this award in his memory. Financial need is not a criterion for either the service or the academic awards. The amounts of the monetary awards are determined each year by the Awards Committee and are also affected by the funds available. In 2005 the service awards brought $500 each, the Lolys brought $600 each, the Coffeys $700, and the Mantovanis $1,000 each. These amounts, however, may vary in different years. Award candidates and their advisors must attend the State Convention at which the awards are presented. In case of an emergency absence, the chapter advisor must present the case to the Advisory Board, which will determine whether the candidate is still eligible to win an award. Completed applications for the state awards must be mailed or delivered to the Scholarship Chair on time. Applications must follow the directions exactly as to order, number of copies, length of student and advisor papers, etc. Chapter advisors should do the mailing themselves or closely supervise the mailing. (A college mail room that doesn’t understand the urgency of the schedule may without intention shoot down your candidates.)


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The Scholarship Chair will send all the academic award applications to one set of six advisors who have volunteered to read academic applications and all the service award applications to a second set of six advisors who have volunteered to read service applications. The readers will be equally divided between chapters in the north and in the south. A reader will not rank a candidate from his/her own college. The rating sheets will be returned to the Scholarship chair, who tallies them, ranks them according to readers’ rankings, and prepares the list for the Scholarship Committee, consisting of the readers who will determine at the Convention who the winners are. The names of chapters, colleges, or applicants are not given on the final ranking sheet. The winners are announced and receive their checks at the Saturday banquet at the State Convention. Individual chapters may also give awards according to their own determinations. Awards for Advisors The State Advisory Board voted in spring 2004 to establish an AGS Distinguished Service Award for past or present members of the Board of Trustees, executive board of the State Advisory Board, or Advisory Board members who have provided exceptional service to the organization. The Board also approved an Outstanding Advisor’s Award. BUDGET The Standing Rules note that the state AGS has never had an “annual budget” prepared by a “budget committee” and approved by the State Advisory Board. If such a budget seems desirable, an AGS advisor or advisors should suggest the provision of an annual budget for consideration and insertion (if ratified) in Article VII of the Bylaws. State AGS receipts and expenditures are reviewed at Advisory Board meetings. Chapter budgets may be required by an individual chapter’s bylaws or may be prepared by members or chapter committees to support the activities and needs of each chapter. Some chapters may receive funds from student government or the college; others receive funds solely through chapter dues, donations, and fund-raising activities. CHAPTER BUSINESS AND ACTIVITIES Meetings The number of meetings required for each chapter may be specified in the chapter bylaws. Rooms available for meetings may be limited at some college because of scheduled classes. It may be difficult or impossible to find a meeting time when all members may attend. If meeting places and times are limited, there should be an attempt to schedule meeting times and places so that all members may attend at least some chapter meetings, and the meeting schedule should be made available to all members. Minutes of all meetings may also be posted on a web site or bulletin board so that all members may know what is happening. Meetings early in a semester will introduce new members to chapter purposes and activities and get the work of the chapter started. If the chapter elects officers at the end of a term, the officers may plan with the advisor the best ways to recruit members and plan the business of the first meetings of the next term. If the chapter elects at the beginning of a term, the outgoing officers and advisor may organize the first meeting and


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election. If a chapter has service or activities that it regularly performs early in a term, those activities can be the focus as members work together to get the chapter going well. Meetings may focus on chapter business—service opportunities, fund raising, participating in student body activities, membership and dues requirements, etc. Meetings may feature programs or speakers of interest to the members. A twenty-minute presentation on a topic of interest—stress management, test-taking skills, financial planning, career requirements, exercise, hobbies—from someone on campus may still leave time for a brief, focused business meeting within one hour. Meetings also help people get acquainted. Some chapters begin with brief self introductions. Of course, the size of the group determines what may be done. The best meetings provide chances to get acquainted, do chapter business, and enjoy working together. Setting chapter goals together is a good idea. Meetings require adequate planning and preparation by the officers and advisor. Officers The chapter officers and their duties should be described in the chapter bylaws. The minimum number probably includes a president, vice-president, secretary, treasurer, and chapter historian. Other possibilities are newsletter editor, publicity officer, web master, a representative to student government or a representative to a dean’s committee. The chapter may have appointive officers as well as elected ones. The officers may serve as an executive committee to plan general meetings and activities. The president presides over meetings and is assisted by the vice president, who may preside in the president’s absence. The secretary keeps agendas and minutes for each meeting and keeps the attendance records. The treasurer receives the income from fund-raising and dues, keeps accurate records, and works with the advisor and the college financial office to oversee the money matters of the chapter. The chapter historian keeps records of the chapter activities in a scrapbook or written record. Auditors of the college books may ask to see that the secretary’s record includes chapter action that results in chapter expenditures, which are, of course, recorded in the treasurer’s books as well as in the records of the college financial office. All the records are important. The chapter defines the duties of its officers. The bylaws of the chapter include information about who is eligible for office and how officers may be replaced if necessary. Committees Each chapter may establish its committees to meet its own needs. Standing committees are appointed or volunteer to serve throughout a term or year. Possibilities might include a hospitality committee (greeting, planning refreshments, including newcomers), a service committee (planning chapter service activities and informing members of possibilities), or a mailing committee (preparing and mailing information to members). These are only examples. The chapter must decide what is needed. Ad hoc committees are appointed or volunteer to meet specific needs at a given time. Possibilities include the group organizing an end-of-year event, a committee to review and revise the by-laws, or those planning a chapter excursion. Some committees should keep notes or minutes of their decisions, which should be included in the secretary’s book. Obviously a mailing committee may not need notes, although information about how many notices are sent, etc., might be useful at another time.


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Committee chairs or members should report at chapter meetings about their findings or action. Communication All methods to keep people informed should be considered: e-mail, newsletters, flyers posted in expected places on campus, postcard mailings, web site information, telephone trees (where members are divided among a dedicated phone committee so that everyone gets a call), word of mouth (“If you see AGS members, please tell them about the meeting!”) An active chapter requires members who know what’s happening and also know that officers, other members, and advisors know that the individual members exist and care about their involvement in AGS. Ways and Means Ideally the officers and advisors have an idea of their financial obligations to the state organization, the college, and members. They also can know the costs of special events and how much they want to contribute to service projects. A simple budget that looks forward to what the chapter can expect from the college, student government, and individual dues and estimates how much money they will need for conferences, activities, pins, and such can be invaluable. (Such a budget is not as easy to prepare as it sounds. Someone with experience in the chapter history and activities is invaluable.) Most chapters must also raise additional funds with activities from bake sales and car washes to more innovative methods. (Campus rules about activities like on-campus food sales or drawings for prizes have become more restrictive and should be investigated before the chapter gets into something not permitted.) Service Activities Service to the chapter, college, and community is an important part of AGS, but how much service is required to be an active member of an AGS chapter, the methods by which that service is reported and recorded, and the emphasis on such service is up to the individual chapter. The service point systems used by AGS chapters vary. Some chapters emphasize the quality of service and ask that active members achieve a certain minimum number of service points in various activities. Other chapters encourage members to achieve large point totals. An hour’s work at a homeless shelter may earn one point for a member of one chapter but five points for a member of another chapter. It is helpful if each chapter lists for its members the possible service opportunities and the points that may be earned. Service points may be granted for attendance at AGS events, committee work, or outreach to the community—serving as a chapter, serving in a small group from the chapter, or serving as an individual. There seems to be no reason for all chapters to do exactly the same service for the same points. (Readers of applications of members for service awards can usually tell if the chapter uses few or many points to satisfy its service records.) The purpose probably remains the same for all: talented achievers have an obligation to serve others, and such service in turn helps those achievers learn, work together, and gain a greater sense of the world. Service projects are often fun as well. Social Events Again, the chapter determines its activities. Some meetings are social events—potluck dinners on Friday nights, excursions to a concert or museum together, hosting a lunch or dinner for honored staff, meeting for breakfast during finals week for sustenance


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and reassurance. Social events probably need to be as inclusive and inexpensive as possible. If the chapter can raise the funds so that all members who wish may go bowling or be part of an art or garden or farm tour (for examples), that’s a good idea. Sometimes social events are most successful when members may include friends or family members. Ceremonies Some chapters have formal initiation ceremonies or present permanent memberships at formal events. Others do not. Chapter traditions may provide valuable recognition to the recipients of honors. (However, recognition for some and not for others may be divisive.) Chapters and their advisors should be sensitive to their members’ responses. Pins and Badges Continuing members of AGS may wear the silver pin, which not all chapters choose to use. Permanent members are eligible to wear the gold pin. Some chapters purchase gold pins for permanent members. Others have the members themselves pay for the pins which the chapter orders and presents. All AGS pins and certificates must be ordered by advisors, not student members. In addition to the official pin, there is a California pin, shaped like the state, with the letters AGS on it. This pin may be worn by members and also by those a chapter wishes to honor (the college president, for example) and by advisors or others who support AGS chapters. Other jewelry such as pendants or officers’ guards may be ordered if available from the state organization. All jewelry and certificate orders must be paid in full by a school check, cashier’s check, or money order. No private party checks will be accepted. Archives and Files Chapters should retain the history of the chapter and lists of members from each term in organized archives and files, preferably in chronological order. The names of permanent members and members on the honor roll should be kept safely in the chapter records. (These records are invaluable when some former student at the college, applying for graduate study or trying to convince a future employer that he or she was in the honor society, asks about being part of the chapter. Sometimes someone whose name was on the dean’s list or who received an “eligibility for AGS” letter “remembers” AGS membership and wants you to prove it. The records save you.) The historian’s books—whether narrative or scrapbook—should be archived, too. Future members will enjoy looking through them. The State and Chapter Bylaws and the Standing Rules of AGS should also be part of the files and kept up to date. CHAPTER HONORS Individual chapters may choose to honor permanent members and other members with outstanding service or achievement in various ways—special events, ceremonies, teas, or banquets, for example. Chapter traditions for recognizing special contributions to AGS by staff or community members may be developed and enjoyed. CHAPTER NAMES The original plan for assigning names to chapters was to designate each by a letter of the Greek alphabet. When all twenty-four letters had been assigned, further chapter names were to be made up of two Greek letters, the first of which was to be alpha, gamma, or sigma. However, that plan was not followed consistently over the years; some


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of the Greek letter names were assigned to two different chapters, some chapters took over the names of defunct chapters, and a few chapters chose entirely different names. The Alpha Gamma Sigma web site lists chapters alphabetically under college names in the “How to Join AGS” section. This listing is adapted and brought more closely up to date here. Lists prepared in 1996 (probably by Charles Bell) were also consulted. Colleges which had no chapter names are omitted. A number of colleges have chapter names but no chapter in good standing (or perhaps no chapter at all). College Name Chapter Name Year Installed Allan Hancock College Vandenberg Div. Aquarius 1973 Allan Hancock College Sigma 1926 American River College Alpha Pi 1956 Antelope Valley College Alpha Iota 1939 Bakersfield College Lambda 1926 Barstow Community College Gamma Chi 1962 Cabrillo College Gamma Phi 1961 Cañada College Delta Psi 1968 Cerritos College Gamma Omicron 1958 Chabot College (evening) Sigma Chi 1978 Chabot College Sigma Rho 1961 Chaffey College Beta 1926 Citrus College Iota 1927 City College of San Francisco Omega 1934 College of Marin, Indian Valley Campus Sigma Nu 1980 College of Marin, Kentfield Alpha Sigma 1948 College of San Mateo Eta 1937 College of the Canyons Sigma Kappa 1972 College of the Desert Sigma Alpha 1962 College of the Redwoods Gamma Rho 1962 College of the Sequoias Xi 1939 College of the Siskiyous Gamma Kappa 1960 Compton College Tau 1927 Contra Costa College Alpha Upsilon 1953 Crafton Hills College Mu 1989 Cuesta College Gamma Gamma 1959? Cypress College Sigma Psi 1965 DeAnza College Sigma Delta Chi 1969? Diablo Valley College Gamma Psi 1957 East Los Angeles College Alpha Lambda 1947 El Camino College Alpha Phi pre 1956? Foothill College Alpha Xi 1955 Fresno City College Alpha Zeta pre 1956? Fullerton College Epsilon 1926 Gavilan College (Rho)Alpha Mu 1960 Glendale College Gamma 1927


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Golden West College Sigma Pi 1963 Grossmont College Sigma Xi 1972 Hartnell College Nu 1938 Imperial Valley College Gamma Delta pre 1956? Irvine Valley College Omega Sigma (Rho) ? Lake Tahoe College Lambda Tau 1987 Laney College Sigma Phi Upsilon ? Las Positas College Sigma Theta 1981 Lassen College Alpha Delta 1940 Long Beach City College, LAC Kappa 1927? Long Beach City College, PCC Delta Chi 1973 Los Angeles City College Alpha Delta ? Los Angeles Harbor College Alpha Psi pre 1956? Los Angeles Mission College Gamma Eta 1996 Los Angeles Pierce College Pi 1959 Los Angeles Southwest College Beta Kappa 1975 Los Angeles Trade-Technical College Gamma Theta 1953 Los Medanos College Gamma Epsilon 198_? Merced College Gamma Tau 1962 Merritt College Gamma Upsilon 1958 Mira Costa College Phi 1960 Mission College Sigma Iota 1989 Modesto Junior College Upsilon 1960 Monterey Peninsula College Chi pre 1956? Moorpark College Psi 1975 Mt. San Antonio College Zeta 1947 Mt. San Jacinto College Sigma Tau 1968 Napa Valley College Alpha Omicron 1946 Ohlone College Sigma Beta 1982 Orange Coast College Alpha Kappa pre 1956? Oxnard College Sigma Omega 1977 Palo Verde College Gamma Omega 1957 Palomar College Alpha Nu pre 1960? Pasadena City College Alpha 1926 Porterville College Alpha Rho 1957 Reedley College Alpha Omega 1938 Reedley College North Centers: Madera, Clovis, and Oakhurst

Sigma Gamma 1999 or 2000?

Rio Honda College Sigma Phi 1968? Riverside Community College Gamma Mu ? Riverside Community College Gamma Sigma 1948 Riverside Community College, Norco Gamma Zeta 1995 Sacramento City College Gamma Xi 1961 Saddleback College Sigma Epsilon pre 1973? San Bernardino Valley College Delta 1926


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San Diego City College Alpha Tau pre 1956 San Diego Mesa College Sigma Upsilon 1979 San Diego Miramar College Sigma Delta 1979 San Joaquin Delta College Alpha Beta 1938 San Jose City College Gamma Omega 1954 Santa Ana College Omicron ? Santa Monica College Alpha Gamma 1946 Santa Rosa Junior College Theta 1928 Shasta College Alpha Eta pre 1956 Sierra College Psi ? Solano Community College Alpha Theta 1947 Taft College Rho 1927 Ventura College Gamma Beta pre 1956? Victor Valley College Gamma Lambda 1970 West Hills College Alpha Chi pre 1956? West Los Angeles College Psi Lambda Kappa 1963 West Valley College Gamma Iota 1963 Yuba College Alpha Epsilon 1942 When two chapters with the same Greek letter name exist, the one with the longest active chapter standing will be designated by its chartered Greek insignia. The other chapter will change its name. If one of these chapters has been inactive for more than two years, that chapter must change its name. Active chapters take priority in keeping the name. CHAPTER OBLIGATIONS TO THE STATE AGS Advisors’ Responsibilities. The chapter advisor or advisors are responsible for meeting the requirements of the state organization. The chapters may amend their by-laws, vote to pay dues and assessments, decide on purchases of pins and certificates. The advisor sends the new bylaws or chapter constitution to the appropriate State Advisory Board officer, sees that college checks are cut and mailed to pay for pins and certificates, oversees award applications, mails in permanent member lists and honor roll names, and attends state meetings in order to retain the chapter’s good standing. Dues Each chapter must pay annual dues which consist of two amounts—(1) a fixed amount per chapter, regardless of membership count, and (2) an amount per chapter member per semester. The amounts are determined by the Advisory Board and shall be paid by each chapter to the Treasurer of the State Advisory Board by June 30th of each year. Membership counts shall include the total number of members enrolled in the chapter in the fall and spring of the academic year. There is a grace period of four months after June 30th during which chapters may pay their dues and still meet the criterion for the status of “good standing,” but during that period the amount of the fixed sum per chapter is increased by twenty percent. Advisors and student members of chapters that fail to pay their dues by October 31st may participate in State meetings but are ineligible to submit candidates for AGS scholarships and awards the next spring. Calendar of Events and Deadlines. For each academic year, the Secretary of the Advisory Board compiles a list of dates of AGS activities at the regional and state levels


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along with the deadline dates for state dues and reports. This calendar should be distributed in the fall at the State Advisory Board meeting and also at the Northern and Southern Regional Conferences. It is also available on the AGS web site. Convention and Conference Obligations. Chapter members and advisors are encouraged to attend the spring convention and the regional conferences and must complete registration applications in a timely manner. A chapter advisor is required to attend the fall or spring meeting of the Advisory Board or the advisors’ gathering at the appropriate regional conference (if chapter is to retain good standing). Chapters are encouraged to participate in planning and/or arrangements for conventions or conferences. Conference burdens are really too heavy for a single chapter, and chapters working together provide more service and learning opportunities for members. CHAPTER REACTIVATION Once a year, the Secretary of Extension and Eligibility will send a letter to each inactive chapter to see if the chapter is interested in reactivation. A chapter that is interested will ask the Secretary of Extension and Eligibility for details of the reactivation process and for any application forms that are needed. The chapter and the Secretary will determine the time line for this process. A reactivation fee of $70 (as of October 7, 2000) is required from any chapter reactivating after one year or more of inactivity. The amount may be changed by the Advisory Board. CHARTERING A NEW CHAPTER The AGS Bylaws state (Article III) that any accredited California community/junior college that grants Associate Degrees may apply for a campus charter for this society. A college wanting an AGS charter should form an honor society group of students who meet the AGS membership requirements (Article II, Section 1) of the State Bylaws. When that honor society group has organized, has enlisted an advisor, has studied the State Bylaws, and has written and ratified its own constitution/bylaws that are consonant with those of the State, a process that includes the college administration, the new advisor(s), the members, visiting representatives of active chapters, and the AGS Secretary of Extension and Eligibility takes place. The group that wants an AGS charter should consult with the Secretary of Extension and Eligibility early in the process to get the details in mind and the required forms in hand. Though this may sound tedious, new chapters are welcomed! The initiation fee (currently $70.00) is paid to the State AGS. CONVENTIONS AND CONFERENCES General Information The Alpha Gamma Sigma State Convention is held every spring, usually alternately between the southern and northern parts of the state. This is the largest gathering of AGS members and advisors. The Convention begins Friday evening after dinner and concludes after breakfast on Sunday. Because of the distances that some chapters must travel and the expenses of a hotel, this is the most expensive AGS event and requires planning ahead to enable as many members as possible to attend. Information and registration


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along with the deadline dates for state dues and reports. This calendar should be distributed in the fall at the State Advisory Board meeting and also at the Northern and Southern Regional Conferences. It is also available on the AGS web site. Convention and Conference Obligations. Chapter members and advisors are encouraged to attend the spring convention and the regional conferences and must complete registration applications in a timely manner. A chapter advisor is required to attend the fall or spring meeting of the Advisory Board or the advisors’ gathering at the appropriate regional conference (if chapter is to retain good standing). Chapters are encouraged to participate in planning and/or arrangements for conventions or conferences. Conference burdens are really too heavy for a single chapter, and chapters working together provide more service and learning opportunities for members. CHAPTER REACTIVATION Once a year, the Secretary of Extension and Eligibility will send a letter to each inactive chapter to see if the chapter is interested in reactivation. A chapter that is interested will ask the Secretary of Extension and Eligibility for details of the reactivation process and for any application forms that are needed. The chapter and the Secretary will determine the time line for this process. A reactivation fee of $70 (as of October 7, 2000) is required from any chapter reactivating after one year or more of inactivity. The amount may be changed by the Advisory Board. CHARTERING A NEW CHAPTER The AGS Bylaws state (Article III) that any accredited California community/junior college that grants Associate Degrees may apply for a campus charter for this society. A college wanting an AGS charter should form an honor society group of students who meet the AGS membership requirements (Article II, Section 1) of the State Bylaws. When that honor society group has organized, has enlisted an advisor, has studied the State Bylaws, and has written and ratified its own constitution/bylaws that are consonant with those of the State, a process that includes the college administration, the new advisor(s), the members, visiting representatives of active chapters, and the AGS Secretary of Extension and Eligibility takes place. The group that wants an AGS charter should consult with the Secretary of Extension and Eligibility early in the process to get the details in mind and the required forms in hand. Though this may sound tedious, new chapters are welcomed! The initiation fee (currently $70.00) is paid to the State AGS. CONVENTIONS AND CONFERENCES General Information The Alpha Gamma Sigma State Convention is held every spring, usually alternately between the southern and northern parts of the state. This is the largest gathering of AGS members and advisors. The Convention begins Friday evening after dinner and concludes after breakfast on Sunday. Because of the distances that some chapters must travel and the expenses of a hotel, this is the most expensive AGS event and requires planning ahead to enable as many members as possible to attend. Information and registration


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requests are available well ahead of the events, formerly by mail but now more frequently through the AGS web site, www.ags-honors.org The state is divided into two regions, southern and northern, and each region holds a Fall Conference to which every chapter in the region is invited. This conference begins at 9:00 a.m. and concludes about 3:00 p.m.on a Saturday. Those hosting the regional conferences are encouraged to keep the registration fees as low as possible so that many can attend. The advisors meet at the fall conferences to share concerns and information, but that meeting is not an official State Advisory Board Meeting. For both the convention and the conferences, specific registration procedures and forms are provided and required, and chapters must send in their college checks along with the forms. While the forms and the information needed to complete them remain very similar year after year, chapters should get the current forms from the web site (or mailing) to be sure of costs and deadlines. Host chapters may get mailing labels for all active chapters from the State Treasurer if they wish to send out information via the U. S. mail. (Because some chapters have difficulties in getting college checks in a timely way to send in with reservation requests, the convention or conference organizer may extend the deadline for getting the money in a little—but don’t count on it! If you need this flexibility, communicate with the advisor of the host chapter.) Chapter advisors volunteer at the State Advisors’ Meeting, usually two or more years ahead of the event, if their chapter wishes to organize and host the convention or conference. Chapters may work together in organizing and presenting a conference or convention. This partnership probably works best for chapters in the same geographic area, but some responsibilities such as getting materials printed or planning for contests, etc., can be met by chapters at some distance, and those chapters are then responsible for getting those materials to the conference in a timely way. At both the convention and the conferences, student members and an advisor or substitute advisor must register at the same time. Student attendees and advisor(s) sign that they understand that an advisor will remain on site during the whole event. The California Penal Code prohibits alcohol consumption during student organization meetings. At a convention or conference, advisors are responsible for their students through individual campus rules and regulations. STATE CONVENTION The State Convention provides opportunities to appreciate the size of the state organization and the talent and diversity of AGS members. Members may get acquainted with people from other colleges, share useful information to take back to their chapters, and learn from and be inspired by speakers. Members get better acquainted with those in their own chapters through traveling to and attending the convention, too. Planning. The chapter or chapters which will host the convention begin planning at least a year in advance. The host chapter determines the theme, which leads to some of the topics of a variety of workshops to meet different member interests. While some workshops follow the theme, others deal with chapter activities and business. Some chapters are able to get some financial support for attendees if at least one workshop focuses on political participation and government. General Schedule. The program for a State Convention includes some presentation or activity Friday night that is welcoming, entertaining, and breaks the ice. Saturday’s


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schedule begins with breakfast, a welcome and general session, a keynote speaker (which may be part of the general session or may come later), and workshop sessions, often repeated so that more members may attend. Whether two workshop sessions are scheduled before lunch or not depends on the time arranged for lunch. After lunch there may be another workshop session or two. (Usually a student may choose to attend three workshops on Saturday.) At some time during the Saturday meetings, certificates are presented to all candidates for Walsh, Loly, and Mantovani awards. (The top candidates for the Walsh award receive the Bell awards, and the top candidates for the Loly award receive the Coffey awards and the Mantovani awards). The certificate presentation has been at different times: usually after the luncheon or in the late afternoon before the banquet. The Saturday banquet is the only event for which people dress up. The rest of the time dress is college casual. At the Saturday banquet, the winners of the name tag, newsletter, web site, and chapter cheer competitions are announced; the state award winners are announced and receive their checks; and the new officers of the State Advisory Board are introduced. Soon after that, the celebration accelerates. Site. The site for the convention is chosen years ahead if possible. Site requirements include (1) a central check-in space for AGS registration (separate from the hotel check-in area); (2) at least 600 beds available; (3) a dining facility large enough to accommodate all attendees at one sitting; (4) a large hall (often the dining facility) that can seat all attendees for general sessions and keynote speeches and which may also be used for Friday and Saturday night socials; (5) seven to ten rooms for workshops (seating about 50 people); a large meeting room for the Advisory Board meeting (which may run through most of the workshop times); and a space for the marketplace in which chapters hold fund-raising sales of AGS shirts and other mementos. Costs. The registration fee should cover the hotel costs for meals and lodging; the costs for lunch for the keynote speaker and workshop presenters; mailing costs; printing costs for mailings, programs, evaluation forms, and signage; folders for each attendee (unless donated); and entertainment. Donated pens or pencils, etc., help keep costs down. Registration. The chapter doing registration needs to be in close touch with the convention site, arranging for rooms for all events and all delegates. This chapter will set the registration fees, see that all necessary forms are available on the web site or through mailings, and accept and acknowledge the completed forms and chapter checks. The registration process includes assigning hotel rooms for those attending, working with the hotel, coordinating meal arrangements, and running the registration desk at the convention itself. The registration materials (whether mailed or available on the web site) should include registration forms (including whether the chapter wants space at the marketplace), room assignment request forms, information about special needs or vegetarian meals, the advisor/student agreement form, information about air transportation, a map to the site (with hotel name, address, and phone number), and rules for the contests (name tag, newsletter, web site, chapter cheer). The materials will also include the general schedule and the requirement that all attendees wear name tags. Options for attending the convention are usually (1) the whole convention, from Friday night through Sunday morning, with a dessert or snack on Friday night (optional), three meals on Saturday, and Sunday breakfast or (2) Saturday only with three meals. The host chapter may decide if they will accept reservations for the Saturday banquet only.


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(All award candidates must attend the convention all day Saturday from the roll call, through the certificate ceremony and the Saturday banquet.) The costs for lodging in hotels depend on whether attendees will accept four people in a two-bedded room (sharing queen beds), two people in a two-bedded room, or a single room. The least expensive option is four people in one room. At the convention, the chapter doing registration will hand out the packets, usually arranged by chapter and organized by college name and advisor’s name. The packets will include the schedule of sessions and workshops with titles and rooms assigned, a map of the hotel (if that seems needed), note paper and pencil, meal tickets (if needed), an evaluation form to be completed at the end of the convention, etc. The advisor’s packet should contain the ballots for the chapter’s vote for the contests (one chapter vote/ballot per contest) and the receipt for each chapter’s registration. (This vital receipt may be provided in some other reliable way if the registrars prefer.) The registration desk should be open from at least 3:00 p.m. until 9:00 p.m. on Friday and from at least before breakfast until noon on Saturday. Information about where and how to pick up the packets should be posted for latecomers. Some place near registration should be designated for the sign-in early Saturday for all award candidates. The place for setting up name tag and newsletter contest entries should be easily available to attendees as should the ballot box(es) for the chapter votes for the contests. Contests. These contests provoke much spirited competition and chapter involvement. Each chapter may enter the nametag, newsletter, web site, and chapter cheer contests. The chapter cheers occur during the roll call of chapters present. Responses to the calling of the chapter name may be brief or more elaborate, and each attending chapter may vote. The name tag contest requires a sample nametag, and the newsletter contest requires three issues of the newsletter on display from Friday evening until Saturday afternoon (usually between 2:00 and 3:00) when the voting closes. If possible, the tags and newsletters remain on display until after winners are announced so that people may admire them. The web sites should be visited by chapter members before they come to the convention. A list of participating web sites should be sent to each chapter attending. A chapter may enter all or only one of the contests (everyone answers the roll call). The basic requirements for the name tag contest follow. The newsletter contest is similar except for the three issues that are provided for the judging. All work should be student work! Name Tag Contest 1. Each delegate and advisor of a participating chapter wears the name tag which has been designed by a chapter member or members. 2. Every name tag which is submitted for judging must have the college name, the chapter name, and a student’s name or (for the contest) a generic name such as Joe Student to show exactly how the names are placed on the name tags which the members are wearing. 3. All chapter tags will be displayed (along with the contest rules).


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4. Every chapter shall vote (one vote for the whole chapter) and each chapter shall decide if they should caucus to agree on their ballot or if they should appoint a representative or two to do the judging. 5. The chapter(s) running the contest shall arrange the name tag and rule display, describe the categories, prepare ballots, tally votes, and provide, complete, and present the certificates at the Saturday evening ceremony. 6. Any tag shall need at least two votes to stay in the running in any particular category. This contest provides a way to have every person attending the convention wear a name tag, to encourage creativity and fun, and to let each chapter judge whether the name tags meet the criteria and which tags deserve the recognition and the certificates! Record-keeping Precise and complete records of convention costs, numbers attending, and moneys received, etc. must be kept. The chapter convention host reports to the State Advisory Board. This section of the handbook does not include information about the necessary work with the AGS Treasurer, setting up an account for the convention, detailed contracts with the hotels, and many other vital details of putting on a convention. The records from the last few conventions and the advice from those who put them on should be a guide for anyone taking on this big but much appreciated chore! REGIONAL CONFERENCES The State Bylaws stipulate that northern and southern fall regional conferences be held each year, usually between the middle of October and first week in November. The conferences occur on a Saturday on the campus of a host chapter. Sometimes more than one chapter may plan and host the event, which begins with a light or continental breakfast at 7:30 or 8:00 a.m. Because some chapters travel for hours to reach the conference site, the general session begins at 9:00 or later. At the general session there is a welcome (often from the college), a roll call, and a keynote speaker. Several workshops from which members may choose are scheduled before and after lunch, depending on the lunch schedule. Topics of workshops may develop the theme of the conference, focus on our perennial topics of chapter fund-raising, service, membership, and governance, or utilize the special talents of the staff from the hosting college. Sometimes there may be entertainment or active games toward the end of the conference, but usually the necessity of driving several hours to get home makes concluding the meeting at 3:00 p.m. or so desirable. Sometimes door prizes provided by local businesses are distributed by a drawing at the end of the conference. A very important part of the fall conferences is the election of two student members of the Board of Trustees, one from the north and one from the south. Alternates are also elected in case the elected trustee cannot serve. Information about the election and the responsibilities of the elected student trustees should go out with the conference announcements and registration information. Each chapter may nominate a candidate for the student trustee position. The election, with each chapter having one vote, is held during the conference, often during the lunch period. Each nominated candidate should be prepared to tell the assembly why he or she should be elected. (In the past, the student


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trustee position has not been fully understood by some candidates who explain their skill and interest in activities not part of the Board’s work.) The Board of Trustees oversees the AGS investments that provide money for AGS awards. The student trustees attend State Board of Trustee meetings, which occur on the same day as the Fall Advisor’s Meeting (usually the first Saturday in October) and on the same weekend as the State Conference in the spring. Student trustees elected at the fall conference will attend the Board of Trustee meetings in the following calendar year. The student trustee’s charge, briefly summarized here, is to participate in the Board of Trustees meeting in order to share and understand the Board’s role in the investments that provide scholarship funds. The student trustees ask questions and vote as do all trustees. In return, the student trustee reports about the Board’s action to the assembly at the fall regional conference and also speaks for the students during the Board of Trustees meetings. The host chapter for a regional conference (1) chooses the theme and selects the date, (2) arranges with the site for a large assembly room (often a cafeteria or large group instruction room) and meeting rooms for workshops and for an advisors’ meeting, (3) plans the program, including speaker(s) and workshop presenters, (4) assigns meeting rooms, (5) prepares materials advertising the conference and inviting chapters to participate, (6) prepares all registration materials and information and sees that they are e-mailed or mailed to all regional chapters, (7) arranges folders including a site map, program, and evaluation sheet for each participant, (8) makes arrangements for the breakfast and lunch, (9) prepares for the student trustee election, (10) provides a sound system for the large meetings, (11) works with presenters to insure they have the equipment they need, (12) encourages all local chapter members to help in some way, (13) receives all registration forms and checks, and (14) organizes the registration process so that folders, programs, name tags, lunch tickets (if needed), and other materials are ready as the chapters arrive. The host chapter may also decide to provide lunch for presenters or give them some other small thank-you gift. If there is to be a door prize drawing, students should collect gifts before the conference, and tickets should be distributed in the folders, with the stubs ready for the drawing. Chapters that have hosted the regional conferences often find that doing so strengthens the local chapter immensely and everyone enjoys the experience. GOALS AND PURPOSE The introductory pages of this handbook present the Alpha Gamma Sigma purpose of fostering, promoting, maintaining, and recognizing scholarship and of encouraging service to chapter, college, and community. Through an organization like AGS, students who achieve well academically may meet others from across the campus who value learning. Together they can gain a sense of belonging to the college and being part of a very positive community as they work and serve together. When so many of us work on “commuter campuses,” this opportunity to belong to a group coming from different places, having differing skills, but enjoying successful educational experience is very valuable. Providing opportunities for the leadership and coping skills that develop through a program of service along with the fun of working together are also goals for advisors to recognize.


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“GOOD STANDING” A chapter in good standing is eligible to nominate candidates for state awards and award permanent memberships. The Treasurer of the State Advisory Board and the Secretary of Extension and Eligibility certify as chapters in good standing all those that have met the following criteria: (1) The chapter has a charter and its bylaws on file with the Secretary of Extension and Eligibility. (2) The chapter has submitted a Permanent Membership Report for the previous academic year; the Permanent Membership Report lists those members who achieved permanent membership that year, their units completed and grade point average. If no permanent memberships are awarded in any academic year, the chapter must submit a report stating so. (3) If newly reactivated, the chapter has paid its reactivation fee. (4) The chapter has paid the annual dues for the previous academic year. (5) The chapter has paid all bills owed to Alpha Gamma Sigma, Inc. (6) The chapter has been represented by a member or members at either a Regional Conference or the State Convention during the past twelve months. (7) At least one of the chapter’s advisors or a proxy has attended the Fall Advisors’ Meeting or the immediately previous State Convention. If, during the academic year, a chapter has been newly chartered or newly reactivated or if all its advisors have newly assumed this responsibility, the chapter shall be given a one-year grace period before being required to fulfill the criteria for good standing listed in items (2), (6), or (7) above. The Advisory Board may, by a majority vote, suspend the provisions of items (6) and (7) above where a chapter advisor presents to the Advisory Board good reasons that it would be temporarily impossible for the chapter to comply with these provisions. This rule shall not be suspended twice for the same chapter in any twelve-month period. An “active chapter” is defined in the bylaws as any chapter that has a charter and its bylaws on file with the Secretary of Extension and Eligibility (item 1 above) and has fulfilled during the previous two years at least three of the additional six criteria for good standing that are listed above. HISTORY OF THE ORGANIZATION (BRIEF) Dr. William T. Boyce, in 1925 Head Administrator of Fullerton Junior College, is considered the man chiefly responsible for founding the California Junior College Honor Society that has become the Alpha Gamma Sigma we know. According to Dr. Boyce, the original constitution was adopted in 1926. In May, 1926, a special committee consisting of Dr. Albert M. Williams (Fullerton), chairman, Miss Kathleen D Loly (Pasadena), Miss Belle Collidge, Mr. W. W. Mather, and Mr. C. S. Morris was appointed to design and have the AGS pin made and to call meetings of the Advisory Board. This Board was to consist of faculty advisors of the local honor societies which met minimum requirements outlined in the constitution. Students requested that a Greek letter name be adopted. In 1932 a committee selected the motto “Arete, Gnosis, and Sophrosyne” and the initial letters of those three words, Alpha Gamma Sigma, as the name of the society.


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In 1940 Alpha Gamma Sigma became incorporated under California law. The 1941 edition of The Torchbearer of Alpha Gamma Sigma reports that student members were present and active at a convention at Reedley Junior College, but World War II seems to have halted such student participation. The 1950 revision of the AGS constitution gave student members the authority to form their own organization, but nothing seems to have been done until 1953. Finally bylaws for the student organization were ratified by the Advisory Board (the advisors!) The AGS Constitution was amended in 1958, 1966, 1967, 1968, and 1969, each amendment giving the students more authority and responsibility. When a major constitutional revision was ready to present to the membership at the 1973 Spring Convention (on Catalina Island), the new constitution was ratified by the students. A constitution revision committee made up of advisors in 1984 decided that what had been called the AGS “constitution” was really the 1940 Articles of Incorporation. The 1984 Bylaws of Alpha Gamma Sigma, Inc. were written to provide a feasible structure for efficient functioning. Each chapter has its own set of bylaws which are consonant with those of the state organization. Under the urging of Charles Bell, the current bylaws were revised and eventually ratified by the chapters so that the bylaws are clear and reflect current practice. The Bylaws of Alpha Gamma Sigma, Inc. and the Alpha Gamma Sigma, Incorporated, Standing Rules, Established Procedures, and Special Rules of Order, updated in April, 2002, (again by Charles Bell) should be read by all advisors and kept for consultation whenever questions arise. A more detailed history of Alpha Gamma is available in the old handbook, which is now retained as “history,” and on the web site. INSIGNIA The official badges (or pins) represent the torch aflame with a shield in front of it on which an open book is displayed with the words “honor society.” At the top of the shield are the Greek letters ΑΓΣ. The gold badge is reserved for permanent members. The silver badge may be worn by members. (The web site reports that continuing members with thirty completed units may wear the silver pin, but this information is not in the Bylaws or Standing Rules.) Various interpretations of this design may be seen on the tee shirts and other items offered for sale at AGS marketplaces during conferences and conventions. MEMBERSHIP Categories The categories of membership are explained in Article II of the Bylaws. All potential members must apply for membership each term. There is no automatic membership granted based on grade point average. Active membership may be defined somewhat differently in different chapters; membership requirements of chapters as presented in their bylaws may differ somewhat from the state bylaws as long as they are not less rigorous. Most chapters require active members to apply for membership, to pay dues, and to meet service requirements set by the chapter. Initial Membership. Initial membership requires a person to earn 12 semester units or 18 quarter units of credit in no more than three semesters or five quarters in any recognized institution of higher education, with a grade point average (GPA) of at least 3.00. No units acquired more than two years before the application for initial membership


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may be used prohibitively. Probably most of those units should be graded units, not credit/no credit units. Temporary Membership. All life members of the California Scholarship Federation and those who graduated with a minimum GPA of 3.50 at the high school level may be invited to become temporary members during their first semester in the community college. They shall, upon payment of dues, have all privileges of membership except that of holding state elective office. Continuing Membership. After the initial membership semester or quarter, the initial member may achieve continuing membership by (1) achieving not less than a 3.00 GPA in courses of recognized college standing in the previous term and (2) maintaining a cumulative GPA of 3.00 or better in courses of recognized college standing. Continuing members may receive one semester or quarter’s grace for every semester or quarter of earned continuing membership if the member’s GPA falls below 3.00. There shall be no two consecutive grace periods. Permanent Membership. Student members may apply for permanent membership during the semester in which they complete a minimum of 60 semester or 90 quarter units in degree appropriate courses with at least half of them completed at a community college. Applicants with as few as 54 semester or 82 quarter degree appropriate units may be eligible for permanent membership provided they have enough units graded CR to make up the required total. To be eligible for permanent membership, applicants who have been members of AGS for at least one term must have earned a cumulative GPA of 3.50 or better in all recognized college work; applicants who have been members of AGS for two or more terms must have earned at least a 3.25 GPA. To determine eligibility, units must be counted beginning with the most recently completed and then going back chronologically until the required number is reached. If any units from a semester or quarter are counted, all units from that term along with units from any intervening terms must enter into the calculation of the GPA. Any courses completed two years or more prior to application for permanent membership shall not be used to prohibit any person from becoming a permanent member as long as these units are not used to meet the minimum number of required units. Although no chapter may grant permanent member status unless the chapter is in good standing, when a chapter not in good standing achieves good standing again, any chapter members who were denied permanent membership because of the lack of chapter good standing may reapply. Again, the member must apply for permanent membership. Alumnus/Alumna Membership. Permanent members are considered alumnus members. Recruitment of members To find new members, the chapter must get the word out that AGS is active and available to those who are eligible. Preparing to mail letters to invite eligible students to AGS information meetings requires many hours of screening transcripts and preparation of letters, but those letters are treasured by students even when they don’t join AGS. Today, costs for mailings may be prohibitive. Some colleges may include information about AGS with Dean’s Lists or other lists of academic achievers. Some instructors and


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counselors are glad to recommend AGS to students or students to AGS. Getting information to staff helps. Posters, brochures, college web sites, college club days early in a semester—any way to let students know what AGS does and means may work. Advisors may let their own students know about AGS. Finally, of course, each student may choose to join or not. Applications for membership should be as clear and attractive as possible and available in the library, the counseling center, computer labs, the student activities office, at the switchboard, wherever they may be seen. Applications should make clear to whom and where the completed form will be submitted and, if possible, should let the applicant know when and where the initial meetings will take place. As soon as applications are received and the advisors have screened them for eligibility, someone from AGS should get in touch with each applicant. Probably advisors should talk with or write to those who aren’t yet eligible, but continuing members could be enlisted to get in touch with those who are eligible. Most advisors (or the chapter officers) begin a membership list at once, including addresses, phone numbers, and e-mail addresses so that all members and advisors can keep in touch and informed. As more students discover AGS, join, and participate, the list grows. THE STATE ORGANIZATION The State Advisory Board is composed of the advisors of all chapters in good standing and any retired former advisors who accept the Board’s invitation to continue serving. The State Advisory Board has all of the state level powers of governance for AGS that are not specifically given to the Board of Trustees. The State Advisory Board meets twice a year, in early October and at the State Convention in the spring. The meetings alternate between the south and the north. Each participating chapter has one vote during the Advisory Board meeting. The Executive Board consists of the officers of the State Advisory Board and meets at the call of the President when the need arises. Any major decisions made by the Executive Board should be ratified by the State Advisory Board at the next meeting (or through e-mail or teleconferencing if the need is urgent). A quorum at the Advisory Board meeting consists of one quarter of the chapters in good standing. No proxy votes are permitted. The officers of the State Advisory Board are the following: (1) The President presides over meetings, appoints committees and committee chairs, prepares and distributes the agenda for each Advisory Board meeting, calls special meetings, and may serve as ex officio member of all committees except the nominating committee. (2) The Vice-President assumes the duties of the President in his or her absence and prepares to assume the office of President in the following year. The Vice-President may serve as a regional chair at a Regional Conference (north or south), reporting to the Secretary of Extension and Eligibility the names of chapters which sent delegates and advisors to the conference as well as any corrections to the State Advisory Board Directory. This officer also reports the names, college names, home addresses, and Social Security numbers of the student trustee and alternate elected at the Regional Conference.


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(3) The Vice-President-Elect prepares to become the Vice-President in the following year and also may serve as a regional chair at a Regional Conference where the Vice-President does not serve, reporting as necessary to the Secretary of Extension and Eligibility the names of chapters which sent delegates and advisors to the conference as well as any corrections to the State Advisory Board Directory. This officer may also report the names, college names, home addresses, and Social Security numbers of the student trustee and alternate elected at the Conference. (4) The Secretary records and publishes the minutes of State Advisory Board Meetings; may maintain correspondence for the State Board; oversees bylaws revisions by sending ratification ballots to chapters in good standing, receiving and tallying the ballots, and reporting the results at the Advisory Board meeting; updates and distributes copies of the bylaws, rules of order, and standing rules when changes occur; and performs other duties as needed. (5) The Treasurer maintains the financial records of the society; collects dues and other assessments from the chapters; reminds chapters of their obligations to submit Permanent Member and Honor Roll reports on time; reports chapters delinquent in payments and, with the Secretary of Eligibility and Extension, determines which chapters are in good standing; maintains supplies of official jewelry, gold seals, certificates, and such and sells them to chapters in good standing; makes authorized expenditures; makes expenditures necessary to the general operation of the organization (as long as they don’t exceed the amount set by the Advisory Board in a standing rule); prepares an annual financial report for distribution at the spring meeting; keeps the Vice-Treasurer informed; and performs other appropriate duties. (6) The Vice-Treasurer is prepared to take over all duties of the Treasurer if the Treasurer becomes unable to serve, performs duties of the Treasurer as the Treasurer requests, and is authorized to write checks on the Advisory Board’s account but only in emergencies which require that a check be written when the Treasurer is absent or otherwise unable to write it; (7) The Chair of Scholarships and Awards prepares and distributes all necessary information about awards and award applications to all active chapters so that chapters in good standing may apply for AGS scholarships and awards; arranges for readers of applications to whom all applications for academic or service awards are sent along with ranking sheets; collects and ranks all scores (without names or college names) so that the Scholarship Committee may determine the winners at the State Convention, reports the names of all recipients (and social security numbers) to the Treasurers of the Board of Trustees and the State Advisory Board , and evaluates the process. (8) The Vice-Chair of Scholarships and Awards helps the Chair and assists in evaluation of the process. (This office is not always filled.) (9) The Secretary of Extension and Eligibility maintains a file of the current bylaws of all chapters, active and inactive, and advises chapters when their bylaws are not in accordance with those of the state organization; with the Treasurer determines whether chapters are in good standing and makes a list of chapters in good standing available to the Chairs of Scholarships and Awards and available to all chapters on the AGS web page; provides new and reactivating chapters with all necessary information, forms, and instructions for chartering or reactivating AGS chapters; reports new and reactivating


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chapters to the State Advisory Board; and presents charters to new and reactivated chapters at the State Convention (10) The Collector of Permanent Records acts as custodian of the archives of Alpha Gamma Sigma, reports to the Advisory Board about their status and location, collects permanent membership and honor roll lists, and the lists of names of recipients of Alpha Gamma Sigma scholarships and awards. (The Bylaws list other collections for which the Collector of Permanent Records is responsible, but this is probably not the way things work in 2005.) (11) The Secretary of Intercollegiate Relations works with four-year institutions to solicit scholarships for Alpha Gamma Sigma transfer students and makes those lists available to chapters. (12) The Parliamentarian answers questions about parliamentary procedure and points out errors in procedure and how to correct them if they occur. (13) The Historian writes a narrative report of Alpha Gamma Sigma activities and preserves those items (like the old handbook) of historical significance, making the history available to the membership. (14) The Handbook Editor reviews the Advisors’ Handbook each year, updating and correcting it in line with any revisions to the Bylaws or Standing Rules or pertinent motions passed in Advisors’ Meetings. The Handbook Editor keeps the handbook accurate and available on the AGS web page and makes copies available to advisors. Appointive or volunteer positions such as the Web Master or the List Serve Manager are developed as needed and filled with advisors with the needed expertise. The Board of Trustees of Alpha Gamma Sigma, Incorporated Members of the Board of Trustees with the exception of the two student trustees, one from the north and one from the south, are elected by the State Advisory Board. Two student trustees and two alternates are elected at the Regional Conferences in the fall. (More information about student trustees is found in the section about Regional Conferences.) The Board of Trustees administers the scholarship funds of AGS and represents the society in all matters related to these funds. The student trustees serve one year terms; the advisor trustees’ terms are four years. The duty of the Board of Trustees is to invest the principal of the AGS Scholarship Fund in such a way that the earnings will provide the funds for half the academic and service awards given to students at the Spring Convention. The other half of the funds comes from student dues deposited in the AGS treasury. The Board of Trustees operates under its own Bylaws. Officers include President, Secretary, and Treasurer. The Board of Trustees meets twice a year—at the time of the Fall Advisors’ meeting and during the Spring Convention. Alpha Gamma Sigma pays for the student trustee’s travel and lunch for the fall meeting; the student is responsible for his or her attendance at the Spring Convention (when the student may travel with his or her chapter).


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Thanks to those advisors who responded with criticism of the first draft. This work has been dedicated to two advisors very important to me in Alpha Gamma Sigma—Charles Bell and Sharon Sunico. Betty Higdon October 2005


(Document D)

Please fill out the document completely and turn it in, thanks so much! Major: ____________________________ Goal: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Likes: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Most Memorable AGS Moment: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Fun Fact: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________