MANUAL OF STANDARD OPERATING PROCEDURE (SOP) FOR ZCO SOP D… · - 1 - MANUAL OF STANDARD OPERATING PROCEDURE (SOP) . FOR. ALPHA KAPPA ALPHA SORORITY, INCORPORATED® . ZETA CHI OMEGA

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MANUAL OF STANDARD OPERATING PROCEDURE (SOP)

FOR

ALPHA KAPPA ALPHA SORORITY, INCORPORATED®

ZETA CHI OMEGA CHAPTER

APPROVED:

Soror Robin G. McCoy, Basileus 05-02-2018

Soror Kendra Riley, Chairman 05-02-2018 Bylaws Committee

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FOREWORD: This Manual of Standard Operating Procedure provides guidance to the members of Zeta Chi Omega Chapter of Arlington, VA, on how to conduct the business of the Chapter. It accompanies the Chapter’s Bylaws and provides fundamental programmatic, technical and strategic guidelines for the operational elements of the Chapter. It covers the roles and responsibilities of the Chapter’s Officers, Committee Chairmen, Committees and Chapter Members. This Manual replaces all previous versions of the Chapter’s Manual of Standard Operating Procedure. The Chapter is governed by the International Constitution and Bylaws, Manual of Standard Procedures of the Alpha Kappa Alpha Sorority, Incorporated®, and the Bylaws and Manual of Standard Operating Procedures of Zeta Chi Omega Chapter. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with the aforementioned documents or any special rules of order that the Chapter may adopt. The Chapter reserves its right to amend or suspend any or all parts of this Manual by a 2/3 vote.

June 2, 2018 P.O. Box 25763

Alexandria, VA 22313 Website: www.aka-zco.org

Email: [email protected]

http://www.aka-zco.org/

mailto:[email protected]

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TABLE OF CONTENTS

MANUAL OF STANDARD OPERATING PROCEDURE

FOR ALPHA KAPPA ALPHA SORORITY, INCORPORATED®

ZETA CHI OMEGA CHAPTER

Page CHAPTER 1 – Soror Code of Ethics 4 CHAPTER 2 – Chapter Officers 6 CHAPTER 3 – Executive Committee 7 CHAPTER 4– Standing Committees

Section 1 Archives 9 Section 2 Awards 11 Section 3 Bylaws 12 Section 4 Connection 13 Section 5 Contracts 14 Section 6 Courtesy 15 Section 7 Directory 16 Section 8 Finance 18 Section 9 Graduate Advisor/Graduate Advisor’s Council 20 Section 10 Membership 23 Section 11 Newsletter 24 Section 12 Nominating 25 Section 13 Program 29 Section 14 Protocol 32 Section 15 Public Relations 34 Section 16 Scholarship 36 Section 17 Standards 38 Section 18 Technology 40 Section 19 Telephone/Communication 43

CHAPTER 5 –Committee Operating Procedures: Standing, Ad Hoc, Special 45 CHAPTER 6 – Special Rules and Standing Rules 50 APPENDICES

Appendix A Courtesy Committee Guidelines 52 Appendix B Zeta Chi Omega Chapter History – Inception 54

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CHAPTER 1 SOROR CODE OF ETHICS

In order to honor its Founders, maintain a standard that allows its members to serve as role models for young women and girls in the global community, preserve Alpha Kappa Alpha Sorority membership as a desirable and honorable affiliation and to protect Alpha Kappa Alpha Sorority, Inc. from harassment, ridicule, scandal or legal liability, I do voluntarily agree to observe the following rules of conduct:

1. To respect and comply with Alpha Kappa Alpha Sorority, Inc. Constitution, Bylaws, Manual of Standard Procedure, Protocol Manual, Membership Intake Manual, Rituals, other official handbooks and documents, as well as Chapter Bylaws and Rules of Order.

2. To remain subject to the authority of the Boulé and the Directorate.

3. To respect our elected/appointed leaders and support them in conducting the business of Alpha Kappa Alpha Sorority, Inc.

4. To present myself publicly in a way that reflects the high moral and ethical character of Alpha Kappa Alpha women by:

a. Obeying the law; b. Exercising good manners; c. Displaying concern for my appearance by following established Alpha Kappa Alpha guidelines; d. Refraining from profanity, acts of violence and criminal conduct; e. Exhibiting respect for other Pan-Hellenic Organizations by avoiding demeaning remarks or ridiculing them; f. Wearing identifiable paraphernalia only if conduct or circumstances will bring no negative repercussion to the Sorority.

5. To demonstrate the high regard we have for each other as women and sorors by:

a. Avoiding derogatory, demeaning and insulting remarks; b. Being polite, kind, honest, fair and conciliatory; c. Assisting with the special needs of elderly and disabled sorors; d. Keeping confidences and maintaining confidentiality; e. Refraining from acts of hazing, reporting its occurrence to the appropriate authority and demonstrating compliance with all aspects of the Alpha Kappa Alpha Sorority, Inc. Anti-Hazing Policy; f. Abiding by and actively supporting official Chapter and Sorority decisions even in the event of personal disagreement;

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6. To work diligently to foster the programs of the Sorority and participate fully in meetings and conferences that enhance personal knowledge and improve Sorority effectiveness.

7. To maintain integrity in financial matters related to the Sorority by:

a. Remaining current with all dues and financial obligations; b. Following accepted financial procedures; c. Avoiding the co-mingling of personal and Sorority funds; d. Utilizing the tax-exempt status only as legally permitted; e. Expecting that financial officers will maintain records, make them available for inspection and pass them on to succeeding officers and/or Graduate Advisors as required; f. Purchasing only from officially-sanctioned vendors at Regional Conferences and Boulés; g. Reporting the misappropriation of Chapter funds and/or property to the appropriate authority and taking the necessary action to protect or retrieve funds and/or property that belongs to the Sorority.

8. To invite for Sorority membership only those community-minded women of sufficient high moral and ethical character and scholarship who have true interest in serving Alpha Kappa Alpha Sorority.

9. To refrain from soliciting advertisements, endorsements and sponsorships that harm the image of Alpha Kappa Alpha Sorority or that conflict with its program concerns and values.

I shall remain cognizant that others will judge the values and principles of Alpha Kappa Alpha Sorority by my personal deportment and conduct. Furthermore, should I attain a leadership position in Alpha Kappa Alpha Sorority, Inc. that requires me to be an official spokesman or public representative, I understand that my conduct must rise to the highest standard. Should my behavior compromise Alpha Kappa Alpha’s image or the reputation of its members, I shall relinquish my position either of my own volition or when instructed to do so by my Chapter or the Directorate.

In promising to obey these rules of conduct, I acknowledge that the perpetuation of Alpha Kappa Alpha Sorority Inc. as an organization of women of high moral and ethical standards depends on my compliance.

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CHAPTER 2 CHAPTER OFFICERS A. PURPOSE

Chapter officers should have leadership abilities to inspire others. Officers should have a thorough understanding of the requirements and responsibilities of the offices they hold, work within the framework to foster the Sorority’s ideals and principles, and ensure that Chapter members live up to the standards that have been established for the Sorority.

B. RESPONSIBILITIES OF CHAPTER OFFICERS

1. Foster collaboration 2. Involve others in the process 3. Create an atmosphere of trust and respect 4. Empower members

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CHAPTER 3 EXECUTIVE COMMITTEE A. PURPOSE The Executive Committee is the administrative unit of the Chapter. It is established in the Chapter Bylaws (Article VI, Section 1-3 of the Zeta Chi Omega Bylaws dated October 2, 2015). B. MEMBERS The official voting members of the Executive Committee are the elected and appointed officers, and Standing Committee chairmen. The immediate past-Basileus is a non-voting member of the Executive Committee. C. MEETINGS Meetings will be held the Thursday prior to the general body meeting of each month at the designated location, unless the Executive Committee agrees on another day. The Grammateus will notify all Executive Committee members of the date, time and place of meetings. D. AGENDA The Basileus or Presiding Officer will establish the agenda for the Executive Committee meeting. Executive Committee members contribute to the formation of the agenda. Any member may petition the Basileus to place an item on the agenda prior to the official meeting. The agenda for the general body meeting will be set at the end of the Executive Committee meeting that precedes the general body meeting. E. QUORUM The Presiding Officer, the Grammateus (or the Anti-Grammateus or a recorder appointed by the Presiding Officer) and a majority of the members of the Executive Committee shall constitute a quorum. F. MINUTES The Grammateus will keep all minutes of the Executive Committee in a permanent record book and disseminate copies of minutes to Executive Committee members prior to or at the next meeting.

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G. VOTING After appropriate debate on agenda items, the Presiding Officer will call for the vote. Only members of the Executive Committee can vote. An officer must be present to vote. However, a Standing Committee Chairman may send a representative from her Committee to vote in her absence. H. ACTION The Executive Committee will review all reports before they are presented to the general membership. Once approved, Committee members are expected to support the action when it is reported to the general membership. An Executive Committee member may request permission from the Executive Committee to present a minority report to the general membership; otherwise, action passed by the Executive Committee will be binding. Motions by the Executive Committee, including those attached to Committee reports, shall be given by the Grammateus to be read at the general body meetings. All motions will be kept in a permanent record and indexed. Motions that are referred by the Executive Committee to a Committee for further investigation must be brought back to the next official Executive Committee meeting for review and final disposition. I. ATTENDANCE All members of the Executive Committee are expected to be present at each meeting, or notify the Basileus and Grammateus via email or telephone or in writing of her absence. Non-Standing Committee chairmen making reports should attend. Any member missing three (3) consecutive meetings without notifying the Basileus and the Grammateus will be referred to the Standards Committee for appropriate action. If a Standing Committee Chairman cannot attend an Executive Committee meeting, it is her responsibility to send a representative of the Committee to represent her. J. RESPONSIBILITY If an officer or Committee Chairman refuses to carry out her responsibilities or is remiss in carrying out her duties, then the Executive Committee will refer the officer to the Standards Committee for investigation and appropriate action.

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CHAPTER 4 STANDING COMMITTEES SECTION 1 ARCHIVES COMMITTEE A. PURPOSE

The purpose of the Archives Committee is to serve as the vehicle through which the history and traditions of Zeta Chi Omega Chapter are preserved. The Basileus shall appoint a soror to serve as Archivist.

B. RESPONSIBILITIES OF THE COMMITTEE

1. The Chairman shall:

• Serve as Chairman of the Archives Committee. • Serve as the official custodian of Zeta Chi Omega’s print and non-print materials. • Prepare and submit the proposed Archives Committee's budget. • Monitor all Committee expenses, and review and approve vouchers emanating out

of the Archives Committee. Sends same to the Basileus for final approval and disposition.

• Monitor and approve all Committee expenses emanating out of the Archives Committee. Send authorized vouchers to the Basileus for final approval and disposition.

• Collect and retain photographs of Chapter activities and newspaper articles. • Collect and retain photographs and newspaper articles related to the Chapter's

activities. • Assign a liaison to work directly with the Ivy Leaf Reporter (Chairman, Public

Relations Committee) on public relations projects. • Develop policies and procedures for the collection and use of archival materials by

sorors. • Upon completing her term of office, the retiring Archivist shall transfer a copy of the

current Standard of Operating Procedure and storage facility key to the incoming officer, within 30 days of the appointment or election of the new officer.

• Ensure that the notebooks, distributed by the Standards Committee to each Committee Chairman, are collected at the end of each calendar year to ensure that program events, projects and activities are properly documented, current, and kept on file as historical records.

• Ensure that the Chapter’s storage facility is always locked. Oversee the control of the facility’s five keys to designated Chapter officers (Archivist, Archives Co-Chairman, Basileus and Graduate Advisor) and one to the facility’s administrative office.

• Maintain the notebook distributed by the Standards Committee and deliver it to the Archives Committee at the end of the Committee cycle.

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2. The Archives Committee shall:

• Collect, organize, and store, in a permanent place, all records and materials of Zeta Chi Omega Chapter.

• Collect and retain photographs and newspaper articles documenting the Chapter's activities.

• Maintain an inventory of all Chapter furnishings and equipment. • Ensure the proper rights transfer of donated materials to the Chapter through the

use of tools such as the “Chapter Deed of Gift Form.” • Maintain a system for circulating items from the Archives to the Chapter’s general • membership and their return to Archives.

C. MEETINGS:

• Attend both Executive Committee and Chapter meetings to provide a report. • Shall meet as necessary, but not fewer than four (4) times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will

be held when necessary throughout the year.

D. SUGGESTED TIMELINE:

• Create the Chapter Profile (Due in December of the current year). • Prepare the Chapter Check-Up (Submitted to the International Archives Committee

Regional Representative by February 1 of the subsequent year). • Update the Archives Chapter History Outline (Maintained on a current basis yearly). • June: Prepare and submit a mid-year report. • August: Submit a budget plan to the Tamiouchos. • December: Prepare and submit an End-of-Year report and develop the chapter

scrapbook.

E. COORDINATION WITH OTHER OFFICERS/COMMITTEES

• Awards and Exhibits • Standards • Public Relations • Other Officers and Committee Chairmen

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CHAPTER 4 STANDING COMMITTEES SECTION 2 AWARDS A. PURPOSE The purpose of the Awards and Exhibits Committee is to plan and execute activities to promote Zeta Chi Omega Chapter through internal and external awards, displays, and exhibits. B. RESPONSIBILITIES OF THE COMMITTEE


• Serve as a member of the Executive Committee and attend the Executive Committee meetings.

• Track Committee participation and activities. Coordinate and ensure the implementation of all planned activities, projects and events.

• Maintain a record of all expenses, and sign all vouchers for reimbursements and payments.

• Ensure that all public relations activities, i.e., correspondence, media coverage, promotions, publications, etc., are reviewed and approved by the Public Relations Chairman.

• Ensure that all correspondence, and other written/printed materials are routed to the Basileus for review, approval and/or signature in a timely fashion.


2. The Awards Committee shall:

● Design and display the Chapter exhibit at the Mid-Atlantic Regional Conference, Boule, Leadership or Chapter events.

● Coordinate all Chapter awards for competition in and outside the Sorority and ensure the material is of high standards and meets deadlines.

● Designate, develop criteria, and purchase awards that are given to the members of the Chapter and (in collaboration with the Public Relations Committee) outside recipients.

● Maintain the Chapter scrapbook of all activities, projects, and events for the current year. (Showcase at the Regional Conference and other places).

● Assess expected outcome(s) and make recommendations for the next year’s activities.

● Track Committee participation.

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C. MEETINGS:

• Attend both Executive Committee and Chapter meetings to provide a report.

D. SUGGESTED TIMELINE

● September: Collect material for the Regional Conference. ● January: Complete Regional Conference materials for the Regional Awards

Chairman. ● June: Prepare and submit a mid-year report. ● August/September: Submit a budget plan to the Tamiouchos. ● December: Prepare and submit and end-of-year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 3 BYLAWS A. PURPOSE The purpose of the Bylaws Committee is to review and propose needed changes to the Chapter’s Bylaws and Standard Operating Procedure, examine all proposed amendments, and evaluate them with respect to Alpha Kappa Alpha Sorority, Incorporated® Constitution and Bylaws. B. RESPONSIBILITIES OF THE COMMITTEE

1. The Chairman shall: ● Be the Chapter Parliamentarian and serve as the Chairman of the Bylaws

Committee. ● Serve as a member of the Executive Committee and attend Executive Committee

meetings. ● Present proposed Bylaw amendments to the Executive Committee and membership

for consideration. ● Notify the membership thirty (30) days prior to a vote on a Bylaw amendment. ● Prepare proposed Bylaws Committee budget. ● Track Committee participation and activities. ● Coordinate and ensure the implementation of all planned activities, projects and

events. ● Maintain a record of all expenses, and sign all vouchers for reimbursements and

payments. ● Ensure that all public relations activities, i.e., correspondence, media coverage,

promotions, publications, etc., are reviewed and approved by the Public Relations Chairman.

● Ensure that all correspondence, and other written/printed materials are routed to the Basileus for review, approval and/or signature in a timely fashion.

● Maintain the notebook distributed by the Standards Committee and deliver it to the Archives Committee at the end of the Committee cycle.

2. The Bylaws Committee shall:

● Review Chapter Bylaws periodically and revise, as necessary. ● Forward changes, if affirmed by the Chapter membership, to the Mid-Atlantic

Regional Director for approval. ● Update the Zeta Chi Omega Chapter Manual of Standard Operating Procedure. ● Publish and distribute the Bylaws and the Zeta Chi Omega Chapter Manual of

Standard Operating Procedure to members.

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● Coordinate, as needed, with Chapter officers, Committees and members when conducting its review of proposed Bylaw changes and/or updating the Manual of Standard Operating Procedure.

C. MEETINGS:

● Attend both Executive Committee and Chapter meetings to provide a report. ● Shall meet as necessary, but not fewer than four (4) times per year. ● Hold a formal meeting at least one (1) time per year. Teleconference meetings will


D. SUGGESTED TIMELINES ● The Bylaws Committee shall review all proposed amendments to the Bylaws as they

are presented by a Chapter member or Committee. ● June: Prepare and submit a mid-year report. ● August: Submit a budget plan to the Tamiouchos. ● December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 4 CONNECTION A. PURPOSE The purpose of the Connection Committee is to provide a forum to transmit information and to mobilize the membership to have a positive influence on decisions relative to political, educational, and economic issues. B. RESPONSIBILITIES OF THE COMMITTEE

1. The Chairman shall: ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Track Committee participation and activities. ● Coordinate and ensure the implementation of all planned activities, projects and






2. The Connection Committee shall:

● Plan and implement program activities, projects, and events in order to:

o Increase the Chapter’s visibility and influence through interaction with those in the areas listed in the purpose.

o Address issues and causes for which the Sorority advocates. ● Identify, study and monitor local, state, national and international issues that impact

the quality of life for “All Mankind." ● Serve as the Chapter’s liaison to community agencies, institutions, and

organizations. ● Engage actively in community volunteer projects. ● Engage in grant solicitation for support of Committee activities, projects, and events. ● Assess expected outcome(s) and make recommendations for the next year’s

program.

C. MEETINGS:

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be held when necessary throughout the year. D. SUGGESTED TIMELINE

● Promote the Public Policy forum to Chapter members (as designated by the International Program Calendar.)

● Inform the Chapter members of elections in the Arlington/Alexandria communities, remaining neutral on proposed candidates.

● Promote other Business/Economic activities (as designated by the International Program Calendar).

● June: Prepare and submit a mid-year report. ● August/September: Submit a budget plan to the Tamiouchos. ● November/December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 5 CONTRACTS

A. PURPOSE The Contracts Committee reviews, secures and finalizes requests from Chapter Committees that require a contract or agreement for services for Zeta Chi Omega Chapter and its fundraising entity, the Ivy Foundation of Northern Virginia, Inc. (hereinafter referred to as the “Foundation.”) B. RESPONSIBILITIES OF THE COMMITTEE

1. The Chairman shall: ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Obtain the dates of Chapter and Foundation activities and projects that require a

contract in the upcoming year. ● Complete all forms and obtain authorized signatures from Chapter, Foundation and

the proposed venue. ● Review and provide recommendations on proposed budget plans of Zeta Chi Omega

Chapter and Foundation committees requiring venues. ● Track Committee participation and activities. ● Coordinate and ensure the implementation of all planned activities, projects and






2. The Contracts Committee shall: ● Facilitate the selection of facilities contracted for fundraising, civic or social

activities. ● Conduct a comprehensive search of several sites that can accommodate event

specifications provided by Chapter Committees. ● Negotiate, review, and propose the most cost-effective liability-free agreements for

events sponsored by the Zeta Chi Omega Chapter or Foundation.

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● Maintain a presence at all activities/events sponsored by the Chapter or Foundation, thus ensuring that all negotiated items are executed in accordance with the contract.

C. MEETINGS:



D. SUGGESTED TIMELINE:

● September/October -- Finalize Cotillion (Spring) Venue ● March/April -- Finalize Luncheon Fashion Show (Fall) Venue ● June: Prepare and submit a mid-year report. ● August: Submit a budget plan to the Tamiouchos. ● December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 6 COURTESY A. PURPOSE The Courtesy Committee shall purchase and send cards, flowers and/or gifts to sorors and other persons designated by the Chapter. B. RESPONSIBILITIES OF THE COMMITTEE


● Serve as the official hostess of the Chapter to receive and introduce new members and visiting sorors at Chapter meetings or functions.

● Have access to the current membership list. ● Track Committee participation and activities. ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Submit mid-year and end-of-year reports. ● Coordinate and ensure the implementation of all planned activities, projects and






2. The Courtesy Committee shall: ● Establish protocol for ensuring that there is consistency in offering courtesies to

every member and visitor of the Chapter. ● Serve as door greeters for monthly Chapter meetings. ● Send cards of congratulations, sympathy and get well to sorors of the Chapter. ● Ensure that courtesy flowers are sent to sorors in the following events: birthdays of

Diamond and Golden sorors of the Chapter; death of an immediate family member of a soror; and the death of a financial soror.

● Provide gifts for the marriage of, childbirth to, or legal adoption by a financial soror. ● Provide travel courtesies to the International President, Mid-Atlantic Regional

(MAR) Director, MAR officers in Zeta Chi Omega Chapter and Very Special Guests

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(VSGs) of the Chapter staying overnight at official Sorority meetings (MAR Conference, Boule, Leadership and Cluster meetings).

● Coordinate monthly birthday lunches after the monthly Chapter meeting.

C. MEETINGS



D. SUGGESTED TIMELINE

• June: Prepare and submit a mid-year report. • August: Submit a budget plan to the Tamiouchos. • December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 7 DIRECTORY A. PURPOSE The Directory Committee is to develop, maintain, publish and distribute a membership directory annually. B. RESPONSIBILITIES OF THE COMMITTEE


● Be the Anti-Grammateus. Serve as a member of the Executive Committee and attend

the Executive Committee meetings. ● Obtain a current list of financial Chapter members from the Pecunious Grammateus. ● Obtain birth date, Chapter and date of initiation, profession, email address, and

telephone numbers of financially active members from the Technology Chairman. ● Have access to a computer with appropriate automated software. ● Coordinate the design, layout and publication of the directory. ● Recommend a vendor to print the directory to the Basileus. ● Secure the approval of the Basileus for the printing of the directory. ● Coordinate the production of the directory. ● Track Committee participation and activities. ● Coordinate and ensure the implementation of all planned activities, projects and





● Maintain the notebook distributed by the Standards Committee and deliver it to the Archives Committee at the end of the Committee.

2. The Directory Committee shall:

● Develop, maintain, publish, and distribute a membership directory annually. ● Research and select software capable of producing a directory. ● Insert archived photographs of financially active members into the directory. ● Photograph new financially active members and insert images into the directory. ● Determine the layout and design of the directory. ● Distribute directories, in the form of hard copies, to each financially active member.

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● Provide two copies (one hard copy, one on disk or other electronic device) to the Archivist.

C. MEETINGS



D. SUGGESTED TIMELINES

1. January: ● Obtain an approved list of Directory Committee members from the Basileus.

2. January/February: The Directory Committee Chairman or designated Committee member shall:

● Establish Committee members’ roles and responsibilities. ● Obtain the roster of financially active members from the Pecunious Grammateus. ● Determine technological resources and select software to use. ● Determine the cover design, layout and content of the directory. ● Select a photographer. ● Publish the date of member and group photo sessions. ● Establish the process to update member profile information, making sure to

annotate Life, Silver Star, Golden and Diamond membership status. ● Update Chapter, regional and international information pages. ● Select an editor. ● Establish and communicate deadlines for content layout, information gathering,

receipt of member information and photos. ● Establish and communicate dates for final changes and proofing. ● Communicate all timelines to the Executive Committee. ● Present the directory to the Basileus for review and approval. ● Solicit three printing company vendor quotes. ● Recommend a professional printing company to reproduce the directory, and

secure the approval of the Basileus. ● Submit the directory for reproduction to the approved contract vendor. ● Request one copy for each financially active member, the Mid-Atlantic Regional

Director and the Archivist. ● Determine distribution schedule.

3. March/April:

● Retrieve the directory from the vendor prior to the March general body meeting. ● Establish the distribution process, ensuring that each financially active member

receives a directory. ● Mail one copy of the directory to the Mid-Atlantic Regional Director.

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● Provide one hard copy and one digital copy of the directory to the Archivist. ● Determine distribution schedule.

4. June: Prepare and submit a mid-year report. 5. August submit a budget plan to the Tamiouchos. 6. December: Prepare and submit the End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 8 FINANCE A. PURPOSE The purpose of the Finance Committee is to provide and to have oversight for fiscal planning, budget development, cost control, investments, financial accountability, and financial policy formulation for the Chapter. B. RESPONSIBILITIES OF THE COMMITTEE


● Attend all Executive Committee meetings and make Committee reports to the

Board and membership. ● Complete forms for Committee work and the activity/project form for the Standards

Committee. ● Review proposed Committee budgets, including all line items. ● Report all dates, times and places for meetings, activities, projects and events to the

Anti-Basileus. ● Maintain a record of all expenses and sign all vouchers for reimbursements and

payments. ● Ensure that all correspondence and other written/printed materials are routed to

the Basileus for review, approval and/or signature. ● Convey all pertinent information and materials to the next Chairman. ● Coordinate and ensure the implementation of all planned activities, projects and





● Maintain the notebook distributed by the Standards Committee, and deliver it to the Archives Committee at the end of Committee cycle.

2. The Finance Committee shall:

● Prepare the annual budget and submit it to the Executive Committee and

membership for approval. ● Analyze funding requests from officers, Committee chairmen and others, and make

recommendations for dispensation. ● Keep records of earmarked funds and make sure they are used for purpose

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indicated, such as those from public appeals, grant solicitation, and personal donations.

● Prepare, review, and keep updated the Financial Operating Procedures for the Zeta Chi Omega Manual of Standard Procedures.

● Assess expected outcome(s) and make recommendations for the next year’s tasks. C. MEETINGS:


be held when necessary throughout the year. D. SUGGESTED TIMELINE:

• June: Prepare and submit a mid-year report. • Collect Budget information (August). • August: Submit a budget plan to the Tamiouchos. • Prepared budget given to Chapter (October). • Vote on budget (November). • December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 9 GRADUATE ADVISOR/GRADUATE ADVISOR’S COUNCIL A. PURPOSE The purpose of the Graduate Advisor is to work with the assigned undergraduate Chapter, Sigma Alpha. The purpose of the Graduate Advisor’s Council is to support the work of the elected Graduate Advisor(s). B. RESPONSIBILITIES OF THE GRADUATE ADVISOR

1. The Graduate Advisor shall: ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Serve as the liaison between the graduate and undergraduate Chapters, and

between the undergraduate Chapter and the Regional Director. ● Establish a working relationship with the appropriate university or college officials. ● Advise the undergraduate Chapter in the interpretation and implementation of the

Alpha Kappa Alpha Program, the Constitution and Bylaws, Manual of Standard Procedure, the Undergraduate Membership Intake Process Manual, the Alpha Kappa Alpha Sorority, Incorporated® Anti-Hazing Handbook, and other official handbooks.

● Attend all meetings and activities of the undergraduate Chapter. ● Submit reports and materials to the Regional Director and the Corporate Office. ● Endorse all checks written by the undergraduates. ● Coordinate the mentor program with the graduate Chapter. ● Recommend to the Regional Director the suspension of undergraduate sorors

and/or candidates from the MIP process. ● Communicate with the Regional Director on matters that are not in the general

administration of Chapter operations, programs or academic concerns after “all means” have been exhausted with the Executive Committee.

● Encourage undergraduate members to attend meetings and conferences. ● Encourage undergraduate members to apply for undergraduate offices,

scholarships, and the Leadership Fellows Program. ● Approve all budgets and expenses for Chapter operations. ● Oversee the Membership Intake Process for the undergraduate Chapter.

● Recommend to the Regional Director the suspension of candidates under appropriate circumstances and in accordance with Sorority documents from the MIP along with the current members of the undergraduate Chapter. Coordinate and ensure the implementation of all planned activities, projects and events.

● Maintain a record of all expenses, and sign all vouchers for reimbursements and payments.

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● Ensure that all public relations activities, i.e., correspondence, media coverage, promotions, publications, etc., are reviewed and approved by the Public Relations Chairman.



2. The Graduate Advisor Committee shall:

● Assist the Graduate Advisor in fulfilling her role as the liaison between the

undergraduate Chapter and the Regional Director. ● Assist the Graduate Advisor with keeping the lines of communications open

between the undergraduate Chapter and the graduate Chapter (see above). ● Assist the Graduate Advisor with ensuring adherence to the laws governing Alpha

Kappa Alpha. ● Assist the Graduate Advisor with ensuring that the integrity of the university is

upheld. ● Assist the Graduate Advisor and the undergraduate sorors with interpreting the

constitution and bylaws, and carrying out the programs of Alpha Kappa Alpha. ● Read, study and approve all reports and correspondence coming into and going out

from the Chapter, in the absence of the Graduate Advisor. ● Supervise all Chapter functions (program or fundraisers) with the Graduate Advisor. ● Attend Chapter meetings, community service activities and fundraisers of the

undergraduates, when requested by the Graduate Advisor. ● Attend meetings, conferences and workshops related to the supervision of the

undergraduate Chapter (Undergraduate Roundup, Cluster, Regional Conference, Boulé and/or Leadership Conference). The Graduate Advisor may send a designee.

● Plan and identify any approved activity or project that requires a contract or agreement. Collaborate with the Contracts Committee.

● Read, study and approve all reports and correspondence coming to and going from the Chapter (Sign forms where necessary).

● Encourage the Chapter to adhere to the calendar set by the Corporate Office for documents and programs.

● Utilize the graduate Chapter’s Graduate Advisor’s Council/Undergraduate Activities Committee. The sorors on this Committee must be certified under the Graduate Advisor’s Certification process.

C. MEETINGS

• Attend both Executive Committee and Chapter meetings to provide a report. • Shall meet when necessary but not less than 4 times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will


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D. SUGGESTED TIMELINES Undergraduate Chapter’s Month-to-Month Activities and Document Submissions Month Activities Conferences January ● Program/Fundraiser/Chapter Meeting

● Sisterly Relations Activity ● Program Evaluation Report ● Corporate Office Reporting ● Conduct New Officers Orientation ● Review Bylaws ● Pay Bond Insurance ● Submit Grades Report (Fall) ● Prepare Financial Officers Report ● Prepare Submissions for Regional Awards ● Provide Graduate Advisor’s Council

Annual Calendar and Annual Committee Goals/Objectives to the Graduate Chapter Basileus

February ● Program/Fundraiser/Chapter Meeting ● Sisterly Relations Activity ● Program Evaluation Report ● Corporate Office Reporting ● Complete and Submit Financial Officers

Report ● Celebrate Founders’ Day ● Conduct Annual Internal Financial Audit ● Pay Regional Conference Awards Fee

March ● Program/Fundraiser/Chapter Meeting ● Sisterly Relations Activity ● Program Evaluations Report ● Corporate Office Reporting

April ● Program/Fundraiser/Chapter Meeting ● Sisterly Relations Activity ● Program Evaluation Report ● Corporate Office Reporting

Mid-Atlantic Regional Conference

May ● Program/Fundraiser/Joint Chapter Meeting ● Sisterly Relations Activity ● Program Evaluations Report ● Corporate Office Reporting ● Appoint Officers if Officers are Graduating ● Hold Senior Recognition Dinner ● Attend Graduation ● Submit Roster of Officers ● Submit Roster of Committee Chairmen

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● Submit Grades Report (Spring) ● Submit Graduating Seniors Report ● Submit Transfer Verification Forms ● Complete Bank Signature Cards with New

Officers Signatures June – Aug. ● Summer Vacation

● Prepare Proposed Budget for Graduate Advisor/Graduate Advisor’s Council and Submit to Chairman of Finance Committee

● Finalize Mid-Year Committee Report and Forward to Graduate Chapter Basileus

Boulé/Leadership

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CHAPTER 4 STANDING COMMITTEES SECTION 10 MEMBERSHIP A. PURPOSE The purpose of the Membership Committee is to recruit, reclaim, and retain members for Zeta Chi Omega Chapter, and to implement the programs developed by the International Membership Committee. B. RESPONSIBILITIES OF THE COMMITTEE


● Preside over all Committee meetings. ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Manage membership program activities, projects, and events. ● Manage the Membership Intake Process. ● Track Committee participation and activities. Coordinate and ensure the

implementation of all planned activities, projects and events. ● Maintain a record of all expenses, and sign all vouchers for reimbursements and





2. The Membership Committee shall

● Plan and implement program activities, projects, and events in order to:

(1) Encourage reactivation of inactive sorors. (2) Retain active sorors. (3) Recruit new members into the Chapter.

● Implement the International Membership Program for the Chapter, including the

Membership Intake Process. ● Conduct the Membership Intake Process and follow-up activities. ● Facilitate efforts to promote sisterly relations in the Chapter. ● Assess expected outcome(s) and make recommendations for the next year’s

program.

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C. MEETINGS:


be held when necessary throughout the year. D. SUGGESTED TIMELINE

• Recruitment: Based on guidelines developed by the International Membership

Committee. • June: Prepare and submit a mid-year report. • August: Submit a budget plan to the Tamiouchos. • December: Prepare and submit an End-of-Year report.

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CHAPTER 4 STANDING COMMITTEES SECTION 11 NEWSLETTER A. PURPOSE The purpose of the Newsletter Committee is to publish the Ivyette, Zeta Chi Omega’s monthly newsletter. The Ivyette is a medium to inform members of community events, as well as regional and international events and activities relative to the Sorority. B. RESPONSIBILITIES OF THE COMMITTEE


● Hold and preside over regularly scheduled Committee meetings. (Please note that the Basileus is an ex-officio member of all Committees except the Nominating Committee, and should be aware of Committee meetings).

● Track Committee participation and activities. ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Assign a liaison to the Technology and Publicity Committees. ● Submit mid-year and end-of-year reports. ● Pick-up mail at least once a week. ● Handle correspondence as needed. ● Coordinate and ensure the implementation of all planned activities, projects and






2. The Newsletter Committee shall: ● Review relevant Sorority documents related to the function of the Committee (i.e.,

Chapter Financial Manual, International documents, etc.). ● Handle correspondence as needed. ● Review and edit newsletter prior to publication. ● Deliver monthly newsletter.

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C. MEETINGS:




● The newsletter is to be received by all members seven (7) days prior to Chapter meeting. Since the newsletter is sent electronically, the timeline for publishing the newsletter should align with Chapter meeting dates.

● The monthly article submission deadline is the 15th of each month and should be sent to [email protected].

● June: Prepare and submit a mid-year report. ● August: Submit a budget plan to the Tamiouchos. ● December: Prepare and submit an End-of-Year report.

mailto:[email protected]

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CHAPTER 4 STANDING COMMITTEE SECTION 12 NOMINATING A. PURPOSE

The Nominating Committee is a standing Committee of Zeta Chi Omega Chapter, supporting the Chapter in fulfilling its responsibility to identify candidates to serve as officers consistent with the bylaws; presenting a slate of candidates for the Chapter members during the October general body meeting in preparation for November elections; and encouraging Chapter sorors to become potential candidates for officer positions.

B. RESPONSIBILITIES OF THE COMMITTEE

1. The Committee shall:

• Elect a Chairman to serve as a member of the Executive Committee and attend Executive Committee meetings.

• Hold a Committee meeting immediately following installation of officers, to familiarize the Committee members with their duties and responsibilities, to include any new directives coming from the International Nominating Committee.

• Hold at least four (4) meetings prior to the presentation of the slate of nominees. • Provide Chapter members with the qualifications for vacant positions to be voted

upon in the November elections. • Review the candidates’ applications and credentials to ensure that the candidates

meet the eligibility requirements for the position sought. • Present a slate of nominees at the October meeting. • Present the slate of nominees to the Tellers Committee for the preparation of the

ballot in advance of the November general body meeting. • Review and approve campaign material for each certified nominee. • Coordinate the selection of non-officer and alternate delegates to the Regional

Conference or Boule during the November election. o Chapter members who seek nomination as non-officer delegates or

alternates to the Regional Conference or Boule will submit their names to the Nominating Committee by the date specified by the Committee.

o During a Regional Conference and Boule year, the membership will select non-officer delegates and alternates for each event.

o The Nominating Committee will determine the number of non-officer delegates and alternates necessary to represent the Chapter in accordance with the Alpha Kappa Alpha Sorority, Inc. ® Zeta Chi Omega Chapter Bylaws. The non-officer delegates and alternates will be selected by a plurality vote. Those members receiving the highest number of votes will be selected to represent the Chapter, provided that they meet the criteria.

o Non-officer delegates and alternates must wait a minimum of two (2) years after serving as a non-officer delegate or alternate to the Regional Conference or Boule. This is to ensure that as many sorors as possible have the

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experience of serving as a delegate or alternate at a Regional Conference or Boule.

• Coordinate a “Candidates Speak” session during the November general body meeting where candidates can present their qualifications and vision to Chapter members.

• Coordinate the selection of non-officer and alternate delegates to the Regional Conference or Boule during the November election.

• Properly transfer all documents and pertinent information to the next Committee Chairman.

C. MEETINGS:

• Attend both Executive Committee and Chapter meetings to provide a report. • Shall meet as necessary, but not fewer than four (4) times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will



Month Activities Conferences

January • Hold Committee meeting • Elect Chairman • Familiarize Committee with roles

and responsibilities and any new directives from the International Nominating Committee

February • Inform Chapter of vacant positions available during the upcoming election and the qualifications for each position

March • Conduct nominating activity to inform Chapter members of qualifications for upcoming election

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April • Complete review of nominating application to ensure no edits are needed

• Hold Committee meeting • Submit Ivyette article to inform

sorors when applications for nominations will be posted

• activity to inform Chapter Conduct nominating members of qualifications for upcoming election

• Encourage qualified sorors to submit applications for upcoming elections

Mid-Atlantic Regional Conference

May • Post updated nominating application to Chapter’s website

• Submit Ivyette article • Inform sorors during general

body meeting of the posted application and the deadline for submission to Committee

June – Aug • Begin collecting nominating applications

Boule/Leadership

September • Submit Ivyette article reminding sorors of the application deadline to receive applications

• Inform sorors of deadline for application during general body meeting

• Collect all nominating applications

• Meet with Nominating Committee to review applications and certify candidates

• Inform candidates of certification status and inform them of the deadline to receive campaign material

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October • Present slate of certified candidates during general body meeting and open the floor for nominations from the floor

• Collect nominating applications from sorors nominated during the general body meeting

• Meet with Committee to review nominating applications and certify candidates

• Inform candidates of certification status, and of the deadline to receive campaign material

• Review campaign material and inform sorors of approval

Cluster Conference

November • Present final slate of certified officers at the general body meeting

• Facilitate Candidate Speaks Session

December • Holiday celebration

D. OTHER CONSIDERATIONS • The Committee may distribute a biographical sketch of each nominee. • A slate of nominees must be prepared and presented to the membership at the

October general body meeting. • Elections must be held in November. • The Committee must ensure that all materials of candidates for regional or national

office are submitted by the Chapter in a timely fashion. • The Committee will use the Alpha Kappa Alpha Sorority, Inc. ® Constitution and

Bylaws, Manual of Standard Procedure, Chapter Bylaws, Chapter Manual of Standard Operating Procedures and Roberts Rules of Order, Newly Revised (most recent edition) to guide its deliberations.

E. SUGGESTED TIMELINES


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CHAPTER 4 STANDING COMMITTEES SECTION 13 PROGRAM A. PURPOSE The role of the Program Committee is to plan activities that implement the International and Chapter Programs. The Program Committee is an umbrella Committee and shall operate in accordance with the International Program structure. The Program Committee shall have the Anti-Basileus as its Chairman. B. RESPONSIBILITIES OF THE PROGRAM COMMITTEE


● Serve as a member of the Executive Committee and attend the Executive Committee meetings.

● Track Committee participation and activities. ● Develop a plan which outlines yearly Program activities. Barring extenuating

circumstances, present this plan at the Chapter retreat, typically held in August or September, prior to the September general body meeting. Planned activities shall coincide with the goals and objectives of the International Program current initiatives.

● Hold regular meetings and record meeting minutes. ● Periodically review the financial records of each program. ● With the approval of the Executive Committee, plan and distribute a yearly calendar

of Chapter activities, by the January general body meeting. ● Submit a budget request to the Finance Committee Chairman by August 1, to have a

line item in the budget for the following year. Coordinate and ensure the implementation of all planned activities, projects and events.





2. The Program Committee shall: • Attend all Committee meetings or notify Chairman of absence. • Serve as Subcommittee Chairmen. • Participate in all program activities, projects, and events.

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• Assist the Chairman, as requested.

● Provide feedback to the Chairman.

● Take an active role in planning, assessment, and decision-making.

3. The Subcommittee Chairman shall: • Track Committee participation. • Serve as members of the Program Committee. • Attend Executive Committee meetings, and make reports to the Executive

Committee and to the membership when requested. • Call and facilitate Subcommittee meetings, to include the ex-officio officer, keeping

her informed of the Subcommittee’s progress. • Prepare proposed Subcommittee budget, to include all line items. Submit proposed

budget to the Anti-Basileus (Program Committee Chairman) by August 1. • Provide to the Anti-Basileus (Program Committee Chairman), all dates, times and

places for meetings, activities, projects and events. • Coordinate and ensure the implementation of all planned activities, projects and

events. • Maintain a record of all expenses, and sign all vouchers for reimbursements and

payments. • Ensure that all public relations activities, i.e., correspondence, media coverage,


• Ensure that all correspondence, and other written/printed materials are routed to the Basileus for review, approval and/or signature in a timely fashion.

• Convey all pertinent information and materials to the next Subcommittee Chairman. • Submit a calendar to the Anti-Basileus (Program Committee Chairman). Activities

shall be prepared according to International Program and Chapter initiatives. • Record minutes, and report results of activities, to the Anti-Basileus (Program

Committee Chairman) for inclusion in the overall report. • Coordinate Subcommittee efforts with other Committees/subcommittees as

appropriate. • Maintain a record of all expenditures. Review and approve vouchers. Submit

vouchers to the Anti-Basileus (Program Committee Chairman) for approval. The Basileus must also approve all vouchers.

• Obtain approval for all activities that involve Chapter financial obligation or participation, of the Executive Committee, and if necessary, of the membership.

• Fully plan and identify any approved activity or project that requires a contract or agreement. Collaborate with the Contracts Committee.


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C. MEETINGS

• The Program Subcommittees shall meet as necessary, but not fewer than four (4) times per year.

• Attend both Executive Committee and Chapter meetings to provide a report. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will

be held when necessary throughout the year. D. SUGGESTED TIMELINES

● January general body meeting: Distribute the yearly calendar.

● June: Prepare and submit a mid-year report

● August: Submit budgets for Committee and the Program initiatives to the Finance Committee Chairman for the upcoming year.

● August: Submit a proposed calendar of all activities, projects and events for the upcoming year to the Anti-Basileus (Program Committee Chairman)

● October: Submit finalized forms from Committee for dates, times, and places of meetings and activities for the next year.

● November: Submit an annual report of the current Program to the Anti-Basileus (Program Committee Chairman).

● December: Prepare and submit end-of-year reports. Subcommittee chairmen will submit the reports to the Anti-Basileus for consolidation an final submission.

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CHAPTER 4 STANDING COMMITTEES SECTION 14 PROTOCOL A. PURPOSE The purpose of the Protocol Committee is to advise, serve as a resource for, and provide support to the Chapter and its charitable affiliate, the Foundation, in all Sorority matters pertaining to the appropriate protocol and etiquette for Chapter programs, meetings, and hosting Sorority and major public events. B. RESPONSIBILITIES OF THE COMMITTEE


● Ensure that the Official Guide to Alpha Kappa Alpha Protocol and the Zeta Chi Omega Chapter Manual of Standard Operating Procedures are used to guide the execution of Chapter and Foundation activities and events.

● Assign Protocol Committee members to serve as a liaison support for Chapter and Ivy Foundation events.


● Complete forms for Committee work and the activity/project form for the Standards Committee.

● Prepare a proposed Committee budget. ● Coordinate and ensure that all planned activities, projects, and events are

implemented in accordance with etiquette and protocol. ● Ensure that all correspondence is reviewed in compliance with Sorority protocol

and routed to the Basileus for final review and approval. ● Maintain the notebook distributed by the Standards Committee and deliver it to the

Archives Committee at the end of the Committee cycle. ● Prepare mid-year and end-of-year reports and send to the Basileus. ● Track Committee participation and activities. Coordinate and ensure the






2. The Protocol Committee shall:

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● Provide information and guidelines for written materials, programs and events. ● Provide information and protocol support whenever the Chapter plans rituals,

receptions, fundraisers, Founders’ Day celebrations or hosts Regional Conferences, Boule and other special events. The Committee will provide advisory support on all aspects of event planning.

● Provide information and procedural protocol for Sorority matters, i.e. Chapter meetings, Committee meetings, Chapter retreats, etc.

● Determine if Chapter traditions are relevant and in accordance with Alpha Kappa Alpha documents.

● Ensure courtesies are written in the Chapter’s standing rules and/or documents. ● Review requirements and confirm that items needed for all rituals have been

secured. ● Conduct protocol workshops and disseminate information based on the current

guidelines in the Official Guide to Alpha Kappa Alpha Protocol. ● List current and Former Directorate members and Former Executive Directors and

their position in the Chapter handbook, directory, and on the Chapter website.

C. MEETINGS

• Attend Executive Committee to provide a report. • Shall meet as necessary, but not fewer than four (4) times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will




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CHAPTER 4 STANDING COMMITTEES SECTION 15 PUBLIC RELATIONS A. PURPOSE

The purpose of the Public Relations Committee is to foster positive media relations to communicate the Chapter’s message to external entities. Using a variety of media sources to include: print, photo, broadcast, and social media networks, the Committee works to educate the public about the Alpha Kappa Alpha Sorority history, legacy, membership, vision, programs, and initiatives. B. RESPONSIBILITIES OF THE COMMITTEE:


● Serve as Ivy Leaf Reporter for the Chapter. ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Prepare a proposed Committee budget with line items. ● Collaborate with the members of the Public Relations Committee to develop and

propose for approval, an annual Strategic Media Plan in accordance with the Chapter’s calendar of program activities.

● Coordinate and insure that approved activities, projects and events are publicized. ● Collaborate with the appropriate officers and/or Committee chairmen to review and

submit all proposed public relations documents to the Basileus for approval prior to publishing.

● Maintain the notebook provided by the Standards Committee and provide it to the Archives Committee at the end of the Committee cycle.

● Develop an annual Strategic Media Plan in accordance with the Chapter’s calendar of program activities.

● Publicize pre- and post-media Chapter activities that are outlined in the approved annual Strategic Media Plan. Such activities may include, but are not limited to: Legislative Day at the Capitol; appointments; service day activities; food giveaway programs; partnerships with other organizations; voter registration drives/activities; health fairs; awards galas; fundraisers; service program events; Founders’ Day events; Chapter program activities, projects and events, including promotions, advertisements, announcements, and publications.

● Communicate Chapter news events to Alpha Kappa Alpha’s national magazine, The Ivy Leaf and the Mid-Atlantic Newsletter.

● Engage professionals such as photographers and local media reporters to support public relations activities.

● Coordinate interviews; prepare press releases, public service announcements, and media alerts/advisories to convey information about Chapter events.

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● Collaborate with Chapter program chairmen and appropriate officers to assess outcomes and make recommendations for the next year’s Public Relations Strategic Media Plan.

● Track Committee participation and activities. Coordinate and ensure the implementation of all planned activities, projects and events.





C. MEETINGS

• Attend Executive Committee to provide a report. • Shall meet as necessary, but not fewer than four (4) times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will




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CHAPTER 4 STANDING COMMITTEES SECTION 16 SCHOLARSHIP A. PURPOSE The purpose of the Scholarship Committee is to develop and implement the Scholarship Program of the Chapter in conjunction with the Foundation, update and revise the scholarship program process and application, and maintain a permanent record of scholarship recipients. B. RESPONSIBILITIES OF THE COMMITTEE


● Preside over all Committee meetings. ● Serve as a member of the Executive Committee and attend the Executive Committee

meetings. ● Verify that scholarship recipients are enrolled in school, and authorize the

Foundation to transmit scholarship funds to the appropriate schools for the semesters during which the recipients are matriculated and eligible to receive scholarship funds.

● Notify, in writing, scholarship recipients and schools through the Foundation. ● Recognize scholarship recipients at the Luncheon Fashion Show. ● Track the academic progress of all scholarship recipients through the collection of

transcripts to ascertain their continued scholarship eligibility, and make progress reports to the Chapter.

● Track Committee participation and activities. ● Coordinate and ensure the implementation of all planned activities, projects and






2. The Scholarship Committee shall: ● Establish eligibility criteria, set application submission deadlines, and disseminate

applications and information regarding the scholarship to eligible students. ● Distribute scholarship applications at the designated time.

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● Review applications and select scholarship recipients. ● Evaluate special requests received by the Scholarship Committee. ● Evaluate program impact and make recommendations to improve the

administration and impact of the scholarship program, including the number of and types of scholarships to be supported.

● Serve as mentors for the recipients. C. MEETINGS

• Attend Executive Committee and Chapter meetings to provide a report. • Shall meet as necessary, but not fewer than four (4) times per year. • Hold a formal meeting at least one (1) time per year. Teleconference meetings will

be held when necessary throughout the year. • January: Committee members meet and discuss the year’s calendar. • March: Review application submissions. • April: Conduct face-to-face interviews of prospective recipients. • May: Evaluate application process and address any other business.


1. January:

● January 5 to 14: Distribute scholarship applications and information to schools, churches and other community service organizations.

● By January 15: Receive Fall semester transcript from colleges/universities for current scholarship recipients.

● By January 30: Submit payment vouchers to IFNV for active scholarships for Spring Semester.

2. By March 10: Application submissions deadline. 3. April:

● Foundation Board meeting: Present report to Foundation for review and approval of selected applicants.

● April Executive Committee meeting: Present report of selected applicants to the Executive Committee.

4. May:

● Chapter meeting: Present report of selected applicants to the Chapter. ● First business day after the May Chapter meeting: IFNV sends award letter to

recipients and schools.

5. June: ● By June 30:

o Submit mid-year report to the Basileus.

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o Collect Spring semester from schools/colleges/universities for all renewable recipients.

6. September 15: Submit payment vouchers to IFNV for Fall semester. 7. November Board meeting: Obtain information from the IFNV regarding the type,

number and amount of scholarships that can be awarded for next academic year.

8. By December 15: Submit annual scholarship report to the Basileus.

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CHAPTER 4 STANDING COMMITTEES SECTION 17 STANDARDS A. PURPOSE The purpose of the Standards Committee is to facilitate Chapter planning; organize training workshops; monitor Committee progress; evaluate Chapter operations, programs, activities, projects, and events; and make recommendations for continuous improvement of the Chapter B. RESPONSIBILITIES OF THE COMMITTEE



● Hold and preside over all regularly scheduled Committee meetings ● Track Committee participation and activities. ● Assign a liaison to the Technology and Public Relations Committees. ● Assist the Basileus and Anti-Basileus with Chapter planning and organizational

activities including the annual retreat, and the annual leadership training; ● Assist in planning and implementing the officer operations training for the Chapter. ● Support leadership training by working with ad hoc committees such as the

Strategic Planning Committee, or through an Alpha Kappa Alpha Sorority National Leadership Program Initiative, or any other ad hoc committee designated by the Basileus and Anti-Basileus.

● Facilitate the annual Chapter evaluation and submit results to appropriate Sorority officers.

● Coordinate all assessment procedures and the design and implementation of questionnaires to assess program, activities, projects, and events and provide evaluation results to the Basileus and Anti-Basileus. Give feedback to Committees in time for their yearly budget planning, to assess expected outcome(s) and make recommendations for the next year's activities.

● Ensure that each officer and Committee Chairman has a notebook, a disc or DVD to compile information for Archives.

● Collect and forward to Archives officers and Committee Chairman notebooks, at the end of the tenure of the Committee.

● Work with the Basileus and Anti–Basileus to coordinate the submission of mid-year and end-of-year reports. Track Committee participation and activities. Coordinate and ensure the implementation of all planned activities, projects and events.


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2. The Standards Committee shall:

● Work with the Chairman to assist the Basileus and Anti-Basileus with Chapter

planning, including the annual retreat. ● Plan and implement the officers’ training and other leadership training workshops

for the Chapter. ● Design and implement questionnaires to assess program activities, projects, and

events. ● Conduct the annual Chapter evaluation. ● Develop and implement internal assessment procedures and questionnaires, and

provide feedback to Committees quarterly (January, April, August, December), and in time for the yearly planning meeting and budget submission. Assess expected outcome(s) and make recommendations for the next year’s activities.

● Monitor all Committees to assure that action plans are implemented and Committees are held accountable, using information retrieved from the Chapter’s newsletter, or other operational Committees.

● Review existing Chapter standard operational procedures at the beginning of each cycle year (or election) for possible update(s), or as necessary.

C. MEETINGS

● Attend Executive Committee and Chapter meetings to provide a report. ● Shall meet as necessary, but not fewer than four (4) times per year. ● Hold a formal meeting at least one (1) time per year. Teleconference

meetings will be held when necessary throughout the year.

D.SUGGESTED TIMELINES

● December: Officers Training Workshop ● August: Chapter Retreat ● Ongoing: Internal Evaluation ● Due annually: Chapter Objectives Form ● December: Status Report Form/Chapter Evaluation

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CHAPTER 4 STANDING COMMITTEES SECTION 18 TECHNOLOGY A. PURPOSE The Technology Committee shall serve as an oversight Committee on matters of information technology (IT), and be responsible for setting the information technology strategic direction of the Chapter. The Committee shall recommend information technology policies, procedures and standards; review and recommend solutions for hardware, software, website and Chapter communication requirements, and serve as the primary agent for Chapter communications. B. RESPONSIBILITIES OF THE COMMITTEE


● Be responsible for information technology throughout the Chapter, and all facets of information technology management and control, including planning, recommendations for technical acquisitions, and development of guidelines, standards, and procedures. The information technology infrastructure includes all hardware and software, owned, or leased, and inclusion of data communications.


● Maintain all passwords for access to all Chapter systems and change passwords once the designated increment of time has lapsed.

● Manage the administration of the Chapter’s website and social media accounts: http://www.aka-zco.org Facebook:https://www.facebook.com/profile.php?id=127293744003707, Instagram: https://instagram.com/zetachiomegaChapter and Twitter: https://twitter.com/zetachiomegaaka

● Acquire/renew of SSL certificate for website. ● Renew Zeta Chi Omega Chapter’s web hosting privileges and domain name with the

approval of the Basileus. ● Oversee electronic communication from Committee to Chapter. ● Ensure Basileus’ approval on all electronic communications from the Committee. ● July – Mid-year report. ● November/December – End-of-year report. ● Committee Budget

o Preparation and implementation of the annual Technology Committee budget. o Review and approval of purchases from the Committee’s budget.

● Budget Planning. Report Committee expenditures. Schedule and facilitate onsite or remote Committee meetings at least four times per year.

http://www.aka-zco.org/

https://www.facebook.com/profile.php?id=127293744003707

https://instagram.com/zetachiomegachapter

https://instagram.com/zetachiomegachapter

https://twitter.com/zetachiomegaaka

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o Prepare and disseminate meeting agenda. o Report Committee meeting attendance, minutes, mid-year reports and end-of-

year reports to designated Chapter points of contact (POC). ● Track Committee participation and activities. Coordinate and ensure the






2. The Technology Committee shall:

● Develop and maintain a technology plan that aligns with Chapter recommendations. ● Assess the technological needs of the Chapter. ● Make recommendations concerning implementation, maintenance, and upgrading

of technologies within a secure infrastructure. ● Develop and/or approve technology policies. ● Provide IT services at Chapter meeting, to include setting up projector, facilitating

meeting agenda, and assisting with portable microphone as necessary. ● Maintain Chapter website and web applications.

o Operate Chapter website. o Adhere to national and regional website guidelines. o Administer website security controls. o Upload Chapter documents to the website with the approval of the Basileus. o Coordinate with the Tamiouchos for e-payment requirements and software

maintenance. o Website enhancements. o Maintain databases, listserv, and Constant Contact membership by adding new

members and removing departed or non-financial members. ● Maintain Chapter-owned information technology hardware and software.

o Maintain current inventory of Chapter-owned hardware, software and licensing agreements.

o Securely store and assist with the operation of equipment owned by the Chapter o Establish an electronic “Equipment Request Form,” which will be used to

manage the borrowing of Chapter technology equipment. o Ensure delivery of IT equipment to designated POC and provide brief training on

equipment before departure. o Ensure pick-up of Chapter -owned IT equipment.

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o As the subject matter experts, analyze all Chapter IT requirements and recommend new hardware and/or software options, as needed.

● Coordinate Electronic Chapter Communication o Manage communication tools. o Disseminate messages and notifications via webmail that warrant immediate

attention or action, related to Chapter, regional and national business, events and activities, with the approval of the Basileus.

o Send Chapter broadcasts with the approval of the Basileus.

C. MEETINGS





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CHAPTER 4 STANDING COMMITTEES SECTION 19 TELEPHONE/COMMUNICATION A. PURPOSE The purpose of the Telephone/Communication Committee is to maintain a roster of all Chapter members, updating the roster each month, as needed, and to activate the telephone tree at the request of the Basileus. B. RESPONSIBILITIES OF THE COMMITTEE



● Gather and/or update the home addresses, telephone numbers, and email addresses of all sorors throughout the business year.

● Contact sorors, especially reactivating and transferring sorors, via mail, email or telephone to ascertain accurate contact information.

● Provide an accurate roster to the Epistoleus and Directory Committee Chairmen. ● At the request of the Basileus, announce the presence or absence of a quorum. ● Track Committee participation and activities. Coordinate and ensure the






2. The Telephone/Communications Committee shall:

● Count the members responding to a motion, at the request of the Basileus. ● Guard the door. ● Ensure that sorors are wearing the proper attire prior to entering the venue

where a ritual ceremony is to take place. ● In the event of severe weather forecast, maintain contact with the Basileus and

assist the Basileus with notifying the membership, including but not limited to, contacting the venue or meeting location to determine openings or closure, and contacting sorors who do not have internet access.

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Severe Weather Procedures

Severe weather conditions might affect a scheduled meeting or activity. Sorors should follow these “Severe Weather” instructions to ensure timely communications. Many meetings are held in Arlington and Alexandria, VA, schools. Monitor your TV and radio stations to determine whether or not county schools are closed. Radio: 103.3 FM TV Channels WRC - 4 WTTG - 5 WJLA – 7 WUSA – 9 In the event of severe weather, electrical or plumbing failure impacting the school system or a venue, the majority of the Executive Committee shall assess the condition via conference call, and the Basileus will transmit an email communication at least 2 hours prior to a scheduled meeting or activity. The Basileus shall transmit an email communication 4-6 hours prior to a Zeta Chi Omega-sponsored social event. The Basileus, via the Philacter, using the “phone tree,” will transmit an announcement to sorors without email address at least 2 hours prior to the scheduled meetings. The message will inform sorors regarding openings, closings, meeting statuses and/or cancellations. If sorors have not received or heard an announcement providing instructions with regard to closure within 2 hours prior to the scheduled Zeta Chi Omega Chapter meeting or event, you should assume that the meeting, event or activity has not been cancelled. Make sure that your email address is up to date. When a Zeta Chi Omega Chapter meeting or activity occurs, but some hazardous conditions exist, use good judgment to decide when to safely get on the roads, and use extreme caution while driving. These procedures pertain to Zeta Chi Omega Chapter-sponsored meeting and activities only.

C. MEETINGS



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D.SUGGESTED TIMELINES


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CHAPTER 5 COMMITTEE OPERATING PROCEDURES: STANDING, AD HOC, SPECIAL* The Chapter’s Standing Committees are: Program, Bylaws, Finance, Scholarship, Connection, Membership, Public Relations, Courtesy, Standards, Newsletter, Nominating, Graduate Advisory, Awards, Technology, Archives, Telephone/Communication, Protocol, Contracts, and Directory. *The Basileus shall create Special and Ad Hoc Committees as needed to facilitate the purposes and objectives of the Chapter. The Chapter’s Standing, Special and Ad-Hoc Committees shall be properly organized, selected, and oriented. These Committees’ responsibilities are to:

1. Plan activities of the Committee. 2. Provide an opportunity for sorors to do the kind of work for which they are

suited. 3. Ensure broader Soror participation. 4. Provide an orientation ground for new leaders in the Sorority.

The following Chapter’s Standing Committee procedures serve to facilitate and standardize the conduct of business in the Chapter. It is a supplement to the Bylaws. A. COMMITTEE SELECTION 1. Chairman. The Basileus shall appoint the Chairman of Committees not elected by the general membership or provided for in the bylaws by nature of the office. The appointment of Chairmen shall be done after the election of officers. Appointed Chairmen shall hold their positions at least two years to coincide with the term of the Basileus. 2. Co-Chairman. A Committee’s Co-Chairman is appointed by the Basileus after consultation with the Committee’s Chairman. The Co-Chairman should complement the Chairman and be a compatible working partner. As near as possible, an inexperienced soror should be paired with an experienced soror. 3. Recorder. At the first convening of the Committee, the members will select a soror to take the minutes and keep the records of each Committee meeting. The soror will record, correspond and keep all records in a permanent record book. 4. Liaisons. At the first convening of the meeting, the members will select sorors to serve as the liaisons between the Public Relations, Protocol, Standards and Contracts Committees. 5. The Protocol, Standards, Contracts and Technology Committee Chairmen shall be appointed by the Basileus. Sorors seeking membership on these Committees shall be approved by the Committee Chairman/Co-Chairman and appointed to the Committee by

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the Basileus. Sorors who can dedicate the required time, and have the required skills, background and training in the Committee’s charge, must submit a statement of interest and qualifications to the Committee Chairman/Co-Chairman and the Basileus. 6. Committee Members. Each soror will be given an opportunity to join a Program Committee of her choice. Each soror must belong to at least one Program Committee but can serve on as many as she feels she can effectively work with, taking into consideration that Committees must meet on a regular basis. 7. A soror may request to be on an Operations Committee, however, since the number on these Committees must be kept small, the Basileus may not be able to honor all requests. Sorors should list Committees in order of preference, in case there is a limit on the number who can serve on the Committee. 8. Ex- officio. The Basileus is an ex- officio member of all Committees. 9. Resignation - A soror who decides to resign may leave the Committee immediately. However, that member should notify the Committee Chairman. 10. Officers as Committee Chairmen. Some Sorority officers are automatically chairmen or functioning members of Committees by virtue of their elected or appointed office:

Anti- Basileus: Program Committee Chairman and member of the Finance Committee Pecunious Grammateus: Member of the Finance Committee Epistoleus: Chairman of the Newsletter Committee and member of the Membership Committee Tamiouchos: Chairman of the Finance Committee Hodegos: Chairman of the Courtesy Committee and member of the Membership Committee Philacter: Chairman of the Telephone/Communication Committee and member of the Courtesy and Membership Committees Ivy Leaf Reporter: Chairman of the Public Relations Committee Graduate Advisor: Chairman of the Graduate Advisory Committee Archivist: Chairman of the Archives Committee Parliamentarian: Chairman of the Bylaws Committee

B. COMMITTEE CHAIRMAN’S RESPONSIBILITIES 1. The Committee Chairman’s primary responsibility is to organize the Committee into a working group, give leadership to the members of the group, and stimulate the group members to their highest productivity. 2. The Committee Chairman or her designee shall submit articles regarding Committee activities and events to the Epistoleus for publication in the newsletter, The Ivyette.

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3. The Committee Chairman will call and conduct meetings on a regular basis. She is responsible for notifying all Committee members and ex-officio members, at least 2 weeks in advance of the meetings. She should coordinate all activities necessary for these meetings. 4. The Chairmen of Standing Committees shall attend all Executive Committee meetings. If the Committee Chairman cannot attend an Executive Committee meeting, it is her responsibility to send a representative of the Committee to represent her. 5. Ensure that all correspondence and other written/printed materials are routed to the Basileus for review, approval and/or signature in a timely fashion. 6. Each Chairman will receive a notebook with Committee materials and is expected to keep a current record of Committee activities. 7. The Chairman will at no time act independently without group knowledge and consent, but shall have the right to remove any soror from the Committee who has demonstrated an unwillingness or inability to work on Committee assignments, or participate in activities, Committee meetings and teleconferences. 8. No Committee Chairman has the authority to obligate the Sorority financially or otherwise without the approval of the Executive Committee and/or general membership. The Committee Chairman shall make sure all correspondence and other written/printed/electronic materials regarding Chapter activities are reviewed, approved, and/or signed by the Basileus. 9. A Committee Chairman is responsible for all tickets, monies and properties handled by her Committee, and must make a final accounting for all to the Pecunious Grammateus. 10. Before the final Committee report is made, the Chairman is responsible for contacting sorors with outstanding obligations and informing them of same. To facilitate procedure, a deadline must be set for completion of all financial obligations. 11. At the end of the Sorority year, the Committee Chairman shall transmit the Committee folder to the Program Chairman or the Standards Chairman, along with her final report and any printed materials from her Committee. The notebook or electronic file is submitted to the Archivist. 12. If a Committee Chairman, for any reason unforeseen, finds it impossible to continue serving in the capacity, she must notify the Basileus immediately, submit a progress report, a financial report, and turn over all records in her possession for the next Chairman.

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C. COMMITTEE MEMBERS’ RESPONSIBILITIES 1. Members should attend all Committee meetings or notify the Chairman of inability to attend. 2. Members are responsible for discharging the duties of assigned activities, and notifying the Chairman when unable to serve. 3. Members arriving late for meetings should not require a review of action taken up to that point, but make it a responsibility to be briefed later. 4. Members should be prepared to explain actions, and to support the Chairman in discussion of Committee business when a report is given. D. COMMITTEE RESPONSIBILITIES 1. Committees are considered active as soon as Committee officers and members are appointed by the Basileus within 30 days of her election. The Program and other Standing Committee Chairmen should meet to develop a tentative calendar and a tentative budget to be presented to the Basileus and the Tamiouchos, respectively. This should be done as indicated in the Manual of Standard Operating Procedures under “Committee Time Table.” 2. Standing Committees should meet on a regular basis. Meeting dates, times, and places may be established at the first meeting. This schedule must be passed to the Program Chairman in order for her to establish the annual calendar. The nature of the activities of the Committee will dictate the frequency of meetings. Standing Committees that serve in an operational capacity should communicate frequently with the Executive Committee and Basileus. Committees that serve in an operational capacity should meet on site, via teleconference, video conference and/or email, as needed, to facilitate the goals and objectives of their Committees. 3. An ad hoc Committee shall be considered active until a complete report is made. A Committee whose work needs to extend beyond the current Sorority year will make its report as soon as the work is completed. 4. All reports from Committees to the Executive Committee and general membership should be prepared electronically and printed. One copy goes to the Grammateus, one to the Basileus, and the original is kept for the Committee’s file. The Basileus and Grammateus should have their copies in-hand before the report is given to either the Executive Committee or to the general membership. 5. After a report is given to the Executive Committee, adjustments as indicated by the Executive Committee should be made before the report is given to the membership. (These reports are for different groups and should reflect that.)

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6. No Committee report will be placed on the agenda of the general meeting without first having been given to the Executive Committee, except those reports automatically given monthly as a matter of information.

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CHAPTER 6 SPECIAL RULES AND STANDING RULES Rule 1. Active sorors shall have met all financial and other obligations for the current year. This will include any reports due or properties held. Rule 2. Officers Training Workshop shall be completed by all newly installed officers. All newly installed officers must pay their Sorority dues for the coming year before being installed. Rule 3. A quorum of general and special meetings will be as designated in the Chapter Bylaws. The quorum of all other meetings, excluding general and special meetings, will be a majority of those members present after notification in writing via regular mail or e-mail. Rule 4. General meetings will be scheduled for no more than two (2) hours, unless the rule is suspended by two-thirds (2/3) vote of financial sorors present and voting. Rule 5. The agenda (Order of Business) will be adhered to unless suspended by a vote of two thirds (2/3) of financial sorors present and voting. Rule 6. Meetings shall be conducted in accordance with provisions of the International Constitution & Bylaws, International Manual of Standard Procedures, Chapter Bylaws, Manual of Standard Operating Procedures, and Standing Rules. Matters not specifically governed by these documents shall be governed by the current edition of Robert’s Rules of Order, Newly Revised. Rule 7. The Basileus shall appoint a soror to serve as Parliamentarian, to whom questions may be directed only through the Presiding Officer. If deemed advisable by the Presiding Officer, a question may be referred to the Bylaws Committee for an advisory opinion. The Presiding Officer rules on questions from the floor. The Parliamentarian and the Committee may advise. Rule 8. The Executive Committee is composed of members as defined by the Bylaws, and shall meet to plan the meeting’s agenda, serve as a clearinghouse for proposals prior to their submission to the body for action, and act on behalf of the body between meetings for urgent matters. Rule 9. All reports must be approved by the Executive Committee before presentation to the general membership. Rule 10. The Grammateus will bring to the general membership at the designated time on the agenda, all motions from officers and Committee chairmen approved by the Executive Committee. Rule 11. On a debated question, the Chairman shall rotate between those sorors speaking in favor and those sorors speaking in opposition. No soror shall speak and/or be

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recognized in debate more than twice to the same question during the same meeting, nor longer than three (3) minutes at one time. Rule 12. Debate on any question is limited to twelve (12) minutes, allowing for at least two (2) speakers from opposing views to address the issue for the three (3) minute limit. Rule 13. Items of business which require financial expenditure from Chapter funds not approved in the budget shall be submitted to the Finance Committee by the Executive Committee for review and decision prior to their presentation to the body for action. Rule 14. All matters concerning the Chapter must be referred to the appropriate Chairman and then the Basileus for approval before they can be implemented under the name of the Sorority. Rule 15. Any oral, printed, or electronic communiqués items—such as publications, including programs and souvenir journals, letters, notes, invitations, reports, displays, and other materials—must be approved first by the Committee Chairman, then by the Basileus before being printed, distributed, and/or displayed. Time must be allowed on each side for effective review, consideration, and distribution. Reports of the Pecunious Grammateus to the Corporate Office are excluded. Rule 17. To ensure that Chapter bills are paid expeditiously, checks will be authorized by the Basileus and written by the Tamiouchos on a continuous basis. Rule 18. The Standing Rules shall be amended whenever the correlating articles of the International Constitution and Bylaws and the Chapter Bylaws are amended. Rule 19. During the Executive Committee meeting and the general body meeting, a soror must be recognized by the chairman to speak to the assembled group. During the general body meeting, a soror wishing to make an announcement must provide a written sheet to the Hodegos with the specific message.

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APPENDIX A COURTESY COMMITTEE GUIDELINES Guidelines for sending gifts to sorors and/or family members defined as: husband, child, parent/guardian, sister, and brother. A. Guidelines for sending flowers:

1. Death of a financial soror or family member (amount including taxes and delivery: $60.00).

2. Soror hospitalized for a major illness or extensive recuperation from surgery (2 weeks or more) (amount including taxes and delivery: $45.00).

3. Birthday of a financial Golden Soror and the Chapter Basileus (amount including taxes and delivery: $35.00).

B. Guidelines for sending cards:

1. All financial sorors with a personal illness and not in the category as defined above. 2. Illness of a financial soror’s family member, using the above definition of family member.

3. Death of a family member of a financial soror, or a soror last active in Zeta Chi Omega Chapter within the previous financial year.

4. Death of a relative of a financial soror not covered in the definition of family member.

5. The immediate family (husband, child or caregiver) of an Ivy Beyond the Wall.

6. Retirement or promotion of a financial soror.

7. Birth of a financial soror’s grandchild.

C. Guidelines for other gifts:

1. Childbirth or adoption by financial soror – gift amount including taxes: $25.00.

2. Marriage of a financial soror—gift amount including taxes: $35.00.

3. Outgoing officers - gift amount including taxes: $25.00.

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4. Courtesy gift to Regional Director – $50.00 donation to EAF or Regional Director Scholarship fund.

5. Courtesy gift to International President - $25.00.

D. Guidelines for Tea Roses token (gift bag or basket of items, soap, lotions, stationery, potpourri, etc.):

1. Soror with long-term or on-going illness.

2. Presenter or guest invited by Basileus on behalf of the Chapter (excluding those invited by a standing Committee).

3. Travel courtesy for Basileus when representing the Chapter in official capacity, e.g., Boule, Regional Conference, Leadership Conference, Cluster, etc. - $100.00 per year.

E. Birthdays of financial sorors will be acknowledged in the Ivyette along with small token given at general Chapter meeting,. $5.00 per gift. Sorors will be given the same gift, e.g., AKA keychain, AKA USB, AKA travel mug.

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APPENDIX B ZETA CHI OMEGA HISTORY – INCEPTION In 1954, a group of women met in Northern Virginia to discuss the need for a new Chapter of Alpha Kappa Alpha Sorority, Incorporated®. At that time, the closest graduate Chapter was Xi Omega in the District of Columbia. Soror Evelyn Syphax of Arlington, VA, initially organized and convened the group, which met frequently and followed the rules and requirements for the granting of a charter. The group met at locations at the southern boundary of the North Atlantic Region and the northern boundary of the Mid-Atlantic Region of Alpha Kappa Alpha Sorority, Incorporated®. Some believed that because the new Chapter would be physically located in Virginia, it should be with the other Virginia Chapters in the Mid-Atlantic Region and some believed that it should be part of the North Atlantic Region. After deliberation with both regions, Soror Marjorie H. Parker, North Atlantic Regional Director, presented a request for a new Chapter during the 35th Boulé in San Francisco (1955). The Directorate ruled that the group would receive a charter and become a Chapter within the Mid-Atlantic Region. Alpha Kappa Alpha Sorority, Incorporated® officially notified the interest group of the Directorate’s actions and the Executive Director of Alpha Kappa Alpha Sorority, Incorporated®, Soror Carey B. Preston, provided them with the appropriate documents to complete prior to the group’s chartering as a Chapter. Prior to the chartering, the group continued to be involved in community service. It was during this period that the group sponsored a program called Reine des Mois (Queen of the Months). Through the group’s contact and cooperation with area Black schools, 16 high school girls were selected and presented to society. The event was held at Hoffman-Boston High School in Arlington, VA. This event, which was initially conceived as a non-fund-raising activity, would eventually evolve into the Annual Debutante Cotillion. On May 25, 1956, the community service group was chartered as Zeta Chi Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated®. Its location was designated as Arlington, VA. Soror Grace Matthews Pleasants*, Mid-Atlantic Regional Director, conducted the chartering ceremony with the assistance of Soror Marjorie Parker, North Atlantic Regional Director. Soror Arnetta McKamey Wallace* was the Supreme Basileus during that time. Soror Evelyn Syphax* was elected the first Basileus of Zeta Chi Omega Chapter. Charter members include Sorors Elora F. Brotherton, Catherine Butler*, Helen Cauthorne*, Ann Marie Cooley*, Regina Duncan*, Beatrice Gilkes*, Carrie James, Hermeles Jones, Ella O. Lewis*, Hilda Lucy*, Emma Moore*, Suellis Muse*, Ophelia Pinkard*, Margery Robinson*, Helen M. Smith*, Nellie Stewart*, Evelyn Syphax*, Marjorie Weeks, Lauretta Whitney*, Frances Williams* and Mary L. Witten*. First initiates include Sorors Edith Allen*, Dorothy Hall*, Marie Boyd*, Elizabeth Hazel*, Agnes Edwards*, Mayme Holt, Demoniac Foster, Janie Howard* and Andorra Lawson. *Ivy Beyond the Wall

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REVISION RECORD DATE RESPONSIBLE PERSON DESCRIPTION OF CHANGE(S) 05-02-2018 Soror Kendra Riley,

Chairman, Bylaws Committee

Document Revision

MANUAL OF STANDARD OPERATING PROCEDURE (SOP) FOR ZCO SOP D… · - 1 - MANUAL OF STANDARD OPERATING PROCEDURE (SOP) . FOR. ALPHA KAPPA ALPHA SORORITY, INCORPORATED® . ZETA CHI OMEGA

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