2014 PRESIDENTS’ TRAINING
THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL
Purposes
The Delta Kappa Gamma Society International has seven basic Purposes which
govern its program of work and study.
1. To unite women educators of the world in a genuine spiritual fellowship;
2. To honor women who have given or who evidence a potential for distinctive
service in any field of education;
3. To advance the professional interest and position of women in education;
4. To initiate, endorse, and support desirable legislation or other suitable
endeavor in the interests of education and of women educators;
5. To endow scholarships to aid outstanding women educators in pursuing
graduate study and to grant fellowships to women educators from other
countries;
6. To stimulate the personal and professional growth of members and to
encourage their participation in appropriate programs of action;
7. To inform the members of current economic, social, political, and
educational issues so that they may participate effectively in a world society.
Mission Statement
The Delta Kappa Gamma Society International promotes professional and
personal growth of women educators and excellence in education.
Vision
Leading Women Educators Impacting Education Worldwide
1
A BRIEF HISTORY
INTERNATIONAL SOCIETY
Founded:
May 11, 1929
Place:
Austin, Texas
Founders:
Dr. Annie Webb Blanton
Miss Mamie Sue Bastian
Miss Ruby Cole
Miss Mabel Grizzard
Dr. Anna Hiss
Miss Ray King
Miss Sue King
Dr. Helen L. Koch
Mrs. Ruby Terrill Lomax
Dr. Cora Martin
Mrs. Lalla M. Odom
Miss Lela Lee Williams
Colors:
Crimson and Gold
Flower:
Red Rose
August 19, 1870 - October 2, 1946
November 27, 1875 - February 20, 1946
December 2, 1885 - November 20, 1968
March 22, 1888 - July 12, 1968
May 11, 1893 - January 28, 1972
July 13, 1888 - January 24, 1979
January 8, 1886 - May 4, 1930
August 26, 1895 - July 14, 1977
February 7, 1886 - December 28, 1961
November 27, 1884 - April 23, 1965
April 8, 1874 - April 13, 1964
July 20, 1883 - February 18, 1971
Scope of the Organization: DKG is the largest organized group of women
educators in the world.
CHI STATE
Founded:
November 26, 1936
Thanksgiving Day
Place:
Los Angeles, California
Biltmore Hotel
Founders:
Dr. Annie Webb Blanton, Organizer
Dr. Adele Grant
Grace Post
Marion Pease
First Chi State President: Dr. M. Madilene Veverka
Chi State was founded as the twenty-second state in the national organization.
Alpha Chapter, the first Chapter, was founded on the same day the state was
organized.
2
The Delta Kappa Gamma Society International
Society Definitions
CONSTITUTION - The basic governing document of the Society.
STANDING RULES - Give additional details about the administration of the
Society. State Standing Rules and Chapter Rules must be aligned with
International Standing Rules.
HANDBOOK - Interprets and amplifies the Constitution.
CHI STATE EXECUTIVE COMMITTEE - Composed of the elected officers.
This committee may act for the Executive Board between Board meetings.
CHI STATE EXECUTIVE BOARD - Composed of the elected officers, the past
State Presidents and the Chapter Presidents. The Chi State Treasurer and the
Chi State Parliamentarian shall be ex-officio members, the parliamentarian
without vote.
CHI STATE PLANNING COMMITTEE - Composed of Chi State officers, elected
and appointed, Area Directors, Committee Chairmen and their respective
committees.
INTERNATIONAL CONVENTION - The overall governing body of the Society
which meets biennially in even-numbered years.
SOUTHWEST REGIONAL CONFERENCE - Biennial meeting with
representatives of states in the Southwest Region held in odd-numbered years.
CHI STATE CONVENTION - Held annually the first weekend in May to transact
business pertaining to the state. This is the annual meeting of the Executive
Board.
THE DELTA KAPPA GAMMA EDUCATIONAL FOUNDATION - Established in
1964 to encourage standards of excellence in education. In 1980, TEFT was
initiated to encourage gifts to the Foundation. (The Education Foundation Trust)
GOLDEN GIFT FUND - Established in 1979 to commemorate the 50th
Anniversary of the Society. Supported by voluntary gifts. Leadership
Development Seminars have been a major project of this fund.
EUNAH TEMPLE HOLDEN LEADERSHIP FUND - Established in 1978 through
a bequest of Eunah Temple Holden, the fund is used for grants to members for
development of professional and Society leadership.
SCHOLARSHIPS - Awards granted to members for graduate study.
3
RECRUITMENT GRANTS - Given to non-members who plan to go into the
educational field; awarded by Chapters and areas.
EDUCATOR'S AWARD - One or more awards may be made annually for a book
written by one or two women in countries where the Society is organized, and
which is copyrighted in its first edition the previous year. This is an International
award.
CHI STATE EMERGENCY FUND - Maintained by voluntary contributions to give
immediate assistance to members who sustain major losses (floods, fire,
earthquakes, etc.).
CHI STATE WORKSHOPS --Training and Society informational sessions for
new Chapter officers, Committees, and the general membership held in each of
the seventeen Areas of Chi State.
THE CHI STATE LEARNING IS FOR EVERYONE (LIFE) FOUNDATION
FOUNDATION - A nonprofit public benefit corporation with the specific purpose
of supporting special projects relating to the development of learning and literacy.
*MORE TERMS/DEFINITIONS ARE FOUND IN THE
Go-To Guide Pg. 2
The Greek Alphabet
A, α
B, β
Γ, γ
∆, δ
Ε, ε
Ζ, ζ
Η, η
Θ, θ
Ι, ι
Κ, κ
Λ,λ
Μ. µ
Alpha
Beta
Gamma
Delta
Epsilon
Zeta
Eta
Theta
Iota
Kappa
Lambda
Mu
N, ν
Ξ, ξ
Ο, ο
Π, π
Ρ, ρ
Σ, σ
Τ, τ
Υ, υ
Φ, φ
Χ, χ
Ψ, ψ
Ώ, Φ
Nu
Xi
Omicron
Pi
Rho
Sigma
Tau
Upsilon
Phi
Chi
Psi
Omega
4
THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL
Pin Etiquette and Proper Terminology
•
The key pin should be worn on the left side, over the heart. Other pins
may be worn under, not above, the key pin.
•
The proper name is The Delta Kappa Gamma Society International. It
is also correct to refer to the Society as “Delta Kappa Gamma,
international honor society for women educators.” The Greek letters
ΔΚΓ may be used, as well as the letters DKG.
•
Since no one may apply for membership, it is offered in recognition of
achievement, the word honorary must be used. There are no
applications for membership; the term is nominations for membership.
•
Delta Kappa Gamma is a Society rather than a sorority since it is more
professional than social in nature.
•
Society business is conducted in even-numbered years at the
International Conventions. Regional Conferences are held during oddnumbered years to develop leadership, teach about the functions of the
Society, discuss emerging programs and problems, and enjoy good
fellowship and inspiration. (International has conventions, Regions
have conferences, Chi State has conventions)
•
In order to differentiate, awards to members for graduate study are called
scholarships; those given to women from other countries for graduate
study in North America are fellowships. Undergraduate students
preparing to teach receive recruitment grants.
5
The Delta Kappa Gamma Society International Organizational Chart
International President
Chi State President
Area Director Coordinator
Area Director
Chapter President
Chapter Executive Board
President
First Vice President
Second Vice President
Recording Secretary
Corresponding Secretary
Immediate Past President
Treasurer (ex officio—with vote)
Parliamentarian (ex officio—no
vote)
Chapter Committees
Society Business
Finance Committee
Membership Committee
Nominations Committee
(elected)
Communications/Marketing
Society Mission and Purposes
Educational Excellence
Awards and Recognitions Committee
Early Career Educators Committee
Educational Law/Policy Committee
Global Awareness
Music/Arts
Program Committee
Scholarship Committee
Special Committees: Appointed by president to carry out functions not specifically assigned to a standing committee
6
SOCIETY DOCUMENTS
Society documents are the basic rules that govern its functioning. They are written in order to
provide for the rights of members and for the orderly conduct of Society business at all levels
of the Society. A member should be familiar with the contents of these documents if she
looks forward to full participation in the affairs of the Society. At all times the latest revision
is to be used.
Official documents of the Society in the order of their authority are:
The International Constitution is the highest authority and can be amended or revised
every four years at the International Convention providing they have been submitted
and published. See the Constitution, Article XI, for details.
The International Standing Rules are related to the details of the administration of the
Society and may be amended or revised at any international convention. See the
Constitution, Article XI, for details.
The State Bylaws is the highest governing document of the individual state
organization. The amendment and revision of it and the State Standing Rules are
contained in it. State documents must agree with the Constitution and International
Standing Rules.
The State Standing Rules are similar to the International Standing Rules as they apply
to the individual state organization.
The Chapter Rules are the rules or policies that are adopted by the Chapter. All
Chapters must have Chapter rules - Constitution, Article V, Section B.4.
A recognized manual of parliamentary procedures shall govern the state and Chapters
in which the authority is not inconsistent with the Constitution, International Standing
Rules, or other adopted Society Rules. Robert's Rules of Order Newly Revised
(current edition) is the authority used by International.
Chi State Areas have Procedures,
Several unofficial publications should be in Chapters supplies. See the following page for
a list.
7
DO YOU HAVE?
Check the items below that your Chapter has available:
International:
_____
Our Heritage, Volumes I, II, and III
_____
The 2014 Constitution/International Standing Rules will be sent to you.
_____
Our Founders
_____
Ceremonies
_____
Guide for Orientation
_____
Guidelines for Chapter Presidents (A copy is in your notebook)
_____
Guidelines for Chapter Treasurers
_____
Initiate Card (yellow)
_____
Change of Address Card (blue)
_____
Reinstatement Card (green)
_____
Transfer Application (see DKG website)
_____
Forms 18 and 18A (see DKG website)
_____
Form 6 Death of a Member Report (see DKG website)
_____
Contribution Form (see International and Chi State websites)
_____
Jewelry Order Form (see DKG website)
_____
Copies of free Society brochures (see DKG website)
_____
International Order Form (see DKG website)
Chi State:
_____
Current edition of Chi State Bylaws and Chi State Standing Rules
(You will receive the 2014 edition from Chi State.)
Your Chapter:
_____
Chapter Rules
_____
Chapter yearbook with accurate information
8
A CREED FOR DELTA KAPPA GAMMA
WOMEN OF CALIFORNIA
WE BELIEVE THAT....
Through organizing we pool our strength for the task.
By developing a philosophy of life we unify our aims.
By seeking principles of action we become impersonal.
Through understanding we grow tolerant.
By respecting human personality we champion peace.
Through love of all mankind we become world citizens.
Through love of learning we become humble.
By cooperation we speed up progress in the world.
By appreciation of art we are always among the truly great.
Through joyous work our lives become concrete.
Through simplicity we find the way of life.
Through service to youth we live forever.
M. Madilene Veverka
California State President
Delta Kappa Gamma Society
1936
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Chi State Areas
In 1955 Chi State organized into eight regions each with a regional
Conference Director. In 1964 thirteen (13) Areas existed with each Area
Director serving for a two-year term. As membership continued to increase,
Area boundaries were adjusted and Areas added until the current number of
eighteen (18) was reached.
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The Delta Kappa Gamma Society International
Chi State
Chi State Convention Meetings
Chi State Convention: As stated in the Chi State By Laws (Article X), “The
Convention shall be held for the purpose of receiving reports, adopting policy,
amending Bylaws and Standing Rules, and conducting other business which may
properly come before the assembly, or as specifically stipulated in the
Constitution of the Delta Kappa Gamma Society International, International
Standing Rules, the Bylaws and Standing Rules of Chi State.”
Business Meetings at Convention:
Chi State Executive Board Meeting: Members of the Executive Board are
required to attend this meeting. The Executive Board is comprised of all Chapter
presidents, the elected Chi State officers, and the Past Chi State Presidents.
The Chi State Parliamentarian and Executive Secretary are ex-officio but nonvoting members of the Board. The Chi State Treasurer is also an ex-officio
member of the Board but is a voting member. All Chi State members are
welcome to attend the Executive Board meeting. Only Executive Board
members are allowed to vote on issues presented for their consideration. Issues
presented at the Executive Board meeting are ones designated in the Chi State
Bylaws or Standing Rules as being their responsibility.
Chi State Business Meeting: The Chi State Business Meeting is open to all
members. This meeting is designated as the time for general Society business
to be discussed and voted upon when necessary. “Each member registered at a
Chi State Convention may present motions, enter in discussion, and vote, except
when a roll call vote is taken.” (Chi State Bylaws Article X, 1c)
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THAT Program
Teachers Helping Another Teacher
The Delta Kappa Gamma Society International -- Chi State
The Teachers Helping Another Teacher Program (THAT) was created to promote
Chi State's visibility by providing support for teachers. In the summer of 2004
five focus areas where Chi State members can provide assistance were decided
upon at a Leadership Team meeting. These focus areas include:
 Individual teachers
 A particular school
 A particular school district
 Community and local government officials
 Higher education and professional development
The Delta Kappa Gamma Society International members in California have been
reporting the hours spent and the work done in helping another teacher. To date the
reports include activities in the five focus areas.
INDIVIDUAL TEACHERS
















sponsoring a first year teacher
giving a monetary award to a secondary RSP teacher
distributing cards/gifts to new teachers
adopting new teacher and giving the new teacher materials and service
networking with other teachers to exchange ideas
volunteering in the classroom (some even go in daily)
having National Board Certified teachers assisting other teachers
translating English to Spanish
assisting to set up classrooms
mentoring other teachers
working on academic areas (i.e. Literacy)
recognizing an outstanding new teacher with supplies/certificate
continuing to mentor 2nd year teachers
providing a basket with books for new teachers
correcting papers
honoring a student teacher
A PARTICULAR SCHOOL











taking on the responsibility as a cooperating teacher (student teachers)
planning to adopt a Charter School (K-6)
reading in classrooms
working with art programs
tutoring after school
preparing a lunch time potluck for teachers
promoting an "open door" environment to exchange ideas/materials
sharing of ideas/materials/expertise by administrators and teachers
providing a birthday book to 1st and 2nd graders
distributing new teacher bags
helping with gardening
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


giving a book to new teachers
providing citizenship awards to students in 5th and 8th grades
donating money to buy leveled readers for an elementary school
A PARTICULAR SCHOOL DISTRICT


mentoring is being done with non-tenured teachers
continuing, after retirement, to judge/help with special events i.e.
Invention Convention, Math Field Days
 serving as peer coaches
 serving as BTSA trainers
 contributing money for special programs i.e. Jason Project, other science
projects
COMMUNITY AND LOCAL GOVERNMENT OFFICIALS


planning a Chapter meeting geared to new teacher issues
working with teachers in the Teach for America program
HIGHER EDUCATION AND PROFESSIONAL DEVELOPMENT

becoming University Supervisors for student teachers
ELECTRONIC REPORTING
The Early Career Educators Committee was excited to announce the transition to the
official electronic reporting of all THAT volunteer hours for the April 1, 2014 reporting
period. The form can be found at
https://docs.google.com/forms/d/14ZRKnRPQDy_FKklcxPrAwhUPAWP2n94w8alEgye4Fo/viewform
OR
http://tinyurl.com/kh2snyy.
Members who are unable to submit hours electronically, may submit the hard copy form
to the Chapter THAT Liaison, who in turn enters the data on the electronic form. A word
version of this form is available.
Those that used the new electronic reporting said it was easy and fast.
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The Chi State Learning Is For Everyone Foundation
(LIFE Foundation)
Our LIFE Mission: The mission of the Chi State Learning Is For Everyone (LIFE)
Foundation is to promote and support special projects related to learning and literacy
within the State of California.
The History of LIFE: At the 1997 Chi State Convention, the motion to form the Chi
State LIFE Foundation passed overwhelmingly. An Ad Hoc committee was appointed
to begin the process of establishing the Foundation in 1998. Articles of Incorporation
and Bylaws were developed. In1999, Articles of Incorporation were filed with the State
of California and accepted on April 8, 1999. All legal applications were filed and granted
by September 15, 1999. Also in 1999, LIFE Foundation received its first donations. The
first grants and tax exempt identification numbers were awarded in May 2001.
What is LIFE? The Chi State Learning is For Everyone (LIFE) Foundation is a
nonprofit, public benefit corporation organized in the State of California.
The
Foundation has been approved by the State of California and the Internal Revenue
Service as a 501 (C) (3) tax-exempt, nonprofit corporation.
What are the purposes of LIFE? LIFE was founded in response to a need for a
unifying project for Chi State. Chapter biennial reports indicated many projects that
would fit under the LIFE umbrella but Chapters needed more resources in order to be
successful with their projects. LIFE’s purposes are:
• To promote and support special projects related to learning and literacy within
the State of California
• To provide tax-exempt status to qualifying projects for fund raising
• To provide tax-deductible status for contributors
Who may belong to LIFE? Membership in the Delta Kappa Society International, Chi
State, automatically makes a person a member of LIFE.
How is the Foundation funded? The Foundation is funded by tax-deductible
donations. Donations, welcomed at any time, may be made in honor or in memory of
others. Individuals, Chapters, areas, corporations, or other groups may contribute.
How does someone contribute to LIFE? A donation form is included in the Forms
section of this notebook and is also available on the Chi State website. The form may
be reproduced as needed. Checks should be made payable to The LIFE Foundation
and mailed to:
The LIFE Foundation
808 University Avenue
Sacramento, CA 95825-6723
All donations are acknowledged promptly and those being honored by a contribution are
notified.
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What are the tax-exempt benefits? Individuals of groups may apply for permission to
use the Foundation’s tax-exempt ID number. Once granted for a specific project, the
tax ID number may be used to raise funds or apply for grants from other foundations or
corporations to support that project. More than 100 projects used the LIFE Foundation
501(c)(3) Tax-exempt Identification Number this year.
Who governs the Foundation? The Foundation is governed by a board of seven
directors and the Bylaws of the Foundation. The Board of Directors consists of seven
members, each serving three years, but no more than six consecutive years. Each year
two or three Board positions are filled by an election by the registered Foundation
members. An Annual Meeting of the Foundation is held each year at the Chi State
Convention. At that time reports are given on the status of the Foundation, directors are
elected, and any changes in the Bylaws are considered for approval by the members.
How does a Chapter apply for a grant? All forms are available on the Chi State
website. Any Chapter, group, or individual may apply for grant funds. The Board of
Directors reviews each application in a “Blind reading” (no Chapter of personal
identification) and decides whether or not to make a grant. Since its inception thirteen
years ago, The Chi State Learning Is For Everyone Foundation has funded more than
300 monetary grants and 16 Helene Going Green awards totaling $123,000 thousand
dollars. These projects all promote learning and/or literacy in the State of California.
This year the Foundation has awarded $15,670 in grants.
What types of projects have been funded? Some of the funded projects include
books for babies, first graders, children in foster care, new mother’s packets, Headstart
programs, isolated libraries, summer reading programs, and Reading is Fundamental.
Other projects include electronic equipment for community reading service supplies for
a homework center.
I see some people with a LIFE pin. How do I get one of those? All are encouraged
to participate in any fund raising activities to benefit the Foundation. Members may
purchase a LIFE pin/pendant for $10.00. LIFE pens, for self or gifts to others, are also
available for purchase for $10.00. Proceeds from these purchases go directly to the
Foundation funds which enable the Foundation to support learning and literacy projects
throughout Chi State.
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So....You've been elected
CHAPTER PRESIDENT!
YOU are now the leader of your Chapter! It is an honor to be elected Chapter
President, but it is also a serious responsibility. The following are a few attributes
necessary for a Chapter President:
- the willingness to give Delta Kappa Gamma a top priority in your life
- an abundance of energy and enthusiasm
- the time to plan carefully and completely
- the ability to communicate effectively with others
- the tolerance to listen to all Chapter members
- an outlook that sees problems as challenges
- the openness to seek help/information when needed
- the courage to make necessary decisions
- the knowledge of when to delegate authority
- the diligence to meet deadlines promptly
- the foresight to encourage Chapter members in new leadership roles
- the ability to work with your Chapter members as a team
SUGGESTIONS FOR SUCCESS
Following your election (May/June)
1. Attend the Chi State Convention (May)
• Workshops especially for Chapter Presidents
• Sessions of educational/personal interest
• Meetings to gain knowledge of the Society
2. Create or revise your Chapter’s Strategic Action Plan (SAP)
(See Strategic Action Plan on the Chi State website)
• Analyze your Chapter
a. Conduct a survey
- What has it accomplished in the past?
- What is its future potential?
- What are some problems that need solving?
3. Receive all files from outgoing President (June/July)
• Review materials together
• Update/organize them for YOU
4. Learn about the Society
• Study the Seven Purposes of the Society
• Each Chapter meeting should reflect one, or more, of the Purposes
5. Prepare a master calendar including the following:
• Dates of Chapter, Executive Board, and Area meetings
• Chi State Convention, Workshops, Seminars
• Special celebrations: Chapter birthday, Founder's Day
• Dues and other deadlines
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6. Assign duties to elected Chapter officers
• As the President, you have the prerogative to ask officers to assume whatever
responsibilities you feel they are most capable of handling. Frequently, the following
assignments are made:
First Vice President - Program Chairman
Second Vice President - Membership Chairman
Recording Secretary – Record and file Business meeting and Executive
Board minutes
Corresponding Secretary - Meeting Notices, notes, thank you's,
invitations, etc.
• In a small Chapter the above responsibilities need to be held by the Chapter officers.
However, in a large Chapter, other Chapter members may handle these tasks. Do what
is best for your Chapter.
7. Select Committee Chairmen and members
• Appointed positions: The President, with the approval of the Executive Board, appoints
the Parliamentarian and the Treasurer. The Parliamentarian is often the immediate
Past President.
• Recognize the talents/skills of members
• Assist/encourage members to take active roles
• Involve every Chapter member in some way
• The President is an ex-officio member of every committee except Nominations
8. Become familiar with the basics of parliamentary procedure. The President, as well as the
Parliamentarian, should have a copy of Robert's Rules of Order Newly Revised.
9. Hold an Executive Board meeting late May, June, or no later than the first of August
• to acquaint officers with their duties
• to formulate plans for the year together
• to begin working together as a team for the good of the Chapter
10. Take a Chapter survey to ascertain areas of interest for future programs.
11. Meet with the Program Committee to plan the year's programs. The Program Committee
should consist of the Program Chairman and the chairmen of the other committees for the
Chapter.
12. Appoint a Yearbook Chairman and assist her in obtaining information necessary for
printing the Chapter's yearbook.
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HOW DOES YOUR CHAPTER RATE?
Things to think about when analyzing your Chapter:
I.
Meetings
a. Does the Chapter meet regularly?
b. Is there a written agenda?
c. Is Society business covered?
d. Do committees function and contribute?
e. Does the Executive Board function and meet at least twice a year?
f. Do you revisit your Strategic Action Plan?
II.
Membership
a. Is there a broad cross-section of educational interest?
b. Is there a balance of retired and employed in the areas of elementary,
secondary, post-secondary and administrative?
c. Are prospective members carefully screened by the Membership Committee?
d. Is an initiation held every year?
e. Is there a thorough orientation before initiation?
f. Is reorientation a part of meetings?
g. What is being done to increase attendance at meetings?
h. What is being done to retain members?
i. Do all members have a yearbook that is complete?
III.
Member Involvement
a. Are members asked to serve in areas they enjoy?
b. Do members know their assigned responsibilities?
c. Are accomplishments recognized and spotlighted?
d. Do members have fun?
e. Are new members, transfer members, and members who have been absent for
some time included and mentored?
f. Are all committee members involved in the work of a committee?
IV.
Programs
a. Are programs well planned and varied?
b. Is team planning used?
c. Is the International program theme followed?
d. Do members have an opportunity to participate?
e. Is music a part of the program or meeting?
V.
Communication
a. Is there a Chapter newsletter?
b. Is the newsletter regularly sent to all members?
c. Is the newsletter interesting and informative?
d. Is there a personal contact by phone, visits, and notes?
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VI.
Finances
a. Does your Chapter have a budget?
b. Is the budget audited?
c. Do actual expenditures agree with the budget?
d. Is money budgeted for expenses to attend Chi State Convention and/or regional
and international functions?
e. Is money budgeted for projects in the community, at state and international
levels?
Look at how you’ve rated your Chapter. You may have discovered some areas to include in
the Chapter biennial goals.
My Goals for the 2014-2016 Biennium:
1 - ____________________________________________________
_______________________________________________________
2 - ____________________________________________________
_______________________________________________________
3 - ____________________________________________________
_______________________________________________________
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Don’t forget to delegate! You don’t have to do it all!
You shouldn’t be doing it all!
Proper delegation creates a team spirit and helps you accomplish much more
than if you try to work alone.
Tips:

Pick people who can accept responsibility. Surround yourself with
the best.

Try to match the person to the task. Try to delegate assignments that
will capitalize on the person’s talents.

Remember that the person performing the task may not do it as well
as you do it. Don’t be tempted to take over the project. Weigh the
time you might lose at first against the time you’ll save in the long run.

Build the person’s confidence by assigning low-risk projects at first.

Let members put their own spin on the assignment. Their way may
be better. Be sure to listen to their ideas.

When communicating a task, use words that are easily understood.
Write the instructions out so the person can recheck from time to
time.

Keep tabs on what you delegate. As the deadline nears, check to
make sure that everything is on target.

Give a due date for the assignment and explain how this assignment
relates to other priorities.
Time Tactics of Very Successful People
B. Eugene Greissman
DELEGATE!
DELEGATE!
DELEGATE!
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ENCOURAGE………..
TEAM WORK
Chapter members need to work together on committees to have
Programs so stimulating that they
• Improve attendance
 Sustain interest
 Inform the members
 Encourage personal and professional growth
Projects so significant that they
 Advance education
 Improve the community
 Help students and educators attain recognition for the
Society
Nothing will do so much to promote the objectives of our Society as definite, well-planned
programs with the right proportion of professional, business, and social activities.
Dr. Maycie K. Southall
The Delta Kappa Gamma Bulletin
November, 1938
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What Does TEAMWORK Look Like?
What are TEAMS?
A team is a small number of people with complimentary skills who are committed
to a common purpose, performance goals, and approach for which they hold
themselves naturally accountable.
Joe R. Katzenbach and Douglas K. Smith
The Wisdom of Teams
Why TEAMS?
Teams are a way to increase production and satisfaction through shared decision
making. Teams are more flexible and productive, get better results and solve
more complex problems than groups or individuals.
TEAM
T
is for
TEAM RULES
Together
1. Everyone participates
2. No one dominates
3. Stay on track
E
is for
Everyone
4. One speaker at a time
5. Be an active listener
A
is for
Accomplishes 6. Give freely of your thoughts
7. Agree only if it makes sense
to do so
M
is for
More
8. Keep an open mind
22
The 9 Traits of Highly Successful Teams
1. A successful team is sure of itself. . .
Its members know why they were brought
together and what is expected of them.
2. . . . is open and honest.
Members know and appreciate the personal
values of their teammates.
3. . . . and its members know their roles.
as individuals and as team players.
4. A true team knows how to hold meetings
and get things done!
5. . . . it straddles no fences
and makes decisions instead.
6. . . . is skilled at resolving conflict,
using "appropriate" confrontation to reach resolutions.
7. . . . and is not afraid to police itself.
A team - and its members - have to be self-regulating.
8. A successful team knows it is not an island.
A team is linked to its organization - goals, progress,
problems, individual performances-9. . . . and, best of all, it knows how to celebrate.
And celebrate often!
It's nice to be needed, and do you know why?
We must all depend on the other guy.
You can work yourself right down to the bone
But you certainly can't get the job done alone.
If everyone realized this obvious fact
And elected right then to get into the act
What a wonderful place this world would be
With me helping you and you helping me!
Open Road Magazine
23
TIME-SAVING TECHNIQUES
Are you using these Time Saving Techniques?
• Do you always do first things first?
• Are you able to remain calm in a crisis?
• Do you finish what you start?
Do you lose time because of these?
• Cluttered desk and personal disorganization
• Attempting too much at once and underestimating the time it takes to do it
• Lack of or unclear communication and instruction
Some Techniques for Concentrating in Special
Situations
I.
Endurance Factors
a. Prepare your environment
1. Separate work area from discussion area
2. Work on one project at a time
b. Take rest pauses
1. Several short pauses are usually better than one long one
2. Rest before you are over-tired
3. Work on a different type of work for awhile---change is rest
c. Keep physically alert
1. Get some fresh air
2. Take a walk and move briskly
3. Finish what you start
d. Keep emotionally and intellectually balanced
1. Set priorities and then forget everything except the current
project
2. Work on one thing at a time
3. Finish what you start
e. Keep your will-to-work
1. To be enthusiastic, think and act enthusiastically
2. Sell yourself on the benefits of concentrating on each task a it
comes along
3. Promise yourself that you can stop if you endure for an
additional “x” minutes
4. Develop the habit of doing an “extra ten percent”
5. When you are absolutely certain you cannot concentrate
anymore, go for five minutes more, then stop
II.
Thinking
a. Creating
1. Set aside a special time to think about a particular problem
2. Keep paper and pencil handy to capture ideas whenever they
come
24
3. Immerse yourself in the problem and its possible solutions
b. Remembering
1. Attend carefully when first presented with something you wish
to remember
2. Pay attention as though the subject were vitally important to
you, give it your undivided attention
3. Relate what you are hearing to what you already know
III.
Communications
a. Listening
1. Distinguish active listening from simply receiving sounds
2. Listen for central ideas
3. Take written notes or, if this is not possible, mental ones
4. Look the speaker in the eye, smile, and show interest
5. Don’t spend your time thinking of what you’ll say when the other
person finishes
b. Talking
1. Clearly identify your purpose in communicating
2. Provide a framework for your ideas; then relate your talk to that
framework
3. Summarize frequently
4. Try to make only one point at a time
5. Try not to make too many points
IV.
Doing
a. Screening and Pre-Processing
1. Have an “action” folder for priority papers that must be moved
fast
2. Have a separate pile for background reading and periodicals
b. Processing
1. Keep before you the goal of “handling each piece of paper only
once”
2. Get in the habit of “doing it now”
3. Have a place for everything
4. Keep everything in its place
5. Keep your desk top cleared for work on the current piece of
paper
25
Old Committee Structure for Chi State
1. Standing Committees shall be:
a. Society Business
1) Bylaws
2) Finance
3) Financial Development
4) Leadership Development
5) Membership
6) Nominations (elected)
7) Personnel
b. Program of Work
1) Program (now responsibility of all committees)
2) Personal Growth and Services
3) Professional Affairs
4) Research (eliminated)
5) Music
6) Ceremonials (responsibilities divided between
Music/Arts, Membership and the Chi State
President)
c. Educational Services
1) Communications (moved to Society Business)
2) Scholarships
3) World Fellowship
4) Chi State Education Center Management
(moved to Society Business)
This new committee structure is for state committees
only. Chapters are free to form or rename committees to
meet their needs as they see fit. The only requirement
both the State and Chapters have is to do the work to
meet the goals of Educational Excellence and to support
the projects of International.
New Committee Structure for Chi State
(Convention 2013)
1. Standing Committees shall be:
a. Society Business
1) Bylaws
2) Finance
3) Financial Development
4) Leadership Development
5) Membership (includes necrology &
Celebration of Life)
6) Nominations (elected) (installation)
7) Chi State Education Center
Management (Personnel & paraphernalia)
8) Communications/ Marketing
b. Society Mission & Purposes
1) Educational Excellence/Programs
a) Awards & Recognitions (absorbs
Woman’s History Month &
Honor Chapter)
b) Educational Law/Policy
c) Music/Arts
d) Global Awareness (World Fellowship,
Schools for Africa, UN, & Going Green)
f) Early Career Educators (THAT,
Penne Ferrell, Supporting Early
Educators – SEE)
2) Scholarship (absorbs: Outstanding Student
Teacher Awards, Programs, and Recruitment
Grants)
GOALS OF EDUCATIONAL EXCELLENCE:
 Advance Excellence in Education
 Empower Women
 Increase Global Awareness
EDUCATIONAL EXCELLENCE PROJECTS
 Schools for Africa (SFA)
 Support for Early Career Educators (S.E.E.)
26
SAMPLE CHAPTER COMMITTEE PLANNING GUIDE*
SOCIETY BUSINESS
Finance
•
•
•
•
Develops budget
Collects dues and fees
Files financial reports
Provides for audit
Membership
•
•
•
•
•
Recruits new members
Retains members
Conducts orientation
Files necrology report
Maintains membership records
Nominations
•
•
•
•
Selects new officers
Selects new Nomination
committee members
Checks Chapter bylaws
Conducts elections in even years
Communications/Marketing
•
•
•
Publicity
 Chi State News
 Local media
Chapter newsletter
Telephone tree
SOCIETY MISSION &
PURPOSES
Awards & Recognitions
•
•
•
•
•
Honors members
Community Service Projects
Founders Day
Chapter Birthday
Maintain Chapter history
Yearbook
•
•
•
Updating information
Printing
Distribution
*Must match Chapter Rules
Music and Ceremonials
•
•
•
Initiation
Meeting inspirations
Celebration of Life
Scholarships
•
Awards available
 Hostelships/Roads Scholar
 International
 State
 Chapter
Educational Law/Policy
•
Legislative concerns
Global Awareness
•
•
•
World Fellowships
Schools for Africa
Chi State Going Green
Hospitality
•
•
•
Welcomes guests
Site arrangements
Food, clean up
27
SAMPLE MODIFIED CHAPTER COMMITTEE PLANNING GUIDE*
SOCIETY BUSINESS
Finance
•
•
•
•
Develops budget
Collects dues and fees
Files financial reports
Provides for audit
Membership
Nominations (ELECTED)
•
•
•
•
•
•
•
•
Recruits new members
Retains members
Conducts orientation
Files necrology report
Maintains membership records
Initiation
•
•
Selects new officers
Selects new Nomination
committee members
Checks Chapter bylaws
Conducts elections in even years
Communications/Marketing
•
•
•
•
Publicity
 Items for Chi State News
 Local media
Chapter newsletter
Telephone tree
Yearbook
SOCIETY MISSION &
PURPOSES
Awards & Recognitions
•
•
•
•
•
•
•
Honors members
Hostelships/Roads Scholar
Leadership Development SS
Student Teacher Awards
International awards
State awards
Chapter awards
Chapter Projects
•
•
•
•
Community Service Projects
World Fellowships
Maintain Chapter History
Chapter fund raising events
Chapter Programs
•
•
•
•
Music
Legislation
Founders Day
Chapter Birthday
*Must match Chapter Rules
28
MODIFIED COMMITTEE STRUCTURE FOR CHAPTERS
Chapters may establish committees as they wish. The only requirement is to address the
goals of Educational Excellence (Advance Excellence in Education, Empower Women,
Increase Global Awareness) and advance the society’s Projects (Schools for Africa, Early
Career Educators). For Chapters with limited membership, this suggested modified committee
structure reduces the number of individuals necessary to fulfill the required constitutional
responsibilities at the Chapter level. The number of standing committees has been reduced to
six by combining similar functions under broader committee headings.
1. FINANCE (should include Treasurer and President; recommend use of an Assistant
Treasurer)
a.
b.
c.
d.
Prepare the Chapter budget for approval by the Chapter
Supervise expenditures and investments
Provide for an annual audit
Recommend an Assistant Treasurer who will help collect dues and money for
special functions and/or projects
2. MEMBERSHIP
a. Encourage members to actively seek suitable prospective members
b. Coordinate the process of inviting, orienting and initiating new members
according to current international and state policies
c. Focus Chapter efforts on achieving regular attendance by all members,
especially by newly initiated members
d. Maintain accurate membership records
e. Prepare necrology reports
3. NOMINATIONS (may be activated for one year only)
a. Solicit recommendations for elected officers who have the personal qualifications
and leadership abilities appropriate for the position for which they are
recommended
b. Secure consent of nominees to have names submitted
c. Present, in even-numbered years, a slate of nominees for Chapter Officers as
stated in the Chapter Rules
d. Prepare ballot and conduct election according to procedures established by
Chapter Rules
4. COMMUNICATIONS/MARKETING
a. Coordinate efforts of Chapter members to communicate effectively with each
other and with other groups ; for example, Yearbook, Chapter Newsletter,
Telephone Tree
b. Seek opportunities to publicize information about the Chapter and its members
c. Utilize technology as an optimum communication tool
29
d. Keep the membership informed of all functions, projects and activities of
international, state and chapter events
e. Maintain a relationship with community resources to promote positive public
relations
4. EDUCATIONAL EXCELLENCE/PROGRAM
a. Plan the Chapter's programs and activities for the year
b. Develop the program plan so that it includes projects, activities and programs
related to Awards and Recognitions, Educational Law/Policy, Music/Arts,
Leadership Development and Global Awareness
5. AWARDS
a. Dispense information to Chapter members concerning monetary awards for
educational purposes available from International, State, Area and Chapter
funds (scholarships, hostelships, study stipends, grants, etc.)
b. Assist interested applicants in obtaining necessary forms in a timely fashion
c. When requested by the Chapter President, coordinate recommendations for
recognition awards such as Outstanding Student Teacher, Distinguished
Service, recruitment grants, etc.
6. Chapter Projects
a. Maintain Chapter History
b. Organize Chapter supported community service projects
c. Keep in touch with World Fellowship students that are attending universities
near by
d. Plan and work on Chapter fund raising events
30
Chi State Guidelines for Formatting Documents
The following style sheet was developed by the Chi State Communications Committee
to facilitate uniformity in style. The style sheet will be reviewed annually by the
Communications Committee and recommended changes are submitted to the Executive
Committee.
 Date:
o All documents will be dated
o Dates will have the month spelled out with the full year included and
written in italics (July 2013)
o The date will be located in the lower left-hand corner of the document and
will appear on all pages of the document
 Due Date:
o Located in the upper right hand corner of document
o Due Date will be in a box.
Use a text box
 Graphics:
o Graphics can be individualized by each Committee as long as they are
clear and reproduce clearly
 Font:
o All text will be in 12 point font
o The font to be used is Arial
o Headings will be in bold-faced type
o The heading or title may be larger than the 12 point font
 Memo style:
o DATE:
Tab to start text
o TO:
Tab to start text
o FROM:
Tab to start text
o SUBJECT:
Tab to start text
o The above will be located in the top left-hand corner of the page
 Margins:
o Left
.50” – 1.00”
o Right
.50” – 1.00”
o Top
.50” – 1.00”
o Bottom
.50” – 1.00”
 Lists of Items:
o Use bullets for any list of items in the document
31
 Use of Page Numbers:
o Should be used for lengthy documents, Standing Rules, By-laws, and
Legislative Guidelines
o Should NOT be used for documents to be included in the Presidents’
Packet or Call to Convention Packet
 Capitalization:
o Capitalize titles of all Chapter, Area, State, and International officers
o Capitalize the word “Chapter”
 All documents should contain the name, address, telephone number, and e-mail
of at least one contact person
 The official word processing program for creating documents for Chi State is
Microsoft Word
 All printed documents created by Chi State Committees must be approved by the
Executive Committee prior to distribution
The Communications Committee will serve in an advisory capacity to assist
Committees with organization, content, and format.
Chi State Communications Committee
Document Flow Chart
State Committee develops new or updated document
State Committee Chairman to Communications Committee for editing
State Committee
for revisions
Communications Committee
Final approval by Communications Committee
Executive Committee and/or Chi State President
Communications Committee
Final approval
State Committee Chairman for revisions
Communications Committee
Chairman
Printer
32
EFFECTIVE COMMUNICATION
THE CHAPTER NEWSLETTER
Chapters can maintain effective communication within their group through a regularly
published Chapter newsletter. The success of Chapter newsletters depends mostly on
the content. Include at least the following information:
• Agenda for the next meeting and/or minutes of previous meetings
• Reports of members’ professional accomplishments, promotions, awards,
presentations, publications, and retirements
• News of members’ personal events like marriage, births, illnesses, deaths of
loved ones, travel, and reunions
• Message from the Chapter president
Sometimes newsletters will include items such as:
• Reports from Chapter committees
• Highlights of area, state, regional, or international meetings, particularly those
which Chapter members have attended
• Summaries of research conducted by Chapter members
• Information about curricular or other educational issues in local or state schools
• Reviews of professional articles or books
• Calendar of important Chapter, Area, State, Regional, or International events
Features can add sparkle, fill awkward spaces and increase readers’ interest. If space
permits, these are some suggestions:
• Interviews with oldest member, youngest member, most professionally
experienced member, absent members, newest or transfer members, charter
members, or homebound members
• Cartoons or other illustrations; original art from members; clipart
• Quotations from several members, published singly as fillers or together as a
feature story, in answer to a single question:
o What did you like best about the Chi State Convention?
o How has the Chapter changed since you were initiated?
o What’s the best aspect of being an educator?
o If you could influence some young woman’s career choice, what would
you tell her about teaching?
o How have schools and/or students changed during your years of
teaching?
• Puzzles, quizzes, trivia questions using information about members or about the
Society
Remember the purpose of strengthening Chapters through communication will be
the key to successful newsletter publication.
33
THE CHAPTER YEARBOOK
The Chapter yearbook is an important resource for the Chapter president and the
members. It is also an historical record of your Chapter.
Content suggestions:
• Title page with Area indicated
• International Program Theme
• Purposes of the Society
• Founders
• International information
o International headquarters
o Website
o Delta Kappa Gamma Song
o Delta Kappa Gamma pin etiquette
• Chi State information
o Educational Center information (address, phone)
o Officers
o Website
• Area information
o Leadership Team
o Presidents
o Area conferences, meetings
• Chapter information
o Charter members
o Past presidents
o Officers
o Committees
o Member names, street address, e-mail addresses, FAX numbers, phone
numbers
o Meeting dates, locations, programs
• State and Regional meetings and International Conventions
• Legislative Information
The Chapter yearbook should reflect the personality of the Chapter. You may want to
add blank pages or to add the names and addresses of new members.
NOTE: Give three (3) copies of your Chapter’s yearbook to your Area Director each
year. She keeps one, the Area Director Coordinator receives one, and one is sent to
the Chi State Office.
34
COMMUNICATE WITH INTERNATIONAL
E-Mail Addresses………………………….See www.dkg.org for complete directory
World Wide Web Site……………………………….….……….………..…www.dkg.org
Toll-free Telephone……………………….……………....................1 (888) 762-4685
FAX Number……………………………………………………………. … (512) 478-3961
Telephone…………………………………………………………………… (512) 478-5748
Mailing Address………………………..………P.O. Box 1589, Austin TX 78767-1589
Street Address……………………………… 416 W. Twelfth Street, Austin, TX 78701
COMMUNICATE WITH CHI STATE
E-mail
address…………………………………………..….…..…[email protected]
Website……………………………………………….……….………....www.chistateca.org
Telephone…………………………………………………………………… (916) 922-5911
FAX Number…………………………………………,………..………… (916) 922-1405
Mailing/Street Address……...808 University Avenue, Sacramento CA 95825-6723
35
PLANNING CHAPTER MEETINGS
Your Chapter meeting is the key to the enthusiasm, participation, and interest of your
Chapter members. It should be carefully planned and conducted with efficiency and
graciousness.
1. Plan, research, review business for each month's meeting
-upcoming events to announce (Chapter, State, International)
-obligations to be completed (dues, contributions)
-minutes reread for any unfinished business
-committees needing to report
-new business for Chapter action
2. Prepare an agenda
-make arrangements ahead of time with anyone who is to report or make
a presentation
-have copies of the agenda printed to help expedite business
CONDUCTING CHAPTER MEETINGS
1. Arrive at the meeting early
-organize your materials
-greet members as they arrive; involve them in making announcements
2. Start the meeting on time
3. Follow your prepared agenda
4. Use proper parliamentary procedure
5. Conduct the meeting with graciousness
6. Encourage members to speak on issues
7. Display no partiality or bias
8. Clarify all business
-never assume that everyone knows what you are talking about
9. Do not prolong discussions, but give members time to ask questions and
understand any issues being discussed
10. Put all motions and resolutions to a vote
-be sure to announce the results of a vote
11. Be efficient, courteous, and impartial at all times
12. Following the business meeting, have Program Chairman introduce
the program
You are in charge of the meeting; she is in charge of the program.
"Coming together is a beginning;
Keeping together is progress;
Working together is success."
Henry Ford
36
PLANNING THE AGENDA FOR CHAPTER MEETINGS
Chapter meetings which conduct business with dispatch and present program content
that is meaningful and interesting encourage regular attendance and enthusiastic
involvement of members. Careful planning of the agenda, adherence to stated times of
opening and closing the meetings, and provisions for the comfort and convenience of
members and guests are all responsibilities of the President.
In order to streamline the business session of the Chapter meeting, officers and
chairmen may transact routine business at Executive Board sessions. Members should
understand that they are always welcome to attend Executive Board meetings. Matters
that require gathering of data, investigation, and study of alternative solutions may be
referred to appropriate committees or to the Executive Board. Members may be
informed through written reports and recommendations submitted to them in advance of
the meetings at which action will be taken.
An agenda that is carefully prepared by the President is essential to a smooth,
organized meeting. This applies to the Executive Board meeting as well as the Chapter
meeting.
Sample Agenda A
1.
2.
3.
4.
5.
6.
7.
Call to Order (Use gavel)
Roll Call (Membership Chair)
Approval of last meeting minutes
Treasurer's report
Correspondence
Unfinished business
New business
Action on recommendations
from Executive Board
8. Committee reports
9. Announcements
10. Adjournment
Sample Agenda B
1.
2.
3.
4.
5.
6.
Call to Order (Use gavel)
Roll Call (Membership Chair)
Approval of last meeting minutes
Treasurer's report
Correspondence
International business
-Convention report
-Announce deadlines for
scholarship applications
7. Chi State business
-Treasurer's Clinic
-Date of Area InfoFair
8. Area business
-Conference planning
-Area news
9. Chapter business
-Executive Board Recommendations
-Committee reports
10. Adjourn business meeting
11. Program (Program Chairman)
12. Announcement of next meeting
The sample agenda on the next page is on your memory stick.
37
Chi State
Your Chapter Name
Agenda
January 20, 2014
Leading Women Educators Impacting Education Worldwide
Call to Order: President’s name
Inspiration: Faye
Thank you to:
Debra for getting the meeting site and creating the invitations for our Retired
Teachers’ Brunch
Hostesses: Patty*, Mo and Carol
Roll Call: Maureen
Approval of Minutes: Molly
Treasurer’s Report: Jeanie
Correspondence: Faith
Committee Reports:
Retired Teachers’ Brunch: Debra
Number to be invited – Donna
Cost for members - Jeanie
Retreat: Donna
Legislative: Kathy or Faith
California Retirement Coalition: Janis
Student of the Month: Vicki
LIFE Grant: Barb
Nominations: Barb
Unfinished Business:
CASA contributions
New Business:
International Reports
Tri-fold for Zeta Iota
Other:
Adjourn Meeting
Drawing
Program: Brunch Invitations
38
PARLIAMENTARY GUIDELINES
The rules of parliamentary law are constructed upon a careful balance of the
rights of persons or subgroups within an organization's total membership. These
rules are based on a regard for the rights:
- of the majority
- of the minority
- of individual members
- of absentees, and
- of all these together.
Purposes of parliamentary law: (1) to expedite business, (2) to maintain order,
(3) to insure justice and equality to all, and (4) to aid in the accomplishment of the
objectives for which the group is organized.
Robert's Rules of Order Newly Revised is the basic guide for most organizations
in the United States.
MOTIONS
A motion is a formal proposal by a member, in a meeting, that the assembly take
certain action. There are four general types of motions.
Main Motions: Introduce subjects to the assembly for its consideration. They
cannot be made when another motion is before the assembly. They yield to
privileged, subsidiary and incidental motions.
Example: "I move that the registration fee of $2.00 be paid by the Chapter
for all members registering for the fall conference."
Subsidiary Motions: Change or affect how the main motion is handled. They
are voted on before the main motion.
Example: "I move to amend the motion pending before the assembly by
inserting after $2.00 this statement, ‘and the $7.50 luncheon cost.’ The
motion will now read, ‘I move that the registration fee of $2.00 and the
$7.50 luncheon cost be paid by the Chapter for all members registering for
the fall conference.’ ”
Privileged Motions: Deal with special matters of immediate importance and do
not relate to pending business.
Example: "I move to recess this meeting until 2:00 pm to enable the
waiters to prepare this room for the luncheon."
39
Incidental Motions: Deal with questions of procedure that arise out of other
motions. They must be considered before the other motion.
Example: "I move to suspend the agenda until after the program."
Procedure for Handling a Main Motion
1. A member rises and addresses the presiding officer.
2. The presiding officer recognizes the member.
3. The member states the motion.
4. Another member seconds the motion.
5. The presiding officer states the motion to the assembly.
6. Members discuss the motion, if debatable.
7. The presiding officer repeats the motion and takes the vote.
8. The presiding officer announces the result of the vote.
Seconding a Motion
To second a motion merely implies that the seconder agrees that the motion should
come before the house - not that she favors the motion.
Forms of Voting
•
•
•
•
•
•
By voice: "aye" or "no"
By show of hands
By rising
By roll call
By ballot
By general consent:
When a motion is not likely to be opposed,
the chairman says, “If there is no objection….”
Members show agreement by silence.
If someone says, "I object," the matter must be put to
a vote.
Quorum
A quorum is the number of members who must be present for business to be conducted
legally. The actual number is usually stated in the Chapter Rules. Unless stated, a
quorum is a majority of all the members.
40
PRESIDENTIAL PROTOCOL
Meetings should be conducted by the basic rules of parliamentary procedure.
•
The size of the group determines how formal you should be.
Adapt to suit the situation.
•
Prepare an agenda for each meeting.
Have a time table for every item on your agenda...and stick to it.
•
The President should stand-to state a motion,
- to put it to vote,
- and to announce the vote.
•
The President may sit when listening to reports and debate.
•
Avoid using "I" when in the Chair. Say: "The Chair" or "Your President."
•
Never assume that people know what you are talking about; explain new
business carefully and take the time for questions from the members.
•
Have officers and committee chairmen report, but be sure to advise them ahead
of time that they will be on the agenda.
Include all elected officers as well as the Parliamentarian and Treasurer at Executive
Board meetings. Make sure all members are aware that they are welcome to attend.
Invite Committee Chairmen as the need arises.
The President is an ex-officio member of all Committees, except Nominations.
Check graciously on committee functioning.
Answer all invitations promptly, including those for Chi State functions.
Tell Chairmen early in the year when annual reports are due and what information will
be needed. Collect the reports and send to the Area Director.
At the end of your term, thank each officer and chairman who contributed to the work of
the biennium.
Consult with the President-elect concerning installation of officers.
Attend Chi State Convention with incoming President to "show her the ropes."
Collect all files, organize materials and turn them over to your successor.
41
INTRODUCTIONS
When introducing anyone, be sure to pronounce his/her name correctly.
If she is a Delta Kappa Gamma leader, give her present position before stating other
responsibilities she has had.
Who should be introduced first?
•
Honor is accorded the office... not the individual.
•
Begin introductions with International level, Regional, State, then Chapter.
•
Elected officers are always introduced before appointive positions
•
A non-member guest is introduced first before any member of Delta Kappa
Gamma.
•
When VIP's are equal in rank, the VIP with the greater length of service takes
precedence.
How should guests be introduced?
•
A guest unknown to the group is "introduced".
•
A guest who is known is "presented".
•
The presiding officer introduces people seated at the head table as well as any
other VIP's present. Never say, "I'll introduce the head table” rather state the
persons’ names and positions.
•
Ranking members are introduced from the highest to the lowest, regardless of
where they may be seated.
How should seating be arranged?
•
A seating chart at a special meeting is a "must" for the presiding officer...so that
she knows where to look when introducing honored guests and officers.
•
At the head table the presiding officer sits in the middle, unless there is a lectern
or uneven number of people. Then she sits to the right of the center.
•
The member with the highest rank is seated to the right of the presiding officer,
and so on.
•
A guest speaker who is not a member of Delta Kappa Gamma outranks every
member and is seated to the right of the President.
42
THE SIXTY SECOND INTRODUCTION
Purpose of an Introduction
1. Prepare the audience to listen favorably to the speaker.
2. Set the stage for the speaker.
3. Create an atmosphere of anticipation.
Formula:
S I S = Subject - Interest - Speaker
A. SUBJECT
1. Announce the general subject and title clearly.
e.g. “Our subject today is fire safety. The title of our speaker's talk is
‘Preparedness Equals Safety.’ ”
2. Confer ahead of time with the speaker as to the exact title and brief content of
the talk in order to let the audience know precisely what to expect. Don't give
the talk for the speaker! The title may also be used for publicity.
B. INTEREST
1. Ask yourself why this particular audience would benefit from hearing this talk.
2. Why would they be interested in hearing what the speaker has to impart?
e.g. "Our speaker's topic will help us to be prepared for successfully dealing
with a fire in our homes. She will give us concrete steps to take to prevent a
fire and to deal with it should one occur. We are all interested in surviving
and preventing this most devastating tragedy."
C. SPEAKER
1. Briefly delineate the speaker's qualifications for speaking on this particular
subject.
2. Give a brief biographical background, especially as it pertains to her subject.
Begin with her current experience and work backward in time. Share any
information the speaker has given you that will set the stage and help the
audience listen with an open mind.
e.g. "Our speaker is currently serving as a fire inspector for the State of
California Forestry, she was employed by the Forestry Service as a fire
fighter. She has also served as a State Forest Ranger in the counties of
Santa Cruz and Mendocino. She has studied codes and regulations
concerned with fire safety. With this background, she is well-qualified to
speak to us today on the subject of 'Preparedness Equals Safety.' Let us
welcome STACY EDGE!"
43
Lead the applause, turn to the speaker and repeat the name, "Ms. Edge"
or "Stacy" depending on how well you know the speaker. Shake her hand
when she arrives at the lectern, and only then, leave the lectern and sit
down. Never leave the lectern empty.
3. When the speaker finishes, stand and lead the clapping. If the speaker is
willing and the time frame warrants it, ask if there are any questions. If
not, simply thank her with an appropriate remark and assume control of
the meeting.
4. If someone else will either close or continue the meeting, relinquish control
to that person. DO NOT SAY, "I'll turn the lectern over to..." Instead say,
"Madame President, (or whatever is the appropriate title), I turn control of
the meeting back to you." Only after the President comes to the lectern
will you leave it and return to your seat.
REMEMBER:
In presiding at your meeting:
YOU start the show.
YOU keep it moving.
YOU end on time. But...
YOU were not elected to BE THE SHOW!
44
GUIDELINES WHEN INVITING A SPEAKER
I.
Invite speaker well in advance of the meeting
- Offer a choice of dates
- Be specific as to speaker's purpose at the meeting
- Discuss honorarium and mileage
II.
Verify date and details of meeting by letter soon after phone call
- Include date, time, and place of meeting
- Enclose a map of how to get to meeting (or provide transportation)
- Be specific about amount of time to speak
- Ascertain if questions from audience will be all right
- Ask permission to record speech (if desired)
- Indicate size of audience and ask if a mike is desired
- Will any AV equipment be needed?
- List any other guests who will be present and their topics
- Include the type of function (formal?) so the speaker can dress appropriately
- Send a Chi State Profile to a non-member
- Request the exact title of the speech 3 weeks in advance of the meeting (for publicity
and programs)
III.
Reconfirm date a week prior to meeting and check on transportation
IV.
Treat the speaker as a very special guest
- Reserve a parking space
- Have hostess arrive early enough to meet guest
- Introduce speaker to members
- Have a special seat reserved
- Treat as a special guest would be treated in your own home
V.
Keep the meeting on a professional basis
VI.
Send a thank-you note following the meeting
VII. Chapter Protocol
- Invitations to Chi State Leadership Team
- Notify Area Director of all Chapter Meetings
- Invite Area Director to appropriate Chapter Meetings
- Invite members of the Chi State Leadership Team, especially those who live within
your Area, to appropriate Chapter Meetings, Installation,
- Initiation, or Joint Chapter Meetings
- Chi State Leadership Team Members need notice/invitation as soon as date is set so
they may calendar it
- Clarify whether "invitee" will take part in ceremony/speak
- Leadership Team members are ready to cover their own expenses, but Chapter should
clarify whether invitation is as Chapter guest
- Clarify whether map to the event or guest lodging is necessary
- Designate Chapter member(s) as individual hostesses for guest(s)Follow-up with
thank-you for attendance and/or presentation
45
DEADLINES
Fall - Turn in:
Chapter yearbooks
Chapter Adopt-a-Legislature form in Presidents’ Packet
October:
Form 18 and 18A – submit by Oct. 15th to earn the “Early Dues Certificate” but no later than
the final due date Nov. 1st
November:
1st – Form 18 and 18A due
15th - Interest Session application form for Convention is due. Form is in
Presidents’ Packet
15th - November 15 – Members’ Mall participation form for Convention is due.
Form is in Presidents’ Packet
December:
1st - Chi State News deadline
1st – Chi State Distinguished Service Awards (3) are due. Forms on
wwwchistateca.org
1st – Hostelship applications are due. Applicant must have completed the Road
Scholar Program prior to applying. Forms on wwwchistateca.org
1st - Penne Ferrell Award applications are due. Forms are on
wwwchistateca.org and in Presidents’ Packet.
1st – THAT Hours are due - online
15th - Outstanding newsletters are due for judging.
31st – Scholarship applications are due. [email protected]
January
1st – Workshop Proposals for International Convention due
6th – Application due for Leadership Development Retreat
25-26 - Leadership Development Retreat (usually alternates between north
and south)
February 1st –




International Reports due to Chi State President and Chi State Committee Chairmen.
These are now on the International website. Presidents and their committee chairmen
should complete them on line and email them to the appropriate person as designated
on the top of the form. Copies of all reports should be kept in the president’s file
Chapter Rules revisions due to Chi State Bylaws Committee
International Scholarship application due
Lucile Cornetet Individual Professional Development Award
application due (International award)
Legislative Seminar Registration due (International)
March:
1st - Area Service Awards Recognition due
46
1st - Chapter Service Awards Recognition due
1st - Community Service/Youth At Risk Project Recognition due
1st - Helene Going Green Grant due
1st - Honor Chapter (Presidents Deadline March 1st; Area Directors Deadline
March15th)
1st - LIFE Grant due
15th - Convention Program Advertisement due
15th - Convention Vendor & Exhibitor Application due
15th - Outstanding Student Teacher Award Application due to Area Directors
16th-19 - U.S. Forum National Legislative Seminar (Washington D.C.)
31st - Chi State Convention Display Application due
April:
1st - Outstanding Student Teacher Award Application (Area Report) due
1st - THAT Program Reports due
15th - Order of the Rose due
May
First weekend in May - Chi State Convention
June:
1st - Continuing Education Award Application due
July:
15th - Chapter Form 15 due
15th - Area Form 15 due
International Convention (even numbered years) or Regional Conference (odd numbered
years)
47
CHAPTER PRESIDENT’S FILE
Society Business
Correspondence
Finance
Budget
Financial Reports (Form 15)
Membership
Membership Roster (The Treasurer receives an extra copy for the President)
Invitation to Membership
Orientation
Transfer forms
Nominations Committee
Communications
Chapter Newsletters
Publicity
International News
Chi State News
Area Newsletters
Society Information Brochures (latest revision)
President’s Annual Report
Biennium Reports
Order Forms
Society Mission and Purposes
Educational Excellence/Programs
Awards & Recognitions
Ceremonials (May do with Membership)
Founders’ Day
Chapter Birthday
Leadership Development: Chi State
Leadership Development: International
Chi State Achievement Awards
Service Projects
Recruitment Grants
Student Teacher Award
Early Career Educators (THAT,SEE)
Educational Law/Policy
Global Awareness
Chi State World Fellowship Enrichment
International World Fellowship
Music/Arts
Program
Historian
Scholarship – International, Chi State and Chapter Scholarships
Chapter’s Strategic Action Plan
Area Information – Presidents’ Meetings
Chi State Information
Directories
Chapter Profiles
International Information
48
CHAPTER PRESIDENT’S BINDER
Chapter Meetings
Agendas
Minutes
Executive Board Meetings
Agendas
Minutes
Finance
Budget
Projects and Priorities
Chapter Newsletters
Chi State Directory
Area Activities
Presidents’ Meetings
Directory
Newsletters
Strategic Action Plan
CHAPTER FILES
A Chapter should keep in the Chapter files:
•
•
•
•
•
•
•
•
•
•
•
Minutes of all Chapter meetings
One or two copies of each yearbook published by the Chapter
Membership information which contains:
Names and pertinent information of women who have been Chapter
members, including biographical data
Chapter Charter
Chapter’s Strategic Plan
Financial records (See Chapter Treasurer Handbook)
Copies of Our Heritage (Vols. I and II), Our Golden Anniversary 1929-1979, The
First Fifty Years—Chi State, 1936-1986, and Chi State—The Sixth Decade
Chapter history recorded and updated (scrapbooks, etc.)
Annual Chapter profile/parity study
Current Chapter Rules
Chapter Newsletters
49
RESPONSIBILITIES OF OUTGOING PRESIDENT
TO INCOMING PRESIDENT
1.
Acquaint incoming President with basic materials/contents of Chapter files.
2.
Discuss with incoming President successful Chapter
practices...meetings...projects.
3.
Plan to attend the Chi State Convention and make arrangements for incoming
President to attend with you. The outgoing President is the official representative
of her Chapter until June 30, and attends the Chi State Executive Board Meeting
at Convention as the voting delegate.
4.
Check the following to be sure they are complete and up to date:
-
Constitution or Initiate Register (Chapter's bound copy) with all new
members and transfers
Initiation paraphernalia
Copies of secretary's minutes for biennium
Membership records including new members, transfers, changes of
names/addresses, deceased members
Biographical data for all members
Parity chart of Chapter membership
5.
Make sure that the files contain the latest revision of the official Society
documents.
6.
Explain the various types of meetings the President is expected to attend:
- Own Chapter meetings
- Own Executive Board meetings
- Chi State Convention and Chi State Executive Board Meeting
- International Convention or Southwest Regional Conference
- Chi State Workshops
- Area Presidents' meetings
- Area Conference
- Joint Chapter meetings
7.
Give new president the name, address, and phone number of the Area Director
and the State President.
8.
Release all authority and materials to incoming President by July 1 when her
term of office officially begins.
50
FORMS UTILIZED BY CHAPTERS
ORDER FROM INTERNATIONAL OR LOG ON TO www.dkg.org
•
•
•
•
•
•
•
•
Form 6
Form 11
Form 15
Form 18
Form 18-A
Form 43
Form TR-A
Form TR-19
Report of Death of a Member
Recommendation for Invitation to Membership
Report of Chapter Treasurer
Report of Dues and Fees
Report of Change in Status of Membership
International Contribution Form
Official Application for Transfer of Membership
Courtesy Letter Notifying receiving Chapter of Transfer
ORDER FROM CHI STATE EDUCATION CENTER
OR
LOG ON TO www.chistateca.org
•
•
Form 43-C Chi State Contribution Envelope
Unnumbered Application Forms from Chi State
o Scholarships
o Early Career Educator Awards
o Continuing Education Awards
o Study Session Stipend Awards
o Hostelship Awards
o Distinguished Service Awards
 Service to Chi State
 Service to the Profession
 Service to the Community
These are some of the forms available.
See the websites for more information
and order forms.
51
OFFICIAL SOCIETY JEWELRY
INTERNATIONAL STANDING RULES, 2010: 1.1 JEWELRY, 1.14, page ISR-1:
“At the discretion of the Chapter Executive Board, returned keypins may be given to
initiates or to members who have lost their keypins.”
It is suggested that on the death of a member the keypin and Chapter president’s barpin be
returned to the Chapter. To ensure their wishes are carried out, members may use these
forms or devise their own. The signed forms should be kept with the Delta Kappa Gamma
pins or attached to wills so families will know what to do with official jewelry.
TO MY FAMILY/FRIENDS
TO MY FAMILY/FRIENDS
This is my Delta Kappa Gamma keypin.
I have worn it with pride since my initiation.
When I can no longer wear it, please
return it to:
This is my Delta Kappa Gamma Chapter
President’s pin. It was an honor for me to
wear this pin indicating my service to the
Society. When I can no longer wear it, please
return it to:
________________________________
___________________________________
(my Chapter)
(my Chapter)
or ______________________________
(State Organization)
___________________________________
(State Organization)
To get the name and address of my
Chapter’s current president, please
contact:
To get the name and address of my Chapter’s
current president, please contact:
CHI STATE EDUCATION CENTER
808 University Avenue
Sacramento CA 95825-6723
CHI STATE EDUCATION CENTER
808 University Avenue
Sacramento CA 95825-6723
__________________________________
(Date)
___________________________________
(Date)
__________________________________
___________________________________
52
CHAPTER FINANCE
TRAINING
All presidents will receive a Chapter Finance
Manual at the Chapter trainings in August and
September which will give you the following
information and more. Presidents will need to
attend with the Chapter Treasurer.
53
FINANCIAL RESPONSIBILITIES
CHAPTER FINANCE COMMITTEE RESPONSIBILITIES
•
•
•
•
•
•
•
•
Recommend the amount of Chapter dues and assessments.
Prepare the Chapter budget.
Present the budget to Chapter Executive Board and membership for vote.
Supervise expenditures.
Supervise investments.
Provide for a monthly reconciliation of bank statements and the ledger.
Provide for an annual financial review (audit) of the accounts of the Chapter.
Complete the Biennial Report, Form 40-C, due February, even-numbered years.
CHAPTER TREASURER RESPONSIBILITIES
•
•
•
•
•
•
•
•
Help the Finance Committee prepare budget, determine dues and decide on savings and
checking accounts.
Keep an accurate record of receipts and expenditures.
Write checks for expenditures as approved by the Chapter President.
Prepare a written financial report for Chapter meetings.
Submit financial records upon request for yearly audit.
Complete Treasurer’s Annual Report, Form 15, by July 15. Send to Chi State office.
Collect dues and fees and submit by October 15 to earn the early dues certificate to use at
Convention.
 Copy checks before depositing money in the bank.
 Complete Form 18 and 18A. Write check payable to: DKG: Chi State. In memo
line note: dues for ___________ Chapter.
 Complete the form for the Insurance Service Charge of $1.00 per member. Write
a separate check to: DKG: Chi State; in memo line note: Insurance charge for
_____________Chapter.
 Send both checks with all forms to the Chi State Education Center by
November1.
At the end of each fiscal year, file the annual electronic IRS 990 Form between July 1 and
October 31 (for the previous year). Send confirmation to the Chi State office.
HELPFUL HINTS
•
•
•
•
•
•
•
President and Treasurer should enlist help from Membership Committee and other
members to collect annual dues. Contact all not paid by September 15. Send written notice
of non-payment by October 1. Make final attempt by October 15.
Avoid the rush, collect dues in the spring.
Agree on a Chapter policy regarding non-payment of dues because of illness, extended
vacations or financial hardship.
Determine a policy to address the extended illness of the Chapter Treasurer. For example, an
appointed assistant or designated Finance Committee member could substitute if necessary.
Update bank signature cards. Require two out of three signatures on every check. This is a
Bonding requirement.
Work together to select an auditor. Books may be audited by a knowledgeable member, a
member of the Finance Committee, or an outside accountant.
Double check ALL mathematical calculations before sending any forms.
54
CHI STATE FISCAL YEAR CALENDAR
July 1 – June 30
Collect before
___July 1 - October 30
Collection of Dues and Fees
Form 18 Send to Chi State Education Center.
1. State and International Dues
Active
$64.00
Reserve
$30.00
2. Scholarship Fee
$ 1.00
3. Publication Fee
$ 3.00 - all members
(including Honorary)
4. Initiation Fee
$ 5.00 each
5. Honorary Member Lifetime Fee - $50.00
___July 1 - June 30
Form 18-A Changes in Chapter membership status.
Submit a Form 18-A to Chi State Education Center as soon as a member is
dropped for reasons of death or resignation.
___July 1 – November 4
IRS Electronic Form 990-N Forward a copy of your acceptance to the Chi
State Office ([email protected]); BE SURE to identify the report with
your Chapter's name and Area.
___October 15
Early Dues Incentive
___October 31
Insurance Service Charge $1.00 per member is due to Chi State Education
Center from each Chapter.
___ October 31
Final Form 18 - Send to Chi State Education Center.
___October 31
Form 18-A - Members are dropped for non-payment of dues.
___October 31
Area Assessment Send to Area Treasurer. Send Area scholarship assessment
to Area Treasurer, if applicable.
___April 1 - June 30
Spring Initiates/Reinstatements Send fees (NO DUES) to Chi State Education
Center with Initiation or Reinstatement Forms and Form 18.
___June 30
Close Chapter financial books Arrange for financial review (audit).
___July 15
Form 15 Annual Report of the Chapter Treasurer Send the original to the
Chi State Education Center no later than July 15. Retain three copies: one for
the Chapter treasurer, one for the Chapter president, and one for the Chapter
Finance Committee Chairman.
Use the current year’s form provided by Chi State.
___February 1
(even-numbered years)
Form 40 Finance Committee Biennial Report. Make three (3) copies:
one each to Area Director, Chapter President, and one for Chapter file.
All forms and checks are mailed to the Chi State Education Center.
Chi State Education Center
808 University Avenue
Sacramento, CA 95825
Phone: 1-916-922-5911
[email protected]
55
THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL –CHI STATE
Allocation of Dues & Fees
Types of
Membership
International
State
Scholarship
Chi State
Publications
Total
Active
$40.00
$24.00
$1.00*
$3.00
$68.00
Reserve
$20.00
$6.00
$1.00*
$34.00
Honorary
0
0
0
$3.00
Chapter pays
$3.00
$3.00
0
$2.50
$2.50
0
0
$5.00
0
$5.00
$10.00
$50.00
0
0
$50.00
In addition:
Initiation Fee
Active
International
Publication
Fee
Honorary
$50.00**
at
initiation
Area
Assessment
Chapter
Other
Grand
Total
CHI STATE INSURANCE SERVICE CHARGE: SUBMIT $1.00 PER MEMBER BY SEPARATE CHECK.
All checks made payable to Delta Kappa Gamma – Chi State (Indicate purpose on Memo line)
Mail to the Chi State Education Center
*
If a Chapter maintains its own scholarship fund, send 40 cents per member to Chi State
**Chapter pays this one-time fee .
56
CHAPTER PROCEDURES
Dues and fees are set by International and Chi State. Area assessments are set by
the Areas and are voted on by the Chapter presidents each biennium.
Chapters determine yearly dues to carry out their program of work. The amount
should be voted on by the membership. Many Chapters set dues so no further fundraising
activities are required to provide funds for the Chapter's operation. Plans may be made to
raise part of the operating funds by special activities.
State and International dues, initiation fees, scholarship fees, publication fees, and
reinstatement fees, are sent to the Chi State Office. For detailed information see the
"Chapter Treasurer's Handbook" and attend the Treasurer's Workshop in your Area.
Remaining income, along with any balance on hand, becomes the available fund which
finances the Chapter's activities.
A Finance Committee appointed by the Chapter President should create an annual
budget. This is merely a plan to direct the Chapter's income into certain areas in order to
carry out Chapter business. The budget should be adopted in the spring or in the fall at the
first meeting. It can be adjusted throughout the year with the approval of the membership.
BASIC FORMAT FOR THE TREASURER'S REPORT
Chapter Name
Treasurer's Name
Date of Report
Receipts
Balance on hand (date)
Receipts to date
Total Receipts
Disbursements
Itemized expenses
Total Disbursements
Previous Balance (checking)
Savings Account (if you have one)
Total
57
SAMPLE CHAPTER VOUCHER
Request for Payment of Bill
Requested by: ___________________________________ Date: _________________
Name
__________________________________________________________
Committee
Amount:
____________________
Description:
_________________________________________________________
If different from the name or address below, the check should be issued in the
name of ______________________________________________________________
and mailed to __________________________________________________________
______________________________________
Signature
______________________________________
Address
______________________________________
______________________________________
Phone
Authorized by: ______________________________
Chapter President
______________________________
Treasurer
Bill paid:
______________________________
Date
______________________________
Check No.
Attach bill or receipt
58
A GUIDE FOR THE CHAPTER FINANCIAL REVIEW (AUDIT) COMMITTEE
The members of the Financial Review Committee are the examiners of accounts. They are expected
to examine all records and certify to the accuracy of these records. The organization holds the
Committee accountable for any unexplained inaccuracies which may be found in the future in the
materials they have audited.
Place a check mark in the blank beside each item to indicate that it has been verified:
_____ All financial accounts were in the name of a state or chapter of the Society, not in the name of
an individual.
_____ The signatures on all bank accounts and investments were current.
_____ The correct Employer Identification Number was on file.
_____ The proper distribution was made on the books for each type of membership fee.
_____ Correct amounts were sent promptly to the state treasurer for International and/or State dues
and fees.
_____ Bank statements were properly reconciled each month with the book balance and the
checkbook balance.
_____ The total amount of cash received during the year was deposited in a bank account within a
reasonable time.
_____ The total amount of checks written was equal to the total amount of expenditures recorded on
the books.
_____ The cash balance at the beginning of the year plus (+) receipts during the year was equal to
(=) the balance at the end of the year.
All expenditures were
_____ approved by the president;
_____ supported by documentation;
_____ supported by budget allocations or by actions
recorded in the official minutes of the organization.
_____ All directives and limitations regarding finances, as recorded in the minutes of the
organization, were followed.
_____ Special contributions were received and/or disbursed in accordance with the intended
purpose.
_____ All fund transfers were made in a timely manner.
A list of current bonds, securities, and other investments was available, providing the following
information for each investment:
_____ type of investment
_____ principal amount
_____ maturity date
_____ name of financial institution
_____ physical location of document
_____ The correct amount of investment income was recorded at the time it was earned.
Financial Review (Audit) completed by:
__________________________________
Date:
______________________________
59
OPENING A CHAPTER BANK ACCOUNT
DO NOT OPEN AN ACCOUNT WITH THE NAME OF CHI STATE
AND/OR DELTA KAPPA GAMMA
USE YOUR CHAPTER NAME ONLY.
(Example: Sigma Rho)
1. Select a friendly financial institution. It may help if you personally know someone at
the selected financial institution.
2. Take the following with you:
A. At least three people authorized to sign on the account
B. A copy of the minutes showing the election of officers and the appointment of
the signers
C. EIN Number (found on top of the Form 18)
D. Funds
Changing Signatures on Account
Complete all steps in number 2 above.
If a financial institution requires Articles of Incorporation, call International and request a copy
or go to another financial institution.
60
MEMBERSHIP CLASSIFICATIONS/ELIGIBILITY
ACTIVE MEMBERSHIP
An active member shall be a woman who is employed as a professional educator at the
time of her election or has been retired from an educational position. A woman who is
not presently employed as a professional educator or who left the profession before
retirement is not eligible for invitation to active membership. The chapter decides if the
prospective member is classified as a professional educator. Certification or licensure is
not required. (See the Guidelines For Chapter Membership – Committee Chairs for
more details).
RESERVE MEMBERSHIP
Reserve membership shall be granted only to a member who is unable to participate
fully in the activities of the chapter because of physical disability and/or geographic
location. Retirement or not having time to attend meetings is not a reason for granting
reserve membership.
Reserve status shall be granted by a majority vote of the chapter. A reserve member,
per request, may be returned to active membership. Reserve members have all the
privileges of membership except that of holding office and have no obligations except
payment of dues and the scholarship fee.
HONORARY MEMBERSHIP
An honorary member shall be a woman not eligible for active membership who has
rendered notable service to education or to women, and is elected to honorary
membership in recognition of such service. Honorary membership can be granted at the
chapter, state organization or international level. (See the Guidelines For Chapter
Membership – Committee Chairs for more details).
REINSTATEMENT OF MEMBERSHIP
A former member shall be reinstated to membership by the chapter receiving the
request. There is no chapter or geographical restriction on reinstatement. The chapter
does not vote on the reinstatement and there is no reinstatement fee.
TERMINATION OF MEMBERSHIP
Membership is terminated for non-payment of dues and fees, resignation or death.
Members are invited to detail the reasons for dropping membership in the Society. The
chapter is encouraged to contact the member to explore alternatives to resignation. The
chapter treasurer completes Report of Members Dropped (Form 18-A). If a member
dies, necrology reports Form 2 (due by February 1st) and Form 6 ( immediately after
death) need to be completed.
TRANSFER PROCESS
Any member in good standing may transfer from one chapter to another upon notifying
Society Headquarters. A Request for Transfer (Form TR-A) is available on the Society
website. The receiving chapter does not vote on the transfer. Society Headquarters
61
sends an Official Notice of Transfer to the transferring member, to the presidents and
treasurers of the sending and the receiving chapters and to the state organization
treasurer.
A member who moves to another area and who wishes to be active in the local chapter
but retain membership in her original chapter (not transferring to the local chapter) may
attend meetings of the local chapter, state organization and region, but there is no
circumstance at present where a member may have dual membership in more than one
chapter simultaneously.
SELECTION
The Chapter should hold an initiation at least once a year and should plan carefully for
the selection of the new members. Of paramount importance is the two-fold
consideration of what Delta Kappa Gamma can contribute to the growth of the
prospective member and what the prospective member can contribute to the
accomplishment of the Purposes of the Society.
Candidates for active membership shall be voted upon in a chapter meeting in a manner
to be determined by the chapter. Procedures for voting should be defined in the
Chapter Rules.
The names of persons not elected to membership may be submitted again. Each
election is a new and separate process. The recommendation forms for all members
should be destroyed. Sponsors of non-selected persons should accept graciously the
considered judgment of the Chapter. It is imperative that Chapter members keep in
confidence the names of persons who have been considered for membership. Since
the proposed member should not know that her name has been submitted, she will not
be embarrassed if she is not invited. A prospective member elected for active or
honorary membership shall be initiated within a period of one year from the time of
election.
QUALIFICATIONS FOR MEMBERSHIP
Membership in The Delta Kappa Gamma Society International is by invitation. A
member initiated into the Society becomes a member of a Chapter, a state organization,
and the International Society. An individual is not a member until she has been initiated.
A broad cross section of educational interests should be represented in the membership
of the Chapter. Include teachers, administrators, and support personnel, from preschool
through university in both public and private schools. Such diversification of expertise
will enrich personal and professional growth for all members
62
ORIENTATION
An official invitation signed by the Chapter President, together with a copy of the Society
Information Brochure (both available for purchase from International Headquarters), is mailed
or delivered to each prospective member. Personal contact provides an opportunity for
questions by the prospective member. An invitation to an orientation meeting may be
included with the invitation. The name and address of the person to whom the reply is to be
made and the date the reply is expected should be a part of the invitation. A record of
responses to the invitation is kept in the Chapter file.
Orientation sessions prior to initiation should be scheduled so that members may inform
prospective initiates of the organization, programs, and history of the Society. The
prospective member is informed of her obligations to the Society including financial
obligations at each level and commitments for participation.
The following topics are a part of the orientation program:
1. The Purposes of the Society
2. The Mission Statement of the Society
3. The History of the Society
4. Privileges of being a Member of the Society
5. Obligations of Membership
6. What it means to be a Delta Kappa Gamma Member
ORIENTATION PACKET MATERIAL
The orientation material may be placed in a folder. The packet may include the following:
1. Brochures
International
Chi State
Chapter
2. The Delta Kappa Gamma Insurance Handbook
3. Program Agenda
4. The Delta Kappa Gamma PURPOSES and MISSION STATEMENT
5. The Creed written by M. Madilene Veverka
6. The brief History of Delta Kappa Gamma Society International
7. Privileges of Membership
8. Committee Structure
9. Organizational Chart
10. Delta Kappa Gamma Opportunities
11. Society Definitions
12. Dues Structure
Note: The New Member Information Kit (Orientation Packet) may be purchased from
The Delta Kappa Gamma Society International (see the International Order Form).
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Nurturing DKG Members
The Membership Committee plays a tremendous role in nurturing chapter members. Below are
some suggestions to help ensure that each member feels valued:
Greet every member at every meeting with a warm and personal welcome. You might ask different
members each meeting to do this: you might ask most seasoned members or newer members as a
way for them to get to know everyone.
Use creative roll calls as a way to give each member an opportunity to share something about
herself. To avoid taking the entire meeting for this activity, ask a member to time responses to 30
seconds or a minute or two, perhaps using a bell to signal “time’s up.”
“Honor Our Own” – Recognize members who are involved in other community activities. Take
one-or-two minutes to let them share their accomplishments.
Create a chapter “care” committee to check regularly on inactive or older members and to share this
information with the chapter.
Schedule time for social interaction at each meeting; some events or meetings will have more time
for this than others.
Create a fun competition with its basis being information about members – Bingo, Jeopardy, or
other games work well.
“Celebrate Us!” As members arrive for a meeting, encourage each member to write a saying, draw
a picture or share a thought on a flip chart that identifies positive things about the chapter and its
members.
Ask members to create a chapter metaphor. Gather into small groups to discuss possibilities and
come to consensus, then share with the entire chapter. For instance, if our chapter were a fruit, or a
wild animal, or a city, or a meteorological phenomenon, what would we be? Great fellowship and
fun comes from working together.
Provide name tags at all meetings; this is helpful to new members as well as to seasoned members.
Value members who are able to attend only sporadically – they support the Society’s Mission and
Purposes even though they cannot participate in every activity.
Encourage members to “come late, leave early – we want to see your face as often as possible.”
Reorientation reminds members why they joined the Society. Emphasize the many ways Delta
Kappa Gamma makes the world a better place.
Include every member in the chapter activities: committees, short- and long-term projects,
responsibilities at meetings (greeter,
refreshments, program presenter, program
assistant, etc.).
Encourage members to attend other Society
meetings: area and state organization
workshops; state organization conventions;
regional conferences; international
conventions. Appreciation for the Society
grows when members understand the depth
and breadth of Delta Kappa Gamma.
Highlight one or two members in each chapter
newsletter, or highlight a member without
identifying her, then “unveil” her at the
chapter meeting.
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Put photographs of members in the chapter yearbook; add two or three informational items about
each member.
Institute a “buddy” system or a “secret friend” activity or a “Sister of Support” program; it’s a great
way to keep everyone involved and valued.
Pair members for a portion of the meeting by using a deck of cards – all Aces sit together; cards
with stickers on them – all daisies sit together; birthdays – all with birthdays in July sit together;
shoes – all sandals, flip-flops, loafers, pumps, etc. sit together. Use your own creative genius to
come up with other ideas.
The more fun, along with excellent programs, the better: have door prizes, give an opportunity for
members to “brag” about their life happenings, have a “show-and tell” program for members to
share their hobbies and passions.
Bottom line: the best way to nurture all members is to love them, value them, recognize them, and
involve them.
Nurturing the Chapter’s NEWEST members:
•
•
•
•
Ask new members to do a two-minute “This is Me”
presentation to the whole chapter or to smaller
groups in a progressive activity. One member can
be the timekeeper with a bell to mark the time for
moving to the next new member.
• Involve new members immediately in the work of
the chapter: appoint each member to a working
committee with real responsibilities (you might
consider appointing her to the same committee as
her sponsor); ask her to participate in a chapter
project; invite her to present a program or a part of
a program.
Assign one or more members to “mentor” each new key woman educator – check in with her,
answer questions, demonstrate that she is valuable to the chapter.
Have a special “prize” for new members for a period of time, so they know they are very special.
Bottom line: the best way to nurture new members is to love them, value them, recognize them, and
involve them.
Your Ideas for Nurturing:
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MATERIALS FOR THE MEMBERSHIP COMMITTEE
FROM INTERNATIONAL
•
•
•
•
•
•
•
•
•
•
•
•
•
•
CONSTITUTION (most current edition)
STANDING RULES (most current edition)
HANDBOOK (most current edition)
GUIDELINES FOR CHAPTER MEMBERSHIP CHAIRMEN
Society Information Brochure
Recommendation for Membership (Form 11)
Invitation to Membership, with envelopes
Membership Certificates (current International President's signature)
Membership Announcement cards
Initiate Cards (yellow)
Change of Address Cards (blue)
Reinstatement Card (green)
Transfer Application (Form TR-A)
Report of the Death of a Member (Form 6)
ITEMS TO BE INCLUDED IN MEMBERSHIP COMMITTEE FILE
•
•
•
•
•
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•
•
The Profile - Chi State
Biographical file of current and past members
Membership status information
- date of initiation
- date dropped
- date of death
Special talents, skills, etc.
Family members and addresses (next of kin)
Official notice (TR-G) and/or Courtesy Letter of Transfer (TR-19)
Necrology file - completed Report of the Death of a Member Form (Form 6)
Record of members' attendance each year
Annual parity studies
Correspondence
Letters concerning membership[
Letters regarding refusal of membership
Letters of resignation
Chapter Membership Committee Biennial Report from past years
ITEMS FOR INITIATION FROM INTERNATIONAL
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•
•
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•
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Ceremonies and/or Rituals
The Delta Kappa Gamma Bible
Large brass candle holders - 3 holders and candles
Small brass candle holders - 6 to 12 on hand (for initiates) and red candles
Brass flower bowl (red silk or fresh roses may be used)
Official Delta Kappa Gamma scarf for table
CONSTITUTION or INITIATE REGISTER (leather bound)
Song cards - The Delta Kappa Gamma Song
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•
•
A pen to sign the book
Matches to light the candles
Additional membership information can be found on the IMC Training Manuel 3 Your
Membership Toolbox Section which is on your training memory stick.
CHAPTERS AT RISK
If you feel your chapter is at risk, immediately call your Area Director and Area Membership
Chairman. They are there to help you.
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1. When the request for Chapter dissolution has been authorized by the Chi State Executive Board, the
May 2004 edition
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