Delta Phi Epsilon
Team
Excellence
Manual
DELTA • PHI • EPSILON
DEDICATION • PRIDE • EXCELLENCE
TEAMWORK
There is no limit to what can
be accomplished if it doesn’t matter
who gets the credit.
If everyone is moving forward
together, then the success
takes care of itself.
Coming together is a beginning.
Keeping together is progress.
Working together is
SUCCESS!
-Author Unknown
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Delta Phi Epsilon
1
TABLE OF CONTENTS
2
Welcome to TEAM EXCELLENCE
4
Why is Our Organization Switching to Teams?
6
TEAM EXCELLENCE Advantages
8
Organizational Structure & Chart
10
TEAM EXCELLENCE Implementation
12
Leadership Team
14
Leadership Team Job Qualifications
15
Leadership Team Goal Setting & Action Plan
15
Leadership Team Job Descriptions
President
Vice President Operations
Vice President Programming
Vice President Recruitment
Vice President Membership Development
Vice President Academic Affairs
Member-at-Large
Vice President House Management
16
18
20
22
24
26
28
30
Coordinator Job Descriptions
32
“Team Member’s Needs”
40
Elections/Voting Procedures
42
Thoughts for Inspiration
46
Team Assignments
48
Team Duties and Responsibilities
50
Delta Phi Epsilon
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Reports
52
Meetings
52
Action Plans/Goal Setting
54
Goal Setting Forms
57
Helpful Tips and Techniques:
Motivation
Delegation
Leadership
Communication
Implementing Problem-Solving Techniques
Conflict Resolution
Active Listening
59
60
62
63
64
65
66
Appendix
Chapters with 70+ Members
Chapters with 25-35 Members
Chapters with 20 Members or Less
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Delta Phi Epsilon
3
Welcome to TEAM EXCELLENCE!
TEAM
EXCELLENCE
increases
chapter
participation,
while
enhancing
the leadership and
management
skills of each
and every
member.
The positions
are developed to be
resumefriendly and
to provide
chapter
members
with skills
that are
transferable
to the job
market.
4
It is with dedication, pride and excellence we present to you Delta Phi
Epsilon’s organizational structure for collegiate chapters, TEAM EXCELLENCE.
TEAM EXCELLENCE is a new organizational structure that will involve not only
officers, but the whole chapter membership.
TEAM EXCELLENCE will invite all members to take part in the operations of
the chapter, thus increasing individual member involvement and commitment.
Such an opportunity will increase chapter participation, while enhancing the
leadership and management skills of each and every member.
TEAM EXCELLENCE incorporates many new concepts, so it is important
that this manual Is reviewed carefully and shared with all chapter members.
One change is moving from an executive board to a Leadership Team.The
Leadership Team will be composed of the President, numerous Vice Presidents
and the Member at Large. Each Vice President will be asked to facilitate a
team that corresponds to her position.The members of each team, in
conjunction with the Vice President of the team, will be responsible for
carrying out the duties of the team’s assigned area.Additionally, teams may
take on extra chapter projects, such as reviewing and updating by-laws or
teaching parliamentary procedure.
Each chapter member who does not hold a position will be placed on a team.
By matching her team preference with her abilities, experience, and interest,
team success will be facilitated.
Another unique aspect of TEAM EXCELLENCE is that the positions are
developed to be resume-friendly and to provide chapter members with skills
that are transferable to the job market.
It is important to understand that although chapter responsibilities are
reorganized to a team-based structure, many things about existing chapter
operations will not be affected.The proceedings of weekly chapter meetings,
administering point systems and voting/election procedures will operate as
usual The strategy of the team-based structure is to better distribute
responsibility from one Vice President who was in charge of 25 chair positions
to six Vice Presidents who are each responsible for approximately five officers,
in addition to encouraging the contributions of all chapter members.
Delta Phi Epsilon
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This manual is composed of several sections.The first section of the manual
explains the advantages of teams and why Delta Phi Epsilon has transferred to
a team-based structure for our collegiate chapter operations.The next sections
describe how to implement the new team-based structure.The final section of
the manual provides educational tips that will help chapters make the most of
the TEAM EXCELLENCE program.
A team-based organizational structure requires the involvement of numerous
individuals in the planning and implementation of chapter activities.We
recognize that each individual brings different perspectives, talents and ideas
into the group.Therefore, the final section of the manual is devoted to offering
suggestions on how to work as a team, ideas for effective communication, as
well as problem solving and decision-making strategies. It is vital to the success
of the organization for the chapter to educate its members on these techniques.
This manual provides guidelines on how to implement TEAM EXCELLENCE;
however, it is not the only resource. Chapter leaders should take advantage
of Leadership Consultants, Regional Coordinators, Chapter Advisors, the
International Office Staff and regional volunteers, as they can contribute in
helping a chapter successfully implement the new structure. In addition, a
letter regarding the structural change has been sent to all Greek Advisors.We
encourage chapter leaders to share the program with him/her and utilize any
additional suggestions or help he/she can provide.
Chapter
leaders
should take
advantage of
Leadership
Consultants,
Regional
Coordinators,
Chapter
Advisors, the
International
Office Staff
and regional
volunteers.
Delta Phi Epsilon is DEDICATED to helping chapters successfully implement
TEAM EXCELLENCE; we PRIDE ourselves on staying in the forefront of
progressive leadership and career enhancement for our collegiate members,
and we encourage each and every chapter to strive for EXCELLENCE.
Good Luck!
Sincerely,
Felicia Rourke
Author, TEAM EXCELLENCE
Dawn McNulty
International President
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Delta Phi Epsilon
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Why is Our Organization Switching to Teams?
Teams empower members to actively participate in chapter operations and
increase the chapter’s productivity. Teams empower members to improve the
chapter’s organization by keeping every member “in the loop.”There is full
participation in decisions, planning who will do what and how the work will
be performed.Teamwork results in a higher percentage of membership
retention and involvement. Increased retention and involvement results in a
better sorority experience for everyone.
Involving numerous individuals in the decision-making process increases
the likelihood that all possible strategies will be evaluated and the group will
choose the best solution. Team-based structures develop initiative and
encourage individuals to identify problem areas.A chapter with members that
are motivated problem-solvers will accomplish more.
A chapter with
members that
are motivated
problemsolvers will
accomplish
more.
Team-based structures put the skills and responsibilities required to accomplish
a task, from beginning to end, within a manageable-sized group. No longer will
one individual shoulder the burden of implementing a project, but rather a
team of women will accept responsibility. Shared responsibility will increase
the long-term success of the chapter.
Teams are used for the creativity of the individual and of the team. In a
team-based structure, members possess the knowledge, skills, information,
rewards and power that they do not have in traditional hierarchical structures.
In addition, because teams utilize every chapter member, the dignity and
self-esteem of chapter members are enhanced.
Team-based structures enable members to successfully transition into the
working world. Participating in team-based structures offers chapter members
the opportunity to enhance the following key skills:
• Interpersonal Skills: listening, communicating, conflict resolution
• Team Skills: planning, problem-solving, decision-making, participating
in and facilitating meetings
• Management Skills: planning, leading, coaching, delegating,
confronting
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With teams, more individuals will take pride in their efforts and involvement
and gain satisfaction in accomplishing their goals. Providing members the
opportunity to take ownership and responsibility in the development and
implementation of a project will result in sisters supporting what they create.
Not only will members take ownership for their project, but they will have a
better understanding of how the organization operates and an increased level
of commitment to the sorority.
Teams increase the effectiveness of officer training and transition. Chapter
members will be involved in the daily operations of the organization.Therefore,
members will be more knowledgeable about Delta Phi Epsilon before elections.
Much of officer training will take place informally throughout the course of the
year as members become more involved in the organization through teambased project participation.
Educating chapter members is essential in implementing an effective teambased organization. Education on the benefits of team-based structures and how
to participate in a team-based organization is critical to the successful implementation of this structural change. During training, an environment of flexibility, open communication, involvement and participation must be created.An
environment in which sisters feel they have the opportunity to contribute ideas
and participate in decision-making will increase the effectiveness of the teambased structure.
Not only will
members
take ownership for their
projects, but
they will have
an increased
level of
commitment
to the
sorority.
Teams provide many leadership development opportunities. As new members
and younger sisters become involved with their team, they will have opportunities to observe experienced leaders.As members switch teams or take on new
positions, they will begin to practice their own developing skills, test their leadership style, and find roles within the chapter that will best utilize their growing talents. Sisters will experience chapter operations first hand and chart a
course for their own leadership development through the team structure, chairmanships, and elected positions.
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Delta Phi Epsilon
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TEAM EXCELLENCE Advantages
•Leadership and Interpersonal Skills
A team-based structure offers members the opportunity to develop
communication, listening, teambuilding, goal setting, conflict resolution
and problem-solving skills. Such skills are beneficial when transitioning
into the workforce, giving Delta Phi Epsilon members an edge in the
job market.
•Management Skills
Participating in a team-based structure allows sisters to plan, lead,
evaluate and coach. In addition, team leaders will learn to provide
constructive feedback, develop a working budget, balance programming
options and implement time management techniques.
•Team Skills
Chapter members will learn to interact more efficiently through the
implementation of team planning, problem-solving, group evaluation and
decision-making and effective meetings.
•Manageability
Participating on teams transfers the burden of implementing a task from
one individual to a group of individuals who will assume responsibility.
Related officer positions will be participating on one team, resulting in
more efficient coordination.
•Officer Training
Officers will no longer have to “re-invent the wheel” after elections.The
transitioning process will be more effective and efficient because the
newly elected officers will be more familiar with the operations of the
chapter and will be able to focus on their specific position and team.
Furthermore, sisters can plan “career paths” within the sorority chapter.
For example, an individual who is interested in recruitment may start as
the informal or formal coordinator and then develop the skills necessary
for the Vice President Recruitment position.
•Quality Programming
Allowing more individuals to participate through the establishment of
teams will ensure that all options have been considered and that the
best ideas, goals and solutions to problems are chosen.
•Chapter Benefits
Participating on teams increases member satisfaction and productivity,
the quality of chapter programming and the level of participation.
•Individual Benefits
Individuals will have an increased sense of self, organizational
commitment, ownership of ideas, and an understanding of how
sorority membership can promote their own educational and career
development.
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•TEAM EXCELLENCE
The team-based structure reflects today’s corporate society.The chapter
positions are more reflective of current organizational positions, and the
new titles (operations, programming, membership development, etc.) are
more resume friendly.
TEAM EXCELLENCE Advantages (in a nutshell)
•Chapter Benefits
Increased member satisfaction
Increased productivity
Increased quality of
programming
Increased participation
Shift the burden from one
individual to a team
More efficient meetings and
operations
Opportunities for the chapter
to achieve a new level
of excellence
•Position Benefits
Time saving for members
Improved communication
between related off
Realistic officer workload
Support of members for officer
responsibilities
Officer titles relevant to
corprate society
•Interpersonal Skills
Listening
Communication
Teambuilding
Conflict resolution
Giving and receiving
techniques
Learning and teaching
•Management Skills
Planning
Leading
Coaching
Delegating
Evaluating
Confronting
Supervising
Motivating
Coordinating
•Team Skills
Planning
Problem solving
Decision Making
•Individual Benefits
Increased self-esteem
Increased organizational
commitment
Increased ownership of id
Decreased burnout
Learning of transferable life
skills
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Delta Phi Epsilon
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Chapters With 35-70 Members
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Delta Phi Epsilon
10
Organizational Structure
Delta Phi Epsilon recognizes that our chapters range in size.Therefore, we have
made provisions so that each chapter is able to adjust the structure in order
to successfully implement TEAM EXCELLENCE.The model on page 10 is
designed for a chapter ranging between 35-70 members in size. Modifications
for chapters with more than 70 members, less than 35 members, and chapters
on membership probation for having fewer than 25 members will find an
organizational plan located in Appendix A.
Chanters with over 70 members may choose to form sub-teams.The chapter
may determine areas that will benefit from more specific attention and assign
chapter members to those sub-teams. Recommendations for sub-teams are
charted in Appendix A.
Please
contact your
Regional
Coordinator
for
assistance in
tailoring
team
assignments.
A Vice President’s team will be made up of the assigned elected officers. In
addition, a minimum of five general team members will be assigned to that
team to work on miscellaneous projects related to the Vice President’s position,
the elected officers tasks and the team’s duties and responsibilities.Then, if a
specific elected officer on the team needs additional assistance, a sub-team can
be formed with additional sisters. It is the responsibility of the elected officer to
coordinate her sub-team.The Vice President of this officer’s team should work
with her in regards to the educational information provided in the Team
Excellence manual, so that she will lead her team with dedication, pride and
excellence.
Chanters with less than 35 members may need to combine teams and/or positions in an effort to reduce over programming and sister burnout. Chapters
with membership between 25-35 please refer to the chart in Appendix A.
Chapters with fewer than 25 members on membership probation should refer
to the temporary structure in Appendix A until their membership roster stabilizes above 25. If positions need to be combined, we ask that you combine positions within the same team (i.e. recording secretary and corresponding secretary, or community service and philanthropy).
Please contact your Regional Coordinator for assistance in tailoring team
assignments.
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Implementing TEAM EXCELLENCE
In any instance of organizational change, it is imperative to keep your chapter
members informed as to what will be occurring. Following is a brief outline of
how TEAM EXCELLENCE should be presented to the chapter.
• Inform the chapter of the organizational change. Bring in copies of the new
TEAM EXCELLENCE manual and share them with chapter members. Each
Leadership Team member will receive a copy from the International Office.
• On a blackboard or newsprint draw the old organizational structure and the
new organizational structure so the chapter can visualize the change and
understand the new interactive structure.
• Explain the concept of teams. Share with the chapter some of the advantages
of a team-based structure and the role each sister will play. Consider using a
team-building activity that demonstrates the need for all sisters to participate
in the operations of the sorority.
• Explain the new officer positions, specifically the Vice President positions.
Read job qualifications and job descriptions.
• Explain election/voting procedures.The only changes to officer elections are
the job titles and job descriptions of the President and the Vice-Presidents.
• Explain when and how each sister will be assigned on a team. Read team
assignments.
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• Explain the concept of teams and what their specific tasks or
responsibilities are. Share the team duties and responsibilities descriptions.
These descriptions should be copied and shared with all chapter members
so they may choose their team preferences.
• Explain that each team will meet a minimum of once every two weeks.
• Explain that the Leadership Team will meet weekly, on a day other than the
day of the chapter meetings.
• Explain that each team will be responsible for fulfilling the “Team Duties
and Responsibilities.”
• Explain that each team will participate in semesterly goal setting sessions
and the development of an action plan.
• EXPLAIN THAT EACH CHAPTER MEMBER WILL CONTRIBUTE TO THE
CHAPTER’S SUCCESS!
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Delta Phi Epsilon
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Leadership Team
The Leadership Team consists of the following officers:
A member
of the
Leadership
Team must
be a member
in good
standing and
meet the
minimum
academic
standard of a
2.5 cumulative grade
point
average.
President
Vice President Operations
Vice President Programming
Vice President Recruitment
Vice President Membership Development
Vice President Academic Affairs
Member at Large
(1st Vice President)
(2nd Vice President)
(3rd Vice President)
(4th Vice President)
(5th Vice President)
*If a chapter has an official Delta Phi Epsilon housing structure, then a
6th Vice President position shall be included in the Leadership Team:
Vice President House Management. This position is NOT to be filed by
another officer.
These officers shall preside over chapter affairs.A member of the Leadership
Team must be a member in good standing and meet the minimum academic
standard of a 2.5 cumulative grade point average. If your chapter bylaws
require a higher GPA to hold a Leadership Team position, follow the local
chapter by-laws.
It is required that the Leadership Team meet a minimum of once a week.This
meeting should not be held immediately prior to the chapter meeting, as it
does not allow the Leadership Team ample time to plan the future of your
chapter or to discuss and resolve chapter, campus and community issues. The
Vice President Operations is responsible for taking minutes at the Leadership
Team meeting, as well as typing and distributing them before the next
scheduled Leadership Team meeting.
At the Leadership Team meeting each Vice President shares the progress of
her team and discusses future projects and activities in which the team will
participate.The Leadership Team may invite coordinators/officers to its meeting
to discuss business if necessary. For example, invite the Director of Finance to
the meeting to discuss the budget or to review the chapter’s financial status.
In addition, the Leadership Team shall meet a minimum of twice per semester
to set chapter goals and long-range planning, and review goals previously set.
See “Leadership Team Goal Setting/Action Plan.”
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Leadership Team Job Qualifications
The chapter elects the President and Vice Presidents; these individuals will
represent the sorority.They are the role models for younger sisters and new
members. It is essential that the sisterhood focus on the qualities that make
successful leaders and team players, and elect those individuals who
demonstrate and implement those qualities for the betterment of the sorority.
The Leadership Team’s important task is to guide the chapter in achieving
success. Remember when choosing the Leadership Team to choose individuals
who will exemplify dedication, pride and excellence and who are capable of
coordinating a team to achieve these goals.
In the following pages, you will find job descriptions for each position within
the chapter, according to the organizational structure chart.
Leadership Team Goal Setting /Action Plan
The Leadership Team is responsible for participating in semesterly goal setting
sessions.The goals should reflect aspects of the chapter that they would like
to concentrate on and focus their energies.At the conclusion of the session the
Leadership Team will develop action plans to implement their goals.The action
plans will be submitted to the International Organization with the October
and February reports. In addition, the action plans should address how the
chapter will successfully adhere to and exceed the Standards of Excellence
established by the International Organization. If a chapter is struggling in regard
to a specific standard, the action plan should specify how the chapter will
improve upon that Standard, outlining action items and the implementation of
a follow up plan.The Leadership Team should consult with all chapter teams in
an effort to address chapter goals.
When
choosing the
Leadership
Team, choose
individuals
who will
exemplify
Dedication,
Pride and
Excellence
and who are
capable of
coordinating
a team to
achieve these
goals.
The Leadership Team should review their team goals monthly.
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15
Chapter President
Shall be the chief executive officer, of the chapter. Responsible for general
supervision of the members and coordination of all chapter affairs and operations in accordance with established programs and policies of the Delta Phi
Epsilon International Sorority as well as campus policies.
Qualifications:
• Possesses previous leadership experience within the chapter
• Motivates others and inspires a common vision within the sisterhood
• Understands delegation and communicates her ideas and values clearly
Values the importance of academic excellence and time management
• Establishes realistic goals for herself, the Leadership Team, and the
chapter
• Is capable of obtaining the appropriate information to make impartial
decisions in the best interest of the chapter
• Challenges the chapter to achieve its goals. Provides an environment
that fosters the foundation of Delta Phi Epsilon’s values, traditions and
history
• Understands parliamentary procedures
• Represents the chapter well with campus administrators, Greek and
other organizations on campus and representatives of the college
Panhellenic/Greek Council
• Possesses the personal skills to work in cooperation with the Chapter
Advisor/Advisory Board, Greek Advisor, Leadership Consultants and
other sorority volunteers or International Officers
• Respects the dignity of every chapter member and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Presides at all meetings of the chapter and the Leadership Team
• Schedules special chapter meetings when necessary
• Incorporates parliamentary procedures at meetings
• Adheres to and works as directed by the International and chapter
constitution, by-laws, Delta Phi Epsilon policies, and any university/
college rules and policies
• Serves as a liaison between the chapter and the International
Organization
• Strives to develop and maintain positive relationships with the
International Organization, campus administrators, campus
organizations, NPC, IFC, Greek Council and other Delta Phi Epsilon
chapters/colonies
• Ensures that all chapter members know, understand, and abide by all
rules, regulations and policies
• Leads the chapter in goal setting/long-range planning at the beginning
of each term and monitors progress
• Guides the Leadership Team in creating an action plan addressing the
Standards of Excellence at the beginning of each term.This action Plan
must be submitted to the International Office
• Serves as the direct liaison between the chapter, the Chapter Advisor,
the Chapter Advisory Board and the Greek Advisor
• Fulfills reporting requirements to the International Organization
• Maintains officer notebook with current information and trains her
successor before leaving office
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Vice President Operations (1st Vice President)
Shall manage the financial and administrative operations of the chapter. In the
absence of the President shall represent the chapter and preside at all regular
and special meetings. Shall oversee and coordinate the positions of: Director of
Finance, Risk Management Coordinator, Recording Secretary, and Corresponding
Secretary.
Qualifications:
• Motivate and inspires others
• Understands delegation, communicates her ideas and values clearly,
and serves as a mentor to the members of her team
• Is organized and detail-oriented and understands the importance of
individual and chapter fiscal responsibility
• Establishes fiscal priorities within the chapter’s financial budget
• Possesses the skills to collaborate effectively with the following
coordinators: Director of Finance, Risk Management Coordinator,
Recording Secretary, and Corresponding Secretary
• Respects the dignity of every chapter member and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence Able
to fairly and appropriately make team assignments
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Duties:
• Responsible, along with the Vice President Programming, for educating
the chapter about the benefits of team cooperation and how team
assignments will be determined
• Participates in weekly Leadership Team meetings
• Manages team assignments, keeps rosters of all team assignments and
addresses problems with members who are not contributing to their
assigned teams
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the Operations Team in creating an action plan at the
beginning of each term.The action plan must be submitted to the
International Organization
• Conducts bi-weekly team meetings and follows up with all
coordinators to be sure that goals are met and tasks are completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Takes minutes at Leadership Team meetings and is responsible for
maintaining the records of these minutes
• Coordinates the collection of all chapter reports and submits them to
the appropriate Volunteers (i.e. Chapter Advisor/Advisory Board,
Regional Coordinator) and International Headquarters in a timely
manner (This includes Leadership Team minutes)
• Collects dates of proposed events from all teams and gives final
approval for dates based on a master calendar of all chapter activities
that she maintains
• Manages the chapter’s activity calendar and keeps all members
informed of event information
• Gives a copy of the master activity calendar to the recording secretary
for attendance purposes
• Communicates the number of active sisters in each class to the Vice
President Recruitment to ensure a balance of class sizes in the
recruitment process
• Works closely with Director of Finance to establish the chapter’s
budget
• Communicates the progress of the Operations Team to the chapter
• Communicates and cooperates with the Chapter Advisor or appropriate Advisory Board member
• Fulfills reporting requirements to the International Organization
• Maintains an officer notebook with current information and trains her
successor before leaving office
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Vice President Programming (2nd Vice President)
Shall manage the campus and community events of the chapter. Oversees and
coordinates the positions of: Fundraising Coordinator, Philanthropy Coordinator,
Community Service Coordinator,Website Coordinator and Intramural/sports
Coordinator.
Qualifications:
Ôï Motivates and inspires others
U
ûÔ nderstands delegation, communicates her ideas and values clearly and serves
as a mentor to the members of her team
Is creative, analytical and strategic in planning successful and appropriate
events
Possesses strong organizational and event planning skills
Possesses the skills to collaborate effectively with the following coordinators:
Fundraising Coordinator, Philanthropy Coordinator, Community Service
Coordinator,Website Coordinator and Intramural/Sports Coordinator
Respects the dignity of every chapter member and appreciates the diversity of
her sisterhood as well as the diversity of her campus
Has and maintains at least a 2.5 cumulative grade point average (or higher
depending on local by-laws)
Understands how to use programming activities to enhance image and aid in
membership recruitment
Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Responsible, along with the Vice President Operations, for educating
the chapter on the benefits of team cooperation and how team
assignments will be determined
• Participates in weekly Leadership Team meetings
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the Programming Team in creating an action plan at the
beginning of each term.The action plan must be submitted to the
International Organization
• Conducts bi-weekly team meetings and follows up with all
coordinators on her team to be sure that goals are accomplished and
tasks are completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Works with the appropriate Vice President’s to develop the chapter’s
activity calendar for the term
• Seeks out information regarding campus services and facilities that may
be used for Programming Team events
• Seeks out other organizations on campus and within the community
with which the chapter may partner to co-sponsor events
• Guides the Programming team in developing an officer transition
retreat (semesterly, as well as yearly, if minor chairs and teams change
semesterly).
• Works closely with the Programming Team to conduct an annual
campaign, determining and reaching a realistic financial goal through
fundraising.
• Identifies future programming needs of the chapter and works with
the appropriate Vice President’s to develop an educational program,
host an event or participate in a chapter/community project
• Communicates the progress of the Programming Team to the chapter
• Communicates and cooperates with the Chapter Advisor or
appropriate Advisory Board member
• Fulfills reporting requirements to the International Organization
• Maintains officer notebook with current information and trains her
successor before leaving office
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Delta Phi Epsilon
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Vice President Recruitment (3rd Vice President)
Shall manage the membership recruitment program of the chapter. Oversees
and coordinates the positions of: Formal Recruitment Coordinator, Informal
Recruitment Coordinator, Public Relations Coordinator, and Panhellenic/Greek
Council Representative.
Qualifications:
• Motivates and inspires others
• Understands delegation, communicates her ideas and values clearly, and
serves as a mentor to the members of her team
• Is analytical and strategic about the recruitment process
• Understands the importance of public relations, marketing, a strong
chapter image and good inter-Greek relations to a successful
recruitment program
• Possesses the skills to collaborate effectively with the following
coordinators: Formal Recruitment Coordinator, Informal Recruitment
Coordinator, Public Relations Coordinator, and Panhellenic/Greek
Council representative
• Respects the dignity of every chapter member and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Participates in weekly Leadership Team meetings
• Plans the overall membership recruitment strategy with her team by
reviewing chapter needs, analyzing the competition, considering the
needs of prospective new members and developing plans and
preparations accordingly
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term.
• Guides the Recruitment Team in creating an action plan at the
beginning of each term.The action plan must be submitted to the
International Organization
• Conducts bi-weekly team meetings and follows up with all coordinators
to be sure that all goals are accomplished and tasks completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Educates all members, including new members, on the fundamentals of
member recruitment education
• Coordinates educational sessions for chapter members on how to
recruit quality members and how the chapter can achieve overall
recruitment success
• Submits all required recruitment report forms and information to the
International Organization
• Compiles recruitment statistics for the chapter and campus and submits
same to International Headquarters
• Identifies recruitment trends and works with the coordinator of formal
and informal recruitment to develop recruitment strategies
• Works with the Vice President Operations to determine the number of
sisters in each class and maintain a balance of these classes during the
recruitment process
• Manages the overall recruitment budget
• Attends Panhellenic/Greek Council meetings with the
Panhellenic/Greek Council representative(s) when recruitment issues
are discussed
• Is familiar with the National Panhellenic Conference (if applicable),
Greek Council, and campus rules and procedures regarding rush/
recruitment, educates the chapter on the rules and ensures adherence
to these policies
• Ensures a cohesiveness among formal recruitment, informal recruitment,
the chapter’s public relations efforts, and the chapter’s image
• Communicates the progress of the Recruitment Team to the chapter
• Communicates and cooperates with the Chapter Advisor or appropriate
Advisory Board member and the Membership Recruitment Advisor
©Rourke
Delta Phi Epsilon
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Vice President Membership Development
(4th Vice President)
Shall manage the chapter’s membership education and membership
development programs. Oversees and coordinates the positions of: New
Member Educator and Alumnae Programming Coordinator.
Qualifications:
• Motivates and inspires others
• Understands delegation, communicates her ideas and values clearly
and serves as a mentor to the members of her team
• Possesses the skills to work in coordination with the following
coordinators: New Member Educator and Alumnae Programming
Coordinator
• Possesses strong record-keeping skills and an ability to organize the
chapter’s membership development program
• Understands the importance and value of the PEARL program and is
committed to seeking quality programming to meet members’ needs
• Respects the dignity of every chapter member and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Participates in weekly Leadership Team meetings
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the Membership Development Team in creating an action plan
at the beginning of each term.The action plan must be submitted to
the International Organization
• Conducts bi-weekly team meetings and follows up with all
coordinators to be sure that goals are met and tasks are completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Reviews the new member orientation program and follows up to confirm that the program schedule was sent to the International Office
• Coordinates the PEARL program for the chapter
• Schedules PEARL events in conjunction with other Vice Presidents and
teams in order to best use events for fulfillment of PEARL program
requirements (i.e. community service, philanthropy, sisterhood, etc.)
• Maintains records of PEARL progress for each sister
• Meets with each sister individually to develop her Personal
Development Pearl and monitors the completion of PDPs
• Works with the New Member Educator to schedule all rituals and
ceremonies and ensures all members and new members are given at
least one week’s notice of the date, time and place of these events
• Communicates the progress of the Membership Development Team to
the chapter
• Communicates and cooperates with the Chapter Advisor or
appropriate Advisory Board member, and the Membership
Development Advisor
• Fulfills reporting requirements to the International Organization and
ensures that all appropriate paperwork and funds related to the new
member program and PEARL program are submitted in a timely
manner
• Maintains an officer notebook with current information and trains her
successor before leaving office
• Is aware of on-and off-campus opportunities for Membership
Development and communicates these opportunities to chapter
members
• Provides positive recognition to members for completion of pearls and
schedules ceremonies to celebrate sisters’ achievements
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Vice President Academic Affairs (5th Vice President)
Shall manage academics and academic related programs within the chapter.
Oversees and coordinates the positions of: Social Activities Coordinator, Senior
Programming Coordinator, and Special Events Coordinator
Qualifications:
• Motivates and inspires others
• Understands delegation, communicates her ideas and values clearly,
and serves as a mentor to the members of her team
• Is organized and creative and understands the importance of individual
and chapter academic success
• Possesses the skills to collaborate effectively with the following
coordinators: Social Activities Coordinator, Senior Programming
Coordinator, and Special Events Coordinator
• Maintains high academic standards and achievement and serves as a
role model for chapter members
• Understands the importance of a balanced life, one that includes time
for both work and play
• Possesses strong organizational and time management skills
• Respects the dignity of every chapter member, and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Participates in weekly Leadership Team meetings
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the Academic Affairs Team in creating an action plan at the
beginning of each term.The action plan must be submitted to the
International Organization
• Conducts bi-weekly meetings and follows up with all coordinators
on her team to be sure that goals are accomplished and tasks are
completed
• Communicates and assists in prioritizing the tasks of her team; works
with her team to reach its fullest potential
• Works with the appropriate Vice Presidents to develop the chapter’s
activity calendar for the term and ensures an appropriate balance
among activities and peak study times throughout the academic term
• Maintains a balance among social activity programming, senior
programming and academic schedules
• Develops and implements the chapter scholarship program. (Utilize
the ∆ΦΕ Academic Resource Guide page 6 for instructions.)
• Completes all academic forms and reports for the International
Organization
• Educates members on campus academic and career-related resources
• Communicates ∆ΦΕ scholarship policies to chapter members
• In conjunction with Chapter Advisor/Advisory Board, assists sisters
experiencing academic difficulty
• Utilizes ∆ΦΕ Academic Resource Guide for comprehensive chapter
academic programming
• Appoints scholarship assistants from within the Academic Affairs Team
to assist with academic duties as necessary
• Communicates the progress of the Academic Affairs Team to the
chapter
• Communicates and cooperates with the Chapter Advisor or
appropriate Advisory Board member
• Fulfills reporting requirements to the International Organization
• Maintains an officer notebook with current information and trains her
successor before leaving office
• Assists the New Member Educator with topics for STAR sessions
• Provides recognition for members with outstanding academic
accomplishments
©Rourke
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Member-At Large
Shall manage the chapter’s standards, historical record-keeping, ritual and
sisterhood programming. Oversees and coordinates the positions of: Ritualist,
Historian, Sisterhood Programming Coordinator, and the Standards Board.
Qualifications:
• Possesses previous experience as a Leadership Team member and is
preferably a senior
• Motivates and inspires others
• Understands delegation, communicates her ideas and values clearly
and serves as a mentor to the members of her team
• Is able to serve as a mediator among members and make impartial
decisions when required
• Possesses strong conflict resolution and communication skills
• Is well-respected and serves as a role model for other chapter
members
• Maintains a strong character, embodies the spirit of Dedication, Pride
and Excellence, and abides by all Delta Phi Epsilon policies
• Is willing to take personal time to help other sisters with personal
concerns and possesses the self confidence to challenge sisters to help
themselves
• Possesses the skills to collaborate effectively with the following
coordinators: Ritualist, Historian, and Sisterhood Programming
Coordinator
• Possesses strong organizational and time management skills
• Respects the dignity of every chapter member, and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Participates in weekly Leadership Team meetings
• Serves as a guide and mentor to the Leadership Team
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the Member at Large Team in creating an action plan at the
beginning of each term.The action plan Must be submitted to the
International Organization
• Conducts bi-weekly meetings and follows up with all coordinators
on her team to be sure that goals are accomplished and tasks are
completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Communicates the progress of the Member-At-Large Team to the
chapter
• Selects standards board members, coordinates any standards board
business, and presides at standards board meetings
• Serves the traditional member-at-large role of addressing personal
issues among sisters, standards violations and the general welfare of
the sisterhood
• Seeks out resources on-campus to address individual and chapter
issues as appropriate
• Communicates and cooperates with the Chapter Advisor or
appropriate Advisory Board member
• Fulfills reporting requirements to the International Organization
• Maintains an officer notebook with current information and trains her
successor before leaving office
©Rourke
Delta Phi Epsilon
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Vice President House Management*
*OPTIONAL POSITION. ONLY FOR CHAPTERS WITH OFFICIAL DELTA PHI
EPSILON HOUSING UNITS.
Shall manage the housing unit and all aspects related to the living conditions
and physical property. Oversees and coordinates the following positions as
appropriate: Meal Planning, Maintenance and Repairs, House Duties, and House
Beautification.
Qualifications:
• Motivates and inspires others
• Possesses previous experience as a member of the Housing Team or
other relevant experience
• Understands delegation, communicates her ideas and values clearly
and serves as a mentor to the members of her team
• Is able to administrate housing-related issues
• Possesses strong conflict resolution and communication skills
• Possesses strong time management and organizational skills
• Possesses the skills to collaborate effectively with the following coordinators: Meal Planning, Maintenance and Repairs, House Duties, and
House Beautification
• Respects the dignity of every chapter member and appreciates the
diversity of her sisterhood as well as the diversity of her campus
• Has and maintains at least a 2.5 cumulative grade point average (or
higher depending on local by-laws)
• Strives to achieve the spirit of Dedication, Pride and Excellence
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Duties:
• Participates in weekly Leadership Team meetings
• Is an active, participating member of her team
• Leads her team members in goal setting at the beginning of each term
• Guides the House Management Team in creating an action plan at the
beginning of each term.The action plan Must be submitted to the
International Organization
• Conducts bi-weekly meetings and follows up with all coordinators
on her team to be sure that goals are accomplished and tasks are
completed
• Communicates and assists in prioritizing the tasks of her team, working
with her team to reach its fullest potential
• Works with team members to establish house rules, educate the
chapter about the rules and enforce them
• Communicates regularly with the House Director (and cook and house
keeper if necessary)
• Coordinates house contracts, room assignments and all recordkeeping
pertaining to this process
• Manages house budget in conjunction with the Director of Finance
• Lives in the house (if it is a live-in house)
• Prepares requests to make any capital expense (over $200) for
consideration of the National Development Corporation. In all cases
three (3) bids are required and an authorization must be obtained
before the work can commence
• Keeps House Corporation and National Development Corporation well
informed as to current work being done or any problems with the
facility
• Communicates the progress of the Housing Team to the chapter
• Communicates and cooperates with the Chapter Advisor or
appropriate Advisory Board member
• Fulfills reporting requirements to the International Organization
• Maintains an officer notebook with current information and trains her
successor before leaving office
• Coordinates fire drills with the Coordinator of Risk Management
• Communicates International Housing Policy to all members each
semester/quarter
• Maintains housing unit at full capacity
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Coordinator Job Descriptions
TEAM:
Operations
Director of Finance:
• Keeps the financial records of the chapter
• Creates the chapter budget in conjunction with the Vice President
Operations.The creation of the budget should be based on input from the
Leadership Team, other teams and from past budgets
• Manages payments and collections in a timely manner
• Creates a series of checks and balances for chapter funds
• Keeps a Director of Finance notebook, with a page for each sister, a section
for each Team and a page for each position within each team
• Keeps an itemized deposit book and a general ledger separate from the
chapter’s check book
• Fulfills reporting requirements to the International Organization
Coordinator of Risk Management:
• Coordinates risk management programming for the chapter
• Educates the chapter on all risk management, hazing, alcohol and drug use
policies
• Works in conjunction with the Coordinator of Social Activities to ensure all
risk management policies are followed at chapter events
• Works with Vice President House Management (when applicable) on
house-related issues (i.e. fire drills)
Corresponding Secretary:
• Responsible for chapter letters, intra-Greek correspondence, and university
and International social correspondence
Recording Secretary:
• Records the minutes of the chapter meetings
• Distributes minutes to the chapter members, advisors and International office
• Records attendance at chapter events and activities
• Creates a roster of all chapter members and officers
• Creates and implements the chapter phone chain
• Fulfills reporting requirements to the International Organization
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TEAM:
Programming
Coordinator of Fundraising:
• Coordinates events to raise funds specifically for chapter use
Coordinator of Philanthropy:
• Organizes activities specifically for Delta Phi Epsilon Sorority philanthropies
• Coordinates chapter participation in intra-Greek, campus, and community
philanthropic events
Coordinator of Community Service:
• Organizes community service events and opportunities for chapter members
Coordinator of Intramural Sports:
• Coordinates chapter participation in campus intramural sports activities
Coordinator of Website Management
• Maintains and updates the chapter’s website
• Assures website information is in accordance with Delta Phi Epsilon
International history, policy, and current information
• Visits the International website frequently for up-to-date information
• Monitors other chapter’s websites for new ideas
• Coordinates the chapter e-mail list should the chapter have one
©Rourke
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TEAM:
Recruitment
Coordinator of Formal Recruitment:
• Coordinates the formal recruitment process for the chapter
• Works closely with the Vice President Recruitment to plan formal rush
• Works with the entire recruitment team to plan formal rush education,
themes for each round, decorations, food and other aspects of formal rush
• Fulfills reporting requirements to the International Organization
(Please refer to the Rush and Recruitment Manual for more details.)
Coordinator of Informal Recruitment:
• Coordinates the informal recruitment process for the chapter (C O.B.
continuous open bidding)
• Schedules dates, times and locations for informal parties and events Works
closely with the Coordinator of Formal Recruitment to plan a smooth
transition between formal and informal recruitment
• Works in conjunction with the Vice President Recruitment and the
recruitment team on all aspects of informal recruitment
• Fulfills reporting requirements to the International Organization
(Please refer to the Rush and Recruitment Manual for more details.)
Coordinator of Public Relations:
• Creates the chapter’s public relations campaign which includes advertising,
media communication, press releases, letter days and other activities to
promote a positive image of Delta Phi Epsilon on campus and in the
community
• Works within coordination with all other positions to assist them in
promoting events and activities
Panhellenic Greek Council Delegates:
• Serves as the liaison between the chapter and the campus Panhellenic/ Greek
Council
• Attends meetings and is the voice of the chapter
• Relays information from the Council to the chapter so it can be discussed
and voted on for relay back to the next Council meeting
• Works closely with the Vice President Recruitment in the event of rush
infractions
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TEAM:
Membership Development
Coordinator of New Member Education:
• Plans New Member Orientation to prepare women for full membership
• Provides appropriate workshops each week relating to the corresponding “S’s”
• Arranges for appropriate chapter officers and advisors to address New
Members at their scheduled New Member meetings
• Fulfills reporting requirements to the International Organization
• Educates New Members on all sorority policies
(Refer to the Delta Phi Epsilon New Member Orientation Guide for
additional duties.)
Coordinator of Alumnae Programming:
• Keeps in contact with chapter alumnae through various methods: newsletters,
cards, events, programming, etc.
• Organizes alumnae activities such as alumnae weekends, Founders Day
reunions, etc.
• Works in conjunction with the Coordinator of Senior Programming to create
alumnae mentoring opportunities and other programming for alumnae to
connect with seniors
• Plans the senior to alumna ritual in conjunction with the Ritualist
©Rourke
Delta Phi Epsilon
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TEAM:
Academic Affairs
Coordinator of Social Activities:
• Organizes the chapter social events
• Works with the Coordinator of Risk Management to ensure alcohol and risk
management policies are followed at every social event
• Plans chapter formal and informal dances
Coordinator of Senior Programming:
• Programs to meet the needs of the chapter’s seniors: career planning, life
transitions after college, alumnae mentoring, graduate school opportunities,
etc. (See the Academic Resource Guide for more ideas)
Coordinator of Special Events:
• Coordinates special events such as Greek Week, Parent’s Day, Homecoming,
etc.
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TEAM:
Member-at-Large
Ritualist:
• Coordinates chapter rituals and ceremonies
• Educates the chapter regarding proper ritual etiquette
• Monitors dress code and conduct for rituals
Historian:
• Maintains chapter archival records of chapter and International history
• Creates a yearly scrapbook, video, or other document to record chapter
events
Coordinator of Sisterhood Programming:
• Plans sister-only (including new members) activities with the purpose of
strengthening sisterhood in the sorority
• Plans other activities in addition to sisterhood functions that boost morale
and provide opportunities for friendship and sisterhood within the chapter
©Rourke
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TEAM:
House Management*
Coordinator of Meal Planning:
• Coordinates the meal planning process for the chapter, involving chapter
members
• Arranges for late plates, special meals, and bag lunches as necessary, with the
approval of the house director
• Creates and keeps a current catalog of menus and their preparation
• Keeps records of the menu, what was ordered to produce the meal, and the
final cost for feeding “x” number of women
• Sets up a system for sign-up, reporting, recording and billing meal guests with
the Director of Finance and the House Director
Coordinator of Maintenance and Repairs:
• Arranges for and conducts unannounced fire drills, and submits a Fire Drill
Report once a semester/quarter with the International Office
• Maintains a list of all repair service firms (plumber, electrician, refrigeration
company, etc.) in conjunction with the House Director
Coordinator of House Duties:
• Coordinates house duty assignments (clean-up, mail distribution, hostess, telephone, etc.), posts the duty schedule, and monitors completion
Coordinator of House Beautification:
• Coordinates any incidental redecorating such as plants, pictures, artwork, etc.
*OPTIONAL – ONLY FOR CHAPTERS WITH OFFICIAL DELTA PHI EPSILON
HOUSING UNITS
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All House Management team responsibilities are subject to the guidelines
established by the National Development Corporation of Delta Phi Epsilon
International Sorority. In addition, when a house director is present, some
of the previously mentioned duties may be his/her responsibility.
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Delta Phi Epsilon
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“TEAM MEMBER’S NEEDS”
I need a SENSE OF BELONGING...a feeling that I am honestly needed for my
total self, not just for my hands, nor because I take orders well and carry them
out exactly as prescribed.
I need to have a sense of SHARING IN PLANNING OUR OBJECTIVES. My need
will be satisfied only when I feel that my ideas have a fair hearing.
I need to feel the GOALS AND OBJECTIVES arrived at are within reach and that
they make sense to ME.
I need to feel that what I am doing has REAL PURPOSE; that my being in the
organization makes a difference to someone; that the value of my contributions
extends beyond my personal gain and yours
I need to share in making the ground rules by which together we shall live and
work toward our goals.
I need to know, in some clear detail, just WHAT IS EXPECTED of me, not
only my job details, but also where I have an opportunity to make personal
decisions.
I need to have some CHALLENGING RESPONSIBILITIES, that are WITHIN
RANGE of my abilities and interests, and that CONTRIBUTE toward reaching
my assigned goal and the goals of the organization
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I need to SEE that PROGRESS is being made toward the goals we have set.
I need to be KEPT INFORMED.What I am not up on, I may be down on.
Keeping me informed is one way to give me status as an individual.
I need to have CONFIDENCE IN MY SUPERIORS based upon CONSISTENT and
FAIR TREATMENT, be recognized when it is due, and TRUST THAT LOYALTY
will BRING INCREASED SECURITY.
REMEMBER AND UNDERSTAND THAT MY VALUES MAY BE DIFFERENT THAN
YOURS. WHAT MAKES SENSE TO YOU MAY NOT MAKE SENSE TO ME.
-T. J. Schmitz
©Rourke
Delta Phi Epsilon
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Voting/Election Procedures
All elected positions will follow the established voting procedures. Below
are the positions established for the Leadership Team. Be sure your local
constitution and by-laws reflect this change.
President
Vice President Operations
Vice President Programming
Vice President Recruitment
Vice President Membership Development
Vice President Academic Affairs
Member at Large
Vice President House Management*
(1st Vice President)
(2nd Vice President)
(3rd Vice President)
(4th Vice President)
(5th Vice President)
Voting Recommendations
Officer Elections
A. Leadership Team and chairperson elections should be held on two
separate days.
B. It is required that there is at least one candidate running for every
position and it is recommended that they speak with those sisters
holding the positions prior to the election.
C. Refer to Robert’s Rules of Order for further election procedure
requirements.
Remember:
Leadership
Team and
chairperson
elections
should be
held on two
separate
days.
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When to hold elections
A. If positions run for the school year, September to September:
1. Hold elections the first week of March
2. Have the transition period for 2-3 weeks.
3. Hold installation a few weeks prior to the end of the academic
year (April).
B. If positions run for the calendar year, January to January:
1. Hold elections the first week of November
2. Have a transition period for 2-3 weeks
3. Hold installation a few weeks prior to the end of the semester
(December).
Delta Phi Epsilon
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Nominations
A.Take nominations for 2 weeks prior to the actual elections.
B. Read job descriptions and responsibilities before taking nominations
for each position.
C. Nominations may be opened to the floor the day of the elections for
all positions.
D. Remember that the Leadership Team members must have at least a 2.5
CUMULATIVE GPA to hold office (per International Policy). Check
your local constitution/by-laws for chapter requirements, which may
require a higher GPA and follow the higher standards.
Elections
A. Sit in voting order (as determined by your chapter).
B. Job descriptions should be read before each office is elected.
C. If a candidate chooses, she may give a speech as to why she is running
for the position. (All other candidates for that position should wait
outside the room.) Speeches should be kept brief: 1-2 minutes for
coordinators, and 34 minutes for Leadership Team positions.
D.The president should ask for questions from the floor for the
candidate.
E. Pro/con statements about candidates are prohibited. Concern or
support may be articulated in the form of a question.
Statement: “I don’t think she has enough time to devote to
this position.”
Question: “I know you are really busy this semester, do
you think you will have enough time to give to this position?”
Statement: “I think she will do a great job because she has
a lot of experience holding positions.”
Question: “I know you’ve held a lot of positions, how do
you think your experience will help with this position?”
Leadership
Team
members
must have at
least a 2.5
cumulative
GPA to hold
office.
Pro/con
statements
about candidates are
prohibited.
A sister
should
always be
given the
chance to
respond to
any question
that is asked
of her.
F.A sister should always be given the chance to respond to any question
that is asked of her.The question and answer period allows the
candidate running to address any comments or concerns.A candidate
may NEVER be discussed if she is not present and able to support
herself.
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G.Voting for each position takes place following all candidates’ speeches.
H.Voting is done by closed ballot.
1.A candidate must receive majority vote of those present and
eligible to vote to be elected.
2.The President and the Chapter Advisor or an area alumna should
count votes. If the Chapter Advisor or alumna is not available,
then the Member-at-Large should assist the President.
The President does not vote, unless there is a tie.
3.Votes should never be counted only by the President.
I.Announce the results immediately following the vote for each office. If
a woman did not get one position, she may be nominated for another
position.
Transition
A.After the elections, new officer(s) should work with the outgoing
officer(s), observing the position and its duties.
B. New Leadership Team members should sit in on the Leadership Team
meetings to get a feel for how the meetings are run and what their
specific responsibilities are.
C.The transitional period is a time for the incoming officer to learn from
the out-going officer, as she completes her term in office.
D. Incoming and out-going officers should set aside time for an officer
training and transition retreat.
Officer training and transitional retreat
A. Officer training needs to be made a priority because too often new
officers are in office for several months before tracking down materials
from the past officer.
B. Officer training is a set time for out-going officers to meet with new
officers and discuss their terms in office and the procedures and
policies related to their positions.
C. Old and new officers should meet individually and as a group to
discuss individual and group goals.This allows the new officers to
start their term in office with confidence and accurate information.
D. Discussion topics may include:
1. Review all projects undertaken by officers in the past year
2. Review pending projects which newcomers will need to
complete
3. Identify key individuals with which the officer will need to
continue contact or anyone who is considered a resource for
that position and for the chapter
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4. Review reporting procedures to the International Organization
5. Explain budgetary procedures and all chapter finances
6.Talk about communication with Panhellenic and/or other
Greek contacts.
7. Review resources; Greek Advisor, Panhellenic Advisor, student
activities contacts, room scheduling office, etc.
8. Discuss areas of concern for the upcoming year
9.Talk about the use of teams and coordinators
10. Suggest ideas for success and common mistakes to avoid
Note: If your chapter currently holds coordinator elections semesterly, it is
acceptable to continue under the current election schedule, however, remember to reassign your teams as well.
©Rourke
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Thoughts for Inspiration
You are
successful
the moment
you start
moving
toward a
worthwhile
goal.
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GOALS
The future belongs to those who believe in the beauty of
their dreams. Obstacles are those frightful things you see
when you take your mind off your goals.You are successful
the moment you start moving toward a worthwhile goal.
TEAMWORK
There is no limit to what can be accomplished if it doesn’t
matter who gets credit.
If everyone is moving forward together, then the success
takes care of itself.
Coming together is the beginning, keeping together is
progress, working together is success.
ATTITUDE
Where there is an open mind, there will always be a
frontier.
Keep your face to the sunshine and you cannot see the
shadows.
SUCCESS
If it is to be, it is up to me.
Success is a journey, not a destination.
OPPORTUNITY
In the middle of every difficulty lies opportunity.
DISCOVERY
We must either find a way or make one.
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PERSISTENCE
Persistence prevails when all else fail.
IMAGINATION
A mind once stretched by a new idea never regains its
original dimensions.
VISION
Nothing happens unless first a dream.
CHALLENGES
Accept the challenges so that you may feel the exhilaration
of victory.
BELIEF
The key to happiness is having dreams.The key to success
is making dreams come true.
EXCELLENCE
The difference between the ordinary and the extraordinary is the little extra.
©Rourke
Delta Phi Epsilon
A mind once
stretched by
a new idea
never regains
its original
dimensions.
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Team Assignments
Participating in a team environment will offer each member the opportunity to
be involved in the decision making process and make meaningful contributions
to the chapter.
Participating
in a team
environment
will offer
each member
the opportunity to be
involved in
the decisionmaking
process and
make
meaningful
contributions
to the
chapter.
48
It is the Joint responsibility of the Vice President Operations and the Vice
President Programming to educate the chapter on the benefits of team cooperation and how the team assignments will be processed.
• Each Vice President will be assigned a team.The team MUST consist of the
elected officers assigned under each Vice President according to the TEAM
EXCELLENCE organizational structure (see page 10).Al1 remaining chapter
members will be assigned to a team after elections have been concluded
(no more than two weeks after elections).
• Every chapter member who does not hold an elected position will submit,
in priority order, her three team preferences.The Vice President Operations
and the Vice President Programming will assign general chapter members to
a team by matching the member’s preferences, in accordance with her
abilities, experience and interests.
• Team assignments will be announced one week after general members
submit their team preferences.
• New members will follow the same procedures for team assignments.
This process should occur three weeks into the new member orientation
program, when the new members are familiar with the positions on each
team and the projects each team is coordinating.
• Vice Presidents shall hold team meetings at least once every two weeks.
Meetings should be scheduled at the convenience of all team members.
Vice Presidents should not schedule their team meetings at the same time
(i.e. 7pm Mondays), so that if chapter members would like to contribute
suggestions for another team project, they will have the opportunity.
Delta Phi Epsilon
©Rourke
Objectives of Team Assignment:
All team members, including the elected officers on a team, are responsible
for accomplishing the team duties and responsibilities as listed on pages 50 &
51. In addition, each team will participate in a team goal setting session, during
which the team identifies goals they intend to accomplish and develops an
action plan to implement their goals.Action plans must be submitted to the
International Organization with the October and February reports.
Team members are encouraged to participate in the development and
implementation of all team operations. It is important for all team members
to assist the team leader and one another in an effort to make every project
successful without individuals feeling overwhelmed and stressed.
For example, it is the responsibility of the Programming Team to help the
Community Service Coordinator determine what service events to participate
in, to complete the goal setting form located on pages 57 & 58, and to help
the Community Service Coordinator call local resources to determine what
additional service opportunities are available.
Remember, decisions are made at the team level and announced at the chapter
meeting. If the chapter does not approve the decision presented, then the
respective team may drop the idea, adjust the idea, or generate new ideas
to present to the chapter. Individuals who would like to participate in the
decision making process are encouraged to attend the appropriate meeting. In
addition, all team meetings are open to chapter members, if they are interested
in making contributions.
©Rourke
Delta Phi Epsilon
49
Team Duties and Responsibilities
Team leaders are encouraged to use the goal setting form located on pages 57
& 58 to help determine the objectives for achieving all goals. Each team will be
responsible to submit their action plans to the International Organization with
the October and February reports.
Operations Team
• Plans a monthly calendar for the chapter and updates it weekly (if necessary)
• Reviews constitution and bylaws semesterly
• Teaches parliamentary procedures and chapter meeting etiquette.
Creates/updates the International policy notebook
• Educates the chapter regarding one risk management topic per semester
• Distributes information from International Headquarters
• Participates in goal setting/action planning at the beginning of each term
Programming Team
• Plans officer transition retreat (semesterly, as well as yearly, if minor chairs
and teams change semesterly)
• Sets up programming notebook consisting of resources such as contact
names and phone numbers that each position uses, as well as updating the
contact list sent from the International Office and the university/college
• Conducts an annual campaign, determining and reaching a realistic financial
goal through fundraising
• Participates in goal setting/action planning at the beginning of each term
Recruitment Team
• Plans educational sessions regarding recruitment topics, utilizing materials
sent from the International Office
• Develops a public relations campaign for recruitment, focusing on a chapter
image such as Dedication, Pride and Excellence
• Maintains and updates recruitment manual
• Assists the chapter to recruit to quota and total
• Participates in goal setting/action planning at the beginning of each term
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Delta Phi Epsilon
©Rourke
Membership Development Team
• Implements a yearly program stressing lifelong membership
• Promotes alumnae involvement starting with new members
• Records members’ achievements, undergraduates as well as alumnae
• Implements PEARL membership development program
• Assesses membership development areas on which to focus chapter
programming ideas
• Participates in goal setting/action planning at the beginning of each term
Academic Achievement Team
• Implements scholarship program
• Submits applications for campus and community awards and the biennial
International Convention
• Develops and implements a creative workshop once per semester to review
Delta Phi Epsilon’s Academic Policy,Alcohol/Hazing Policy and related
materials
• Participates in goal setting/action planning at the beginning of each term
Member at Large Team
• Plans and prepares for all ritual and ceremonies. Ensures all chapter members
are aware of appropriate ritual attire and etiquette
• Documents chapter events for historical purposes. Maintains chapter history
via scrapbook, video, or other methods. Shares the history with the chapter
on an ongoing basis
• Keeps sisterhood at the heart of the chapter experience by planning activities to further friendships and bonds of sisterhood
Monitors the morale and motivation in the chapter, addressing problems
concerns with appropriate events, activities or other response
• Participates in goal setting/action planning at the beginning of each term
Though not a function of the Member-at-Large Team, the Member-at-Large
coordinates the Standards Board for the chapter and is thus responsible for all
standards issues.The Member-at-Large Team should work together to promote
the ideals of Delta Phi Epsilon and encourage all sisters to strive for:
• Dedication to our sorority and the founding principles of Justice, Sisterhood
and Love. Dedication to themselves and their personal goals.And, Dedication
to their academics and professional pursuits.
• Pride in their affiliation with Delta Phi Epsilon and the benefits of
membership our sorority has to offer. Pride in themselves and their
achievements. Pride in their sisters.
• Excellence in academics, leadership, Sorority, and personal endeavors.
©Rourke
Delta Phi Epsilon
51
Reports
Refer to the Collegiate Reporting packet and the Vice President and
Coordinator’s job descriptions to determine which chapter members and
teams are required to submit reports or appropriate paperwork.
• It is now the responsibility of each Vice President to collect the reports of
the coordinators represented on her team
• Each Vice President is then responsible to submit those reports to the Vice
President Operations who will mail them to their Regional Coordinator and
the International Office
• Reports are due by the 10th of each month. It is recommended that each
Vice President collect coordinator reports by the 1st of each month and
submit them to the Vice President Operations by the 5th of each month
Meetings
Leadership Team and chapter meetings will be held on a weekly basis. Team
meetings will be scheduled on a bi-weekly basis and incorporated into the
chapter calendar. Each team will select a convenient time for all team members
to attend by the second week in the semester/quarter. Do not over-schedule
chapter programming to the extent that participating in regular team meetings
becomes a burden.
Chapter meetings will compliment team meetings.The chapter meeting will be
the time when each officer and team will present information with regard to
the team’s progress.
1. Each Vice President is responsible for submitting the agenda items of
her team members to the President prior to the chapter meeting.
2.All recommendations will be brought before the entire chapter for a
vote with the approval of the Leadership Team. At that time, the
chapter will vote for or against the recommendation
3. If the chapter defeats a recommendation, it will either be dropped or
returned to the appropriate team for modifications.
4.All discussions are held at the team level. Chapter meetings are not
designed for lengthy discussions.
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Delta Phi Epsilon
©Rourke
Tips for Chapter Meetings:
• Have regular meetings at the same hour and place each semester, each year.
Make sure the place and time are convenient for most members
• Limit meetings to one hour
• Conduct meetings from a prepared agenda, so you can allocate your time
effectively. Encourage members to discuss at their team meetings any old and
new business that they want placed on the agenda.Vice Presidents should
then approach the President before the chapter meeting regarding old and
new business that needs placed on the agenda
• The meeting should take place in a room where each chair is a link in a
circle, rather than a “teacher – pupil arrangement. Room arrangements can
make a great difference in the quality of your meetings! Find the best setting
for your particular group
• Be sure a member of your team take minutes at each meeting. Often, if you
have made decisions or changes, it is good to distribute copies of the last
meetings minutes.The Vice President Operations takes minutes at the
Leadership Team meeting, the Recording Secretary takes minutes at chapter
meetings and a member of each team should take minutes at team meetings
• Ask each team to present a verbal progress report at each meetings
• Confer with each officer during the time between meetings to troubleshoot
in the planning and execution of programs. An officer should be prepared
with self-starting ideas in case ideas are running low
• A good officer should not have to do the work of her team, yet should feel
a sense of responsibility in seeing that the job is being completed
• A good officer is willing to surrender her ideas in the interests of group
• When questions are asked of you, turn them back over to the group
• When a member has difficulty expressing herself, you might build her
confidence by re-phrasing her material with a statement such as,“Is this
what you mean, Susie?”
• Try to prevent the discussion from slowing down. Frequently, a good idea is
to appoint a team to further investigate the matter and report back at the
next meeting
©Rourke
Delta Phi Epsilon
53
Action Plan
At the beginning of every semester, each team will participate in a goal
setting session and will be required to complete the team goal setting/action
plan sheets located on page 60. Refer to the team duties and responsibilities
when developing the team action plans, as this will provide a foundation
for developing chapter goals. Remember: do not use the team duties and
responsibilities as your only goals. Investigate new opportunities to strive
toward on your campus and in your community.The goal sheets/action plans
will be submitted to the International Organization your October and February
monthly reports.
Monthly, teams will review their goals and determine if they are fulfilling their
own expectations and responsibilities.
Goal Setting
There are three levels of defining your organization’s priorities:
1. Purpose – a broad, general statement that tells why your organization
exists.This usually does not change from year to year, and is often the
first statement in your constitution.
2. Goals – statements describing what your organization wishes to
accomplish, stemming from your purpose. Goals are the ends toward
which your efforts will be directed and often change from term to
term, or year to year, depending on the nature of the group.
3. Objectives – descriptions of exactly what is to be done, derived from
the goals. Clear and specific statements of measurable tasks that will
be accomplished as steps toward reaching your goals.They are
short-term and have deadlines.
Why Set Goals?
• Goals help define your chapter.
• Goals give direction and help avoid chaos.
• Goals help motivate members by clarifying and communicating what the
organization is striving for.
• Goals are time savers because they help members and leaders become aware
of problems in time to develop solutions.
• Goals help the organization plan ahead and be prepared.
• Goals are a basis for recognizing accomplishments and realizing your
successes; they are a basis for recognition and celebration.
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Delta Phi Epsilon
©Rourke
Setting Goals Together
Set your goals as a group.This creates many positive results because people
will support and be responsible for what they help create.You can expect:
• Greater commitment and motivation among officers and members in
achieving goals.
• Clearer understanding of the goals and the rationale for selecting them.
• More purposeful goals because with everyone’s ideas and opinions
considered, your goals will represent a group consensus rather than one
person’s opinion.
Steps for Setting Goals and Objectives
1. Brainstorm potential goals as a group.
2. Choose from the brainstormed list those you want to work on.
3. Prioritize as a group
4. Determine objectives for each goal, assign responsibility for specific
objectives, and create a plan for each objective. Remember that there
may be several objectives for each goal.
5. Move into action, follow through. Many groups fail to do this step and
their goals are never achieved.
6. Evaluate your progress on a regular basis. Remember circumstances
change; be flexible and allow your objective to change with them
Developing an Action Plan
• What is to be accomplished (your objective)?
• How will it be accomplished?
• What are your resources in terms of people, money and materials?
• Who is responsible for completing each task?
• When will each be accomplished?
• What is the deadline?
• How will you know if it’s accomplished? How will you measure the results?
Adopted from material from the Student Organization Development Center,
The Michigan Union, 2202 Michigan Union, Ann Arbor.
©Rourke
Delta Phi Epsilon
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Goal Setting: Guidelines for Action:
(additional tips on goal setting)
56
Specific
Be specific about stating your goals so that you
can concentrate on the steps needed to achieve
your goals one at a time.
Measurable
Means that your goal is expressed in such a way
that it can be measured in numerical or other
specific terms (if possible) rather than in broad,
general terms.
Attainable
Means that you can realistically accomplish the
goal considering the nature of your abilities/ skills
and aptitudes.
Realistic
Suggests that you truly believe you can accomplish the goal and that the steps defined are
achievable.
Timeline
Means you have confidence in your ability to
reach your goal within an allotted time period,
with specific time frames established for each
step in the process.
Delta Phi Epsilon
©Rourke