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

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A BRIEF HISTORY

INTERNATIONAL SOCIETY Founded: May 11, 1929 Place: Austin, Texas Founders: Dr. Annie Webb Blanton August 19, 1870 - October 2, 1946

Miss Mamie Sue Bastian November 27, 1875 - February 20, 1946 Miss Ruby Cole December 2, 1885 - November 20, 1968 Miss Mabel Grizzard March 22, 1888 - July 12, 1968 Dr. Anna Hiss May 11, 1893 - January 28, 1972 Miss Ray King July 13, 1888 - January 24, 1979 Miss Sue King January 8, 1886 - May 4, 1930 Dr. Helen L. Koch August 26, 1895 - July 14, 1977 Mrs. Ruby Terrill Lomax February 7, 1886 - December 28, 1961 Dr. Cora Martin November 27, 1884 - April 23, 1965 Mrs. Lalla M. Odom April 8, 1874 - April 13, 1964 Miss Lela Lee Williams July 20, 1883 - February 18, 1971

Colors: Crimson and Gold Flower: Red Rose 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.

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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 Alpha N, ν Nu B, β Beta Ξ, ξ Xi Γ, γ Gamma Ο, ο Omicron ∆, δ Delta Π, π Pi Ε, ε Epsilon Ρ, ρ Rho Ζ, ζ Zeta Σ, σ Sigma Η, η Eta Τ, τ Tau Θ, θ Theta Υ, υ Upsilon Ι, ι Iota Φ, φ Phi Κ, κ Kappa Χ, χ Chi Λ,λ Lambda Ψ, ψ Psi Μ. µ Mu Ώ, Φ Omega

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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 odd-numbered 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.

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International President

The Delta Kappa Gamma Society International Organizational Chart

Area Director Coordinator

Chi State President

Chapter President

Chapter Executive Board President Corresponding Secretary First Vice President Immediate Past President Second Vice President Treasurer (ex officio—with vote) Recording Secretary 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 Program Committee Early Career Educators Committee Scholarship Committee Educational Law/Policy Committee Global Awareness Music/Arts

Special Committees: Appointed by president to carry out functions not specifically assigned to a standing committee

Area Director

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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.

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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

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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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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.

Chi State Areas

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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 non-voting 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_FKklcxPrAw-hUPAWP2n94w8alEgye4Fo/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. 14

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. 15

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 DELEGATE! B. Eugene Greissman 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 TEAM RULES T is for 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

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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

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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

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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

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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.)

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SAMPLE CHAPTER COMMITTEE PLANNING GUIDE*

SOCIETY BUSINESS Finance

• Develops budget • Collects dues and fees • Files financial reports • Provides for audit

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

Membership • Recruits new members • Retains members • Conducts orientation • Files necrology report • Maintains membership records

Music and Ceremonials • Initiation • Meeting inspirations • Celebration of Life Scholarships • Awards available Hostelships/Roads Scholar International State Chapter

Nominations • Selects new officers • Selects new Nomination

committee members • Checks Chapter bylaws • Conducts elections in even years

Educational Law/Policy • Legislative concerns Global Awareness • World Fellowships • Schools for Africa • Chi State Going Green

Hospitality • Welcomes guests • Site arrangements • Food, clean up

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SAMPLE MODIFIED CHAPTER COMMITTEE PLANNING GUIDE*

SOCIETY BUSINESS Finance

• Develops budget • Collects dues and fees • Files financial reports • Provides for audit

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

Membership • Recruits new members • Retains members • Conducts orientation • Files necrology report • Maintains membership records • Initiation

Chapter Projects • Community Service Projects • World Fellowships • Maintain Chapter History • Chapter fund raising events

Nominations (ELECTED) • Selects new officers • Selects new Nomination

committee members • Checks Chapter bylaws • Conducts elections in even years

Chapter Programs • Music • Legislation • Founders Day • Chapter Birthday *Must match Chapter Rules

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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. Prepare the Chapter budget for approval by the Chapter b. Supervise expenditures and investments c. Provide for an annual audit d. 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

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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

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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.

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

Use a text box

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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.

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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.

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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…………………………………………..….…..….chiedctr@sbcglobal.net Website……………………………………………….……….………....www.chistateca.org Telephone…………………………………………………………………… (916) 922-5911 FAX Number…………………………………………,………..………… (916) 922-1405 Mailing/Street Address……...808 University Avenue, Sacramento CA 95825-6723

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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

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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 Sample Agenda B 1. Call to Order (Use gavel) 1. Call to Order (Use gavel) 2. Roll Call (Membership Chair) 2. Roll Call (Membership Chair) 3. Approval of last meeting minutes 3. Approval of last meeting minutes 4. Treasurer's report 4. Treasurer's report 5. Correspondence 5. Correspondence 6. Unfinished business 6. International business 7. New business -Convention report

Action on recommendations -Announce deadlines for from Executive Board scholarship applications

8. Committee reports 7. Chi State business 9. Announcements -Treasurer's Clinic

10. Adjournment -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.

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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

Chi State Your Chapter Name

Agenda January 20, 2014

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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."

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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.

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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.

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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.

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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!"

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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!

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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

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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. chistate.schol@gmail.com

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

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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)

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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

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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

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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.

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FORMS UTILIZED BY CHAPTERS

ORDER FROM INTERNATIONAL OR LOG ON TO www.dkg.org

• Form 6 Report of Death of a Member • Form 11 Recommendation for Invitation to Membership • Form 15 Report of Chapter Treasurer • Form 18 Report of Dues and Fees • Form 18-A Report of Change in Status of Membership • Form 43 International Contribution Form • Form TR-A Official Application for Transfer of Membership • Form TR-19 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.

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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. This is my Delta Kappa Gamma Chapter I have worn it with pride since my initiation. President’s pin. It was an honor for me to When I can no longer wear it, please wear this pin indicating my service to the return it to: 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 To get the name and address of my Chapter’s Chapter’s current president, please current president, please contact: contact: CHI STATE EDUCATION CENTER CHI STATE EDUCATION CENTER 808 University Avenue 808 University Avenue Sacramento CA 95825-6723 Sacramento CA 95825-6723 __________________________________ ___________________________________ (Date) (Date) __________________________________ ___________________________________

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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.

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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.

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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 (www.chiedctr@sbcglobal.net); 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 Form 40 Finance Committee Biennial Report. Make three (3) copies: (even-numbered years) 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 www.chiedctr@sbcglobal.net

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THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL –CHI STATE

Allocation of Dues & Fees

Types of Membership

International

State

Scholarship

Chi State Publications

Total

Area Assessment

Chapter

Other

Grand Total

Active

$40.00

$24.00

$1.00*

$3.00

$68.00

Reserve

$20.00

$6.00

$1.00*

$3.00

$34.00

Honorary

0

0

0

Chapter pays $3.00

$3.00

0

In addition:

Initiation Fee Active

$2.50

$2.50

0

0

$5.00

0

$5.00

$10.00

International Publication

Fee Honorary

$50.00**

at initiation

$50.00

0

0

$50.00

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 .

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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

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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

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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 _____ name of financial institution _____ principal amount _____ physical location of document _____ maturity date

_____ The correct amount of investment income was recorded at the time it was earned. Financial Review (Audit) completed by: Date: __________________________________ ______________________________

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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.

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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

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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

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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

• 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

• 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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