High Phi Operations Guide

Transcription

High Phi Operations Guide
a Lambda Chi Alpha resource
Last updated: Jan. 26, 2015
As the High Phi of ________________ Zeta,
I, _____________________, hereby promise to uphold
the ideals of Lambda Chi Alpha and
dilligently perform the duties and responsibilities
associated with this position.
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Operations Guide
Ritualist: High Phi
The Official Charge of the High Phi
Brother High Phi, your task is one of great importance, for you
are responsible with overseeing that the Fraternity’s Initiation
Ritual is performed in the manner ensuring that our secrets
are safe guarded.
You are the spiritual leader of your chapter. It is your role to
advise the chapter on all matters pertaining to our ceremonies and
ensuring they are performed in the proper manner. You are to inspire
the brotherhood to delve into the teachings of our Fraternity and
instruct on how to apply those teachings to their daily lives. Taking
the Ritual from something that is performed, to something that is lived.
In Order to Lead,
You Must First MODEL IT
To MODEL IT means to implement the required functions of
your office in order to lead the chapter effectively. These seven
directives are the basic expectations for each brother during
his term in office
M otivate: O rganize:
D elegate:
E valuate:
L ead:
I nspire:
T each:
Chapter members to participate in all rituals.
All ritualistic activities. Opportunities to brothers to assist in organizing and performing
the Initiation Ritual, other ceremonies and ZAX sessions.
The role that the teachings and values of our Fraternity
play in member’s lives.
The brothers by demonstrating through your actions the proper
decorum and respect in the observance of all Lambda Chi Alpha rituals and by living the Seven Core Values.
Brothers to understand and integrate the teachings of the
rituals in their daily lives.
Chapter members to live the Fraternity’s teachings and
Seven Core Values as a True Brother.
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Operations Guide
A Message from the International Headquarters
Congratulations brother on your appointment as your
chapter’s High Phi. This position will require you to
work diligently to ensure that your chapter lives up to its
highest standards. The document you are currently
accessing is your officer Operation’s Guide. This
interactive document will be your go-to resource in
successfully implementing the standards that this officer
position entails.
The first part of the Operations Guide is the specific
operations you should be completing. These operations
are separated by Basic, Advanced, and Exceptional.
With each of these operations, you can click on the “Jump to Section” to view a page that
will give you a description on how to complete that operation. The operations list also has
a checkbox you can use when you have completed the operation. When your Educational
Leadership Consultant visits with you, he will evaluate you on whether or not you have
completed these operations.
There is also a navigation tab at the bottom of the screen that can take you to the previous
or next page or the first or last page. You can click on the Basic, Advanced, or
Exceptional tabs on the right side of each page to jump back to the operations list at the
beginning of the document. At the end of this document, there is a textbox where you can
keep notes and blank list where you can create your goals and task.
Should you have any additional questions about the operations of your officer position that
are not covered in this Operations Guide please feel free to e-mail the Chapter Service’s
staff at programming@lambdachi.org.
From all of us at Lambda Chi Alpha International Headquarters, we wish you the best
going forward as you continue to promote the values and lessons of our Fraternity.
In ZAX,
Nicholas Zuniga
Director of Chapter Services
Lambda Chi Alpha Fraternity
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Operations Guide
Basic Operations
Jump to Section
Frequency
1. Review Operations Guide and complete officer
transition
Jump to Section
Immediately following
election
2. Review modules and get certified on Officer
Academy
Jump to Section
Within 60 days of taking
office
3. Prepare proposed High Phi Budget and Calendar
Jump to Section
As necessary
4. Inventory and ensure all ritual equipment and other
chapter ceremonial equipment are stored in a secure
and appropriate location
Jump to Section
Within first month of taking
office
5. Choose brothers to perform and schedule rehearsals
to memorize the Initiation Ritual
Jump to Section
Within first month of each
academic term
6. Coordinate, memorize, perform, and debrief the
Associate Member Ceremony
Jump to Section
As necessary
7. Work with High Kappa to develop (in writing) a
Pre-Initiation program alignment with values and the
Learning Model
Jump to Section
Within two months prior
Initiation
8. Coordinate and conduct the Initiation Ritual as
outlined and approved by the General Assembly
Jump to Section
Upon authorization by the
Office of Administration
9. Conduct ZAX Sessions with all initiated brothers
Jump to Section
Ongoing
10.Prepare for and meet with the ELC during his visit
Jump to Section
Twice a year
11.Transition the incoming High Phi
Jump to Section
Immediately following
election
Basic / Core
The lamp is symbolic with learning and consistent with the initial levels of the Inner Circle and True Leader (Faithful Steward). At the basic level, the officer demonstrates an understanding of the essential duties needed to meet the most basic duties of his High Zeta position.
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BasicAdvancedExceptionalAppendix Personal
Officer Task
Operations
Guide
This
is where the
Title goes for the Header of the
Manual
Officer
Task
Advanced
Operations
1. Prepare for and participate in High Zeta retreat
Jump to Section
Frequency
Twice a year
“The High Beta shall serve as Vice President of the Chapter and shall assist the High Alpha in the perfor-
2.
Prepare
present
of High Phi
in
Jump to
Sectionhe shall succeed
As necessary
mance
of for
his and
duties,
andthe
in duties
the absence
or disability
of the High
Alpha,
to his powers
Fraternity
Education
and duties. He shall be Chairman of the Committee on Membership Involvement of his Chapter. He shall
3.
and memorize
Ritual
for committees
Conducting of the Chapter,
Jump
to Section
Ongoing
bePerform
an exofficio
member the
of all
other
including
the Executive
Committee, without
Business
Meetings
a vote,
except
that he shall have a vote on the Executive Committee if he has been elected as one of the
two
active members
or as the
alternate
member
for intoCode
III-30”
Section
4.
Arrange
for appropriate
debriefs
during
the as provided Jump
Initiation Ritual
The general responsibilities of the High Beta are as follows:
As necessary
• Involve all brothers in the chapter’s programming through the use of teams, committees, and incentive
programs to maximize participation.
• Involve all chapter brothers in worthy campus activities, events and affairs.
• Act as the chapter’s second ranking officer, replacing the High Alpha in his absence or inability to function.
• Serve as an ex-officio, non-voting brother of the Executive Committee, unless elected as a voting brother
of the Executive Committee.
Advanced / Essential
Officer TransitionThe cross & crescent are symbolic of growth and the cross is our guide in folowing
that ideal. At the advanced level, the officer not only meets basic expectations but
For a chapter/colony
to be successful,
it is importantand
thatisitsable
officers
don’t “reinvent
the delegate
wheel”. Valuable
demonstrates
a higher understanding
to effectively
teach and
information and resources
aretolost
each year
due toand
another
ineffective
transition
process. Valuable information
officer tasks
associate
members
brothers
in the chapter.
and resources are lost each year due to an ineffective transition process. To assist in this process, an Officer Transition Checklist was created and can be found in the Appendix
It is recommended that both the incoming and outgoing officer review the checklist before the actual transition occur.
Continued
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Jump
to Section
According Code
III-17 of the
Constitution and Statutory Code
of Lambda
Chi Alpha,
Officer
Tasks
Operations Guide
Exceptional Operations
Jump to Section
Frequency
1. Perform the Officer Installation Ceremony
Jump to Section
Within first month following
officer elections
2. Perform the Graduating Senior Ceremony for graduating
members
Jump to Section
Prior to the graduation of
senior members
Exceptional / Preferred
The exceptional officer incorporates the basic and advanced expectations and is able
to tie the Core Values and Learning Model in his efforts to teach and delegate officer
tasks to associate members and other brothers in the chapter.
Jump to Appendix
Supplementary material that
support each task required as an officer
Jump to Personal Tasks
Write in your own personal goals for your term as
an officer task required as an officer
BasicAdvancedExceptional Appendix
Officer Tasks
Personal
Navigation
Review Operations Guide and complete officer
transition
Constitutional Duties and Responsibilities
According to the Constitution and Statutory Code of Lambda Chi Alpha,
“The High Phi shall oversee all ceremonies and rituals of the Fraternity. He shall plan and supervise
a program involving the Installation of Officers, Ritual for Conducting Business Meetings, Associate
Member Ceremony, Graduation and Alumni Ceremony, and Initiation Ritual. He shall work with
other elected or appointed officers of the Chapter in a program of member education regarding the
ceremonies of the Fraternity.”
General Duties and Responsibilities
The general responsibilities of the High Phi shall be:
• To supervise all ritualism ceremonies, including the Associate Membership Ceremony, Ritual for
Conducting Business Meetings, and installation of Officers.
• To coordinate the training, performance, and debriefing of the initiation Ritual.
• To ensure all ritualism ceremonies are conducted with proper decorum and follow all fraternity laws
and policies.
• To work with the High Kappa to educate all members through Pre-Initiation activities and ZAX
Sessions.
A successful High Phi understands and executes all of the various responsibilities of his office. At times,
certain responsibilities may take precedence, but the most effective High Phi never loses sight of all his
responsibilities.
Officer Transition
For a chapter/colony to be successful, it is important this its officers don’t “reinvent the wheel.” Valuable
information and resources are lost each year due to an ineffective transition process. To assist in this
process an Officer Transition Checklist can be found in the Appendix.
Continued
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Duties and Responsibilities
transition
Officer Portal is Lambda Chi Alpha’s online administration portal and is important for communication between your chapter and the Office of Administration. Follow these three simple steps to claim your account
on Officer Portal:
• Step 1
o Go to op.lambdachi.org, then click “if you are an officer and don’t have an account, click here
to get your account.”
• Step 2
o Select your chapter of initiation.
o Enter your last name and first name at the time of your initiation.
o Enter your membership/roll number.
• Do not enter your date of birth if you have a roll number. If you are an associate member, you must enter
in your date of birth. (DD/MM/YYYY).
o An email will then be sent to your email address that is on file for you.
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Claiming Your Officer Portal Account
transition
o Check your email for further instructions
The High Gamma and the High Alpha listed in Officer Portal are the only authorized users to make
changes to the officer roster. Immediately following any officer elections or on the day of the official
officer transitions, the High Gamma or High Alpha must complete the Report of Elections, otherwise officers may a have difficult time claiming their account and gaining access to Officer Portal and Officer
Academy.
Please contact opsupport@lambdachi.org if you have any issues and need assistance.
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• Step 3
Review modules and get certified on Officer
Academy
Getting Started
In order to access Officer Academy you need to first set up your Officer Portal account. Work with your
High Gamma to complete this process if you are unsure how to do so. Once you set up your Officer
Portal account it will be 24 hours before you will be able to login to Officer Academy. Once that time
has elapsed you will use your same username and password from Officer Portal for Officer Academy.
To access Officer Academy go to oa.lambdachi.org.
The Process
Once you have your Officer Academy all set up, you will begin to review modules. Each officer has
specific modules to review. These cover his role and responsibilities. In addition there are general
modules which all officers must review. The modules each take around 15-20 minutes to review and
have an audio feature. Once you begin a module you should finish.
Once you have reviewed all of the officer-specific and general modules it’s time to take the certification.
The certification allows you to test your knowledge. Each officer has 60 days from their officer start
date, which is recorded in Officer Portal, to successfully complete the certification, with no less than
90%, from the day they are recorded in office on Officer Portal. Each officer gets 2 attempts to achieve
it; note that you must wait 24 hours between attempts. The official cut off for discount consideration on
your chapter or colony’s Risk Management Assessment (RMA) will be November 1 in the fall and April 1
in the spring.
Other Features
Officer Academy offers several other features to support our chapter officers and Executive Committee
members.
Discussion- The discussion feature allows officers to collaborate with other officers from different chapters
and colonies. You can post questions or ideas, starting a feed of responses from others. You can directly
access of the discussion by going to oa.lambdachi.org/forum.
Library- Officer Academy offers a library which provides officers with resources to aid them in their
positions such as each Operations Guide.
Video- The video feature offers videos to enhance their positions and provide them with information
about Lambda Chi Alpha today.
If you have questions about Officer Academy please contact your ELC or email
programming@lambdachi.org.
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Lambda Chi Alpha offers a unique program to support all chapter officers; Officer Academy. This
program was designed to provide officers with an overview of their position and Lambda Chi Alpha
policies and laws. This is a resource for officers who didn’t get a proper transition.
Prepare proposed High Phi Budget and Calendar
Each High Zeta officer needs to plan in advance what his financial needs will be. This will help
prevent problems from occurring, such as not having adequate funds toward the end of the semester/
quarter. First, the officer should create a list of events or activities that he would like to implement
throughout the budget timeframe.
Once the officer has developed a list of notes, he should begin to create a budget proposal. The
officer should take into account the following information:
•
The previous officer’s budget and actual expenditures
•
Chapter/Colony goals
•
Officer goals
•
Chapter/Colony Mission and Vision
It should be noted that the document being created is only a proposal and does not mean that the
Executive Committee and/or chapter/colony will approve the budget. An example of an
officer budget can be found in the Appendix.
Creating a Balanced Calendar
A balanced calendar provides the chapter with a solid programming schedule, versus a schedule
dominated by one area of operations. It is also important for all members to know their commitments
well in advance to increase attendance. As preparation, each High Zeta officer and appointed
position should be prepared with possible dates for his events and/or programs. The officer should
also come prepared with a back-up plan if the dates they want are taken.
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Creating a Balanced Budget
Prepare proposed High Phi Budget and Calendar
•
•
•Ritual
First Day of Class
Academic Educational Sessions
•Breaks/Holidays
•
ZAX Sessions
•
•
Officer Installation Ceremony
•Midterms
•
Informal Training Session
•Homecoming
•
Academic Educational Sessions
•
Dead & Finals Week
•
Social Events
•
All Greek/IFC Events
•
Alumni Events
•
Campus Sporting Events
•Formal
Formal Recruitment
•
House Clean-Up
Have officers suggest events and programs:
•
Chapter/Colony Retreat
Don’t forget about deadlines:
•
High Zeta Retreat
•
Faculty Reception
•
Chapter Roster Due Dates
•
Parents’ Weekend
•
Chapter Billing Statement Due Dates
•
Food drive
•
Event Planning Forms Due Dates
•
Chapter/Colony Awards Banquet
•
IFC Balance Due Dates
•Philanthropies
•
Community Service Events
•
Harm Reduction Education Sessions
•Pre-Initiation
•
FRED Sessions
•
Big Brother/Little Brother Ceremony
•
•
Recruitment Events
•
Recruitment Retreat
After deciding the priorities, spread the events and
programs evenly throughout the term. Remember,
the main priority of going to school is to get an
education. Once the calendar is completed it
should be sent to the Executive Committee for
review. It should then be sent to the chapter/
colony for approval.
It should be noted on the schedule what events are
mandatory and which events are voluntary
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Keep in mind all school dates:
According to the Constitution and Statutory Code of Lambda Chi Alpha,
“The Chapter must have possession and ownership of a complete set of Ritual equipment.”
To ensure you have a complete set of ritual equipment, utilize:
• Ritual Ceremonies Equipment – Inventory Checklist in the Appendix.
To order ritual equipment or ritual books, contact your Educational Leadership Consultant for the order
forms.
The ritual equipment of a chapter should be stored in a small room or closet set aside for that purpose.
A trunk is not satisfactory due to crowding and inability to hang the ritual equipment. The “ritual closet”
should be kept locked at all times; only the High Phi and the High Alpha should normally retain keys.
The best arrangement of equipment is by the degree in which it is used.
If the chapter is unable or unwilling to store ritual equipment in the chapter facility, other options include
renting a storage unit or storing ritual equipment in the closet of either the High Phi, High Alpha, or High
Pi. Please note, all storage locations must be secured by a padlock or deadbolt, and should only be accessible to the High Phi, High Alpha, and High Pi.
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Inventory and ensure all ritual equipment and other
chapter ceremonial equipment are stored in a secure
and appropriate location
Choose brothers to perform and schedule rehearsals
For tryouts you should set and announce the audition dates a week in advance for the brothers to
choose what part they would like to audition for and prepare. Set two to three days for the auditions
so every brother has the opportunity to audition. After hosting the auditions review the performances
and begin to establish your team. Keep in mind the character traits and what each brother can do to
enhance our Ritual. The Ritual is a learning experience for the associates and needs to be performed at
the highest quality.
Tryouts:
WHAT
Set and announce audition dates
Host auditions
Review Auditions/ Host second
round of auditions if needed
Assign parts to ritual team, sign
contracts and distribute ritual
books
WHEN
December 1st
February 1-3rd
February 5th
WHO
High Phi
High Phi and Senior Members
High Phi and Senior Members
February 20th
High Phi
WHAT
Distribute Applications
WHEN
December 1st
WHO
High Phi
Collect Applications
Review Applications for eligibility with Executive Committee or
High Zeta
Assign parts to ritual team, sign
contracts and distribute ritual
books
February 1st
February 2- 15th
High Phi
High Phi & High Zeta or Executive Committee
February 20th
High Phi
Applications:
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Choosing a ritual team is an essential task of being High Phi and needs to be done within the first two
to three weeks of the semester. It is always good to get the recently initiated members involved in the
Ritual Team because they are usually the most enthusiastic about learning about ritual. It also helps reinforce what they just learned and helps them reconnect with the oaths they have recently taken. There are
several approaches to selecting a team: Tryouts and applications, for example, are some of the more
efficient ways of choosing a Ritual Team.
Choose brothers to perform and schedule rehearsals
After you have established a ritual team, the next step is to set a rehearsal schedule. There are several
different approaches to a successful rehearsal schedule that will vary depending on the experience of
your team and the time you have until the Initiation Ritual. If you have a very experienced team you may
be able to have one rehearsal a week where all degrees are rehearsed. This may not be the case for
most chapters. More times than not a chapter will be integrating younger, less experienced members into
the Ritual Team and will need more practice. For these cases, four rehearsals a week is recommended
with each degree getting its own rehearsal with a fourth for the complete Ritual. Some may feel that the
chapter may not have time to have four rehearsals a week and may only have three per week. It is recommended to rehearse six to eight weeks prior to Initiation.
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Schedule Rehearsals
Coordinate, memorize, perform, and debrief the
This ceremony is a condensation of the pledge degree and three initiation degrees of the Theta Kappa
Nu Fraternity. At the Union in 1939, this means was selected as the primary device for preserving the
ritual heritage of Theta Kappa Nu in the combined brotherhood.
This is an open ceremony to which may be invited parents and families of associate members, local
alumni, college or university officials, friends of members, and recruitment prospects.
Performing the Ceremony
As the High Phi, you should be working with the High Alpha, High Beta, High Delta, and High Kappa
to ensure that you are providing your new Associate Members with a great experience that will last a
lifetime. Remember this is their first ritualism experience in Lambda Chi Alpha, so you want to make sure
you give the Associate Members a good first impression.
These officers [and all members present, initiated and associate] should be attired in coat and tie. Although the five officers named ordinarily perform the ceremony, substitutes may be used.
While the High Phi is not the only officer to conduct the Associate Member Ceremony, it is his responsibility to ensure each role in the ceremony is filled, to develop a practice schedule, and to have the
ceremony memorized.
The Associate Member Ceremony must be completely memorized, including all movements. Therefore,
sufficient rehearsals must be conducted to assure that the ceremony proceeds smoothly. The key to being
successful in the task is to be well prepared. All members who are participating in the Associate Member Ceremony should attend regular practices prior to ensure all lines are memorized.
The following is the ritual equipment needed for the ceremony:
• altar and plain white altar cloth
• coat of arms painting on wall
• flag of the country or countries of the candidates
• Greek lamp and lamp oil
• the Bible
• a fire extinguisher
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As the High Phi of your chapter, you are the master of all ceremonies and rituals of the Fraternity. Your
first step in providing all Associate Members with a first class experience is the Associate Member Ceremony.
Debriefing the Ceremony
Now that you have successfully memorized and performed the Associate Member Ceremony, it’s time to
conduct your first debriefing! Conducting a debriefing is a crucial part of each and every ceremony and
educational session within Lambda Chi Alpha. The debriefing for the Associate Member Ceremony should
be conducted within a week of conducting the ceremony.
With all of the brothers and associate members, the High Phi should discuss the importance and meaning
behind Associate Member Ceremony. The High Phi should be prepared to ask the associate members what
they experienced and how that experience made them feel. Emphasis should be placed on the oath and the
values presented in the ceremony and the application of those values to life.
To help with the debriefing each ceremony and ritual, you should use the Lambda Chi Alpha’s Learning
Model. By following this model, you can ensure that each member understand the purpose and meaning
behind each of our ceremonies. The four steps in the Learning Model are: Experience, Reflect, Make Meaning, and Share. It is important to explain these steps to your members during the debriefing.
The first step is Experience – This stage of the Learning Model is the Associate Member Ceremony itself. By
going through the ceremony, the members have already completed this stage. Although the experience has
already been completed, it is still important to acknowledge this stage during your debrief.
The second step is Reflect – During the reflection stage of the debriefing, you should instruct the members to
think about what they have just experiences. Reflecting on what they saw, heard, and felt. This step should
be done individually and members should be encouraged to write in their journal if they have one.
The third step is Make Meaning – After spending an adequate amount of time reflecting, ask members to
make meaning of the experience they’ve had. Associate Members should now think of reasons why they
experienced the Associate Member Ceremony, and not merely what was said and done. The Make Meaning stage is a vital aspect of any debriefing. While it is important have these experiences, it is crucial for the
Associate Members to understand the purpose behind the ceremony.
And, the final step is Share – During the sharing stage and typically in a large group setting, members
should share their reflections and what they discovered during the making meaning stage. It is imperative
you make sure each member fully understands the experience they are having, as well as the purpose behind having each experience. You should lead a discussion with the group and have questions prepared in
advance.
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Associate Members should await instructions at the entrance to the room in which they are to be inducted.
Each person must be read and agree to the membership obligations prior to the ceremony. These obligations
can be found in the Appendix. Each person should be given an Associate Member Pin and instructed to
place it on his shirt (or pullover sweater) over his heart.
• Begin a discussion about Fraternity and its meaning for each person.
• Why does the High Delta talk about Fraternity?
• How do the clasped hands reflect Fraternity?
• What are the stereotypes involving Fraternities in the media and on your campus?
• How do you overcome these stereotypes?
• Begin a discussion of Patriotism and what it means for each person.
• Why does the High Beta talk about Patriotism?
• How does a flag reflect Patriotism?
• How does a person show Patriotism?
• Do you know someone who has demonstrated a great sense of Patriotism?
• How has this person’s example influenced your thinking about what it means to be Patriotic?
• How do you show your Patriotism in your day-to-day life?
• Begin a discussion on Learning and what it means for each person.
• Why does the High Phi talk about Learning?
• How does the Greek lamp reflect Learning?
• What is the importance of Learning to Lambda Chi Alpha? To society?
• Begin a discussion on Morality and what it means for each person.
• Why does the High Kappa talk about Morality?
• How does the Bible reflect Morality?
• What morals do you live your life by?
• What does “Every Man a Man” mean to you?
• What values should a man possess?
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Sample questions:
After the Associate Member Ceremony, the Associate Members will go through the Associate Member
Development Program. Over the course of the eight weeks, associate members will learn about Lambda
Chi Alpha, its history, how we are organized, how we function as a group, how we govern ourselves,
how we develop leaders for our chapter, our campus, and our country, and, most importantly, how we
develop brotherhood. But, the last step before Initiation is the associate member’s exposure to Lambda
Chi Alpha’s approach to pre-initiation.
Pre-Initiation, similar to the nature of man himself, has evolved over the years. The first kinds of pre-initiation were very similar to that of a “hell-week” mentality. In these types of events, new members called
“pledges” would be directed to participate in activities that would humiliate them and the older brothers
would try to test their passion for the fraternity by means of useless tests, activities, and other strange
methods.
The Fraternity began to slowly explore abolishing many of these practices that should never have been a
part of Lambda Chi Alpha. While this process was tedious, pledgeship was abolished, and the term Associate Member was adopted in 1972. This changed the concept of Pre-Initiation as well, but it would
take a few years after 1972 to implement changes. As Lambda Chi Alpha entered the 1980’s, Fraternity Education moved away from Associate Member only activities to chapter unity experiences.
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Work with High Kappa to develop (in writing) a
Learning Model
The Goals of Pre-Initiation
The goals of Pre-Initiation should be the rejoicing of our values and the celebration of brotherhood for
the entire chapter. None of the events should foreshadow any part of the Initiation Ritual. Here are four
ways how this is done:
•
Rededication: In this aspect, Pre-Initiation serves to refresh the memory of both the old and new
brothers about the ideals of the Fraternity. These ideals are not secret, and can be found in the Associate
Member Ceremony as well as our Creed. Pre-Initiation events should be focused on the understanding
of these teachings and ideals.
•
Celebration: Pre-Initiation is a time for rejoicing and fun! These are the times that the chapter
should be the closest. Differences are put aside, members try to develop tighter relationships with each
other, and all are included in a variety of events that celebrate the bond of Lambda Chi Alpha.
•
Inspiration: Pre-Initiation should be a time of enjoying each other’s friendship and awaiting our
Ritual Exemplification. The brothers know how inspiring of a ceremony it is and need to work as an
entire chapter to make sure that the Associate Members feel inspired as well. All should be inspired by
the work and dedication of all members that have prepared themselves for the upcoming ceremony.
•
And Lastly… Reflection: Pre-Initiation should be a time when all members reflect on their motives
for being in the chapter. It is a time when members re-evaluate their involvement in the chapter based
on our ideals. Have they met their goals as a member? What are some aspects that they can work on
for next semester? Have they been bickering with other members in the chapter? Can members resolve
conflicts?
Our pre-initiation is designed for all chapter members, both initiates and associates. The reason behind
this is to prepare the entire chapter for the taking or re-taking of one’s fraternal oaths. The events are
planned to enhance each members’ experience as a dedicated chapter member through the celebration
of brotherhood. This is to be an experience that all members treasure as a vital part of the Lambda Chi
Alpha experience.
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Learning Model
The Pre-Initiation Experience
Understanding pre-initiation is a crucial component of a brother’s experience and the Fraternity now
offers approved pre-initiation events and activities. Each activity is broken down in specific detail so initiated brothers understand the intended outcome of the event beforehand — how to appropriately conduct the event, and then, once the event is over, how to debrief the associate members to ensure they
make meaning of the experience and the intended takeaways and learning outcomes.
Rooted in the backbone of Lambda Chi Alpha’s four-step learning model, pre-initiation is a meaningful
last step in the education and development of associate members before Initiation. An important component of the Pre-Initiation program is experience-based learning. Pre-initiation experiences should be
themed around the Seven Core Values.
Using Lambda Chi Alpha’s educational model, brothers and associate members are given the opportunity to reflect and make meaning of that experience before sharing their thoughts and insights with one
another. This model allows brothers to see “real world” applications of Lambda Chi Alpha’s Core Values
and provides a forum for brothers and associates members to learn from one another through specific
events and discussions.
It is essential that the Lambda Chi Alpha Learning Model is being utilized after each pre-initiation event.
By using the Learning Model, members will not only have meaningful experiences that align with the PreInitiation program, but they will also gain a better understanding of the meaning of each event and how
they take those teachings and apply them to their daily lives.
After conducting the experience, you should host a chapter-wide debriefing immediately after the activity. Allow some time for everyone to think through their shared experience, then all members should
come together to share their reflections of the activity and how it relates to the Fraternity, its values, and
our mottos and symbols. Continuing to grow in the knowledge of Lambda Chi Alpha is essential to keep
chapter members motivated.
Continued
Navigation
Learning Model
Developing a Program
The best way to create a great experience during Pre-Initiation is to have as many members participating
in all events as possible. The effects of Pre-Initiation are essential to the understanding of Lambda Chi
Alpha. Therefore, most of these events should be mandatory. Obviously, if members have prior engagements one cannot be forced to attend, but most members should want to attend these events because
of their importance. Not to mention that they are important but they are also fun and crucial to the bond
that we all possess as members of Lambda Chi Alpha. Now that attendance has been stated as an important element in a good Pre-Initiation experience, let’s look at other critical parts to a great experience.
As the chapter put together the schedule and lesson plan for pre-initiation week, here are a few things to
consider:
•
Length of Pre-Initiation: The time period for Pre-Initiation should be approximately three to five
days. The chapter will need to prepare in advance for these events, and they will be more organized
because of it. A week long program that is highly organized can be efficient and much more effective
than an unorganized, thoughtless program. The worst aspect of longer Pre-Initiation could be a lack of
interest and participation, or members tiring and thus not effectively benefiting from the experience.
•
Choosing Events: Just because an event has been used in the past, does not mean that it has to
be used for every Pre-Initiation. The difference between the Ritual Exemplification and the Initiation ceremony is Ritual is the culmination of the preparation made by the chapter. The preparation is different
for each group. Every chapter has different needs to assess in order to prepare for Ritual. In this way,
different events can be employed to address those needs. Being organized and offering thoughtful
experiences will engage the passion of experienced members as well.
•
Being Mindful to Reduce the Potential for Harm: While all members know that preparing for ritual
is very important, brothers must also consider the obligation to offer a safe and secure environment to
share the experiences. Though not always solemn, these events should be treated with a degree of
reverence and respect.
• The presence of alcohol and other controlled substances are strictly forbidden.
• Being under the influence of any controlled substance should disqualify attendance.
• Any time an open flame is present, a working fire extinguisher should be at hand.
• Events should be in compliance with all local, state and federal laws, as well as all fraternal laws and policies.
Continued
Navigation
Learning Model
In order to make your Pre-Initiation a successful one it will be important to assess your chapter’s needs.
In planning the different kinds of activities needed it will be important for the High Kappa and High Phi
to evaluate the chapter by asking the following questions:
1. What are the strengths of my chapter?
2. What are some of the challenges that are faced by my chapter?
3. How prepared are all members for receiving our Ritual?
4. Was there an event that may have strained chapter relations?
5. What are the current trends of the chapter?
After the High Kappa and High Phi have addressed these questions, it will be important to then plan
out the chapters Pre-Initiation events. Let’s say that during the academic term there was a fight between
members during a chapter’s intramural football game. This fight has separated the chapter ever since.
It would be a good idea then to focus the events on unity, teamwork, and the bond that we all share
together. This special emphasis may not be required the next term, but instead may need to focus more
on the some of the teachings of our Associate Member Ceremony.
For examples of pre-initiation activities, please review the Pre-Initiation Guide in the Document Library on
Officer Portal.
Navigation
Learning Model
Once the High Gamma has submitted the request for initiation and ONLY upon authorization of the
Office of Administration, the High Phi can organize the execution of the Initiation Ritual.
In order for chapters to receive approval from the General Fraternity to initiate their Associate Members,
the chapter will need to submit the “Request an Initiate Class” via Officer Portal no later than 15 days
prior to the initiation date.
While this task does not require a lot of action by the High Phi, it is your responsibility to ensure the
High Gamma completes this form by the deadline to avoid getting fined for an illegal initiation.
The High Gamma will only be able to request initiation for Associate Members who have validated their
account. Each Associate Member should have received an email with a validation link after they were
first reported as new members in Officer Portal.
Any Associate Members who have not validated their account will appear in red on the “Request
Initiate Class” form. The High Gamma has the ability to resend the validation links, and should contact
the General Fraternity if they are unable to resend the validation links.
After the High Gamma has submitted the request for initiation and upon authorization from the General
Fraternity, the High Phi can conduct the Initiation Ritual ceremony for the potential initiates. Remember,
the Initiation Ritual ceremony must be conducted exactly as it is outlined in the High Phi Manual.
Navigation
Coordinate and conduct the Initiation Ritual as
outlined and approved by the General Assembly
(Upon authorization by the Office of Administration)
Schedule and conduct ZAX Sessions with all initiated
brothers
It is important to hold ZAX sessions with all initiated members. There are three major types of ZAX Sessions listed in the High Phi Manual:
- an overview session: to increase members’ knowledge of how our ideals are expressed in the
initiation ritual and to create an interest in developing knowledge of our ritual
- a technical session: to increase members’ knowledge of the mechanics of our initiation ritual
and to create interest in pursuing further the ideas and techniques of ritual.
- and an application session: to increase the skills of individual brothers in discussing themes
found in the initiation ritual, to develop the ability to apply the ideals expressed in our rituals to actions
occurring in the daily life of the individual and chapter, and to demonstrate that serious discussion of our
ritual among brothers is appropriate.
Continued
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More often than not, most High Phis believe their job is done at the conclusion of the initiation ritual. But
unbelievably, the most important responsibility you accepted with the office of High Phi still remains…
which is conducting ZAX sessions with the chapter.
Schedule and conduct ZAX Sessions with all initiated
brothers
1. Review of Associate Member Ceremony- this session can be done one-on-one with Big Brothers or in a large group setting, and should include a review of the oaths in the ceremony and their applications.
2. Pre-Initiation Discussion of the importance of Ritual- this session is designed to mentally prepare
initiated brothers for the Initiation Ritual and why ritual is important. It recommended to use the “Ritual
What and Why” and “Secret Thoughts of Ritual” handouts during this session. Both of these documents
can be found in the Document Library on Officer Portal.
3. Informal Session Training- this training is designed to increase individual’s ability to respond
appropriately in this important part of our initiation ritual. This session should be done one to two weeks
before initiation. An outline of the Informal Session Training in the High Phi Manual.
4. ZAX session immediately following the Ritual- a ZAX session should be completed within one
week of the ceremony so that the experience is still fresh on brothers’ mind, and should incorporate all
degrees of the Initiation Ritual. If possible, it would be helpful to have the ritual equipment out on display
and the degree teams present during the ZAX sessions
5. Year Round ZAX sessions- To continually reinforce the teachings of our ritual; the chapter
should schedule a minimum of two ZAX sessions to be conducted at different points in the middle of the
academic term. These sessions should include another brief review of symbols and meaning, but should
take a more in depth look at applying the Ritual to daily life. Get creative with these sessions and make
it something that brothers will get excited.
To see the outline of the ZAX Sessions, utilize pages 114-133 in the High Phi Manual.
Navigation
A chapter whose members understands our ritual and applies it to their daily lives is a strong chapter
quite capable of dealing with momentary operational blemishes. But turning ideals into action is not
something that can be left to chance; it must be encouraged by the chapter’s attitude toward ritual and it
must be started by scheduling ZAX sessions. There are a few key elements of a strong ZAX program:
Prepare for and meet with the ELC during his visit
In addition to this Operation Guide, during your meeting with the ELC you should bring the following
items to your meeting:
•
Officer goals and action plan
•
Copy of officer budget
•
Copy of officer calendar
•
Committee Assignments
•
Committee goals, minutes, and evaluation reports
You should also come to your meeting with questions to ask the ELC. This is a great opportunity for
you to address any issues or concerns you may have about your office and get some feedback and
recommendation.
As the High Phi some specific information you should share with your ELC includes the following:
•
Chapter/colony’s pre-initiation program and calendar
•
Description on the procedures and logistics of executing the chapter’s ritualistic ceremonies
•
Officer goals for the term
The ELC meeting is a great place to receive feedback on upcoming events, gain ideas of education
sessions, and get your questions and concerns answered. Take full advantage of this meeting.
Navigation
Lambda Chi Alpha maintains a team of Educational Leadership Consultants (ELC). One of the
most valuable services offered by the General Fraternity, the ELCs provide professional analysis and
assistance for each chapter – twice annually – with emphasis on the chapter operations, membership,
or special problems. They work with the chapter officers in evaluating their duties, analyzing current
problems, and developing pragmatic programs suited to each chapter’s special situation.
Transition the incoming High Phi
For a chapter/colony to be successful, it is important this its officers don’t “reinvent the wheel.” Valuable
information and resources are lost each year due to an ineffective transition process.
To assist in this process an Officer Transition Checklist can be found in the Appendix.
It is recommended that both the incoming and outgoing officer review the checklist before the actual
transition occurs.
Navigation
It is your duty to ensure that the officer who follows you is better prepared to hold the office than you
were when you entered. All good work and knowledge that you gained while serving on the High
Zeta should be passed on to the next High Phi in its entirety. Make sure that all knowledge that he
needs to be successful is transferred to him.
Prepare
This
is where
for and
theparticipate
Title goes for
in High
the Header
Zeta retreat
of the
Manual Officer Task
A retreat allows a chapter to step back and examine its membership and operations, to renew its commitments to each other and Lambda Chi Alpha and to plan for the future.
“The High Beta shall serve as Vice President of the Chapter and shall assist the High Alpha in the performance
A
goodofretreat
his duties,
has several
and infeatures:
the absence or disability of the High Alpha, he shall succeed to his powers
be an exofficio
1. It is truly
a retreat,
from the
and everyday
life. Hotels,
otherwithout
chapmember
of allheld
otheraway
committees
ofcampus
the Chapter,
including chapter
the Executive
Committee,
ters,
state
parks
and
resorts
are
all
excellent
sites
for
a
retreat.
A
retreat
may
be
for
a
single
day,
a
a vote, except that he shall have a vote on the Executive Committee if he has been elected as one ofhalf
the
day,
three hours,
or could
include
as many
as three
days away
campus.
two active
members
or as the
alternate
member
as provided
for from
in Code
III-30”
The general
2. A responsibilities
clearly establishofpurpose
the are
retreat
communicate to involved brothers. A chapter may
the HighforBeta
as is
follows:
choose to have a retreat to discuss problems among brothers, address a specific issue like recruitment,
• Involve
or
to plan all
for brothers
the coming
in the
school
chapter’s
term. programming through the use of teams, committees, and incentive
3. All affected brothers are expected to participate. Some retreats may only be for a specific
• Involve all
committee
or chapter
the Highbrothers
Zeta; most
in worthy
are forcampus
the entire
activities,
membership.
events and affairs.
Act as4.the
•
A good
chapter’s
retreat
second
offersranking
a variety
officer,
of activities,
replacing
regardless
the High of
Alpha
its focus.
in his absence
There should
or inability
be an effort
to function.
to
balance fun with learning and serious discussion. There should be an effort to balance fun with learning and serious discussion. The retreat features events and competitions that will build brotherhood. All
•
Serveare
as an
ex-officio,
retreats
alcohol
free. non-voting brother of the Executive Committee, unless elected as a voting brother
Depending on the chapter’s circumstances, there may be annual or semiannual retreats for the High
Zeta.
retreat for the High zeta focuses on goal setting, calendar planning and building a winning
OfficerATransition
team of officers.
For a chapter/colony to be successful, it is important that its officers don’t “reinvent the wheel”. Valuable
A
standard High
Zeta retreat
round
table
discussion
of transition
each officer
and the
individual
staninformation
and resources
areincludes
lost eachayear
due
to an
ineffective
process.
Valuable
information
dards
areas
that
officer
is
responsible
for.
The
High
Zeta
provides
feedback
and
suggestions
for
improvand resources are lost each year due to an ineffective transition process. To assist in this process, an Ofing
area.Checklist
The Highwas
Zeta
then sets
the in
chapter’s
goals for the coming year or semester
ficereach
Transition
created
andpriorities
can be for
found
the Appendix
and determines what committees and officers were responsible for achieving each goal. A discussion
on
together
and
opening
lines ofand
communication
is also
held.theIf checklist
possible,before
the High
Zeta should
It is working
recommended
that
both
the incoming
outgoing officer
review
the actual
transiparticipate
tion occur. in team building activities (this requires the use of outside facilitators specially trained for such
events) to build trust in each other and understanding of other people’s opinions.
Continued
Navigation
According
The
High Zeta
Code
Retreat
III-17 of the Constitution and Statutory Code of Lambda Chi Alpha,
Prepare
This
is where
for and
theparticipate
Title goes for
in High
the Header
Zeta retreat
of the
Manual Officer Task
As a new officer for a one-year term, you should set three or more SMART Goals for you to achieve by
the end of your term. An explanation of SMART Goals can be found in the Appendix (LINK).
As a new officer for a one-year term, you should set three or more SMART Goals for you to achieve by
the you
As
end prepare
of your term.
and participate
An explanation
in the of
High
SMART
Zeta Goals
Retreat,can
make
be sure
foundthat
in the
youAppendix
have received
(LINK).
and reviewed the following:
•
An electronic copy of the High Phi Operations Guide
As you prepare and participate in the High Zeta Retreat, make sure that you have received and reviewedAthe
•
copy
following:
of last year’s High Phi Budget and Calendar
•
A written summary of the last year’s goals and accomplishments
•
An electronicCalendar
Pre-Initiation
copy of the
andHigh
outline
Phi Operations Guide
•
A copyforofthe
Dates
lastritual
year’s
exemplification,
High Phi Budget
Associate
and Calendar
Member Ceremony, ZAX sessions, and other chapter ceremonies.
•
A written summary of the last year’s goals and accomplishments
•
Pre-Initiation Calendar and outline
•
Dates for the ritual exemplification, Associate Member Ceremony, ZAX sessions, and other chapter ceremonies.
Continued
Navigation
The Role of High Phi
Prepare
This
is where
for and
thepresent
Title goes
thefor
duties
the Header
of High of
Phithe
in
Manual Officer
Fraternity
Education
Task
“The
Beta shall serve
President
of the Chapter
shall
assistoffice
the High
in the Read
perforUtilizeHigh
this operations
guideasasVice
a model
to communicate
the and
duties
of your
to allAlpha
members.
mance
of his duties,
and intask
the and
absence
or disability
of the that
Hightask
Alpha,
he shalltosucceed
to his
each numbered
operations
expound
on why/how
is pertinent
the success
of powers
your
and
duties.
He
shall
be
Chairman
of
the
Committee
on
Membership
Involvement
of
his
Chapter.
He shall
chapter.
be an exofficio member of all other committees of the Chapter, including the Executive Committee, without
a vote,
The
job except
of eachthat
officer
he shall
is to have
leaveathe
vote
chapter
on thebetter
Executive
than Committee
they came ifinto
he ithas
andbeen
providing
electedlegitimate
as one ofex-the
two active of
planations
members
officer duties
or as the
willalternate
assist in member
officer transitions,
as provided
committees,
for in Code
andIII-30”
holding officers accountable
to completing their tasks.
Fraternity Education, High Zeta Presentation Outline
programs
1. to
Introduction
maximize (Your
participation.
name, major, why you joined Lambda Chi Alpha, etc.)
• Involve
2. all
Overview
chapter of
brothers
position
in (Roles
worthyand
campus
Responsibilities)
activities, events and affairs.
Act as3.the
•
Why
chapter’s
you took
second
this position
ranking officer, replacing the High Alpha in his absence or inability to function.
4. Goals (What do you hope to accomplish during your term)
of the Executive
5. Upcoming
Events
Committee.
6. Involvement Opportunities (Recruit for your committees)
Officer Transition
7. Questions
information and resources are lost each year due to an ineffective transition process. Valuable information
Continued
Navigation
To aid in the
According
Code
transition
III-17 process
of the Constitution
and in the overall
and Statutory
knowledge
CodeofofallLambda
members
ChiofAlpha,
your chapter, each officer
needs to present his duties to the chapter membership during Fraternity Education. Explaining your office
must be more comprehensive than saying “I am the Ritualist” in your first chapter meeting.
Perform
This
is where
and memorize
the Title goes
the for
Ritual
thefor
Header
Conducting
of the
Manual Officer
Business
Meetings
Task
The
equipment
is needed
forofficer,
the ceremony:
• Actfollowing
as the chapter’s
second
ranking
replacing the High Alpha in his absence or inability to function.
• Altar or deltoid table
• Plain white tablecloth
• Greek lamp
Officer Transition
• Bible
information
• Fire
extinguisher
and
resources are lost each year due to an ineffective transition process. Valuable information
and
resources
are
lost each
due toforaneach
ineffective
process. title
To assist
in this process, an Of
• Officer collars
and year
pendants
officer transition
with a Greek-letter
(Optional)
ficer Transition Checklist was created and can be found in the Appendix
• Coat of arms painting (Optional)
It is recommended that both the incoming and outgoing officer review the checklist before the actual transition
occur.
• Flag of country chapter is located (Optional)
• Fraternity flag (Optional)
For a copy of the Ritual for Conducting Business Meetings, visit the Document Library on Officer Portal.
Navigation
Most commonly
According
Codeused
III-17ceremony
of the Constitution
(besides the
andAM
Statutory
Ceremony
Codeand
of Lambda
initiation)Chi
is the
Alpha,
Ritual for Conducting
Business Meetings. This ceremony is designed as a reminder of our common bond and the need for
constant striving toward our ideals, and should be used at all formal business meetings of each chapter
and colony. This ceremony is an open ceremony even though it is derived from the initiation ritual of
“The High Beta shall serve as Vice President of the Chapter and shall assist the High Alpha in the perforTheta Kappa Nu.
mance of his duties, and in the absence or disability of the High Alpha, he shall succeed to his powers
and
duties. Heisshall
Chairman
of the
the Associate
CommitteeMember
on Membership
Involvement
of his
Chapter.
He shall
This ceremony
not be
to be
used with
Ceremony,
the Initiation
Ritual,
the Installabe an
of all other
the Chapter,
Committee,
without
tion
of exofficio
Officers member
when conducted
as committees
a separate of
ceremony,
or aincluding
Memorialthe
toExecutive
a Member.
Both initiated
a
vote,
except
that
he
shall
have
a
vote
on
the
Executive
Committee
if
he
has
been
elected
as
one
of the
and associate members should be present at this meeting. Guests may also be present, if appropriate
to
two
active
members
or
as
the
alternate
member
as
provided
for
in
Code
III-30”
the meeting. The dress attire for formal business meetings should be “badge attire”, which consists of a
shirt, slack, and tie with a jacket as optional. When members are wearing more formal attire it is approThe general responsibilities of the High Beta are as follows:
priate for the officers to wear their collars and pendants.
The High Alpha, High Beta, and High Phi must memorize the appropriate parts. Each initiated member
must memorize the creed. Neat, business casual dress is appropriate for most settings, with more formal
badge
attire
for special
occasions.
• Involve
all chapter
brothers
in worthy campus activities, events and affairs.
Arrange
This
is where
for appropriate
the Title goes
debriefs
for the during
Headerthe
of Initiation
the
Manual Officer Task
Ritual
“The
High Beta
shall
serve
Vice
of breaking
the Chapter
andand
shall
assist thethe
High
Alpha in
perforThe narration
is a
great
wayasfor
thePresident
brothers to
down
analyzing
ceremony
asthe
they
mance
his duties,
and inasthewell
absence
or disability
of thefor
High
Alpha,
shallinitiation.
succeed to his powers
progressofthrough
the ritual,
as serves
as a refresher
alumni
that he
attend
be anbrother
Any
exofficio
canmember
read theofnarration
all other committees
but it is recommended
of the Chapter,
that including
the High Pi,
theAlumnus,
Executiveor
Committee,
an older brother
without
a vote,
in
the chapter
except take
that on
he shall
this role
have
during
a vote
theonceremony.
the Executive
It would
Committee
be bestiftohehave
has the
been
High
elected
Pi oras
anone
alumnus
of the
two active
perform
themembers
narrationorasasopposed
the alternate
to themember
High Phiassince
provided
he would
for inbe
Code
busyIII-30”
setting up equipment and running the show.
To get a copy of the ritual narration, contact your Educational Leadership Consultant for assistance.
• Involve all chapter brothers in worthy campus activities, events and affairs.
• Act as the chapter’s second ranking officer, replacing the High Alpha in his absence or inability to function.
Officer Transition
information and resources are lost each year due to an ineffective transition process. Valuable information
Continued
Navigation
The narration
According
Code
of the
III-17
ritual
of is
theanConstitution
explanationand
of ceremony
Statutory Code
as youofare
Lambda
progressing
Chi Alpha,
through the ritual exemplification. This narration further elaborates the ceremony and reminds us of the oaths we have pledge
ourselves to for the remainder of our lives.
Perform the Officer Installation Ceremony
As an open ceremony, the installation often will occur as part of a banquet or at a chapter meeting
followed by a reception with light refreshments. Families and friends, local alumni, college or university
officials, associate members and all chapter members should be invited to the ceremony.
In order to prepare for the Officer Installation Ceremony, you will need to complete the following:
• Decide on a date, setting, and location for the ceremony.
• Check with incoming and outgoing High Gammas and High Alphas about the list of incoming officers and any guests that will be in attendance.
• Meet with the High Pi or alumnus performing the ceremony to make sure he can be prepared to perform the installation.
• Check and clean all equipment necessary, such as the Delta table and the Officer Collars.
This a formal occasion so members should be in badge attire.
A copy of the Officer Installation Ceremony can be found in the Document Library on Officer Portal.
Once new officers are elected into their positions, there shall be an official installation ceremony
performed. This ceremony is a transition ceremony that is primarily the responsibility of the High Pi or
another advisor or alumnus. As High Phi, you should assist him with planning and preparing for this
ceremony.
Personal
Navigation
Perform
This
is where
the graduating
the Title goes
senior
for the
ceremony
Headerfor
of the
Manual Officer
graduating
members
Task
Lambda Chi Alpha has an open and a closed Graduation and Alumni Ceremony. The open ceremony
is an exoteric ceremony, open to members and non-members alike. This ceremony is to reaffirm and
continue the dedication the graduating senior has shown throughout his collegiate career.
This ceremony should be performed before graduation. All parts should be memorized. Attendees
should be dressed in badge attire.
The open version of the Graduation and Alumni Ceremony can be found in the Document Library on
Officer Portal. To access the closed version of the Graduation and Alumni Ceremony, contact your
Educational Leadership Consultant.
The atmosphere of the ceremonies are formal, but with a feeling of warmth and brotherly affection.
Equipment needed for the ceremonies include:
• Active Badge
• Altar and cloth
• Associate Member Pin
• Bible
• Cross and Crescent Collars with Pendants
• Cross and Crescent Pyramid (Other Cross and Crescent emblem may be substituted.)
• Fire Extinguisher
• Greek lamp
• Officer Collars and Pendants for 7 Members of Performance Team.
The Performance Team consists of the: High Phi, High Gamma, High Beta, High Alpha, High Kappa,
High Tau, and the High Epsilon. The Performance Team is dressed in coats and ties. The Performance
Team members assume their prescribed positions around the altar. An alumnus participates in this
ceremony as well, and he should wear a coat and tie and one of the Cross and Crescent collars.
Graduation Ceremony
Personal
Navigation
Officer Transition Checklist
Duties and Responsibilities
• What are my officer duties and responsibilities?
• Approximately how much time do I spend
with each?
Advisers
• Do I have an adviser? If so, what is the
role between the two of us?
• What is my role with the Greek adviser?
• Who is the educational leadership consultant in this area?
Officer Manual
• Do you have a copy of the officer manual?
• Were there any sections that you found
more beneficial?
Ceremonies/Rituals
• Do I have a role in the Associate Member
Ceremony?
• Do I have a role in the Ritual for Conducting Business Meetings?
Officer Notebook
• Do you have an officer notebook?
• What should be included in it?
Constitution and Statutory Code, By-Laws
• Are there any policies that directly relate to
this office?
• Are there any policies that I am responsible
for enforcing?
Officer Reports
• Are there any reports that I am responsible
for?
• If so, when, by whom, and how do they
need to be completed?
Event Planning Form
• What is the Event Planning Form?
• When do I need to complete them?
Continued
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Committees
• What committees am I on?
• What do I need to know?
BasicAdvancedExceptionalAppendixPersonal
This checklist will provide the incoming and outgoing officer with many talking points that should be
covered during the transition.
Officer Transition Checklist
Meetings
• What is my role at the chapter
meeting? High Zeta meeting?
• Am I a member of the Executive
Committee?
Programs and Events
• What programs, projects, and/or
events were effective during the year?
Why?
• What programs, projects, and/or
events were not effective during the
year? Why?
Yearly Calendar
• When did you schedule your
events? When should I?
• Are there any deadlines I should
know about?
Budget
• Can I see a copy of your budget from
last term?
• What areas do I need more or less
money?
• Brainstorm and develop a budget
proposal.
Advice
• If you had an additional year, what
would you do different?
• What advice do you have for me?
Navigation
Additional Questions/Concern
Officer Goals
• What were your goals?
• What goals were met and which ones
were not? Why?
• Brainstorm and develop new goals
Sample Officer Budget
Step #1: List all projects, events, activities, etc. that you would like to implement or utilize:
Example: Ritual Equipment; Pre-Initiation
Step #2: For each project, event, or activity, identify budget items and anticipated costs for each item
Ritual Equipment
Budget Items/ Notes
Officer Collars with Pendants
Candles
Flashlight
Light bulbs
TOTAL BUDGET
Anticipate Cost
$1000.00
$75.00
$50.00
$50.00
$1175.00
Example Budget Items
•
•
•
•
•
•
•
•
•
•
•
•
•
.
Service Fees, Late Fees, or Bank Fees
Penalties, Fines, and Damages
Event or Conference Registration Fees
Meeting Room/ Venue Rental Fees
Meals and Food Expenses
Decorations, Giveaways, and Banners
Audio/Visual Equipment
Teambuilding/Educational Supplies
Office supplies, binders, paper
Postage, Copies, Printing & Shipping
Ritual Equipment and supplies
Website Domain Registration
Housing supplies:
o Light Bulbs, Bathroom Supplies, Bat
teries, Cleaning Supplies, Tools, etc
• Dining Supplies:
o Utensils, Plates, Napkins, Cups, Condiments, Trash Bins, etc.
• Council Dues and General Fraternity Dues
• Risk Management Assessment Fees
• Philanthropy and Service Expenses
• Scholarship Fund
• Gifts and Donations
• T-Shirts/Design Fees
• Transportation
• Hotel / Lodging
• Entertainment (DJ or Band), Security
• Composite
• Savings/Reserve Fund
Continued
Navigation
Creating a budget for your position is one of the most important steps as an officer, but it doesn’t have
to be complicated. Follow these three simple steps to determine how much funding you need and how
you plan to spend it. You should develop a budget or operating plan for the entire academic year. It is
recommended that you plan for each semester or quarter and add the summer months if applicable.
Sample Officer Budget
High Zeta Office: High Phi
Projects, Events, or Activities
Ritual Equipment
Pre-Initiation
TOTAL BUDGET
Proposed Budget
$1175.00
$500.00
$1675.00
Navigation
Present proposed budget totals for each project and overall to the High Tau
SMART Goals
Specific: Not be vague or general
Measurable: Quantified or Qualified
Attainable: Within the chapter’s circle of influence Righteous: Aligned with Lambda Chi Alpha’s values
Timely: Reasonable deadline for action
Non-specific & ineffective goal: “A stronger committee system.”
Specific & more effective goal: “By the end of the term, there will be four functioning chapter committees, and every chapter activity will be coordinated by a committee.”
Because the revised goal is more specific and measurable, it helps you decide if the goal was met. And
without a specific timeline, it’s too easy to say, “Someday, we’ll achieve this goal.”
Create three SMART short-term goals that are to be completed by the end of the current term.
Goal #1:
Due Date:
Goal #2:
Due Date:
Goal #3:
Due Date:
How can SMART goals be used to assess progress? Be SMARTER!
Making your SMART goals SMARTER will help your chapter set more effective goals, and will help
maintain continuity, ever after you leave office. To accomplish this, SMART goals should also undergo
the following steps:
Evaluate: Assess the progress of goal
Revise:Modify goal as needed
For example, if your goal was to recruit 25 associate members during the fall and spring semester, and
your chapter recruited 30 members in the fall semester, your goal should change. Perhaps the initial
goal was not challenging enough. If your goal was to complete 1,000 service hours as a chapter, but
you only get 900, you should examine why you missed your goal. This can help you identify areas of
opportunity in your chapter or areas of opportunity in your goals
Navigation
Goal setting is a method of developing a plan to meet your objectives as a chapter and your responsibilities as a leader. A goal is more effective when stated in terms that follow the SMART approach:
Ritual Equipment Inventory Checklist
___Fire extinguisher
___Copies of Initiation Ritual (7 small books)
___Compass
___Large Delta on the Floor (Duct Tape or Carpet)
___Chart of the Outer Circle (Form 24)
___Triangular Altar
___Water basin
___Altar Cloth Set (White, Purple, Green, & Gold)
___White hand towels
___Bible
___7-branch candelabrum
___Officer robes/hoods/sashes (7 sets)
___Red Candles (minimum of 9)
___Officer masks (minimum of 7)
___Sandglass
___Officer collars with pendants (13)
___Deltoid candelabrum
___Candidate robe/hood/sash
___White Candles (minimum of 5)
___Non-participating Candidates robes or similar
___Electric badge
___Candidate blindfolds
___Coat of Arms painting
___Binding cords/rope
___Pallet or Coffin
___Flashlight w/ batteries (2)
___Candle holder at the coffin head
___Delta Pi plaque
___Extension cords
___Bowl for sand
___Chopin’s Funeral March
___Sand
___American or Canadian Flag
___Grains of corn (5-7)
___Gavel (optional)
___Swords (2)
___Fraternity flag (optional)
___Greek lamp
___Reading lamp (optional)
___Bottle of lamp oil
___Miscellaneous—light bulbs; safety pins;
white sheets
Navigation
___High Phi Manual
Obligation for Associate Member Ceremony
1. I am not a member of, and I hereby agree not to affiliate with, any other national general
fraternity at any institution or any local fraternity at this institution.
2. I am confident I will have the time and means to meet all of my Fraternity obligations as defined in the Constitution and Statutory Code.
3. I regard the Lambda Chi Alpha Fraternity in a spirit of sincerity and respect, with a desire to
give its teachings my earnest consideration and with the intention to perform cheerfully whatever tasks I
may be assigned for the good of the Fraternity.
4. I understand the Lambda Chi Alpha ritual is based, in part, upon the moral and ethical teachings of the Holy Bible, and I can accept membership without reservation.
I promise to conduct myself at all times as a gentleman, to show courtesy to all; to avoid unnecessary
display of my affiliation with Lambda Chi Alpha; to support the interests of the Fraternity; to labor with
diligence to maintain my scholarship, activity in college affairs and other pursuits; and I furthermore
promise to receive every member of this chapter as a brother, without reservation or evasion.
Navigation
Being convinced of the value and desirability of membership in the Lambda Chi Alpha Fraternity I hereby, of my own free will, offer myself as a candidate for initiation in due form into the Fraternity, pledging
upon my honor that:
Personal Notes
Navigation
The area below is for you to write notes that will help you fulfill your role as an officer of your Zeta.
Officer Transition
Frequency
Officer Tasks
Use the text box below for additional notes about your personal officer tasks
Navigation
The table below allows you to create your own Officer Tasks, the frequency with which you should complete the tasks, and a check box to use once you completed the task. When the next brother takes over
your position you can review this section as part of your officer transition.
Questions/Concerns
If you have any questions about the specific content in this
document, please contact:
programming@lambdachi.org.
If you are experiencing any technical difficulties with this
document, please contact:
communications@lambdachi.org.
Visit Lambda Chi’s Web Platforms
Website: lambdachi.org
Officer Academy: oa.lambdachi.org
Officer Portal: op.lambdachi.org
Member Portal: mylca.lambdachi.org
Stay Connected on Social Media
Like us on Facebook at: facebook.com/lambdachi
Follow us on Twitter: @LambdaChiAlpha

High Phi Operations Guide

Transcription

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