Officer Training

1. Officer Training Preparing the Leaders of Tomorrow

2. Agenda • Officer Responsibilities • Four Minimum Requirements for Chapters to Remain Active • Retention • Chapter Goal Setting • List of Resources

3. List of Officers • Counselor • President • Vice President • Membership Chair • Secretary • Foundation Representative • Treasurer • Historian

4. Counselor • Install local chapter officers; • Mentor chapter officers; • Serve on the chapter’s Executive Committee; • Assist in planning chapter activities; • Act as a liaison for the chapter in the college community to keep others informed of activities and events. • Provide for the safekeeping and accessibility of records and properties of the chapter • Serve on the Membership Committee; and • Ensure observance of the rituals.

5. President • Preside over all general membership and Executive Committee meetings; • Organize officer elections and officer transitions; • Complete annual report after Treasurer has finished the financial section; • Appoint committee members when necessary; • Monitor performance of committees; • Guide the Executive Committee in setting chapter goals and preparing the chapter calendar; • Recognize accomplishments of members; • Know the governing principles of Kappa Delta Pi; • Participate in chapter programs and activities; and • Submit required reports.

6. Vice President • Preside in absence of the President; • Chair the Program Committee and conduct programs designed to maximize member retention; and • Conduct all public relations for the chapter. (Ideally, public relations should be conducted by an entire committee, with the Vice President serving as chair.)

7. Membership Chair • Preside over Membership Committee meetings; • Manage selection of members; • Host recruitment efforts; and • Create and implement methods for retaining membership.

8. Foundation Representative • Develop fund-raising programs which motivate individuals to donate to the KDP Educational Foundation; • Promote Foundation scholarships; and • Become the liaison between the chapter and the KDP Educational Foundation.

9. Treasurer • Receive and record all initiate documents; • Keep accurate records of chapter funds; • Complete the financial section of the annual report; • Access university funding; • Coordinate the budget preparation process; and • Assist the Vice President, Program Committee, and Foundation Representative in developing fund-raisers.

10. Secretary • Maintain minutes and attendance records at meetings; • Formulate agenda, in conjunction with the President, to use at meetings; • Submit Initiate Information forms and fees within two weeks after the initiation; • Conduct all chapter correspondence; and • Maintain accurate records of active and inactive chapter members.

11. Historian • Preserve all chapter documents and historical records; • Develop a photographic history of the chapter; • Call Headquarters at least four weeks before the chapter’s initiation for historical information (if not already obtained); and • Document chapter activities and forward to Society Headquarters.

12. Committees Committees consist of general members and/or officers led by a designated chairperson. • Standing Committees • Executive: Chapter Officers • Program: brainstorms and puts into action programs the chapter wishes to pursue • Membership: responsible for member recruitment and retention • Ad Hoc Committees: formed for a specific purpose or program and then dissolved when the job is complete.

13. Four Minimum Requirements for Chapters to Remain Active • At least one initiation must be held per academic year (more if desired or needed); • Minimum of one gathering of the entire membership is required per year (more than one is strongly encouraged) • Chapters must file an annual report with KDP Headquarters by August 1; • Chapters are required to attend a regional or national conference each biennium.

14. Initiation • Use the online Initiation Guidebook to plan and facilitate an Initiation. • Schedule an orientation meeting prior to Initiation, and view the ‘KDP 101’ DVD and the Orientation PowerPoint. • Submit Initiation paperwork and membership dues for new members to KDP Headquarters within two weeks of the initiation.

15. Initiation Continued • Minimum national standards for membership: • Undergraduate: 30 semester hours, 3.0 GPA, and 12 hours of professional education courses programmed, in progress, or completed • Graduate: Six credit hours completed at the chapter’s institution and 3.25 GPA • Update the chapter bylaws if the chapter’s standards for membership are different from the national standards. Updated bylaws need to be approved by KDP Headquarters before they are put into effect. Use the online bylaw template when updating bylaws.

16. Membership Program or Meeting • Use the Chapter Activities section on the KDP Web site as a resource for program ideas and information. • Plan programs around member interests and professional growth; the most common categories are: service projects, professional development, and social/networking events.

17. Annual Report • Document is due no later than August 1. • Fill out all three areas of this document: new officers, finances, and chapter activities. • Meet with the Treasurer(s) and the President(s) to complete this form before the end of the spring semester. • Use the ending balance from the prior year’s Annual Report as the beginning balance for the current year’s Annual Report.

18. Conferences • All chapters are expected to attend the National Convocation that is held every two years (held in November of odd years) • Regional Conferences: • I TEACH (general membership) • Leadership Summit (officers and counselors) • Cluster Meetings (officers) • Counselor Academies (counselors only)

19. Retention • Member education is vital during the first year of membership. Members must find value or feel involved, or they will not stay with your chapter • Explain the renewal process to members: online, renewal form sent by mail or e-mail, or by calling Headquarters (Annual national dues are $35) • Meetings must be well-organized and announced well in advance • Access retention ideas or activities online at www.kdp.org Successful chapters keep members involved through well-organized and thoughtful programs

20. Chapter Goal Setting Setting Your Chapter Up For Success: Meeting the Four Guidelines Tips for Success Because goals tend to be very broad, it is often difficult to know where to begin. Some things to consider about setting goals include: • Goals should be attainable. • Goals should be observable. • Goals should be measurable. • Goals should be time bound, not open-ended.

21. Chapter Goal Setting For each goal your chapter decides to pursue, make an action plan. Be sure to consider obstacles, resources, and measurable progress. Specify a leader and completion date for each action. For the full Goal-Setting Guide, go online at www.kdp.org

22. List of Resources • Chapter Services Online at www.kdp.org • Leadership Guidebooks in the online Chapter Resource Notebook • Recruitment and Orientation PowerPoints, tools, and resources • Chapter Services Consultant to answer your questions, take your order for supplies, or to provide resources. Call 800.284.3167 or e-mail mcs@kdp.org Best wishes for a wonderful and successful year!