Protocol Fundamentals
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Protocol Fundamentals A Workshop for Philo’s Presented by Janet E. Armand International Protocol Chairperson and Linda D. Brown, Kelly N. Davidson, Sandre Mitchell International Protocol Committee. CHANGE. “Nothing survives the passing of years without change…”

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Change

Protocol FundamentalsA Workshop for Philo’sPresented byJanet E. ArmandInternational Protocol ChairpersonandLinda D. Brown, Kelly N. Davidson, Sandre MitchellInternational Protocol Committee


Change

CHANGE

“Nothing survives the passing of years without change…”

“It is prudent, therefore, to periodically review and evaluate our organization’s social customs and how it functions within the parameters of social and organization decorum.”

International Past Grand Basileus Mynora J. Bryant


Mission statement

MISSION STATEMENT

Sigma Gamma Rho Sorority’s aim is to enhance the quality of life within the community. Public service, leadership development and education of youth are the hallmark of the organization’s programs and activities. Sigma Gamma Rho addresses concerns that impact society educationally, civically, and economically.


What is protocol

WHAT IS PROTOCOL?

  • The customs and regulations dealing with diplomatic formality, precedence, and etiquette.

PHILO

Good Manners & Representation


Protocol for receiving officers

PROTOCOL FOR RECEIVING OFFICERS

  • Introductions

    • International Grand Basileus (membership and affiliate’s stand).

    • Regional Syntaktes (membership and affiliate’s stand – Regional Level only when the Grand Basileus is not present).

    • National Philo President (Philos stand).

    • Regional Philo President (Philos stand).

    • Chapter Basileus or President (officer will stand, audience will applause).

    • Introduction of Officers (announce lowest ranking to highest ranking).

    • Recognition of Officers (announce highest ranking to lowest ranking).

    • Guests (announce highest ranking first).

      • Note: If guests speak, allow lowest ranking to speak first).

    • Public officials (highest to lowest ranking official).

    • Double titles (chose one: Dr. or Philo Advisor ).


How to pronounce officer s titles

HOW TO PRONOUNCE OFFICER’S TITLES

  • International Grand Basileus National President

  • International 1st Grand Anti-Basileus National Vice-President

  • Regional Syntaktes Regional President

  • Basileus Local President

  • Anti-Basileus Vice-President

  • Grammateus Financial Secretary

  • Anti-Grammateus Secretary

  • Tamiochus Treasurer

  • Epistoleus Editor


Protocol for introducing greeting and addressing sorority members

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING SORORITY MEMBERS

Members of Sigma Gamma Rho Sorority should never be addressed as Soror by affiliates or non-members. This greeting is reserved only for members of the sorority.


Protocol for introducing greeting and addressing sorority members1

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING SORORITY MEMBERS

  • International:

    • Introducing: All international officers should be introduced as International Grand. (ex. International Grand Basileus Joann Loveless).

    • Past officers should be introduced as International Past Grand. (ex. International Past Grand Basileus Corine Green).

    • Greeting or Addressing: All international officers should be greeted or addressed as Grand. You should use their last name only.

      • Good morning or good afternoon Grand Basileus Loveless.

      • Good morning or good afternoon Past Grand Basileus Bryant.

      • Grand Basileus Loveless, may I speak with you?


Protocol for introducing greeting and addressing sorority members2

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING SORORITY MEMBERS

  • Regional:

    • Introducing:All regional officers should be introduced starting with their region. (ex. Southwest Regional Syntaktes Brenda Canty, Central Regional Undergraduate Chapter Coordinator Pamela Lee).

    • Past officers should be introduced starting with their current status, region, office and name. (ex. Past Southeast Regional Syntaktes Jackie Mays).

    • Greeting or Addressing:All regional officers should be greeted or addressed stating their office first, then their name. You should use their last name only.

      • Good morning or good afternoon Syntaktes Canty.

      • Good morning or good afternoon Past Syntaktes Hiller.

      • Syntaktes Franklin, may I speak with you?


Protocol for introducing greeting and addressing sorority members3

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING SORORITY MEMBERS

  • Local:

    • Introducing: All local officers should be introduced starting with their office. (ex. Basileus Lillie Reed).

    • Past officers should be introduced starting with their office. (ex. Past Basileus Sadie Ludley).

    • Greeting or Addressing: All local officers should be greeted or addressed stating their office first, then their name. You should use their last name only.

      • Good morning or good afternoon Basileus Lott.

      • Good morning or good afternoon Past Basileus Penix.

      • Basileus McMillion, may I speak with you?


Protocol for introducing greeting and addressing appointed sorority members

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING APPOINTED SORORITY MEMBERS

  • Introducing:

    • International: All international appointed officers should be introduced as International. (ex. International Legal Advisor Karyn A. Thomas).

    • Regional: All regional appointed officers should be introduced starting with their region. (ex. Southwest Region Parliamentarian, Dolly Spencer).

    • Local: All local appointed officers should be introduced starting with their position. (ex. Rhoer Advisor Stephanie Rhine).


Protocol for introducing greeting and addressing appointed sorority members1

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING APPOINTED SORORITY MEMBERS

  • Greeting and Addressing

    • All local appointed officers should be greeted or addressed by their name.

      • Good morning or good afternoon Ms./Mrs. Caldwell.

      • Ms./Mrs. Wommack, may I speak with you?


Protocol for introducing dais

PROTOCOL FOR INTRODUCING DAIS

  • Dais Introductions – International, Regional and Local Meetings.

    • Establish who will be seated on the dais.

    • Create a seating reservation chart.

    • If there is a procession, where the participants will process in, a dais line-up should be created. Your president should be the last to process in on all levels of the sorority.

    • Once the participants are seated, the host will introduce the dais from left to center and from right to center.

    • Always introduce your president last.


Philo organizational chain of command local level

PHILO ORGANIZATIONAL CHAIN OF COMMAND LOCAL LEVEL


Philo organizational chain of command regional level

PHILO ORGANIZATIONAL CHAIN OF COMMAND REGIONAL LEVEL


Philo organizational chain of command international level

PHILO ORGANIZATIONAL CHAIN OF COMMAND INTERNATIONAL LEVEL


Operational courtesies international and regional officers visit

Chapter visits:

Complimentary Housing

Meals

Transportation

If your chapter is hosting an event and would like to invite your International and/or Regional President, you must send out the invitation minimum three weeks before the event date.

Follow-up with a call or card to see if the invitation has been received.

If the officer(s) accepts the invitation, send out the following information at lease two weeks before the event;

Type of event

Date

What is her role at the event

Transportation and hotel arrangements

Officer can make her transportation arrangements if she desires and notify the chapter about the cost and schedule.

Please communicate with your International and Regional President concerning any communication you received about the sorority or your affiliate club.

OPERATIONAL COURTESIESINTERNATIONAL AND REGIONAL OFFICERS VISIT


Operational courtesies don ts

Speaking on behalf of Sigma Gamma Rho Sorority (Don’t)

NO ONE, including members of Sigma Gamma Rho Sorority or affiliates should speak on behalf of the sorority unless authorized by the Grand Basileus, Regional Syntaktes or chapter Basileus.

All communications presented “en masse” to Sorors or Philo members must be previewed by the Grand Basileus, Regional Syntaktes or Philo President.

Establishing Protocol (Don’t)

Once the dais has been introduced, the next presenter should not say, “Protocol having already been established”.

OPERATIONAL COURTESIESDON’TS


Operational courtesies officer protocol

OPERATIONAL COURTESIES OFFICER PROTOCOL

  • Secure books/files necessary to perform your duties.

  • Know Philo guidelines/rules.

  • Present written reports for all meetings.

  • Follow International Grand Basileus’/Regional Syntaktes’/Philo President’s plan of action.


Operational courtesies duties of the host chapter boule or regional conference

OPERATIONAL COURTESIESDUTIES OF THE HOST CHAPTERBOULE OR REGIONAL CONFERENCE

  • Provides:

    • Accommodations for the Philo President.

    • Host chapter assistance to insure an orderly and efficiency conference registration and hotel registration process.

    • Transportation for International and Regional Philo Officers.

    • A refreshment welcome basket. (Optional)

    • Local publicity & arrangements for press conference for Philos.

      • Communicate with the International Philo Coordinator to get directions.


Operational courtesies installation of officers

OPERATIONAL COURTESIESINSTALLATION OF OFFICERS

  • International

    • National Philo Coordinator.

  • Regional

    • Regional Philo Coordinator.

  • Local

    • Chapter Advisor and/or Chapter Basileus.


Operational courtesies philo president protocol

OPERATIONAL COURTESIESPHILO PRESIDENT PROTOCOL

  • After installation - President introduces Philo installed officers and give a short acceptance speech.

  • Outgoing Philo President passes the gavel.

  • Outgoing officers are thanked for their service.

  • Duties/responsibilities are described to new officers.

  • Committee Chairs are announced.

    Note: Parliamentary rules should be used at all times when conducting chapter meetings.


Membership protocol

MEMBERSHIP PROTOCOL

  • Meetings

    • Attend, be timely, be recognized by Chair before speaking, be a team member.

  • Member to Member

    • Respectful communication.

  • Paraphernalia

    • Only Philo paraphernalia should be worn.

  • Courtesies of daily living.

  • Social graces.


Dress protocol for meetings

DRESS PROTOCOL FOR MEETINGS

  • Gold, White or White and Gold, suit, dress, pantsuit or skirt and blouse should be the attire for all meetings.

    Meetings:

    • Local

    • Area

    • Regional

    • Boule

  • Note: Casual jackets with the Philo shield, wording, etc. should not be worn to meetings. Wear appropriate clothing that will protect you from any change in temperature in the meeting room. For all business meetings business attire shall be worn.


  • Dress protocol for formal events

    DRESS PROTOCOL FOR FORMAL EVENTS

    • Appropriate Dress

      • Gold, White or White and Gold evening pantsuit, floor or tea length gown, evening suit.

      • Comfortable evening shoes.

      • Evening handbag.

    • Not Appropriate Dress

      • Street pantsuit, dress, dress suit or skirt or blouse.

      • Costume paraphernalia jewelry (Not to be worn on formal attire).

      • Casual shoes, flip flops, casual sandals.

      • Work handbag and Conference Registration bag.

        YOUR CONFERENCE REGISTRATION BADGE SHOULD NOT BE WORN TO ANY FORMAL EVENT


    Dress protocol for ceremonies induction

    DRESS PROTOCOL FOR CEREMONIES INDUCTION

    • INDUCTEES

      • White dress, dress suits or skirt and blouse.

    • PHILOS

      • Gold White or White, and Gold dress, dress suits or skirt and blouse.

        ABSOLUTELY NO PANTS!

        Recommendation: That the active Philo members wear gold and white or gold.

        Rational: Wearing the gold and white or gold distinguish between the inductees and the active members.


    Dress potocol for ceremonies funeral services for affiliate and members of sigma gamma rho

    DRESS POTOCOL FOR CEREMONIES FUNERAL SERVICES FOR AFFILIATE AND MEMBERS OF SIGMA GAMMA RHO

    • PHILOS

      • Gold, White or White and Gold dress, dress suits or skirt and blouse.

        ABSOLUTELY NO PANTS!


    Ten core rules of netiquette

    Remember the human

    standards of behavior online.

    Know where you are in cyberspace.

    Respect other’s time & bandwidth.

    Make yourself look good online.

    Share expert

    knowledge.

    Help keep flame

    wars under control.

    Respect other

    people’s privacy.

    Don’t abuse your

    power.

    Be forgiving of mistakes.

    Remember you can delete on the screen, but remains on the hard drive. Be careful what you write.

    TEN CORE RULES OF NETIQUETTE


    Manual distribution electronically

    Manual Distribution - Electronically

    "Philos Unite"


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