a manual for chapter officers & committee chairmen

A Manual for Chapter Officers & Committee Chairmen

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Phi Gamma Delta International Headquarters|1201 Red Mile Road|Lexington, KY 40504|859-255-1848|www.phigam.org

Phi Gamma Delta @PhiGamHQ @PhiGamHQ The Fraternity of Phi Gamma Delta

TABLE OF CONTENTSChapter Officers - Nuts & Bolts 4

17 Habits of a Highly Successful Cabinet 6

Job Descriptions

President 7

Treasurer 9

Recording Secretary 10

Corresponding Secretary 11

Historian 12

Scholarship Chair 14

Pledge Educator 15

Finance Committee 16

Graduate Relations Committee 17

Social Committee 18

House Manager 19

Recruitment Chair 20

Judicial Board 21

Publications Chair 21

Risk Manager 23

Community Service Chair 24

Philanthropy Chair 25

IFC/Campus Events Chair 26

Awards Chair 27

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CHAPTER OFFICERS - NUTS & BOLTSChapter PresidentYou are in charge. Your picture is at the top of the composite for good reason, because your brothers feel you have what it takes to lead the chapter. You have 365 days to get the job done. You have more influence than you realize. Make the most of your opportunity.

You are the total authority * You will receive questions regarding EVERYTHING * You are Phi Gamma Delta to many non-brothers * Make time for yourself...you need to have a personal life * You are the key motivator in the chapter *The attitude and tone of the chapter is most influenced by you * Your attitude and influence spreads quickly * Appearance, professionalism and timeliness are all important * Keep an eye on chapter tone * Utilize the graduate network, especially past Chapter Presidents * Identify “key players” and informal leaders within the chapter * Help brothers succeed by assisting them with their plans and ideas for Phi Gamma Delta * Know your brothers * Keep it all in perspective!

Chapter Treasurer Chapter success is ultimately tied to financial success. You hold the keys to the chapter’s financial success. Remember, “brotherhood starts when the bills are paid.” Be firm, but fair...set your financial goals (budget) and stick to it to keep the chapter in the black. Your role is paramount.

Your expenditures should follow chapter goals and priorities * Set up a balanced budget and stick to it * You need an organized system of accounting * There should be no financial surprises * Clear communication regarding finances is key * The brothers and their parents deserve to know where their money is going * Document everything * Utilize your resources and appoint an assistant * You are not the “lone bill collector”...this is a chapter responsibility following your lead * Communicate with parents...they are an important part of the financial picture * Your success factors are...AR’s paid, chapter “in the black,” good documentation, new Treasurer transition completed * A chapter can’t succeed without good finances!

Recording SecretaryYou are the internal communication facilitator. The means and efficiency of communications within the chapter should be your top priority. This communication should happen daily, and not just in your chapter meetings.

Record is the root word describing your position * You are the key to our internal communication and documentation * You are the “owner” of the minutes...be proud of your work * Minutes should be unique to each Recording Secretary * You are the parliamentarian...meeting efficiency and business are dictated by the skill with which you perform your duties * Try an in-chapter newsletter or the use of bulletin boards for communication * Your success factors are well informed brothers, smooth and efficient meetings, good complete set of minutes and solid documentation * Be creative in motivating the chapter for meetings * Work with the President to set a time limit for meetings * Make meetings FUN!

Corresponding SecretaryYou are the external communicator and in charge of public relations. Our ability to communicate a

Chapter Officers’ NUTS and BOLTS 5

positive message and image to our “publics” rests on your shoulders. Remember, people are making first impressions of Phi Gamma Delta 365 days a year - 24 hours per day.

You need to know your “publics” -- parents, non-Greeks, administration, neighbors, etc... * Ask yourself, “What is our message?” and “What is our medium?” * Get a jump on a solid graduate newsletter * Consider sending your graduate newsletter to other audiences * You should know the “beat” on campus...know what is going on * Work in a proactive fashion — not damage control * Get to know the local media — campus and town * You, along with the Historian, are responsible for submitting news and photos for The Phi Gamma Delta magazine, The Friday Letter and IHQ social media * You are the communicator with International Headquarters on forms/reports, etc. * Communicate!

Chapter HistorianYou are the chapter RITUALIST. It is your responsibility to see that the values and ideals of Phi Gamma Delta are understood and exemplified by your brothers. The Rituals of Phi Gamma Delta are the centerpiece of our Fraternity. They deserve thoughtful discussion and teaching.

You, along with the Corresponding Secretary, are responsible for submitting news and photos for The Phi Gamma Delta magazine, The Friday Letter and IHQ social media * You should monitor the “pulse” of the chapter * You should see that we are conducting brotherhood building activities * Keep a journal or log of the activities within the chapter *Chapter history * Scrapbook - keep everything, not just photographs * Have a plan for Post Initiation Education * Give the brothers “tidbits” of Ritual at every meeting * You should be a living example of Friendship, Knowledge, Service, Morality and Excellence * Live the Rituals!

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17 HABITS OF A HIGHLY SUCCESSFUL CABINETThe following are proven habits of a successful cabinet. Winning an election doesn’t mean you will automatically be successful; you have to work at it. These tips will assist you with the task at hand.

1. Our cabinet meets weekly.

2. Our cabinet takes a “proactive” approach to chapter operations. We anticipate challenges and act on our anticipation.

3. We conduct daily “unofficial” communication with the brothers of the chapter. We constantly seek input from the brothers.

4. Our cabinet members lead by example. We recognize that the brothers will follow our lead.

5. We have goals and direction in our cabinet. We stay focused on our goals despite possible distractions.

6. Our cabinet members hold each other accountable. We do what we say we will do.

7. Our cabinet members maintain mature, open lines of communication. There are no “hidden agendas.” Our concern is the betterment of Phi Gamma Delta and our brothers.

8. We have a vision for the future of our chapter.

9. We are one cabinet with one voice. We consider ourselves a team with five co-captains. In our cabinet meetings, we foster disagreement and discussion, but when we make a decision, we all stick by the decision.

10. We handle tough situations well. These situations include election to membership, drugs, internal discipline, apathy, divisions in the chapter, crisis management, theft, lack of motivation, etc.

11. We document everything so future cabinets will learn from our experiences.

12. Our cabinet utilizes all available resources. We recognize that many people want to see us succeed in our collegiate/fraternal endeavors.

13. We process through discussion situations that we can learn from. We remember “what we know” and don’t make the same mistake twice.

14. Our cabinet members are always “selling” Phi Gamma Delta. We mention our fraternity whenever possible to those who don’t know Phi Gamma Delta.

15. We give solid direction to the committee chairmen we each manage.

16. Our cabinet members keep a positive attitude at all times. We have many reminders throughout our chapter house to keep the brothers motivated.

17. Our cabinet “ makes it happen!”


Reactive or no action until past due

Disjointed

Poor control, no standards

Lack of any accountability

Focus is on relationships

Reaching the minimum is an achievement

Little to no transition of knowledge

Any processes/procedures aren't generalized or standardized

Any success depends on individual e orts

Often reactive or ad hoc

Doing new, positive things

Entrepreneurial

Building competency and con dence

Reduced 'rework' or 're-learning'

Some continuity, have o cer transitions

Standardization, Repeatable practices

Forming Chapter identity, self-aware

Building consensus and accountability

Established and competent

Forming a sense of purpose

Reaching consensus, commitment

Action to shape identity and culture

Internal measures of success

Monitoring and measuring performance

Anticipate, proactive, dynamic

Think strategically, plan ahead, set long term goals

Pro cient, exploit bene ts of standardization

Stable processes and operations, predictable results

Focus on improvement through re nement

Little to no rework or relearning

General (not complete) consensus and commitment on purpose/mission

Leading the peer community

Continuous improvement through innovation

Purpose fully integrated into identity, core component of every area of function

Fully realized potential

Chapter-wide understanding and commitment

Utilizing all advisors and resources

It is important that your cabinet and committees take the time to reflect on how well they are doing and whether or not their goals are being met. Use the chart below to do a self-analysis of your chapter, or have each officer and committee use it for the areas they oversee.

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PresidentSuggested Committees: all other cabinet officers

Job Description1. You are ultimately responsible for the chapter in all areas of operation. You can delegate authority

but not responsibility.

2. Read and know the laws of the Fraternity: Constitution, Fraternity Bylaws and Chapter Bylaws. Check to see if Chapter Bylaws need updating.

3. Know the federal, state, local, university and international laws that pertain to chapter operation. (Drinking age, drunk driving, health codes, inappropriate behavior, etc.)

4. Keep in regular contact with the Purple Legionnaire, Section Chief, Board of Chapter Advisors, House Corporation, Greek Advisor, key graduates, Field Secretary and International Headquarters.

5. Attend and maintain a link with the IFC; participate and meet others involved.6. Develop a philosophy for chapter management and administration. A solid philosophy is based

on goal setting and action plans for each officer and committee: set goals, set objectives based on the goals, plan activities/programs based on the objectives and goals, decide who will complete the activities/programs and set the deadline for each action to be completed.

7. Follow-up to ensure that the officers and chairmen are performing their duties.8. Assure that there is a procedure to maintain discipline in the chapter (fines, judicial board).9. Establish good public relations with your neighbors. Make a personal visit to introduce yourself as

chapter president.10. Read the last two Field Secretary reports and recent updates from the International Headquarters.11. Make sure all forms and fees due to IHQ are submitted on time.12. Become familiar with your part in the Ritual. If you memorize your part, it will be much more

meaningful and your brothers will respect you and the Ritual more.

Traits of a Great Chapter President• Set an example for others to follow.• Be organized, complete and early for all meetings.• Become a good listener.• Make decisions based on laws and policies, so the best interest of the chapter is always kept

paramount.• Always be positive, upbeat and encouraging. Never criticize, condemn or complain.• Scholarship should be your number one priority.• Accomplish the goals of the chapter by working through others.• Be your chapter’s best communicator.• Be a good public relations representative for your chapter and yourself.


Required Activities

Activity Date Completed

Set a standard time and place for cabinet meetings.

Develop and know the budget with the Chapter Treasurer based on chapter goals.

Appoint chairmen to committees based on chapter goals.

Conduct a cabinet and chapter retreat to review existing chapter goals and develop new ones; then develop a calendar of goals for the entire tenure.

Develop and update officer responsibilities.

Set expectations for officers and chairmen.

Establish a center of chapter communications.

Read the chapter’s officer manual.

Visit with the Purple Legionnaire once each month.

Visit with the Section Chief.

Visit with the Greek Advisor.

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Prepare an annual budget and submit it to IHQ by September 30.

Prepare an annual financial report to submit to IHQ by September 30.

Have an independent, qualified source review the chapter books and submit the Annual Audit form to IHQ by October 31.

File Form 990 with the Internal Revenue Service on time.

Establish a finance committee to assist in financial planning.

Complete the transition of responsibility to your successor.

Create a bulletin board where financial information can be posted.

TreasurerFinance

Suggested Committees: finance, social, house manager, fundraising, philanthropy

Job Description1. Familiarize yourself with chapter accounting procedures. If the procedures are inadequate or non-

existent, it is your responsibility to create this documentation.2. Assume responsibility for all chapter funds as the chapter’s bonded representative.3. Expect a complete financial transition from your predecessor.4. Act as trustee for pledge fees, initiation fees and annual dues owed to the International Fraternity.

This is not discretionary chapter income; submit these to the International Headquarters in a timely manner.

5. Manage the chapter’s cash journal, check disbursement journal, member’s account ledger and accounts payable ledger. Consider using a computer based program.

6. Educate each member and pledge about his financial responsibility to the chapter.7. Issue all billings to brothers and pledges in a prompt fashion.8. Collect all monies owed to the chapter. Institute collections against all delinquent accounts. Refer

to chapter and Fraternity Bylaws for procedures and policies.9. Pay all bills promptly.10. Send financial statements available to other concerned parties (PL, BCA, HC, IHQ).11. Work with all officers and committee chairmen concerning the finances and budget limitations of

their area of chapter operation.12. Approve all purchase authorizations prior to the expenditure of chapter funds.13. Supervise the activities of the chapter committees which have strong financial impact.

Required Activities



At the conclusion of your term, make two copies of the minutes for the year. Send one bound copy to IHQ and keep the other in your archives.Collect all information necessary for completion of the pledge forms and see they are submitted, along with the appropriate fees, to IHQ within 15 days of pledging.

Send updated fall roster to IHQ if not done at Academy or Ekklesia.

Develop and maintain a brother and pledge information system that has all important numbers and dates (home, emergency contact, birthday, etc.).

Create a system for committee documentation through the use of notebooks.

Create and distribute a summer address list.

Post and update a monthly calendar of chapter events and happenings on campus.

Prepare and hold a session during post-initiation education concerning both documents and the laws of the chapter.Put together cabinet and committee notebooks containing job descriptions, budget forms, committee report forms, past committee reports, goal sheet and note sheet.

Recording SecretaryInternal Communications

Suggested Committees: recruitment, scholarship, risk management, judicial board

Job Description1. Take copious minutes. These will be the best records the chapter has of business during the year.

Include a sentence about the tone of the chapter meeting.2. Be an authority on and custodian of the Constitution and Bylaws of the Fraternity. Know and

regularly update the Chapter Bylaws. Prepare all amendments to the Bylaws for chapter approval and send to the International Headquarters for filing.

3. Read a different Chapter Bylaw each week during meeting, so brothers will become more familiar with the chapter rules.

4. Know Robert’s Rules of Order and how to use them during all meetings. Teach brothers and pledges how to use them effectively in order to make meetings more orderly.

5. Attend and receive minutes from the BCA, House Corporation and graduate chapter meetings. Present a summary to the chapter.

6. Read the last meeting’s minutes during your report in chapter.7. Take attendance at chapter meetings. Verify and update the Chapter’s Bylaws on meeting attendance.8. Type, post and distribute the established goals and expectations from the chapter retreat. Record

and distribute the same information from the cabinet retreat.9. Prepare an agenda for each cabinet and chapter meeting. Have one copy posted on the chapter’s

communication board. This should be posted away from guest.

Required Activities

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Prepare a list of frequently used numbers and upcoming campus/community events.Submit chapter news and photos to IHQ for social media, The Friday Letter, and The Phi Gamma Delta magazine.

Send out graduate publications during the fall and copy IHQ.

Send out graduate publication during the spring and copy IHQ.

Keep orderly files of your office and give them to your successor.

Coordinate with Pig Dinner committee and Graduate Relations committee to send out Pig Dinner invitations.

Corresponding Secretary External Communications

Suggested Committees: IFC, communications, publications, graduate relations, community service

Job Description1. Complete and send all forms due to the International Headquarters (IHQ), except for financial

forms. These include:

2. Keep a list of due dates for all reports to ensure no reports are submitted late.3. You are the chapter’s public relations officer. As such, you are responsible for all correspondence

from the chapter. The following correspondence should be sent on a regular basis:4. Sort chapter mail daily. Establish a mailbox system for all men living in the chapter house.5. Read all mail at chapter meeting and distribute properly. Be sure to respond if appropriate.6. You are responsible for the chapters files. File all records of the chapter in a neat and orderly

fashion that can be easily accessed by each member of the cabinet.7. Make copies of all important mail that leaves the chapter and file it under the appropriate cabinet

officers (i.e. financial reports, forms, required material).8. Submit news and photos to the International Headquarters9. Oversee coordination and organization of Pig Dinner.

Required Activities

• Certificate of election of officers• Certificate of secret ballot• Chapter Officer summer address

• Purple Legionnaire appointment form• Names of Academy/Ekklesia delegates• Pledge, initiation and affiliation forms

• Thank you letters for donations• Thank you letters for rush recommendations• Letters to parents of new pledges

• Holiday greeting cards• Congratulatory letters to students, faculty• Any other public relations ideas


Historian Ritualist

Suggested Committees: pledge education, brotherhood, intramurals, special events, awards

Job Description1. Be an authority on all aspects of the Ritual. You should be familiar with the regular meeting,

initiation ceremony and officer installation. You must make sure the Ritual is memorized and performed as written, without omission.

2. Constantly bring the values to the attention of the brothers and demonstrate how they can be applied to everyday life.

3. See that a thorough post initiation education (PIE) is conducted. Withhold badge, link and certificate until each new initiate has passed his post initiation education program.

4. Keep the chapter room neat and orderly; enlist the assistance of the new initiates. Make sure it is set up properly for meeting; buy new supplies if necessary.

5. Speak to pledges about the chapter’s history during the pledge education period.6. Remind chapter of important past historical events. Read from old histories that have been archived.7. During your officer report, quiz the chapter on facts from the Purple Pilgrim, Tomos Alpha, Tomos

Beta, Tomos Gamma, chapter and university history.8. Keep an updated scrapbook, remembering to label each picture. Take pictures of important chapter events.9. Send any change of graduate and undergraduate addresses to the International Headquarters (IHQ)

so records are kept up to date.10. Be knowledgeable about college/university history and how your chapter’s presence on the campus

has impacted the institution.

Required Activities


Hold a post initiation education program for all new initiates.

Hold a Ritual review session for all brothers once a year.

Write the year’s history and send it to IHQ along with the minutes. They should include a written account of the events and discussions that took place during different times of the year.

Send chapter archives to IHQ for safekeeping.

Obtain copies of every article that mentions the chapter to use as a supplement to the chapter history.Nominate brothers for sports, scholastic, and activities honors in The Phi Gamma Delta.Post and update a monthly calendar of chapter events and happenings on campus.Prepare and hold a session during post-initiation education the laws of the chapter.

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Post and update a University academic calendar.

Read the IHQ Scholarship Manual.

Incorporate “Mill’s Plan” and “10 Areas” into chapter operations.

Receive grade report from University and send a copy to IHQ.

Assure grade requirements are made before pledging and initiation of new members.Determine and recognize the annual winners of the chapter’s scholarship awards.Compile summary of job, semester activities, goals and money required at end of each term.

Scholarship ChairJob Description

1. Meet weekly with respective cabinet officer to discuss progress and submit report.2. Have a report for chapter meeting. Acknowledge brother’s academic achievements.3. Develop an incentive program to encourage academic achievement among the brothers.4. Improve and maintain chapter test files by organizing existing files and requesting new material at

the end of each semester.5. Work with the pledge educator to assure scholastic achievement during pledgeship.6. Have an updated list of tutors available through the University and brothers in the chapter.7. View and keep a confidential record of chapter member grade point averages. Provide accurate

records to the University and International Headquarters as needed.8. Provide Educational Foundation Scholarship information to brothers.

Required Activities



Develop weekly agenda for entire program in conjunction with officers and interested brothers one month prior to pledging.

Submit pledge education manual to IHQ, PL and University.

Get feedback from pledges at end of pledgeship with suggestions of how the program can be improved.Make sure all pledge forms are completed and submitted, along with pledge fee, to IHQ within 15 days of pledging.Provide each pledge with a Purple Pilgrim, summary of chapter history and summary of pledge term at beginning of pledge education.

Revise and update pledge manual at end of pledge term.

Compile a summary of activities, goals, money required and suggestions for next pledge educator before end of term.

Ensure that all pledges complete GreekLifeEDU in a timely manner.

Pledge EducatorJob Description

1. Adhere to all International Headquarters and University rules regarding pledge education and hazing.

2. Weekly reports at chapter meeting on progress of pledges and submit a written report. Educate members on pledge relations and communications.

3. Divide pledge education committee into Big Brother coordinator, scholarship coordinator, etc. and assist with coordination of these programs.

4. Use sample Pledge Education manual provided by IHQ and documentation from previous pledge educator.

5. Hold weekly meetings with the pledges to direct their efforts and administer an exam that will evaluate their progress.

6. Coordinate pledge class administration. Help them elect a cabinet and committee chairman, develop goals and set an agenda for the duration of pledgeship.

Required Activities

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Assure required audits and records are completed on time and that copies have been sent to IHQ, PL and House Corporation.

Complete and submit monthly Form H to IHQ.

Complete a summary of activities, goals and suggestions for the next finance committee before end of term.

Finance CommitteeJob Description

1. Assist the treasurer in completion of all bookkeeping and writing of bills.2. Determine annual budget and distribution of costs per service provided by the fraternity to each of

its members.3. Review and approve committee chairman’s requested funds for upcoming term.4. Address issues related to delinquent undergraduate and graduate accounts.5. Obtain names of local collection agencies for settlement of delinquent accounts.6. Establish a regular meeting that can be attended by brothers who wish to express their concerns

regarding cost, budgets or expenditures.7. Keep all financial and individual member ledgers up to date.8. Help enforce penalties for brothers delinquent on chapter bill.

Required Activities



Schedule at least one graduate oriented activity each term.

Have one graduate dinner each term.

Compile a summary of activities, goals, money required and suggestions for next graduate relations committee before end of term.

Graduate Relations CommitteeJob Description

1. Present an oral report to the chapter weekly and submit a committee report to your respective cabinet officer weekly.

2. Appoint a class representative for each graduating class and use these representatives to help promote attendance at graduate events.

3. In coordination with graduate brothers, plan and coordinate Homecoming and Pig Dinner activities.

4. Educate chapter about graduate interaction and promote service and communication to graduate brothers.

5. Provide any address changes of graduates to Corresponding Secretary for submission to IHQ.6. Submit any notes on graduate achievements to publications chair to be included in next

publication.

Required Activities

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Plan the social calendar one term in advance.

Provide a budget to the Treasurer or finance committee for the upcoming term.

Plan one non-alcoholic event per term.

Compile a summary of activities, goals, money required and suggestions for the next social committee before end of term.

Social CommitteeJob Description


2. Follow all federal, state, local, University and Fraternity laws and policies that pertain to social gatherings. Work with the risk manager to make sure there are no violations.

3. Submit appropriate social/party forms to the IFC and designate party monitors, servers and door checkers.

4. Contact sororities to set social dates and confirm those already scheduled.5. Coordinate the physical setting of each social event and inform the house manager of those

activities.6. Constantly try to develop new ideas for social functions. Use other chapters, the NIC and the IFC

as a source.7. Develop a balanced social calendar with a mix of events evenly scheduled throughout the term.

Include special parties like a Christmas party, Purple Garter, Black Diamond formal and senior theme party.

Required Activities



Assign individuals to clean up the house on a rotating basis (weekly).

Assign brothers to serve and clean up after every meal.

Establish hours that the kitchen will be open for individual use.

One fire drill per year and review safety procedures.

Thoroughly clean the kitchen each term.

Compile a summary of activities, goals, money required and suggestions for the next house manager before end of term.

House ManagerJob Description


2. Take responsibility for maintaining a clean house.3. Coordinate all work sessions on the house, including those following all social events or preceding

any graduate events.4. Inform House Corporation of capital improvement projects and basic repairs needed.5. Work with cook to establish weekly menus and work/meal schedules.6. Assure that all local and state health regulations are followed.7. Inventory the kitchen annually and inform House Corporation if anything is needed.8. Review all expenditures made by the cook.9. Promote attendance at chapter dinners and any other meal to reduce fixed costs.

Required Activities

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Recruitment plan is completed one month before formal rush begins.

Develop a strategic plan to emphasize rush throughout the year. The dynamic recruitment model to brothers.

Hold two recruitment functions outside of formal rush.

Hold a recruitment retreat before formal rush begins, or at beginning of term.

Supervise all bid extensions.

Compile a summary of activities, goals, money required and suggestions for next recruitment committee before end of term

Recruitment CommitteeJob Description


2. Obey all University, IFC and International Fraternity guidelines when recruiting men to join the chapter.

3. Preside over all meetings during formal or informal recruitment. Vote for membership should be verified by the Chapter President and Recording Secretary.

4. Plan and coordinate all formal and informal recruitment events, as required by the IFC.5. Oversee all correspondence between the rushees and the chapter. Pay special attention to wording

of bids and content of letters issued.6. Educate members on new recruitment techniques (Good Guys) and approaches. Employ some role

playing and dialogue between brothers as practice.7. Review the Good Guys manual, available from IHQ, to get ideas for recruitment events and

developing a timeline for formal recruitment preparation.

Required Activities



Review fraternity and Judicial Board Bylaws looking for any contradictory information.

Update files and review past cases that may be used as precedent in other hearings.

Compile a summary of activities, goals, money required and suggestions for the next Judicial Board before end of term.

Judicial BoardAll matters of punishment are the responsibility of the cabinet; a Bylaw granting the Judicial Board power to administer discipline would have to be passed by the brothers. Under all circumstances, the Judicial Board does not have the power to remove a member. They can only make a recommendation. Chapter brothers must vote to remove a member. The job description below assumes the Judicial Board has been granted its power by a Chapter Bylaw that does not contradict any Fraternity law in any way.

Job Description1. Present an oral report to the chapter weekly and submit a committee report to your respective

cabinet officer weekly.2. Develop a set of Bylaws that outline disciplinary measures brothers are subject to if they disobey

Chapter Bylaws, Fraternity Bylaws, local, state or federal laws. These Bylaws should outline criteria for membership to the board and what standards had to be maintained.

3. The chairman will preside over all hearings that may occur, but not have a vote.4. Uphold and enforce the chapter Bylaws and code of conduct.5. Continually review proposed Bylaws to check for validity and constitutionality.6. Be responsible for evaluating violations, assigning discipline and follow through on enforcement.7. Keep a file on each case that is heard. These files should include: brother’s name, suspected

violation, findings in each case (as a result of a hearing) and punishment (if any were levied).

Required Activities

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Publish one issue of the chapter newsletter during fall term.

Publish one issue of the chapter newsletter during spring term.

Send copies the of newsletter to IHQ, graduates and all parents.

Compile a summary of activities, goals, money required and suggestions for the next publications chair before end of term.

Publications ChairJob Description


2. Collect written articles from committee chairs that describe the events of the chapter over the past six months.

3. Send copies of the chapter newsletter to all graduates and parents of undergraduate members.4. Work closely with the graduate relations chair to include information on graduate activity (i.e. who

got married, job advancements, baby being born, contribution to the community, etc.)5. Include important graduate event dates (Norris Pig Dinner and Homecoming) in the publication.

Required Activities



Chapter has completed required workshops to become eligible to receive a dividend on its risk management assessment.

Fire department has inspected chapter house.

Compile a summary of activities, goals, money required and suggestions for the next risk manager before end of term.

Risk ManagerJob Description


2. Become familiar with all federal, state, local, University and IHQ policies that affect the chapter.3. Establish an emergency contingency plan for evacuation of the chapter house.4. Make sure the chapter meets all requirements to become eligible to receive a dividend on its risk

management assessment.5. Have fire department walk through once a year, or once per term, to evaluate condition of the

chapter house.6. Work with social chairman to make sure parties are following risk management guidelines.

Required Activities

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Schedule at least one community service project each month for the chapter to participate in.

Report chapter’s service hours each semester on www.phigam.org.

Compile a summary of activities, goals, hours required and suggestions for the next community service chair before end of term.

Community Service ChairJob Description


2. Review old ideas and modify them for the upcoming year.3. Get a calendar of other organizations’ community service projects.4. Determine if your FSL office/IFC has a minimum service hour requirement, and ensure the

chapter’s adherence.5. Speak with service organizations on campus to get the names of charitable organizations that could

use assistance.6. Keep an accurate record of the number of community service hours completed by each brother.7. Report the chapter’s service hours completed on the Phi Gamma Delta website and to your Field

Secretary.8. Collaborate with the Philanthropy Committee to ensure that the chapter is supporting one of the

Fraternity’s national philanthropic partners each year.

Required Activities


Philanthropy ChairJob Description


2. Review old ideas and modify them for the upcoming year.3. Get a calendar of other organizations’ philanthropy events.4. Develop an annual event and smaller, supplemental events, to raise money for one or more

charitable organizations. 5. Speak with service organizations on campus to get the names of charitable organizations that could

use assistance.6. Familiarize yourself with the event planning checklist and philanthropy toolkits on the Fraternity

website.7. Report the chapter’s total amount of money donated to charity on the Phi Gamma Delta website

and to your Field Secretary.8. Collaborate with the Community Service Committee to ensure that the chapter is supporting one

of the Fraternity’s national philanthropic partners each year.

Required Activities


Schedule a philanthropy event each term for the chapter to participate in.

Have the chapter participate in at least one philanthropy sponsored by another Greek organization each term.

Report chapter’s money raised each semester on www.phigam.org.

Compile a summary of activities, goals, money required and suggestions for the next philanthropy chair before end of term.

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Make sure all members are members of another campus club or organization.

Compile a list of events happening on campus to distribute to brothers.

Compile a summary of activities, goals, money required and suggestions for next IFC/Campus Event chair before end of term.

IFC/Campus Events ChairJob Description


2. Attend all IFC meetings and represent the Fraternity at IFC functions.3. Maintain a list of University organizations and activities and encourage members to join.

Required Activities



Submit awards application to IHQ.

Submit awards application to IFC/University.

Compile a summary of activities, goals, money required and suggestions for next awards chair before end of term.

Awards ChairJob Description


2. Compile and submit awards report to the International Headquarters.3. Compile and submit all awards applications to the IFC and University.4. Continually collect information from the committee chairs for easy compilation.5. Obtain samples of past winning reports and entries to use as an example for future reports to be

submitted by the chapter.

Required Activities

PHI GAMMA DELTA

a manual for chapter officers & committee chairmen

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