(EAC) Manual - Sigma Lambda Gamma

Expansion Advisory Committee
(E.A.C.) Manual
Updated: July 2014
© Sigma Lambda Gamma National Sorority, Inc.
Table of Contents
Statement on Hazing .................................................................................................4
Your Role is to A.D.V.I.S.E. ........................................................................................5
Basic Structure .........................................................................................................6
General Responsibilities & Duties: ...........................................................................6
Colony Operations Advisor (COA)............................................................................6
Colony Intake Advisor (CIA) ...................................................................................7
Colony vs. Chapter Status ..........................................................................................7
EAC Procedures ........................................................................................................9
Remaining in Contact with Headquarters .................................................................9
Replacing an EAC Member ................................................................................... 10
Adding an EAC Member........................................................................................ 10
Active Member Termination Procedure .................................................................. 12
Submitting Paperwork .......................................................................................... 12
After Receiving Chapter Status ............................................................................. 14
Expansion-Related Resources and Support ............................................................... 14
Frequently Asked Questions ..................................................................................... 16
Statement of Accountability ..................................................................................... 18
Addendum
Addendum
Addendum
Addendum
Addendum
1 – EIN Procedure .................................................................................. 19
2 – Bank Account Procedure ................................................................... 20
3 – Colony Meeting Agenda / Minutes Example ........................................ 21
4 – Parliamentary Procedure ................................................................... 22
5– Paperwork and Fees Deadlines ........................................................... 24
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Your Purpose
Sigma Lambda Gamma National Sorority believes that a strong foundation is vital to the
successful development of sorority colonies. Our alumnae members provide a
valuable service within the organization as a resource of knowledge to further
develop the National Sorority, the chapters and colonies, and overall membership.
As Sigma Lambda Gamma looks to meet our organizational needs, we are poised to
implement Expansion Advisory Committees to service sorority colonies at the local
level.
Service on an Expansion Advisory Committee comes with great responsibility and time
commitment as alumnae members will play an important part in the future
development of our organization. Each local Expansion Advisory Committee will
consist of two sorority alumnae in good standing appointed by the National
Headquarters to implement the A.D.V.I.S.E philosophy. Sorority colonies are
assigned Expansion Advisors to assist with the different aspects of colony
development and chapter management. The Expansion Advisors will work under the
guidance and supervision of their appointed Regional Director and Headquarters
Director as a further extension of the policies and procedures as set forth by the
Board of Directors.
You are responsible for mentoring the colony and are the front line in the chain of
command when the colony needs assistance. Please use this manual as training to
work with colonies.
As the EAC, you will perform all of the rituals, facilitate the Associate Member Education
Program entitled The Journey, and ensure the colony experience is fulfilling and
comprehensive.
The Journey provides the opportunity to learn about:
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The History of Sigma Lambda Gamma
Our Founding Mothers
Our Principles and Purpose
Each other – this is the core for your bonding!
Effective time management
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Statement on Hazing
Sigma Lambda Gamma National Sorority, Inc. strictly forbids hazing. Hazing is defined
as any act or tradition that endangers the physical, mental or emotional well-being of
an Associate and/or Initiated member. Requests or suggestions to violate any
university, city, county, state or national law is included in this definition. Mental or
physical degradation of any member, Associate or Initiated is considered hazing by
Sigma Lambda Gamma National Sorority, Inc. Requests of personal or menial tasks
regardless of intent or consent are forbidden.
Examples of hazing include, but not limited to: embarrassing and or required stunts and
costumes, harassing, interrogation, kidnapping, personal services, consumption of
unwanted substances on command or deprivation of sleep. Any action that tends to
diminish the self-esteem and dignity of any member is also considered hazing.
Chapters and colonies are not permitted to allow any form of hazing. Any chapter
officer found responsible for allowing such activities shall be removed from office.
Such activities may include, but are not limited to, the following: use of alcohol;
paddling in any form; creation of excessive fatigue; physical and psychological shocks;
quest, locking up, line ups, blindfolding, aesthetics, quizzing, treasure hunts, scavenger
hunts, road trips, requiring associate members to perform or restrict an action that
initiated members are not required to follow, or any other such activities; wearing of
apparel which is conspicuous and not normally in good taste; engaging in public stunts
and buffoonery; morally degrading or humiliating games and activities; late night
sessions which interfere with scholastic activities or normal sleep patterns, and any
other activities which are not consistent with fraternal law or policy or the regulations
and policies of the educational institution.
Hazing corrupts the true nature of sorority life. It negates the values of loyalty, hope,
trust, support, friendship, kindness and compassion. The moral integrity of the chapter
is inseparable from the conduct of its members. Sigma Lambda Gamma National
Sorority, Inc. supports the integrity and dignity of women, basic human rights, decency,
honor, gracious living and positive reinforcement of each other. There is no place for
hazing in our sorority.
Violation of the Hazing Policy by an Initiated Member, Associate Member, colony or
chapter will result in a review of membership by the National Board of Directors. The
potential result of a hazing violation may lead to termination of membership
or suspension, withdrawal or dissolution of charter.
Note: Colony women are NOT to be asked or required to leave their city limits unless
written permission has been given from Headquarters. To request permission for the
colony to leave their city limits please submit the Travel Request Form for each
occasion. You will need to contact the Headquarters Office to follow-up on the request
form.
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Your Role is to A.D.V.I.S.E.
Acclimate – Assist in welcoming the colony and its membership into Sigma Lambda
Gamma National Sorority. Support the colony in the transition period as they work to
understand their role and responsibilities within the National Sorority structure.
Develop – Leadership training within colony and its membership. Members of the
Advisory Committee will understand the National Sorority’s governance structure
and review executive responsibilities and leadership opportunities with the colony.
Visionary – Create a visionary environment within the colony and among its
membership. Teach them to be forward thinkers with their goals.
Inspire – the group to achieve their goals and to set new ones. Inspire the group to
increase their academic excellence and membership. Inspire the group to give back
to the community.
Support – the colony on their campus, in their community, with family issues and
through emotional times. Support national policies, procedures, regulations and
communication with the Sorority’s governance structure.
Enrichment – Cultivating a positive sisterhood experience is one component of colony
development. Colony enrichment consists of the following facets:
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Facilitate Emotional Intelligence workshops
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Educate colony members through the National Associate Member Education Program
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Assist colony in developing effective recruitment plans and presentations
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Assist with drafting chapter bylaws (a requirement for charter petitioning)
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Teach responsibility of sound financial management (creating and managing budget,
fundraisers, acquiring funds from the university and other sponsors)
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Collaborate with marketing endeavors & public relations within the collegiate
campus
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Aid with community service programs
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Review charter petition packet for compliance with chapter requirements
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Once chapter status is granted review the National Chapter Operation Manuals
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Attend colony/chapter meetings
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Basic Structure
Structural Members of the EAC
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Colony Operations Advisor
Colony Intake Advisor
General Responsibilities & Duties
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Be well-versed in all SLG policies and standards, uphold them and ensure the
colony is familiar with them.
All members of the EAC are responsible to maintain continuous
communication with Headquarters Staff and each other. Everyone is in this
together. This should be a team effort.
Please make sure to have discussions and provide advice about all roles, the
person appointed to the role will have the final say however.
Serve as a mentor and provide support with the new Chapter once
established.
Assist the colony in developing programs upholding our five principles.
Colony Operations Advisor (COA)
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Aid the colony in meeting paperwork submission deadlines and financial
requirements.
Be the Assistant Associate Member Educator for the Founding Ship
Familiarize the colony with national policies and requirements, including, but
not limited to:
 National Convention attendance and expectations
 National Sisterhood Retreat
 National Constitution
 SLG Policy Manual
 Sisterhood Enhancement Manual
 Parliamentary Procedure Handbook
 EmpowerNet
Assist the colony in completing their chapter petition.
Record keeping and documentation of colony operations and activities
Provided assistance in scheduling meetings and entity time management
Educate the colony on basic entity operational procedure
Assist entity in creating their Bylaws
Meeting management/Robert’s Rules of Order
Maintain awareness of all colony committee meetings
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Executive Board make-up and officer training
Transition protocol
Communication protocol
Assist in creating a functioning Sisterhood Enhancement Committee
Awareness of national and regional structures
Work in conjunction with the rest of the EAC and the Faculty Advisor to
ensure the EAC is delivering a consistent message.
Must be certified in the current Associate Member Education Program.
Colony Intake Advisor (CIA)
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Maintain constant communication with the rest of the EAC
Be the Associate Member Educator for the Founding Ship
Oversee the Alpha Ship as the Assistant Associate Member Educator
o An undergraduate sister in the colony will be the Associate Member
Educator for the Alpha Ship and your role will be to guide and mentor her
through successfully completing The Journey.
Ensure all members are aware and adhere to Sigma Lambda Gamma,
institutional, local, state and national laws, policies and regulations on hazing
and human dignity.
Coordinate Ritual activities.
Keep detailed records of the group’s progress through the Associate Member
Education Program
Work in conjunction with rest of the EAC and the Faculty Advisor to ensure
the EAC is delivering a consistent message.
Assist the colony with sisterhood/bonding events throughout their colony
status period.
Colony vs. Chapter Status
Your role as E.A.C. member is to assist the Colony through the process of attaining
chapter status. The following is some information to elaborate on the difference
between the two.
There are a few differences between colony and chapter status. As a chapter, you are
given a chapter name (for example: Gamma Chapter), and all of the women in the
chapter are initiated members.
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Chapters may cast their votes at our national events, where colonies may not.
However, both colonies and chapters are expected to attend all nationally mandated
events (Convention, Sisterhood Retreats, and Regional Meetings). Failure to do so
will result in fines, and will reflect poorly on the colony or chapter, unless sufficient
documentation has been provided, and has been excused.
Colonies play a special role in Sigma Lambda Gamma. Their success is what has made
us the fastest growing fraternal organization to date. As a colony, they are officially
part of our organization, thus held to organizational standards. Some of the
guidelines and expectations that apply to colonies include, but are not limited to:
 You, as the Expansion Advisory Committee are their first point of
contact. If they require further assistance, contact Headquarters for
administrative and operational matters, the Regional Director for
regional concerns.
 Colony members must abide by all Sigma Lambda Gamma policies and
procedures as prescribed by the SLG National Constitution, bylaws, policies and
rituals.
 Colony members who have NOT been initiated may use the Sigma Lambda
Gamma Greek letters (ΣΛΓ) and the sorority flower, the pink rose, only on
printed publicity materials used for recruitment and advertising (i.e. flyers,
information pamphlets, table tents, banners, etc.), as long as these materials
comply with all other applicable policies.
 Colony members who have NOT been initiated may represent the organization as
an associate member. This includes the use and purchase of paraphernalia
bearing the words “Sigma Lambda Gamma” (spelled out) only if the words are
accompanied by the words “associate member”.
 Colony members who have NOT been initiated may NOT represent themselves
as members of the organization. Representations of membership include:
o Use or purchase of clothing or merchandise with the Greek letters, the
sorority name spelled out or any derivative and/or abbreviation of the
aforementioned letters.
o Use of the shield in any merchandise, paraphernalia, printed media and/or
advertisement of any kind.
o Doing the sorority sign or call.
o Failing to clarify the status of your membership upon inquiry.
 Associate members must be initiated at the completion of their associate
member education program.
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Colonies must meet all organizational reporting requirements, which include, but
are not limited to:
o Semester fact sheets submitted September 30th and January 30th
o Membership dues must be paid to the national organization on September
30th and January 30th
o Providing official grade verification to corroborate compliant academic
performance
o Turning in monthly minutes to the Regional Director on the 8th of every
month
o Submission of Standards of Distinction (May 15th)
o Stay current on Induction and Initiation reporting
Colonies approved during the Spring semester are highly encouraged, yet not
required, to attend the national event hosted in the year of their approval.
EAC Procedures
Remaining in Contact with Headquarters
As an E.A.C. member, you are required to maintain contact with Headquarters (HQ);
Your main communication being with your appointed Headquarters Director.
There are several ways this can be done:
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Via Email: You may email your appointed Headquarters Director.
Through the EAC List-serve – [email protected]. This is the main tools of
communication between the organization and other EAC members. It also provides
a forum for EAC members to be a resource for each other. EAC members have the
opportunity to share programming ideas, solutions for common concerns, and
answer to common administrative situations. As many members of the EAC are
welcome to join. You are expected to check this mail regularly and be on the
lookout for important messages from your appointed Headquarters Director, as well
as your fellow committee. There are discussions facilitated often, which are all to
your benefit. Files will be added to this list periodically, and you will be responsible
being familiar with them. You can join by emailing [email protected]. Please include our name, your position, and which
EAC you are a member of.
Via Telephone: You may contact your appointed Headquarters Director during
normal working hours (9:30-5:30 Central Time) or hours she has set up with you.
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To contact your appointed Headquarters Director via telephone you can call the
Headquarters Office at 319-626-7679.
 EAC Evaluation:
 At the end of each academic school year, Colonies are required to submit
an Expansion Advisory Committee Evaluation
 Teleconferences / Web Conferences: Occasionally a teleconference or web
conference may be scheduled with your colony either with your Regional Director or
appointed Headquarters Director. At least one EAC member and at least one colony
member must be present on these calls; however, other members may also
participate.
Replacing an EAC Member
In the event that an EAC member decided to resign from her position or she is
removed, your EAC will need to ensure that the following steps are completed:
 The member who is resigning will be responsible for notifying National
Headquarters as soon as possible of their decision to step down.
 The member who is resigning will need to submit the following Resignation
Letter Form as soon as possible
 Provide Headquarters with a list of potential applicants (if applicable)
After these steps are completed, National Headquarters will be responsible for
appointing your replacement EAC member. National Headquarters abides by the
following procedure when replacing an EAC member:
 Verify with the entity that they are in need of a replacement EAC member.
 Send a mass email through all List Serves and Wednesday Updates requesting
applicants for the replacement position
 Collect all EAC replacement applications
 Notify the entity of all applicant names and ask for any comments or concerns
about the applicant list
 National Headquarters will meet to make the final re-appointment decision
 The applicant, corresponding entity, and Regional Director will be notified of the
decision. The applicant will receive a congratulations email.
Once the re-appointment has been made it is the responsibility of the new EAC member
to meet with the entity president and fellow EAC members for introductions. The new
EAC will need to fill out the EAC Statement Accountability Contract found in this
manual.
Adding an EAC Member
It is generally advised that during the colony period and entity should refrain from
adding EAC members until after their completion of their first semester as a colony. If
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it has been decided that an EAC should be added, the following steps are to be
completed:
 Discuss the need for an additional EAC with the colony.
 Inform National Headquarters of your intent to add an additional EAC member.
Provide
 Your additional EAC applications must submit:
o Online EAC Application Form
o Official Transcript and/or Professional Resume
o Character Reference
 National Headquarters will send you an official notification letter stating whether
you are permitted to add an additional EAC member.
Additional EAC positions include:
Academic Advisor
The academic advisor may be a university official, graduate students, or alumna of
Sigma Lambda Gamma that has experience or specialization in academic
achievement. This advisor should be able to read and interpret transcripts. The
Academic Advisor should work in conjunction with the Scholarship Chair and aid in
implementation of academic incentive/recognition programs for members.
o Responsibilities
 Attend monthly business meetings to ensure members are on task
with academics.
 Meet with individual members on Academic Probation on a monthly
basis to establish academic improvement plan and ensure they are
meeting requirements.
 Ensure academics are conducive to National Policies and
Procedures.
 Host academic workshop in conjunction with Scholarship Chair on
topics to improve academics.
 Ensure entity is fulfilling mandatory study hours and implementing
academic improvement plan if applicable.
 Keeping member's grades confidential between scholarship chair,
president and advisory committee.
 Provide on campus and online resources for academic improvement
and scholarship opportunities for members.
 Keep open communication among Expansion Advisory Committee.
Faculty Advisor
Member of the university staff or faculty serves as liaison between
chapter/colony and university. Typically as a Registered Student Organization,
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the university requires student organizations to have a faculty/staff advisor that
is responsible for such groups. In some instances the Director/Coordinator of
Fraternity and Sorority Life may serve as the Faculty Advisor, however, we
recommend finding an advisor who will only advise one fraternal organization at
a time. This advisor should be knowledgeable on university and state policies and
laws, ensure chapter is meeting them and live within a 50 mile radius of the
university.
o Responsibilities:
 Serve as liaison between university and chapter
 Complete necessary university paperwork
 Provide chapter with university/community opportunities for
involvement
 Advocate for Sigma Lambda Gamma on campus
 Coordinate leadership development workshop, presentation, events
on campus,
 etc for all members to attend
 Keep open communication among Advisory Committee
Termination & Discontinuation
Information on Termination and Discontinuation of members can be found in the
Termination & Discontinuation Procedure Manual located on the EmpowerNet Resource
Center.
Submitting Paperwork
Every semester, each entity must submit the following paperwork to remain in good
standing with National Headquarters (check Addendum 7 for deadlines):

Fact Sheet + Roster / Entity Grade Verification + Membership Dues
o This must be submitted at the beginning of each semester.
o Your Fact Sheet and Roster/Grade Verification form will help National
Headquarters by providing current contact information, membership
numbers, and entity
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Induction Paperwork + Individual Associate Member Induction Grade Verification
+ Induction Fees
o All of these materials must be submitted 2 weeks prior to your scheduled
Induction date.
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
Associate Member Educator Certification
o The Colony Operations Advisor, Associate Member Educator, and
Assistant Associate Member Educator must be certified (or re-certified)
before Induction.
o Once you are certified, your certification lasts for one academic school
year.
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Initiation Paperwork + Initiation Fees
o This paperwork must be submitted 2 weeks prior to the scheduled
Initiation date.
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Event Registration
o All events sponsored / co-sponsored by your entity must be registered and
approved by National Headquarters 14 days prior (including the day of
registration) to your scheduled event.
o All events involving alcohol or a third party vendor (off-campus) must be
registered and APPROVED by National Headquarters 14 days prior
(including the day of registration) to your scheduled event. If these events
are not registered within the 14 day window, it will not be approved.
In order to submit any paperwork to National Headquarters, you must first be
registered for the EmpowerNet. To register:

Email Karen Hanes, [email protected] your:
o
Name, Email, Entity, and the semester you were initiated
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You will be emailed your access information.
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If you have not received your access information within 14 days, email Karen
Hanes at [email protected].
Your Roster/Entity Grade Verification Form should be signed and submitted by your
Fraternity and Sorority Life Advisor. This form should be sent from your University to
Karen Hanes at [email protected].
If there are any changes to your entity Roster or Executive Board, contact your
respective Headquarters Director to inform them of the individual(s) that need to be
removed or added. Once your Director has been informed, have your Fraternity and
Sorority Life Director send an updated Roster / Grade Verification Form to
[email protected].
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All paperwork and certification training materials are located on the EmpowerNet under
“Resource Center”.
After Receiving Chapter Status
After receiving chapter status, there are a few procedure that must be completed in
order complete the transition.
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The chapter president must meet with the Expansion Advisory Committee to
discuss whether or not they will keep each advisor on as a part of their Chapter
Advising Committee.
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You may request a copy of the Advisory Committee Manual from your appointed
Headquarters Director for your review.
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After an Advising Committee structure has been determined, the chapter must
email their appointed Headquarters Director to introduce themselves and provide
the updated entity structure and contact information.
Expansion-Related Resources and Support
National Constitution
This is the fundamental governing document of Sigma Lambda Gamma which embodies the
principles, foundation and composition of the national sorority.
National Policy & Procedure Manual
This is the supplemental governing document of Sigma Lambda Gamma which embodies
the standard policies and procedures of the national sorority. The policies and procedures
outlined in this document are expected to be upheld by all members and entities of the
sorority.
 No policy of the national organization may supersede the authority of the National
Constitution.
 No policy of the national organization may supersede the authority of Universities
which host our undergraduate entities, national, state and local laws.
 No chapter, colony, or alumnae association policy may supersede the National
Constitution or Policy and Procedure Manual.
Advisory Committee Manual
For more information on Advisory Committee roles, responsibilities and development,
please review the national Advisory Committee Manual.
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Regional Director
The Regional Director is an important part of the support system for our chapters and
colonies. They play a key role in relaying important information from the National
Board to the general membership. They also facilitate regional retreats and are able to
answer questions of policy, procedure, and other sorority aspects. They are familiar
with the region they serve as they reside in the same region. They make up an
important part of our volunteer leadership, and will be instrumental in aiding you to
build a network with the entities in your area.
Colony ListServ
This is an important communication tool that the organization uses to disperse
information to the colonies. It also provides a forum for colonies to be a resource for
each other. Colony women have the opportunity to share programming ideas, solutions
for common concerns, and answers to common administrative situations. While the
colony president is required to be a member of the listserv, all colony members and
expansion advisors can join.
EmpowerNet
Sigma Lambda Gamma’s membership database is called the EmpowerNet. This
community database is used to manage all SLG business items. It contains resources,
important files, paperwork/forms, and social-networking opportunities. Semester
reporting is conducted through the EmpowerNet, which allows our membership to
update and access information 24 hours a day, seven days a week.
Podcasts
Occasionally, National Headquarters will broadcast a live podcast focused in-depth
discussion about issues that influence our sisterhood. These podcasts are made
available through our EmpowerNet.
Social Media
National Headquarters currently uses Facebook, Twitter and Instagram to post updates
and links about all other media resources, news, and announcements relating to our
national mission, purpose or principles.
La Mensajera
This is our Bi-Annual newsletter recently re-issued last year. La Mensajera is used to
post news submitted by all entities across the nation to share with the national
membership.
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Frequently Asked Questions
This section contains information on questions that previous EAC members have had,
but do not fit into their own category.
1.
How long do we advise the Colony?
It is expected that you maintain an active role in advising the entity at least until the
colony gains chapter status. However, we hope that you will continue to provide
support and guidance even after chapter status is achieved.
2. Are deadlines ‘postmarked’ deadlines or ‘received by’ deadlines?
Deadlines are set by the date they need to be received.
3.
Can we contact sisters from a nearby chapter?
Yes. You may utilize sisters to assist you with recruitment on campus, to attend
functions together, or to be Gamma Mom’s. Please Note: In order to be a Gamma
Mom, the sister must be in good standing with the National Sorority and their entity.
For Alumnae Sisters to be in good standing they must have graduated with above a
2.50 cumulative GPA and have paid their Alumnae dues.
4.
Who is able to attend Ritual?
Any initiated member in good standing may attend Rituals, however, discussion and
vote may be made by the EAC as a whole.
5.
Who is able to attend Educational Meetings?
This should be a discussion and vote made by the EAC as a whole, however only the
Educators (AME and AAME) should lead the discussion.
6.
Whom do we contact if we are having problems with campus
administration?
You will contact your Regional Director and appointed Headquarters Director, let her
know what the problem is, and she will work with you to handle it.
7. What are the hours of operation for Headquarters?
The normal hours of operation are between 9:00 a.m.-5:30p.m. Central Standard Time.
8.
If a member doesn’t complete the AMEP does she get her induction
dues refunded to her?
SLG as a National organization will not reimburse induction fees as it states on page 18
of the Policy Manual. HOWEVER, the entity is welcome to reimburse the terminated
ladies since HQ will credit the entity for the fees of the terminated members.
9.
How do we go about getting an extension?
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Please make a plan of action so that an extension won’t be necessary. Headquarters no
longer grants extensions for chapter petitioning.
10. How do we know that we are using the latest version of rituals?
Initiated members can ask for HQ to send the most up to date copy. The document will
be sent via email and the password will be given over the phone. Please be prepared to
prove your membership.
11. When do we start the Educational Program?
Please refer to the Paperwork & Fees Deadlines Quick Reference for induction and
initiation deadlines. Please note summer intake can only be requested if the University
allows it. To request for summer intake, please contact your appointed Headquarters
Director.
12.
Does induction paperwork need to be submitted for the ladies?
Yes. The ladies pay their induction fee with the Colony Petition Packet, but Induction
paperwork and grade verification is still due 2 weeks prior to the ceremony.
13. How do we make suggestions for policy changes?
These resources should be available on the EmpowerNet. If you cannot get access to
them, then you can email your appointed Headquarters Director and she will email you
the policy change document.
14.
How do we get an up to date copy of SLG National Constitution and
the Policy Manual?
These resources should be available on the EmpowerNet. If you cannot get access to
them, then you can email your Regional Director or appointed Headquarters Director for
the most recent copies.
15.
What do we do if we are having issues with a member or members of
the EAC?
Please communicate your concerns to your appointed Headquarter Director.
Please make sure to review the Expansion Information Packet, Advisory
Committee Manual, National Constitution, and the Policy & Procedure Manual
as they are regularly updated.
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Sigma Lambda Gamma National Sorority, Inc.
Expansion Advisory Committee
Statement of Accountability
I,
, understand that the establishing of a Colony is one of the
building blocks of our sorority’s existence and preservation. As a member of the E.A.C.,
I will be instrumental in the traditions and culture of this specific group of women and it
is my duty to ensure that this culture is one of empowerment, self-discovery and
success, not one of hazing, degradation and belittlement.
I have read and fully understand the National Policy on Hazing and Human Dignity and
promise to abide by it. I have been informed that if I am found in violation of these
policies, fail to report violations to these policies, or in any way partake in activities that
jeopardizes the well-being of the women under my supervision in any matter, I may be
sanctioned by the National Board of Directors and my membership may be terminated.
In addition, I am aware that any acts of hazing may result in civil and criminal liability
on the part of those individuals engaged in such activities. The National Board of
Directors and the Sorority as a national organization will not be held liable.
I acknowledge that the elimination of hazing is my personal responsibility as an
individual member of Sigma Lambda Gamma National Sorority, Inc., as well as the
responsibility of the sisterhood as a whole.
Click HERE to submit your electronic signature.
Please complete and submit this to the Headquarters within 2 weeks of appointment to
document your acceptance of your position on the Expansion Advisory Committee.
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 18
Addendum 1 – EIN Procedure
How to request an Employer Identification Number (EIN) or Tax
Identification Number (TIN)
(Note: EIN and TIN are the same thing)
1.
2.
3.
4.
5.
6.
7.
Visit the IRS Website (www.irs.gov)
Type “EIN” in search box
Select Top Recommendation: Employer Identification Number (EIN)
Click on “Apply for an EIN Online”
Scroll down to “APPLY ONLINE NOW”
Click “Begin Application >>”
Select “View Additional Types, Including Tax-Exempt and Governmental
Organizations” and click “Continue”
8. Select “Social and Savings Club” and click “Continue”
9. Confirm your selection and click “Continue”
10. Enter the appropriate information using the President or Treasurer’s information
11. Select “I am a responsible and duly authorized officer or member of this
organization” and click “Continue”
12. Enter the contact information and click “Continue”
13. Enter the appropriate information click “Continue”
14. Answer ”No” to all the questions, and click “Continue”
15. Select “Other” for business description and click “Continue”
16. Select “Organization” for Primary Business Activity and click “Continue”
17. Select “Social or Civic” and specify “Fraternity/Sorority” and click “Continue”
18. Select method to receive confirmation (PDF via Email is recommended) and click
“Continue”
19. Confirm that ALL information is accurate and click “Submit”
20. If you selected to receive the PDF confirmation click “CLICK HERE for your EIN
Confirmation Letter”
21. Save and print the document and click “Continue”
22. Email a copy of this letter to [email protected]
23. Read the additional information and click “Continue”
The entity should be registered with the name of the school followed by “SLG
Entity,” for example, University of Iowa SLG Entity.
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 19
Addendum 2 – Bank Account Procedure
How to Establish a Bank Account
Many campuses, through the Greek Affairs or Student Activities office, will establish an
organization account for new chapters, and the tax identification number can be
obtained from the office. If this resource is not available on your campus, then perhaps
either department can provide some guidance on banking options used by other Greek
or registered student organizations.
Important documents to have available when opening a bank account:
 Copy of SLG national Articles of Incorporation (Available on EmpowerNet)
 Standard memo from Headquarters office confirming sorority group is recognized
by national organization and naming a contact member(s) on record at
Headquarters.
 SLG National Constitution
 IRS Verification letter confirming EIN assigned to your sorority group
 Complete membership roster listing current elected officers and
contact information (mailing addresses & phone numbers)
 Name of officers authorized to act on behalf of sorority group and
who are authorized to sign checks on the account. [NOTE:
Standard protocol is that the individual who balances the account
should not be an authorized signer on the account. Also, the
President should not act as the Treasurer of the sorority group,
when possible.]
Other important tips
 Have a permanent mailing address for statements and sorority
correspondence.
 All authorized signers should be present to open the bank account and sign
the signature card.
 Each authorized signer should bring two forms of identification, at least one
being a picture ID.
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 20
Addendum 3 – Colony Meeting Agenda / Minutes Example
[Insert Meeting Location]
[Insert Name of the Organization]
Meeting Agenda
[Insert Meeting Date (Month/Day/Year)]
I. Meeting Convened
II. Recite Sorority Creed
III. Roll Call
IV. Approve Previous Meeting Minutes
V. Approve Agenda
VI. Reports: Officer and Standing Committees
A. List title of Executive Board member #1 giving first report Name of Officer
B. List title of Executive Board member #2 giving next report Name of Officer
C. Report(s) from Standing Committee Chair(s)
VII. Unfinished Business
A. Unfinished Business point #1 Name of Officer
a. Sub-section – letter “a”
b. Sub-section – letter “b”
B. Unfinished Business point #2 Name of Officer
VIII. New Business
A. New Business point #1 Name of Officer
a. Sub-section – letter “a”
b. Sub-section – letter “b”
B. New Business point #2 Name of Officer
C. New Business point #3 Name of Officer
IX. Announcements
A. Upcoming events
X. Next Meeting
XI. Program or Speaker (if a program or speaker is planned for the meeting)
XII. Adjournment (Include Time)
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 21
Close debate
Limit or extend
debate
Postpone to a
certain time
Refer to
committee
Modify wording
of motion
Kill main motion
Bring business
before assembly
(a main motion)
§16
§15
§11
§10
Page | 22
Yes
Yes
No
No
No
Yes
Yes
Yes
No
No
Yes
Yes
No
No
No
Yes
Yes
No
Yes
No
Yes
Yes
No
No
2ND?
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
No
DEBATE?
Yes
No
Yes
Yes
Yes
Yes
No
No
No
No
No
Yes
AMEND?
Jim Slaughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian
web site: www.jimslaughter.com
P.O. Box 41027, Greensboro 27404
336/378-1899(W) 336/574-3993(H)
§12
§13
§14
§17
I move that [or "to"]
...
I move to adjourn
I move to recess for
I rise to a question of
privilege
I call for the orders
of the day
I move to lay the
question on the table
I move the previous
question
I move that debate be
limited to ...
I move to postpone
the motion to ...
I move to refer the
motion to …
I move to amend the
motion by ...
I move that the
motion be postponed
indefinitely
Close meeting
Take break
Register
complaint
Make follow
agenda
Lay aside
temporarily
§21
§20
§19
§18
YOU SAY:
YOU WANT TO:
INTERRUPT?
Side 1
Majority
Majority
Majority
Majority
Majority
2/3
2/3
Majority
None
None
Majority
Majority
VOTE?
The motions below are listed in order of precedence. Any motion can be introduced if it is higher on the chart than the pending motion.
Based on Robert's Rules of Order Newly Revised (10thAddendum
Edition) 4 – Parliamentary Procedure
Parliamentary Motions Guide
Sigma Lambda Gamma Expansion Advisory Committee Manual
No
No
Yes
Point of information
No
Yes
Yes
Yes
No
Yes
No
Yes
Yes
No
Yes
No
2ND?
Yes
INTERRUPT
Point of order
I appeal from the
decision of the chair
I move to suspend
the rules which …
I object to the
consideration of the
question
I move to divide the
question
I call for a division
Parliamentary
inquiry
YOU SAY:
No
No
No
No
No
No
Varies
No
No
No
Yes
No
No
No
No
No
AMEND?
Take matter from
table
Cancel previous
action
Page | 23
No
No
No
Yes
Yes
Yes
Varies
Yes
No
No
Yes
No
4/2001
Side 2
Majority
Majority
2/3
maj. w/ notice
ughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian
web site: www.jimslaughter.com
P.O. Box 41027, Greensboro 27404
8-1899(W) 336/574-3993(H)
Reconsider motion
I move to rescind ...
I move to reconsider
the vote ...
I move to take from
the table …
None
None
Majority
None
2/3
2/3
Majority
None
VOTE?
s That Bring a Question Again Before the Assembly - no order of precedence. Introduce only when nothing else pending.
Divide motion
Demand rising vote
Parliamentary law
question
Request for
information
Avoid main motion
altogether
Suspend rules
Enforce rules
Submit matter to
assembly
U WANT TO:
DEBATE?
Based on Robert's Rules of Order Newly Revised (10th Edition)
Parliamentary Motions Guide
tal Motions - no order of precedence. Arise incidentally and decided immediately.
Sigma Lambda Gamma Expansion Advisory Committee Manual
Addendum 5– Paperwork and Fees Deadlines
Chapter, Colony and Alumnae Association Deadlines
Due dates for submission are received by dates, not postmark dates. (September 2010)
September 30
Submission of Semester Fact Sheet through the EmpowerNet
Member Dues received at Headquarters
University Grade Report – or – Official Transcripts received at Headquarters
*No unofficial transcripts or grade report will be accepted
October 8
September Chapter/Colony Meeting Minutes to Regional Director
October 15
The last possible day to submit Induction paperwork via EmpowerNet, but it should be
submitted at least two weeks ahead of Ritual. If not having intake submit NO INTAKE form via
EmpowerNet
November 8
October Chapter/Colony Meeting Minutes to Regional Director
December 8
November Chapter/Colony Meeting Minutes to Regional Director
December 15
The last possible day to receive Initiation paperwork via EmpowerNet, but it should be
submitted at least two weeks ahead of Ritual.
January 8
December Chapter/Colony Meeting Minutes to Regional Director
January 30
Submission of Semester Fact Sheet through EmpowerNet
Member Dues received at Headquarters
University Grade Report – or – Official Transcripts received at Headquarters
*No unofficial transcripts or grade report will be accepted
February 8
January Chapter/Colony Meeting Minutes to Regional Director
February 15
The last possible day to receive Induction paperwork via EmpowerNet, but it should be
submitted at least two weeks ahead of Ritual. If not having intake submit NO INTAKE
paperwork via EmpowerNet
March 8
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 24
February Chapter/Colony Meeting Minutes to Regional Director
March 31
Submission of alumnae association forms through EmpowerNet
Alumnae association dues received at Headquarters
April 8
March Chapter/Colony Meeting Minutes to Regional Director
May 8
April Chapter/Colony Meeting Minutes to Regional Director
May 15
Submission of Standards of Distinction Paperwork
Registration for Convention/Sisterhood Retreat due
June 15
The last possible day to receive Initiation paperwork via EmpowerNet, but it should be
submitted at least two weeks ahead of Ritual
Payment Plans
If your entity would like to set up a payment plan contact Coordinator of Member Services,
Karen Hanes, at [email protected]
Sigma Lambda Gamma Expansion Advisory Committee Manual
Page | 25