Best Practices Library
Chapter Operations
Budgeting and Finances
CO1 - The chapter maintains financial records via weekly profit and loss statements through the Treasurer and an outside accountant. The Treasurer provides information to the accountant, and the accountant keeps records (in both electronic and hardcopy formats) and prepares financial statements. The Alumni Advisory Board and the chapter Treasurer verify everything.
CO2 - The chapter has the university collect all their dues for the semester. This is done at the beginning of the semester when they pay their tuition bill. This has allowed for an almost 100% collection rate and has put the chapter in a position to keep to a set budget and alleviates most of the headaches for the Treasurer.
CO4 - The budget is created during the annual summer executive retreat. The Executive Committee and the necessary Chairman positions discuss the upcoming financial needs with our chapter alumni advisor. After the schedule of all activities for the upcoming year is determined, we look at those events and the Chairman needs and we take our expected income and then go through the process of analyzing and allotting our budget to each event and each Chairman's needs. We then reevaluate our budget process in our spring executive retreat for that semester and alter it if any changes are necessary.
CO5 - The chapter utilizes a "collections" sub-committee to help collect chapter dues.
CO6 - Due to an incident of financial embezzlement by a past Treasurer, the chapter has destroyed all their debit cards and now utilizes only checks for purchases. For small/minor purchases when a check would not be appropriate the chapter utilizes a reimbursement system to still use checks to reimburse individual members for authorized expenditures.
CO7 - Chapter focused efforts on incorporating Google Wallet. This program requires two out of three individuals on the account to approve an expense for it to work.
CO36- The chapter utilizes a payment plan for candidates and brothers. Chapter members can set up a meeting with the Treasurer who then works out a contract with the member to decide what the payment plan should look like. This payment plan can be in 2-4 payments a semester. This allows chapter members to fulfill their financial obligations to the chapter in an easier way. Missing payments implements the 30-60-90-day policy being enacted.
CO8 - Sample Budget Request Form
CO9 - Sample Expense Reimbursement Form 1
CO10 - Sample Expense Reimbursement Form 2
CO11 - Sample Expense Reimbursement Form 3
Chapter Meetings
CO27 - The chapter uses a big screen television or projector and screen during chapter meetings as every officer speaks to include important points in officers' reports for members to read. It is a nice recap for members to see the most important notes from officers while they deliver their reports.
CO37 - Chapter prepares a PowerPoint presentation before every chapter meeting that assists the chapter in delivering meeting reports and information important to chapter business.
CO43 - The chapter maintains an archive of chapter meeting minutes in the campus library. The chapter also utilizes a monthly calendar of events that is distributed to all members at the beginning of the month. The calendar includes committee meeting times, reminders, and other campus events.
CO60 - The Recorder has implemented a "minutes incentive" to encourage Brothers to read the business meeting notes each week. A few times a month he'll follow up the distribution of the minutes with a question in the group chat based on something covered in the meeting/minutes. The first three brothers to respond with the correct answer win a prize. The minutes will also sometimes include hidden messages such as “first person to text me gets a 5-dollar gift card”.
Chapter Organization
CO26 - The chapter employs a chairman/officer contract that specifies that each chairman/officer will provide updates at various checkpoint dates during the year. The contract further dictates that the chairman/officer will keep written documentation of his office for use on the PEP submission, thus ensuring that all documentation and entries are collected/finished well before the PEP submission date. The final requirement is that the chairman/officer submit minutes for each meeting. Failure to meet any of these stipulations is grounds for removal from office.
CO38 - All members of the Executive Committee have binders that they bring to each meeting with their manuals and information. Chapter members have a different color binder that they must bring to all meetings which contains the bylaws, Risk Reduction Policy, agendas, and blank pages. The candidates also have binders.
CO39 - The chapter keeps a Google calendar up on a TV in the common area that is a live feed.
CO41 - The chapter has a running ticker of all upcoming events on their website, so members, alumni, and parents can keep up to date with chapter events. The chapter also has a member’s area on their website with bylaws and other chapter information all members can have access to.
CO42 - The chapter Alumni Advisory Board utilizes a professional consultant to provide additional support and a view of the chapter in a different lens.
CO44 - The chapter hangs a giant calendar in their meeting room. It allows members to see what events are happening during the week from LEAD sessions to athletic events.
CO45 - Chapters utilize Google Calendar as a tool for members to organize and keep track of chapter events. Google Drive is also utilized to post recruitment Master Prospect Lists.
CO46 - The chapter uses Google Drive to maintain membership requirements such as community service hours. This allows members to send emails to other members in an organized spreadsheet. This avoids the situation of one member receiving an overwhelming number of e-mails through which the member would have to search for information.
CO49 - The chapter has utilized a cloud storage service (Google Drive, Dropbox, etc.) to assist with the chapter's submission of Pursuit of Excellence. The chapter has organized 10 subcategory folders for officers to use when compiling supporting documentation for the submission. This has made keeping track of documents a lot easier.
CO51 - Throughout the year the chapter has “Rock Talk” meetings designed to discuss progress towards the Pursuit of Excellence Program submission. Every Sunday, the Executive Committee meets and decides what is going to be accomplished in the upcoming week regarding submission preparation.
CO53 - The Lt. Commander, at the beginning of each semester, requests each member submit a list of specific goals that the member would like to see accomplished over the semester. The Lt. Commander compiles the lists and puts together a document that outlines each member's goals. The document is then printed, framed, and hung in the chapter house living room. Every week at chapter meeting, the Lt. Commander asks the members what, if any, goals they have accomplished over the previous week. He then crosses off those goals on the master list as completed and hangs it back up in the living room.
CO54 - After determining chapter goals, members place these goals on large pieces of paper and display them in their dining hall. This is done to always remind members where the chapter is heading. It also provides a public forum to write progress reports or suggestions next to the goals throughout the year.
CO56 - Chapter compiles a PowerPoint for the PEP strategy session and reviews the last PEP submission with the entire chapter, then discusses exactly what needs to be done to improve on next year's submission.
CO34 - The chapter utilizes webservices such as https://www.constantcontact.com for various chapter and alumni communication and listserv functions.
CO33 - Sample Programming Board Governance Structure
CO61 - The chapter uses its own Microsoft Teams channel filled with every resource on the website for officers to use, and for adding their own materials and creating their own transition folders.
Officers and Elections
CO17 - The chapter uses an application system to appoint non- executive officers as determined by the chapter's bylaws. Each member interested in being appointed an officer is expected to submit a basic application and resume to be considered for appointment. Members not appointed as officers are asked to sit on committees based on their interest in areas of chapter operations.
CO18 - The chapter holds a presidential debate prior to holding Commander elections. Members are asked to submit questions to the current Commander and Lt. Commander to ask of the Commander nominees. All nominees can answer every question and the Lt. Commander acts as the debate moderator. The nominees are then asked to leave the room and each one returns individually to be asked more direct questions. The entire chapter is encouraged to attend and only those members who attend the debate can vote for Commander.
CO19 - The chapter has two elected LEAD Chairman. One is elected on the calendar year and the other is elected on the academic year so that there is always an experienced LEAD Chairman organizing events.
CO23 - The chapter elects a Commander-Elect in the fall who will officially take over the officer position at the end of the spring semester. The Commander-Elect has the spring semester to train for his position, attend College of Chapters, and shadow the current Commander before formally taking the role.
CO28 - Certain officers in the chapter will hold office hours during the week for members to be able to discuss any issues that they would like to speak about with specific officers. This best practice empowers members to reach out to officers to speak on a one-on-one basis.
CO40 - The chapter officers, in conjunction with alumni advisors, have developed a list of expectations for each officer. These expectations stem from the officer manuals on the sigmanu.org website and from functions specific to the chapter.
CO47 - Twice a year, the newly elected officers and alumni board come together for a goal review. It is the newly elected officer’s responsibility to prepare goals, action steps, and deadlines to bring to this meeting. Each officer presents his goals and then the alumni board provides ideas and critiques.
CO48 - Chapters have an officer responsible for submission of the Pursuit of Excellence Program. These officers and their committees also measure chapter progress towards the Excellence rating and can provide real-time feedback. In some cases, this officer is also responsible for submitting documentation for the campus’ standards program.
CO50 - The chapter elects an Awards Chairman responsible for completing and submitting materials for the PEP self-assessment and all host institution awards program.
CO55 - The chapter ends each semester with an executive retreat where operations are planned and discussed for the next semester. This includes all aspects of operations (recruitment, social, alumni relations, candidate program, budget finances, brotherhood trips and events, philanthropy, community service, athletics, initiation, induction, candidate projects, study hall, etc.). Dates are set on a chapter calendar that is posted on the bulletin and written plans are drawn up so there is enough time to successfully execute then. At the first chapter meeting of every semester, the plans are discussed and voted upon. Any changes that need to be made are made and recorded. The chapter follows a monthly schedule where we refer to the annual and semester plans to remind ourselves of our goals and plans at hand. Following the end of each month, the semester plan is referred to and edited for any changes. Notes are placed for what was successful and what needed improvement. This in turn will assist the next Executive Committee and is discussed during officer transitions.
CO59 - To ensure we meet our goals the chapter has elected a new PEP Chairman position that is in opposite term of the Eminent Commander. The PEP Chairman term is throughout the academic year whereas the Eminent Commander term is from December to December. The PEP Chairman will ensure that the Eminent Commander and Executive Committee are informed on important deadlines, goals, and areas of improvement identified in the previous year’s PEP evaluation feedback. The PEP Chairman will maintain PEP records and report directly to the Executive Committee on the chapter’s progress toward its goals.
CO32 - Sample Officer Application
CO62 - The chapter writes formal and personal transition letters as a sign of support, containing transition materials.
CO63 - The chapter created a PEP instruction manual for new Lt. Commanders on how to properly fill out and delegate the self-assessment. This also has tips on how to create a better PEP submission each April.
The Ritual Implementation
CO35 - The chapter does not hold a vote in the meeting unless they have formally opened the chapter with Ritual.
General Fraternity Resources
GFCO1 - Chapter Strategic Planning Template
GFCO2 - Secret Thoughts of a Ritual - by Edward M. King
GFCO3 - Committee Chairman Report Form
GFCO4 - Habits of Successful Executive Committees
GFCO5 - New Executive Committee Goal Setting
GFCO6 - Officer Transition Checklist
GFCO7 - Ten Commandments of Leadership
GFCO8 - The Art of Delegating
GFCO9 - Chapter Cash Management Tool
GFCO10 - Chapter Officer Budget Request Form
GFCO11 - Chapter Budget Template - Instructions
GFCO12 - Federal Tax and Form 990 Filing Guide
GFCO13 - Sample Chapter Meeting Agenda
GFCO14 - Sample Chapter Meeting Minutes
GFCO15 - Sample Payment Plan Agreement
GFCO16 - Officer Binder Checklist
Call for Practices
If you have a great example or resource that you think should be included in the Best Practices Library, we want to know about it. Send your examples and resources to Austin Lloyd, Director of Chapter Services, at austin.lloyd@sigmanu.org.
Additional Officer Resources
The perfect complement to the Best Practices Library is the specific chapter officer resources page. Here you can access additional resources and the chapter officer manual for each officer. Also be sure to check out the following pages on the Fraternity's service and philanthropy related resources: