Chapter Council Delta Epsilon Chapter
Grand Chapter Advisor: Jeremy Hout Jeremy.Hout@gc.k12.oh.us
Recruitment Advisor: Levi Rice levir05@yahoo.com
Parent/Family Club Ambassador: Michelle Harrison
Membership Education Advisor: Joshua Sherwood joshuajsherwood@gmail.com
Financial Advisor: Fred Martin cfmartin@roadrunner.com
Ritual Advisor: John Macioce maciocejohn@yahoo.com
Scholarship Advisor: John Godinsky cjgodinsky@yahoo.com
Faculty Advisor: Chris Nourse cnourse@rio.edu
Standards Advisor: Darrell Boggs ddboggs@roadrunner.com
Service Advisor: Cole Simpson juicecgs@gmail.com
Brotherhood Advisor: Jerry Waters waters441@yahoo.com
Chapter Representatives
President: Alex Nichols alexnichols16@gmail.com
Vice President: Clinton Campbell clintbobby@outlook.com
Secretary: River Spicer rjspicer1@frontier.com
Treasurer: Isaiah Chapman cspeedy33@gmail.com
Marshal: Brandon Massey
Sergeant-at-arms: Ethan Greenwalt
Recruitment Director: Kyle Sanborn
Alumni Director: Ethan Greenwalt
Scholarship Director: Brandon Massey
Membership Ed Director: Delbert Hickman
Risk Management Director: Alex Nichols
Philanthropy Director: Isaiah Chapman
Service Director: Brandon Massey
Athletics Director: Jack Unbankes
Social Director: Brandon Massey
Family Relations Director: Clint Campbell
Fundraising Director: Clint Campbell
Brotherhood Development Director: Jack Unbankes
House Manager: Jack Unbankes
Alumni Director:
Brotherhood Development: Josh Hayes joshuaghayes@hotmail.com
Family Relations: Kyle Sanborn Kyle_sanborn5@yahoo.com
Finance: Adam Clagg a.clagg@yahoo.com
Membership Education Director: Wade Barney s300732258@students.rio.edu
Philanthropy:
Recruitment Director:
Ritual: Josh Hayes joshuaghayes@hotmail.com
Scholarship Director: Isaiah Chapman cspeedy33@gmail.com
Sergeant-at-Arms: Jack Unbankes jack.unbankes10@yahoo.com
Service: Josh Hayes joshuaghayes@hotmail.com
Alumni Association President: Tom Donnelly tpdonnelly2003@yahoo.com
A Chapter Council’s primary role is to advise and mentor the undergraduate officers by providing a mature perspective to the undergraduate chapter. Other general duties and responsibilities of the Chapter Council are:
1) To help the chapter achieve maximum self-sufficiency.
2) To provide the Chapter with continuity, understand the Chapter’s dynamics and to adjust its approach to fit the ever-changing conditions.
3) To be familiar with Robert’s Rules of Order and the Ritual of Alpha Sigma Phi.
4) To appoint or remove members of the Chapter Council by a majority vote, with the Grand Chapter Advisor holding the tie-breaking vote.
5) To enforce, maintain and regulate itself with respect to judicial laws, national policies, acceptable attendance and preparation for meetings, long range planning principles, and respect of roles.
6) To not allow an officer, individual or committee of the Chapter Council to hinder or be an excuse for not fulfilling its commitments.
7) To monitor and discuss its process and performance during each face-to-face meeting. Self-monitoring will include comparison of Council activity and discipline against the national Constitution and Bylaws and the policies set forth by the President and CEO of Alpha Sigma Phi Fraternity.
The council can have an impact on the chapters insurance rates by having the chapter council members listed in the officer portal and holding three verified meetings. These meetings need to be held by 8/14/2012, 12/6/2012 and 5/1/2013. The meetings can be held by conference call. The council must send a notice to the director of alumni engagement, Denis Beaudoin, with copies of the notice sent to chapter council members of the meeting, the meeting agenda and the actual members in attendance at the meeting. This needs to be done by the dates above.
Advisor Responsibly
RECRUITMENT ADVISOR
Works directly with the following undergraduate officers: Recruitment Chairman and Recruitment Team/Committee.
Has weekly communications with Recruitment Director (helps plan recruitment training workshops each term). This is a shared responsibility with the undergraduate officer to initiate communications.
Attends recruitment events, when available.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
PARENT/FAMILY CLUB AMBASSADOR
Is a parent or adult family member of a current undergraduate brother.
Works directly with the Parent Relations Director.
Serves as the ambassador to all parents along with undergraduate members in the chapter.
Parent Ambassador does not need to be a member of Alpha Sigma Phi or any Greek Organization. The advisor can also be a woman.
Available to consult with parents of new members and should send a welcome letter to new members’ parents shortly after they are initiated.
Assists Recruitment Advisor by writing letters to potential members’ parents.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
Is the liaison to the Parents Club, and often serves as Chair but that is not required.
MEMBER EDUCATION ADVISOR
Reviews Chapter’s Member Education curriculum (Alpha Phase) and schedule each term.
Ensures Fraternity Headquarters receives all necessary forms (Biographical Data forms and Initiation Notification in a timely manner).
Has weekly communications with Membership Education Director. This is a shared responsibility with the undergraduate officer to initiate communications
Attends a new member education meeting and Pledge Ceremony, as available.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
RITUAL ADVISOR
Works directly with the following undergraduate officers: Marshal (HM).
Is an initiated brother of Alpha Sigma Phi Fraternity.
Insists on the use of the ritual and is capable of showing how to perform it properly.
Is the chapter’s authority on ritual practice and procedure and consults with Fraternity Headquarters when necessary.
Has bi-weekly communications with the (HM) Marshal. This is a shared responsibility with the undergraduate officer to initiate communications
Must attend initiations and is strongly encouraged to attend other ritual events (e.g., Pledge Ceremony, Officer Installation, and Senior Service), as available.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
FINANCIAL ADVISOR
Works directly with the following undergraduate officers: Treasurer (HE) and Fundraising Director.
Has weekly communications with the Treasurer. This is a shared responsibility with the undergraduate officer to initiate communications
Guides the Treasurer in setting a chapter budget and keeps copy as reference.
Reviews undergraduate chapter budget with Treasurer at least once per term.
Conducts an annual audit of the undergraduate books.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
SCHOLARSHIP ADVISOR
Works directly with the Scholarship Director (HA).
Actively works in conjunction with Faculty Advisor on academic health of undergraduate chapter.
Has bi-weekly communications with the Scholarship Director. This is a shared responsibility with the undergraduate officer to initiate communications
Ensures that the Chapter submits necessary reports (e.g.grade reports at the end of the semester) to Alpha Sigma Phi Headquarters in a timely manner.
Grand Chapter Advisor appoints and Chapter Council approves to serve a two year term.
CHAPTER REPRESENTATIVE
Represents the undergraduate chapter and votes on its behalf.
Serves on Chapter Council for the length of his elected term
The President of the Alumni Association serves as advisory member.
In order to limit liability risk to affiliate organization assets, all members of a Chapter Council will be non-voting members of other affiliate organizations.
For additional information on Chapter Councils, contact the Grand Chapter Advisor or Director of Alumni Engagement at Alpha Sigma Phi Headquarters.
STANDARDS ADVISOR 2013-2014
Works directly with the following undergraduate officers: Risk Management Director, Social Director, and Sergeant-at-Arms in capacity as Standards Board Chairman.
Has bi-weekly communications with the Risk Management Director and Sergeant-at-Arms (HC), alternating weeks. This is a shared responsibility with the undergraduate officer to initiate communications
Knows Fraternity and university risk management guidelines and ensures Risk Management Director is enforcing same.
Ensures a risk management workshop is offered each term and encourages participation in our online Alcohol Education program.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
SERVICE/PHILANTHROPY ADVISOR 2014-2015
Works directly with the Philanthropy Director and Community Service Director.
Has bi-weekly communications with the Philanthropy Director and Community Service Director. This is a shared responsibility with the undergraduate officer to initiate communications.
Helps advise officers on planning yearly event to benefit national philanthropy.
Advises Community Service Director with planning community service events.
Attends service and philanthropy events, when available.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
FACULTY/STAFF ADVISOR 2015-2016
Advises all members on chapter academic expectations and requirements.
Ensures that a copy of term/cumulative grades is provided to Fraternity Headquarters and Chapter Council Scholarship Advisor.
Provides university-required signature to become recognized university student organization; ensures that all forms and required materials are submitted in timely manner to the university; responsible for assisting GCA in
developing and managing Fraternity and Sorority Advisor and University partnership.
Act as a mentor, role model, and counselor to members.
Interprets the University policies, procedures, and resources to the chapter.
When not appointed by the university, the undergraduates are responsible for selecting Faculty/Staff Advisor.
Does not need to be a member of Alpha Sigma Phi, does not need to be a member of a Greek Organization, and does not need to be male.
BROTHERHOOD ADVISOR 2015-2016
Works directly with the Brotherhood Development Director.
Orchestrates the Chapter Council in providing a brotherhood retreat for the undergraduate chapter once each term.
Communicates bi-weekly with the Brotherhood Development Director. This is a shared responsibility with the undergraduate officer to initiate communications
Advises Brotherhood Development Director with the implementation of Sigma Phase group activities – review tbtm website.
Coordinates Phi Phase presentations in conjunction with the Alumni Association, if applicable – review tbtm website.
Is appointed by GCA and approved by Chapter Council to serve a two year term.
The Grand Chapter Advisor plays a key role in our organization. He is the lead volunteer and is appointed by the Fraternity CEO and reported to the Grand Council. Once appointed, he serves until the next Grand Chapter. At that time the Fraternity’s CEO may reappoint him for two additional years.
We define Advisors as:
All advisors of interest groups.
Those acting in the role of a Grand Chapter Advisor, but not officially appointed.
Uninitiated individuals advising the chapter.
A Grand Chapter Advisor can expect to commit 7-10 hours per month in the performance of his responsibilities. His responsibilities include:
Presiding as the Chair of the Chapter Council.
1. As the Chair, the Grand Chapter Advisor is required to hold two Chapter Council meetings per academic year, though monthly or quarterly meetings are encouraged.
2. As the Chair, the Grand Chapter Advisor is responsible for constructing and distributing the Chapter Council agenda(s).
3. As the Chair, the Grand Chapter Advisor is responsible for ensuring that Chapter Council Advisors are communicating with and supporting their respective undergraduate officer(s) in a timely manner.
Building a Chapter Council with assistance from Alpha Sigma Phi Headquarters.
Seeking and submitting qualified Chapter Council Advisor candidates to the Chapter Council for majority vote and approval. The Grand Chapter Advisor is encouraged to include members from outside his own chapter to serve on the Chapter Council.
Representing the policies and procedures of Alpha Sigma Phi Headquarters while
serving on the Chapter Council.
Managing the relationship between the Chapter Council and Alpha Sigma Phi Headquarters.
Maintaining a positive relationship with the Alumni Association, Parents Club, and House Corporation.
Mentoring and coaching the following undergraduate officers: Chapter President (HSP) and Vice President (HJP).
A specific limitation of the Grand Chapter Advisor is that at no time does he act on behalf of or with the authority of the Grand Council.
The Grand Chapter Advisor oversees and delegates responsibilities to other advisors on the Chapter Council to share and balance the workload and to most effectively meet the goals the Chapter Council has established for itself.
Facilitates the Chapter Council in creating goals that are consistent with goals of the undergraduate chapter.
Attends or has Chapter Council representation at two face-to-face Prudential and/or Chapter meetings a month during academic year.
Has no less than weekly contact with the Chapter President and/or Vice President. Outside of the academic year, the contact, at a minimum, will be monthly.
Facilitates a meeting and transition process between incoming and outgoing officers.
Contacts, either in person or by phone, campus based Greek Professional no less than once a term (fall and spring).
Ensures the chapter recruitment strategy is value-based and pre-planned in the academic term before the term of execution.
Uses Alpha Sigma Phi Headquarters staff to support advisory efforts.
Submits a Grand Chapter Advisor Report on the “health” of the undergraduate chapter to Alpha Sigma Phi Headquarters by June 15 of each academic year.
Keeps Headquarters informed of the condition of his chapter through informal communications on a quarterly basis in addition to the Grand Chapter Advisor’s Report.
Promptly responds to the Alpha Sigma Phi Headquarters on any requests.
Updates Portal to report any changes in Chapter Council members.
Makes recommendations to Headquarters of qualified undergraduates who may be prospects for serving as National Headquarters Staff.
Assists in transitioning to a new Grand Chapter Advisor when appointed, particularly where there is no Chapter Council.
Is a liaison to, but not an officer or voting member of, the Housing Corporation or Alumni Association board as these boards may jeopardize his effectiveness through possible conflicts of interest or may unnecessarily bring added risk to these affiliate organizations.
ONGOING YEARLY ACTIVITIES
Maintains a file system to include:
1. Weekly Chapter Meeting Minutes and correspondence to/from Headquarters
2. Notes from meetings with Chapter Staff Liaison, Greek Advisors, Alumni Associations and Chapter Council, Housing Corporation, and other university/college leaders
3. Contact information for all of the above people/groups.
Is the ambassador/liaison from the chapter to the alumni, university/ college, and the community at large.
Represents and protects the interests of the national organization, as necessary, in all dealings with the chapter.
Meets with headquarters staff during their visits to the chapter.
Attends university-sponsored alumni advisor meetings for all fraternities, as available
Attends and participates in national leadership, volunteer conferences, and training opportunities as available.
See the 2012 National Constitution and Bylaws for additional authority and responsibilities of the Grand Chapter Advisor and Chapter Council.