Chapter Operations
Chapter Operations
Embedded Files
Risk Management Policies of Tau Beta Sigma and Kappa Kappa Psi
Official Policies of Tau Beta Sigma
Meeting Tips
Meeting Tips
Failing to plan is planning to fail!
Keep your meetings efficient and productive by having an agenda. Have one member be in charge of creating an agenda where all executive members are able to fill out the information that needs to be shared during the meeting. Ensure the agenda is made at a constant time with ample time for executive members to fill their sections.
Tip: Make the agenda five days before the meeting and have executive members to fill their sections 24 hours before the meeting to provide time for the secretary to create the minutes.
Choose a format for your chapter Agenda that works best for your chapter, whether that be Google Docs, presentations, etc.
Choose a format for your chapter Agenda that works best for your chapter, whether that be Google Docs, presentations, etc.
Once your chapter has found a format that works best, keep it constant!
Things to Include in an Agenda
Things to Include in an Agenda
When prepping the agenda, encourage your executive board (and all other members) to keep points engaging and concise! (phrases not paragraphs)
Links of referenced items when possible
When prepping the agenda, encourage your executive board (and all other members) to keep points engaging and concise! (phrases not paragraphs)
During the Meeting
During the Meeting
Designate one person who is in charge of keeping everyone on track (president, secretary, sergeant-at-arms, or anyone else that fits best for your chapter)
Designate one person who is in charge of ensuring meetings follow constitution, TBSigma police, and all votes follow the procure
Set expectations for all members at the beginning of each semesters AND remind them often
Allow members to have a voice in what these look like
Leave time at the end of every executive board members’ section for questions so that the chapter is always on the same page.
Work in some fun time at the beginning or end of chapters. (examples)
Does the meeting have enough information to have?
Does the meeting have enough information to have?
Other Things to do during a Meeting Time
When your executive board has determined there is not enough to have a meeting, but you would still like to come together, here are somethings to do instead!
Kick it off with annoucments! Allow for there to still be a short time for reminders even though there is not a formal meeting.
Bond! Check out the membership section for ideas. :)
Run continuing education either on your own or from Rondo!
Do a little mini service project.
Host a self-care night or take some much-needed mental health time!
Use for a chapter improvement and brainstorming!
Sponsor and DOB Relations
Sponsor and DOB Relations
Use completing the CPR or other OPUS paperwork as a conversation starter.
Include them in events such as rituals and recruitment events! Encourage them to get to know the members during fun events.
Joint Relations
Joint Relations
Reach out as the executive board about having regular joint check-ins.
Create a consent schedule for when they will be (every other Tuesday, First Monday of every month, fifth Wednesday of every month)
Create a joint executive board communication line through either a group chat, email, or another common place for communication
Be intentional about planning service and recruitment events that could be done jointly.
Talk to your sponsor or director of bands about projects that could be done together to encourage working together.
Host a joint bonding event to create more collaboration and connection between both organizations. Find opportunities to get to know each other outside of service projects
Check out more joint relationship tips for membership here!
Band Relations
Band Relations
Ask directors or other School of Music staff if there are different ways that you can help out more.
Be specific with the manpower and time your chapter can commit so that they can give you reasonable and attainable tasks.
Ask for permission to make announcements about your service and recruitment events before/after band rehearsals, or for directors, GAs, or School of Music Secretaries to send out mass emails about your chapter events.
Reach out to music department staff and administration about doing more fundraising/service/recruitment events in the School of Music buildings, and ask about hanging up flyers so your chapter name gets out to all the bands and ensembles.
Wear merch to rehearsal to increase awareness of the organization.
Officer Transitions
Officer Transitions
These can be difficult, so here are just a few ways to mainstream the process and support the future of your chapters.
Constant Accounts: This could look like a joint Google Drive where each position has a folder or each position in your chapter has its own email!
Schedule a meeting: Allow for a time when the past and new person holding the position can meet, look over all documents and share details about the position.
Leave contact information: Encourage the past position holder to leave a way that the new person can reach out and ask questions. Give support!
Give space: Allow the new person to take the position into their own hands and create their own goals.
Respecting Pronouns
Respecting Pronouns
Normalize providing pronouns during every introduction! This allows individuals to feel safe sharing them. Create a caring, listening, and understanding environment because sharing pronouns can be intimidating in a new setting
Consider using name tags with one's pronouns at events.
Have constant name tags to wear during service events or any time you are with new people.
Provide Sticky name tags for everyone to wear during recruitment events.
Be intentional, but give grace with mistakes! Always try to use someone's correct pronouns, but if a mistake does happen, correct yourself quickly, apologize, and move on. It can make the person that you misgendered more uncomfortable if a lot of attention is brought to the misgendering.
Resources for more information:
Active Listening
Active Listening
Active listening is important when working together. This allows each other opportunities to be heard and communicate through listening instead of speaking
Active Listening.pdfLetter of Recommendation
Letter of Recommendation
Asking
Asking
Know Who to Ask: Reach out to someone that you genuinely feel knows your character and work ethic. Pick professors or mentors that you spend more one-on-one time with so that they have a lot to talk about.
Ask WELL in Advance: Professors and mentors and graduate students are extremely busy and have a lot on their plate. It is important to give your letter-writer ample time to work on the letter. It looks unprofessional if you ask 1-2 weeks before a deadline. A month is a good rule of thumb if that much time is achievable.
Provide a resume: Give a copy of your resume along with your letter request so that your letter-writer can be specific about your achievements. This also helps to refresh their memory of things that you have done alongside them because it is likely that professors and mentors will have several students requesting letters for them.
Provide Details of What You are Applying for: Give a copy of all details related to what you are applying to. This will allow the writer to share examples and details of your character that relate to your application.
Writing
Writing
Be Mindful About Saying Yes: Writing a good recommendation letter takes a lot of time and it is quite a responsibility. It is better to be honest and decline so that the person can ask someone who can prioritize the letter a little more than to write a subpar letter.
Ask For a Resume if the letter-requester did not provide one. This will give you specific information to reference in their letter and will give evidence to your claims about their work ethic.
Be Honest: It will be obvious if your letter is widely different from any others that the person turns in, and it will be obvious if the evidence from their resume doesn’t back up your claims.
Focus on the Application Description: Ask for a copy of the application description if not provided. Try to include language from the job description in your letter when speaking about your subject’s skill set.
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