Transcript OfficeR Transitions & Recruitment

OFFICER TRANSITIONS &
RECRUITMENT
Alumnae Chapter
Academy 2015
Dallas, Texas
OFFICERS
Each alumnae chapter shall have an Executive Board comprised of a
minimum of three elected officers. These will normally consist of the
President, Secretary and Treasurer of the chapter.
LEADERSHIP CULTIVATION
In an alumnae chapter, the existing officers should do whatever it
takes to get more members involved, to nurture them and to
encourage them to seek opportunities to serve on committees or in
appointed positions.
Alumnae chapters should actively try to diversify its leadership and be
as inclusive as possible when it comes to who is placed into the various
positions.
LEADERSHIP CULTIVATION
It is important to be upfront and honest about any time commitments
that one may be asked to give up when volunteering for a leadership
opportunity, and any potential leader should know and understand
the officer responsibilities before being considered for a specific
position.
WHAT CHARACTERISTICS
DO YOU LOOK FOR IN
A LEADER IN YOUR CHAPTER?
Share with us!
LEADERSHIP CHARACTERISTICS
Leadership has many defining characteristics:
 it is the ability to guide, manage, inspire, encourage and motivate others toward
chapter goals.
 Leadership means making tough decisions, which do not necessarily follow tradition
and "the way it's always been done."
 Leadership includes risk-taking to help the chapter meet challenges and solve
problems with innovation and creativity.
Previous Alpha Phi leadership roles is not required to hold a position
in an alumnae chapter.
RECRUITING OFFICERS
RECRUITING TIPS
Attempt to find nominees of varying age groups and collegiate
chapters;
As people are nominated, call them while at the Nominating
Committee meeting to find out if they will accept the nomination;
 Stress why you are asking them to fill the office. Make them feel
needed and then do not let them take too long to give you their
answer;
RECRUITING TIPS
Sometimes, it is a good strategy to find the supporting officers before
asking someone to serve as President. Then the presidential nominee is
assured of a full Executive Board, which will make her job easier;
If a qualified individual refuses one office, offer her one with less
responsibility because you feel she can make a contribution as a
member of the Executive Board.
Remember people love to be asked and told they are important to
the success of the chapter!
SMALL CHAPTER RECRUITMENT
Tips for a chapter with problems in officer recruitment
 If you know someone who would be good, contact her personally and explain the
chapter's need to her;
 Do not wait until the last few days before the deadline to find a replacement. Work
all year long on officer recruitment by encouraging qualified members to consider
major offices in the alumnae chapter;
 Do not make your job look too hard and make sure that all officers promote a
positive image of their position;
 If you really have a problem in officer recruitment, contact your Alumnae Chapter
Administrator (ACA).
ELECTIONS
Nominating Committee
NOMINATIONS COMMITTEE
The method selected for nominating officers depends upon the size of
the chapter and the frequency of meetings.
Alpha Phi International recommends the use of a Nominating
Committee.
 The committee should be chosen in the fall and the slate should be announced at the
meeting before the elections take place (i.e. announce the slate in March and vote in
April).
 If your chapter is large enough to use a Nominating Committee but does not meet
frequently, you may need to have the slate presentation and the elections at the same
meeting.
NOMINATIONS COMMITTEE
The committee should be appointed and the names of the committee
members should be made known to the rest of the membership.
Suggestions should be solicited by the committee from all members of
the chapter. Suggestions may be made verbally, by written
correspondence or by e-mail.
 It is the responsibility of the Nominating Committee to thoughtfully consider the
potential of each candidate. The committee should meet as many times as is
necessary but should meet a minimum of once and prepare a slate that is presented
to the chapter in the spring.
NOMINATIONS COMMITTEE
The advantages of a Nominating Committee are twofold.
1.
First, the committee can consult each nominee in advance and be
sure that the nominee will accept the nomination when it is made.
2.
Second, the Nominating Committee can make up "a slate" of
nominees for each position who will work together harmoniously if
all the members of the slate are elected.
USE THE ALUMNAE CHAPTER OFFICERS’
MANUAL
This is the largest tool your chapter’s officers can utilize
With this manual in hand, you can…
 Review chapter expectations
 Review chapter goals
 Review officer position descriptions
Manual can be found on the Alumnae Chapter Officer Resource page
http://www.alphaphi.org/resources/alumnaechapter/alumnaechapterofficerresources
TRANSITIONS
USE YOUR ALUMNAE CHAPTER
ADMINISTRATOR (ACA)
This Alpha Phi volunteer has been assigned to work specifically with
your alumnae chapter & will be an amazing resource in the coming
year.
With her, you can…
 Review chapter history
 Compare your chapter with other similar size/geography
 Get ideas!
HOLD A TRANSITION MEETING
Hold a Transition meeting with both outgoing and incoming officers
 Put it on the annual calendar.
 Set an agenda.
 Have one-on-one time between officers to review position responsibilities.
 Have group time to review the past term.
 What were the goals of the outgoing officers?
 What did they accomplish, what would they still like to see happen?
 What “worked” and “didn’t work” for the chapter?
 Celebrate a job well done, honor outgoing officers!
GENERAL OFFICER EXPECTATIONS
Share general expectations with all officers.
It is the responsibility of the elected chapter officers to oversee aspects of
chapter business and operations. Additionally, chapter officers should know their
individual responsibilities:
 Keep an officer notebook/files to pass on to her successor.
 File in her notebook, the year end officer report.
 Be familiar with the Policies & Procedures (P&P) of Alpha Phi along with the Alumnae
Chapter bylaws.
 Attend all executive committee meetings and chapter meetings.
 Read all mailings sent to the chapter – Alumnae Chapter President newsletter sent
monthly.
 Compile all required forms and reports to the EO.
 Participate in officer meetings and/or trainings.
 Stay current on alumnae chapter initiatives and business.
EXECUTIVE BOARD RETREAT
Consider hosting an Executive Board Officer Retreat.
 Put it on the annual calendar
 Set an agenda
 Set expectations among each other for responsibilities, communication
 Set Chapter Goals
 Set individual officer goals
 Bond as SISTERS! HAVE FUN!
REPORT TRANSITIONS
The Executive Office must be notified of any change in chapter officer
positions.
It is important that Executive Office has accurate records of this
information, so that these individuals may access all of the resources on
the Alpha Phi website that pertain to alumnae chapters.
HOW DOES YOUR CHAPTER
HOLD TRANSITIONS?
Share with us!