Tau Beta Sigma North Central District Guidelines

The North Central District Guidelines were created to compile all adopted policies to ensure that business is run effectively and efficiently. All information was taken from convention minutes, District Convention committee reports, the District Constitution, and the National Constitution. Besides containing policies, it also contains forms to act as guidelines, and facts which should prove to be helpful to your chapter and are sometimes hard to find otherwise.

The District Guidelines are to be placed in your Chapter Guide to the District binder, so that it will not be damaged or lost. The Guidelines are intended to be the "working document" of the district. All policies which are newly adopted, at following conventions, are to be placed in the District Guidelines rather than in the constitution. Any amendments or additions to the Guidelines are to be compiled by the District Secretary/Treasurer who will send all revisions to the chapters with the mailing of convention minutes, providing existing computer files of the District Guidelines are accessible. The District President, Counselor and District Secretary/Treasurer will have up to date computer files of the District Guidelines.

Additions and revisions should be handled in the following manner:

1) Pages which contain revisions simply are replaced by new pages supplied by the District Secretary/Treasurer.

2) Additional pages should be added to the end of the Guidelines, when possible.

3) Additional pages, added between existing pages to ensure organization, should have the same page number as the preceding page, followed by a letter to distinguish pages.

Example: Page 14, Page 14 A, Page 14 B, Page 15.

4) Every few years, the page numbering system should be revised, and chapters shall receive a complete District Guidelines. This will keep it from getting confusing. These Guidelines and their contents will familiarize your chapter with the district. Please take the time to learn and benefit from this document.

CHAPTER GUIDE TO THE DISTRICT

Each chapter shall have a "Chapter Guide to the District" which include the most recent editions of the following documents:

1. National Constitution

2. North Central District Constitution

3. North Central District Guidelines

4. District Membership Education Program

5. Alumni Monograph

6. Kadenza booklet

7. Awards booklet

8. Chapter Operations Handbook

9. National Guide to Membership Education

10. Any other document deemed necessary by the District Council

These items should be kept in a three-ring binder.
DISTRICT OFFICER DUTIES

President

1. Shall preside at all meetings of the District.

2. Shall be a non-voting member of all District Committees.

3. Shall appoint additional committees, when necessary.

4. Render all possible assistance to the District Counselor.

5. Act as the official representative of the District when the District Counselor is unable to do so.

6. Appoint all chairpersons for the District Convention Committees, upon approval of the District Counselor.

7. Appoint a parliamentarian when necessary.

8. a)Shall send convention bid checklists to all chapters by October 1.

b)Shall send block informational checklist to the host chapters 10 weeks prior to the hosting date.

9. Shall be advisor to the host chapter of the NCD Convention.

Vice-President for Membership

1. Shall preside at meetings of the District, in the absence of the District President.

2. Assist chapters with their membership education files.

3. Shall conduct a membership education survey for each class.

4. Is in charge of internal as well as external expansion reports within the district.

5. Shall distribute, collect, and evaluate expansion reports, on disk.

6. Shall distribute, collect, and evaluate colonization reports, on disk.

7. Shall promote the National Alumni Association.

Vice-President for Special Projects

1. Responsible for designing and implementing special projects, as determined by the District Council.

2. Shall be advisor to the host chapters of the Kadenza.

3. Shall design and implement an informational workshop at the Leadership Conference to encourage chapter bidding.

4. Responsible for overseeing the sister chapter program.

5. Responsible for informing chapters of SPAM and its submission date.

6. Responsible for creating jointly with the Kappa Kappa Psi Vice President for Programs the NCD display for National Convention and all NCD conventions.

Secretary/Treasurer

1. Record, keep and distribute the minutes of all district meetings, separate and joint, on disk; have them sent to all chapters in the district within two weeks of the meeting.

2. Control the receipts and disbursements of all District moneys when necessary.

3. Keep a ledger of financial transactions.

4. Keep a current chapter roster of the district.

5. Record, by hand and audio tape, the District Convention minutes and give them to the newly elected Secretary/Treasurer within two weeks following the close of convention.

6. The newly elected officer will compile these minutes, reports, district directory, and constitution on disk and will send them within one month following convention to all chapters in the district, all district officers and district counselor, the National Headquarters, and all members of the National Council.

7. Responsible for maintaining the consistency between the District Constitution and the District Guidelines, in accordance with the guidelines set forth in the National Constitution

8. Shall send a financial report to the publishers of the Kadenza.

9. Shall keep a current chapter roster of the District.

District Counselor

1. Appointed by the National President for a term of two years.

2. Shall be the administrative officer of the District and ex-officio member of all committees.

3. Act in an advisory capacity to the National Council, the District, and to each chapter in the district.

4. Act as the official representative of the District when necessary.

5. Act as the official Inspecting Officer of the Sorority when requested by the National Council.

DISTRICT OFFICER GUIDELINES

GENERAL DUTIES OF DISTRICT OFFICERS:

1. It is recommended that each District Officer attend District and National Conventions which occur during term of office.

2. It is recommended that each District Officer attend Leadership Conference.

3. It is recommended that each District officer attend a least two of the three block meetings.

4. Must submit report, at the convention, of her/his activities during the period since the last convention.

DISTRICT FINANCES

1. District officers serve without compensations.

2. District officers may receive reimbursement for expenditures due to their office, as long as they are budgeted.

3. Reimbursements are made by the National Office after the correct form has been completed by the officer and signed by the Secretary/Treasurer and Counselor.

DISTRICT OFFICER CONVENTION DISPLAY

1. Must visually show what each officer has done during the past year.

2. Must have a brief summary of each office.

DISTRICT OFFICER VOTING ELIGIBILITY

1. District Officers shall not have a vote, except the President who shall vote when her/his vote will affect the result or if the vote is by ballot.

DISTRICT OFFICER MEETINGS

1. Transitional meeting will immediately follow the closing of the gavel of District Convention. Newly elected officers will be briefed on their new position and all materials of office will be presented to the new officers.

2. It is recommended that the council meets four times within the year: fall, late fall, winter, and spring.

3. It is recommended that minutes of these meetings be sent to each chapter within one week.

FILLING A VACANT OFFICE

1. If the office of President is vacated, the Vice-President for Membership will fill the vacancy.

2. If the Vice-President for Membership position is also vacated, the outgoing President’s chapter shall work with the District Counselor to appoint a replacement president.

3. If the office of Vice-President for Membership, Vice-President for Special Projects, or Secretary/Treasurer is vacated, the District Counselor has the authority to appoint a person to the office, with the approval of the remaining officers.

IMPEACHMENT PROCESS

The impeachment process should follow these guidelines:

1. District Counselor receives information in writing.

2. The Counselor contacts the District councils of both Tau Beta Sigma and Kappa Kappa Psi in order to determine if the impeachment process should be continued.

3. If the Counselor finds no grounds for impeachment, a report shall be filed with the Counselor and the impeachment process shall end without further investigation.

4. All chapters in the District must receive written notification of the pending investigation.

5. Any chapter desiring input on the present situation must have submitted a written recommendation to the Counselor by the deadline stated in the letter.

6. In the remaining days of the impeachment process, all chapter recommendations shall be compiled and reviewed by the District Council. The District Council will then make a recommendation to the District Counselor.

7. Any vacant position caused by impeachment shall be filled according to the guidelines for the replacement of a District Officer.

DISTRICT OFFICER CANDIDATES

ELIGIBILITY OF DISTRICT OFFICERS

1. Must be a sophomore student and an active member of the Sorority, in good standing, for at least two full academic quarters or one full academic semester at the time of election.

2. Must have support of her/his chapter and approval of advisor and/or sponsor.

3. Must meet minimum university requirements of candidate's particular school for a campus organization officer if applicable.

4. Sponsor is responsible to see to it that the candidate is in good standing with her/his chapter and university.

QUALITIES OF DISTRICT OFFICERS

1. Shall have more than ordinary business or professional ability.

2. Shall be capable of representing the Sorority and district when called upon to do so.

3. Shall have the best interest of the Sorority at heart.

4. Must be willing and able to devote the necessary time to the execution of the duties imposed by the office to which elected.

INTENTIONS OF DISTRICT OFFICER CANDIDACY

1. All candidates must notify the District President and Counselor, in writing, at least 45 days prior to the drop of the gavel of the joint opening session of District Convention.

2. All chapters in the district shall receive a copy of the candidate’s application at least 30 days before District Convention.

NOMINATIONS OF OFFICERS

1. The committee on Nominations shall carefully investigate the eligibility of candidates for election.

2. The committee shall nominate one member for each office, but only if the candidate is deemed qualified by the committee, and then present the names to the delegation during the official report of the committee.

3. Additional nominations may be made from the floor of the convention by official delegates.

VOTING FOR DISTRICT OFFICERS

1. A majority of all votes cast at the Convention shall be necessary for election of district officers.

Application for District Office located in the Appendix of Forms (see page xi-xiv)

BIDDING FOR DISTRICT CONVENTION

CONVENTION SITE SELECTION

1. The location of the District Convention will be suggested by the Joint Convention Site Committee and will be decided on by 2/3 vote of the delegation of the preceding convention.

2. In the absence of a decision by the Convention, the site shall be determined by the Joint District Council including the District Counselor and Governor. The District Council will accept bids for 30 days following convention. The decision will be made in an additional 30 days.

3. Chapters bidding for a district convention should be prepared to present information to the Joint Convention Site committee and joint convention if necessary.

4. Bidding chapters should follow the North Central District Convention Bid Checklist.

5. Bidding chapters must submit a bid to the district president, the district counselor, and the national council 30 days prior to the current convention. It is recommended that the bidding chapters submit a bid to all of the active chapters in the district 30 days prior the convention.

NORTH CENTRAL DISTRICT CONVENTION BID CHECKLIST

A. CONFERENCE FACILITIES

1. Size and number of meeting rooms available

a. Provide floor plan

b. Are there more meeting rooms that may be utilized if needed last minute?

2. A written confirmation of the availability of these rooms for two optional weekends.

3. Copying/typing/computer facilities available. Please provide information as to types of computers and software used. It is recommended that a minimum of six IBM-compatible computers be available.

4. Arrangements for audiovisual equipment in all meeting rooms (Tell what is available. See also E 1 below).

5. Flexibility of conference center: how quickly can changes be made? Please provide written confirmation of the conference center's flexibility.

6. Proposed schedule and transportation time between buildings, if needed.

7. Avoid including donated equipment and supplies in the bid unless such donations are backed with specific details.

B. HOTEL SPACE

1. Number and occupancy of rooms available for all optional weekends based on the attendance from the last three District Conventions

a. Availability of hospitality rooms

b. Overflow facility: proximity, transportation, etc.

2. Reservation procedure for convention: separate from conference facilities? How far in advance individual schools should claim their own overnight arrangements?

3. Room stuffing, local and state alcohol policies and laws clearly stated.

4. Amenities available from the hotel

5. A written confirmation of the flexibility of all possible housing sites, and how quickly these changes can be made.

a. What is the hotel policy about security and how it will be handled.

6. Sleeping room costs should not be a line item in the budget, but should be a separate item in its own section.

C. ENTERTAINMENT

1. Banquet facilities: Are dietary preference (vegetarian, religious) options available in the menu?

2. Do banquet and hotel reservations coincide?

3. Guest performers either Friday or Saturday. Will a host school group be giving a concert either evening? Are appearances tentatively confirmed in writing? Is a reading band and/or alternate scheduled? How does this entertainment revolve around music?

4. Talent show encourage pre-registered acts from combined school chapters as well as individual chapters. Devise a system where numbers are given out at registration for talent show acts.

D. CHAPTER STRENGTH

1. Breakdown of current active membership and number of active members for the past three years.

a. Number of prospective members have been initiated in the last two membership classes?

b. The number of Alumni active in the chapter. Of these alumni members how many will be involved in convention planning?

c. Are any current actives going to graduate before convention? How many?

2. Financial statements from both chapters

a. Money allotted to continue current and future service projects.

b. Allotments for convention pre-expenses (i.e. deposits, rentals, pre-convention costs, etc.)

3. Fall activities report from both chapters

a. Kadenza and Podium deadlines met within the last year.

b. Chapter summary report and chapter fee deadlines met within the last year.

4. Intervals of regular and joint meetings; present and future meetings; what organizational structure will host use for convention business?

5. How often do officers of the chapter meet with the sponsors and/or advisors?

6. Percentage of social and service activities done jointly (give two or three examples)?

7. Provide letters of endorsements from the chapter sponsor(s) and interacting departments.

8. Prior experience in hosting large scale or district events.

9. Previous awards and/or honors.

10. Will the host chapter continue activities in addition to convention (Present, future)?

E. FINANCIAL

1. The proposed budget should be based on 550 convention attendees.

2. Cost factors for room and equipment.

a. List equipment available:

1. Microphones

2. Overhead projectors (markers)

3. VCR/TV size (tape and screen)

4. Easels in the rooms

5. Tape players/recorders

6. C.D. Players

7. Slide and film projectors (with screens also)

8. Cables

9. Lighting (spot lights, dance lights)

10. Walkie talkies

11. Portable chalk boards

12. Podiums (standing and table top, w/microphone)

13. Wheelchairs

14. Portable coat racks

*note: For banquet think about linen and skirting, etc. for tables...ad infinitum

b. Set up fees and rental charges

3. Itemize registration costs:

a. Registration folders

b. Name tags

c. Banquet costs

d. Hotel rates

e. Continental breakfasts

f. Mailings

g. Leadership Conference

h. Rental fees

i. A/V equipment

j. Rooms

k. Other miscellaneous expenses

4. Banquet facility costs for rental

5. Cost for hotel rooms and services, plus taxes

6. Specific fund-raisers for convention deposits only.

F. LEADERSHIP

Host Chapter will provide the following:

1. Maps to all events and places the delegation will travel.

2. Schedules with correct time zones presented to chapters up to one month prior to the event.

3. Housing for the overnight stay.

4. 4-5 meetings rooms with one room being large enough to hold joint assemble.

5. Free of cost to the host chapters and the visiting delegation.

6. Free parking for meetings with passes if necessary.

7. Breakfast.

G. MISCELLANEOUS RECOMMENDATIONS

1. Hold District Convention between the last 2 weeks of March and the first 2 weeks of April.

2. Hold Leadership Conference between the last 2 weeks of January and the first 2 weeks of February.

3. The projected cost per individual be a part of the bid presentation.

4. Provide a list of pre and post-convention activities and attractions near the site.

5. Use the revolving funds to help with room deposits and rentals, with the stipulation that it must be repaid within thirty days after convention (provided funds are available).

H. OTHER

1. Do unusual obligations, sports band, or religious holidays interfere?

2. Central office of information staffed by convention personnel phone numbers where people can get information.

a. University

b. District-wide

3. Check with the District Convention checklist put out by National Headquarters.

4. Liability statement of activities.

5. Tour of host schools available

6. Maps of the area, including locations of dining facilities, ATM machines, drug stores, etc.

7. Look at the National budget for current money available for District Convention hosts.

NORTH CENTRAL DISTRICT CONVENTION

DISTRICT CONVENTION

1. In general, the order of business of all conventions shall be:

A. Invocation

B. Seating of Delegates

C. Appointment of Committees

D. Report of District Officers

E. Report of Chapters

F. Colony Chapter Reports

G. Unfinished Business

H. New Business

I. Report of Committees

J. Election and Installation of Officers

K Election of Convention Site

L. Selection of Publishers of District Publication

M. Closing Ceremonies

2. Convention Hosts should send out all mailings for Leadership Conference and District Convention at least four weeks before responses from chapters are due. Keep in consideration that some schools are on semesters while other schools are on trimesters and break for Christmas early.

3. All business conducted by the District Convention will follow the guidelines of Robert's Rules of Order.

4. The host chapter will be held responsible for upholding the established policies of the district organizations. Provisions may or may not include signing hotel liability forms and/or internal security.

DISTRICT CONVENTION COMMITTEES

1. Agendas for the committees will be prepared by the District President prior to the Convention.

2. Delegates will be appointed to committees by the District President prior to the convention.

3. Members of all committees shall serve until relieved of their appointment by the District Counselor or the District President.

4. Closed committees will admit only those who are appointed to that committee.

BLOCK MEETINGS

BLOCKS

l. The North Central District Blocks shall be as follows:

A. OHIO VALLEY B. GREAT LAKES

1) Butler University+ 1) Bowling Green State University

2) Central State University 2) Eastern Illinois University

3) University of Cincinnati 3) Eastern Michigan University

4) Indiana University 4) Illinois State University

5) University of Kentucky 5) University of Michigan

6) Kentucky State University 6) Michigan State University*

7) University of Louisville, pending iniation 7) Northern Illinois University+

8) Miami University 8) University of Toledo

9) Purdue University*

C. EASTERN STATE

1) University of Akron

2) Ashland University

3) Kent State University

4) Marshall University

5) Mount Union College*

6) Ohio Northern University+

7) Ohio State University

8) Ohio University

*Host

+ Alternate

2. The hosts of the 2001 and their alternates are as follows:

Ohio Valley: Purdue University Butler University, alternate

Great Lakes: Michigan State University Northern Illinois University, alternate

Eastern State: Mount Union College Ohio Northern University, alternate

TOPICS OF DISCUSSION

1. The topics of discussion are decided by the District Officers of both Tau Beta Sigma and Kappa Kappa Psi, and, of course, suggestions from the chapters are welcome.

2. Topics include, but are not limited to: fundraising, Committee involvement, Kadenza workshop, Membership Retention, General Leadership, District Projects and Awards, Internet and Web Page involvement, Joint Relations, Chapter Member Motivation, Ritual, Prospective Member Involvement, and other concerns of the District. Main ideas which will be focused on during District Convention will also be discussed so that chapters are better prepared at the time of Convention.

HOST CHAPTER ROTATION

1. The hosts of the next block meetings are announced at the previous convention and they follow in the order of the previous list.

2. A letter of confirmation is sent to the host chapters, from the District President, by October 1st.

3. If a response is not given to one of the District Presidents by October 15th, a second letter will be sent followed by a telephone call.

4. If there is still no response by November 1st, the school automatically forfeits its turn and the next school will be asked to host the block meeting that a school is forfeited; the chapter cannot be reconsidered and will then be last in the rotation system.

HOW TO HOST A BLOCK MEETING

1. The host chapter is to give notice to all chapters in the district of the Block Meeting at least six weeks prior to the set date.

2. The following is to be included in this notice:

a. detailed map including directions to the host school and specific meeting site.

b. the name and telephone number of a contact person(s) of host chapter.

3. Host Chapters will provide the following:

a. Maps to all events and places the delegation will travel.

b. Schedules with correct time zones presented to chapters up to one month prior to the

event.

c. Housing for the overnight stay.

d. 2-3 meeting rooms with one room being large enough to hold joint.

e. Free of cost to the host chapters and the visiting delegation.

f. Free parking for meeting with passes if necessary.

DISTRICT OFFICER ATTENDANCE AT BLOCK MEETINGS

1. Each District Officer is recommended to attend two Block meetings.

2. It is recommended that a minimum of two Tau Beta Sigma and two Kappa Kappa Psi officers be in attendance at each block meeting. Furthermore, it is recommended that at least one District President be in attendance at each block meeting.

KADENZA

BIDDING FOR KADENZA

1. The North Central District official publication shall be the Kadenza.

2. Time will be set aside during each District Convention for the evaluation of the Kadenza by the Joint Publications Committee. Bids will be presented to the delegation in order to determine who will publish the letter for the following year.

3. All bids for the publication of the Kadenza must be confirmed in writing and sent to all North Central District officers and chapters 30 days prior to the upcoming District Convention.

A. December 1 will be the deadline for the Tau Beta Sigma Vice-President for Special Projects and the Kappa Kappa Psi Vice-President of Programs to send Kadenza bid sheets to all chapters in the North Central District.

4. The Committee on Publications will review all bids and recommend one of them to the Convention. Nominations will be accepted from the floor and then all schools nominated will present their bids to the Convention.

5. If no bids are submitted by the deadline, the chapter currently publishing the Kadenza will be offered the opportunity to continue the publication without remitting a bid. They will, however, be requested to appear before the joint publications committee for assessment and recommendations. The chapter being reviewed should be allowed to present changes they would like to make to the publication.

6. The joint delegation will vote on which chapter shall publish the Kadenza. Whichever chapter receives the majority vote will be the new publisher, effective the next publication year. In the event of a tie, the school which was originally slated by the Committee on Publications will be the publisher.

7. Should the current publishing chapter not wish to continue the publication, it shall be the responsibility of the District Vice-President for Special Projects and the District Vice President for Programs to solicit the district chapters by telephone for a Kadenza publication bid.

8. Should no chapter wish to publish the Kadenza, it is strongly recommended that the chapter currently publishing the Kadenza be asked to continue the publication.

PUBLISHING THE KADENZA

1. The amount stipulated throughout the joint finance committee shall be funded through the district budget.

2. Any cost over the budgeted amount shall be the responsibility of the chapter(s) to which the bid is awarded. If deemed necessary the joint district may place an upper limit restriction on moneys spent in publishing Kadenza.

3. It is recommended that the Kappa Kappa Psi Vice-President of Programs and the Tau Beta Sigma Vice-President for Special Projects, along with the host chapter, coordinate corporate sponsorship, and limit these corporations to music related companies to help overcome some of the cost of publication.

4. The Kadenza is to be published three times during the publication year (with the third being a post-convention update).

5. Unless otherwise changed by the publications committee and then approved by the delegates during convention, dates will be strictly adhered to in regards to submission and mailing deadlines:

SUBMISSION DATE MAILING DATE

October 6 October 31

January 20 February 11

7 days after convention 17 days after convention

**Submissions and mailing dates can be revised with the approval of both district councils.

6. Deadlines for "personals," photographs, or other unique submissions may be set prior to the submission date to facilitate publication processes.

7. Any "personals" sent to the publishing chapter must include the sender's name and his/her chapter name. At the least, the chapter name must be included below the personal in the Kadenza.

8. It is recommended that a reminder notice be published in the Kadenza to encourage other chapters to seriously consider bidding for Kadenza.

a) It is an honor for your chapter to be selected to publish our district newsletter.

b) You are guaranteed to receive $400.00 in support from the district, if needed.

c) A large number of computer programs are available to ease publication.

d) Much of the cost is determined by you. Font size determines the number of pages, and you determine the quality of paper. Both of these factors have a strong influence on total cost.

9. The Kadenza shall be distributed to the chapters and officers in this manner:

· One to each chapter

· One to each of the NCD Officers

· One to the National Headquarters

· One to each of the NCD Counselor(s) and Governor(s)

· One to each of the District Presidents nationwide

10.