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.

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

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.

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.

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.

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.

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.

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.

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.

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

2. Must have a brief summary of each office.

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.

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.

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

2. If the Vice-President for Colonization and 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 Colonization and 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.

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.

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.

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.

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.

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.

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

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 m ade 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 d istrict 30 days prior the convention.

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.

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.

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 musi c?

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.

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?

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)?

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.

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.

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).

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.

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 trimeste rs 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.

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.

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

1) Central State 1) Illinois State

2) Marshall 2) Ohio Northern

3) Butler 3) Toledo*

4) Kentucky State 4) Bowling Green+

5) Cincinnati* 5) Michigan

6) Miami+ 6) Eastern Illinois

7) Purdue 7) Eastern Michigan

8) Indiana University 8) Michigan State

9) Kentucky 9) Ferris State

1) Youngstown State

2) Mount Union

3) Ashland

4) Kent State*

5) Akron+

6) Ohio State

7) Ohio University

*Host

2. The hosts of the 1999 and their alternates are as follows:

Ohio Valley: Cincinnati. Miami of Ohio, alternate

Great Lakes: Toledo. Bowling Green, alternate

Eastern State: Kent State. Akron, alternate

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, Rit ual, 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.

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 rotati on system.

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.

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.

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 joint committee in order to determine who will publish the letter for the foll owing 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 pu blications 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 origi nally 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-Presidents 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.

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 companie s 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. The committee recommends that each mailing should include a request for any cha nge in membership numbers.

a. Each reminder notice will ask for current active membership. Any special requests for copies different from the allotted one per four members should be sent to the publishing chapter. Requests for additional copies will be filled in the order t he submissions were received until all copies are gone.

b. The second reminder letter should include a few words encouraging other chapters to seriously consider bidding for Kadenza. It should emphasize the following four points:

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

2) You are guaranteed to receive $600.00 in support from the district, if needed.

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

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

To each chapter and colony: One (1) to sponsor

One (1) copy for every 6 members, with the

minimum number being sent 2.

National Alumni Association: Two (2) copies

To the district: All North Central District Officers

Governor and Counselor, Alumni Coordinator and National Alumni Association Board of Trustees

Representative.

National Headquarters: Two (2) copies

National Officers: All national officers and National Board of Trustees Members.

Nationally: All District Presidents

10a. The addresses for the chapters may be attained through the chapter directory. Should the Kappa Kappa Psi Vice-President of Programs or the Tau Beta Sigma Vice-President for Special Projects be made aware of any address changes, she/he will conta ct the publishing chapter and inform them of the changes.

10b. The current membership numbers for the chapters will be attained through the Credentials and Resolutions committee report from the most current District Convention.

11. A manual of guidelines consisting of past publications of Kadenza and suggestions from the publishing chapter(s) will be sent to the Kappa Kappa Psi Vice-President of Programs and the Tau Beta Sigma Vice-President for Special Project s and the next publisher within 30 days of the completion of the final publication. This manual is intended as a guide for the new publisher and is a reference for those considering a bid for Kadenza. It should be updated by each succeedin g publisher.

12. During District Convention, the current publishing chapter(s) shall give a report to the Joint Publications Committee. They should have their manual of guidelines (see number 11) at this time. Suggestions for changes for the next year may be prese nted.

13. At the conclusion of District Convention, a transition meeting will be held if a new publisher has been chosen. At least two members from each chapter must be in attendance.

1. The subscription cost will be $3.00 per subscription year.

2. The subscription period is August 1- July 31.

3. A subscription can be made at any time during the publication year with the understanding that the cost will remain the same ($3.00), and the subscription will expire in July.

4. The host chapter will send out reminder postcards concerning renewal to all previous subscribers.

5. The publishing chapter(s), the alumni associations and the district are requested to encourage subscriptions for alumni or individuals outside of the district and for larger chapters who would like to receive additional copies of the Kadenza< /B> on a regular basis.