Region II - Section Chair Expectations
1) Working directly with Chapters
a) Chapter Visitation
i) Personally visit each chapter at least once per semester. The visit could be to
attend a meeting, a ceremony, a conference, a service project, a fellowship
event, or any other type of meeting that gives the chair the opportunity to
observe how the chapter works, to interact with its members, and to evaluate
how the chapter is doing with respect to their leadership, membership and
service programs.
ii) Ensure the chapter is visited at least once per month by a staff volunteer. The
visit is defined similarly as above.
iii)The Section Chair and Region Director will periodically discuss the status of
each chapter, and jointly determine whether a chapter should be visited more
frequently.
b) Chapter Communication
i) Personally communicate with each chapter at least once a month.
Communication can be done personally, by telephone, email, or in some other
way that allows two-way communication between the Chair and the Chapter.
ii) The Section Chair and Region Director will jointly determine whether chapters
should be contacted more, during the course of their regular discussions.
c) Chapter Program Review
i) Chair, or another staff volunteer, should review the chapter's membership,
service and leadership development programs at least once per academic year.
The purpose of this is to ensure compliance with Fraternity Membership and
Risk Membership Policies, and to ensure that the service program is balanced,
incorporating all four fields of service. Service and Membership programs should
also be checked to ensure their time requirements are not overwhelming to any
or all members.
ii) Chair should ensure that the Chapter is using some planning mechanism, each
semester, such as the Chapter Program Planning Conference, to review their
programs and plan for the following semester.
d) Chapter Membership Reporting
i) Chair, in conjunction with staff volunteers, should ensure that Chapter
membership reporting is current, and that all financial obligations to the National
Office are fulfilled. This includes, but is not limited to:
(1) Annual Active Membership Roster and Dues (AAMD's) submitted and paid to National Office by November 15th;
(2) Chapter Reaffirmation submitted to National Office by November 15th;
(3) Registration of Pledges and Initiates within two weeks of induction or initiation;
(4) Payment of all merchandise orders within 30 days of receipt of order;
(5) Reporting of National Service Day project within time prescribed by National Service and Communications Program Director.
(6) Section dues (if applicable) submitted as prescribed by Section Council.
2) Communication with other volunteers
a) Communication with Region Director
i) While schools are in session: Chair should contact the Director at least once
every two weeks to discuss how Chapters and programs in the Section are
progressing. This is usually done by telephone. Once early, once in the middle
and once late in the semester, the conversation will include a status check of
each chapter in the Section.
ii) While schools are on semester break: Chair should contact the Director at
least once every four weeks, to touch base on any developments either has
become aware of involving chapters, National Board developments, summer
leadership workshops, etc.
b) Communication with Regional Program Chairs
i) At the beginning of each semester, the Chair should contact the Regional
Leadership Development, Service and Membership Program Chairs to discuss
Section-specific program requirements in their program. Additional contact with
these Program Chairs can take place on an as-needed basis.
ii) The chair should contact the Regional Alumni and Scouting/Youth Services
Program Chairs and the Regional Extension Coordinator as circumstances
require.
c) Communication with Section Staff
i) As Section Staff volunteers attend chapter meetings, they should be
communicating with you about what they have observed. However, the
frequency with which the Section Chair communicates with their Staff is left up to the Chair to decide.
ii) Ideally, a Section Chair should have one Staff volunteer (usually referred to as a
"Section Representative") assigned to work with each Chapter in their Section.
Additional positions Staff volunteers could hold include, but are not limited to,
Leadership Development Coordinator, Service Coordinator, Membership
Coordinator, Communications Coordinator, Webmaster, Newsletter Editor,
Scouting and Youth Services Coordinator and Alumni Coordinator. Assignment
of Staff volunteers is at the Chair's discretion. Please note that a chapter has
the authority to reject a Chair's assignment of a Section Rep to their Chapter.
3) Attendance at Conferences and Other Meetings
a) Section Conferences
i) Chairs are required to attend their own section conference. Chairs are also
expected, but not required, to attend each of the other Section Conferences that are held in the Region during the school year, including, but not limited to:
Fall Conference Section 87/88/89
Spring Conferences Section 91/92
Section 90
Section 87/88/89
ii) Chairs are encouraged, but not expected, to attend Section Conferences in
other Regions. This is a good way to learn how other Sections and Regions
work, and can be used as a tool for improvement at all levels: Chapter, Section
and Region.
b) Other Meetings
i) Chairs are expected to attend periodic Region staff meetings. These meetings
are usually held by teleconference.
ii) The National Volunteer Conference is a weekend long seminar, usually held in
July, designed as a National leadership development workshop targeted to
Section staff volunteers. Attendance at the NVC is encouraged, but not
required.
4) Staff Development
a) Chair should recruit and develop a staff of volunteers to assist him/her in their contact
with chapters and their work with programs. Chair should work with Regional Alumni
Chair, Regional Leadership Development Chair and Regional Director to put together a
staff recruiting and development plan.
5) Involvement in Leadership Development
a) LAUNCH
If Chairs have not already done so, it is recommended that they attend LAUNCH, first of the APO LEADS courses. Chairs interested in joining LD staff, to be able to present the APO LEADS courses, must enroll in Leadership Development Training offered by the National LD Committee.
b) Additional APO LEADS Courses
Chairs are encouraged to participate in subsequent APO LEADS courses – EXPLORE,
ACHIEVE, DISCOVER, AND SERVE. Although the APO LEADS courses are geared
primarily for Active Brothers, it is important that Chairs and their staff are able to
adequately explain the workshops to students, and encourage them to attend.
6) National and Regional Initiatives
a) Chairs are asked to support National and Regional Initiatives. These include, but are
not limited to:
i) National Service Week
ii) Contributions to the Torch and Trefoil
iii)Attendance and active participation at Sectional and Regional Conferences and
National Conventions
iv) Life Membership Drive
7) Extension
a) In general, extension is a function of the Region, in conjunction with the Section Chair.
b) Section Chairs should be on the lookout for schools in their Sections that might be
good candidates to have a chapter, and for people who know people at those schools. Contact with Scout Councils and other Youth Organizations is a good way to be able to locate potential candidate.
c) Section Chair should be able to recommend a Sponsor for any extension group that
appears in their Section. Assignment of Sponsor is at the discretion of the Region
Director, with the Section Chair's input.
8) Miscellaneous
a) Any other activities deemed appropriate by Region Director, in conjunction with
Section Chair
Section 89 – Staff Job descriptions
Well, as the bylaws say, “The Section Chair shall define their [staff members’] duties.” So, I have tried to define specific tasks that you may be asked to undertake during your service.
Vice Chair
• Represent and act in the Section Chair’s stead if she is unavailable
• Attend at least one sectional event
• Communicate with Section Chair on a monthly basis
• Perform other duties as assigned by the Section Chair
Section Representative
• Serve as a representative of Section 89 to chapters; Attend chapter meetings, service projects, rush events, pledging and initiation ceremonies, planning and review events
• Visit assigned chapter four times per semester; Submit a report for each visit
• Attend at least 1 chapter meeting, 1 chapter fellowship or service project, 1 pledge function
• Collect and keep a copy of chapter bylaws, pledge program, and service program; See that Section Chair has a current copy
• Track changes in chapter officers, advisors, meeting location and time, contact information, and events; See that the Section Chair has this information
• Remind Chapter to submit necessary paperwork
• Promote Sectional/Regional/National Conferences and events
• Establish contact with Chapter Advisors
• Encourage and Facilitate use of Fraternity Resources
• Promptly and effectively communicate chapter needs/concerns to the Section Chair
• Attend at least one sectional event
• Communicate with Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Sectional LD Coordinator
• Plan and execute SLED
• Coordinate requests for APO LEADS and APO IMPACT
• Support chapters during officer transitions
• Assist chapters in preparing for CPPCs
• Work to promote leadership and other national and regional LD programs
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Fellowship Coordinator
• Plan and execute at least one Section Fellowship Event
• Work to promote brotherhood, interchapterization, and fraternity programs
• Support chapter FVPs during officer transition and throughout the year
• Create content for the Section Service Project Database
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Service Coordinator
• Plan and execute at least one Section Service Event
• Work to promote NSW, SYSD, and other national and regional Service programs
• Support chapter SVPs during officer transition and throughout the year
• Create content for the Section Service Project Database
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Communication Coordinator
• Compile and edit Section E-newsletter; The section chair has final approval as publisher
• Provide information for regional, national, local media and campus publications
• Publicize chapter, sectional, regional, and national events via Facebook, Section Website, Section E-newsletter, listservs, verbal presentations, etc.
• Assist in the editing and creation of content for the Section Website and Facebook
• Oversee the Webmaster
• Maintain contact sheets for all staff, chapters, regional and national officer counterparts, and chapter officers
• To serve as section secretary, to take minutes and attendance of all sectional events or meetings, to supply a copy of the minutes for the section newsletter and to the section chair
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Webmaster
• Update and maintain the Section Website and Facebook
• Providing periodic review and evaluation of the Section Website to find errors and areas for enhancement
• Support chapter Webmasters during officer transition and throughout the year
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Section Event Coordinator
• Assist in the planning and execution of Section Events, including:
• Chapter President’s Meeting
• 87/88/89 Tri-Sectionals
• SLED
• Section Staff Meetings
• Work to promote inter-chapter relations
• Update Section Calendar of Events
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Membership Coordinator
• Assist chapters in designing and executing rush/recruitment programs
• Support chapter MVPs during officer transition and throughout the year
• Communicate with chapters at least 1x/wk during rush season
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis outside of rush season
• Communicate with the Section Chair at least 1x/wk during rush season
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Scouting/Youth Services Coordinator
• Promote the Youth Service Grant and other programs that encourage service to the youth of our nation
• Work to promote interaction between chapters/section and scouts
• Maintain contact sheets for all local BSA, GSUSA, and Camp Fire USA troops
• Publicize APO to scouts of all ages
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Fundraising Coordinator
• Plan and execute at least one Section Fellowship Event
• Support chapter Fundraising Officers during officer transition and throughout the year
• Create content for the Section Service Project Database
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Extension Coordinator
• Seek out and follow up on any and all leads for extension in the section
• Verify all paperwork to be submitted in the chartering process
• Work with the sponsor of each extension effort to provide feed back and support
• Communicate with the group on a monthly basis
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair
Recruitment Coordinator
• Provide guidance and support to recent alumni seeking to remain involved in APO
• Work to promote chapter/section – alumni-alumni association events
• Assist in recruiting of potential Section Staff
• Attend at least one sectional event
• Communicate with the Section Chair on a monthly basis
• Provide written and verbal reports as warranted by the Section Chair
• Perform other duties as assigned by the Section Chair