ECALL FOR AVAILABLEPOSITION
Nominations
lecting chapter leadership for the 2025-2027 biennium is one of the most significant responsibilities of our members. The Nominating Committee is entrusted with the task of identifying and receiving nominations for members to serve in chapter offices and positions. We are pleased to invite eligible and qualified members to apply for the officesandpositionsoutlinedbelow.
E
ELIGIBILITY
Requirements
ligibility requirements and responsibilities for officers are set forth in the Chapter Policies and Procedures Nominations, Elections and Voting Processes, 2024 Edition. Critical points relative to the requirements and responsibilities of officers are listed below.
TobeeligibleforChapterOffice,amembermust:
Be financial with the chapter and Grand Chapter for the fiscal year in which the electiontakesplace.
Maintain financial status during her term(s) of office as verified by the Financial SecretaryasofJune30thofthecurrentsororityyear.
Additionaleligibilityrequirements forthepositionofPresident,1st,or2ndVice Presidentare:
Have attended at least one of the past three (3) National Conventions and one of thepastthree(3)RegionalConferences,priortothenomination.
ToremaineligibleforthisNominationCycle,amembermust:
CompleteandSubmitCandidateapplication.Thiswillserveaswrittennotification ofintenttoseekoffice.
Complete and submit Candidate’s Profile to the Nominating Committee Chair or designeebeforethedesignateddeadline.
TheCandidate’sProfilewillinclude:
Communityandprofessionalinvolvement
DeltaResume
Personaldemographicinformation
Personalstatement
Professionalcolorheadshotphoto
CHAPTER OFFICER Duties
Chapter President
Provides leadership and gives administrative guidance and direction to the structure and programming of thechapter.
Officiallyrepresentsthechapter.
Serves as chapter Voting Delegate for National Convention and Regional Conference; reports Grand Chapter updates back to the body at the first business meeting after the National ConventionorRegionalConference. OverseesChapterOperations.
Oversees and adheres to the responsibilities of the President in thecurrentFiscalOfficersManual.
Leads ritualistic services and ceremonies
Appoints all Chairs, Co-Chairs and committee members unless designated by election or the chapter Policies and Procedures.
Fills vacancies according to the “Filling Vacancies” section of policies andprocedures.
Ensures corporate accountability reports are completed and submitted, and that chapter compliance is met by established deadlines.
Reviews and approves all chapter communications,publications,etc.
Submits a copy of correspondence (National Headquarters, Regional, State, and Local) to appropriate committees.
Reviews and approves all chapter communications,publications,etc.
Submits a copy of correspondence (National Headquarters, Regional, State, andLocal)toappropriatecommittees.
Serves as chair of Executive Committee(EC)andExecutiveBoard (EB).
Signsallcontractsforthechapter. Conducts a transition meeting involving incoming and outgoing elected officers, elected committee chairsandmembers.
Ensures the chapter operates under anapprovedbudget.
Is one of three persons authorized to sign all Purchase Orders (PO’s), reimbursement Vouchers and checks(exceptherowncheck). ServesasmemberoftheBudgetand FinanceCommittee.
Serves as ex officio member of chapter committees, except the Elections Committee (when she is a candidate), Nominating Committee andInternalAuditCommittee.
Serves as a member of the Minerva Circlebyvirtueofposition
Reviews the Internal Audit report prior to the Internal Audit Chair submitting in the Red Zone by the duedates.
Completes and signs and ensures thatallFiscalOfficershavecompleted and signed the Acceptance of Fiduciary Responsibility Form and keeps them for as long as they are in that office and she is President. Submits the forms to the Grand ChapterviatheRedZone.
CHAPTER OFFICERDuties
Chapter President (Cont’d)
Votesonlyinmattersofsecretballotand/ortobreakatievote.
Performs other duties as noted in the Chapter Management Handbook, the Fiscal OfficersManualandasdirectedbyGrandChapter
Possesses key(s) and/or access codes, in conjunction with the chapter Custodian, to enter the storage unit that the chapter may lease for storing/securing Chapter properties
First Vice President
Performs all duties of the office of President, with the exception of the fiscal and Minerva Circle duties, at the request of, in the absence of, or upon the resignation or incapacitation of the President.
Serves as Alternate Delegate to National Convention and/or Regional Conference; reports Grand Chapter updates back to the body at the first business meeting after National Convention or Regional Conference in conjunction with the Chapter President.
Serves as Chair of the Program Planning and Development Committee.
Assists the President in appointing programchairpersons.
Serves as a member of the Executive Committee and Executive Board.
Serves as a member of the Budget andFinanceCommittee.
Performs other duties as noted in the Chapter Management Handbook and asdirectedbyGrandChapter.
Serves as Chair and coordinates external public service projects and all program committees, including national initiatives, charitable partnerships, and coordinates the chapter program awards presentation including all National and Regional submissions
Serves as a liaison and ex-officio member to all Chapter public service projects (Arts & Letters, Dr. Betty Shabazz Delta Academy, Dr. Jeanne L. Noble Delta GEMS, EMBODI, Physical and Mental Health, International AwarenessandInvolvementandSocial Action) and internal program (Scholarship)committees
Shall maintain the Chapter calendar of meeting dates and maintain and distribute the calendar at the beginning of the Sorority year and coordinatecommitteemeetingnotices to the chapter.Votes only in matters of secretballotand/ortobreakatievote.
CHAPTER OFFICER Duties
First Vice President (cont’d)
Second Vice President
Performs specific duties, with the exception of the fiscal and Minerva Circle duties in absence of and at requestofthePresident.
Serves as Alternate Delegate to National Convention and/or Regional Conference;iftheFirstVicePresidentis unable to attend and reports Grand Chapter updates back to the body at thefirstbusinessmeetingafterNational Convention or Regional Conference in conjunction with the Chapter President.
SecondVicePresident
Serves as chair of the Membership Services Committee, maintains a list of Sorors for the purpose of reclamation and verification of membership, maintains membership engagement andsendscourtesiesfollowingchapter meetings.
Did You Know?
If a member is slated for and gets elected to two offices or positions, she must select which office/position she will accept immediately after getting elected to both. The office/position she does not accept will be treated as a vacancy and the chapter will follow the procedures for “Filling Vacancies”.
Assists the President in appointing appropriatecommitteechairpersons.
Serves as a member of the Executive CommitteeandExecutiveBoard.
Coordinates other activities as deemed necessarybythePresident.
Performs other duties as noted in the Chapter Management Handbook and as directedbyGrandChapter.
Prepares and maintains the chapter directory.
Acknowledges 25, 50, and 75-year membershipinSorority.
CoordinatesIACnewmemberorientationfor recently reclaimed/collegiate transitioned sororsjoiningthechapter.
Serves as member of the Budget and FinanceCommittee.
Recent Regional Conferences
CHAPTER OFFICER Duties
Recording Secretary
Recordsaccurateminutesofallchapter business meetings, Executive Board, specialandcalledmeetings.
Ensures minutes of previous Executive Board or Chapter meetings are presented to the President within two weeksfollowingthemeeting.
Distributes copies of previous minutes to members at current Executive Board,ChapterMeetingorifapplicable postedintheMembersOnlysectionof thechapterwebsite.
Responsible for accurate records of attendance at chapter and Executive Boardmeetings.
Second Vice President (cont’d)
Recordsallchaptervotes.
Obtains, maintains and secures all minutes and committee reports in a permanentmediaofrecord.
Ensures chapter adheres to document retentionpolicies.
Serves as the custodian of all of the chapter’srecords.
Performs other duties as noted in the Chapter Management Handbook and asdirectedbyGrandChapter.
Certifiesaquorumatallregular,special, andexecutiveboardmeetings.
Corresponding Secretary
Assists the President with the official correspondenceoftheChapter Readscorrespondencestomembership duringchaptermeeting.
Sendsmeetingnoticestomembership. Picks up the mail weekly from the chapter'spostofficeboxandmakesthe President aware of all incoming correspondence.
Advises Chapter President of all correspondence received before distributing to chapter officers and committee chairs.
Distributes committee correspondence toappropriateChairordesignee. Provides a log of National, Regional, State and Local correspondence at Executive Board meetings and to membersatbusinessmeetings.
At the direction of the president, sends writtennoticeatleastten(10)daysprior to: the election of chapter officers; election of committee chairs and members; vote to proceed or not to proceed with membership intake; and votingontheacceptanceofapplicants into the sorority. Written notice may include email, USPS, or other appropriate forms of communication deemed acceptable by the Regional Director.
Responsible for obtaining, maintaining andsecuringallyearlycorrespondence inapermanentfile/folder.
Performs other duties as noted in the Chapter Management Handbook and asdirectedbyGrandChapter.
CHAPTER OFFICER Duties
Financial Secretary
Adheres to responsibilities of the Financial Secretary role in the Fiscal OfficersManual.
Receives, issues receipts for and keeps recordsofallincomeandrelatedfunds totheChapter.
Coordinates with the Treasurer to ensure that all receipts for funds collected are deposited within two (2) businessdays.
Oneofthreepersonsauthorizedtosign bankchecks.Positiondoesnotsignher owncheck.
Assists Treasurer in the preparation of Grand Chapter dues payments and annualfinancialreport. Preparesawrittenandverbalreportfor presentation at each monthly ExecutiveBoardandChaptermeeting. This report will reflect a summarization of all income received for the period excludinginterest.
Notifies Corresponding Secretary and Presidenttoalertmembersviachapter correspondenceregardingtheamount anddeadlineofduescollection
Serves as member of Budget and Financecommittee.
Serves as a member of the Minerva Circle.
Notifies the Chapter President regarding any lapse of eligibility of chapter officers, appointed/elected positions, committee chairs and committeemembers.
Transacts all business in Executive Board or, sorority meetings (including writing checks), or special business meetings at the request of the President.
Prepares the roster of financial chapter members.
Completes and signs the Acceptance ofFiduciaryResponsibilityForm. Responsible for turning books over to Internal Audit Committee two weeks after the fiscal year closes or at the requestofInternalAuditChair.
Performs other duties as noted in the Chapter Management Handbook and asdirectedbyGrandChapter. Attendsfiscalwebinars,workshopsand trainings offered by Grand Chapter, Regional and Cluster meetings, or any otherDeltabusinessmeetings
National Convention and Regional Conference Attendance Definition
Any soror who registered for the 2019 National Convention received attendance credit whether she attended or not.
Any soror who registered and attended the 2020 Virtual Regional Conference (live or playback) received attendance credit.
Any soror who registered and attended the 2021 and 2023 Hybrid National Conventions (In-person or virtual) received attendance credit
Any soror who registered and attended the 2022 and 2024 Hybrid Regional Conference (in-person or virtual) received attendance credit.
CHAPTER OFFICER Duties
Internal Audit Committee Chair
Audits the chapter’s records on a quarterlyandannualbasisinaccordance withtheprocedureslistedintheInternal AuditManual.
Establishesaschedulefortheyearasto when the audit will be completed and whenrecordswillbecollected. Collects the required financial records fromthefinancialofficersinaccordance with the schedule recommended by theNationalInternalAuditCommittee. The financial records should be returned to the fiscal officers as soon as possible, but before the next scheduledExecutiveBoardmeeting. A draft of the audit report should be discussed with the fiscal officers before theAuditreportisfinalized. Makes a report to the chapter of the summary audit findings and makes recommendations for improvements, if any.
Submits the quarterly Internal Audit Report on-line in the Red Zone in accordance with the Internal Audit Manualschedule.
Recent National Conventions
56th National Convention
July 19-23, 2023 @ Indianapolis, Indiana
55th National Convention
November 18-22, 2021 @ Atlanta, Georgia
54th National Convention
July 9-14, 2019 @ New Orleans, Louisiana
Second Vice President (cont’d)
Provides the Detailed Audit report to the Recording Secretary and make it available for review at the Executive BoardandChaptermeetings.
IftheservicesofaCPAarerequired,the chair will coordinate with the treasurer toprovidethebookstotheCPAforthe externalRevieworAudit.
The chairperson will complete the Annual Internal Audit Report (IAR-1) in the Red Zone and upload the documents obtained from the CPA andtheSignaturePages(signedbythe audit committee members) into the Red Zone by the required deadlines outlinedintheInternalAuditmanual. Reviews the CPAs report with the presidentandfinancialofficers,thenthe ExecutiveBoardandfinallythechapter. Performs other duties as noted in the Internal Audit Manual and as directed byGrandChapter.
The outgoing Chair maintains membership on the committee until the first quarter audit report and first IAR-1 is completed by the new committee
CHAPTER OFFICER Duties
Assistant Financial Secretary
Performs all duties of the office of Financial Secretary except for signing checksandMinervaCircleduties,atthe request of, in the absence of, or upon the resignation or incapacitation of the FinancialSecretary.
ServesasamemberoftheBudgetand FinanceCommittee
Completes and signs Acceptance of FiduciaryResponsibilityForm.
Second Vice President (cont’d)
Performsotherdutiesasnotedinthe Fiscal Officers Manual, Chapter Management Handbook and as directedbyGrandChapter. Notifies the general membership of allduesdeadlines.
Attends fiscal webinars, workshops and trainings offered by Grand Chapter, Regional and Cluster meetings, or any other Delta businessmeetings.
Nominating Chair and Members
The committee will consist of one (1) Chairperson and two (2) members of thechapter.
Thecommitteewillsolicitandreceive nominations from chapter members for all elected officers and positions, including the Minerva Circle, Delta of the Year, and other special chapter Awards/Recognitions to create a slateofcandidates
Distribute and maintain campaign guidelinesandhostacandidateforum. Develop a candidates’ profile form to be distributed with the slate of candidates.
Members of the Nominating Committeewillbeelectedbyamajority vote of the members present and votingatthetimeofchapterelectionsin May.
Did You Know?
MembersoftheNominating Committeewhodecidetorunfor anelectedpositionmustresign fromthecommitteebeforethe “CallforNominations”isissued? Otherwise,shewillbedeemed ineligibletobeslatedortorun fromthefloor?
CHAPTER OFFICER Duties
Second Vice President (cont’d) Treasurer
Adheres to responsibilities of the TreasurerintheFiscalOfficersManual. Monitors expenditures of the Chapter budget.
Is one of three persons authorized to sign all Purchase Orders (PO’s), Reimbursement Vouchers and checks (exceptherowncheck).
Disburses all outgoing funds, such as purchase orders, chapter member reimbursements and committee expenses
Serves as keeper of chapter funds and accounts for all income and expenditures.
Prepares a written and verbal report for presentationateachmonthlyExecutive Board and Chapter meeting of the written bank reconciliation. This report will reflect an exact statement of income, disbursements and summary ledgeronamonthlybasis.
Balancesmonthlybankstatementsand merchant and/or electronic payment systemaccounts.
Serves as Chair of the Budget and FinanceCommittee.
Disburses and processes chapter expensevouchersforreimbursement.
Works closely with the Financial Secretary to ensure all financial records areaccurate.
Deposits all funds within two (2) businessdaysofreceiptbytheFinancial Secretary.
Notifies individuals and the Financial Secretary of checks returned by the bank for insufficient funds and the chargeforeachreturnedcheck.
Ensures the bookkeeping policies are followed as outlined in the current FiscalOfficersManual.
Transacts all financial business in Executive Board or sorority meetings (including writing checks), or special businessmeetingsattherequestofthe President.
Checks relevant budgets prior to issuingchecks.
Ensures voucher process is used for disbursementoffunds
Retains copies of all expense receipts along with reimbursement vouchers submittedforpayment.
Responsible for turning books over to the Internal Audit Committee two weeks after the fiscal year closes or at therequestoftheInternalAuditChair. Ensuresallfiscalofficersarebonded. Completes and signs the Acceptance ofFiduciaryResponsibilityForm. Performs other duties as noted in the Fiscal Officers Manual, Chapter Management Handbook and as directedbyGrandChapter.
Possesses current or prior work experience in accounting, finance, or budgeting.
Attendsfiscalwebinars,workshopsand trainings offered by Grand Chapter, Regional and Cluster meetings, or any otherDeltabusinessmeetings.
PROCEDURES AND GUIDELINES
Nominating
TheNominatingCommitteeinitiatesthe“CallforNominations”
The Delta Profile will be available at that time of the Call for Nominations and mustbecompletedbyallwhoareinterestedinbeingnominated.
All nominations will be presented in writing using the Delta Profile Sheet and will be submitted to the nominating chair by the established committee deadline for allcandidates.
The Delta Profile must be received by the nominating committee via the approvedsubmissionformatforallcandidatesbytheestablisheddeadline.
The committee will develop the slate of candidates for chapter officers and elected positions utilizing the criteria set forth in the chapters Policies and Procedures.
Informationenteredintheapplicationbytheapplicantwillbeusedfortheofficial CandidateProfilethatisdistributedtoallmembersofthechapter Applicants must ensure that the information in their application is accurate as no changeswillbemadetotheCandidateProfile.
ApplicationRequirement
The Chapter Nominating Committee is pleased to welcome members to the “Call for Nominations” web-based application process. Applicants who are interested in runningforanofficeMUSTcompletetheweb-basedapplication.
TechnicalTips
Toensureyourprofessionalcolorheadshotphotographcanbeeasilyreproduced,the file type must be jpg, tff, or png (image file formats) When uploading your photograph, use your first initial and last name (for example, dsmith.jpg) for the file name.
Please allow enough time to complete the application process. It is recommended to submit application information at least 48 hours in advance of the deadline. This will allow enough time to accommodate technical issues that may emerge. If technical difficultiesarise,pleasecontacttheChairoftheNominatingCommitteeimmediately.
PROCEDURES AND GUIDELINES
Running From the Floor
The Delta Profile will be available at that time of the Call for Nominations and mustbecompletedbyallwhoareinterestedinbeingnominated.
All nominations will be presented in writing using the Delta Profile Sheet and will be submitted to the nominating chair by the established committee deadline for allcandidates.
The Delta Profile must be received by the nominating committee via the approvedsubmissionformatforallcandidatesbytheestablisheddeadline.
The committee will develop the slate of candidates for chapter officers and elected positions utilizing the criteria set forth in the chapters Policies and Procedures.
The Nominating Committee confirms the candidate’s eligibility with chapter FinancialSecretary,TreasurerandChapterPresident.
Campaigning
Although campaigning is not mandatory, candidates have the option to campaignifdesired.
The Nominating Committee organizes, oversees, implements, and monitors all campaignactivities.
Slated candidates may officially begin campaigning immediately after the chaptermeetinginwhichtheslateisannounced/presented.
Slatedcandidatesmustendallcampaignactivities30minutespriortothelaunch oftheelectionballot.
Campaigningisrestrictedtowithinthesorority.
If a candidate is recognized, all slated candidates MUST be recognized at chapter events,meetings,functions.
Candidate forums are allowed and coordinated under the direction of the NominatingCommittee.
With the written approval of the nominating committee candidates may host meet and greet or reception events, which are social occasions to welcome and interactwithmembers.
PROCEDURES AND GUIDELINES
Campaigning
Campaigndonationsandexpenditurecannotexceedatotalof$200.00. CandidatesmayacceptcontributionsfromDeltasandnon-Deltas.
Once a candidate has reached the donation limit, she must stop accepting monetaryandin-kinddonations.
Candidates are encouraged to use the “bcc” (blind carbon copy) option whensendingcampaigncommunication.Thisallowseachrecipienttoonly seeheremailaddress.
WithapprovaloftheNominatingCommittee,candidatesmayusemember directoriesofthechaptertocampaign.
Email addresses must not be connected to the candidate’s business/work orofficialroleintheSorority.
CandidatesmustadheretoandabidebytheDeltaTechnologyGuidelines. Candidates are not required to seek permission for photographs used in their campaign, either in print or electronic form (e.g., email, video, website, etc.).
Candidates, who use pictures of others, MUST include the following disclaimer on all campaign materials (websites, emails, videos, flyers, postcards, ads, etc.) whether or not the candidate has or has not received permissiontouseanindividual’sphotograph.
Example:
PROCEDURES AND GUIDELINES
Alleged Campaign Violations
Anychaptermembermayreportanallegedcampaignviolation.
The decision to disqualify or not to disqualify an applicant or candidate restswiththeChapterNominatingCommittee.
The candidate may report the decision to the Regional Director, Regional Representative and Member of National Scholarship & Standards for review to uphold or not to uphold the decision of the chapter Nominating Committeetodisqualifyanapplicantorcandidate.
An alleged violation is reported in writing to the Chair of the Nominating Committee.
Any alleged violation that occurs must be reported within 48 hours of discovery.
The Chair of the Nominating Committee must reply in writing to the reporteracknowledgingreceiptoftheallegationwithin48hours.
Based upon an initial investigation conducted by the Chair and Members oftheNominatingCommittee,theChairoftheNominatingCommitteewill notifytheapplicant/candidateoftheallegation.
The applicant/candidate may submit a written statement and supporting documentationtotheChairoftheNominatingCommitteewithin72hours ofnotificationofallegedviolation.
TheChairoftheNominatingCommitteewillnotifytheapplicant/candidate ofherdisqualificationorreinstatementasanapplicant/candidate. Iftheapplicant/candidateisdisqualified,thenhercampaignisended.
The Regional Director, Regional Representative and Scholarship & Standards member will either uphold the disqualification or overturn the Nominating Committee’s recommendation to disqualify the applicant/candidate.
The Regional Director, Regional Representative, and Scholarship & Standards member will inform the candidate with a copy to the Chair of theNominatingCommittee.
NOMINATING
Timeline
January8,2025 Present Rubric and Candidate Application
January18,2025 Present recommended documents to Chapter for Vote
February1,2025 Distribute Call for Nominations
February2,2025 Top 5 Leadership Roundtable (Virtual)
February16,2025 Application Deadline 11:59 p.m. (PST)
March6,2025
Present Slate to Executive Board for Information Only Notification of Slating Status
April19,2025 Present Slate to Chapter Open Floor for Nominations - All nominations from the floor must be determined “eligible” prior to being slated. Nominations from the floor are only taken at this meeting and not the day of elections
April21,2025 Slate of Candidates Released
April23,2025 Campaigning Begins
May1,2025 Candidates Forum
May17,2025
Campaigning Ends at 9:30 a.m. (prior to the launch of the election ballot)
Recent Farwest Regional Conference