Alumni Chapter Handbook

Beta Gamma Sigma

Alumni Chapter Officer Handbook Building a Global Community of Beta Gamma Sigma Alumni

Beta Gamma Sigma Alumni Chapter Officer Handbook Table of Contents Introduction to BGS

2

Contacts and Resources

13

Chapter Management

18

Chapter Membership

26

Communications

28

Activity and Program Planning

34

Funding

41

Scholarships/University Relations

44

Awards

47

Year at a Glance

50

Chapter Policies/GuideLines: A Re-Cap

51

Introduction to Beta Gamma Sigma

The Mission and Objectives of

Beta Gamma Sigma

“ The Mission of the International Honor Society Beta Gamma Sigma is to encourage and honor academic achievement in the study of business, to foster personal and professional excellence, to advance the values of the Society and to serve its lifelong members.�

The Mission of BGS is supported by the five objectives of the Society. These include: 1) Encourage and honor high academic achievement by students of business and management through chapters in business programs accredited by AACSB International.

2) Foster in Beta Gamma Sigma members an enduring commitment to the founding principles and values of the Society: honor and integrity, pursuit of wisdom and earnestness.

3) Support the advancement of business thought and practice to encourage lifelong learning.

4) Enhance the value of Beta Gamma Sigma for students and alumni members in their professional lives.

5) Advance the visibility and reputation of Beta Gamma Sigma.

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Introduction to Beta Gamma Sigma

The Purpose Of A Beta Gamma Sigma Alumni Chapter The purposes of a Beta Gamma Sigma Alumni Chapter are to provide opportunities for building connections among BGS members through educational events, social opportunities and service to the local business community; to expand BGS presence and motivate students to remain active members upon leaving their university; and to enhance BGS membership through these activities.

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Introduction to Beta Gamma Sigma

The Alumni Chapters provide Beta Gamma Sigma members with:

1) Professional contacts in their local area 2) Networking opportunities 3) Professional development opportunities through programs of the chapter 4) An opportunity to give back through interaction with current student members and new graduates 5) An opportunity to develop new relationships with other business professionals

Beta Gamma Sigma has established itself as an educational group. Thus, the individual Alumni Chapters, as subsidiaries of BGS, Inc., must abide by that purpose also.

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Introduction to Beta Gamma Sigma

The Alumni Chapters provide to BGS: 1) Physical representation of BGS in a certain geographic area 2) A group of volunteer officers who are committed to the BGS brand and are willing to give time toward making it ubiquitous around the world 3) A tangible and meaningful benefit through alumni connections 4) Assistance in obtaining member information updates and in promoting registration on the member directory 5) A sounding board for new ideas, direction and support

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Introduction to Beta Gamma Sigma

Who’s Who At BGS? BGS elects officers and a board of governors to serve the Society for twoyear terms. For a list of current officers and board members, go to:

betagammasigma.org/board.htm

BGS Officers President

Central Office Staff Executive Director

Associative Executive Director

Director, Special Projects

Director, Collegiate & Alumni Operations

Communications Director

Manager, Collegiate & Alumni Operations

Associate, Collegiate Chapters

Associate, Meetings

Associate, Affiliations & Corporate Relations

Database Administrator

Associate, Administration

Associate, Accounts

Associate, Development

Associate, Communications

Electronic Media Specialist

Vice President/President Elect Secretary-Treasurer Immediate Past President Executive Director Associate Executive Director

Associate, Shipping/Receiving 6

Introduction to Beta Gamma Sigma

The Size and Scope of Beta Gamma Sigma »» Beta Gamma Sigma has inducted more than 725,000 outstanding students into membership since its founding in 1913. »» These 725,000 members have served in corporate, government, non-profit, academic and other management positions at every level of responsibility. »» Members currently reside in all 50 U.S. states and more than 160 countries around the world. »» The Society maintains an active database with more than 500,000 members’ mailing addresses and other information. »» Beta Gamma Sigma has established over 500 collegiate chapters in all 50 U.S. states and on five continents at schools accredited by AACSB International.

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Introduction to Beta Gamma Sigma

The History of BGS In the spring of 1907, a group of commerce students at the University of Wisconsin received permission from the faculty to organize a commerce honor society, which they called Beta Gamma Sigma. The purpose of the Society was to encourage and reward scholarship and accomplishment in the field of business studies among commerce students at the University.

At about the same time, students at the University of Illinois and the University of California felt the need for such an organization on their campuses and respectively organized Delta Kappa Chi (1910) and The Economics Club (1906).

In 1913, having become aware of their coexistence and common purpose, representatives of the three societies met at Madison, Wisconsin, to consummate a merger which made Beta Gamma Sigma into the international organization it is today.

In 1919, the steps were taken to establish Beta Gamma Sigma as the only scholastic honor society recognized by the American Assembly of Collegiate Schools of Business (AACSB). This organization, which was renamed AACSB International - The Association to Advance Collegiate Schools of Business, includes in its membership collegiate schools of business that meet high standards of eligibility required of accredited member institutions with respect to curricula, teaching staff, teaching loads, library and laboratory facilities.

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Introduction to Beta Gamma Sigma

The Story Behind The Naming of Beta Gamma Sigma BGS was named in honor of D. Earle Burchell, Stephen W. Gilman, and William A. Scott, professors at the University of Wisconsin’s School of Commerce at the time of the Society’s founding. Charter members voted to have a name consisting of Greek words having their first letters the initials of the three professors. There was no meaning given to the letters until the founding of the organization in 1913, when the Greek words Bebaeos (which signifies honor), Gnosis (meaning wisdom) and Spoude (meaning earnestness) were assigned to the initials.

Wh at’s in a NAm e?

Honor

Wisdom

Earnestness

Honor is personal integrity and excellence of character. It is an enduring quality found in all persons who deserve to lead others.

Wisdom is knowledge tested by experience and tempered by discerning judgment.

It abhors prejudice; it insists upon freedom of thought and expression.

Earnestness is enthusiasm measured by achievement, disciplined by reason and enobled by sincerity. It is that dynamic quality which is essential for all great achievement.

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Introduction to Beta Gamma Sigma

Highlights of BGS History The Society establishes its first collegiate chapter outside North America at The Chinese University of Hong Kong. Later that year, a chapter is established at the Hong Kong University of Science and Technology. Also, the Alumni Chapters in San Francisco, Dallas/Ft. Worth and the Boston area are each established.

The first Medallion for Entrepreneurship is awarded to outstanding individuals who combine innovative business achievement with service to humanity.

1986 The first Alumni Chapter in New York City is formed.

1933

2000 The first chapter outside the U.S. is installed at the University of Calgary.

1989

1998-2000

1975 Beta Gamma Sigma authorized a new organizational structure whereby the Board of Governors is created as the Society’s governing body.

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1988 As part of the 75th anniversary celebration, the Society launches the Scholarship Program to reward some of its most outstanding student members.

Alumni Chapters are established in Los Angeles, Chicago, Atlanta, San Diego and Washington, D.C..

Introduction to Beta Gamma Sigma

Alumni Chapter expansion occurs mostly outside the U.S., with chapters added in New Zealand, Northern Germany, Central/Southern Germany, Raleigh/Durham, South Texas, Spain and Switzerland.

The South Florida, Phoenix and Minneapolis/St. Paul Area Alumni Chapters are founded.

2002

2006-2012

The Denver Alumni Chapter is chartered.

2004

2001

2005

Alumni Chapters are chartered in Philadelphia, Houston, Seattle and St. Louis.

The first Alumni Chapter outside of the U.S., the Hong Kong Chapter, is established.

2003

The BGS CareerCentral is debuted.

2013

BGS celebrates its Centennial Anniversary for its 700,000 members with three key projects: BGS is Everywhere Photo Contest, Meet the Leaders of Business guest speaker series and the BGS Gives Back Day of Service.

Also, the London Alumni Chapter is chartered on the Society’s 100th anniversary.

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Introduction to Beta Gamma Sigma

List of Chartered Alumni Chapters »» Atlanta Area Alumni Chapter »» Boston Area Alumni Chapter »» Central/Southern Germany Alumni Chapter »» Charlotte Area Alumni Chapter »» Chicagoland Alumni Chapter »» Cleveland Area Alumni Chapter »» Dallas/Ft. Worth Area Alumni Chapter »» Denver Area Alumni Chapter »» Hong Kong Alumni Chapter »» Houston Area Alumni Chapter »» London Alumni Chapter »» Los Angeles Area Alumni Chapter »» Minneapolis/St. Paul Area Alumni Chapter »» New York City Area Alumni Chapter »» New Zealand Alumni Chapter »» Northern Germany Alumni Chapter »» Philadelphia Area Alumni Chapter »» Phoenix Area Alumni Chapter »» Raleigh/Durham Area Alumni Chapter »» San Diego Area Alumni Chapter

These locations have an active BGS Alumni presence and have hosted a BGS meeting in the past 2 years but have not yet chartered.

»» San Francisco Area Alumni Chapter

»» Austin, Texas

»» Seattle Area Alumni Chapter

»» Orange County, California

»» St. Louis Area Alumni Chapter

»» New South Wales, Australia

»» South Florida Area Alumni Chapter

»» Mexico City, Mexico

»» South Texas Alumni Chapter

»» Toronto, Ontario

»» Spain Alumni Chapter

»» Tampa, Florida

»» Switzerland Alumni Chapter »» Washington, DC Area Alumni Chapter 12

List Of Active Alumni Networks

Contacts and Resources

Contacts and Resources The Central Office Staff The BGS staff members at the Central Office that each Alumni Chapter is put in direct contact with are: »» Manager of Collegiate and Alumni Operations (primary) »» Director of Collegiate and Alumni Operations »» Communications Director »» Communications Associate »» Executive Director »» Meeting Planner

For a current list of the individuals in each role at BGS, please visit: betagammasigma.org/staff.htm.

Database Information Beta Gamma Sigma can supply a full database of local member information to executive board and/or committee members. This list can include: name, address, telephone, BGS induction school, induction year, induction type and employment information (if available). A confidentiality form must be signed by each member who would like to view the database information. Through this form, the member agrees to not utilize the information for any other business or personal purpose besides alumni chapter activity, and to not share or sell the information to any third party.

Per privacy policies, BGS cannot give a list of local member emails to any chapter officers or volunteers.

(See “Communications/Broadcast Emails” on pg. 28-29)

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Contacts and Resources

Alumni Officer LinkedIn Group The Central Office set up an Alumni Officer LinkedIn group in the spring of 2013.

Any current BGS officer or committee member is welcome to request to join and participate. Chapter officers are welcome to post ideas for events, news on their chapter and questions for other officers. The Manager of Alumni Operations monitors this site and also contributes input from the Central Office.

Alumni President Conference Calls Every four to eight weeks, BGS Alumni Chapter Presidents are emailed an invite to one of two conference calls facilitated by the Manager of Alumni Operations. These chats were started in March 2013 as a way for alumni officers to collaborate and communicate with one another and the Central Office. The calls are not mandatory, but available with your benefit in mind. An agenda is sent in advance, and call times rotate so that officers from various time zones can participate. If a President cannot join one of the call times, s/he is free to pass along the spot to another executive board or committee member.

Alumni Chapter Training Seminars Annually, Beta Gamma Sigma provides a training seminar for chapter officers.

This full-day workshop is hosted by the Central Office (co-hosted by one of our established alumni chapters). It provides an opportunity for chapter leadership to learn about new programs and services of the Society, as well as share successes and feedback with other chapters. While there is no fee to attend this workshop, chapters are responsible for covering travel costs for their attendees and should consider these charges when developing a chapter budget. Specific information about the Alumni Chapter Training Seminar is distributed to chapter officers approximately four to six months before the August event.

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Contacts and Resources

Alumni Chapter Training Seminars

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Contacts and Resources

PowerPoint Presentations and Fact Sheets At least once a year, the Central Office updates a PowerPoint and fact sheet for the Alumni Chapters to use at chapter events, presentations, etc. Hopefully this reduces preparation time and avoids duplicating efforts.

Visit betagammasigma.org/alumni/chapterupdate.htm to download the most recent PowerPoint and Fact Sheet.

Resource Kit for New Chapters BGS materials are available upon request for chapters that are brand new or recently re-activated. Some of the items available upon request to enhance an event or further promote a chapter include: »» The BGS International Exchange »» BGS post-it notes »» BGS bic pens »» BGS balloons »» BGS window clings »» BGS lanyards »» Professor Elwell stuffed owl »» BGS umbrella »» BGS travel mug or ceramic mug »» BGS key paperweight If your chapter is not new but would like BGS materials for a special event or purpose, that is usually not a problem; please check with the Manager of Alumni Operations.

Chapter Marketing and Promotion Beta Gamma Sigma goes to great lengths to ensure that members are aware of the alumni chapters in their respective areas. See the “Communications” pg.

28-33 of the handbook for more information.

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Contacts and Resources

Certificate of Insurance The Central Office provides event liability coverage on behalf of our Alumni Chapters. To obtain a Certificate of Insurance for an Alumni Chapter event, please provide the following to the Central Office at least six weeks prior to the date coverage is needed: 1) Event Host (Alumni Chapter) 2) Date and Times of Event 3) Site and Address of Event with Contact Name 4) Signature and Title of Alumni Chapter Representative When received, this information will be forwarded to the Society’s insurance company and upon approval, a Certificate of Insurance providing coverage for this event will be issued to the contact at the facility where event is being held.

A separate copy will be sent to the Central Office and a copy will be forwarded to the Alumni Chapter.

Exception to Coverage: The chapter should be aware that this insurance rider will not cover claims relating to the use of alcohol. Chapters are discouraged from physically serving alcohol. Rather when alcohol is served at your events, it should be served by the facility’s staff.

Note: The Certificate of Insurance is available to chapters only when the event site does not provide coverage or requires the chapter to provide separate coverage.

McGraw Hill Book Giveaway For several years, BGS has secured copies of several newly released books published by McGraw Hill on the topic of business. Each chapter can request up to 10 copies of new or recent releases. Contact the Manager of Alumni Operations for more information and to receive the current list of available books.

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Chapter Management

Chapter Management Chapter Constitution and Bylaws A sample chapter constitution is provided to each Alumni Chapter upon chartering. Chapters are required to adopt and/or adjust this set of governing documents for their chapter as an initial part of their development. The chapter must then continue to provide a current copy of these documents to the Central Office to maintain in their chapter’s file.

In most cases, chapters do not change the constitution and related bylaws dramatically over time. If any changes are made by officers, these changes must be agreed upon by all executive board officers and a new copy must be sent to the Manager of Alumni Operations at BGS. All the governing documents for the Alumni and Collegiate Chapters can be found by visiting: betagammasigma.org/bgsgoverndocs.htm

Structure of Officers and Committees The executive board is the governing body of your chapter. As a group, you maintain membership records, plan events and coordinate with the Central Office. BGS requires all chartered chapters to have a President, Vice President, Secretary and Treasurer. The President’s name and email will be the primary contact for the chapter and posted to the BGS website. If the chapter can only find three interested officers, roles can be combined, such as Secretary/ Treasurer, Vice President/Treasurer, etc. There may also be other officers as necessary for efficient operation of the chapter.

The governing documents of the chapter should maintain a list of executive board position descriptions and their responsibilities. The descriptions provided in this book are a framework and can be customized if needed.

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Chapter Management Here is a brief summary of the responsibilities given to each officer. These can be altered depending on chapter needs and preferences: President »» Shall preside at all meetings of the alumni chapter. »» Shall be empowered to appoint committees as hereinafter provided and shall be an ex-officio member of each committee. »» Shall be the official representative of the alumni chapter. »» Shall be authorized to co-sign checks. Shall only vote to break a tie at Board meetings.

Vice President »» Shall succeed to the office and power of the President in his/her absence or for the remainder of his/her term if vacated for any reason. In the event of such a vacancy, the Board shall appoint a successor to the post of Vice President. »» The Vice President shall be authorized to co-sign checks.

Secretary »» Shall record the minutes of the meetings of Other Officers the Board and General Membership.

Examples of other officer titles: »» Shall have on hand a copy of the constitution and bylaws at all of the Board and General »» Program/Event Committee meetings. »» Member Outreach/Marketing »» Shall keep up-to-date signature Committee authorizations of such bank, other financial »» University Relations Committee institution or money market fund(s) where the alumni chapter maintains its funds. »» Shall have custody of all official documents, such as the constitution, bylaws, etc. »» Shall be the official liaison between Beta Gamma Sigma and the alumni chapter. »» Shall answer mail addressed to the alumni chapter or forward it to the proper officer or committee chair.

Treasurer »» Shall be authorized to collect all monies payable to the alumni chapter, and shall be charged with the care and custody of the funds of the alumni chapter. »» Shall make all necessary disbursements in accordance with the directions of the Board. »» Shall arrange for accepting reservations for the meetings, receiving members as they arrive at meetings and collecting such monies at meetings. »» Shall receive the payment of dues and shall arrange for the mailings of dues notices and receipt/acknowledgement of dues payments. »» Shall account for and deposit all monies received. »» Shall be authorized to deposit funds at a bank, other financial institution or money market fund approved by the Board in the name of the alumni chapter. »» Shall be authorized to co-sign checks. »» Shall maintain the alumni chapter’s financial accounts and shall enter, in detail, receipts and disbursements. These accounts shall be open at all times to inspection by any member of, or individual designated by, the Board. A report of the alumni chapter’s financial condition shall be made at each Board meeting. At the conclusion of the term of office, or resignation, an audit shall be conducted by an Audit Committee, and an audit report may be presented to the Board.

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Chapter Management The Executive Committee of the Board of Governors will utilize the following pivotal criteria when considering Alumni officer nominees: »» Does this BGS member have a history of representing the Society in a positive manner? »» Does this BGS member enable the mission of BGS through his/her Alumni Chapter? »» Has this BGS member added value to the chapter in the past? »» Does this BGS member enhance the BGS brand through his/her comments?

Officers of the BGS Alumni Chapters agree to abide by the following: »» As an officer of the chapter, the BGS member agrees to abide by the mission and objectives of BGS and the Alumni Chapter »» The BGS member will not be involved in Alumni Chapter activities that would provide a conflict of interest with BGS or the chapter »» The BGS member will not accept any items providing personal financial gain as an officer of the Alumni Chapter »» The BGS member will encourage and support as chapter programs only those that will reflect positively on BGS and the Alumni Chapter and enhance the BGS brand »» When promoting programs of the Alumni Chapter, the BGS member agrees to only promote programs which have first been approved by the chapter »» The BGS member will always represent BGS and the Alumni Chapter in a positive manner

Any officer of the Alumni Chapter who fails to abide by the above-stated policies may be removed from office by the Board of the Alumni Chapter or the BGS Board of Governors Executive Committee. In such matters, the decision made is considered final.

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Chapter Management

Officer Correspondence and Meetings The Manager of Alumni Operations at BGS should be copied on all major correspondence between officer members.

The executive board should hold two to four regular business meetings per year. Before each meeting, the president should circulate an agenda. If a board member cannot attend the meeting, he or she should provide a report for the board via e-mail. The executive board is encouraged to set goals for each calendar year. Typical chapter goals may include: membership goals, number of events to be held, average attendance at events, community service goals and induction ceremony attendance goals. These goals must align with the mission and values of BGS. The executive board should discuss progress on the goals at each meeting.

Important: After each meeting, one board member should circulate the minutes of the meeting to the board members and to the Manager of Alumni Operations at Beta Gamma Sigma.

Planning for Officer Succession/Elections There is no average length that an officer remains in his/her post for a BGS chapter. Life circumstances, job moves, families, etc. naturally become priority at different times, causing an officer to step down. There are also officers who have been with their chapter in some capacity for 10 years or more.

Most often, an election season is force of nature for the chapter; an officer steps down or moves away. However, BGS encourages all chapters to hold an election every two to three years, regardless of anticipated change or not. This brings awareness to members about new opportunities to support the chapter though an officer position and also gives current officers a chance to reevaluate their goals and/or move positions.

In all cases, the current vice president will replace the president if he/she steps down before the completion of the fiscal year.

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Chapter Management

The BGS Central Office will support a chapter through any and all leadership transitions. Here are a few things that make the transition easier: Keep someone consistent: It is much more difficult to establish new leadership and maintain chapter momentum when all four executive board members decide to leave at similar times. If one officer remains with the chapter, even if only for six months to help train new officers, the transition will be much smoother and the chapter won’t risk becoming inactive.

Be honest with your officers and the Central Office: There is nothing worse than remaining in a leadership position but completely checking out of all responsibility. Please be forthcoming with your officers and the Central Office about your commitment to the chapter, and step down if you cannot fulfill your responsibilities.

There may be other members who would more gladly fill the role.

Transition in the spring/summer: The BGS fiscal year begins July 1, so chapter years are marked from July 1 to June 30. It is helpful if a consistent group of officers leads the chapter for that period of time. Please do your best to follow the timeline for chapter elections; it helps both the chapter and the Central Office management.

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Chapter Management

Steps for Chapter Elections 1) Begin announcing upcoming elections and ask members for nominations or self-nominations for president, vice president, secretary and treasurer (plus any other relevant positions/committees). Anyone interested must submit his/her resume. Include deadline for submission and method for submitting nominations (email, in person at event, etc). Contact all persons who were elected by another member to ask if they accept or decline the nomination. » How: Done via email (as well as at chapter meeting, if desired) » When: Winter or Early Spring 2) Send Central Office all received resumes, known as the slate, after deadline has passed. Wait for approval (must send at least 30 days prior to vote). The Central Office has the authority to approve/disapprove each officer on the slate. The President of the Alumni Chapter will be notified of approval/ disapproval within two weeks of receipt of the entire slate. » How: Via email » When: Mid-spring 3) Receive approval from Central Office, finalize the list of nominees and attempt to obtain a short narrative for each candidate. Send out list of nominees and narratives to the membership at least a week prior to a chapter meeting or election date. Or, send out the list and ask for a vote via email. » How: Via BGS broadcast email or at chapter meeting » When: Late spring 4) Send the final officer selections to Central Office for records and introductions.

5) Coordinate one to two meetings to allow new officers to meet with current officers.

6) July 1: Officially switch to new officer leadership.

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Chapter Management

Bank Accounts The Central Office of Beta Gamma Sigma will maintain the chapter expenses incurred during the chapter’s establishment phase. Once the chapter has held its kickoff event and has a set of members and chapter funds, the Central Office will ask the chapter to establish a local bank account to house future funds.

To set up the bank account, the chapter will need the FEI (Federal Employer Identification) number, which is obtained by the BGS Central Office through the Internal Revenue Service. The Chapter must provide the Central Office with a bank name and address where the checking account is located, an account number, the names of two chapter local signers and bank contact information.

Chapters should then obtain a signature card from the bank and forward to the Central Office for processing. Once this information is received, funds will be transferred and the chapter can operate out of its own bank account.

A member of the Central Office (typically the Executive Director and/or Alumni Manager) will also need to be listed as a signer on the account. It is extremely important that BGS be able to access and maintain this account, should the chapter become inactive.

BGS keeps file of all bank accounts held by BGS subsidiaries.

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Chapter Management

Year End Reports BGS Alumni Chapters operate within a fiscal year beginning July 1 and ending June 30. To monitor the Alumni Chapters, the Central Office requires each chapter to file an annual chapter report by September 30. A standard Year End Report form is provided to chapters and includes a financial report, list of current officers, detailed list of chapter activities for the year with attendance numbers and other feedback.

These reports are also required of the chapters to meet the requirements as a subsidiary organization in maintaining the 501(c)(3) status with the IRS. If a chapter does not submit a Year End Report by December 1 of that year, it will be in jeopardy of becoming an “inactive” chapter.

Inactive Chapter Status A chartered Alumni Chapter risks moving to “inactive” status if: 1) There is no local member willing to hold an officer title for the chapter 2) The chapter does not submit an annual report by December 1 following the fiscal year (see above “Year End Reports”) 3) The chapter has not held an event for 18 months 4) The chapter otherwise seriously comprises the integrity of BGS in some way Once “inactive,” the chapter no longer qualifies for BGS chapter benefits like the grant program, chapter awards or Training Seminar. An individual discussion between the Central Office and chapter officers will determine when the “inactive” status can be lifted from the chapter.

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Chapter Membership

Membership in the BGS Alumni Network Member Requirements and Status All members of BGS (student, faculty, and honoree) are eligible for membership in the Alumni Chapter, and only members of BGS are eligible for membership.

However, each chapter may set its own policy regarding allowing non-members to attend events and activities.

Knowing that Beta Gamma Sigma members are quite mobile, the Alumni Chapters have agreed to transfer annual memberships between chapters. Thus, if a member of the Los Angeles Area Alumni Chapter moved to the San Francisco area and had already paid dues for the current year to the L.A. chapter, the San Francisco chapter would provide full membership opportunities to the transferring member upon verification of membership by the Los Angeles chapter. The member would begin paying dues to the San Francisco chapter the following year.

Keeping Record of Members Alumni Chapters are encouraged to keep a chapter spreadsheet of members’ names, emails and employment information who have personally shown interest in the chapter, attended events and/or paid dues. This can supplement the database that the Central Office offers to each chapter. Chapters are also required to send rosters from chapter events (name and email required at minimum) to the Central Office at least once a year (See “Program Planning/ Event Attendance” on p. 35-41).

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Chapter Membership

Recruiting and Working with Volunteers One of the most important elements of a successful alumni chapter is maintaining a strong volunteer base, which means fostering healthy dynamics with the other executive board members and being proactive about engaging other members who want to help. A focus on volunteer engagement and satisfaction are key to recruiting new members and generating fresh initiatives within the Alumni Chapter.

Some effective techniques for recruiting new volunteers are: »» Utilize the Central Office to promote officer openings through an email blast to all members »» Create a chapter “council” that works in tandem with the executive board to feed ideas and spearhead projects »» If a member is interested in helping, give him/her something to do right away »» If given an opportunity to assist a chapter member, either personally or professionally, take every opportunity to do so (“put a favor in the bank”) »» Make chapter needs known to all chapter members »» Let people volunteer on an “ad-hoc” or one-time basis

Some effective techniques for working with volunteers are to: »» Point out the importance of volunteer participation–how their efforts fit into the mission of Beta Gamma Sigma and the vision for the Alumni Chapters »» Keep volunteer meetings focused. Agendas are very helpful in creating organization »» Allow volunteers to take the initiative when possible. This technique helps to empower the individual volunteer and strengthens the organization »» Plug volunteer members into an area of chapter operations that uncovers their excitement and passion »» Create tiers of commitment for volunteers (for example, members who are simply a sounding board for new ideas, members who give one-time help, members who help with events consistently) so they can feel comfortable with the load to which they agreed 27

Communications

Communicating with Chapter Members Broadcast emails Beta Gamma Sigma is the sole keeper of the full member database, which includes member emails. Per privacy policies, BGS cannot give a list of local members’ emails to any chapter officers or volunteers (however, a simple database can be supplied to the chapter, see “Chapter Resources/Database Information”). Therefore, BGS takes care of all email communication on behalf of the chapter. Here is the protocol for requesting a broadcast email: 1) Chapter board member (must be president, vice president, secretary or treasurer) drafts email announcement in Word document, checking to be sure it includes all pertinent details: »» Who: Are there limited spots? Are guests invited (if so, is there a limit)? »» What: Supply a brief description of what to expect at the event »» When: Date and start/end time »» Where: Location name, address, and pertinent parking details »» Why: Is the chapter celebrating anything specific? »» How much: Is there a cost to attend? How will the money be collected? Is there an online payment process in place? »» RSVP: By when and to whom 2) Final draft is sent to Central Office Manager of Alumni Operations for review at least two weeks before the event date: Please Note: BGS prefers event announcements to be sent 10-14 days before the event, and the Central Office staff typically needs at least 48hrs notice to create and send an announcement once it is received from the chapter. BGS might have to decline your email blast request if not enough advance notice is given. »» Indicate when a reminder email should go out (typically one reminder is allowed, but chapters can request more on a case-by-case basis) »» Indicate whether you would like a test copy of the message sent before delivery to membership Note: While some chapters feel more comfortable seeing the message before it is sent, which is fine, it does lengthen the turn-around time for sending the email, as it must wait for one additional person (you!) to approve.

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Communications

3) Central Office coordinates the broadcast email and sends to all members with a current zip code that matches the area.

Any responses to the email are sent to the chapter’s email address or one specified by the chapter. If your chapter does not have an email address, please contact the Manager of Alumni Operations.

BGS includes a standard opt-out statement on each broadcast email.

Chapters cannot add either an opt-in or opt-out message on broadcasts sent from the Central Office or the chapter.

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Communications

Chapter Website/Email Account Beta Gamma Sigma has purchased a domain name for each chartered alumni chapter. Setting up and maintaining a chapter website should be a priority for all chartered chapters. Chapters work with the Communications Director at Beta Gamma Sigma to set up their site. There are two ways to go about this: 1) If the chapter has someone who creates and maintains websites, BGS can simply provide the chapter with the ftp (file transfer protocol) information for the hosting space, and that person can then handle things from that point in whatever fashion they choose.

2) If the chapter does not have someone with web expertise, BGS can install a content management system, like WordPress, onto the site.

This will allow anyone with administrator access to the site make updates, changes or post events. BGS can create a custom template for the chapter and install it onto the site.

To expedite the process, the chapter may send the BGS Communications Director an outline of the site in mind, along with whatever text they would like on the various pages of the site. These preferences will be implemented in the initial set-up.

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Communications Among the features Alumni Chapter sites can include are: »» Event details and announcements »» Officer listings »» Links to social media accounts and BGS homepage »» Member registration information »» Photos of chapter events An email account is attached to the site, and the Central Office highly recommends that the chapter utilize it as the primary mode of communication with outside members. This email can be set up to forward directly to a personal email address.

This entire process typically takes the Central Office two to three weeks, depending on how quickly the chapter supplies BGS with the needed information.

31

Communications

Social Media While Facebook and Twitter are optional social media venues, Beta Gamma Sigma highly encourages every alumni chapter to maintain a LinkedIn group account. Through survey research and past experiences, BGS has learned that members consider LinkedIn the most professional social media site and one on which they would like to interact with other BGS members.

The Manager of Alumni Operations at the Central Office will set up a LinkedIn group page for new chapters. If it has not already been done, established chapters must add the Manager of Alumni Operations as a manager of their LinkedIn group (contact the Central Office for instructions on how to do so); this is to ensure smooth transition when the LinkedIn manager leaves his/her post with the chapter.

BGS verifies membership of all requests on the main BGS LinkedIn page, and only members can join. Alumni Chapters may elect to allow non-BGS members to join their LinkedIn groups. This is at the discretion of the alumni chapter officers. Chapter officers should check their LinkedIn account regularly and sort through requests to join often.

Chapters may choose to post event information and registration links to LinkedIn. They also can start discussions with other members or take short polls. Chapters are encouraged to remind members of their social media presence at events, meetings and via email.

These sites are monitored by the Central Office to ensure that the content reflects well on the Society’s values and standards.

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Communications

Chapter File Sharing It is important that chapter officers keep BGS documents (event invites, special account info, officer lists, chapter contacts) in one place if possible. Several chapters have found success with using DropBox, a free online site to share files of many types. Put items in Dropbox, and multiple officers can access them from computers, phones or tablets. Dropbox secures your files with AES-256 bit encryption and two-step verification. If your chapter has a question about using DropBox, please contact the Manager of Alumni Operations.

Regardless of the method used to collect files, the executive board is required to keep BGS files together. If something like DropBox is not implemented by the chapter, then files must be passed along in a timely manner if an officer transitions out of the chapter.

Chapter Surveys Surveys are a valuable tool for informing a chapter’s event planning.

Typical alumni chapter surveys are developed by the chapter, take no more than three minutes to complete and include vital questions about activity, location and frequency preferences. Sample questions include: »» »» »» »» »» »» »»

What is the email address you’d like us to use to send you chapter updates?

What benefit do you seek being involved with a local BGS Alumni chapter?

Where were you inducted into Beta Gamma Sigma?

What types of events are you interested in attending?

What area of the city do you live in?

What area of the city do you work in?

Are you willing to help plan BGS alumni events with the chapter?

We encourage chapters to survey their members every one to two years.

Specific examples of alumni surveys are available from the Central Office.

Local mailings to chapter members Chapters may choose to send mailings to their current members. Since most chapters have a membership of 100 - 400 members, the cost of such a mailing is one that chapters can manage. A few of the chapters have developed and provide a chapter newsletter to update members on the chapter’s activities, or sent a postcard promoting the chapter to recent inductees from local universities.

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Activity and Program Planning

Planning Chapter Events and Activities The primary focus of chapter events should usually be educational. The social aspect must be secondary and promoted in that manner. This section details various kinds of suitable chapter events.

Speaker or Panel Events These events usually include a program with a speaker or panel discussing pertinent business topics. Examples of past programs include: »» “Lessons learned from a career as an Academic/Advocate/Activist/Banker" »» “CEO Night” »» “How to Become CFO” »» "What's New in Corporate Social Responsibility" »» “Keys to Building Your Successful Marketing Career” »» "How the Red Cross Combines a Good Heart with Good Business Sense to Respond to Emergencies" »» “How to Break into the Consulting Industry” Chapters might find a suitable speaker through: »» The employer of an executive board or council member »» Collegiate chapters and/or business school deans (possible speaker could be a faculty member or member of advisory council at business school) »» Your chapter’s BGS LinkedIn group members »» A survey to chapter members about possible contacts »» Collegiate Chapter Honorees Best practices regarding the speaker: »» Provide information to the speaker on BGS, the membership, and expected audience »» Present an award to the speaker (Chapter Honoree) »» Promote speaker on website 34

Activity and Program Planning

Networking Events BGS members note professional networking as a primary reason for their involvement in an Alumni Chapter. Each chapter event can offer an opportunity for networking, whether formal or informal.

Some chapters find great success in hosting simple “Meet and Greets” every few months for members. Planning is minimal but the opportunity to network is appreciated by many members.

Social Events Additional events may be centered on “behind the scenes” tours, athletic/sporting events, cultural events, etc.

Some examples include: »» Musical theater performances »» Winery tours »» Corporate headquarters tour »» Professional sporting events »» Holiday socials

35

Activity and Program Planning

Service Events Several chapters have found ways to incorporate service events into their yearly schedules. This may be an ongoing activity, like a blood drive, or an hour commitment at a local food bank. In 2012, the Society enacted a new program called the BGS Gives Back Day of Service, so chapters are especially encouraged to coordinate a service project each fall.

(See “Centennial Legacy Programs� on pg. 38-40 for more information)

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Activity and Program Planning

Event Registration Alumni chapters can choose to make an event free, take payment in advance, or take payment at the door. These all work well depending on the nature and logistics of the event.

The simplest way to coordinate a free event is to include an “RSVP to” name and email address in the event announcement broadcast from Central.

If the chapter wants to take payment in advance, it is easiest to use an online event site. The following have worked well for several chapters:

(www.eventbrite.com)

(www.123signup.com)

(www.eventsbot.com)

(www.paypal.com)

It is important to read the site policy carefully, as some have a small charge for each “ticket” purchased. Also, the timing for when the chapter will receive the funds varies.

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Activity and Program Planning

Centennial Legacy Programs Meet the Leaders of Business The BGS Meet the Leaders of Business guest speaker series began in 2012-2013 as one of the featured programs for the Society’s Centennial anniversary celebration. The 12-13 series featured four speakers: Beth Mooney, Chairman and CEO of KeyCorp, Denise Morrison, president and CEO of Campbell Soup Company, Virginia McDowell, president and CEO of Isle of Capris Casinos and Gary Burnison, CEO of Korn/Ferry International. The events were hosted at Case Western Reserve University, Saint Joseph’s University, Saint Louis University and Pepperdine University (respectively).

The speaker series will continue as a Centennial legacy program for Beta Gamma Sigma.

Note: Contact the Manager of Alumni Operations for complete details on the current Speaker Series.

Alumni chapters have several opportunities to tie in to these events: »» Attend an event hosted at a local university (please note: universities must be selected through a nomination process, so pay attention to the final schedule announced by BGS in late summer). »» Host a satellite event, where members get together locally and view the speaker’s presentation through live stream technology hosted on the internet and very easy to access. Chapter can discuss the content afterwards and/or coordinate a subsequent networking time. »» View previous Meet the Leaders addresses at an event.

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Activity and Program Planning

BGS Gives Back Day of Service Starting in the Fall of 2013, BGS will name a day in October the “BGS Gives Back Day of Service.” On or around this day, each alumni or collegiate BGS chapter is encouraged to volunteer together as a way for members to give back to their local community. More information will be sent to your chapter closer to October.

Here are some examples of volunteer opportunities that alumni chapters have done in the past: »» Beach clean-up »» Food Bank »» 5K/Walks—either participate or volunteer to help »» Boys and Girls Club »» Junior Achievement »» Donate blood

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Activity and Program Planning

Event Attendance Each Chapter should have some mechanism for tracking the specific members who attend an event. Chapter officers may circulate a roster for members to sign in and write their email address. Alternatively, chapters can ask for business cards at the door and input the information into a spreadsheet later.

The Year End Report asks for a list of all chapter events and approximate attendance at each. BGS would also like the names of those who attend events, for our records and potential follow-up purposes.

However the chapter takes attendance, officers must send the event attendance lists to the Manager of Alumni Operations at least annually through the Year End Report. Sending them more frequently is encouraged.

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Funding

Funding the Alumni Chapter Chapter Member Dues While membership to BGS is for a lifetime, a handful of alumni chapters choose to charge annual dues for membership into their particular alumni chapter.

However, dues are not a required source of funding.

Please note: ALL BGS members living in the Alumni Chapter’s geographic area will receive broadcast emails from the Central Office for each local event. There is no way for the Central Office to send “paying member-only” emails.

Alumni Chapters (AC) agreed to the following basic dues structure for chapters that charge annual dues: »» Annual (regular): 30 USD »» New inductee: 10 USD »» Reciprocity of membership for current year Paying dues to the chapter typically means that a member gets certain privileges, which the chapter can determine in advance. Make sure to educate members on what the benefits are to paying dues to the chapter and make it clear that the funds stay locally to support the Alumni Chapter operations. »» Discounts on event entry fees »» Special “pre-registration” for particularly high-interest events »» Qualification to run for an officer position »» Inclusion in an annual directory available to paying members »» Intrinsic value of supporting the chapter, its scholarships, etc.

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Funding

Grant program Beta Gamma Sigma will provide two $500 grants per year ($1,000 annually) to chapters that meet the following specified criteria. »» The chapter does not charge annual dues. »» Chapter created and distributed an annual membership appeal for the current year. »» Members are accepted into the chapter by completing a chapter membership form. »» The chapter held at least one qualifying chapter event (educational in nature) during the previous six-month period, and provided the Central Office a brief description of this event. »» The chapter submitted a completed Chapter Annual & Financial Report with Chapter Directory within 90 days of the end of the fiscal year. »» Chapter submitted grant application form certifying that the chapter met the criteria to participate.

Participating chapters must continue to meet the eligibility criteria during each six-month period. Grants are disbursed in January and July.

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Funding

Corporate Sponsorships Chapters should plan to set their own policy regarding sponsorships. Things to consider when setting the policy include: »» Who to ask; how much to ask for »» How to make the initial contact »» What value is there for the corporation to become active with the chapter Chapters should consider how they are willing to promote the sponsors at events, on the chapter's website, and in mailings.

BGS strongly encourages chapters to select local sponsors, and to cross check any sponsor with the Central Office to make sure the following standards are followed: »» Alumni Chapters should not compete with BGS when soliciting sponsorships. »» Alumni Chapters are encouraged to obtain sponsorships of programs and events from businesses/organizations in the local area. »» Alumni Chapters should keep in mind when requesting sponsors that sponsors should expand on the ideals and values of BGS. »» Alumni Chapters may not develop partnerships in the name of BGS but may obtain special discounts for chapter members through local businesses. »» Alumni Chapters may post the logo of sponsor businesses and those offering special discounts on the chapter website and meeting announcements A good way to start is by finding an employer or vendor that has a relationship with one or more chapter members. In addition to monetary sponsorship, chapters may consider requesting "in-kind" contributions.

Bank Accounts See “Chapter Management” on pg. 24 for more information on Alumni Chapter bank accounts.

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University Relations

The Important Relationship with Local Universities Alumni Chapters should routinely make contact with Collegiate Chapters in the immediate geographic area in order to: »» Promote membership in the Alumni Chapter to new BGS members »» Pursue venue options at the university for events »» Tag onto university business school events and ask if alumni members can attend »» Attend induction ceremonies for the new Beta Gamma Sigma members »» Speak about the chapter at induction ceremonies for the new Beta Gamma Sigma members »» Generally encourage a relationship between the collegiate and alumni chapter

44

University Relations

Induction Ceremony Etiquette The most effective way to begin a relationship with a business school is to send a representative of the Alumni Chapter to attend the induction ceremonies for a local Collegiate Chapter. If the alumni rep notifies the school in advance, there is opportunity to ask about allowing a few minutes on the program to promote the value of membership in the Alumni Chapter. The rep should assure new BGS members that any Alumni Chapter membership dues are in addition to the lifetime membership fee to BGS (if applicable), and that Alumni Chapter membership is not mandatory to maintain lifetime membership in BGS. Most often, new BGS members are thrilled to know there is an active group of BGS professionals in their community and are eager to get involved. These newest members are great candidates for officers and committee members.

Many chapters choose to host a welcome event for the new BGS inductees in their area.

Collaborating on Events Alumni Chapters have great success co-hosting BGS events for both BGS students and BGS alumni. Typically, the university arranges a facility on campus for these events. This allows students to gain crucial exposure to the BGS brand, while providing a free and often convenient location for alumni to meet.

Collegiate Chapter Honorees Each year, collegiate chapters induct chapter honorees into BGS. Any person who has achieved distinction primarily in business administration and possesses those qualities that Beta Gamma Sigma fosters may be nominated as chapter honoree by the chapter. Chapters may elect up to two chapter honorees in any one year. http://www.betagammasigma.org/chapterhonoree.htm These chapter honorees carry the BGS title and, given the requirements under which they were inducted, can make excellent speakers at alumni events. Alumni chapters are encouraged to reach out to their local collegiate chapters to learn more and connect with recent honorees, and to extend a special welcome on behalf of the alumni chapter.

45

University Relations

Alumni Chapter Matching Scholarships The BGS Matching Scholarship Program awards a $750 scholarship to each eligible Alumni Chapter to be matched by $250 by the chapter and awarded to a current BGS student. Qualifying chapters will be notified by the Central Office in December and should select one recipient no later than May 15.

Important: The recipient of the scholarship must use the scholarship for senior or master's level study in a business degree program at a college or university with AACSB International accreditation during the following academic year. In the case of a nominee who will be invited to join Beta Gamma Sigma during this semester, the scholarship award will be contingent upon acceptance of the membership invitation.

The chapter may set their own procedures for selecting the scholarship recipient. The Central Office sees great success happen when the chapter reaches out to the local universities to alert them of this special award and to ask for applications from within the BGS business student community. This program is a specific way that the chapter can build a relationship with the local universities. Some chapters hold a competition with officer judges while others award the scholarship based on a writing sample or GPA. However awarded, the recipient must complete the application form for submission to the Central Office. The Beta Gamma Sigma Scholarship Application Form is to be fully completed by the student applicant/ recipient and must include a written signature.

Assuming a completed and signed Scholarship Application and photo for the chapter's scholarship recipient is sent to the Central Office by the deadline date of May 15, scholarship payments will be mailed to the Alumni Chapter no later than August 1, 2013 for distribution to the student; 750 USD from Beta Gamma Sigma and a 250 USD match from the Alumni chapter.

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Awards

Alumni Chapter Awards At the Alumni Chapter Training Seminar every August, the BGS Central Office awards two deserving chapters and/or members with special recognition. Chapters have self-nominated and been approved by the BGS Board of Governors.

BGS hopes that in recognizing the contributions of a few chapters and members, all volunteers will know how much they are appreciated and will be encouraged to continue enhancing the BGS brand in their community.

BGS Outstanding Alumni Chapter Member BGS will select one chapter member for the BGS Outstanding Alumni Chapter Member award. Pre-screening requirements include: »» Chapter has officers in place (a single coordinator filling all roles doesn’t qualify) »» Chapter submitted annual financial reports for previous fiscal year »» Chapter held a minimum of two events in previous fiscal year The committee will look for how the member embodies the ideals of BGS – honor, wisdom, earnestness and ethical business leadership. The member’s resume will be reviewed as well.

Award Recognition: The award recipient will be announced at the Annual Alumni Chapter Officer Training Seminar. Additionally, a representative of Beta Gamma Sigma, Inc. will attend a meeting of the recipient’s local alumni chapter and make a formal presentation to the recipient in front of fellow chapter members. The recipient will receive a recognition award and be featured in BGS publications and on the Society’s website.

47

Awards

Alumni Chapter Award for Best Program/Activity BGS will select one chapter for the Best Program or Activity award. Prescreening requirements include: »» Chapter has officers in place – (a single coordinator filling all roles does not qualify for this award) »» Chapter submitted annual financial reports for previous fiscal year »» Chapter held a minimum of two events in previous fiscal year The committee will look for how the program or activity adheres to the mission and ideals of Beta Gamma Sigma (honor, wisdom, earnestness, ethical business leadership), and how the program or activity enhances the brand of Beta Gamma Sigma and/or advances the Alumni Chapter toward a positive outcome.

Award Recognition: The winning chapter program will be announced at the Annual Alumni Chapter Officer Training Seminar. The winning chapter will receive a $250 cash award and be featured in Beta Gamma Sigma publications including on the Society’s website.

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Awards

Chapter Anniversaries Each year at the Training Seminar, the Central Office and BOG will recognize chapters who are celebrating special milestones. Certificates and cash awards are given to those chapters marking five, 10, 15, 20, etc years with the Society.

Alumni Chapter Honorees The Alumni Chapter may nominate candidates for the Chapter Honoree Award.

Any individual may be nominated who has achieved distinction primarily in business and administration, and who possesses those qualities that Beta Gamma Sigma fosters. Chapters may elect up to two Chapter Honorees in any one year. If a chapter has reason to select more than two Chapter Honorees in a given year, that request should be made to the Manager of Alumni Operations.

The Chapter must submit a completed Chapter Honoree Information form (available from the Central Office) with $85 for each honoree. Chapters should verify the spelling of the name since the certificate and frame will be made from the information provided on this form. Allow four to six weeks for delivery.

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Year at a Glance

A Year at a Glance January: »» 1- Grant-eligible chapters receive grant application form—return immediately »» 31- Grant is disbursed »» Begin planning for elections, if applicable »» Begin planning how to select scholarship recipient, if applicable

March: »» 1-Deadline for informing Central Office of scholarship program participation

May: »» Decide who will attend the Alumni Chapter Training Seminar and RSVP »» 15- Deadline for submitting scholarship recipient materials to Central Office

June: »» 30- Fiscal year ends; begin work on Year-End Report and Financial Report/ Audit

July: »» 1- Grant-eligible chapters receive grant application form—return immediately »» 31- Grant is disbursed »» 31- Deadline for Training Seminar registration with hotel/BGS

August: »» Late August: Alumni Chapter Training Seminar

September: »» 30- Year-End Report Final Deadline

October: »» Late (date changes yearly): The BGS Gives Back Day of Service

December: »» 15-Receive materials from Central Office for scholarship program, if eligible 50

Chapter Policies Recap

A Review of Alumni Chapter Guidelines and Policies The following is a recap of the policies and guidelines created to provide guidance to Alumni Chapters and allow uniformity within the Alumni Chapter program.

Codes: Alumni Chapter (AC); Collegiate Chapter (CC); Beta Gamma Sigma, Inc. (BGS)

Mission, Objectives & Goals »» The Mission of the International Honor Society Beta Gamma Sigma is to encourage and honor academic achievement in the study of business, to foster personal and professional excellence, to advance the values of the Society and to serve its lifelong members. »» The purposes of a Beta Gamma Sigma Alumni Chapter are to provide opportunities for building connections among BGS members through educational events, social opportunities, and service to the business community; to expand BGS presence and motivate students to remain active members upon leaving their university; and to enhance BGS membership through these activities. »» The general mission and objectives of BGS apply to both the Collegiate Chapers and Alumni Chapters.

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Chapter Policies Recap

Membership »» All members of BGS (student, faculty, and honoree) are eligible for membership in the Alumni Chapter. »» Only members of BGS are eligible for membership in the Alumni Chapter.

However, each Alumni Chapter may set its own policy regarding allowing non-members to attend Alumni Chapter events and activities. »» Alumni Chapters have agreed to allow reciprocity of membership to current chapter members who transfer to another geographic area served by an Alumni Chapter. »» Alumni Chapters may award Honorary Membership in BGS through the Chapter Honoree program (using criteria set by BGS). Unless special waiver is given, the Alumni Chapter may only name two Chapter Honorees per year. »» Alumni Chapters have the right to communicate with any BGS member who has paid dues to the Alumni Chapter or indicated an interest in being contacted by the Alumni Chapter. »» BGS may communicate on behalf of the Alumni Chapter with all BGS members in an Alumni Chapter area through major mailings or broadcast emails. »» Once annually, the Central Office sends a broadcast email to all local members promoting the Alumni Chapter and asking for interested members. »» At least twice annually, both BGS and the AC should provide to the other updated information on each paid membership and those indicating interest.

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Chapter Policies Recap

Official Status »» Alumni Chapters must abide by requirements necessary to maintain the 501(c)(3) status of BGS as a non-profit, charitable organization. »» Alumni Chapters are subsidiaries of BGS. »» The official name of the Alumni Chapter is set by BGS (in coordination with the initial chapter officers) and Alumni Chapters must use the official name in all print and electronic materials. »» Alumni Chapters are required to maintain the overall purposes of the Alumni Chapter efforts by promoting the educational component of BGS in chapter programming. »» The governing documents of BGS are the official policies of the Society.

Alumni Chapter governing documents must abide by these same policies. If a conflict arises, the governing documents of BGS prevail. »» A copy of the Alumni Chapter’s current governing documents must be on file with the Central Office. »» The Central Office shall be copied on all official Alumni Chapter correspondence. »» Alumni Chapters are required to file an annual chapter activity and financial report with the Central Office within 90 days following the close of the fiscal year. »» The AC must provide to the Central Office the name and email address of the official chapter contact, typically the AC President. This information will be posted on the BGS website.

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Chapter Policies Recap

Alumni Chapter Officers »» The proposed slate of officers for an AC must be provided to the Central Office of BGS at least 30 days prior to chapter elections. BGS has the authority to approve/disapprove each officer on the slate. The President of the AC will be notified of approval/disapproval within two weeks of receipt of the slate. »» Officers of the ACs of BGS agree to abide by the following: »» As an officer of the AC, the BGS member agrees to abide by the mission and objectives of BGS and the AC. »» The BGS member will not be involved in activities that would provide a conflict of interest with BGS or the AC. »» The BGS member will not accept any items providing personal financial gain as an officer of the AC. »» The BGS member will encourage and support as chapter programs only those that will reflect positively on BGS and the AC and enhance the BGS brand. »» When promoting programs of the AC, the BGS member agrees to only promote programs which have first been approved by the AC. »» The BGS member will always represent BGS and the AC in a positive manner.

Financial »» ACs are encouraged to establish a local checking account for the safeguarding of chapter funds. »» BGS will obtain from the IRS and provide to the AC a Federal Employer Identification (FEI) number for use in establishing the AC checking account (US chapters only). »» ACs must provide to the Central Office: name and address of bank where account is established, contact person and phone number for the bank, account number, names of chapter signatories on account. »» ACs will include an assigned BGS staff member from the Central Office as a co-signer on the chapter account (to assist during unplanned transition of officer issues). Chapters should obtain a signature card from the bank and forward to the Central Office for processing. »» ACs are encouraged to require two signatures on all chapter checks to ensure safeguarding of chapter funds.

54

Chapter Policies Recap

Chapter Dues/Event Fees »» Alumni Chapters (AC) agreed to the following basic dues structure for chapters that charge annual dues: »» Annual (regular): 30 USD »» New inductee: 10 USD »» Reciprocity of membership for current year »» ACs may also elect to not charge membership dues and charge on an event-by-event basis. In this case, the chapter is encouraged to adopt an event fee model to ease the financial burden on the chapter.

Chapter LinkedIn Groups »» Chapters are encouraged to create chapter LinkedIn groups to communicate with their chapter members. »» Chapters are encouraged to include an assigned BGS staff member from the Central Office as a manager of the LinkedIn group (to assist during any possible chapter officer transition issues).

Broadcast Emails »» ACs must request at least two weeks in advance for BGS to send broadcast emails to members. »» Messages can include links to documents (pdf, word, etc), but cannot include attachments. »» BGS includes a standard opt-out statement on each broadcast email. »» Chapters cannot add either an opt-in or opt-out message on broadcasts sent from the Central Office or the chapter. »» Steps for executing a broadcast email message: »» Chapter board member (must be president, VP, secretary, or treasurer) drafts email announcement in Word document, checking to be sure it includes all pertinent details (who, what, when, where, why, how, RSVP) »» Final draft is sent to Central Office Manager of Alumni Operations for review at least two weeks before the event date »» Central Office coordinates the broadcast email and sends to all members with a current zip code that matches the area 55

Chapter Policies Recap

Website »» The domain name for the AC is provided by BGS. »» The AC must use the official name and official version of the key logo as provided by BGS on all printed and electronic materials.

Grant Program »» Beta Gamma Sigma will provide two $500 grants per year ($1,000 annually) to chapters that meet the following specified criteria: »» The chapter does not charge annual dues. »» Chapter created/distributed an annual membership appeal for the current year. »» The chapter held at least one qualifying chapter event (educational in nature) during the previous 6-month period, and provided the Central Office a brief description of this event. »» The chapter submitted a completed Chapter Annual & Financial Report with Chapter Directory within 90 days of the end of the fiscal year. »» Chapter submitted grant application form certifying that the chapter met the criteria to participate.

Scholarship Program »» The BGS Scholarship Program will award a scholarship to each eligible Alumni Chapter to be used during the current academic year. »» The chapter will select one recipient using the procedures established locally and the forms provided by the Central Office. »» A recipient of the scholarship must use the scholarship for senior or master's level study in a business degree program at a college or university with AACSB International accreditation during the following academic year. »» The Beta Gamma Sigma Scholarship Application Form is to be fully completed by the student applicant/recipient and must include a written signature that is not typed. »» In the case of a nominee who will be invited to join Beta Gamma Sigma during this semester, the scholarship award will be contingent upon acceptance of the membership invitation.

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Beta Gamma Sigma thanks you for your participation in the BGS Alumni Network.

BETA GAMMA SIGMA 125 Weldon Parkway Maryland Heights, MO 63043-3101 United States of America Phone: 314-432-5650 Fax: 314-432-7083 Email: bgshonors@betagammasigma.org [Published August 2013]