Queen City Ivy and Pearls Foundation in partnership with Alpha Kappa Alpha Sorority, Inc.®
Rho Psi Omega Chapter
presents
“Becoming: Pearls of Grace and Virtue”
Debutante Scholarship & Cotillion Program
2024 - 2025
Preface
2024-2025 Debutante Scholarship & Cotillion Program
The Debutante Scholarship & Cotillion Program provides an opportunity for young ladies to grow and build friendships through workshops and activities that focus on personal development and growth. Debutantes also learn the importance of giving back to the community through service projects. The program lays the foundation for opportunities and experiences from which each young lady will draw as she matures into adulthood. This experience will continue to benefit her personally, academically, and professionally.
Since inception, Queen City Ivy & Pearls Foundation (QCIPF) and Alpha Kappa Alpha Sorority, Inc.® Rho Psi Omega Chapter have awarded more than $500,000 in financial support for debutantes toward their higher education.
Congratulations on taking the first step toward induction to the Debutante Scholarship and Cotillion Program sponsored by the Queen City Ivy and Pearls Foundation, Inc and Alpha Kappa Alpha Sorority, Inc ®Rho Psi Omega Chapter!
Miss
1st Runner
2nd
Miss
Chapter 1 –Introductions
History of Queen City Ivy & Pearls Foundation
QCIPF was organized 25 years ago as a non-profit organization to expand the community service and philanthropic efforts of the Rho Psi Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated® Since its founding, the organization has been committed to providing services, programs, and resources to help improve the community and to promote the involvement of its members in sustainable civic and charitable efforts.
Our Debutante Scholarship and Cotillion program provides an opportunity for debutantes to learn and explore numerous topics and issues through a program of personal development, improvement and discovery, while learning the importance of giving back to the community through service projects Scholarship awards are an important component of the program. Throughout the history of QCIPF, we have provided over $500,000.00 in scholarships to provide financial support for recipients toward their pursuit of higher education.
Over the years, QCIPF has organized and participated in numerous service projects In addition, the organization has partnered with several community organizations as it continues to make its mark in the Charlotte community:
● Pink and Teal brunch to raise funds and awareness about breast and gynecologic cancers, while recognizing the work of advocates committed to these causes
● "A Family Affair Day" for Druid Hills, West Charlotte and Double Oaks communities.
● Food collection drives to support Second Harvest Food Bank, in partnership with Food Lion.
● Co-sponsors the Queen City Entrepreneurs’ Conference with the Rho Psi Omega Chapter.
With a membership of more than 500 women, QCIPF continues to identify and serve the needs of the Charlotte community Its members are committed to dedicating financial and human resources toward meeting the needs of our community by creating initiatives and programs that deliver successful and measurable outcomes.
The following members were the original “Incorporators”:
President Ms. Kim K. McMillon
Treasurer Ms. Kimberly S. Jones
Finance Sub-Committee Ms. Rosemary L. Lawrence
QCIPF received its 501(c) (3) tax exempt status on October 24, 2002.
2024 - Debutante Cotillion Committee
Queen City Ivy & Pearls Foundation Board of Directors
Renae Sanders, DM President
Ivory Thomas First Vice President
N. Renee Johnson Second Vice President
Donna Hutsell Treasurer
Falecia Morrow Secretary
Jontilla Coe Assistant Secretary
Veronica Foster Member-at-Large
Ivory Thomas Funds Development
Loutisha Lunderman-Brown Real Estate Investment
Ivy Anderson Technology
Shanna Barnes Scholarships Risk Management
Shontilia Guy Debutante Cotillion Chairman
Latosha Woods-Carter
Valerie Vandherhall Volunteer Coordinators
Dr. Margaret Gibson Community Outreach
Jade Harris Newsletter Editor
Cynthia Alexander Archives
Kieta Davis- McGill General Board Member
Glencie Rhedrick General Board Member
Rho Psi Omega Chapter Carla Archie President
Markelia Weaver Vice President
Arve’ Carter Treasurer
updated 2024 - Debutante Cotillion Committee
Welcome to the 2024-2025 Debutante Cotillion & Scholarship Program! Becoming a debutante will be one of the most treasured experiences for you and your family. The bonds you create with other young ladies, your families, and escorts will leave an indelible mark on this time prior to you heading to college.
This program is designed to expand your world, broaden your perspectives, to define and refine the vision you have for your life and provide the keys to help you start your journey with an entire community of women supporting, mentoring, and cheering you onward. You will be challenged to demonstrate your commitment to your own future, and develop a deeper appreciation for those who have supported you throughout your life.
In just a short period of time, your will walk a path that has been carefully and thoughtfully planned to enrich your lives giving you the necessary skills to strengthen your social and emotional intelligence, set a foundation for your professional development, being of service to the community, and giving you the confidence to face today’s world with poise and grace. You have an amazing opportunity ahead of you.
From etiquette training, managing your social media image, and setting your goals for this program; to learning the art of elegance through dance and movement, and how a young lady portrays herself in both formal and informal settings, the Pearls of Culture Debutante and Cotillion Program will be a memorable experience for you and the over 500 members of the Queen City Ivy and Pearls Foundation!
Before you make your final commitment, discuss this program with your parents or guardians! This program is not to be taken lightly, it will require the continued support and effort of you and your support system. This investment in your present and future is neither cheap nor simple. It will require that you “lean in”, manage your time, stay abreast of your school work and other activities, while taking full advantage of the activities and programs created for you!
We look forward to getting to know you and watching your transformation We also wish you the best as you prepare for a memorable debutante season!
With Warm Regards,
Dr. Renae Sanders, P resident Queen City Ivy and Pearls Foundation
History of Alpha Kappa Alpha Sorority, Inc.®
Alpha Kappa Alpha Sorority, Incorporated® was founded on January 15, 1908, on the campus of Howard University in Washington, DC. Its founders were among the fewer than 1,000 Negroes enrolled in higher education institutions in 1908 and the 25 women who received a Bachelor of Arts degree from Howard University between 1908 and 1911. Nine juniors and seniors who constituted the initial core group of founding members, along with seven sophomores who were extended an invitation for membership without initiation, comprised what are acknowledged as Alpha Kappa Alpha’s original 16 founders. Led by Ethel Hedgemon (Lyle), the nine Howard University students who came together to form Alpha Kappa Alpha Sorority were the scholastic leaders of their classes. Each had a special talent or gift that further enhanced the potential of this dynamic group.
Since 1908, Alpha Kappa Alpha Sorority has implemented programs of service impacting countless lives. From its founding in 1908 through 1921, Alpha Kappa Alpha established new chapters primarily in the northeast and midwest areas of the United States. The Sorority’s national president, secretary and treasurer worked with local members, designated as “Organizers,” to further expand.
By 1923, the Sorority built an organization of 32 chapters and expanded into the southeastern area of the United State. For efficient administration, these chapters were organized into regions in 1924, formed according to geography and population density. As the number of chapters grew, so did the number of regions.
Alpha Kappa Alpha has been instrumental in establishing programs beneficial to the African-American community. From participation in the 1913 Women's Suffrage March to the tireless work toward eradicating lynching, sorority members remain deeply concerned about the plight of the Black community in relation to society itself. Throughout the depression, Alpha Kappa Alpha worked with the Mississippi Health Project providing education and books to rural areas, and began a Summer School for Rural Teachers offering courses for self-improvement.
The turbulent era of the 1960s and 1970s paved the path for Alpha Kappa Alpha to sponsor job training, reading enrichment, and heritage and youth programs. Staying true to the pledge to enrich the lives of others, the Sorority continues the legacy of community service and promotes academic excellence by encouraging youth to improve their math, science, and reading skills.
Today, there are 10 Regions, including the International Region for chapters located outside the contiguous United States. Alpha Kappa Alpha has grown into a force of more than 355,000 collegiate members and alumnae, with 1,064 chapters in 50 states, the District of Columbia, the US Virgin Islands, the Bahamas, Germany, Africa, South Korea, Japan, Canada, and on the continent of Africa.
Alpha Kappa Alpha Sorority, Inc.® was founded on a mission comprised of five basic tenets that have remained unchanged since the sorority’s inception more than a century ago. Alpha Kappa Alpha’s mission is to “cultivate and encourage high scholastic and ethical standards, to promote unity and friendship among college women, to study and help alleviate problems concerning girls and women in order to improve their social stature, to maintain a progressive interest in college life, and to be of service to all mankind".
The 2022-2026 International Program theme is ”Soaring to Greater Heights of Sisterhood and Service”. Members of Alpha Kappa Alpha Sorority, through its 355,000 members and 1,064 chapters, will address community needs with programs in six target areas:
TARGET 1: Strengthen Our Sisterhood
TARGET 2:Empower Our Families
TARGET 3: Build Our Economic Wealth
TARGET 4: Enhance Our Environment
TARGET 5: Advocate for Social Justice
TARGET 6: Uplift Our Local Community
To learn more about Alpha Kappa Alpha Sorority, visit: www.aka1908.com.
In February 1989, seven members developed the idea of a second graduate chapter in Charlotte, NC. Donna Y. Bailey, Savannah Clay, Karen Davis-Dixon, Rosemary Lawrence, Beverly Glover Logan, Bettie Glenn, and Mamie Murrell were the visionaries who formed the Core Group. They saw the possibility of expanding the presence of Alpha Kappa Alpha Sorority, Inc.® in the Charlotte metropolitan area with a direct focus on community service.
On June 25, 1989, “A Strand of Pearls” was established as an official interest group of Alpha Kappa Alpha Sorority, Inc.® with a visit from the 11th Mid-Atlantic Regional Director, Marye Jeffries. After the establishment of “A Strand of Pearls” and a lot of hard work, Rho Psi Omega was chartered on November 12, 1989, with 50 charter members. Donna Y. Bailey, formerly president of “A Strand of Pearls” was elected as the first chapter president.
Since chartering in 1989, Rho Psi Omega has grown to 500+ committed community leaders who have made a significant impact on the Charlotte community. In addition to the Debutante Program, some of the programs the chapter has conducted over the years include:
● Pearls of Culture (mentoring program)
● Emerging Young Leaders
● Youth Leadership Institute
● B.R.I.D.G.E. Jobs Program
● Queen City Entrepreneurs’ Conference (QCEC)
● Seniors Morning Out at McCrorey YWCA
● My Mother’s Hats at the Mint Museum of Art
● Political Candidate Forums
Rho Psi Omega has also supported numerous other organizations to deliver greater community impact, including:
● Race for the Cure (Susan G. Komen Breast Cancer Foundation)
● Guess Who’s Coming to Dinner (Metrolina AIDS Project)
● Pink Goes Red (American Heart Association)
● Bowling for Babies (Delta Zeta Chapter of Zeta Phi Beta Sorority, Incorporated)
● Tots on Parade (Charlotte NPHC)
● UNCF
Scholarships for High School Students
To further Alpha Kappa Alpha’s commitment to cultivating high scholastic achievement, Rho Psi Omega has always given scholarships to high school seniors. The chapter awarded its first scholarship of $500 in 1989. Since then, the chapter continued to support students with attending colleges or universities. We are proud to co-sponsor the Debutante Program as an extension of that work.
To learn more about Rho Psi Omega Chapter, visit: www.rhopsiomega.org.
Rho Psi Omega Chapter Officers - 2024
Carla Archie President
Markelia Weaver Vice-President
Sylvia Broome Recording Secretary
Loutisha Brown Corresponding Secretary
Arve’ Carter Treasurer
Sheila Marshall Assistant Treasurer
Chelsea Gibson Financial Secretary
Faye Gibson Assistant Financial Secretary
Ivy Anderson Ivy Leaf Reporter
Latecia Manuel Chapter Hostess
Donna McCray Keeper of the Door
Trina Archie McCorkle Parliamentarian
Deborah Kimbrough-Lowe Historian
Dr. Chastity Harper
Alexis Broome
Graduate Advisors
Congratulations and welcome to the Debutante Scholarship and Cotillion Program!
Rho Psi Omega was chartered in 1989 with a vision to expand the impact of Alpha Kappa Alpha Sorority, Inc.® , in the Charlotte Metropolitan area. Since its chartering, Rho Psi Omega has mentored hundreds of students in Charlotte-Mecklenburg Schools. We have guided undergraduate members at Queens University and Johnson & Wales University, and we have supported the next generation of leaders by awarding thousands of dollars in college scholarships.
The Debutante Scholarship and Cotillion Program is an extension of Rho Psi Omega’s commitment to mentoring and empowering young women. This program is a wonderful opportunity for girls to grow academically, socially, and emotionally while connecting with a legacy of service and sisterhood. As you embark on this journey, you will not only enhance your skills and confidence, but also become part of a vibrant community dedicated to uplifting each other and making a difference.
In 2024, Rho Psi Omega will proudly celebrate 35 years of service under the Alpha Kappa Alpha umbrella of international program initiatives. The current international program theme is “Soaring to Greater Heights of Service and Sisterhood.” As Rho Psi Omega marks this milestone anniversary, we are delighted that you have chosen to take this debutante journey with us, and we’re excited to see how you’ll soar to greater heights during this transformative experience!
Yours in Service,
Carla Archie, President
Alpha Kappa Alpha Sorority, Inc.®
Rho Psi Omega Chapter
Chapter 2 – Debutante Culture
Definition of Debutante
The word “debutante” comes from the French word “debuter”, which means “to lead off”. Hence, a debutante is the guest of honor and she leads the cotillion by dancing the first dance, traditionally with her father. This is known as her debut (/dɛˈbuː/), the start to a coming-of-age celebration to celebrate a young woman's 18th birthday, the age of maturity.
Where it all Began
The debutante tradition or what is called Debdom as we know it in the United States has its roots stemming back to England. The idea that a girl should be presented to society stems from the time when a daughter of marriageable age needed to find a husband of suitable and similar social standing. The daughters of the landed aristocracy, the lords and ladies of England married within a very small circle and often had a very large dowry that went with them.
African-American Contributions to Debdom
Black America reacted against segregated balls by founding unique debutante experiences of their own. The desire to foster a sustaining tradition of solidarity, culture, education, and scholarship has become the cornerstones of a wonderful legacy.
African-American debutante cotillions have been reported since 1907 (Karal Ann Marling, 2004); however, in 1950, Life magazine was the first to nationally publish a pictorial coverage of a Harlem cotillion. Life's coverage of this cotillion helped to expose the existence of a vibrant social world that defied the racial stereotypes that had been conveyed by segregationists (Karal Ann Marling, 2004).
Commitment to our Legacy
Today, we continue to celebrate the diversity and rich heritage of American Debdom. The Board Members of QCIPF and the ladies of Alpha Kappa Alpha Sorority, Inc.® Rho Psi Omega Chapter want you to remember your pledge is a commitment to keeping the legacy alive. To be called “Debutante” is truly an honor and a privilege.
We are so very excited you have decided to embark on this journey and we welcome you as a participant of our 24-25 class of Debutantes!
Duties and Responsibilities Debutante and Parents
Below are the duties and responsibilities the Debutantes and parents should keep in mind:
1. Attendance at workshops and practices is a requirement. Debutantes are allowed one excused workshop absence and one excused rehearsal absence during the Debutante season without the penalty of not being presented on April 5, 2025. (additional request or need absences must be discussed with the Co-Chairs and Presidents)
NOTE: The first rehearsal (December 2024) and all rehearsals in January through March 2025 are mandatory for all Debutantes. No unexcused absences will be permitted. No Exceptions.
2. If a Debutante misses more than one (1) workshop and three (3) practices (except where noted above), the Debutante Committee will notify the Debutante she will no longer be able to participate as an QCIPF Debutante or be presented at the Debutante Cotillion.
3. Turn in all required documents on or before the due dates. This includes, but not limited to:
● Community Service Log Sheets
● Fundraising Tracking Logs
● Transcripts
● Profile Sheet
4. Meet deadlines as outlined in the current Debutante season Schedule.
5. Plan fundraisers, solicit donations, and collect contributions from family, friends, co-workers, organizations, and businesses.
6. Communicate with the members of QCIPF & Rho Psi Omega who will serve as your mentors.
7. Satisfy the minimum $1500 by December 2024. Any amount over and above the $1500 goes towards your scholarship goals (less a 15% administrative fee).
8. Select a responsible young man to serve as your escort for the Debutante Cotillion. He must attend all scheduled rehearsals for escorts and be able to conduct himself in a respectful manner.
9. Debutantes with guardian(s) who will act as a “mother-figure” and/or a “father-figure” will be recognized for escort purposes in the Debutante Cotillion.
Chapter 3 – Steering Committee
Steering Committee Chairman: Dr. Renae Sanders, Dr. Margaret Gibson, Shontilia Guy & Patrice Harris
Purpose
The Steering Committee is composed of the Cotillion Chairman, Community Outreach Chairman and the QCIPF Board of Directors President. The Committee is the guiding force in overseeing the project. The primary role of the Committee is to fulfill its oversight responsibilities for executing a world renowned Cotillion program
The Committee is charged with creating the Cotillion framework and delegating responsibility for sustaining the effort to those who are best suited to develop and carry out the plan. Special attention should be given to utilize existing procedures to avoid recreation delays while in season. Duplication of effort wastes valuable time and creates unnecessary competition in any situation where resources are often limited
The Steering Committee shall report its activities to the Cotillion Chairman and/or the QCIPF Board of Directors on a regular basis and make such recommendations as it deems necessary or appropriate.
If you have questions contact: debs@rpoinc.org; president@rpoinc.org; communityoutreach@rpoinc.org.
Purpose
Chap mittee
Logistics Cha atrice Harris
Logistics Leads: Shontilia & Patrice
The purpose of the Logistics Committee (the "Committee") is to develop and execute specific logistical elements associated with Cotillion coordination. They handle all event details associated with the night of the event. Logistics Committees are primarily responsible for making sure that the Cotillion is successfully executed.
The Logistics Committee is responsible for identifying the Cotillion program site, selecting the caterer, planning the menu, recruiting volunteers, assigning hostess/ushers as needed on the day of the Cotillion, monitoring ticket sales and developing a ticket distribution mechanism for block ticket sales that will not restrict single purchase sales.
The Logistics Committee assists the Program Development Committee with arrangements for vendors, artists, and guest speakers. The Committee ensures that special requirements of any program participant are met (e.g. dietary restrictions, handicap transportation, restricted accessibility, security). For questions: debs@rpoinc.org
Chapter 5 ommittee
Prog arris
Programs Leads: Da
Purpose
ne Chambliss, Aaliyah Mills
The purpose of the Program and Activity Committee (the "Committee") is to assist the Cotillion Chairmen in fulfilling the oversight responsibilities with respect to the overall development of programs and activities needed Programs provide opportunities to enhance the Cotillion by boosting student achievement, stimulating family engagement, promoting community engagement and meeting student needs so they thrive.
QCIPF Programs focus on debutante etiquette, education, student achievement, health, wellness and safety presentations, special events and debutante social activities. The program committee is encouraged to develop a program plan collaboratively with members of Alpha Kappa Alpha Sorority, Inc.® , Rho Psi Omega Chapter to encourage inclusiveness and participation of the entire organization.
Below you will find a list of traditional program and service activities Debutantes have participated in throughout the Debutante Season. (Please note: These are only examples of the types of activities completed previously).
Traditional Programs and Activities
Debutante Orientation
Debutante Sleepover
Etiquette Workshop
Mother/Daughter Tea
Father/Daughter Event
Escort/Debutante Event
Rites of Passage
Service Based Activities
MLK Day of Service & Parade
Da Village Pop Up Shop Community Service
Spirit of Christmas
Debutante Community Service
All Debutantes are required to complete at least 20 hours of community service during the Debutante season. Anything above the required 20 hours will count towards competition for the Community Service Award. Below is information to remember while completing your community service:
● One can volunteer with just one organization as the main source for community service; however, we encourage Debutantes to volunteer at various organizations throughout the debutante season.
● Each Debutante must work for at least one hour per visit for the time to count toward the total number of hours served.
● A member of the hosting organization's administrative personnel must sign-off on the Debutante's Community Service Tracking Sheet.
● If two or more Debutantes want to work together on the same community service assignment, please make sure the hosting organization's administrative personnel signs each Debutante’s Community Service Tracking Sheet
● Debutantes must be presentable when attending the volunteer site for community service
● All completed and signed Community Service Tracking Sheets must be turned in to the Cotillion Chairman no later than March 1, 2025. NO
EXCEPTIONS!!!
● The information entered on the form (including the hours) will be verified with the organizations by the Awards Committee Chairman.
Below is a quick reference to see the types of activities that qualify as a community service activity. Contact the Debutante Committee Chairmen or Program and Activity Chairmen if you have any questions about an activity you would like to do for community service hours. (Please remember: These are only examples.)
Examples of Acceptable Community Service Activities
– NFL/NBA Game Day Volunteer
– Meals on Wheels
– Providing tutoring services
– Race for a Cure
– Shopping for the elderly
– Habitat for Humanity
Examples of Non-Acceptable Community Service Activities
– Attending regular worship service
– Babysitting
– Receiving tutoring services
– Sports (i.e., tennis, cheerleading, volleyball)
– Shopping for yourself
– Other service activities prior to the current Debutante season
For questions: debs@rpoinc.org
- Debutante Cotillion Committee
Chapter 6 – The Finance Committee
Finance Chairman: Donna Hutsell
Finance Lead: Jontilla Coe
Purpose
The purpose of the Finance Committee is to assist the Cotillion Chairman in fulfilling its oversight responsibilities for the program, ensuring the financial integrity of the program, and all financial requirements associated with executing a world renowned Cotillion program. The Finance Committee is an important and integral part of the overall production team. It is crucial to the success of the fundraising process that this Committee conscientiously fulfills its responsibilities.
The Finance Committee provides financial oversight for the Cotillion season. The typical tasks include budgeting and financial planning, and the creation/monitoring of internal controls and accountability policies put in place to ensure the integrity of the program. The finance committee coordinates the collection of funds from Debutante participants and manages event sales.
For questions: treasurer@rpoinc.org, debs@rpoinc.org
Turn In Dates to Satisfy the Minimum of $1500
Date Time
October 12, 2024 9am-2pm
November 16, 2024 11:30 pm-12:30 pm
December 8, 2024
Final Deadline 12/15/2024 3:00-3:30
Event/Location Amount of Activity Funds Due
Orientation $500.00
Program/Activity Additional $500.00 (accumulative amount of $1,000.00 due)
Dance Rehearsal Additional $500.00 (total amount of $1,500.00 due)
Matching Gift Funds
Matching gift funds are welcomed and count toward crowning determination if received by the final turn in date of March 3, 2025. Since these checks are actually sent from a corporation/company directly to QCIPF (and not to the debutante), upon receipt of the funds, the Treasurer of QCIPF will notify the debutante and her guardian of the amount and how it impacts the cumulative total. Any funds received after March 3, 2025 will not count towards the crowning determination; however, it will count towards the debutante’s final scholarship award.
● For Financial or Donor Questions
Contact: Donna Hutsell, Treasurer Queen City Ivy & Pearls Foundation eMail: treasurer@rpoinc.org
MAILING address for matching gifts:
Queen City Ivy & Pearls Foundation
ATTN: Financial Secretary PO Box 34692 Charlotte, NC 28234-4692
● Donors should confirm they are making a “specific designation” for the matching gift. For example the check QCIPF receives should say “for Debutante [First and Last Name] donation”. QCIPF receives numerous matching gift contributions so unless the matching gift donation is designated for a specific purpose, the funds are considered a “general donation” to QCIPF. We cannot make an assumption a matching gift is for a particular Debutante unless the Debutante’s Name is properly noted in the memo section of the gift donation Parents should also send an email to treasurer@rpoinc org to inform of the matching gift Once received, the Finance team will confirm receipt.
The Process for Each Turn-In-Date
Submission of funds will take place 30 minutes before each rehearsal and/or any other designated collection event.
At each turn in date, either the Debutante or her parent/guardian should give the Finance Committee her turn-in envelope. The Finance Committee will:
1 Count all donated funds
2 Provide receipts for each donor to the parent/debutante/guardian which should be kept as you will need to confirm and agree with the final amount collected before the scholarship award is disbursed.
In the rare case that all Debutantes are unable to complete the turn-in process (specifically the issuance of receipts), the Finance Committee members will verify all funds, and return the proper paperwork and funds to the Finance Secretary. It becomes the responsibility of the Finance Secretary to solicit the assistance of the Finance Committee to assist in the completion of receiving Debutante funds prior to turning them in to the Treasurer for depositing.
The overall totals of Debutante Collections will remain the expressed knowledge of the lead Cotillion Chairman, QCIPF President, and the QCIPF Treasurer. The treasurer will provide a monthly email with the total amount of funds raised. If a parent expresses concern about the amount reported in the email, the parent will first speak with the treasurer to resolve and reconcile the account together. Parents are discouraged from disclosing the total funds collected by each Debutante. During the data collection process, it is expected all Finance Committee representatives maintain the confidentiality of this information.
Note: Money should only be turned in to QCIPF’s Finance Secretary and her committee.
Expectations After Each Turn-In-Date
It is imperative each debutante obtain the email and physical mailing (for tax purposes) addresses of her donors which should be documented via the Google form link for patron collection Within 7-14 business days of receiving the envelopes from the Debutantes, the Financial Committee will have all receipts completed and all funds deposited.
Donors will also receive a formal tax deduction letter in February. For example, the donor will receive a letter in February of 2025 for any donations made in 2024 and again by February 2026 for any donations made in 2025.
Other Financial Information
Other general things each Debutante should remember are:
● Money orders, cashier's checks, and personal checks should be made payable to Queen City Ivy & Pearls Foundation (QCIPF); if not, the funds will be returned and excluded from the Debutante’s total.
● The Debutante must remain in good financial standing throughout the course of the Cotillion.
● The deadline for turning in the required activities fee of $1,500.00 is December 15, 2024 . If a Debutante is unable to secure funding by the specified deadline, she is required to submit a letter, which shall be reviewed by the Board of Directors, to determine the next course of action.
● Any check returned for insufficient funds (NSF) will be assessed a $35.00 fee. The donation amount (not the fee) will be deducted from the Debutante’s collected amount until the donor
provides the replacement funds plus the fee which can only be resubmitted via cash, money order, or cashiers check. If replacement funds and fees are provided:
o They will be included in the amount listed in Debutante’s scholarship letter and crowning determination if received on or before March 3, 2025.
o After March 3, 2025, it will only be considered toward the debutante’s scholarship amount
● No Debutante should open an account in the name of Queen City Ivy and Pearls Foundation, QCIPF, RPO, Inc., Rho Psi Omega Chapter, or Alpha Kappa Alpha Sorority, Incorporated® .
● No Debutante should use any Queen City Ivy and Pearls Foundation, QCIPF, RPO, Inc.,Rho Psi Omega Chapter, or Alpha Kappa Alpha Sorority, Incorporated® trademarks to solicit for donations.
● QCIPF will not refund any cotillion event ticket purchases.
● In the event a Debutante is not able to continue with the season, the Committee will review the circumstance to determine the next course of action.
● All funds should be postmarked by March 3, 2025. Any donations received after this date, including matching funds, will be considered towards the debutantes scholarship amount but not towards the crowning determination.
For questions: treasurer@rpoinc.org; debs@rpoinc.org
updated 2024 - Debutante Cotillion Committee
Chapter 7: Souvenir Program: Ad/Donor Guidelines
Ad and Donor Guidelines
The Souvenir journal is a keepsake booklet that will be given on the night of the Cotillion Ball to each family. It will include details about the event, photos throughout the season, ads and patron’s list of each Debutante. Each donor’s name and level of participation will be documented in the Souvenir Journal, with the exception of those individuals making donations after March 3, 2025.
Each Debutante is asked to solicit donors and contributions for the following patron pricing categories:
Patron Levels
Ivy Level
Pearl Level
Tea Rose Level
$5.00 to $24.99
$25.00 to $49.99
$50.00 to $149.99
Silver Level
Gold Level
$150.00 to $499.99
$500.00 to $999.99
Platinum Level $1,000.00 and over
Queen City Ivy and Pearls Foundation & Rho Psi Omega Chapter provide each Debutante with a donation request letter on formal letterhead that can be attached to the marketing material to better inform patrons of the mission and vision of the organization relative to providing scholarship opportunities to rising seniors aspiring to attend accredited colleges and universities.
Souvenir Journal Ads
Debutantes will have the opportunity to solicit for ads on their behalf for the souvenir journal. Ads can be ¼ page, half page or full page. They will need to be formatted as outlined when submitted to the committee. The front and back inside cover along with the back cover will be available for purchase as well. The chart below outlines the cost:
Participants who satisfy the minimum by December 2024 will have the first opportunity to purchase the front and back inside cover and back page of the booklet. Page | 24 Last updated 2024 - Debutante Cotillion Committee
How to Record a Donor
1. Electronic Tracking Logs using Google Forms
a. At the beginning of the season, each Debutante will be provided with a unique Google Form Link. This link will not change over the course of the Cotillion Season.
b. An email will be sent to each Debutante providing them access to their individualized Google Sheet that will capture the donor information for each entry the Debutante makes throughout the year. It is imperative the information entered into this document is accurate because this information will also be used to verify submission of Debutante funds, souvenir journal information and End of Year tax information
c It is requested Debutantes allow a parental figure to update information in the Participant Donor Link to ensure accuracy This link can be accessed through a number of Smart Devices including iPhone, Android Phones, iPads, Tablets, Computers. After entering Donor information into the Google Form, the GoogleSheet associated with your form link will automatically update.
i. There is no need to save this document as it automatically saves every 5 seconds (as long as you have a stable internet provider).
d. Google Forms will not allow you to submit your information unless you have completed each area of the form. Once you hit submit, you will receive a message confirming the amount of your donation and updating the donor information. You will receive an automatic confirmation and a message asking if you would like to submit another entry. As you move through the season, these entries may overlap.
Since Google Sheets provides 24 hour access, Debutantes and parents will have real-time access to their fundraising efforts as they enter information into the Electronic Donor Information Form. Each entry is broken down by type and amount to better assist the financial committee with the donation collection process. Collections will be taken during each rehearsal and at various programs, upon request.
In Case of a Double Entry
In the rare instance a donor's information has been recorded twice in the form, the Ad Committee has access to make changes to the tracking log and will verify with the Debutante Parent before any changes are made
Chapter 8 – Awards Committee
Awards Chairman: Paris Johnson
Awards Leads: Felicia Williams & Brie Williams
Purpose
The purpose of the Awards Committee is to develop and oversee awards presentations provided by the Cotillion Committee during programs/activities and on the night of the Cotillion.
Debutante Scholarships and Award Recognitions
All Debutantes are required to satisfy a minimum amount of $1,500.00 by December 2024 in order to be eligible for a Scholarship Award. Each Debutante who raises any funds beyond the $1,500 will receive a scholarship award (85%) based on the total amount of funds she raises.
Miss QCIPF Debutante Award
The Debutante who raises the highest amount of money by the final money deadline (March 1, 2025) will be crowned Miss Debutante. Miss QCIPF Debutante will be the official spokesman for QCIPF for the upcoming year. It is the responsibility of Miss Debutante to make public appearances representing QCIPF upon request. Miss Debutante serves as a marketing representative and may be asked to develop digital clips of her Debutante experience for the next class of Debutantes. Miss Debutante must maintain a positive image throughout her tenure, not only in personal appearance, but also in the manner in which she portrays herself on social media and her personal conduct should be above reproach. She will be awarded a scholarship equal to 85% of the funds total funds she raises as of March 1, 2025 over the $1,500 activity fee.
1st Runner Up
The 1st runner up goes to the Debutante who raises the second highest amount of money by the final money deadline and will receive a scholarship equal to 85% of total funds she raises as of March 1, 2025 over the $1,500 activity fee. If for any reason Miss Debutante is unable to make public appearances for QCIPF, and/or is unable to fulfill her duties as so described, the 1st Runner Up will assume her responsibilities.
2nd Runner Up
The 2nd runner up goes to the Debutante who raises the third highest amount of money by the final money deadline and will receive a scholarship equal to 85% the total funds she raises as of March 1, 2025 over $1,500 activity fee. If for any reason Miss Debutante and the first runner up is unable to make public appearances for QCIPF, and/or is unable to fulfill their duties as so described, the 2nd Runner Up will assume her responsibilities.
QCIPF, Award Categories
Miss Ivy Scholar Award
The Debutante having the highest cumulative unweighted GPA as recorded by the official transcript turned in after the first semester gra report in 2024 will be named Miss Ivy Scholar. Official transcripts are
Miss A. Renee Grisham Congeniality Award
This award was created in honor of the late Ms. A. Renee Grisham. She was a lovely and vibrant person She embodied positivity and light to everyone she encountered To be considered for this honor, Debutantes must exhibit a positive personality, a friendly disposition, and an overall sisterly spirit All the Debutantes will vote on who has demonstrated the most of these characteristics. The Debutante receiving the most votes will be recognized as Miss Congeniality.
Miss Pearls of Service Award
This award will be given to the Debutante who records and validates the most community service hours in addition to those provided for by the Debutante Schedule. Community Service Logs can be turned in for community service hours served during the Debutante season. The Debutante who earns the most qualified/verified community service hours will be awarded the Community Service Award. Note community service should be done in the community excluding church or any other religious affiliations.
Donna
This award was created in recognition of Ms. Donna Y. Bailey, former Treasurer of QCIPF and the first President of the Rho Psi Omega Chapter. Ms. Bailey has been (and continues to be) an inspiration to members of both organizations. The Debutante who displays the most personal improvement throughout the debutante season and who applies the information learned will be awarded the “Donna Y. Bailey Image'' Award.
The “Miss Content Creator” Award will be presented to the Debutante who’s social media presence depicts her experience as a Queen City Ivy & Pearls Foundation Debutante during her debutante season. She may choose two (2) social media platforms of her choice (i.e. Facebook, Instagram, Snapchat,
updated 2024 - Debutante Cotillion Committee
Y. Bailey Image Award
Miss Content Creator & Miss Influencer
TikTok, Twitter / X, etc ) to highlight her experience The platforms will be reviewed in total on the following criteria:
1. Creativity - 10 points
o Originality
o Innovation
2 Visual Appeal/Aesthetics - 20 points
o Use of graphic design (i.e. pictures, drawings, art, etc.) and/or video content
3. Frequency of Content/ Engagement- 20 points
● Minimum of 6 posts to each platform (October-February)
● Interaction with followers is positive
4. Professionalism - 20 points
● No misspellings
● No inappropriate language, imagery or video content
● No inappropriate music
5. Content -30 points
● How expressive is the content? Does it invoke emotion? Would someone who does not know what a “Debutante” is have a good idea of what being a “Debutante” means after looking at this website
● Does the content flow and make sense? Alignment of posts.
● Consistent Use of Hashtag: #QCIPDeb2425
The “Miss Influencer” Award will be presented to the Debutante whose social media presence depicts her experience as a Queen City Ivy & Pearls Foundation Debutante during her debutante season. She may choose two (2) social media platforms of her choice (i.e. Facebook, Instagram, Snapchat, TikTok, Twitter, / X etc.) to highlight her experience. The platforms will be reviewed in total on the following criteria:
● She must have the highest combined engagement number (likes, comments, retreats, reposts)
● AND must meet the requirements for professionalism, content, and engagement frequency.
For questions email awards@rpoinc.org.
Purpose
Chapte mmittee
Social Media Lead: Danielle Peterson
The purpose of the Technology Committee is to assist the Cotillion Chairman in fulfilling its oversight responsibilities with respect to the overall role of technology in executing the strategic implementation of the Cotillion program including, but not limited to, major technology investment, technology strategy, operational performance and technology trends that may affect marketing and presentation of prospective debutantes.
Social Media
We would like to encourage the use of social media for the purpose of advertising student participation in the Debutante Scholarship and Cotillion Program; however, we reserve the right to view all forms of social media platforms developed by cotillion committee members and debutante participants.
If debutantes are utilizing any form of social media, they are required to forward the URL for the web page (i.e., www.rpoinc.org ) and/or copies of all brochures being used. These items should be forwarded to the attention of the Cotillion Chairman prior to being released to the public. Once received, the Technology Committee and/or subcommittee members within the Technology Committee will review debutante social media platforms and make recommendations, if necessary.
When using social media (ex. Facebook, Instagram, Twitter / X, etc.,), participants must be mindful of the image of Alpha Kappa Alpha Sorority, Inc.® Rho Psi Omega Chapter, and QCIPF are all trademarked logos. Individuals participating in the Debutante Scholarship and Cotillion Program DO NOT have the expressed permission of these organizations to utilize the images belonging to these organizations. Debutantes can, however, utilize the attached 24-25 Debutante Logo in the creation of SM content & brochures when soliciting donations.
Currently, QCIPF has established Social Media Outlets in addition to the QCIPF websites, including Instagram, and Facebook.
External Communications
Verbiage
When referring to your participation in the Debutante Scholarship and Cotillion Program, it is acceptable to identify yourself as a QCIPF, in partnership with Alpha Kappa Alpha Sorority, Inc.® Rho Psi Omega Chapter Debutante. Please utilize the following format:
[Ente [Debutante’s Name]
Queen City Ivy and Pearls Foundation, in partnership with Alpha Kappa Alpha Sorority, Inc.® Rho Psi Omega Chapter Debutante
In addition, when referring to yourself as a Debutante, it is imperative that you refer back to the sponsoring organization in your documents.
Please utilize the following verbiage:
Queen City Ivy and Pearls Foundation Alpha Kappa Alpha Sorority, Incorporated® Rho Psi Omega Chapter
Example:
Greetings,
My name is Ms. Ivy Green, and I am participating in the Queen City Ivy and Pearls Foundation’s 24-25 Debutante Cotillion Program Season, “Becoming:Pearls of Grace & Virtue”. I am a senior at Charlotte High school and I plan to attend North Carolina Agricultural and Technical State University in the fall of 2025 and major in elementary education. As a Queen City Ivy and Pearls Foundation Debutante, I am looking for your support to help me raise money towards my scholarship goal. … See Appendix for Solicitation Letter
For questions: debs@rpoinc.org
Chapter 10: Wardrobe Committee
Wardrobe Chairman: Antoinette Stewart/ Khrystina Morrison
Purpose
The purpose of the Wardrobe Committee is to assist the Cotillion Chairman in fulfilling its oversight responsibilities with respect to the overall selection and fitting of the Cotillion wardrobe required when executing a world renowned Cotillion program. This Committee is an important and integral part of the overall production team. It is crucial to the success of the rehearsal and performance process that the Committee conscientiously fulfill their responsibilities.
The Wardrobe Committee assists the Debutante with their formal attire, keeps track of and maintains Debutante attire, assists with the selection of various aspects associated with the Debutantes’ wardrobe and make-up. The Wardrobe Committee also works to select formal attire for the Debutante Escorts and their fathers/father figure.
Attire and Behavior Guidelines for All Participants & Workshops
Attire is divided into three (3) categories: casual, business casual, and formal Each category has a specific function within a Cotillion program Below you will find a listing of attire examples It is important to follow these examples as your guide to appropriate dress while participating in activities associated with the program.
For females, it consists of jeans, comfortable shoes, and T-shirts (ex Debutante T-shirt or Sweatshirt for the Debutantes). For males, it consists of jeans, comfortable shoes, and a collared, polo shirt or T-shirt.
For females, it consists of a blouse, skirt or slacks, and dress shoes that are no more than 3 inches high For males, it consists of slacks, shirt, and dress shoes.
For Debutantes, it consists of a formal white gown Refer to the next page for more guidelines on the Debutantes’ gowns. For the mothers, it consists of a semi-formal to formal dress. For males, it is a black tuxedo that will be pre-selected for you by the Debutante Committee
Below is a quick glance of the attire debutantes, escorts, and participating adults should wear at the various events/activities:
Debutante Escort
Workshops
Community Service
Service Activities and Rehearsals
Cotillion
(unless otherwise advised)
(unless otherwise advised)
(unless otherwise advised)
(unless otherwise advised)
Formal white gown (refer to next page for additional guidelines) Tuxedo
All participants should remember the following:
1. Hair should be well groomed and presentable at all times.
Parent (mother and/or father)
(unless otherwise advised)
(unless otherwise advised)
Father: Tuxedo
Mother: Semi-formal dress
2. Mouth jewelry (“grills”) nor “doo rags/scarves” should never be worn at Debutante events during the Debutante Committee/Season.
3. Clothes should be clean, wrinkle free, and worn appropriately (i.e., no slouching or “sagging” pants or showing of underwear).
4. T-shirts should not contain any offensive logos, pictures, or verbiage.
5. No visible tattoos, body art, body piercing, ‘grills’, doo rags, etc… will be allowed at rehearsals or on the night of the Debutante Cotillion. If visible, a Debutante Committee member will use an appropriate method to cover up and/or remove any items listed above. If the participant wishes not to cover up and/or remove the item, s/he will not be allowed to participate in the Debutante Cotillion season NO EXCEPTIONS
All participants of the Debutante season should conduct themselves in a respectful manner at all times If a Debutante and/or her escort elect to be disrespectful to members of QCIPF and/or Rho Psi Omega Chapter, workshop facilitators, or anyone else working with the Debutante Committee, one warning will be given to the participant and his/her parents/guardians. If the behavior occurs a second time, the participants will no longer be able to participate in the Debutante Cotillion.
Debutante Gown Guidelines
It is the responsibility of QCIPF to select a wardrobe that is age-appropriate, visually appealing and suitable for Debutantes of all shapes and sizes.
The Committee will make suggestions to the Cotillion Chairman for changes; however, any adjustments to the gown must meet the following criteria for the Debutante Cotillion:
● Floor length gown
● Pure white in color. No cream, off-white, ivory, pearl, champagne, or seasonal white.
● No bare or exposed stomachs
● Alterations will be taken into consideration, if necessary
The accessories for the gown will/should meet the following criteria:
● Pure white elbow length gloves
● Shoes should be white flat slippers
● Pearl set
● Tiaras
● No train
● No veils
For questions: debs@rpoinc.org
Please click the link to access. You will need to make a copy to complete and rename for your personal document.
Debutante Code of Conduct and Responsibility Form
Debutante Cotillion Application
Debutante Cotillion Audio/Photo/Video Release Form
Debutante Cotillion Statement of Qualification
Debutante Cotillion Community Service Google Form
Debutante Cotillion Transportation Permission Slip
Donation Request Letter
Debutante Cotillion Absence Form
Profile Forms will be provided in January for completion