Karen Rabb, MSN, RN, CCRA
Do the Right Thing: Protocol Still Matters! An Interactive Workshop
20 Aug 2022
Disclosure Approval statement of provider awarding Continuing Nursing Education (CNE) Credit Chi Eta Phi Sorority, Inc. is an approved provider of nursing continuing professional development by the American Nurses Credentialing Center’s Commission on Accreditation. Completion of this program will award up to 1.0 CNE credit.
Disclosure Evaluations: Use password given during presentation to complete and submit Criteriaevaluation.for awarding nursing continuing professional development credit: Attendee will receive CNE credit by complying with the following: Be registered for the Summit and remain for 90% of each presentation Complete and submit the presentation evaluation form no later than September 2, 2022
Presence or absence of Conflicts of Interest
Commercial support: This activity has no commercial support or sponsorship.
Disclosure
The speaker and the members of the planning committee have declared no Conflicts of Interest.
Learner Outcomes By the end of this presentation the participants will be able to: • Define Chi Eta Phi Sorority, Incorporated® organizational protocol. • Verbalize the importance of applying organizational protocols to increase effectiveness in meetings and communications. • Describe accepted practices and protocols at the national, regional, and local levels.
• The effects of cyclic translation of protocols between multi-generational membership are noted as seasoned members are unable to share knowledge with unseasoned members due to declining health and shutdowns related to the COVID-19 pandemic. The inability to meet in person due to the pandemic and the growth of our membership, indicates a refresher of our protocol practices is relevant and timely.
•
The Current State
Protocol Defined Protocol is “a prescribed code of acceptance practice in the management of an organization. Protocol entails etiquette and precedence. The protocol for Chi Eta Phi Sorority, Incorporated® conveys respect and delineates courtesies shown to officers, members and guests related to business and social activities” (Chi Eta Phi Sorority, Incorporated® . Protocol Manual, October 2017 Edition, p. 2).
While many organizations are becoming increasingly lax in their protocols, maintaining professional protocols ensures that members of our organization keep their professional mission in mind and similarly use protocols in all areas of their decisionmaking processes.
is important to ensure the standardization
a
o
o The graciousness and courtesies during social and community events Practicing protocol will consistency of our Sorority’s social and cultural by our Founders.
Soror Peola McCaskill, the 11th Supreme Basileus and her administration developed the first policy and protocol manual for distribution to the membership in 1978. Protocol and uniformity the sorority. Protocol is code of conduct behavior which all members Chi Eta Phi Sorority, Incorporated® should follow to enhance the Sorority’s aid in the creation of a more sisterl y/brotherly When we demonstrate a command of protocol it enhances the sorority’s image to the larger community.
ensure
in establishing and implementing practices across all levels of
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Why (90 years later) is protocol still important?
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environment. o
traditions established
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operations and
Theutilized.passing of past Supreme Basilei and senior tenured members of the organization cut off invaluable resources to the organization's history and Requiredprotocols.all to reimagine how to render “Service for Humanity” in this new virtual space.
Shutdown resulted in the cessation of in-person meetings and intakes.
Virtual platforms became the new normal; guidelines had to be drafted.
The Pandemic’s Effect on Protocol
Regional and national conferences had to be cancelled; hybrid models
Chi Eta Phi’s Protocol Committee • According to the National Bylaws, the protocol committee should consist of at least 15 members. • Our role is to maintain the decorum of meetings and functions of the sorority. • The National Protocol Committee serves as the disseminator, monitor, and educator of the Sorority’s customs.
National Protocol Committee NORTHEAST SOUTHEAST MIDDLEWEST MIDDLESOUTH SOUTHWEST Jacqueline Carver-Pecku Alpha Chapter Angela Clinkscales-Hunt Chi Chi Chapter Roberta Glover Gamma Eta Chapter Karen Rabb - Chair Xi Phi Chapter Martha Young-Jones Mu Chi Chapter Michele Butler-Barge Theta Eta Eta S. Elaine Leonard Zeta Eta Eta Chapter Sharon Burnett Lambda Chi Chapter LaVerne Campbell Lambda Eta Chapter Keesha Davis Eta Eta Eta Chapter Lois Greene Tau Chapter Kimberly Hope Xi Chapter Rasheda Pippins Alpha Chi Chi Chapter Glynis Johnson Sigma Phi Chapter Vonda Nolan Lambda Chi Chi Chapter Mary Walker Gamma Chi Chapter Kanita Tyler-Smith Xi Phi Chapter Alice Jackson Phi Chi Chapter
What are our resources? ProtocolManual • National, regional and local protocols • Rules of Rank/Dignitaries • Attire and Paraphernalia • Processional guidance/Seating charts Bylaws • Articles of Incorporation and [National] Bylaws, Chi Eta Phi Sorority, Incorporated • Courtesies re: exemptions for national dues/registrations • Officer roles and responsibilities • Qualifications for running for office Ritual Book • Official Book of Rituals, Eleventh Edition, 2018 • Guidance on setting up tables for various ritual ceremonies • Ceremonial Attire: Memorial/Induction/Intake/Chartering
What are our resources? Robert’sRules • Robert’s Rules serves as the parliamentary authority for Chi Eta Phi Sorority, Incorporated®. • Our go-to reference when the bylaws and other official sorority documents are silent. OperationsManual • Chi Eta Phi Sorority, Incorporated® Operations Manual (2018-2019). • “Policy and procedure manual” for all things Chi! • Organizational Chart, Forms, Applications. MSI P&P • Detailed instructions for the entirety of the intake process. • Updated forms/fee sheets.
Interactive Discussions National Protocols
Question 1: You are the Mistress of Ceremony at the grand opening ceremony during Boulé. You announce the Supreme Basileus as: A. Sarah Killian, Madame Supreme Basileus of Chi Eta Phi.
C. Madame Supreme Basileus, Soror Sarah Killian, 22nd Supreme, Chi Eta Phi Sorority, Inc.
B. Dr. Sarah Killian, 22nd National President of Chi Eta Phi Sorority, Incorporated®, Gamma Chi Chapter, Atlanta, GA.
D. Soror Sarah Killian, National President of Chi Eta Phi Sorority.
C. Proceed with the social event on Saturday but hold the Founder’s Day ritual ceremony on Sunday, October 16, 2022.
Question 2: You are able to secure a venue for your Founder’s Day celebration on Saturday, October 15, 2022. Per protocol you should:
A. Cancel the event and reschedule to Sunday, October 16, 2022.
B. Proceed with the event as scheduled on Saturday, October 15, 2022, and disregard the actual Founder’s Day date. One day off is not a big deal.
D. Honor the sanctity of Founder’s Day, with all ritualistic ceremonies to be conducted on October 16th, regardless of day of the week.
Question 3: The doorkeepers are about to shut the doors to the memorial service. You run up right as the door is being closed. Your otherwise unadorned black dress has a silver zipper in the back. Per the rituals, you should:
B. Knock on the closed door and announce that you are the Basileus and need to be let in to light the candle for your deceased Frater.
C. Push your way through the remaining crack in the door and exclaim that you “made it just in the nick of time.”
A. Stick your foot in the door to keep it from closing and share that you don’t consider the back zipper to be an adornment.
D. Allow the doorkeeper to close the door as to not disrupt the solemnity of the memorial ceremony. Sit quietly in the lobby until the ceremony is over.
Question 4: National has a new communication platform (Glue-Up). All sorority correspondences should be sent to: A. Renee.Bivines@va.gov B. Renee.Bivines@twu.edu C. Renee.Bivines@gmail.com D. Renee.Bivines@memorialhermann.org
Interactive Discussions Regional Protocols
Question 1: Which of the following represents appropriate attire for Regional plenary? C.A. B.D.
Question 2: The rules of rank at the Regional Conference requires the Supreme Basileus to line up in the processional:
C. With the other National Officers.
B. Immediately before the Regional Director, as the RD serves as the presiding officer at the regional level and will be escorted in last.
A. After the Regional Director, as the highest-ranking officer of the organization.
D. Not at all. The Supreme Basileus should be escorted to the dias in advance of the processional.
C. Wait until Boule’ where the Past Supreme’s death will be acknowledged there.
D. Ensure a candle is lit by the attending Supreme Basileus during the memorial service at all 5 regional conferences and ensure the Past Supreme’s name is listed in the Regional memorial service program.
During the Regional memorial service, the Regional Chaplain should:
Question 3: A Past Supreme Basileus from another region passes away.
B. Ensure a candle is lit by the attending Supreme Basileus only during the memorial service in the deceased Past Supreme’s home region.
A. Send thoughts and prayers to her region.
Question 4: During the regional conference, every member: A. Is allowed to vote. B. Cannot vote- only the designated delegates can. C. Can elect by voice acclamation if only two candidates are on the ballot for one office. D. Can cast a vote by proxy.
Interactive Discussions Chapter Protocols
Question 1: Per the National bylaws (chapter template) the chapter Basileus: A. Doesn’t have to attend Boulé or Leadership to hold the office. B. Must have a minimum degree of a BSN. C. Serves as Ex Officio over all committees including Nominating D.Committee.Hastheresponsibility of overseeing chapter programs and projects.
Question 2: The correct way to list chapter name on formal documents, including contracts, letterhead, banners, and checks/bank accounts is: A. Chi Eta Phi Sorority, Inc., Xi Phi Chapter B. Xi Phi Chapter-Chi Eta Phi C. Xi Phi Sorority, Incorporated® D. Xi Phi Chapter of Chi Eta Phi Sorority, Incorporated®
C. Put on green and yellow warm-up and a XHO t-shirt that she has stored in her trunk.
D. Change into green and yellow but leave on the bonnet/head covering because “I don’t see where it’s cited that head coverings can’t be worn.”
Question 3: A member works at a hospital and is required to wear blue surgical scrubs and OR bonnets. Because she is coming to the monthly chapter meeting straight from work she should:
B. Bring a change of clothes with her and change into business casual attire in colors.
A. Come into the meeting and ask for forgiveness for not being in colors.
D. If a member is transferring from a chapter to “Member-at-Large” status, the form needs to be completed to verify membership. The Regional Director must first approve, followed by the National Secretary.
A. When a member reactivates, the member must pay national, regional and local dues directly to the Chapter Tamiochus. To reactivate, a “Reactivation Form” must be completed in full.
Question 4: A member joined Chi Eta Phi as a Beta 6 years ago in another state and did not transfer into a graduate chapter. He is now a RN and has relocated to your city and wants to get active in Chi again. All are true except:
C. The National Secretary approves all “Transfer” requests. If unable to obtain verification from the previous chapter in which the member was active; first seek to verify membership by obtaining various sorts of proof from the member.
B. Reactivations are the responsibility of the Dean of Membership, not the Chapter Basileus
Interactive Discussions Membership Selection/Intake Protocols
C. Is not eligible for membership because this is a sorority, and he identifies as a male.
D. Should probably wait until the spring line but is not precluded from joining in the fall.
A. Upon meeting all criteria, is eligible for membership on the Fall 2022 line.
Question 1: A student who has completed his prerequisites received his acceptance letter into a BSN nursing program in June 2022 and will start the nursing courses in August. He is interested in membership and has been referred to the local Beta chapter. This student:
B. Will have to wait until the Spring, as he is a “first semester” nursing student.
Question 2: A graduate chapter completed their induction ceremony on Thursday, February 10th and posted photos to The Chi Connection social media page on Facebook. The poster should: A. Take the photos down, as the Chi Club lines are not members yet, and postings of inductions should not be made public. B. Leave the photos, they are fine. C. “Like” the posts of the members who comment “welcome Sorors” D. Refer to the social media guidelines and the MSIC handbook for guidance on appropriate social media posts.
C. Chapter members wear solid black; candidates wear colors; matching outfits “nice” but not required.
A. Chapter members wear unadorned black; candidates wear unadorned black dresses.
Question 3: The following attire is correct during intake:
B. Chapter members wear green and yellow; candidates wear matching black outfits.
D. Chapter members wear green and yellow; candidates wear matching green and yellow outfits.
D. Should not hold office until after their 2nd year of membership.
A. Cannot vote during the May 2022 election, since they barely know anyone in the B.chapter.Should be buddied up for the first year so that they have a direct resource that they can go to for questions.
C. Should make plans to attend their first regional conference and/or leadership summit, as engagement facilitates organizational longevity.
Question 4: Your spring 2022 line has crossed over and are now neophytes. The new members:
Summation • It is up to each of us to maintain and sustain the integrity of this illustrious organization by adhering to our well-established protocols, rituals, and bylaws. • The protocol manual will be undergoing a revision this year. Please submit any suggested edits to your regional representatives. • Thank you for your time, attention, and participation!
Articles of Incorporation and Bylaws of Chi Eta Phi Sorority, Incorporated (2019).
Protocol Manual, Chi Eta Phi Sorority, Incorporated. October 2017 edition.
Robert, H. M., Honemann, D.H., Gerber, S., Balch, T.J., & Seabold, D.E. (2020).
Robert's Rules of Order, Newly Revised, 12th edition. Chi Eta Phi Sorority, Incorporated website, https://chietaphi.org.
References
Official Book of Rituals, Chi Eta Phi Sorority, Incorporated. Eleventh Edition (2018).