EXPANSION PROPOSAL
HOW CAN WE ESTABLISH A CHAPTER AT YOUR SCHOOL?
WELCOME
FRATERNITY SERVICE CENTER CONTACTS:
Steve Mitchell
Chief Executive Officer & Eminent Supreme Recorder
smitchell@sae.net
Jennifer Byrd-Alvarado jbyrdalvarado@sae.net Chief of Staff
Jake Harris jharris@sae.net Director of Development & Expansion
Pete Engle pengle@sae.net Emerging Chapter Services Consultant
Steadman Boston sboston@sae.net
Senior Director of Risk Management
Madison Simmons msimmons@sae.net
Assistant Director of Risk Management
Layne Smith lsmith@sae.net
Assistant Director of Risk Management
Kevin Gath kgath@sae.net
Senior Director of Alumni Engagement
Dillan Humbard dhumbard@sae.net
Assistant Director of Alumni Engagement
Jake Showalter jshowalter@sae.net
Assistant Director of Alumni Engagement
Hannah Blenden hblenden@sae.net Director of Education
Juan Faria
Senior Director of Finance
jfaria@saehousing.com
JP Andrick jandrick@saehousing.com
Senior Director of Sales & Marketing
MISSION
Advancing the highest standards of friendship, scholarship, leadership, and service for our members throughout life.
HISTORY
Sigma Alpha Epsilon was founded on March 9, 1856, at the University of Alabama in Tuscaloosa, Alabama. We currently have over 200,000 living members, more than 360,000 initiated brothers, and over 12,000 collegiate members on 220 campuses.
COMMITMENT
Sigma Alpha Epsilon is committed to building strong relationships with our campus-based partners. We firmly believe that our chapters and emerging chapters are able to be at their best and properly supported when the host institution and the Fraternity Service Center work together. By sharing information and working in tandem with our chapter, we are better able to support the community as a whole. It is always our goal to improve the entire community with our presence. Through the implementation of our holistic educational model, we encourage the development and involvement of our members beyond the college classroom.
UTAH STATE UNIVERSITY
201 CHAPTERS ACROSS THE UNITED STATES
55 AVERAGE CHAPTER SIZE
17
CHAPTER SERVICES & EXPANSION STAFF MEMBERS
13 CURRENT EMERGING CHAPTERS
3.18 AVERAGE GPA - SPRING ‘24
EXPANSION TIMELINE
PROSPECTING
• Institutional survey and Province support
• Extension Advisory Committee approval to explore
• College/University outreach
• Letter of interest
1
2
ESTABLISHMENT
• Recruitment
• Member orientation meeting
• Emerging Chapter Initiation
• Initial officer and associated chapter operations training
3
PREPARATION TO ESTABLISH
3-6 MONTHS PRIOR TO ESTABLISHMENT
• Province and alumni engagement
• Advisory board identification and training
• Engage in communication with University and student leaders
• Pre-establishment visit, build campus familiarity, and marketing
• Schedule recruitment, establishment, and follow-up visit
4
PROVEN SUCCESS
3-6 MONTHS POST ESTABLISHMENT
• Transition of officers
• Successful recruitment and initiation
• Goal setting and 3-year strategic plan
• Accounts receivable current
• Emerging chapter size is greater than or equal to the average fraternity size
BUILDING BLOCKS
0-3 MONTHS POST ESTABLISHMENT
• Registered student organization and IFC participation
• Advisory board meetings
5
6
INSTALLATION
12-15 MONTHS POST ESTABLISHMENT
• Ritual breakdown and review/ attend DeVotie Ritual Institute
• Follow up with Chapter Services Consultant
• Chapter retreat and implementation of 3-year strategic plan
7
• Weekly emerging chapter and officer meetings
• Develop operational procedures
• Visit from Province Archon/Council
PETITION TO CHARTER
6-12 MONTHS POST ESTABLISHMENT
• Letter of support to charter from Province Archon
• All emerging chapter accounts payable current
• Petition to charter
• Submit supplemental chartering packet
CHARTERING EXPECTATIONS
For each new emerging chapter, the Expansion & Growth Team works with local and area alumni to create a unique chartering plan and requirements. This allows us to cater to the special aspects of each campus, community, and emerging chapter to ensure we are setting them up for success. Below are some examples of the focus areas and goals:
BUILDING BLOCK BENCHMARKS
• Chapter advisor and functional advisory board
• Emerging chapter bylaws
• Standards board
• Budget, bank account, IRS Form 990 filed
• Philanthropic and volunteer partnerships
• Attendance at Fraternity programs and events
• All members must fully meet the Seven Requirements of Membership
PROVEN SUCCESS
• Chapter size should be equal to or larger than the average fraternity size on campus
• Demonstrate achievement of the Mission Statement of Sigma Alpha Epsilon Fraternity
• Officer transitions, goal setting, and 3-year plan post-chartering
• Health & Safety policy compliance
• Associated chapter average GPA above the campus all-men’s average
CHARTERING PREPARATIONS
• Letter of support from Province Archon (volunteer district president)
• All accounts payable
• Petition to charter
• Supplemental chartering packet
• $3,000 chartering fee
• All members are fully prepared to pay the $310 initiation fee
FINANCIAL OBLIGATIONS
• $3,000 chartering fee (one time)
• $310 per man Initiation fee (one-time)
• $160 per man (annual membership dues, paid each spring)
• $200 fidelity bond (annual chapter fee, paid each spring)
• $225 per man if unhoused (annual Health and Safety fee paid each fall)
• $258.75 per man if housed (annual Health and Safety fee paid each fall)
• Each group determines its own dues, and it is typically set at an average of the other campus fraternities
THE CHARTERING PROCESS HAS BEEN A CHALLENGE, AND ONE WELL WORTH IT. FROM THE BEGINNING, THE PROCESS HAS BROUGHT US CLOSER TOGETHER AS BROTHERS AND HELPED DEEPEN OUR LOVE FOR THE FRATERNITY AND ITS VALUES. EVEN THROUGH ADVERSITY, WE WERE ABLE TO RISE ABOVE.”
JAKE HARRIS - UNIVERSITY OF CENTRAL OKLAHOMA
BUILDING BLOCK BENCHMARKS - EXPANDED
Onboarding / Portal Review
• Officers can successfully onboard new members, assign roles/terms, update contact statuses, and navigate all functions of The SAE Portal.
IFC & Inter-Greek Council Participation
• The emerging chapter will attend all IFC and Greek functions outlined by the Greek Life Office, serve in leadership roles where possible, and be a constant presence within the Greek leadership councils.
Emerging Chapter Collegiate Bylaws
• The emerging chapter will write, vote on, and implement bylaws for chapter operations and order. These may be updated and voted on for approval as the chapter sees fit.
Budget & Financial Policy
• The emerging chapter will create and implement a semesterly/yearly budget system, track all incoming/ outgoing monies, stay financially current with all SAE, School, and Province bills, and track spending to ensure Minerva’s Shield compliance. The chapter may utilize a third-party billing system or SAE Financial & Housing Billing Management.
Bank Account & Employer Identification Number (EIN)
• The chapter will register an official business banking account & EIN # with a trusted/verified national banking system & IRS, having two officers and one alumnus minimum on the banking account for accountability. All funds will be appropriated through this channel for operations.
Chapter Gmail Account & Google Drive
• The emerging chapter will create a chapter Gmail account and Google Drive system for storing/sharing documents within the chapter and with the FSC. This email will be passed on to each new officer. Within the drive, the chapter will store all appropriate documents and plans for operations.
Recruitment Plan & Training
• The emerging chapter will implement a 365 valuesbased recruitment model. This model will be outlined for all members to follow, stating chapter values for PNMs, detailed outlines of events with purpose, and ongoing training for members to continue recruitment.
Retreat
• The emerging chapter officers and alumni host an executive retreat to set goals and prepare for the upcoming terms. The retreat can be done semesterly or yearly at the time of the emerging chapters’ choosing.
Social Media
• The emerging chapter will create and maintain various social media pages for the emerging chapter. These pages will promote the values and highlights of the emerging chapter, and show appropriate images and content to drive recruitment, alumni outreach, parental relationships, and social capital.
Calendar of Events
• The emerging chapter will utilize a calendar of events, planned ahead of an appropriate amount of time, to ensure clear communication and deadlines for members, involvement, attendance accountability, and alumni engagement.
Weekly Emerging Chapter & Executive Meetings
• The emerging chapter will host weekly executive board meetings and all member chapter meetings. This is the official business meeting of the emerging chapter, where the agenda items for the week will be discussed, and all appropriate meetings and votes will be taken. The minutes from both of these meetings will be stored in the emerging chapter’s Google Drive.
Phoenix Member Education Program
• The emerging chapter will implement the Phoenix Member Education program as outlined by the FSC. No deviation from the program will occur with the emerging chapter. Alumni, campus partners, guest speakers, and the FSC will be utilized within the PME process.
Ritual Practice & Songs of the Fraternity
• The emerging chapter will practice and utilize the emerging chapter ritual in its entirety, as well as practice official SAE songs each week.
Emergency Contacts & Crisis Management
Preparedness
• The emerging chapter will create and implement a Crisis Management Plan, posted at available locations for chapter events and housing. This will include an updated emergency contact list and protocol to follow. This will be reviewed each semester and updated as necessary.
Social Event Management Education
• The emerging chapter will utilize and engage with the appropriate parties for proper social event management education. Each campus policy is unique, so the emerging chapter will consult the necessary local partners in this process.
Health and Safety Programs
• The emerging chapter will implement various health and safety programs as ongoing education for all members. Topics such as alcohol & drug safety, bystander intervention, anti-hazing, and more will be utilized to benefit the emerging chapter members.
Academic Success Plan
• The emerging chapter will implement an academic success plan for all members to ensure GPA compliance. This plan will include incentives for high achievers, outline sanctions for non-compliant members, and resources available to aid their success. This program will also involve alumni, the school, and FSC partners, where available.
Community Service & Philanthropic Initiative
• The emerging chapter will host various service and philanthropic events for members and the community. These events will follow all rules and regulations of the FSC and the university, and aim to meet the expectations of membership. These efforts will be tracked by the emerging chapter within the SAE Portal tracking system.
96-Hour Bid & Initiation
• The emerging chapter will demonstrate the SAE 96hour bid-to-initiation policy and complete the emerging chapter initiation in its entirety. Alumni & FSC partners will be utilized as often as possible.
FSC Events
• The emerging chapter will send a delegate (or multiple if able) to attend the John O. Moseley Leadership School each year.
Province Visit/Events
• The emerging chapter will host an annual visit from the Province Archon or his designee, and attend all province events as scheduled.
SWOT Analysis & Review
• The emerging chapter will complete a SWOT analysis each semester and review all building blocks as a group to ensure targets are hit on time.
Officer Transitions
• Officer cycles will be established with an outlined handoff of information, a transitional learning period with the outgoing officer, and the SAE portal updated with new officer titles and terms.
Strategic Planning
• The emerging chapter will outline its 1,3, and 5-year goals and steps to achieve them, noting all partners/ resources needed to achieve and assigning each task to the appropriate members and accountability compliance team.
Financial Compliance
• The emerging chapter will collect all appropriate dues according to the members’ agreed-upon structure and amounts. The emerging chapter will remain compliant with the FSC billing cycle and maintain a current account balance.
Minimum Account Balance
• With proper budget tracking and utilization, the emerging chapter will maintain a savings of $2,000 minimum each FY.
Emerging Chapter Size
• The emerging chapter will utilize its recruitment plan and achieve the campus IFC average size. The emerging chapter will not apply for chartering until this is met.
Petition to Charter
• Once all building blocks are complete, the emerging chapter will submit its petition to charter to the FSC. An out-of-province investigation team will be assigned and submit their recommendation and the chapter petition to the Supreme Council. Once approved, it will be submitted for a vote of the realm to grant a charter.
CONTINUING SUPPORT + DEVELOPMENT
Sigma Alpha Epsilon provides a high level of quality support and guidance for our emerging chapters as they develop into sustainable chapters through the support of the Fraternity Service Center staff and volunteers. Advisors and local alumni play a vital role in the development of every chapter or emerging chapter. To aid the emerging chapter, advisors, and local alumni, Sigma Alpha Epsilon utilizes a diverse and experienced staff.
EMERGING CHAPTER SUPPORT
Our emerging chapter support team begins work 6 months prior to establishment on campus. Through social media campaigns, alumni and local chapter recommendations, and insights from campus and local partners, our team begins to build a general interest group of 15-25 men. This group is the foundation on which the emerging chapter begins on campus once we are established. These men aid in the recruitment of their peers, and alongside our team, during the recruitment process on campus. Our team members will arrive on site for pre-recruitment setup and remain on site for the duration of the onboarding of the emerging chapter. Once recruitment is completed and the emerging chapter members are initiated, the Emerging Chapter Services Consultant performs officer and member education, as well as general onboarding and operational knowledge for the new emerging chapter. This multi-week process includes goal setting and creating expectations for progress prior to the next visit. After the initial training, the following support is provided to the emerging chapter:
• Follow-up visit 4-6 weeks post establishment.
• In-person visit minimum 1 time per semester, 2 times if schedules allow.
• Virtual meetings weekly with officers to update on progress, continue education, and reinforce values of Sigma Alpha Epsilon.
• Virtual monthly round tables with all SAE emerging chapters to discuss challenges, solutions, and build a larger community within the realm of SAE.
• The Province Archon (volunteer district president) will visit the emerging chapter at least once per year to provide ongoing support and assistance.
• The experienced Alumni Advisory Board will continue to be a weekly presence supporting the emerging chapter and providing periodic touchpoints to aid in overall development and growth.
• The emerging chapter will be supported by the same consultant of our emerging chapter support staff to ensure continued growth of relationships and trust, and will stay with the consultant for 1 year post-chartering to ensure no post-chartering regressions.
SEVEN EXPECTATIONS
OF MEMBERSHIP
1. Maintain a minimum GPA of 2.5 or higher (as specified by chapter bylaws).
2. Be involved in at least one additional campus or community organization.
3. Complete at least 85% of educational assignments throughout the year.
4. Attend at least 75% of chapter Ritual events.
5. Be financially current or on an approved payment plan.
6. Complete a minimum of 20 service hours per academic year.
7. Attend at least 85% of chapter meetings.
DUES STRUCTURE
First Term on Campus: $0 SAE
Dues first semester starting (only first semester)
Spring: $160 per member
Fall: $258.75 per member
One-time Initiation Fee: $310 due upon chartering
Province Dues: $20/member (regional SAE dues)
IFC Dues: Set by the University
Operational Dues (Chapter Dues): Semesterly dues pay for the operation of the chapter, chapter events, and other expenses determined by the chapter, which are typically the campus average. This amount is set by the chapter.
PHILANTHROPY & SERVICE PARTNERSHIPS
NMDP: Provides groundbreaking research, innovative technologies, patient support, and education that save lives through blood stem transplants and therapies.
Children’s Miracle Network Hospitals: The largest network of children’s hospitals with a mission of helping as many kids as possible live better, healthier lives.
Sleep in Heavenly Peace: Dedicated to building, assembling, and delivering topnotch bunk beds to children and families in need.
Movember: Focuses on three important men’s health issues: mental health and suicide prevention, prostate cancer, and testicular cancer.
NATIONAL EVENTS
John O. Moseley Leadership School: A weekend of education, discussions, and interactive activities offered via the leadership or management track.
DeVotie Ritual Institute: This weekend event provides attendees with knowledge of the application, history, and use of our Ritual in daily life and chapter settings.
Inner Circle: An all-expensepaid weekend bringing together a select group of the top collegiate leaders to cultivate the next generations of leaders for our Fraternity.
Anniversary Convention: More than 400 delegates who represent chapters and alumni associations in good standing vote upon board candidates and proposals for the Fraternity Laws.
For more information, contact our Expansion & Growth Team at recruitment@sae.net or visit sae.net