Protocol Fundamentals

A Workshop for Philo’s

Presented byJanet E. Armand

International Protocol Chairpersonand

Linda D. Brown, Kelly N. Davidson, Sandre Mitchell

International Protocol Committee

CHANGE

“Nothing survives the passing of years without change…”“It is prudent, therefore, to periodically review and evaluate our organization’s social customs and how it functions within the parameters of social and organization decorum.”

International Past Grand Basileus Mynora J. Bryant

MISSION STATEMENT

Sigma Gamma Rho Sorority’s aim is to enhance the quality of life within the community. Public service, leadership development and education of youth are the hallmark of the organization’s programs and activities. Sigma Gamma Rho addresses concerns that impact society educationally, civically, and economically.

WHAT IS PROTOCOL?

The customs and regulations dealing with diplomatic formality, precedence, and etiquette.

Good Manners &

Representation

PHILO

PROTOCOL FOR RECEIVING OFFICERS

Introductions

International Grand Basileus (membership and affiliate’s stand).

Regional Syntaktes (membership and affiliate’s stand – Regional Level only when the Grand Basileus is not present).

National Philo President (Philos stand). Regional Philo President (Philos stand). Chapter Basileus or President (officer will stand,

audience will applause). Introduction of Officers (announce lowest ranking to

highest ranking). Recognition of Officers (announce highest ranking to

lowest ranking). Guests (announce highest ranking first).

Note: If guests speak, allow lowest ranking to speak first).

Public officials (highest to lowest ranking official). Double titles (chose one: Dr. or Philo Advisor ).

HOW TO PRONOUNCE OFFICER’S TITLES

International Grand Basileus National President

International 1st Grand Anti-Basileus International 1st Grand Anti-Basileus National National Vice-PresidentVice-President

Regional Syntaktes Regional President

Basileus Local President Anti-Basileus Vice-President Grammateus Financial

Secretary Anti-Grammateus Secretary Tamiochus Treasurer Epistoleus Editor

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

SORORITY MEMBERS

Members of Sigma Gamma Rho Sorority should never be addressed as Soror by affiliates or non-members. This greeting is reserved only for members of the sorority.

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

SORORITY MEMBERS International:

Introducing: All international officers should be introduced as International Grand. (ex. International Grand Basileus Joann Loveless).

Past officers should be introduced as International Past Grand. (ex. International Past Grand Basileus Corine Green).

Greeting or Addressing: All international officers should be greeted or addressed as Grand. You should use their last name only.

Good morning or good afternoon Grand Basileus Loveless.

Good morning or good afternoon Past Grand Basileus Bryant.

Grand Basileus Loveless, may I speak with you?

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

SORORITY MEMBERS Regional:

Introducing: All regional officers should be introduced starting with their region. (ex. Southwest Regional Syntaktes Brenda Canty, Central Regional Undergraduate Chapter Coordinator Pamela Lee).

Past officers should be introduced starting with their current status, region, office and name. (ex. Past Southeast Regional Syntaktes Jackie Mays).

Greeting or Addressing: All regional officers should be greeted or addressed stating their office first, then their name. You should use their last name only.

Good morning or good afternoon Syntaktes Canty. Good morning or good afternoon Past Syntaktes

Hiller. Syntaktes Franklin, may I speak with you?

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

SORORITY MEMBERS Local:

Introducing: All local officers should be introduced starting with their office. (ex. Basileus Lillie Reed).

Past officers should be introduced starting with their office. (ex. Past Basileus Sadie Ludley).

Greeting or Addressing: All local officers should be greeted or addressed stating their office first, then their name. You should use their last name only.

Good morning or good afternoon Basileus Lott. Good morning or good afternoon Past Basileus

Penix. Basileus McMillion, may I speak with you?

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

APPOINTED SORORITY MEMBERS

Introducing: International: All international appointed officers

should be introduced as International. (ex. International Legal Advisor Karyn A. Thomas).

Regional: All regional appointed officers should be introduced starting with their region. (ex. Southwest Region Parliamentarian, Dolly Spencer).

Local: All local appointed officers should be introduced starting with their position. (ex. Rhoer Advisor Stephanie Rhine).

PROTOCOL FOR INTRODUCING, GREETING AND ADDRESSING

APPOINTED SORORITY MEMBERS

Greeting and Addressing All local appointed officers should be greeted

or addressed by their name. Good morning or good afternoon Ms./Mrs.

Caldwell. Ms./Mrs. Wommack, may I speak with you?

PROTOCOL FOR INTRODUCING PROTOCOL FOR INTRODUCING DAISDAIS

Dais Introductions – International, Regional Dais Introductions – International, Regional and Local Meetings. and Local Meetings. Establish who will be seated on the dais.Establish who will be seated on the dais. Create a seating reservation chart.Create a seating reservation chart. If there is a procession, where the participants will If there is a procession, where the participants will

process in, a dais line-up should be created. Your process in, a dais line-up should be created. Your president should be the last to process in on all president should be the last to process in on all levels of the sorority.levels of the sorority.

Once the participants are seated, the host will Once the participants are seated, the host will introduce the dais from left to center and from introduce the dais from left to center and from right to center.right to center.

Always introduce your president last.Always introduce your president last.

PHILO ORGANIZATIONAL CHAIN OF COMMAND LOCAL

LEVELLocal Chapter Basileus

Local Philo President

Local Philo Affiliate

Philo Member

Graduate Chapter Philo Coordinator

Sigma Gamma RhoLocal Chapter

PHILO ORGANIZATIONAL CHAIN OF COMMAND REGIONAL

LEVELRegional Syntaktes

Regional Philo President

Regional Philo Club

Local Chapter Basileus

Regional Grand Chapter Regional Philo Coordinator

PHILO ORGANIZATIONAL CHAIN OF COMMAND INTERNATIONAL

LEVELInternational Grand Basileus

International Philo President

International Philo Affiliate

Regional Syntaktes

Sigma Gamma RhoExecutive Board of Directors

International Philo Coordinator

International Grand Chapter

OPERATIONAL COURTESIESINTERNATIONAL AND REGIONAL OFFICERS

VISIT Chapter visits:

Complimentary Housing

Meals Transportation

If your chapter is hosting an event and would like to invite your International and/or Regional President, you must send out the invitation minimum three weeks before the event date.

Follow-up with a call or card to see if the invitation has been received.

If the officer(s) accepts the invitation, send out the following information at lease two weeks before the event;

1. Type of event2. Date3. What is her role at the event4. Transportation and hotel

arrangements Officer can make her transportation

arrangements if she desires and notify the chapter about the cost and schedule.

Please communicate with your International and Regional President concerning any communication you received about the sorority or your affiliate club.

OPERATIONAL COURTESIESDON’TS

Speaking on behalf of Sigma Gamma Rho Sorority (Don’t)

NO ONE, including members of Sigma Gamma Rho Sorority or affiliates should speak on behalf of the sorority unless authorized by the Grand Basileus, Regional Syntaktes or chapter Basileus.

All communications presented “en masse” to Sorors or Philo members must be previewed by the Grand Basileus, Regional Syntaktes or Philo President.

Establishing Protocol (Don’t)Once the dais has been introduced, the next presenter should not say, “Protocol having already been established”.

OPERATIONAL COURTESIES OFFICER PROTOCOL

Secure books/files necessary to perform your duties.

Know Philo guidelines/rules. Present written reports for all

meetings. Follow International Grand

Basileus’/Regional Syntaktes’/Philo President’s plan of action.

OPERATIONAL COURTESIES DUTIES OF THE HOST CHAPTER

BOULE OR REGIONAL CONFERENCEBOULE OR REGIONAL CONFERENCE

Provides: Accommodations for the Philo President. Host chapter assistance to insure an orderly and

efficiency conference registration and hotel registration process.

Transportation for International and Regional Philo Officers.

A refreshment welcome basket. (Optional) Local publicity & arrangements for press

conference for Philos. Communicate with the International Philo Coordinator

to get directions.

OPERATIONAL COURTESIES INSTALLATION OF OFFICERS

International National Philo Coordinator.

Regional Regional Philo Coordinator.

Local Chapter Advisor and/or Chapter Basileus.

OPERATIONAL COURTESIES PHILO PRESIDENT

PROTOCOL After installation - President introduces Philo

installed officers and give a short acceptance speech.

Outgoing Philo President passes the gavel. Outgoing officers are thanked for their

service. Duties/responsibilities are described to new

officers. Committee Chairs are announced.

Note: Parliamentary rules should be used at all times when conducting chapter meetings.

MEMBERSHIP PROTOCOL Meetings

Attend, be timely, be recognized by Chair before speaking, be a team member.

Member to Member Respectful communication.

Paraphernalia Only Philo paraphernalia

should be worn. Courtesies of daily

living. Social graces.

DRESS PROTOCOL FOR MEETINGS

Gold, White or White and Gold, suit, dress, pantsuit or skirt and blouse should be the attire for all meetings.Meetings:

Local Area Regional Boule

Note: Casual jackets with the Philo shield, wording, etc. should not be worn to meetings. Wear appropriate clothing that will protect you from any change in temperature in the meeting room. For all business meetings business attire shall be worn.

DRESS PROTOCOL FOR FORMAL EVENTS

Appropriate Dress Gold, White or White and Gold evening pantsuit, floor or tea

length gown, evening suit. Comfortable evening shoes. Evening handbag.

Not Appropriate Dress Street pantsuit, dress, dress suit or skirt or blouse. Costume paraphernalia jewelry (Not to be worn on formal

attire). Casual shoes, flip flops, casual sandals. Work handbag and Conference Registration bag.

YOUR CONFERENCE REGISTRATION BADGE SHOULD NOT BE WORN TO ANY FORMAL EVENT

DRESS PROTOCOL FOR CEREMONIES INDUCTION

INDUCTEES White dress, dress suits or skirt and blouse.

PHILOS Gold White or White, and Gold dress, dress suits or skirt

and blouse.

ABSOLUTELY NO PANTS!

Recommendation: That the active Philo members wear gold and white or gold.

Rational: Wearing the gold and white or gold distinguish between the inductees and the active members.

DRESS POTOCOL FOR CEREMONIES

FUNERAL SERVICES FOR AFFILIATE AND MEMBERS OF

SIGMA GAMMA RHO PHILOS

Gold, White or White and Gold dress, dress suits or skirt and blouse.

ABSOLUTELY NO PANTS!

TEN CORE RULES OF NETIQUETTE

• Remember the human standards of behavior

online.• Know where you are in

cyberspace.• Respect other’s time &

bandwidth.• Make yourself look

good online.• Share expert

knowledge.

• Help keep flame wars under control.

• Respect other people’s privacy.• Don’t abuse your power.• Be forgiving of

mistakes.• Remember you can

delete on the screen, but remains on the hard drive. Be careful what you write.

Manual Distribution - Electronically