ORIENTATION, EXPECTATIONS, AND BEST PRACTICESSEPTEMBER 20 , 2012

C H R I S T I N A M O RT O N M I N D E R M A NN C D S - C h a p t e r D e v e l o p m e n t

c h r i s t i n a . m i n d e r m a n @ g m a i l . c o m

Extension Team Orientation

Extension Team Orientation AgendaWelcome and Introductions

• Who’s Who on the Team• Roles and Responsibilities

Extension Team Org Chart

• Vocabulary and Timeline

Colonization 101

• What are the communication expectations and methods within the Extension team?

Communication

• Colony/Chapter Reports• VST Reports

Reports and Deliverables

• Tips and Best Practices for being a great Advisor

Advisor 101

What is the role of an Advisor?

What are the responsibilities of an Advisor?

Where do I go for information or support?

What unique challenges are part of the colonization process?

Host Introduction

Christina Morton Minderman VST member of the Extension

Team Help train officers and

advisors for new colonies and chapters

Build and maintain training resources for the Extension Team

Help you with whatever you need!

Welcome to the Extension Team!

Webinar attendees Jessi McPherin – NCDS for Villanova Alex Klein – NCDS for Lambda Alpha Mimi Dalaly – NCDS Finance (SME)

WHO’S WHOROLES AND RESPONSIBILITIES

Extension Team

Extension Team Roles help define interaction with each other and the chapters

VP Extension: Vice President oversees the entire Extension process; makes recommendation for extension voting to International Council

Director: Oversees either the Extension side or New Chapter Development side of our team; Communicates with other Directors on status and emerging needs/trends

Coordinator: Helps facilitate pre-colony activities and relationships; helps recruit Advisors for the Colony

NCDS: New Chapter Development Specialist who advises and assists the colony/chapter in liaison with the Chapter Advisor and the LCs; point of contact for all communications and reporting; reaches out to SME’s for assistance

SME: Subject Matter Expert on topics that our newest chapters often need the most assistance with; reaches out to NCDS based on chapter reports and predicted needs of the chapter

Microsoft Word Document

NCDS Description

NCDS Finance

Description

NCDS Member Development Description

Microsoft Word Document

Microsoft Word Document

NCDS Programs

Description

Microsoft Word Document

Double click file to read

descriptions

Liz YorkIVP Extension

Adrienne Beckett Director of Extension

Pre- Colonies

Sheila SolaCampus

Relationships

Jillian Thomas

Colonization Coordinator

Caroline Mahoney

NCDS for USC

NCDS for Univ. of Southern California

Jessi McPherinNCDS for Villanova

NCDS for San Diego State

NCDS for Appalachian

St.

Current Colonies

Newest Chapters

Alex KleinNCDS for LA

Daphne Everhart

NCDS for LB

Pam YoungDirector of New Chapter Development

Phase I Chapters

Patricia Chaffin

NCDS for QY

Olivia Carnaúba

NCDS for QU

Kara KazazeanNCDS for DX

Laura Giamberardino

NCDS for A

Doreen Kowal NCDS for DU

Phase II Chapters

Therese MarzNCDS for BU

Daphne Sniekers

NCDS for ZW

Phase III Chapters

Christina MindermanVolunteer Development

Coordinator

Finance

Mimi DalalyNCDS –

Finance A

Alison Braksick NCDS –

Finance LA and LB

Dedra Casey NCDS – Finance

USC/Recruitment

Alumnae Recruitme

nt

Hope OlsenNCDS –

Volunteer Dev.

Training and

Monitoring

Julianne Hawkins NCDS -

Recruitment

Laura Keath NCDS - Member

Development

Christina Minderman

NCDS - Programs

Extension Team Org ChartCurrent

maternity leave until fall 2012

Last updated Aug 26, 2012

Extension Team Members

NCDS for Colonies/Chapters

Jessi McPherin – Villanova – Spring 2013 Caroline Mahoney – USC – Fall 2012 Daphne Everhart – Lambda Beta Alex Klein– Lambda Alpha Patricia Chaffin – Theta Psi Olivia Carnaúba – Theta Upsilon Kara Kazazean – Delta Xi Doreen Kowal – Delta Upsilon Laura Giamberardino – Alpha Therese Marz – Beta Upsilon Daphne Sniekers – Zeta Omega

OPEN - Univ. of South. Cal. - Fall 2013 OPEN - San Diego State University - 2014 OPEN - Appalachian State Univ. - 2014

Directors, Coordinators, and SME’s

Liz York – IVP-Extension Adrienne Beckett – Dir. of Extension Pam Young– Dir. of New Chapter Dev.

Sheila Sola – Campus Relationships Coordinator Jillian Thomas – Colonization Coordinator OPEN – Asst. Colonization Coordinator

Hope Olsen – SME VST Recruitment OPEN – SME Volunteer Development Dedra Casey –SME Finance for Delta Upsilon and USC Mimi Dalaly – SME Finance for Alpha OPEN – SME Finance for Theta Psi and Theta

Upsilon OPEN – SME Finance for Villanova and USCalifornia OPEN – SME Finance for SDSU and ASU Alison Braksick – SME Finance for Lambda Alpha and

Lambda Beta Christina Minderman– SME Programming Laura Keath – SME Member Development Julianne Hawkins – SME Recruitment

Last updated Aug 17, 2012

HOW A COLONY IS ESTABLISHED

Colonization 101

Colonization Vocabulary

Colony: First semester, before Installation. Colonization Week: The week where we host our official

colony recruitment events. Those events are Open House, Info-Views, and an Invitation Round. This week ends with Bid Day.

Info-Views: Information interviews the PNM’s participate in to show official interest in Alpha Gamma Delta. Interview is conducted by VST and LC’s and is based on the dimensions in our Values-Based Selection Criteria.

Colony Growth and Development Plan: a planned program of meeting agendas, events and tasks that are completed by the colony prior to installation and are led by the LC with the help of the Advisor Team.

Installation: The initiation ceremony of all new members in the colony followed by an installation ceremony that installs the chapter as a chapter of Alpha Gamma Delta.

- Campus indicates they are interested in Expansion- Sends statistics about the campus to all of NPC

- NPC Members evaluate the campus as a potential colony - Send information packets to the campus indicating their interest and what they can bring to the campus that is unique

- Campus invites top 3 groups to present at the campus - Top 3 meet with campus leaders, both students and faculty/staff

- Campus invites a group to colonize- Alpha Gamma Delta votes whether to colonize at the location and timeline is established for Colonization

- Alpha Gamma Delta prepares for the new colony - Establishes an Advisor Team- Send LCs to the campus to generate relationships with student leaders and faculty/staff

Pre-Colonization ProcessGoal:

Establish Colonies in areas where the campus culture is a good fit for Alpha

Gamma Delta and there is local alumnae support for a great advisor team

Leadership Consultant Role during Extension

An LC will be staying with the colony throughout the first semester/year.

The LC’s role is to connect the support systems to the chapter women Support the colony meetings and facilitate alongside the

Colony President and Advisor Team Act as liaison with IHQ

Participate in weekly calls with the Extension Specialist and New Chapter Development Specialist to stay updated with resources and challenges within the colony/chapter

Leadership Consultants (LC) and Extension Specialist (ES) arrive on campus.

ES and LC’s begin to meet with campus professionals and student leadersObserve Formal Recruitment if possible to learn campus norms

LC’s seek recommendations of women that would make great members of Alpha Gamma Delta.

LC’s build a “Names List” and contact all those on the list to meet them and get to know them.

Events held throughout month to gather interested women and talk about membership before colonization begins

Colonization ProcessGoal:

Have enough recommendations on the names list attend Open House, sign up for

an info-view, and become a member of Alpha Gamma Delta.

BUILDING RELATIO

NSHIPS

New Chapter DevelopmentThe period from installation through the first 3 years of a chapter’s life.

Pre-Colony or Colony

• Starts when Alpha Gamma Delta votes to colonize at a location; ends when the Colony is installed as a Chapter at the first Initiation

• Lots of on location and remote support from IHQ and the Extension Team

Phase I

• Covers the first year after a Chapter is installed• Special support from the Extension Team is provided• Joint EC Report used by the Chapter

Phase II

• Typically Covers years 2-3 after the Chapter is installed• Continued support from the New Chapter Development Team is provided• Emphasis on normal reporting and chapter operations with decreasing direct oversight

Phase III

• Semester or year-long transition period where the Chapter transitions from New Chapter status to regular Chapter status

• Is thereafter supported by a different part of the VST known as Chapter Development

New Strategic Vision for Extension

Target quality campuses to expand our scope and increase our brand value

Goals: Install two new Alpha Gam chapters a semester; 4 a year! Evaluate potential colonies with a quantitative matrix Create strategic wishlist of future colonies Host pre-colonization alumnae events to connect with

alumnae in the area; fill all CA, EC, and Alpha Advisor positions before Colonization Week

Rank in the upper half in relative recruitment strength while also being at 80% of total in the first year

Current Successes

Celebrate some great achievements and opportunities for the Extension

Team!

Extension Opportunities Selected to present at Tulane University, University of

Southern California, Georgia Southern, and Villanova this spring Invited to Colonize at Villanova in 2013 Invited to Recolonize at Univ. of Southern California in

2013/14 Invited to Recolonize at San Diego State in 2013/14

Colonized at St. Joseph's College at their Brooklyn and Long Island campuses in February 2012

Asked to consider returning to the University of Denver and Florida Southern in the next couple of years

Submitted packet to North Carolina State New Installations

Initiated New Members and Alumna and installed newest Chapter at Austin Peay in December 2011 (Theta Psi)

Installations at St. Joseph’s (Lambda Alpha and Lambda Beta in Spring 2012)

New Chapter Updates Kappa Delta has increased membership to its highest levels

ever Theta Iota has raised their GPA and their chapter size to be

competitive on campus Alpha has reached total within their first year Delta Xi has improved their recruitment polish and

increased their recruitment numbers to almost twice that of last year

EXPECTATIONS, METHODS, AND RESOURCES

Communication

Communication Ground Rules

Set rules for communication with others

Establish a regular meeting / call time (weekly / bi-weekly)

Best mode to reach you and her (texting, email, call, lunch)

Best times and times that are bad (before 6, 9-5, after 10)

Who is your back-up?

Emergency procedures

Google Sites/Documents Wiggio

Build a websiteOptional list servCreate, edit, and

share documentsControl access by

adding other users to each document

Link to Sample Document

Extension Team communications hub

Site basics are in place

Includes list servPost, edit, and share

documentsLink to Sample Site

Where will you host and share information?

Guidelines for effective Wiggio Use

Do people need to spend time reading this? When things are posted on Wiggio, there is an option to send a notification to all

groups members that is automatically selected important, but not urgent or relevant at this point in our process – post without

notification time sensitive, urgent, or relative - select the automatic setting that sends a notification

When a message is sent from Wiggio it is sent to all members in that group. Take a minute to consider if your message needs to go to the entire group, or if you can filter it to be more effective. When sending anything to group members you can unselect people, if needed.

Reply All automatically When you hit reply to a wiggio email, it is sent to all members of the group as well. When responding be sure that your response is sent to only those who need it.

Ex: If you want to confirm with the sender that you've received it by saying 'Thank you!' you can unselect the group as a whole, so that the whole group doesn't receive an additional email, only the sender receives it.

Instructions for Posts Post due dates when needed if an item or task is posted that needs to be read or reviewed

Ex: If a chapter report is posted, and you need all team members to read it and give feedback/assistance before formal recruitment, include a Due Date for reviewing in the message when sending the notification.

File Storage and Naming Conventions

IHQ standards for naming files naming convention of

chaptername_documentname_year_monthKeeping a master copyFiles are sent with monthly EC reports

Lines of Communication to the Big Squirrels

Colony/Chapter Advisor Team

• As an advisor team, they should seek input from those around them who generally are more informed about the chapter or Fraternity policies.

Chapter Advisor• Main point of communication between VST/IHQ

and the Colony/Chapter

New Chapter Development

Specialist (NCDS)

• Answer questions regarding polices and procedures, clarification of information and membership issues.

• Can connect Colony/Chapter with Subject Matter Experts in Finance, Training, Recruitment, Member DevelopmentDirector of

Extension (Phase I) Director of New

Chapter Development

(Phase 2-3)

• Oversee all new Colonies and Chapters for the first 3 years

• Experience with lots of colonies and chapters• Connections to resources everywhere in Alpha

Gam

International VP Extension

• Oversees the Extension process from first inquiries on campus to transitioning chapters out of New Chapter status

International President

• Head of the International Council

What are your communication expectations?

Team Members should endeavor to:

Respond within 48 hours

Respond cheerfully and with respect for others

Be honest and open

For lengthy reviews, give at least 4 days notice

Include only necessary details and participants

Do the Due Diligence--Bring all facts to the discussion – do your homework

Know the laws and rules that apply

Do What You Say You Will Do (DWYSYWD)

REPORTS AND DELIVERABLES

Reporting

Chapter Reports VST Reports

EC Report from Chapter Due to you 3 days after EC Post on Wiggio 7 days after EC

Monthly Chapter Report Due on Wiggio the 15th of the

month Written by the NCDS Read by the SMEs when posted

Chapter Documents Upload everything to Wiggio in

Chapter File at end of the month Officer/Advisor Info Bylaws, etc.

Monthly IC Report Email to Director

within a week of EC Sample report

Quarterly IC Report Maintain on

Google doc monthly Final update due the

month before quarterly meeting

Reports are written at the Chapter level and at the Extension Team level

Reporting Deadlines

For a detailed calendar, refer to The E Team Calendar of Responsibilities NCDS:

Upload chapter EC reports and docs to chapter wiggio - due 7 calendar days after EC Upload NCDS report to chapter and NCDteam wiggio – due the 15th of every month Update the IC google doc – due the 15th of every month (keep all old items on there until

each IC meeting) Upload advisor contact list to chapter wiggio – due at the end of every month

For SMEs who don't have EC as a benchmark: Upload any chapter specific goals and plans to wiggio - due 7 days after the meeting

outlining the goals and plans Upload a general summary of all tasks and challenges to NCDteam wiggio - due first of the

month Update the IC google doc - due the first of each month

IMPORTANT NOTE: the NCDTeam wiggio includes lots of people from other teams

part of our desire to be transparent updates always need to be written in such a way that anyone could read them and not be offended

Fact based statements are best “I contacted Susie Q on x date, y date and z date and she has not responded - I need dates of

her planned visit by  date so I can coordinate with chapter.  Assistance needed to get a response.”

BASIC SKILLS AND KNOWLEDGE FOR A GREAT ADVISOR

N O T E T H AT T H I S I S A V E RY C O N D E N S E D V E R S I O N O F T H E A D V I S O R T R A I N I N G.

P L E A S E TA K E T I M E T O R E V I E W A L L T H E T R A I N I N G M AT E R I A L S

L O C AT E D O N T H E W I G G I O S I T E I N T H E N C D T E A M F I L E S

Advisor 101

What Do Advisors Do?

Provide EDUCATIONSet  EXPECTATIONS

EMPOWER Collegians

What is an Advisor?

• Leader• Resource• Guide• Listener• Diplomat

• Supporter• Facilitator• Role

Model• Visionary• Director

Benefits of Being an Advisor

Connection with Alma MaterWorking with Youth to Stay Young at HeartDevelop and Grow Leadership Skills

"... because the type of leadership at the top is akin to being a leader of volunteers, it is not about carrots and sticks but about persuasion and getting people to grasp and follow your vision."

Build and Improve the Fraternity for the futurePrepare to hold a future VST position

“Because of the joy of service thereby bestowed

and the talent of leadership multiplied”

Recommended Reading List for the Advisor in the Know*

I Heart Recruitment: The Eight Steps to Limitless Possibility for Sororities by Jessica Gendron

Good to Great: Why Some Companies Make the Leap... and Others Don't by Jim Collins

100 Ways to Motivate Others: How Great Leaders Can Produce Insane Results Without Driving People Crazy by Steve Chandler and Scott Richardson

You're in Charge, Now What?: The 8 Point Plan by Thomas J. Neff

The Magic of Thinking Big by David Schwartz

The Tipping Point: How Little Things Can Make a Big Difference by Malcolm Gladwell

The 21 Irrefutable Laws of Leadership by John C. Maxwell

The Networking Survival Guide: Get the Success You Want By Tapping Into the People You Know by Diane Darling

20-Something, 20-Everything: A Quarter-life Woman's Guide to Balance and Direction by Christine Hassler

Alpha Girls: Understanding the New American Girl and How She Is Changing the World by Dan Kindlon PhD

* Partial list; Click here to access the entire list

During Learning Opportunities…

As a Leadership Example…

Doing the work for the officer

Controlling and dictating rather than facilitating

Giving answers instead of teaching to find answers

Quick to judge and blame

Choosing sides and encouraging cliques

Applying rules inconsistently, unfairly or arbitrarily

Being unavailableBeing irritable, harsh,

unsympathetic or even mean-spirited

Common Mistakes Advisors Make

Chapter Advisor

President’s Team

President

Alumnae Relations

Risk Management

Ritual

Member Development

Team

VP Member Development

Sisterhood

Alpha Experience

Gamma Experience

Delta Experience

Scholarship Team

VP Scholarship

Social

Recruitment Team

VP Recruitment

COR

Membership

Operations Team

VP Operations

Correspondence

Publications

Website

Finance Team

VP Finance

Philanthropy

Property

Purchasing

Campus Relations Team

VP Campus relations

Activities

Public Relations

Chapter Advisor Team Org ChartExecutive Council Advisors

Chapter Council Advisors

8

17

Online resource for leadership training ideas and materials

What if I need help?

There are many resources available if you need help.

Click on a picture to visit the resource

Alpha Gamma Delta Fraternity

COLLEGIATE LEADERSHIP MANUAL

Fraternity Website – login for all advisor documents and resources

The CLM is the first resource for questions about chapter policies,

procedures and officer responsibilities

Written Resources Training Resources

Past Chapter Reports Collegiate Leadership Manual Constitution/Standing Rules Chapters Governing

Documents Advisor and Team Handbooks Resources on the Alpha Gam

Web site Fraternity/sorority information

on the Web Leadership Books

AGD Online Advisor Training

The Leadership Institute Web site

The Alpha Gamma Delta Advisory

The Leadership Conference Convention Training offered by

Volunteer Service Team members

Regional Training Events

Help in hurry!

Getting started with your chapter

Call or email your CA to introduce yourself.Use this conversation to set up a time to meet in

person and talk in depth.Meet at a time and place that is very convenient

for her and not inconvenient for you.Get to know each other before you start talking

AGD business.Discuss her goals for the chapter and the best

way you can support her in these goals.Discuss communication ground rules

Your part in achieving their goals

Your role as

an advisor

Get to know the chapter

personally

The advisor team’s

responsibilities and goals

CONSTRAINTST

IME

RULES

The chapter women

and their goals

What the stakeholders (sisters,

Panhellenic, parents) count as success

How the chapter

is evaluate

d BU

DG

ET

In the eyes of the chapter, you represent

Alpha Gamma Delta.

Advisors are essential to a chapter’s strength and growth. An advisor is an important part of the Fraternity. Chapters may not grow and flourish as they should without the support of advisors.

An advisor communicates to the chapter the Fraternity’s expectations and reinforces its standards.

She encourages the chapter to strive for excellence. She reinforces the positive, thus instilling confidence.

MY ALPHAGAMLogin for alumni/collegians/advisorsDocument resource center for team handbooks and all forms

THE ALPHA EXPERIENCEFamiliarize advisors with the booklet and activitiesGive time to brainstorm first few weeks

GREEK LIFE EDUAdvisors shall complete the Greek Life Edu training on their

own

OMEGA FINANCEAdvisors can attend a sponsored OmegaFi webinar

Self Paced Learning

My AlphaGam Resource CenterGo to

www.alphagammadelta.org

Click on Login to My AlphaGam (red tab)

Log in or follow steps to create an account

Click on Resource Center under the Communications heading on the left side

Find, Download, and Read the Member Development Team Resource Guide – Alpha Experience Section

*Ask your Director for the files if you do not have access to them. You might not be listed as a VST member yet.

The Alpha Experience

Booklet, styled like a magazine, that all New Members will be given at pledging

Guide through 14 Pearls Program

Read through to see what they will be learning this fall and to gather ideas for planning meetings and activities with them

Email Christina to get instructions on how to download the file

GreekLifeEdu

Go to 

http://greeklifeedu.com/

In the New User box on the right, enter the New User ID: 11GAGDDEMO

Click Submit

Create your profile

Complete the modules, quiz, and surveys to learn what all new members will be completing later in the year.

Omega Finance www.omegafi.com

Tool for managing and collecting chapter dues

Each chapter has a member number and users will request an account for that number

Explore the website to learn about their features

Training to come for the Finance Team with login information

Homework – Attend a Webinar this Fall

Complete an OmegaFi webinar to learn the basics of the system

General Chapter Desktop WebinarTo sign up to attend, contact:

Keely Ullman, Senior Account Manager at OmegaFi

800.276.6342 x 1117 kullman@omegafi.com

Extension Team Orientation AgendaWelcome and Introductions

• Who’s Who on the Team• Roles and Responsibilities

Extension Team Org Chart

• Vocabulary and Timeline

Colonization 101

• What are the communication expectations and methods within the Extension team?

Communication

• Colony/Chapter Reports• VST Reports

Reports and Deliverables

• Tips and Best Practices for being a great Advisor

Advisor 101

What is the role of an Advisor?

What are the responsibilities of an Advisor?

Where do I go for information or support?

What unique challenges are part of the colonization process?

QUESTIONS?

CONTACT YOUR DIRECTOR OR CHRISTINA ANYTIME!

C H R I S T I N A M O RT O N M I N D E R M A NN C D S - C h a p t e r D e v e l o p m e n t

c h r i s t i n a . m i n d e r m a n @ g m a i l . c o m