To better serve your role as Chapter President, this document is to serve as a guide for you along the way of being Chapter President. Look to this for any questions you may have.

The Presidents role is quite similar to that of a Chief Executive Officer for most companies. He is the external operations person who communicates with all stakeholders: Board of Governors, Fraternity/Sorority Life Office, Executive Offices, etc. This position helps bind all the voices from the chapter together to create a vision and helps push fellow brothers to reach that vision and their own goals.

The simple answer is no one. To be effective as a leader, one of the best traits you could master is that of being a delegator.

Delegation: What is it, how do we do it?
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The definition of a delegation is a group of people who have been tasked with a specific job or given a specific purpose, or the act of assigning a specific task or purpose to a person or group of people.
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Assigning tasks to specific members of the exec board is very important to ensure great success. It is imperative to make sure the president knows the proper way to delegate
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The first is to cultivate their "ownership" of their organization, project, idea, or goal. Ownership comes from taking part in decisions, being part of a team, and being inspired by a leader who can communicate a mission and sense of purpose.
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The second way to help others accept delegation is to encourage and allow them to fail in small ways as they build the skill to win in big ways. Take the need for perfection out of the equation of delegation. Replace win/lose vocabulary with terms like "exploration," "observation," "testing possibilities," and "evaluating options.

The next piece is chapter management. As you know, there is quite a bit that falls under the presidents list of “to-dos’”

This should be one of the presidents most utilized tools, if ran properly, the president should be set up for success! Again, delegation among the executive board should be utilized. Especially when it comes to chair specific tasks. i.e. Reports should be done by their respective chairs

One of the other tasks asked of the president, is getting people signed up for national programs. Rely on the support of your other officers to identify people sooner rather than later.

In our constitution, elections must happen sometime between the months of October 15th and December 15th. Our recommendation is that elections take place between 10/15 and 11/15 to allow ample time for transition.

Once the semester finishes up, the new president can then take over responsibilities and duties of the upcoming semester

This is another very important piece for any chapter. Officer transition is needed, for several reasons, to make sure that any goals that the chapter has been working on is not just forgot about when the new exec board comes into play. So, the new members taking over the positions, know what they’re doing and what their expectations are in the role. It is very important piece that sometimes chapters look over or don’t prioritize.

Learn about your role. Take time to utilize this guide. This will allow you to have a clear understanding of the role and what you will be working on during the year.

Plan Ahead. The best way to be is proactive and not reactive, which is why it is best to plan ahead. Failing to stay organized is the biggest cause for challenges. Take time to review the “Semester To-Do List” items in your binder and map out what you need to accomplish your goals for the semester. This will allow you to be successful in your roles while also creating different levels of change within your chapter

Ask for help. Utilize your Chapter’s Board of Governors, the executive offices, and past officers if you are struggling. Being a chapter officer is not easy and you are not expected to do it alone. Utilize every resource you can, in addition to that do not hesitate to ask for more or additional support.

Model the Way. Holding a position in your chapter means you are a role model for your chapter brothers. You are expected to model the way for your brothers, and they will mirror the behavior you model. At times, you may be faced with making decisions that might not be popular. Serving in this role means that your brothers have trusted you to make those decisions for the chapter. Do not be afraid to make the hard decisions and to challenge your brothers to be better.

Set Expectations. As a leader, make sure your chapter understands what is expected of them. Setting and demonstrating your expectations as a chapter allows for your chapter to thrive and allow you to be able to better support your brothers who are not meeting the expectations.

Roberts Rules of Order- Roberts Rules of Order are the most common ways to run an effective meeting. Essentially, these rules set up guidelines on how business within the chapter must be conducted. If you are unfamiliar with Roberts Rules of Order, go to your local library for a copy, or search the internet for additional resources.

Required Reports

Reports are submitted and assigned through the CheckListApp on The Phi Kappa Tau Portal.

Relationships with Stakeholders

A stakeholder regarding the president and the chapter can be anybody that has any sort of tie to the chapter; so, it is best to define who a stakeholder may be. The four most common examples of a stake holder could be:

But a stakeholder is certainly not limited to these four groups; it can go even further. These are just at the base or minimum for what a chapter stakeholder may look like.

A relationship with a stakeholder can only benefit the Chapter President and the Chapter. Essentially if the Chapter President has a question and needs an answer; he can seek out one of the stakeholders for that answer. The stakeholder can also do the same thing, thus leading to a meaningful and beneficial relationship between the two.

List of Resources Available to a Chapter President

*Resources available upon Request

*Please note in a typical semester this is what you could expect to encounter during your time as Chapter President. These items may be subject to change.

Prior to the Semester Starting 

January

February

March

April

(Note: Two representatives must be sent for Borradaile challenge)

May

Summer

August

September

October

November

December

Appendix/Glossary:

Leadership Programs: Our Leadership programs happen periodically throughout the year. They include events such as, If you would like to read more on our Leadership Programs, please click here. Registration Deadlines can be found on the calendar as well.

ChapterSpot report Deadlines: ChapterSpot Reports are how we can present the information on our Borradaile Challenge results and our mid-year reviews. It is very Important to have these turned in by the deadlines. You can access the Checklist app here.

Roster Deadline: Deadline to update rosters, anyone with an associate or undergraduate status listed on ChapterSpot is who the group will get charged for. You can access ChapterSpot here.

Billing deadline: To assure that your chapter is current on Payments towards your bill, please be sure to reach out to the Phi Kappa Tau Executive Offices.

Fall Billing Schedule

*Please note in a typical semester this is what you could expect to encounter during your time as Chapter President.

9/1: Email to chapter officers and volunteers regarding the upcoming bill and a reminder about roster changes being submitted by 9/10 at 11:59 pm ET.

9/8: Memo will be sent to chapter officers & advisors regarding billing operations and policies.

9/10: All Roster Changes are due on Phi Kappa Tau Portal by 9/10 at 11:59 pm ET. This date is the drop-dead date, and the rosters will be frozen.

9/15: Fall Bill is sent to President, Vice President, Treasurer, BOG Point of Contact and BOG Finance Advisor. The attachments will include a Statement only which contains the Fall Bill invoice.

10/1: Regular Monthly Statement of Account is sent if the chapter is not at a $0 balance.

10/15: Fall Bill is due in full, or an approved payment plan is on file with at least a 25% down payment.

11/1: Regular Monthly Statement of Account is sent if the chapter is not at a $0 balance.

12/1: Chapter must be at a $0 balance from the Fall Bill.

Note: If any day (besides the roster changes were due on 9/10) falls on a weekend/holiday, the date will change to the following Monday.

Roster Updates:

The chapter/ associate chapter will need to update their chapter roster by 9/10 at 11:59 pm ET. All rosters at this time will be frozen and the chapter will be billed for each member on the roster as of this date. No changes in the invoice from the Fall Bill can be made after this date.

Payment Plan Guidelines:

Suspension Notices:

Spring Billing Schedule

*Please note in a typical semester this is what you could expect to encounter during your time as Chapter President.

1/1: Email to chapter officers and volunteers regarding the upcoming bill and a reminder about roster changes being submitted by 1/10 at 11:59 pm ET.

1/8: Memo will be sent to chapter officers & advisors regarding billing operations and policies.

1/10: All Roster Changes are due on Phi Kappa Tau Portal by 1/10 at 11:59 pm ET. This date is the drop-dead date and rosters will be frozen.

1/15: Spring Bill is sent to President, Vice President, Treasurer, BOG Point of Contact and BOG Finance Advisor. The attachments will include a Statement only which contains the Spring Bill invoice.

2/1: Regular Monthly Statement of Account is sent if the chapter is not at a $0 balance.

2/15: Spring Bill is due in full, or an approved payment plan is on file with at least a 25% down payment.

3/1: Regular Monthly Statement of Account is sent if the chapter is not at a $0 balance.

4/1: Regular Monthly Statement of Account is sent if the chapter is not at a $0 balance.

5/1: Chapter must be at a $0 balance from the Spring Bill.

Note: If any day (besides the roster changes being due on 1/10) falls on a weekend/holiday, the date will change to the following Monday.

Roster Updates:

The chapter will need to update their chapter roster by 1/10 at 11:59 pm ET. All rosters at this time will be frozen and the chapter will be billed for each member on the roster as of this time. Unfortunately, no changes in the invoice from the Spring Bill can be made after this date.

Payment Plan Guidelines:

Other Invoice and Billing Policies

Affiliation Fee:

Chapters must report new associate members within 72 hours of them receiving and accepting a bid via ChapterSpot. Once reported, the chapter will be billed the association fee for each member.

For example, if a chapter reports ten people, then they will be billed the association fee times ten people. The invoice will be sent to the chapter President, Vice President, Treasurer, BOG Point of Contact, and BOG Finance Advisor once the invoice is created.

Payment Timing:

All payments must be received within 30 days of the invoice date to be considered on time. Failure to pay on time will result in a 30-day notice and additional penalties as determined by the Executive Offices.

Payment Received on Time:

All payments and checks must be received at the Executive Offices (5221 Morning Sun Rd. Oxford, OH 45056) by date due. Postmarked by date checks are not considered on time.

Payments can also be made through the Phi Kappa Tau Portal using a debit/ Credit Card or E-Check option.

For example, the Fall Bill payment must be received by 10/15 to be considered on time.

Please note that late payments may result in penalties and restrictions with approval from the Director of Chapter Services.

Zero Balance by the end of the semester:

Chapters must be at a zero balance by the end of the semester (Fall: December 1 or Spring: May 1). Failure to have a $0 balance from the Fall/Spring Bill invoice by those dates will result in the chapter immediately being placed on an operational suspension until the balance and any other charges are paid off in full.

Late Payments on Payment Plan Installments:

Chapters that are late on any installment payment will have a warning and if a second late installment occurs then the chapter will be placed on an immediate operational suspension.

Warning: If the first installment of a payment plan is late, then the chapter has five business days after the installment was due to submit the payment (except for the first down payment of 25% on the Fall/Spring Bill). Please note that this warning does not provide a grace period as it is expected for all payments to be on-time as defined above. However, failure to pay within five business days of the installment date will result in the chapter being placed on an immediate operational suspension until the chapter is at a zero balance ($0 balance) on that invoice.

Suspension: If a chapter/ misses their second installment payment or is late past five business days on an installment, then the chapter will be placed on an immediate operational suspension until the chapter is at a zero balance ($0 balance) on that invoice.

Notices and Suspensions:

There are two types of notices that a chapter can receive.

30-day: A 30-day notice occurs when a chapter that they have failed to pay an invoice on-time or within 30-days since all invoices are due within 30-days. This is a warning message for chapters to pay the invoice immediately, so they are not placed on an operational suspension.

45-day: A 45-day notice occurs when a chapter fails to pay an invoice within 45-days. This will result in the chapter being placed on an operational suspension.

What is it?

Who has access to it?

Whose responsibility is it to update our roster on the Phi Kappa Tau Portal?

How do I report new members on The Phi Kappa Tau Portal?

Phi Kappa Tau Online Initiation Process à Requesting to Initiate

Chapter leaders can request their initiations online via Phi Kappa Tau Portal. This document will outline the steps of how to make this request as well as why an Associate member would be rejected, or you as the officer would receive an error.

Steps to Request an Initiation:

Important Notes to Remember:

Phi Kappa Tau Policies

Click here to view all of Phi Kappa Tau Polices regarding Risk Management, social media, Disciplinary Procedures, Finance Policy, Privacy Statement, Good Samaritan Policy, and More!