To better serve your role as Chapter Vice-President, this document is to serve as a guide for you along the way of being Chapter Vice President. Look to this for any questions you may have. If there is not an answer to your question, simply refer to your chapter’s Chapter Services Consultant for an answer.
Job Description
The Vice President’s role is quite similar to that of a Chief Operating Officer for most companies. He is very much in charge of internal operations by chairing the standards board, overseeing the fellow officers by running weekly executive council meetings, and organizing the officer retreat each semester.
Tips For Success
Learn About your Role. Take the time to review this manual. This will allow you to have a clear understanding of the role and what you will be working on during the year.
Plan Ahead: Failing to stay organized and not planning ahead is the biggest cause for challenges. Take the time to review the “Semester To-Do List” items in your manual and map out what you need to accomplish your goals for the semester. This will allow you to be successful in your role while creating different levels of change within your chapter.
Ask for help: Reach out to your Board of Governors, Chapter Services Consultant, and past officers if you are struggling. Being a chapter officer is hard work and you are not expected to do it alone. Utilize this manual as a resource but if you need additional support, don’t be afraid to reach out for help.
Form a Committee: Your role requires a lot of time, a committee can be a useful tool to help you manage your workload and complete tasks.
Model the Way: Holding this 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 must make difficult decisions that might not be popular. Serving in this role means your brothers have trusted you to make those decisions for the chapter. Do not be afraid to make the hard decisions and to push and challenge your brothers to be better.
Set Expectations: As a leader, make sure your chapter has very clear expectations for membership. This will allow your chapter to thrive and allow you to be able to better support your brothers who are not meeting these expectations.
Officer Specific Information:
Weekly Executive Board Meetings-Work with the other officers to plan a meeting time that will work for everyone. Work with the secretary to create an agenda for each meeting. To do this, reach out to each officer before the meeting to find out items that will need to be discussed. Make sure you are inviting your BOG to attend the meeting. After each meeting, share the meeting minutes with your chapter BOG.
Winter/Summer Officer Retreat- Utilize the officer transition retreat guide to help you plan your summer and winter retreats. This is a time for officers to not only learn the best practices for their roles, but it is also time for the executive board to create expectations for each other as officers.
Standards Board Manual- Utilize the standards board manual to run an effective standards board. This manual also has information on training other members of the board which should take place once per semester. Should any actions need to be taken as a last resort, please feel free to look at the expulsion process and what it entails. (Include hyperlink to Standards board manual and expulsion process)
Officer accountability- During your officer retreats, expectations should be set for all members of the Executive Board and chair positions. These expectations are what should be used when having conversations with officers and chairs who may not be meeting the responsibilities of their role. After setting up your expectations, measures should be discussed and decided on how officers and chairs will be held accountable. Utilize the officer transition retreat guide to learn more about setting expectations and accountability.
Officer One-on-Ones- You can use your officer one-on-one meetings to discuss upcoming or past projects the officer has worked on, what is going well with the chapter, struggle areas of the chapter and any other topics you feel should be covered. These meetings are a time to make sure chapter officers are staying on track with their roles and to check in to make sure they don’t need help with upcoming projects. This is also time for you to discuss with officers the overall health of your chapter as well as with your Executive Board.
“To-Do” List Review Retreat- This is a meeting with officers for you to review as a team the items completed and unfinished for the semester. During the meeting, have Officers complete their “To-Do” List Worksheet, found in their officer manuals, and then review as a team. This will allow Officers to reflect on what went well and the areas of improvement.
Borradaile Challenge- As the leader of the executive council, being knowledgeable of the Borradaile challenge and its parameters is great to know when setting goals as an executive board and chapter. It is also important to know, that meeting these parameters includes submitting Phi Tau Portal reports in a timely manner. The Borradaile Challenge parameters can be found below.
Characteristics to Keep in Mind
Proactive vs. Reactive – A proactive leader is always thinking three steps ahead, working to master his own environment with the goal of avoiding problems before they arise.
Flexible/adaptable – How do you handle yourself in unexpected or uncomfortable situations?
An effective leader will adapt to new surroundings and situations, doing his best to adjust.
A good communicator - As a leader, you must listen...a lot! You must
be willing to work to understand the needs and desires of your membership. A good leader asks many questions, considers all options, and leads the chapter in the right direction.
Respectful – The vice president should show respect to those who elected him. Showing others respect will ultimately bring him respect.
Confident– Be proud of Phi Kappa Tau and let your pride emanate to others within and outside the chapter.
Enthusiastic –Excitement is contagious. When a leader is motivated and excited about the chapter and Phi Kappa Tau, the chapter will follow his lead.
Open-minded – Work to consider all options when making decisions. A strong leader will evaluate the input from all interested parties and work for the betterment of the whole.
Resources Available
Developing Committees
Expectations of a Vice President
Standards Overview
Tips for a Successful Standards Board
PKT Expulsion Process
Expulsion Documentation
Standards Breakdown
Sample Standards Board Manual
Sample Bylaws
*Resources available upon request
Term To-Do List
Prior to the Semester Starting
Meet with Outgoing Officer
If officer transition did not happen in OCT/NOV, host transition with old exec.
Host first Exec meeting with new members. Check-in with committee chairs.
Ensure Officer roles are updated
Ensure that all Phi Tau Portal reports have been filed
January
Review transition materials from officer transition retreat. Chat about the goals each officer set individually as well as a group.
Determine availability of other officers for your executive board meetings. These meetings will be held weekly and led by you. Work with the chapter secretary to create a meeting agenda each week for this meeting.
Set up officer one-on-ones. You should hold these one-on-ones every other week throughout the semester.
Ensure chapter officers know the reporting dates for each of the reports due to the Executive Offices through Phi Tau Portal.
Appoint/Elect other individuals to serve on your chapter standards board.
Work with your BOG to plan and hold a standards board training.
Check in with Chairs as needed
February
Continue your officer one-on-ones throughout the semester
Check in with Chairs as needed
March
Make sure all meeting minutes for the month have been shared with your chapter advisor, BOG, and Chapter Services Consultant.
Check in with Chairs as needed
April
Update your chapter roster with the Executive Offices.
Update your chapter contact information for all members.
Make sure all meeting minutes for the month have been shared with your chapter advisor, BOG, and Chapter Services Consultant.
Check in with Chairs as needed
May
Send out chapter contact information to all chapter members and BOG so that everyone can stay in touch over the summer
Make sure all meeting minutes for the month have been shared with your chapter advisor, BOG, and Chapter Services Consultant.
Check in with Chairs as needed
August
Conduct fall semester chapter officer retreat.
Conduct fall semester standards board “refresher” retreat.
Determine availability of other officers for your executive board meetings. These meetings will be held weekly and led by you. Work with the chapter secretary to create a meeting agenda each week for this meeting.
Set up officer one-on-ones. You should hold these one-on-ones every other week throughout the semester.
Ensure chapter officers know the reporting dates for each of the reports due to the Executive Offices through the Phi Tau Portal.
Continue your Officer One-on-Ones throughout the semester
Check in with Chairs as needed
September
Assist the president with officer elections.
Contact the Executive Offices to get materials together for the new officer retreat to be held in November/December with both outgoing and incoming officers.
Plan and host your officer transition retreat
Check in with Chairs as needed
October
Assist the president with officer elections.
Contact the Executive Offices to get materials together for the new officer retreat to be held in November/December with both outgoing and incoming officers.
Plan and host your officer transition retreat
Check in with chairs as needed
November
Update chapter contact list with any associate members and remove members who will graduate in December.
Make sure all meeting minutes for the month have been shared with your chapter advisor, BOG, and Chapter Services Consultant.
Check in with chairs as needed
The Borradaile Challenge is the fundamental way that chapters have their performance evaluated over the course of a calendar year. Encapsulating 10 categories, chapters can fall into one of three standings for each: Meets Expectations, Exceeds Expectations, or Outstanding.
You can access more information on the Borradaile Challenge here: https://www.phikappatau.org/borradailechallenge