Volunteering for your Executive Office
Our undergraduate men need you now more than ever, and by becoming a volunteer you can have the power to change lives. Your knowledge and guidance are essential to ensure their success. There are many ways to get involved and different levels of commitment.
Recall the pledge you took to Sigma Pi during your college years, and recall all you gained from the brotherhood, the lifelong friendships made, and everything you experienced outside the classroom that made you the successful man you are today. Maybe you got so much out of your undergraduate experience that you want to give back to Sigma Pi for the great times, or the lessons learned. Your volunteer experience will help today’s undergraduates have the same great experiences you did.
Step 1 - Review Volunteer Position Descriptions
- Chapter/Colony Director
Chapter/Colony Directors are the backbone of our volunteer corps. They work exclusively with one chapter throughout the year. They oversee all operations of the chapter, ensuring that the chapter is staying within all applicable local, state, and federal laws, as well as Sigma Pi’s International constitution and bylaws, the chapter’s own local constitution and bylaws, and the rules and regulations of the host institution (college or university). Chapter/Colony Directors usually spend anywhere from 2-4 hours a week on chapter business.
As an appointed official from the Executive Office, you have a responsibility to ensure that chapter efficiency and success is maximized. As a Chapter/Colony Director you will oversee and implement an Advisory Board to assist in chapter operations, planning, and assessment. Be prepared to assist the Chapters/Colonies with any question that they may have. Usually, this is an email or phone call from an undergraduate member. As your advisor, your Province Archon should be available to answer questions and address concerns of the alumni volunteers and undergraduates in your province.
As a Chapter/Colony Director, you will be a vital part of the efficiency and longevity of Sigma Pi chapters. Review the expectations of Chapter/Colony Directors below.
- 2-3 hours per week, depending upon status of chapter, and the number of members of the chapter alumni advisory board
- Stay in close contact with undergraduate officers, at least weekly (in person, e-mail, phone, text)
- Phone call/e-mail contact with Province Archon and Chapter Management Associate a minimum of once per month
- Use your @sigmapi.org e-mail account for communication with Executive Office Staff
- Cumulative report on chapter submitted once per semester, and biannually for Convocation
- Participate in Monthly Alumni Volunteer Conference Calls hosted by the chapter Management Associate
- Local – Attend at least two (2) chapter meetings per month, more if needed. Attend officer meetings as appropriate. Attend ALL ritual events (pledging, initiations) to oversee correct execution and proper registration/payment of fees ($150 Pledge Fee & $350 Initiate Fee).
- Regional – Attend any workshop(s) that your PA may conduct & encourage undergraduates to attend.
- International – It is strongly suggested that CD’s attend one (1) international event per calendar year (Mid-Year, Convocation) and should encourage undergraduate attendance at said events.
- Organization – Work with university, alumni, and chapter to benefit Sigma Pi’s image & status.
Officer Transition – Conduct officer transition workshop annually between time new officers are elected and installed.
- Meeting Expectations – Meet as needed with Greek Advisors, Chapter Advisory Boards, Alumni Clubs, House Corporation, Donors, etc. Where applicable, act as a liaison between the chapter and alumni house organizations.
- Alumni Advisory Board- Put together and/or manage a local Chapter Alumni Advisory Board, which should consist of at least three other alumni volunteers.
- Finance – Ensure chapter’s finances are in order via annual financial review verification and ensure they stay current on all bills.
- Governance – Uphold and enforce the Constitution and Bylaws of Sigma Pi, as well as local chapter bylaws and institution’s code of conduct.
Chapter Director Performance Benchmarks
Successfully meeting the minimum expectations of a Chapter Director (outlined above) and be able to show improvement/success by meeting the following criteria.
Standards of Excellence
- Each chapter submits a properly completed and compiled Standards of Excellence annually
- If chapter’s Standards of Excellence score is below 50%, facilitate growth of at least 10% annually
- If chapter’s Standards of Excellence score is between 50%-85%; facilitate at least a 5% annual growth
- If chapter’s Standard of Excellence score is 90% or above; facilitate continued success & growth
- Monitor chapter’s performance through the SOE Progress Tracker and offering coaching when needed
Grade Point Average
- Chapter maintains at or above the all men’s average GPA on their campuses (this complies with our International Bylaws), and a minimum GPA of at least 2.7 to be in compliance with NIC Standards.
If the chapter does fall below that mark; facilitate education to meet or exceed the all-men’s average on campus
- Chapter maintains membership level at or above the average size for men’s fraternities on their campus
- Chapter maintains a minimum of 25 men per academic year as required by our International Bylaws
- If the chapter does fall below that mark; facilitate growth to meet or exceed the minimum within one calendar year
- Participate in efforts to maintain an active alumni base in the area
- Assist current, active alumni associations efforts in outreach and event-planning
- Aid an alumni group in its process to become an official alumni association
- Attend alumni gatherings, events, workshops, or annual meetings whenever possible
- Be available as a resource for alumni house corporation
- Facilitate communications between chapter and house corporation
- Assist in the formation of a house corporation when appropriate
- Province Archon
Province Archons oversee all parts of the Fraternity (colonies, chapters, alumni clubs, etc.) that are within their geographic area. They are appointed by the Grand Sage and serve a two-year term during each biennium. This role is an important one. Maintaining communication with your Chapter/Colony Directors, undergraduate leaders, other alumni volunteers, and the Executive Office is crucial.
As an appointed official from the Grand Council, you have a responsibility to make sure that all of the chapters/colonies in your province are properly reporting all new members that they may have. As a Province Archon, you will receive copies of all correspondence between the Executive Office and all chapters/colonies and alumni in your region. Province Archons help train and assist Chapter/Colony Directors in their region. You will be crucial in helping the Executive Office and the Grand Council recruit new alumni volunteers if those positions are not filled or become vacant. Be prepared to assist the chapters/colonies with any questions that they may have. Usually, this is an email or phone call from an undergraduate member. We strongly suggest one visit per chapter/colony per semester to introduce yourself and help out where needed. Province Archons should also be available to answer questions and address concerns of the alumni volunteers and undergraduates in your region.As a Province Archon, you will be a vital part of the growth and longevity of Sigma Pi Fraternity. Review the expectations of Province Archons below.
- 2-3 hours per week, depending upon status of chapters in region and available volunteers
- Cumulative report on region submitted once per semester, biannually for Convocation. Ensure Chapter Directors submit their reports as well.
Participate in at least 80% of monthly Province Archon conference calls
- Contact each chapter Sage at a minimum of once per semester (more when Chapters needs dictate)
- Communicate regularly with Chapter Director (at least once per month, more if needs arise)
- Communicate at least once per semester with all alumni groups (clubs, house corporations, etc.)
- Visit each chapter at least once per year
- Plan & hold province workshop at least once per academic year. Ensure officer transition workshops are held for each chapter in province (may be done individually by CD or chapter, or collectively with entire province)
- Attend one international event per calendar year
- Work with chapters, local universities, and alumni; to benefit Sigma Pi’s image and status on campus and in the community. Meet with Greek Advisors, Chapter Advisory Boards, Chapter Directors, Alumni Associations, House Corporations, and Donors as applicable
- Uphold and enforce the Constitution and bylaws of Sigma Pi
Step 2 - View Open Volunteer Positions
- Open Chapter Director Positions
Buffalo (Epsilon-Omicron) Cal Poly (Eta-Delta) Cal State Chico (Theta-Mu) Carleton (Eta-Rho) Mississippi (Beta-Mu) Montana State (Montana State) Ohio (Epsilon) Pfeiffer (Pfeiffer) South Florida (Iota-Sigma) Texas A&M-Corpus Christi (Delta-Theta) Towson (Eta-Nu) West Virginia Tech (Gamma-Xi)
- Open Province Archon Positions
Step 3 - Apply
- Advising for a Local Chapter
Supporting local chapters through advisory roles help strengthen the undergraduate experience directly. We feel that one of the keys to a successful organization is the involvement of a core group of alumni advisors to help assist and guide the undergraduates with different aspects of chapter operations. Sigma Pi’s most successful chapter/colony have exemplary and dedicated alumni advisors.
An Advisory Board is a group of volunteers who have limited time for volunteering, but extensive knowledge and expertise that could benefit our undergraduates. Geographically, Advisory Boards are generally focused on one chapter, but regional boards may be formed if there are 2 or more chapters that could benefit from the volunteers’ expertise. The Board does not need to be comprised solely of Sigma Pi Fraternity alumni. In fact, when people from outside of the Fraternity are brought onto an Advisory Board, they often bring a great new perspective to the table.
Step 1 – Review Advisory Board Position Descriptions
Housing Advisor – Ensure the chapter structure has proper maintenance and is compliant with fire and safety codes. Work with the House Corporation (where applicable) on major renovations, repair projects, annual maintenance projects, ensure compliance with house rules and coordinate future living arrangements. For those chapters without a house, the Housing Advisor will work with alumni to establish a House Corporation to look to for potential housing options and explore housing opportunities.
Academic Advisor – Monitor overall chapter and individual academic performance and scholastic organization. They will work with individuals on academic goal-setting, time management skills, and career guidance. This person will also work with the chapter’s scholarship chairman to oversee a program to ensure the chapter meets or exceeds Sigma Pi and the college/university’s minimum GPA requirements for members, pledges, and prospective new members.
Recruitment Advisor – Assist in organizing a structured recruitment process that complies with Sigma Pi and college/university/IFC guidelines/rules. Will brainstorm with undergraduates about refining recruitment tactics and events for the future. This person will also ensure all recruitment events adhere to insurance/risk management guidelines.
Financial Advisor – Will guide the undergraduate Treasurer in financial planning, record keeping, and budgeting. When needed, will assist with individual dues collection and personal financial management. This person will also ensure that all pledge & initiate fees are transmitted directly to Sigma Pi, and are not deposited in the chapter’s own account.
Alumni Advisor – Will assist in relaying information between the alumni and undergraduates through all media/mediums. Will help undergraduates coordinate alumni events such as Homecoming, Founder’s Day, etc. This person will also work with the First Counselor of the chapter in producing and distribution of the chapter’s alumni newsletter.
Membership Education Advisor – Will aid the chapter in structuring and completing a continuing member development program. This advisor will certify the chapter’s strict adherence to the Foundation of Membership program.
Step 2 – Contact the Chapter/Colony Director
Visit sigmapi.org/contact-directory to view the Chapter Director and find out more information on how to contact them.