The “Ideal” Active Chapter
Todd Shelton | 6/19/2003 Every member deserves to be a part of a good chapter and to have the ideal experience. One important thing we learn from Kappa Alpha is that we should never submit to mediocrity. Whether we are competing in the championship intramural game, fund-raising for our national philanthropy, studying hard for our final exams, or working hard to win the George C. Marshall Award for chapter excellence, we should always strive for excellence. The active chapter has to work hard together as a team to reach its goals and in return it will have a more enjoyable chapter experience. Every member deserves to be a part of a good chapter and to have the ideal experience.
The charter that hangs in your chapter house gives the chapter the honor and privilege of being a part of the KA family. Each charter, issued under laws adopted by the Convention, is signed by the Knight Commander. This document symbolizes the chapter’s acceptance of the duties and obligations associated with membership. All Kappa Alphas are bound together by the same bond of brotherhood and, in this aspect, all of our chapters are the same. This section explores all of the necessary areas of chapter operations for a chapter to be successful.
Chapter Operations
The daily operations of an active chapter resemble those of a small business. Chapter sizes range from 20 members to 160 members and budgets of $10,000 to $800,000 annually. By becoming an active member of a fraternity, you quickly learn leadership and management techniques to keep your business (chapter) afloat and prospering. One of the best ways to become involved and reap the benefits of your involvement in the Order is to become a chapter officer and/or committee chairman.
Each office is extremely important and vital to the success of the chapter as a whole. Chapter officers are elected or appointed for a term of one year, and their successors must take office no later than thirty days following the election or appointment. To assist in this transition, the National Administrative Office has published a set of officer transition guides. These how-to guides should be reviewed before each new set of officers takes over. A proper transition will ensure that the work done by the outgoing officers will not be lost by the incoming officers.
As outlined in the Kappa Alpha Laws, the chapter officers are designated by Roman numerals I through IX. The first three officers are elected annually by the chapter, and the remaining six are appointed by the Number I (chapter president). Upon taking office, each officer is invested with a jewel that represents his position. The jewels of the active chapter officers are silver and suspended from a crimson cord. They may be worn at any KA gathering including Conventions, meetings, banquets, formals, etc.
Number I (President)
The Number I jewel is the encircled cross. It represents his position as the chapter’s leader. The Number I enforces the laws of the Order, presides at all chapter meetings, maintains order and decorum, observes parliamentary rules and submits questions to a vote. He also advises and counsels other officers concerning the discharge of their duties, complies with the customs of the Order and is responsible for all chapter property. (Kappa Alpha Laws 9-131)
Number II (Vice President)
The Number II jewel bears the banner with the inscription Excelsior. This reminds KAs to strive for excellence in all things and not to settle for mediocrity. The Number II assumes the duties of the Number I in his absence or inability to act, counts the votes on questions submitted to the chapter, reports to the chapter violation of the laws of Kappa Alpha Order that are not reported by the Number VII. (Kappa Alpha Laws 9-132) The Number I typically appoints the Number II to serve as the chapter’s new member educator. (Kappa Alpha Laws 8-122) The Number II is also in charge of internal operations of the chapter.
Number III (Recording Secretary)
The Number III jewel is the anchor and symbolizes strength and hope. The Number III keeps full minutes of chapter meetings in a permanently bound minute book, calls roll at each chapter meeting, reads minutes from the previous chapter meeting, supervises the Number IV in keeping files of chapter correspondence and is responsible for the national reporting system. The Number III supervises the external operations of the chapter. (Kappa Alpha Laws 9-133)
Number IV (Corresponding Secretary)
The jewel of the Number IV is the scroll and pen. It represents this officer’s duty of correspondence. The Number IV files correspondence to and from the chapter, supervises writing of all correspondence and is generally regarded as the public relations chairman for the chapter. (Kappa Alpha Laws 9-134)
Number V (Historian)
The Number V jewel is two crossed pens that symbolize this officer’s responsibility of recording the history of the chapter. The Number V maintains the chapter register, facilitates alumni activities, edits and publishes the chapter newsletter, keeps alumni addresses up-to-date, records historical data and is responsible for the chapter library, pictures and other properties of historical nature. Since many of the Number V’s duties center on alumni, he is generally regarded as the chapter’s alumni relations chairman. (Kappa Alpha Laws 9-135)
Number VI (Purser)
The jewel of the Number VI is two crossed keys that represent the keys to the chapter’s purse or responsibility for the chapter’s finances. The Purser, who is also called Treasurer in many chapters, collects all dues, fees, fines and assessments; maintains financial records and disburses all funds. He will work closely with the Number I, chairman of the prudential committee, maintaining the chapter’s budget and making sure all brothers stay current in their fiscal responsibility. (Kappa Alpha Laws 9-136)
Number VII (Parliamentarian)
The Number VII jewel is the carpenter’s plumb which is used to plot a straight line. The Number VII does this through his knowledge of the laws of the Order, the bylaws of the chapter and the rules for parliamentary procedure. He reports to the chapter the failure of any officer to perform any required duty or the non-compliance of any member to the laws or customs of the Order. The Number VII also helps keep the chapter meetings running smoothly and efficiently. He often serves as the commander for the chapter’s Council of Honor program. (Kappa Alpha Laws 9-137)
Number VIII (Sergeant-at-Arms)
The jewel of the Number VIII is the crossed sword and key representing the Number VIII’s role of protecting formal chapter meetings from unlawful entry by uninitiated persons. Since the Number VIII has limited responsibility in the laws, many chapters appoint this person as the social and risk management chairman. (Kappa Alpha Laws 9-138)
Number IX (Marshal)
The Number IX jewel is crossed batons. These represent batons a Marshal would carry to oversee a parade or ceremony. Just as a Marshal would be a director, the Number IX is the director of the chapter’s initiation. This officer also introduces alumni and visiting national officers at chapter meetings and is responsible for the preservation of paraphernalia, chapter room equipment and properties. The Marshal, who is also called the Ritualist in many chapters, oversees the practice and production of the chapter’s initiation. (Kappa Alpha Laws 9-139)
Committees
Even though our chapters have nine officers, it is impossible for these men to govern and operate a successful chapter by themselves. Just as a company’s board of directors directs employees to carry out policy or accomplish tasks, the officers must have others who are willing to work diligently for the chapter. To assist in the daily operations, a successful chapter will incorporate a strong committee system. Committees are groups which focus on a particular area of chapter operations. Committees not only support chapter officers, but they also provide a way for other members to be involved. By delegating responsibilities through committees, chapter members know that they are making an important contribution. It is advisable to incorporate all members, initiates and new members, into the committee structure. This will only make your brothers more knowledgeable and capable, and the end result will be a stronger chapter.
The only committee that is required by KA Laws is the prudential committee, which oversees the financial procedures of the active chapter (Kappa Alpha Laws 9-225). Therefore, it is up to the individual chapters to decide which committees they will need. The following are a few common committees that you will find in almost any chapter:
New Member Education - Appointed by the Number I, it directs and plans the chapter’s new member education program.
Ritual - Arranges and oversees preparations for the chapter’s initiation. The Number IX will chair this committee.
Council of Honor - The Council of Honor Commander educates the active members on the laws and customs of the Order. This committee is usually chaired by the Number IX, VII, or another member of the chapter that is knowledgeable about the laws and ritual.
Scholarship - Plans and implements programs to develop higher scholarship among actives and members awaiting initiation.
Alumni Relations - Publishes the alumni newsletter and coordinates alumni participation in chapter events. The Number V usually chairs this committee.
Recruitment - Prepares and implements member recruitment programs. This should be a very active committee that operates year round.
Public Relations - Effectively communicates with the campus and community concerning chapter events and activities. This is often chaired by the Number IV.
Intramurals - Prepares schedules, conducts practices and coordinates athletic events for the chapter.
Housing - Oversees the management and care for the chapter house.
Project Outreach - Coordinates all charity, philanthropic and community service events for the chapter.
Each committee is headed by a chairman who delegates the committee’s responsibilities to its members making sure all are involved and accomplishing their tasks. The chairman then reports to a chapter officer in accordance with the chapter’s organizational structure.
Communication works best if the committee chairman types a summary of his committee’s work each month and presents it to the appropriate officer. Committee chairs should also report their progress to the chapter periodically at chapter meetings.
Chapter Organization
In order for the chapter to be productive and efficient, it must organize its officers and committees into a detailed structure. Since Kappa Alpha is military in organization, a military hierarchy is adopted. Operations are divided into two categories, internal and external. This structure was designed to assist chapters in organizing their officers and committee chairmen. While it is recommended that active chapters adopt this structure, it is not required.
Internal operations are headed by the Number II and his responsibilities may include, but are not limited to: Council of Honor, recruitment, initiations, new member education, house management and scholarship. The chairmen of these committees will report to the Number II. For example, the Number IX chairs the ritual committee so he would report to the Number II.
The same is true for the external operations of the chapter, which are headed by the Number III. External areas of operations may include, but are not limited to: public relations, social, risk management, project outreach and alumni relations. Committee chairmen will report to the Number III.
In turn, the Number II and III will keep the Number I apprised of the activities of the various committees. By dividing the tasks and responsibilities, this type of structure not only allows more to be accomplished while preventing officer or
member “burn-out,” but it also teaches interpersonal and managerial skills. This highly effective structure allows the Number I to become an accomplished manager. The one other person who should report directly to the Number I, other than the Number II and III, is the Number VI who oversees all financial matters.
Executive Committee
The dissemination of information often takes place in the executive committee which is comprised of the chapter’s officers and select committee chairs. Together they function as the board of directors for the chapter. Effective executive committees usually meet during the week prior to the chapter meeting to discuss their agenda and plot the direction of the chapter.
Advisors
Even though the chapter operations guides and the Kappa Alpha Laws are great guides for chapters, the greatest immediate resource lies in our own brothers and their experiences. Throughout your term as an active, you will face many difficult situations that you are unfamiliar with, but will learn from. When searching for advice, it is wise to consult with an advisor.
Alumni Advisory Committee/Alumnus Advisor
Many alumni choose to stay involved with a chapter and KA through a local alumni chapter or as a member of an alumni advisory committee (AAC). The AAC is appointed by the province commander and is composed of at least three alumni who counsel the chapter on financial matters and other pertinent areas of chapter operations. Kappa Alpha Laws dictates that every active chapter must have an alumnus advisor and Alumni Advisory Committee.
Faculty Advisor
The faculty advisor, usually employed by the university where the chapter is located, aids the chapter in matters related to the campus, particularly scholarship. Faculty advisors can be extremely helpful to the chapter and instrumental in its success. The chapter, who appoints its own faculty advisor, should choose one that is enthusiastic and is in a position to help when needed. The chapter should always make sure to include this person in activities and keep them informed of chapter events.
Chapter Business Meetings
Active chapters are required to meet regularly to discuss items and activities for the upcoming weeks. Kappa Alpha Laws requires that a chapter have at least one formal, with use of the customs of the Order, meeting every two weeks. For each meeting, there is a set agenda to help expedite the items that need to be covered. Each item of business falls into one of these categories and is discussed at that time. The agenda is as follows:
- Call to Order - The Number I begins the meeting.
- Roll Call and Reading of the Minutes -Roll is called by the Number III to determine if a quorum is present. He then reads the minutes from the last meeting.
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Report of Correspondence - Letters to and from the chapter are read, usually by the Number IV or corresponding secretary.
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Report of Officers - The chapter officers report on matters for which they are responsible. An officer should have a report to the chapter at every meeting if he is doing his job.
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Report of Committees - Committee chairs report on matters for which they are responsible.
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Special Order of Business - Important business previously designated for consideration at this meeting.
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Unfinished Business - Old business that is left over from a previous meeting.
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New Business - Introduction of new topics for discussion.
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Voluntary Remarks - An opportunity for open floor discussion by the membership.
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Parliamentary Report and Decisions - The Number VII, or Parliamentarian reports any violations of parliamentary procedure and the Number I assesses fines.
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Adjournment - Dismissal from the chapter meeting.
Chapter meetings are run according to parliamentary procedure. This allows everyone to be heard in an organized manner and decisions to be made without confusion. It is important that everyone understand the basics of parliamentary procedure in order to be an effective contributor to the chapter. Robert’s Rules of Order is the parliamentary procedure handbook to which the Order has chosen to subscribe.
Robert’s Rules of Order utilizes several motions to transact business during the meeting. Although there are several motions, the most important for your chapter is the “main motion.” A “main motion” introduces subjects to the chapter for consideration and it cannot be made while another motion is “on the floor” or being considered.
A Motion
A motion goes through four steps during the course of a meeting. These are:
- 1. Presented -The motion is brought to the floor for consideration by saying “I move that . . .”
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Seconded - Someone other than the presenter of the motion must then show support for the motion by saying, “I second the motion” or simply “second.” If there is no “second,” the motion dies - or fails.
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Debated - In an organized manner, members voice their opinion on the motion.
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Vote Members vote on the motion that is being considered - sometimes called a “question.”
Other Types of Motions
As mentioned earlier, there are also several other types of motions. They are:
Subsidiary - This changes or affects how the main motion is handled or worded. i.e. - an amendment Privileged - This would be used when special, important or urgent matters not related to the pending motion and are most important. i.e. - adjournment
Incidental - Questions of procedure from other motions. i.e. - suspension of the rules
Voting
Different motions require different votes and members can vote on a motion in one of several ways. Be sure to check the Kappa Alpha Laws and your chapter’s bylaws for these requirements. Motions can be voted on by:
Voice - This is allowed only for votes that require majority opinion. Show of Hands - This provides sight verification to a voice vote.
Roll Call - When recording a voice vote for each member is necessary.
Secret ballot - To be used only when secrecy is desired or mandated.
General Consent - When it is clearly obvious that no objection will be stated.
Levels of Membership
Within Kappa Alpha Order there are three types, or levels, of membership. They are:
Member Awaiting Initiation - The first level of membership is the member awaiting initiation, new member or pre-initiate. This brother is at the beginning of his Kappa Alpha experience and has a lifetime of brotherhood ahead of him. He is, of course, unknowledgeable about the true meaning of Kappa Alpha, but that does not make him any less of a brother. In fact, as the induction ceremony points out, accept for the formal initiation, “ . . . we are now your brothers.” Active - The second level of membership is that of the active member. This is the initiated chapter member who has not yet graduated or left college. He is the driving force of the chapter and the Order. While an active member has the privilege of being a KA, he also has the responsibility to uphold the values of Kappa Alpha and see that the chapter continues to grow and thrive.
Alumnus - The final level of membership is the alumnus. This man has finished school or has otherwise, left the chapter. Alumni are an important part of the Order: they comprise a large part of the voting body at convention, they advise and assist local chapters on their operations, and they donate time and money to the national organization. Each active member must realize that he will one day be an alumnus, and that his obligations to the Order and his chapter do not end on graduation day.
You will notice that there is no such thing as an “inactive” member. Once you have decided to become a Kappa Alpha, and have pledged to uphold the ideals of the Order, there is no release from your obligations except by expulsion. No matter what your level of membership, Kappa Alpha presents a wealth of opportunities and experiences for you, and your memories will last as long as your membership, a lifetime.
Membership Education
Members of our chapters have to be educated about our fraternity. Kappa Alpha Order provides us with a structure to operate as a chapter, a rich history, laws to
govern ourselves, and a beautiful ritual. Every member has to go through a process of membership education to acquire knowledge about our Order.
New Member Education - The first process we go through is new member education. New member education is an introduction to Kappa Alpha, learning about our history and preparing one to become an active member. The educational period (maximum 10 weeks) consists of learning exercises, team building experiences, and the development of new friendships. Every new member deserves to have a positive experience. Your new member education period is not a time for meaningless tasks and activities, nor does it permit members to physically humiliate or degrade. Kappa Alpha Order strictly prohibits hazing. Hazing activities are defined as, “Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce metal or physical discomfort, embarrassment, harassment or ridicule. . .” (KA Laws App. 401) The purpose of new member education is to learn about our organization and to prepare you to become an active member.
Member Education - The purpose of member education is to prepare future leaders inside and outside of the fraternity. Member education should consist of laws and ritual training, risk management, values and ethics, time management, study skills, career-based skills (resume writing, interview skills, job search, etc.), and leadership development. Programs are available for member education through province council, the National Leadership Institute, The Number I’s Leadership Summit, The Crusade RoundTable, campus workshops and presentations, and educational and leadership consultant visits.
Council of Honor - After a member is initiated one finds there is much more to learn about Kappa Alpha. The ritual provides many themes, obligations, and expectations for each member. One way to learn more about the ritual is through a solid Council of Honor program.
Council of Honor is a program of intense study of the laws and customs of the Order. The program seeks to provide members of Kappa Alpha with greater insight into the Kappa Alpha Laws and chapter by-laws, parliamentary procedure, and the ritual, coming to understand the symbolism and recurring themes not often understood or noticed. Total Membership Development Program
The Crusade
The Crusade is Kappa Alpha Order’s total membership development program designed to provide our undergraduates with educational opportunities throughout their college experience. Based on the customs of the Order, the program emphasizes academic excellence, values and ethics, community service, team building, and leadership that is beneficial to the active participant during his undergraduate years, but also throughout life.
Since its inception in 1999, thirty-three chapters have successfully adopted the program and are excelling scholastically, increasing their philanthropic service, managing their finances more effectively, and recruiting and retaining more members. A member of Kappa Alpha Order begins The Crusade immediately after he is inducted into a Crusade chapter. He begins with the first phase, Voyage for Brotherhood and moves sequentially through the remaining three phases, Honor Bound, Quest for Leadership and The Journey Beyond which usually correspond to the members’ freshman, sophomore, junior and senior years respectively.
Utilizing different methods of learning, The Crusade aims to present interesting topics relating to the fraternal experience and personal development through a varied array of mediums. Some of these learning methods include experiential learning, service learning, team building, scenario based learning, peer education, and other traditional methods of instruction.
Unique to other membership development programs around the Greek world, The Crusade aims to strengthen the active chapter and the undergraduate member through a variety of learning styles and support mechanisms. With the foundation of the program rooted in the customs of the Order, the program strives to teach responsibility and self-governance while creating an interfraternal atmosphere. The Crusade is not mandatory; chapters participate of their own free will. Consequently, The Crusade is changing the landscape of KA through self-imposed responsibilities and standards rather than mandates and rules.
PHASE I - The first phase encompasses the new member education program. It begins with the induction ceremony and will last from 6 to 10 weeks. Its purpose is to help the new member establish high standards in all areas relevant to his college career. Through a well-planned program involving team building activities, community service projects, and outside sources, the new member will learn time management skills, personal finance, etiquette, successful scholarship, the responsibility of brotherhood, and the history of Kappa Alpha. The new member’s formal initiation into Kappa Alpha Order will signify the completion of The Voyage for Brotherhood. PHASE II - The second phase is intended to help the member, through in-depth study, gain a good understanding of the Kappa Alpha Laws and the customs of the Order, and to help foster an appreciation of values and ethics. The understanding of the philosophical framework of Kappa Alpha Order is vital to the principle of self-governance and ethical leadership. The Council of Honor and related workshops serve as the backbone for the phase and are to be accompanied with group exercises, case studies, and guest speakers. Holding a position within KA and serving the community will also be a big part of Honor Bound.
PHASE III - The chief purposes of the third phase are to provide members with leadership skills that will benefit them in the future and to educate them on social issues. Members will have the opportunity to further develop both their leadership and organizational skills by actively holding leadership roles on campus and within the chapter. The phase will last approximately one year and will involve a leadership retreat, case study scenarios, survival simulations, the presentation of educational modules, speaking opportunities, leadership evaluation and development, and continued service to the community. Increasing the member’s knowledge of campus government and social issues affecting he and his chapter are also part of Quest for Leadership.
PHASE IV - The final phase of The Crusade has been designed to allow members to focus on activities that will prepare them for life experiences after college. Its main purposes are to prepare members for a career, emphasize the importance of KA involvement as an alumnus and to enhance community awareness. Resume writing, interview skills, dressing for success, career research, volunteer work, and the importance of continued involvement as an alumni will be addressed during this phase which will last approximately one year. Graduation from college will complete The Journey Beyond. |
