OFFICER POSITIONS AVAILABLE AND OFFICER DUTIES
Officer Responsibilities
President:
(1) Plan the agenda for weekly meetings and run the meetings.
(2) Meet weekly with advisors and other officers to discuss Chapter activities.
(3) Maintain regular contact with the staff in Student Life and Activities, the Dean of Students (Dean Mulligan) and the Dean of Faculty (Dean White) and keep them informed of our Chapter functions.
(4) If requested by the administration, represent Phi Theta Kappa at college-wide functions.
(5) Make sure all required College forms are completed properly and in a timely fashion for all our functions and activities (this includes securing rooms, requesting audio-visuals, making copies, etc.)
(6) Complete all necessary forms required by Phi Theta Kappa headquarters are completed properly and meet all deadlines. This includes our involvement with the 5-Star Chapter Development Program, International Service Project, Comprehensive College Project, etc.
(7) Supervise the preparation of all award entries to make sure they are properly prepared and submitted on time. This includes the PTK regional awards entries, PTK international award entries, Student Life and Activities Awards, etc.
(8) If funds permit, be available to represent our Chapter at the Phi Theta Kappa Middle States and International Honors Institute in June.
(9) Work with the VP of Leadership to coordinate our Chapter’s leadership activities within the College and the PTK region.
(10) Communicate with Regional, International, and local Chapter officers
and facilitate joint programs.
(11) Prepare a welcome letter to prospective members two times a year.
Vice-President:
(1) Attend weekly meetings and in the absence of the President, run the meetings.
(2) Coordinate the preparation of all Induction Ceremony functions: preparing certificates, name tags and programs, purchasing paper products, decorations, etc.
(3) Work with Prof. Wilson to send out the acceptance letters to eligible inductees and non-acceptance letters to ineligible applicants two times a year.
(4) Prepare the Distinguished Chapter President Award entry as part of the PTK regional and international awards.
(5) Coordinate the end of the year Phi Theta Kappa Awards Banquet, including making a list of Kappans and faculty to recognize, preparing certificates, and securing special awards.
Secretary:
(1) Take minutes at meetings; type up and distribute to all officers and advisors by the next meeting and send minutes via e-mail to active members.
(2) Regularly revise as needed the Alpha Theta Theta Chapter brochure, membership application, scholarship lists, and other chapter handouts and have copies always on hand at the office and with the advisors.
(3) Coordinate communication with Chapter members via telephone calls, e-mails, and/or mailings.
(4) Supervise the regular preparation and mailing of Chapter newsletters to members and regional officers.
(5) Maintain frequent communication with the Middle States and International Headquarters via their web sites and/or e-mails.
(6) Check the Phi Theta Kappa mailbox every few days, located at the Clara Dasher Student Center Building.
(7) Send out thank-you letters when appropriate (faculty who participate in our programs, blood donors, etc.)
(8) Prepare the Distinguished Chapter Officer Award entry as part of the
PTK regional and international awards.
Treasurer:
(1) Deposit monies in the Phi Theta Kappa account at the Bursar’s office.
(2) Keep all financial records and communicate regularly with Chapter advisors.
(3) Supervise and coordinate regular fundraising events including our Kente stoles sales, our Book Swap campus program and our Dollars for Scholars regional fundraising program.
(4) Prepare proposals to request funds from SGA for Kappans to attend the
regional and international conventions (2 times a year) and make the required appointment with SGA to present the proposal to them.
Vice-President of Leadership:
(1) Conduct 4 leadership activities every semester (8 per year).
(2) Do all paper work for leadership activities including securing the rooms, ordering food and audio-visuals and securing flyers to advertise the programs.
(3) Prepare the Leadership Hallmark Award entry two times per year December (for Regional Awards) and January (for International awards.)
(4) Write articles describing Chapter activities under the leadership hallmark to include in our Chapter newsletter and web-site two times a year.
Vice-President of Scholarship:
(1) Conduct 4 scholarship activities every semester (8 a year).
(2) Do all paper work for scholarship activities including securing the rooms, ordering food and audio-visuals, and securing flyers to advertise the programs.
(3) Prepare the Scholarship Hallmark Award entry two times per year, in December (for Regional Awards) and January (for International awards.)
(4) Write articles describing Chapter activities under this scholarship hallmark to include in our Chapter newsletter and web-site two times a year.
Vice-President of Service:
(1) Conduct 4 service activities every semester (8 a year).
(2) Do all paper work for service activities including securing the rooms, ordering food and audio-visuals, and securing flyers to advertise the programs.
(3) Prepare the Service Hallmark Award entry two times per year, in December (for Regional Awards) and January (for International awards.)
(4) Write articles describing Chapter activities under this service hallmark to include in our Chapter newsletter and web-site two times a year.
Vice-President of Fellowship:
(1) Communicate with Regional, International, and local Chapter officers
and facilitate joint programs.
(2) Maintain constant contact with Regional, International, and local Chapters around the region.
(3) Networking with other chapters and organizations in and out of campus.
All Officers:
(1) Meet at least once a month as an Executive Board to coordinate all chapter activities.
(2) Meet as an Executive board between May (the installation of new officers) and September to establish goals and plan the chapter yearly calendar, including activities covering all Phi Theta Kappa Hallmarks: leadership, scholarship, and service.
(3) If funds permit, be available to represent the Chapter at Phi Theta Kappa Regional and International Conventions/Conferences as well as College sponsored events. This generally involves a State Leadership conference in October, the Phi Theta Kappa Regional convention in February, the International Convention in April, the Regional officer’s academy and Honors Institute in June, and the Regional picnic at Hershey Park in August.
(4) Maintain weekly office hours at the Phi Theta Kappa Office and post these outside the office on the bulletin board. Also, answer all messages left on the answering machine.