Corresponding Secretary
The Corresponding Secretary is in charge of chapter correspondence, overseeing chapter
reports and keeping the chapter files.
I. Overall Duties
- A. Correspondence
- Invitations
a. chapter functions
b. for affiliation
- Courtesy notes, thank-you's
- Answer letters addressed to chapter
- correspondence with civic organizations
- B. Order Chapter Supplies
- C. Assist with chapter newsletter
- D. Confirm that officers' reports have been sent
- Record when report was sent
- Give monthly report at meetings - what was sent last month and what needs to be done this month.
- E. Chapter Files
- Keep record of chapter permanent files (see Procedures Manual, p.37-38)
- Know location of all other current and reference files
- F. Serve on Social Committee
II. Materials
- A.Chapter Procedures Manual
- B. FWAC Manual
- C. Address List
- D. Deadline list*
- E. Record or "Checkout" book of Permanent chapter files *
- F. National Headquarters supplies price list
* The two report forms - Permanent Files and Reports Checklists - may be downloaded above in ASCII format or here "zipped" together in WordPerfect 6.1 for Windows format.
Calendar
June
- Review Chapter files
- a. get initials on Permanent Files sheet
- b. check with officers about what they have in their reference files, what should be kept, discarded or put in permanent file
- c. make sure everything is accounted for and in good shape
- Checklist:
- a. Treasurer - clear obligations with National Headquarters
July
- Checklist:
- Editor - Fall Pan Pipes information by July 20
- Check chapter supplies, order if necessary
August
- Assist with yearbook if necessary
September
- Report officer changes to National Headquarters
- Assist V.P. Program with yearbook mailing
- Checklist
- a. Treasurer - status of delinquents to National Headquarters
- b. Yearbook - complete and mail copies to all appropriate officers and members
October
- Checklist
- a. President - Fall Report by October 15
- b. Recording Secretary - list of members to NH
- c. V.P. Membership - applications for affiliation to NH
- d. Treasurer - Life Membership payments to NH, 2 copies of approved budget to Province Officer
November
- Checklist
- a. Treasurer - dues to National Headquarters
December
- Send invitations to Holiday Party
- with Social Committee, begin work on Benefit Tea invitations (for February tea)
- Checklist
- a. By-Laws Chair - report to National officers
- b. Editor - Spring Pan Pipes material by December 20
January
- Mail Benefit Tea invitations ASAP
- Send officer changes to National Headquarters and Province Officer
February
- Consult treasurer and send thank-you notes for large donations to Benefit Tea.
- Checklist
- a. Treasurer - Life Membership payments check
- b. Editor - Summer Pan Pipes material by February 20
- c. Editor - Beta Broadcast material to Province editor by March 1
- d. Honors chair -All award applications to Province Officer by March 1
March
- Order recognition pins for Zeta Psi Seniors. Big Sis/Little Sis Chair should have information.
- Checklist
- a. treasurer - annual service charge and convention payment to National Headquarters
April
- Bring chapter files up-to-date
- Annual report to chapter - condition of files, year's correspondence, reports sent
- Send invitations to membership to Zeta Psi graduating seniors
- Checklist
- a. Recording Secretary - Officers list to National Headquarters by April 15
- b. Treasurer - clear all obligations with NH
- c. Editor - chapter history
- d. Fraternity Education - programs report to Province Officer
May
- Send invitations to June dinner if desired
- Checklist
- a. President - Annual report to Province Officer by May 15
- b. V. P. Ritual - Check Sheet and report to Province Officer by May 15
- c. Treasurer - Annual report to Province Officer by May 15
- d. Editor - special information to National Publications Chair
Contents
Index
Calendar
Please contact Betsy Thal Gephart with any questions or comments: bgephart@comcast.net.
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