programming€¦ · web viewtheta phi alpha, therefore, encourages each colony to work continually...

Programming

Scholarship

Scholarship was addressed in the first Constitution of Theta Phi Alpha written by Founder Amelia McSweeney. In addition, the Traditions of Theta Phi Alpha state, "A Theta Phi Alpha labors with diligence to maintain her scholarship." Scholarship and education are the reasons our members enter college. Theta Phi Alpha, therefore, encourages each colony to work continually on the education of its members through its programming.

Colonies submit a written, colony approved, academic excellence program each year. The academic excellence program is a requirement of the Pearls to Lifetime commitment, and the templates provided from National Office should be used.

Colonies are also required to submit a Scholarship Report 15 days after Colonization Weekend and each term listing each pledge sister’s grades and computing a colony grade point average (GPA).

Positive motivation should drive each colony’s academic excellence program. Colonies should reward sisters for scholarship. For example, each term seek to reward deserving sisters:

Best for the term Best cumulative GPA Most improved GPA

The National Policy on Scholarship covers the grade requirements for good academic standing within the Fraternity, pledging and to hold an executive office. Academic standards should be addressed in the colony Bylaws.

If a member falls below the required cumulative grade point average, National Policy states that she is no longer considered a member in good standing. This means that her social activities within the colony are restricted to allow her to dedicate time towards her studies. Failure to maintain the Fraternity's academic standards should be reported to the Colony Advisor and may result in depledging.

Membership Recruitment

In order to obtain new members, each colony must recruit prospective members. Two main types of membership selection exist: bid matching (preferential bidding) and open bidding. In all cases, Theta Phi Alpha colonies and colonies must follow campus rules and the National Panhellenic Conference (NPC) Unanimous Agreements during membership recruitment. If considered necessary, the colony can work between membership recruitment periods to have campus rules changed.

Theta Phi Alpha Colony Operations Manual 2-1 January 2011

Bid matching is endorsed by NPC as the preferred method of membership selection. Under bid matching, each sorority submits lists of women that the colony would be willing to admit. Each potential member’s name and sorority preference is read and hopefully “matched” with a sorority. Names are only matched until a colony reaches “quota,” a campus-specified limit. After all names are read, the sorority extends a “bid” to each woman whose name was matched with its sorority. Potential members should be told that once they accept a bid, they are bound to the NPC sorority for one year or until they leave campus.

Continuous open bidding (COB) should follow on campuses using bid matching, if the sorority does not exceed a campus specified limit, called “total”. Total is the maximum number of members plus pledge sisters per sorority that a campus will allow. (NOTE: A colony may exceed total to reach quota.)

Some Theta Phi Alpha colonies only participate in open bidding or open membership recruitment. Open membership recruitment includes a variety of selection methods. The colony usually extends bids to women it would like as potential members. On some campuses, potential members bid the sorority that they would like to join.

The bidding process is usually preceded by a series of social events or informational sessions designed to attract members and to allow participants to get acquainted. A wide variety of ideas on how to plan membership recruitment events, how to involve members, and theme ideas are documented in the Recruitment Guide. After elections, the new Membership Recruitment Chairman should read the manual thoroughly.

Monthly Recruitment Reports should be submitted to National Office as required by the National Calendar of Due Dates.

Each colony also submits a Membership Recruitment program annually to National Office in accordance with the National Calendar of Due Dates and the Pearls to Lifetime Commitment. These programs are reviewed by the National Membership Recruitment Chairman.

Everything a colony member says or does can reflect upon the colony, therefore membership recruitment is a year-round event. Colonies should try to obtain positive publicity throughout the year, including sending notices of events sponsored or philanthropic projects completed to campus and community newspapers. Colonies should also submit notices to hometown newspapers of members’ accomplishments or after elections.

The Grand Council determines the minimum number of women required for installation.

Pledge Sister Education

My Sister, My Friend is the education program for Theta Phi Alpha pledge sisters. It is designed as a time of education and learning about the Fraternity, the colony, and most importantly, self. This program aids pledge sisters as they prepare for initiation as a Theta Phi Alpha sister. My


Sister, My Friend welcomes pledge sisters into the Fraternity through positive and rewarding experiences.

The recommended time frame for completing My Sister, My Friend is nine weeks. Some colonies will be bound by campus rules to complete the program in a shorter amount of time. Colonies also tend to get many “waves” of pledge sisters. Incoming women may be caught up on the material or may start a new wave of Pledge Sister Education.

After National Office receives Pledge Sister Information Forms and fees, the colony is sent a package of My Sister, My Friend Handbooks, Emergency Cards, and pledge pins. The National Pledge Sister Exam will be mailed to the Colony Advisor or her designee upon request. The National Pledge Sister Examination is open book, but should still be conducted in a quiet environment. A proctor should be available during the test, preferably the Colony Advisor. Completed examinations should be mailed to the National Office. The colony must receive permission from the National Office prior to initiating the pledge sisters. Pledge sisters are given the opportunity to retake the examination if they do not pass on the first try, which is another reason to provide sufficient time for grading.

Whenever a pledge sister depledges, a Depledge Report must be submitted to National Office. Additionally, a Depledge Report listing “none” should be submitted for each academic term during which no pledge sisters depledge.

Initiation must be performed in accordance with Theta Phi Alpha Ritual. The alumnae association president or her designee (e.g., a Board member or another alumna from the area) should be present to participate in the Initiation Ceremony. Subsequent to initiation, the Initiation Report and fees must be mailed to National Office in accordance with the National Calendar of Due Dates. The initiation fees must be collected in advance of the initiation ceremony. Once the Initiation Report and fees are received by National Office, the new initiates will begin to receive The Compass and the colony will receive, on behalf of the new initiates, their Initiation Certification and copies of the National Constitution and Bylaws. Within six months of initiation, each initiate is required by the National Constitution and Bylaws to purchase a Membership Badge.

My Sister, My Friend Pledge Sister Education Program

My Sister, My Friend is a program of dignity that emphasizes the goals and traditions of our Fraternity. The seven purposes of Theta Phi Alpha's pledge sister education program are:

developing skills to ensure scholastic success enhancing personal confidence establishing knowledge of local and national history developing a sense of social responsibility establishing a lifetime membership awareness understanding the Greek community developing leadership and group action skills


All activities engaged in by pledge sisters during their education period must conform to these seven purposes.

Focus Statements

Each section of the My Sister, My Friend program is developed around a separate focus statement. Colony members will use a variety of techniques to present the material to pledge sisters: discussions, lectures, activities, songs, history lessons, BASICS case studies, social events, and philanthropic projects. The focus statements of the program are:

1. I will know and understand the ideals expressed in Theta Phi Alpha's Ritual, Creed, and Mission Statement, and strive to incorporate these in my daily life.

2. I will strive for scholastic achievement and practice academic integrity.

3. I will respect the dignity of myself and all persons; therefore I will not physically, mentally, or psychologically abuse or haze any human being, nor tolerate such behavior.

4. I will meet my financial obligations in a timely manner.

5. I will strive to know and to understand the history, government, and structure of Theta Phi Alpha and my colony.

6. I will strive to enhance the Greek community and to understand my role concerning the National Panhellenic Conference.

7. I will support the philanthropic activities of the Fraternity and work to enhance the lives of others through community service.

Pledge Sister Educator

The Pledge Sister Educator coordinates the education program and serves as teacher, counselor, confidant and friend during the pledge sister period. As the program coordinator, she enlists the assistance of sisters and pledge sisters in implementing the education program. This may be the Faculty Advisor or her designee, and it may even be a colony Pledge Sister.

Part of the Pledge Sister Educator’s role is to be impartial in arbitrating differences, and to use her mature judgment to ensure harmony and healthy morale within the colony. Her primary responsibility is to educate the pledge sisters to ensure the colony prospers after she and other collegians have graduated.

Depledging

No matter how carefully a fraternity may select a pledge sister, sometimes the relationship is not beneficial to both parties. The pledge sister education period allows the pledge sister to become acquainted with colony members as well as to understand the obligations and responsibilities of


membership. A pledge sister may find that for personal reasons, she no longer wants to become a part of the Fraternity. Then, in the best interests of all concerned she would surrender her pledge. When making such a decision, she should be aware of the agreement followed by the member groups of the National Panhellenic Conference: for a period of one year from the date she makes her pledge, no other member group of the National Panhellenic Conference is permitted to offer her membership.

Occasionally, the desire to be released from a pledge is based on a misunderstanding of some aspect of fraternity life. Misunderstandings can result in a broken pledge unless the causes are discussed freely with informed members of Theta Phi Alpha. Should a problem arise, a pledge sister should talk to her Pledge Sister Educator and the Colony Advisor. No pledge sister should make the decision to withdraw from the Fraternity without discussing her reasons honestly with the Pledge Sister Educator and the Colony Advisor.

On the other hand, the colony may find that it no longer is able to accept a pledge sister as a member of the group for either scholastic or other serious reasons. After discussion of the matter with the Colony Advisor, the colony may decide to break the pledge. The proper colony officers should tell the pledge sister of the decision frankly, kindly, and on a timely basis.

Hazing

Theta Phi Alpha supports the NPC resolution on hazing, adopted in 1979, which follows:

“Hazing is defined as any action taken or situation created, intentionally, whether on or off Fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities or situations include creation of excessive fatigue; physical and psychological shocks; wearing in public, apparel which is conspicuous and not normally in good taste; engaging in public stunts and jokes; morally degrading or humiliating games and activities; late night sessions which interfere with academic activity, and other activities which are inconsistent with rituals of the Fraternity or regulations and policies of the educational institution.”

The National Policy on Pledge Sister Education outlines activities that are considered hazing. Any violation of the National Policy will result in a colony being placed on probation and may result in the indefinite suspension of membership by those sisters engaged in this inappropriate activity. Hazing of pledge sisters or initiated sisters is not in keeping with ideals of Theta Phi Alpha, its National Constitution and Bylaws or its Creed and will not be tolerated.

Following is a list of activities always considered hazing and will be subject to disciplinary action, regardless of whether a pledge sister participated in the activity. This list is not meant to be a complete list, and other activities may be considered hazing. scavenger or treasure hunts kidnappings or confinement stranding a person road rallies


required calisthenics or other exercise paddling forced or encouraged excessive consumption of food or beverage forced or encouraged consumption of alcohol deprivation of food or water full or partial nudity at any Theta Phi Alpha activity lineups interrogations blindfolding prohibiting personal hygiene practices

Finances

The Traditions of Theta Phi Alpha state, "A Theta Phi Alpha understands that financial obligations are met promptly." Financial responsibility is a part of fraternity life. All sisters and pledge sisters need to understand this commitment. The financial base of the colony is the responsibility of each and every member, not just the Treasurer. Each colony determines its own dues according to its budget of projected expenditures, including obligations to the National Fraternity and the operating expenses of functioning on the campus. Every member is responsible for paying her dues to ensure financial stability.

Membership dues are of two types, national and colony, and they continue each year that you are in college. Each collegiate member also pays an annual insurance fee to the national organization. Sometimes colonies find it necessary to add assessments to the membership dues to pay for extra benefits or unexpected needs. This is usually done by a vote of the membership. These assessments will vary from time to time and from colony to colony, with some having few or no assessments. Optional items such as T-shirts and photographs are often individual expenses that are usually not included in the dues, but are collected from members who wish to incur such expenses.

The primary financial problem facing colonies is the collection of funds from members. The escalating cost of education is a continuing factor in this difficulty. Some members are having difficulty paying tuition, let alone colony dues. Colonies should require each sister and pledge sister to sign a Financial Responsibility Form. This form documents the member’s understanding of her financial responsibility and is legally binding. This form is included in the National Financial Manual. The colonies that manage their finances the best do so by work with their Standards Board and Board of Directors to regularly review the colony’s financial situation.

The colony Bylaws should state requirements to be considered in good financial standing. Outstanding balances should be reviewed at each Standards Board meeting. Members who are not in good financial standing should be dealt with accordingly. This includes signing a Promissory Note and establishing a payment plan, or losing certain privileges, such as voting at elections, or restricted attendance at certain events such as White Rose Formal. Each colony or Colony Advisor decides the levels of discipline appropriate for its group.


Positive incentives can also be used in managing a colony’s finances. Examples include providing a discount if a member pays her dues for the entire year in advance or offering a discount to members with a certain grade point average.

The colony is required to submit several reports relating to its finances to National Office. Each report is documented and explained in the National Financial Manual. These reports are also listed on the National Calendar of Due Dates.

The National Financial Manual also includes a section on financial record keeping. The manual explains the different types of financial records that a colony should maintain and how they link together. Examples of these records are also included. If your colony needs assistance, the first place to turn is to your Colony Advisor or the National Assistant Treasurer.

Philanthropy/Community Service

Theta Phi Alpha supports two philanthropies on a national level. They are Glenmary Home Missioners and The House that Theta Phi Alpha Built.

Glenmary Home MissionersGlenmary was adopted as Theta Phi’s national philanthropy in 1950. A large part of Glenmary’s ministry is focused on meeting the material needs of the rural poor in Appalachia and the rural South and Southwest, regardless of their religious affiliation. In recent years, Theta Phi Alpha has helped Glenmary meet the social, physical and financial needs of the people it serves in many ways and sponsors a week of Camp Friendship in June.

The House that Theta Phi Alpha BuiltThe House that Theta Phi Alpha Built was adopted by Theta Phi Alpha as a second national philanthropy in 1993. This is a unique concept that focuses on homelessness and those in need of shelter. This philanthropy encourages colonies, colonies and alumnae associations to direct their efforts to the needs of their own local communities.

A number of organizations share the cause of The House that Theta Phi Alpha Built. They include, but are not limited to: homeless shelters, soup kitchens, shelters for victims of domestic violence, Habitat for Humanity International, American Red Cross and the Ronald McDonald House. The House that Theta Phi Alpha Built supports all efforts aimed at alleviating homelessness in all communities. Once a colony or association has identified a local organization whose purpose lies in this area, help can be given in many ways. For instance, food or clothing drives can be organized, shelter facilities can be cleaned or repaired, or fund raisers can be held to benefit the organization.

In order for philanthropic events to be considered by National Office, all money raised on behalf of local service organizations or a national philanthropy must be sent directly to the Theta Phi Alpha Foundation via National Office. The Foundation, in turn, sends a donation (for the full amount) to the local organization on behalf of the colony or association. With any check sent to Theta Phi Alpha Foundation, be sure to include the intended organization’s name, address, contact person, date of the event and a short description of the event held.


Donations received by the Theta Phi Alpha Foundation for The House that Theta Phi Alpha Built which do not specify a local organization will be distributed annually at the discretion of the Foundation’s Board of Directors.

The Philanthropy/Community Service Report is due to National Office in accordance with the Calendar of Due Dates. The report includes information on the organization that benefited from the event, the type of event, the number of sisters participating in the event, etc.

All colonies are required to do ONE event for The House that Theta Phi Alpha built OR Camp Friendship, as outlined in the Pearls to lifetime commitment. A Philanthropy Report must be filed within 15 days of the event, along with any money raised and a cover letter with instructions on where to send the funds.

The Theta Phi Alpha Foundation of Theta Phi Alpha

The Theta Phi Alpha Foundation promotes the academic excellence of all members of Theta Phi Alpha, including pledge sisters, collegians and alumnae. While Theta Phi Alpha Foundation is not a philanthropy, they have a philanthropic aspect.

The Foundation raises funds from Theta Phi Alpha sisters, families and friends. A significant source of donations is the roll call at local Founders’ Day celebrations. The funds raised are given back to the fraternity through scholarships to members and by providing funding for educational workshops at Leadership Conference and National Convention. Programs exist to recognize academic excellence by collegians and to send undergraduate representatives to North America Interfraternity Conference’s (NIC) Undergraduate Interfraternity Institute, a leadership training opportunity.

All colonies are required to do ONE fundraiser for The Theta Phi Alpha Foundation, as outlined in the Pearls to lifetime commitment. A Fundraising Report must be filed within 15 days of the event, along with any money raised addressed to the Theta Phi Alpha Foundation at National Office.

Fund Raising

Fund raising is a very important part of a successful colony. Ample funds allow a group to hold more activities, possibly lower dues, and in most cases, helps the group get along better as they work toward a common goal.

Setting up a Fund Raising PlanThe first step for your colony is to prepare a budget to see how much money is needed. When this amount is determined, decide how you want members to be accountable for helping to raise money. The following is an example system.


Take the amount of money needed and divide by the number of members. This is how much money each member needs to help raise. You could add this amount to each sister’s balance.

When a fund raiser is held, everyone who helps has a share of the profit. Helping includes making posters, selling the item, delivering the item, and performing other tasks involved in the fund raiser. A minimum amount of time could be established for each person to spend helping to get her credit, such as one hour. Example: A fund raiser netted $100 profit. Ten members helped for the requiredtime $100/10 = $10 each member gets credited toward her balance.

At the end of the term, all members who have not “earned” their fund raising money will owe this money to the colony.

If you use this system, members who “earned” more fund raising money than required may be given this amount, or a portion of it, credited to their balance, or the additional amount could stay with the colony. The needed amount would be collected since it is on each sister’s balance.

If your colony has no problems with participation in fund raisers, you may not need to set an amount for each person to earn. Instead, you could set a minimum number of hours each person must work on fund raising during the term. Sisters who do not contribute their fair share could be asked to appear before the Standards Board.

For a fund raising activity to be successful, the members must be convinced that the colony has a purpose for raising money. The first step is to set a goal. The goal could be $200 to buy new ritual equipment or $300 for a D.J. at formal. Whatever the reasons for raising money, a goal will help to motivate members.

The second step is to find something that will sell on your campus. Look at the amount of money your sisters and pledge sisters have available to spend. Chances are that the rest of the students do not have any more money than you do. Think of connections you may have – do you know someone who works at a florist, a pizza place, a restaurant that would donate water for a car wash, someone who sells holiday items – whatever the contacts may be, they may be a fund raising avenue.

The third step is to determine how much time your members have available to devote to fund raising. If you are going to make and to sell crafts, do your members have the time and skills to make this successful? Do members have time to go door-to-door and get orders? Can everyone give up a Saturday to make pizzas? A successful fund raiser may not require hours and hours of preparation.

The fourth step of a successful fund raiser, and perhaps the most important step, is publicity. How are you going to let others know about your product? Some suggestions include:

Poster/flyers on doors, in halls, on cafeteria tables School newspaper School radio station Memos sent to organizations on campus


Word of mouth

Now it is time to have your fund raiser. Where should you do it? If you are selling something for which orders can be placed, set up a table at a busy spot on campus, such as in the student union or cafeteria. Don’t rely solely on members going door-to-door, as some members may feel uncomfortable asking others to purchase items. If you are selling something where visibility is the key (like a car wash or bake sale), go to a busy area. Have members hold up signs that say what they are doing. Advertise on business marquees, if possible.

When your fund raiser is finished, you still have one thing to do – evaluate. The best time to evaluate is as soon after the event as possible; probably at the next colony meeting. The goals versus the net profit and the effort expended should be addressed. Get ideas on how to improve the fund raiser so it will be even better the next time it is held or consider whether this fund raiser should be discontinued.

Fund raising is very important to a colony’s success. Sometimes we get so involved in raising money, that we forget about another important sorority area – Philanthropy. Don’t forget to have food and clothing drives, to donate time to local organizations or to contribute some of your fund raising money to a good cause.

All colonies are required to do ONE fundraiser for the Colony, as outlined in the Pearls to lifetime commitment. A Fundraising Report must be filed within 15 days of the event.

Bylaws

Bylaws are the foundation of the organization, as they document the structure and operating rules for each colony, colony, and alumnae association of Theta Phi Alpha. The scope of the operating guidelines of our National Constitution and Bylaws provide a framework within which each colony, colony, and alumnae association Bylaws fit. The National Constitution and Bylaws supersede provisions contained within the colony, colony, or alumnae association Bylaws that are in contrast; however, the provisions at the National level are generally broad.

All colonies should use the template provided by National Office. The Bylaws may be modified by the colony in accordance with their amendment provisions. However, changes to the Bylaws must be approved as directed by the National Constitution and Bylaws Chairman for review and approval to ensure continued compliance with the National Constitution and Bylaws and the National Policies. Changes to the Bylaws cannot go into effect until approval is received from the National Constitution and Bylaws Chairman.

Ritual

Ritual is a set form or system of rites, religious or otherwise. Theta Phi Alpha's ritual is the link that bonds our Fraternity from colony to colony to alumnae association and through the years. Ritual gives us foundation and direction for the future. Ritual is the one aspect of fraternal life


which keeps constant the values and fundamental ideals upon which Theta Phi Alpha was founded.

Our friendships and sisterhood are based upon time spent with one another. We build trusting relationships based upon our belief in one another. Many of us would not have been friends if not for our Fraternity. Ritual is time set aside to share the sacred ceremonies which help us to focus on the Fraternity which has brought us together with a common purpose.

Theta Phi Alpha has both open and closed Rituals. Open Rituals enable sisters to share a part of Theta Phi Alpha with those who are not initiated members of the Fraternity. These include the White Rose Ceremony for Preference Parties, Founders' Day Ceremony, Sapphire Circle Ceremony, the Ritual for Deceased Members, and the Installation of Officers. Our Closed Rituals are very special ceremonies that may be attended only by Theta Phi Alpha sisters and, when appropriate, pledge sisters. Closed Rituals that pledge sisters may attend include the Pledge Sister Ceremony, Big Sister Ceremony, Senior Farewell Ceremony, and Convention Ritual. Only initiated members may attend the Initiation Ceremony (except for the candidates who are to be initiated), the Ritual for Collegiate Colony and Alumnae Association Meeting and the Honorary and Alumnae Initiation Ceremonies.

The Rituals of Theta Phi Alpha are a reflection of our founding, our heritage, our present, and our future. Though modifications have been made throughout the years, our rituals remain a special and important part of our sisterhood. Because of our founding as a fraternity for Catholic women, our rituals are based on Christian traditions but are not religious or worship oriented. Participation in Ritual is a serious and important step in the development of each sister, as it allows for the colony and each sister to focus on the meaning of our sisterhood and the purpose of our Fraternity activities.

Ritual is modified only by vote of the Convention body and is not changed or customized by individual colonies. Maintaining the consistency of Ritual from colony to colony is vital in keeping constant the focus of our Fraternity. Although our individual colonies each have unique personalities, traits, and traditions, our Ritual is the link that bonds each of us together as sisters in Theta Phi Alpha.

Respect for Ritual must be part of the educational experience of the colony as a whole. A great deal of time is spent educating pledge sisters about the history of Theta Phi Alpha, the standards of the Fraternity and its members. Sisters sometimes forget to continue learning about the true meaning of Theta Phi Alpha. Education does not end at initiation or graduation, but should continue into the second and third phases of membership: collegiate and alumnae life.

Participation in Ritual is a serious and important step in the development of each sister, as it allows the colony and each sister to focus on the meaning of our sisterhood and the purpose of our fraternal activities. Through Ritual, we honor and pay tribute to our Founders and ensure the constancy and vitality of our sisterhood.


Risk Management

Risk ManagementRisk Management is a catch phrase that is used quite often in today’s society, as organizations across the country adopt risk management programs. What is it? Risk management is a plan or program implemented in order to reduce the risk of injury, damage, or financial loss.

Theta Phi Alpha has a comprehensive risk management program designed to protect each colony, colony, and alumnae association, as well as the National organization. These groups will be protected as we protect each sister, pledge sister and guest from harm.

The best Theta Phi Alpha resource regarding risk management is our Risk Management Handbook. Familiarity with the Handbook is important, especially the area on Emergency Planning and our Emergency Procedure. The Emergency Procedure is available on wallet-sized cards, which officers should carry with them in case an emergency occurs.

Topics covered in the Risk Management Handbook include:

What is Risk Management? Why Fraternities and Sororities Are

Considered High Risk Risk Management within Theta Phi

Alpha Event Planning Pledge Sister Education

Housing Insurance Coverage Incident Reporting Emergency Planning Emergency Procedure Activities Always Considered Hazing Resources for Programming

Risk management is the basis of a strong sisterhood and how we demonstrate our caring for our sisters and pledge sisters.

Retreats

Colonies hold retreats for a variety of reasons, but the main reason usually is to strengthen the bond of sisterhood. A retreat may have a specific purpose such as a recruitment retreat to plan recruitment. Other types of retreats include: pledge sister retreats, held early in the pledge sister period to acquaint the incoming pledge sisters with the existing colony members; initiation retreats prior to or after chapter installation; goal setting retreats; sisterhood retreats to build relationships among sister; and officer retreats to enhance teamwork and develop leadership styles.

The key to a successful retreat is establishing its desired goal and directing energy to achieving that goal. A well-planned retreat that includes a mix of planned activities and unscheduled time, as well as group and individual activities, seems to work best. Good resources include your Colony Advisor/Consultant, Greek Advisor, counseling center, or even the university library, which may have books on retreat planning or icebreaker activities.

Types of activities that could be included in a retreat are:


Sisterhood building activities, such as having a pledge sisters and an alumna speak about what Theta Phi Alpha means at their various levels. Or, have each sister talk about what Theta Phi Alpha means to me.

Group dynamics. Fun activities that break the colony into groups to work as a team. Learning more about each other, perhaps by each one writing down three things that no one

else knows, but does not mind sharing, such as “I was a cheerleader in high school” or “I am adopted.” Other sisters then try to guess who wrote it.

Goal setting based on the Pearls to Lifetime Commitment Singing. The Traditions of Theta Phi Alpha state that “Theta Phi Alpha is a singing

sorority.” A sentimental, emotional aspect.

Planned activities that encourage communication, develop new skills, or reinforce the concepts of sisterhood, loyalty, and trust are important.

Another important feature of retreats is getting to spend time with sisters who you might not regularly see. The retreat planner could ask sisters to list three sisters that they would like to know better and then use this information to mix the colony into smaller teams. Other random methods of mixing teams include by month of birth, alphabetical by middle name, state of birth. One colony went camping, and assigned as tent mates sisters who would not normally get together. Each tent was also given a duty to perform together, such as preparing meals or meal clean up. These sisters then worked together for the good of the entire group. The benefit of this retreat was still visible weeks later, as the colony operated more cohesively.

Public Relations

Public relations are a necessity for colonies because it provides the foundation for all areas of colony operations. In simplest terms, public relations can be defined as the techniques an organization employs to foster a favorable relationship with the public.

For Theta Phi Alpha, “the public” consists of a number of different audiences, including parents, students, faculty members, and the university administration. A variety of people, some who know little about us, judge us and support us on a daily basis. Whether it be the neighborhood where a group of Theta Phi’s live, other organizations on campus, visitors to campus, or community members, someone is always judging the whole, in many cases based upon the actions of a few.

Whether you act as an individual, a small group, or an entire colony, you always represent Theta Phi Alpha. You are also a part of a much bigger picture: the Greek community, which is part of the college/university community. To an outsider, your behavior represents all Greeks and all Theta Phi Alphas. Because the images created by individual Greeks are more persuasive than any national campaign, society has defined Greeks by the behavior it views daily.


Greek organizations claim to stand for certain values, yet sometimes behave in ways that contradict these values. Members acting in ways that are degrading to themselves and others; violating university or National policies; breaking the law; behaving rudely toward another student, custodian or faculty member; cheating on an exam; hazing a pledge sister; and alcohol and drug abuse are all examples of behavior that is detrimental not only to public relations, but also to the good of the entire organization.

What can be done to change the public’s perception? The answer to this question rests on the shoulders of each pledge sister, initiated member and alumna of Theta Phi Alpha. Remember that each individual’s behavior is a reflection of the Fraternity. Being kind to a fellow student or faculty member, volunteering in the community, cooperating with the Greek Advisor, or holding a non-alcoholic mixer with another campus organization are all ways to enhance Theta Phi Alpha’s image.

Greek organizations and their members are not always judged by their good works and intentions, including philanthropic work, educational programming, and platforms against illegal behavior. The public only knows what it sees, and unfortunately, it does not always see the positive. Public relations, specifically publicity, can help spread the word about the good things Greek organizations do.

Colonies should appoint an officer (such as the Historian) or a chairman to be responsible for public relations. This sister must work closely with all of the other officers and chairmen to promote colony events (recruitment, scholarship, philanthropy, fund raising, etc.). Any publicity generated that mentions Theta Phi Alpha should be included with the colony’s Publicity Report, which is sent to National Office in accordance with the Calendar of Due Dates.

Social

Social life is one of the many benefits Theta Phi Alpha offers to its members. Sisters have the opportunity to participate in membership recruitment parties, Greek Week, events celebrating the Pledge Sister Ceremony, Fraternity Night Banquet at Convention, the Founders’ Day Celebration and the White Rose Formal. These events are times to celebrate our membership in Theta Phi Alpha and, sometimes, the accomplishments of individuals or colonies. Theta Phi Alpha offers its members a rich and rewarding social life.

When planning a social event, colonies should follow the guidelines set forth in the Risk Management Handbook, including completing the Event Planning Form found in the Risk Management Handbook and the Goal Planning Worksheet.

Sisters on academic or financial probation should limit their attendance at social events in order to concentrate on their studies.

With this privilege comes responsibility. It is the responsibility of every sister to know and understand the Emergency Procedures and the National Policies governing our social life. Following is a synopsis of the National Policies that relate to socializing. This section does not


cover the policies in their entirety. Any colony found to be in violation of these policies will be subject to disciplinary action by the Grand Council.

Consult the National Handbook and review all Policies prior to social event planning.


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