To:
Chapters, Colonies, Alumnae Associations, and National Officers
From:
The Grand Council
Date:
March 2010
RE:
2010 Theta Phi Alpha National Convention Convention Reports
The 2010 Theta Phi Alpha National Convention will be held July 14-17, 2010. The National Convention is the supreme governing body of Theta Phi Alpha. Business sessions are held during Convention to review and to act upon matters brought to the Convention body by the Grand Council, as well as by any chapter, association, or individual member. The voting members of the Convention body include each eligible chapter and alumnae association, the Past National Presidents, and the members of the Grand Council. At each National Convention, the Convention body is presented with a comprehensive set of reports that outline the Fraternity’s activities for the biennium. The presidents of colonies, chapters, and alumnae associations and all national officers (other than Chapter Advisors and Colony Advisors) are to submit a report to the Convention. The biennium report should cover the period from July 2008 through June 2010. Please submit your report electronically to the Theta Phi Alpha National Office at
[email protected] on or before May 1, 2010. The report should not be longer than a single page in length (front of the page only). Margins should not be less than one-half inch. Your chapter, association, or colony name should appear at the top of the report. If you are a national officer, the title of your office should appear at the top of the report. Possible topics and questions are provided on the attached pages to give you ideas to use in writing your report. The questions are comprehensive, as they were written to apply to all chapters, associations, colonies, and officers. Choose the questions that apply to your group or position; omit any that do not apply or for which you have nothing to report. Be sure to emphasize your strengths. You can follow an outline format, as in the first example, or choose a narrative style, similar to a report for The Compass, as in the second example. The reports are printed as submitted, so please proofread your report carefully, checking for grammar and spelling errors. The report should be well-written and positive in tone. A chapter might consider asking its Advisory Board Chairman, Conference Director, or Conference Administrator for ideas or to review the report
before submittal. Likewise, Alumnae Associations may contact Cathy Billoni, National Vice President - Alumnae, for assistance. National Officers may contact Laura Foley, the National Executive Secretary or the officer to whom they report for guidance. Additionally, you can contact the National Office to request a copy of the report from your group or office from the prior biennium.
Sample topics for chapters and colonies (choose any that apply or add your own): MEMBERSHIP: What is your chapter size? Are you at total on your campus? How many recruitment events were held during the biennium? How many new pledge sisters joined or what percentages of bids were accepted? Did you obtain more pledge sisters than in previous years? Than the other sororities on campus? What changes and improvements did you make to your recruitment process or events? What was your most successful party theme? Who were your Recruitment Chairmen during the biennium? PLEDGE SISTERS: What percentages of pledge sisters were initiated? How did the pledge sisters enjoy My Sister, My Friend? What are some of their favorite activities or memories? Who were your Pledge Sister Educators? FUND RAISING: Did your chapter or colony have any super fund raisers this biennium? What was the event? How much money was raised? What was the money used for? PHILANTHROPY: Did your chapter or colony conduct any special philanthropic projects? What did you do for Glenmary or The House that Theta Phi Alpha Built? What other groups did you help? How many of your members helped? How many hours were spent helping? How much money did you donate to the Theta Phi Alpha Foundation? How much money was collected during the Founders’ Day Roll Call (remember to count both years!)? Should any of your members be recognized for their participation in your projects? HONORS/AWARDS: Has your group received any awards, honors, and achievements this biennium? Did you win Greek Week or Homecoming events? Have any of your members received special honors or scholarships? SCHOLARSHIP: How is your chapter grade point average? How many members (or what percentage) made the dean’s list? Did you try any particular projects to improve scholarship? Were they effective? Did any sisters receive scholarships from the Theta Phi Alpha Foundation or from other sources? Did any sisters receive fellowships or other academic honors? CAMPUS: How well does your college panhellenic (or Greek Council) operate? How is your chapter’s relation with your Greek Advisor and Faculty Advisor? In what ways do you keep him and/or her involved in and informed of your activities? OTHER: What projects or goals were accomplished during the last two years? Did you revise your bylaws? How did your Standards Board operate? What were the highlights of your TEC visit(s)?
Sample topics for alumnae associations (choose any that apply or add your own): MEMBERSHIP: What is your membership? How many chapters do they represent? Were any special membership drives held this biennium? What were the results? How do you recruit potential members? ACTIVITIES: What activities did your association hold? PHILANTHROPY: Did your association conduct any special philanthropic projects? What did you do for Glenmary or The House that Theta Phi Alpha Built? What other groups did you help? How many of your members helped? How many hours were spent helping? How much money did you donate to the Theta Phi Alpha Foundation? How much money was collected during the Founders’ Day Roll Call (remember to count both years!)? Should any of your members be recognized for their participation in your projects? INTERACTION WITH COLLEGIANS: What chapter(s) is in your area? In what ways do you support or participate with these chapters? How many of your members volunteer as advisors to the chapter? COMMUNICATION: How do you keep in touch with your members? Do you have a newsletter or phone tree? Should any of your members be recognized for their participation in your communication efforts? FUND RAISING: Did your association have any super fund raisers this biennium? What was the event? How much money was raised? What was the money used for? Should any of your members be recognized for their participation in your communication efforts? OTHER: Did you sponsor a Founders’ Day? How many of your members volunteer on a national level? What percentage of your membership contributes to the Century Fund?
Sample topics for national officers (choose any that apply or add your own): How would you summarize your work for Theta Phi Alpha over the past biennium? What goals for your office did you set? What was your progress toward them? What improvements were realized in your area? What are targeted goals for the future in your area? Should any of your members be recognized for their assistance in your efforts? What statistics in your area might be interesting to other sisters – report compliance, etc.?
SAMPLE CONVENTION REPORT CONVENTION REPORT ALPHA CHAPTER University of Michigan July 2008 to June 2010 MEMBERSHIP:
We held six recruitment events this biennium – the best in our recent history -with 85% of potential members accepting our invitations to membership. We reached total for the first time in our history! We added a Fun with Philanthropy party that was very successful during which we decorated flower pots to bring to a nursing home near our campus. May Ryan and Dorothy Caughey did a great job!
PLEDGE SISTERS:
Our successful recruitment processes made life very busy for our Pledge Sister Educators Mildred Connolly and Katrina Caughey! In the past two years, we have initiated 32 new sisters! Everyone loved the My Sister, My Friend program, especially the Sisters True video and learning the songs. Our favorite event was the Big Sis/Little Sis retreat and Ceremony.
PHILANTHROPY:
Our chapter donates time regularly to several charitable events on campus and in the community. Each term, our members donate time to special projects, such as a local housing project and gathering canned goods for a food shelter. We held a volleyball tournament each year, raising a total of $850 for Glenmary. We also sent $1,100 to the Theta Phi Alpha Foundation for scholarships and educational programming during this biennium.
HONORS/AWARDS:
The chapter had the second highest GPA on our campus this last semester –a big jump from sixth place, which is where we were two years ago! We won three events during Greek Week. Our president, Otilia Leuchtweis, was crowned Homecoming Queen.
OTHER EVENTS:
We were very successful in numerous fund raising efforts, the proceeds of which went to upgrading our ritual equipment, reframing our charter, and the remainder to general operations. We also worked to revise our chapter bylaws. We also very much enjoyed our visit with TEC Eva Stroh.
SUMMARY:
Alpha Chapter has enjoyed a wonderful two years and we have grown in sisterhood and in size. We are looking forward to the next biennium, during which we will celebrate our 90th anniversary!
We also want to thank Amelia McSweeney, our CD, for all of her help during this biennium!
SAMPLE CONVENTION REPORT CONVENTION REPORT ALPHA CHAPTER University of Michigan July 2008 to June 2010 Alpha Chapter has had a very eventful two years! We held six recruitment events – the best in our recent history -with 85% of potential members accepting our invitations to membership. We reached total for the first time in our history! We added a Fun with Philanthropy party that was very successful during which we decorated flower pots to bring to a nursing home near our campus. May Ryan and Dorothy Caughey did a great job! Our successful recruitment processes made life very busy for our Pledge Sister Educators Mildred Connolly and Katrina Caughey! In the past two years, we have initiated 32 new sisters! Everyone loved the My Sister, My Friend program, especially the Sisters True video and learning the songs. Our favorite event was the Big Sis/Little Sis retreat and Ceremony. Our chapter donates time regularly to several charitable events on campus and in the community. Each term, our members donate time to special projects, such as a local housing project and gathering canned goods for a food shelter. We held a volleyball tournament each year, raising a total of $850 for Glenmary. We also sent $1,100 to the Theta Phi Alpha Foundation for scholarships and educational programming during this biennium. We had the second highest GPA on our campus this last semester –a big jump from sixth place, which is where we were two years ago! We won three events during Greek Week. Our vice president, Selma Gilday, was crowned Homecoming Queen. We were very successful in numerous fund raising efforts, the proceeds of which went to upgrading our ritual equipment, reframing our charter, and the remainder to general operations. We also worked to revise our chapter bylaws. We also very much enjoyed our visit with TEC Eva Stroh. Alpha Chapter has enjoyed a wonderful two years and we have grown in sisterhood and in size. We are looking forward to the next biennium, during which we will celebrate our 100th
anniversary! We also want to thank Amelia McSweeney, our CD, for all of her help during this biennium! Respectfully submitted,
Helen Ryan, President
