4. 4
Illinois Tau-Alpha Elected Officers (Spring 2015):
Vincent Peter Ortiz - Eminent Archon.
Tyler Reitz - Eminent Deputy Archon.
Quintin Lemme - Eminent Treasurer.
Steven Wiley - Eminent Warden.
Logan McFarlane - Eminent Recorder.
Riley Marschik – Recruitment Chairman
Nathan Cassel - Health and Safety Officer.
Danny Jarecki - SocialChairman
Illinois Tau-Alpha Appointed Officers (Fall 2014):
Brendan Antonacci - Eminent Herald.
Jack McPartlin - Eminent Chronicler
Nicholas Jerry Silhavy - Service/PhilanthropyChairman.
Matthew Gene White - Service/Philanthropy Chairman.
Eric Matthew Okleshen – Fundraising Chair
Gilbert Michael Redman-Ernst – New Member Educator.
Ryan Kmak – Continuing Education Chairman
Tim Hoover – Intramural Chairman
John Simon Perks - Alumni Chairman.
Matthew ScottSables – BrotherhoodChair
5. 5
Illinois Tau Alpha Colony Timeline
March 2013 – A few students that had been known to each other had the idea that
starting a new fraternity at Illinois State University campus would be a great opportunity.
These individuals explored different opportunity and found a great interest in Sigma
Alpha Epsilon and The True Gentleman creed.
- The process of initiating contact with Sigma Alpha Epsilon began when a
phone call was made to the National Headquarters. Soon after, we were put in
contact with Gavin Maxfield and Jon Grossman.
April 2013 – During the month of April, we were able to grow from our five member
interest group to over fourty members. We were able to start holding weekly chapter
meetings while keeping minutes, schedule meeting with Michael Zajac (coordinator of
FSL), creation of bylaws for the chapter and University, obtain a Faculty Advisor,
become a student organization, and have our budget created with projected expenses that
determined our dues.
- Illinois Tau-Alpha student interest group met with Fraternity and Sorority Life
to expand the SAE chapter to Illinois State University Campus
- Illinois Tau-Alpha student interest group met with Gavin to review position
requirements and understandings
- Illinois Tau-Alpha interest group filled executive positions with the 40+
members that we were able to recruit very quickly on Illinois State University
campus.
June 2013 – On June 1st, 2013 we were officially colonized as an Illinois Tau-Alpha
colony at Illinois State University with twenty-three members present.
- ILTA worked with communication of Aaron Wiessing being our chapter
advisor.
- A conference call with Jeff Hall was made to discuss moving forward with
initiating new members in following the initial ceremony on June 1st.
o Colonization Recap
o Member Education Meetings – set dates for when these will occur/howthey will
occur
o Remaining Member Fees/ Men to be formally initiated
o National Convention
o August Retreat/2nd Formal Initiating Ceremony
o Advisors/Advisory Board
o Reoccurring Monthly Calls
o Initial Officer Action Items for Summer
- Planned dates for a colonization retreat where Alumni were present for the
new members of the Colony to meet.
6. 6
June 2013 – During the Month of June, we had begun searching and creating contact
with the university in hopes to have established a University advisor in addition to an
Alumni Board.
- Jeff Hall and Dave Kelm had came to an agreement with the chapter that
Steven Klay would be the best fit for an advisor available to the chapter with
this Greek experience and position within the University.
- Finding our University advisor allowed us to plan for August and moving
toward becoming a registered student organization.
- Our alumni board consisted of 10 alumni.
August 2013 – Through planning with alumni, advisors, nationals, and the Interfraternal
Council, members of the ILTA colony planned to meet with Michael Zajac, the head of
FSL to petition to approve ΣΑΕ in to the Illinois State University Greek Life. We also
planned our recruitment strategy with the IFC board. Hosted a volleyball brotherhood
event the first weekend of August.
- After speaking with Michael Zajac we were informed that upon the
completion of fulfilling an advisor spot we would be able to reserve spaces on
campus for retreats, meetings, recruitment, etc.
September 2013 – ILTA Colony members had been putting in a lot of hard work over
the past several months and had done a great job recruiting and organizing/finalizing the
chapter and looking forward to the future working toward chartering.
- Members were consistently wearing letters around campus and advertising the
chapter to better recruitment week
- Examples of different chapters bylaws had been received by Vince Ortiz and
written to the standards of the chapter at Illinois State University.
- Began to move forward with setting up our bank account with EID and
communicating with the IRS for a past use.
October 2013 – ILTA members of executive board began to schedule meetings with
Nick Sutton for a visit and establish concrete by laws. We also followed up on the
urgency to meet all guidelines for petitioning to be a part of the IFC board and being able
to speak during the meetings.
- Multiple meetings were scheduled with FSL and IFC to organize the petition
- Presentations were organized for the viewing of the general board of
expansion.
- Petition included our organization name, founding date, history at ISU,
current number of members, and the amount of SAE chapters closed in the
past 5 years with reasoning as well as other guidelines.
November 2013 - Sigma Alpha Epsilon’s Alumni mentorship program is installed
within the colony reportedly from headquarters. The program consisted of how to talk
with alumni and get them interested with the rebirth of the phoenix colony. Presented our
petition to IFC.
7. 7
- Upon completion of our IFC delegate, current Eminent Archon and Eminent
Deputy Archon presenting the petition for IFC, we were invited back to sit at
the table and speak as an IFC related chapter.
January 2014 – Recently elected officers put in to office and philanthropy chair began to
plan the Chow for Charity event that we host later in the semester.
February 2014 – Established a raise to $350 in chapter dues to accommodate for more
chapter events including brotherhood, philanthropy work, and fundraising events. Began
attending sorority philanthropies with a higher attendance rate. 5 Brothers were added to
our brotherhood.
- ADPi held their lovestruck date auction and we were able to take second
place.
March 2014 – The Illinois Tau Alpha Colony planned to implement the Big Brother to a
newly added member as someone who could look out and aid in any way possible. A
scholarship program was put in place where members had to meet certain guidelines
associated with their GPA and library hours.
April 2014 - The brothers of Sigma Alpha Epsilon ILTA hosted the first Chow for
Charity philanthropy and raised over $1,700 and plan to become an annual event.
Attended Phi Sigma Sigma philanthropy. Attended Delta Zeta turtle tugs philanthropy.
June 2014 – Five of our brothers were present for the Special Olympics at Illinois State
University as attendees and volunteer helpers.
August 2014 – Festival ISU occurred on the quad where hundreds of Registered Student
Organization’s set up tables and promote their organization. This was a great opportunity
for us because it brought in a lot of recruits. We also participated in the ALS challenge to
support the ALS Foundation. One of our brothers attended 78th Annual John O. Moseley
Leadership School.
- We were able to raise over $200 and also involve the President of the
university as well as the Greek Community.
September 2014 – Brothers of the ILTA Colony hosted the 3rd recruitment week to bring
in men that we believed would be held to the True Gentlemen standard. Twenty-three
Gentlemen were selected and added to our brotherhood. Plans were set for colony
initiation to occur in October 2014.
October 2014 – Executive Brothers of Western Illinois University visited Illinois State
University and colony initiated our executive board.
- The weekend following colony initiation we held a brotherhood dinner at
Avanti’s Italian restaurant to celebrate our initiation.
8. 8
November 2014 – Planned and hosted our first Brotherhood/Alumni event, “Turkey
Bowl.”
December 2014 – ILTA hosted its first Caroling for Change philanthropy
- Caroled to sorority houses and left change buckets at their house for a week
- Raised $1700 and donated it to the Salvation Army
January 2015 – Eminent Archon, Vince Ortiz attended the Eminent Archon Institute in
Chicago.
February 2015 – We held our most successful Spring recruitment while being an active
Colony by having an intake of 12 members. We also sent out or Charter Petition on
February 18, 2015.
10. 10
Preamble
(Fall 2013)
We, the members of Illinois Tau Alpha Chapter of Sigma Alpha Epsilon
Fraternity, established at Illinois State University in Normal, Illinois, believe in fulfilling
the ideals set out by our founders and also practice the True Gentlemen on a daily basis.
We believe in values set forth by Family, Faith, School, and Sigma Alpha Epsilon. We
hereby adopt the articles formed as our By-Laws of Illinois Tau Alpha chapter of Sigma
Alpha Epsilon.
Mission Statement
- While attending college many expectations are brought forth to individuals. As
members of Sigma Alpha Epsilon we believe that it is important for these
individuals to have the opportunity to build life long friendships, improve their
morals, values, and ethics to full ability. While maintaining success for our goals
we are aware that we have a duty to Illinois State University.
- Surrounding each individual member with equal Brotherhood is vital.
Brotherhood involves support emotionally and physically and in any way that can
better our chapter. Our environment should have a positive image and attitude
where ever we may be. While promoting a positive image we must show non-
members the same respect we show to our own members.
- Maintaining a good standing relationship with alumni is one of our main focuses.
Building a strong chapter comes from the ideas of those who were once in our
position at Illinois State University. Pass on the advice you receive from different
alumni and advisors to other members to improve our excellence.
11. 11
Table of Contents
Title I: Membership
Article 1: Member Education and Initiation.................................................
Section 1: New Members................................................................
Section 2: Formal New Member Ceremony.....................................
Section 3: Rescinding Member Ed……...........................................
Section 4: Initiation...........................................................................
Article 2: Good Standing.............................................................................
Section 1: Definition of Good Standing...........................................
Section 2: Rights..............................................................................
Section 3: Suspension......................................................................
Section 4: Expulsion.........................................................................
Article 3: Affiliation......................................................................................
Section 1: Requirements..................................................................
Section 2: Status of Unaffiliated Members......................................
Article 4: Occupancy...................................................................................
Section 1: Residence in House........................................................
Section 2: House Capacity...............................................................
Article 5: Inactive Members.........................................................................
Section 1: Inactive Membership.......................................................
Section 2: Attendance......................................................................
Section 3: Fifth-year Seniors............................................................
Section 4: The Chapter....................................................................
Article 5: Fees and Dues.............................................................................
Section 1: Fees, Dues, and Fines....................................................
Section 2: Chapter Dues..................................................................
Title II: Organization
Article 1: Meetings and Quorum..................................................................
Section 1: Chapter Meetings............................................................
Section 2: Regular Chapter Meetings..............................................
Section 3: Special Chapter Meetings...............................................
Section 4: Meeting Attire..................................................................
Section 5: Meeting Place..................................................................
Section 6: True Gentleman Dinner...................................................
Section 7: Quorum...........................................................................
Section 8: Dismissal.........................................................................
Section 9: Vote.................................................................................
Section 10: Method of Voting...........................................................
Section 11: Order of Business..........................................................
Section 12: Courtesy in Meetings.....................................................
Section 13: Fines for Absences or Lateness....................................
Article 2: Officers.........................................................................................
Section 1: Required Officers of Illinois Tau Alpha…………………...
Section 2: Method of Election.........................................................
Section 3: Terms of Officers...........................................................
Section 4: Vacancies......................................................................
12. 12
Section 5: Declaring an Office Vacant............................................
Section 6: Eligibility........................................................................
Article 3: Duties of Officers........................................................................
Section 1: Eminent Archon.............................................................
Section 2: Eminent Deputy Archon................................................
Section 3: Eminent Treasurer.........................................................
Section 4: Eminent Recorder.........................................................
Section 5: Eminent Warden............................................................
Section 6: Eminent Herald..............................................................
Section 7: Eminent Chronicler........................................................
Section8: New member Educator...................................................
Section 9: Philanthropy Chairman..................................................
Section 10: Recruitment Chairman................................................
Section 11: Social Chairman..........................................................
Section 12: Risk Manager..............................................................
Section 13: Brotherhood Chairman................................................
Section 14: University Relations Chairman....................................
Section 15: Scholarship Chairman.................................................
Section 16: Alumni Relations Coordinator......................................
Article 4: Executive Council.......................................................................
Section 1: Membership...................................................................
Section 2: Purpose and Duties.......................................................
Article 5: Standing Committees.................................................................
Section 1: General..........................................................................
Article 6: Special Committees...................................................................
Section 1: General.........................................................................
Title III: New member Education
Article 1: General......................................................................................
Section 1: General Policy...............................................................
Section 2: List of General Instructions............................................
Section 3: Special Instruction.........................................................
Section 4: Hospitality and Courtesy...............................................
Section 5: Outside Speakers..........................................................
Section 6: New member Grades....................................................
Section 7: Instruction in Risk Management Policies.......................
Title IV: House Rules
Article 1: Description of Offenses..............................................................
Section 1: Conduct Unbecoming of a Gentleman..........................
Section 2: Destruction of Property..................................................
Section 3: Disorderly Conduct........................................................
Section 4: DUI................................................................................
Section 5: Fighting or Striking........................................................
Section 6: Hazing...........................................................................
Section 7: Illegal Drugs..................................................................
Section 8: Overdue Invoice............................................................
Section 9: Theft..............................................................................
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Section 10: Vandalism....................................................................
Section 11: Other Violations...........................................................
Article 2: Sanctions...................................................................................
Article 3: Special Rules and Fines............................................................
Section 1: Unexcused Absences....................................................
Section 2: Formal Initiation.............................................................
Section 3: Mandatory Events.........................................................
Section 4: Quiet Hours...................................................................
Title V: Risk Management
Article 1: General......................................................................................
Section 1: Fire and Safety..............................................................
Section 2: Hazing...........................................................................
Section 3: Sexual Abuse................................................................
Section 4: Alcohol and Drugs.........................................................
Title VI: The Chapter By-Laws
Article 1: General......................................................................................
Section 1: Adoption........................................................................
Section 2: Official Copies...............................................................
Article 2: Amendment................................................................................
Section 1: Amending By-Laws.......................................................
14. 14
Title I: Membership
Article 1: New Member educating and Initiation
Section 1: New Members: Fraternity Laws: Section 47, Subsection A.
Section 2: Formal New Member Ceremony: A formal pledging shall be held for
the new members prior to the third chapter meeting following the conclusion of
the recruitment process, and at other such times throughout the year as necessary.
Every new member shall receive the new member ritual, new member pin, and a
copy of the Phoenix.
Section 3: Rescinding New Member Ed: National Laws: Section 47, Subsection
C.
Section 4: Initiation: National Laws: Section 47, Subsection D.
Article 2: Good Standing
Section 1: Definition of Good Standing: A member is considered in good
standing if he:
A) Has a GPA of at least 2.5.
B) Has no outstanding financial obligations.
C) Is not under suspension.
D) Has no formal accusation(s) against him.
Section 2: Rights: Any member in good standing is entitled to all of the privileges
of the fraternity. Members that are not in good standing will appear before the
judicial board and will not be aloud any voting privilege. Attending social events
while not in good standing is forbidden and punishable.
Section 3: Suspension: Any member that has a suspension should communicate
with the Executive Board with details pertaining to the suspension. No privileges
are available.
Section 4: Expulsion: A member that has been expelled from the fraternity is not
entitled to any privileges of the fraternity and is no longer affiliated or associated
with the fraternity at any level or in any form. Attending Chapter meetings is
prohibited.
Article 3: Affiliation
Section 1: Requirements: Any member transferring from another chapter may be
affiliated immediately by a majority vote of the Chapter, provided he has a
transfer card and in good standing from the chapter with which he was last
affiliated. Expectations are set high for transferring members to share ideas of
how their past Chapter functioned.
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Section 2: Status of Unaffiliated Members: An unaffiliated member, meaning
those members of Sigma Alpha Epsilon not currently affiliated with the Chapter,
may attend any meeting with a majority vote of the chapter. He shall not have a
vote, be elected to any office, or be appointed to any committee.
A) Unaffiliated members may attend social functions with a majority
vote of the Chapter, and shall be assessed his share of the cost of said
function.
Article 4: Occupancy
Section 1: Residence in House: All new members and members shall be required
to live in the house for a minimum of one school year, unless living with relatives
or unless otherwise prohibited. During the year they are required to live in,
members shall be allowed to move out pending approval by the Chapter.
Members will be required to petition Chapter for this privilege. Priority for
residency in the house shall be determined by the Executive Council according to
the individual members merit. The Executive Council and school policy shall be
the determining bodies concerning house capacity. Depending on the Chapter and
its financial obligations if one member must move out, the Chapter will vote to
see if another member shall replace him.
Section 2: House Capacity: Twenty members should be living in a house at the
very least. Spending as much time with Brothers will build a better bond. When a
house is present capacity can be established more clearly.
Article 5: Inactive Members
Section 1: Inactive Membership: National Laws: Section 64, Subsection F.
Section 2: Attendance: Inactive members of the Chapter shall not be permitted to
attend functions, chapter meetings, or participate in any other affiliated activities
unless dealing with philanthropy or community service.
Section 3: Fifth-year seniors: Fifth-year seniors shall be given a choice of active
or inactive membership privileges. If active membership is chosen, dues must be
paid for the fifth year. If the Fifth-year decides to be inactive see Section 2 above.
Section 4: The Chapter: The Chapter has the opportunity to be flexible and
address each individual situation regarding Section 2 and Section 3. Decisions
will be brought to the executive board before making any final decisions.
Article 6: Fees and Dues
Section 1: Fees, Dues, and Fines: National Laws: Section 48.
Section 2: Chapter Dues: The Chapter dues, including social fees, and any special
assessments, shall be determined by the Executive Council and approved by the
Chapter. In some cases payment plans may be set up to accommodate to
members.
16. 16
Title II: Organization
Article 1: Meetings and Quorum
Section 1: Chapter Meetings: Fraternity Laws: Section 49.
Section 2: Regular Chapter Meetings: Regular chapter meetings shall be held at a
regular time each week as determined by the Executive Council at the beginning
of each academic term while still being able to accommodate to our student
athletes.
Section 3: Special Chapter Meetings: Fraternity Laws: Section 49, Subsection B.
Section 4: Meeting attire: Dress at meetings shall be formal unless designated
otherwise by the Eminent Archon.
Section 5: Meeting place: Regular meetings are to be held in the chapter house
when presented with one; special meetings may be held at any place where a
quorum of members may be assembled.
Section 6: True Gentleman Dinner: At least one organized dinner involving as
many brothers as possible will be held each semester at any restaurant deemed
appropriate by the Chapter. Fines will be discussed at Chapter if the amount of
brothers attending is below a minimum.
Section 7: Quorum: Fraternity Laws: Section 49, Subsection C.
Section 8: Dismissal: It shall be the duty of the Eminent Warden to refuse any
member admittance to any meeting if such member violates Section 4 or does not
observe proper ritual. This does not constitute a valid excuse from the meeting
and will be subject to fine.
Section 9: Vote: Fraternity Laws: Section 49, Subsection D.
Section 10: Method of Voting:
A) The type of voting shall be determined by the Eminent Archon and a
majority vote shall decide all questions unless provided by law. Three
members may demand a second ballot. The Eminent Archon shall vote
only in the case to break a tie.
B) An amendment to the By-Laws of this chapter shall be introduced in
one meeting, and voted on during the following meeting.
Section 11: Order of Business: The Order of business shall be as follows:
A) Formal opening according to Ritual
B) Roll Call
C) Approval of the minutes;
17. 17
D) Report of the Officers
1. Eminent Archon
2. Eminent Deputy Archon
3. Eminent Treasurer
4. Eminent Recorder
5. Scholarship Chairman
6. IFC Representative
7. University Relations Chairman
8. Greek House Coordinator (GHC)
9. Social Chairman
10. Recruitment Chairman
11. Philanthropy Chairman
12. Alumni Relations Coordinator
13. New member Educator
E) Reports of Committees;
F) Old Business
G) New Business
H) Proposals for Members
I) Election of New Members
J) Installation of Officers
K) Gavel Pass
L) Formal Closing according to the Ritual
Section 12: Courtesy in Meetings
A) Members who wish to speak in the meeting shall wait until recognized
by the Eminent Archon
B) To be excused from a regular meeting, a member must submit, prior to
the meeting, a justifiable excuse suitable to the Eminent Recorder. Unless
an extreme emergency, the excuse must not be received any later than
twenty-four (24) hours prior to the scheduled meeting. If a member is not
present at roll call, the Eminent Recorder shall state whether or not the
member has been excused. Those names of members not excused shall be
recorded and given to the Eminent Treasurer who will administer the
proper fine to their respective accounts.
Section 13: Fines for Absences or Lateness:
A) Members are granted two unexcused absences during any given
academic term. Beginning with the third unexcused absence, the Eminent
Treasurer shall administer those fines deemed appropriate by the
Executive Council.
B) Lateness will be defined as arrival following the official Call to Order
by the Eminent Archon. Following the second unexcused late arrival of
the academic term, the Eminent Treasurer shall administer those fines
deemed appropriate by the Executive Council.
Article 2: Officers
18. 18
Section 1: Required Officers of Illinois Tau Alpha:
A) Election Officers:
1. Eminent Archon
2. Eminent Deputy Archon
3. Eminent Treasurer
4. Eminent Recorder
5. Eminent Warden
6. Eminent Herald
7. Eminent Chronicler
8. New Member Educator
9. Philanthropy Chairman
10. Recruitment Chairman
11. Social Chairman
12. Risk Manager
13. Brotherhood Chairman
14. University Relations Chairman
15. Scholarship Chairman
16. Alumni Relations Coordinator
Section 2: Method of Election: Fraternity Laws: Section 51, Subsection F.
Section 3: Terms of Officers: Fraternity Laws: Section 51, Subsection E.
Section 4: Vacancies: Fraternity Laws: Section 51, Subsection H.
Section 5: Declaring an Office Vacant: Fraternity Laws: Section 51, Subsection
H.
Section 6: Eligibility: A member may only be considered for election if he is in
good standing. Furthermore, no member shall hold the office of Eminent Archon,
Eminent Deputy Archon, Eminent Treasurer, New Member Educator, or
Recruitment Chairman unless he has been an active member of the Chapter for at
least one year.
Article 3: Duties of Officers as defined in Section 52 of Fraternity Laws.
Section 1: Eminent Archon: Eminent Archon shall:
A) Preside over meetings of the Chapter, Chapter elections, and other
assemblies of the Chapter as he sees fit.
B) Review, understand, and enforce observance of the Fraternity Laws,
Chapter By-Laws and campus policies.
C) Ensure the timely preparation and submission of all forms required by
the Fraternity, Illinois State University, IFC, Province, and other
governing bodies.
D) Preside over meetings of the Executive Council.
19. 19
E) Act as the chief representative of the Chapter in relation to the
university administration, the Interfraternity Council, the Province, and the
National Fraternity.
F) Maintain contact with and solicit advice from the Chapter Advisor,
Alumni Advisory Board, Province Archon, Regional Director, and Faculty
Advisor.
G) Set goals and standards for the Chapter.
H) Direct the opening and closing ceremonies of the Ritual.
I) Be a member of the Recruitment Committee.
J) Learn and understand the rules of parliamentary procedure.
K) Utilize an officer notebook that is updated after each election.
L) Serve as the Chief Executive and official spokesman for the Chapter
M) Submit all reports required by the Fraternity Office.
N) Remain sober for the duration of all social events.
Section 2: Eminent Deputy Archon: The Eminent Deputy Archon shall:
A) Be responsible for matters concerning judicial sanctions.
B) Serve as a member of all chapter committees.
C) Perform duties entrusted by the Eminent Archon or all of his duties in
his absence, or in case of the EA’s inability to carry out the duties of his
office.
D) Utilize an officer notebook that is updated after each election.
E) Manage the internal judicial system of the chapter, and serves as
chairman of the judicial board.
F) Oversee the various officers of the chapter and makes sure they are
maintaining officer notebooks and fulfilling their duties.
G) Conduct organized reviews and revisions of the chapter By-Laws when
necessary and manages proposed amendments to the laws.
H) Maintain proper parliamentary procedure during chapter meetings.
I) Facilitate officer transitions and officer retreats.
J) Remain sober for the duration of all social events.
K) Serve as a member of the Judicial Board.
Section 3: Eminent Treasurer: The Eminent Treasurer shall:
A) Prepare a budget to be submitted to Executive Council before the end
of the current academic semester, which includes all expected revenues
and expenses of the Chapter during the following academic semester.
B) Set and adjust membership dues.
20. 20
C) Account for all fines levied against members of the Chapter.
D) Maintain the checkbooks and accounts of the Chapter.
E) Approve and sign off any expenditures of the Chapter, either in person
or by use of the reimbursement form.
F) Cooperate with other officers of the Chapter to set up financial
incentive plans to award or punish certain behaviors by members of the
Chapter.
G) Utilize an officer notebook that is updated after each election.
H) Have each individual officer/committee submit budget requests one
month before the end of each semester.
I) Ensure the timely preparation and submission of all fees and relevant
financial forms required by the Fraternity, the University of Puget Sound,
IFC, Province, in addition to Local and Federal Government.
J) Ensure that the chapter utilizes a checking account that requires two
signatures on every check (Eminent Treasurer and Eminent Archon).
K) Set dues every semester to first be approved by the Executive Council
and then submitted for approval by the Chapter.
L) Serve as the chairman of the Finance Committee.
Section 4: Eminent Recorder: The Eminent Recorder shall:
A) Keep records of the minutes of the meetings of the Chapter and
Executive Council, an updated copy of the Fraternity Laws and Chapter
By-Laws, attendance records of Chapter Meetings and events.
B) Make all minutes available to Chapter members and advisors.
C) Notify members of all meetings of the Chapter.
D) Maintain the Chapter’s filing system.
E) Maintain and organize current contact information for all members.
F) Keep the campus Greek Affairs office informed of all changes in
membership.
G) Assist the Eminent Treasurer with his duties.
H) Excuse absences from Chapter meetings.
I) Utilize an officer notebook that is updated after each election.
J) Make them available to all members and advisors.
K) Be responsible for taking the roll at the beginning of each chapter
meeting.
L) Inform the Eminent Treasurer of any fines resulting from absences
from chapter meetings.
M) Summon chapter officers, new members, and active members to
chapter meetings at the appointed time.
N) Serve as a member of the Judicial Board.
Section 5: Eminent Warden: The Eminent Warden shall:
A) Assist the Eminent Archon in ensuring proper decorum at all meetings
and function.
B) Guard the door to ensure privacy at Chapter meetings.
21. 21
C) Give notice of expulsions, suspensions, new member-ship revocations,
and reinstatements.
D) Administer fines and submit the report to the Eminent Treasurer and
Eminent Recorder.
E) Utilize an officer notebook that is updated after each election.
F) Wield dismissal power at all meetings.
G) Prepare the chapter house or meeting room for all meetings.
H) Assist the Eminent Treasurer in collecting accounts receivable.
I) Be responsible for collecting all chapter materials and outstanding dues
(Phoenix, Badges, etc.) from members who have been suspended or
expelled.
J) Serve as a member of the Judicial Board.
Section 6: Eminent Herald: The Eminent Herald shall:
A) Store and maintain all ritual materials.
B) Organize all ceremonies according to Ritual.
C) Coordinate other programs designed to enhance the Chapter’s
appreciation for the fraternity’s creed, Ritual, and traditions.
D) Utilize an officer notebook that is updated after each election.
E) Ensure that the initiation ceremony is rehearsed and parts are recited
from memory.
F) Ensure that the initiation ceremony is conducted with proper reverence
and seriousness.
G) Conduct the formal officer installation within one week of elections.
H) Conduct a post-initiation session to enhance the understanding of the
meaning of the insignia and the ceremony.
I) Plan and organizes the new member and initiation ceremonies of the
chapter.
J) Attend to the maintenance and replacement of ritual equipment.
K) Maintain all trophies and composites for the chapter.
L) Maintain all official fraternity documents, including the charter.
M) Be responsible for maintaining chapter awards.
N) Schedule all Ritual events at least two months in advance.
Section 7: Eminent Chronicler: The Eminent Chronicler shall:
A) Keep a history of the chapter.
B) Keep a fraternity scrapbook maintained throughout each semester.
C) Keep all archives and personal or historical data pertaining to the
chapter or alumni of the University of Puget Sound including campus
news and events, academic or extracurricular achievements of interest in
the Chapter or to the general college or educational world.
D) Take pictures at all Chapter events and place in the scrapbook for each
semester.
E) Maintain all archives and artifacts of the Chapter.
Section 8: New member Educator: The New member Educator shall:
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A) Serve as the New member Educator and appoint a committee.
B) Preside over New member Education meetings, including grading of
new member tests, leading discussions and team building exercises.
C) Report to the chapter (during closed meeting) on the progress of each
of the chapter’s new members.
D) Utilize an officer notebook that is updated after each election.
E) Develop a written new member-education program before the new
member period and makes copies available to all brothers, new members,
the Chapter Advisor, and the university administration upon request.
F) Ensure that the chapter has a printed New member-Education Manual
that is implemented and distributed to all members and new members.
G) Assist the Brotherhood Chairman with the implementation of the Big
Brother Program.
H) Ensure that the new member program falls between eight to ten weeks.
I) Ensure new member participation in chapter committees, activities, and
meetings.
J) Ensure that all of the new members are academically eligible for
initiation at the conclusion of the new member program.
K) Facilitate an open chapter discussion regarding the merits and role of
“The True Gentleman.”
L) Facilitate a New member Retreat according to the New member-
Education Manual.
M) Encourage an attitude of mutual respect between actives and new
members, specifically forbidding anything that could be construed as
hazing.
N) Ensure 100% new member attendance to all Fraternity events.
O) Keep track of how the new members are doing in their academic
classes and how they are doing overall in terms of their emotions, their
motivation, and their enthusiasm.
Section 9: Philanthropy Chairman: The Philanthropy Chairman shall:
A) Organize events to raise funds on behalf of charitable organizations, as
defined by the Executive Council
B) Organize two (2) community service events per month for the Chapter.
C) Keep a record of the community service hours spent by the Chapter,
and report these results to the Eminent Chronicler.
D) Submit calendar of semester projects
E) Utilize an officer notebook that is updated after each election.
F) Cooperate with other Greek organizations as well as non-Greek campus
organizations in planning and carrying out community-service projects.
G) Facilitate discussion before and after community-service events to
process the experiences.
Section 10: Recruitment Chairman: The Recruitment Chairman shall:
A) Organize Recruitment workshops.
23. 23
B) Establish a recruitment schedule in line with the allocated budget, and
submit it to the Executive Council.
C) Organize and supervise all Recruitment activities in accordance with
university policies.
D) Serve as Chairman of the Recruitment Committee.
E) Utilize an officer notebook that is updated after each election.
F) Develop a recruitment strategy with a target audience, a set number
goal, and innovative activities.
G) Distribute a typewritten recruitment program to all members of the
Chapter each semester.
H) Ensure that any alumnus or person outside of the Fraternity who writes
a letter of recommendation regarding legacies receives a personal response
from the Eminent Archon or Recruitment Chairman.
I) Ensure the chapter makes every effort to meet and objectively evaluate
each candidate whose name has been submitted to it for the purpose of
pledging.
J) Send thank you letters to individuals recommending new members.
K) Keep records and contact information on all prospective recruits and
educates chapter members on recruitment practices and strategies.
L) Make sure that there is 100 percent brotherhood participation at
recruitment events when possible.
M) Distribute written information to recruits regarding the expectations
and obligations of the new member program, including financial
responsibilities, time commitment, and academic requirements.
N) Ensure that a written evaluation of the chapter’s recruitment process
and activities is completed by the new new members and actives within
one week of formal pledging.
Section 11: Social Chairman: The Social Chairman shall:
A) Serve as chairman of the social committee.
B) Submit a social calendar to the Executive Council, for approval by the
Chapter. Calendars are to be submitted to the Chapter by the first meeting
of each semester.
C) Plan and organize all social events and functions, including
Fraternity/Sorority mixers, date parties, and formals.
D) Follow all risk management policies for all Chapter events.
E) Serve as chairman for all special events.
F) Utilize an officer notebook that is updated after each election.
G) Schedule dry social events throughout the year.
H) Encourage chapter attendance at university events.
I) Ensure that all Federal, State, Local, University and Fraternity policies
are followed during social events.
J) Detail the social budget, to be approved by the Chapter Advisor,
Finance Committee and House Corporation.
K) Provide the Eminent Treasurer with receipts for all social-fund
transactions.
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L) Register all social events with the University.
M) Remain sober for the duration of all social events.
Section 12: Risk Manager: The Risk Manager shall:
A) Inform the Chapter in all areas which may constitute a risk to the
Fraternity or its members.
B) Enforce all Chapter, IFC and university policies at social functions in
conjunction with the Eminent Warden and Social Chairman.
C) Orchestrate the registration of all guests prior to their arrival at any
event.
D) Serve as a member of the Housing Corporation.
E) Utilize an officer notebook that is updated after each election.
F) Read, understand, and ensure chapter compliance with the Minerva’s
Shield risk-management policies and appropriately educate members of
the chapter in their use.
G) Work with the new member educator to minimize new member
activities that could be construed as hazing.
H) Monitor the entrances and exits to chapter functions.
I) Identify and arrange for repairs for any part of the chapter house or
lodge that presents a risk of physical harm.
J) Report any misconduct witnessed or reported to him at a chapter
function or event to the Executive Council.
K) Remain sober for the duration of all social events.
L) Serve as a member of the Judicial Board.
Section 13: Brotherhood Chairman: The Brotherhood Chairman shall:
A) Ensure that the chapter’s brotherhood is maintained.
B) Be responsible for the Big Brother/Little Brother Program.
C) Plan the Chapter retreat.
D) Assist the socials chair when necessary.
E) Plan at least two brotherhood events per month.
Section 14: University Relations Chairman: The University Relations Chairman
shall:
A) Work closely with the other Chapter officers and the University of
Puget Sound staff to promote the goodwill of the Chapter on the
University of Puget Sound campus.
B) Serve as chairman of the University Relations committee.
C) Be a member of the Community Relations Committee.
Section 15: Scholarship Chairman: The Scholarship Chairman shall:
A) Develop and maintain a written scholarship program.
B) Obtain a course schedule from each member for every academic
semester.
C) Meet with members periodically to ensure that minimum G.P.A.
requirements are being met.
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D) Promote other programs designed to enhance the scholastic standing of
the Chapter.
E) Keep all grade records for each brother.
F) Utilize an officer notebook that is updated after each election.
G) Set up a system to help those who are struggling academically
including, but not limited to, study halls, quiet hours, or tutoring programs.
H) Maintain files with information about classes that brothers have taken.
Create a notebook of courses taken by brothers, including names of
courses, professors, and course outlines.
I) Be acquainted with resources for academic support made available by
the University.
J) Facilitate access to tutors.
K) Ensure that the chapter GPA is above the campus all-men’s average.
L) Ensure that the chapter GPA is above the all-fraternity average.
M) Develop and distribute a list of all members’ majors.
N) Recruit a faculty academic advisor responsible for assisting the
scholarship committee, and providing information on university
programming when necessary.
Section 16: Alumni Relations Coordinator: The Alumni Relations Coordinator
shall:
A) Be responsible for mailings and phone campaigns to enlist alumni
participation and support.
B) Be responsible for inviting alumni to formal pledging and initiation.
C) Utilize an officer notebook that is updated after each election.
D) Maintain a mailing list of chapter alumni and send out e-mail updates
every month and a chapter newsletter once every semester.
E) Schedule and advertise at least two alumni events per year, including
Founders Day.
F) Ask alumni to help with functions such as recruitment, new member
education, fundraising, and community service.
G) Work closely with the Chapter Advisory Board to achieve these ends.
Article 4: Executive Council
Section 1: Membership: The Executive Council shall be composed of:
A) Eminent Archon
B) Eminent Deputy Archon
C) Eminent Treasurer
D) Eminent Recorder
E) New member Educator
F) Philanthropy Chairman
G) Recruitment Chairman
H) Social Chairman
I) Risk Manager
J) University Relations Chairman
K) Scholarship Chairman
26. 26
Section 2: Purpose and Duties: The Executive Council shall:
A) Meet at least once a week during the academic year, prior to that
week’s Chapter meeting.
B) Promote the core values of the Fraternity and the Chapter to its
members and other persons.
C) Be the policy forming body on all matters not requiring a vote of the
entire Chapter.
D) Establish an annual budget for all communal Chapter expenses.
E) Provide for the operation, maintenance, and care of all Chapter
property.
F) Making, amending, and enforcing the governing documents of the
Chapter.
G) Aid in the resolution of all conflict using established Judicial Board
processes when necessary, and assess the need for further use of the
Judicial Procedures.
Article 5: Standing Committees
Section 1: General: All Standing Committees shall be appointed by the Eminent
Archon at the first regular meeting of each semester, designating the Chairman of
each committee, and appointing whatever other members he may think necessary
to serve thereon. Said Standing Committees shall be:
A) Recruitment Committee
B) Scholarship Committee
C) Philanthropy Committee
D) Brotherhood Committee
E) New member Education Committee
F) Housing Committee
G) Social Committee
H) Risk Management Committee
Article 6: Special Committees
Section 1: General: During the course of the academic year the Eminent Archon
shall have the power to assemble any committees deemed necessary.
27. 27
Title III: Member Education
Article 1: General
Section 1: General Policy: The Sigma Alpha Epsilon Fraternity on this campus
shall cooperate to the fullest extent with the lawful methods of pre-initiatory
indoctrination sanctioned by the college with the objective of making each new
member the best possible member of this fraternity, the fraternity system, the
college, and society in general.
Section 2: List of General Instructions: A book of general duties, expectations
and requirements to be expected of the new members shall be prepared by the
New member Educator and kept in such a place that it may be read and used by
the new members.
Section 3: Special instruction: Special instruction shall be given to the new
members as to the National and local history of Sigma Alpha Epsilon, to be taught
by the New member Educator and other members and alumni designated by the
Executive Council. Each new member shall be required to pass a final
examination on such history before being eligible for initiation.
Section 4: Hospitality and Courtesy: Special instruction as to hospitality, campus
courtesy, faculty relations, school spirit, and loyalty, to its traditions, dress, table
manners, personal conduct in group living, etc., shall be taught by precept and
example throughout new membership by designated members and alumni, under
the direction of the New member Educator.
Section 5: Outside Speakers: Means shall be taken to induce new members to
attend lectures and public meetings presented by the college. At convenient
intervals faculty members and distinguished visitors to the campus shall be
brought to the Chapter House and invited to speak to members and new members.
Section 6: New member Grades: A new member who does not make grades is a
second semester new member, not a neophyte, and should be treated thusly. If
initiation is held prior to the receipt of grades, then grades will establish each
member’s voting privileges according to the standard set by the order. This
standard is set at a grade point average of 2.5. Voting powers shall not be restored
until grades are brought up to this level.
Section 7: Instruction in Risk Management Policies: New member classes shall
be instructed in and familiar with the house Risk Management policies, Crisis
Management plan, University Policies, National Fraternity policies, and relevant
state laws. Instruction shall also be provided with the goal of engendering in each
member a sense of responsibility toward the welfare of all.
28. 28
Title IV: House Rules
Article 1: Description of Offenses
Section 1: Conduct Unbecoming of a Gentleman: Any action deemed to be in
violation of our Fraternity’s Creed.
Section 2: Destruction of Property: Lasting damage, whether intentional or
accidental, to physical property, which impairs the function of said property or
deems it unusable.
Section 3: Disorderly Conduct: Any conduct that disturbs the peace of either the
house community or the community in general.
Section 4: DUI: Operating any machinery or vehicle while under the influence of
alcohol.
Section 5: Fighting or Striking: Any physical altercation resulting in harm.
Section 6: Hazing: Any activity that could be perceived as humiliating,
degrading, or as risking emotional and/or physical harm to another, regardless of
that person’s willingness to participate. For further definition, refer to Minerva’s
Shield and Illinois State Law.
Section 7: Illegal Drugs: Use of any illicit or illegal substance.
Section 8: Overdue Invoice: Unexcused failure to resolve any financial obligation
within the specified time period as designated by the Eminent Treasurer.
Section 9: Theft: Wrongful acquisition of physical or intellectual property.
Section 10: Vandalism: Defacing property in a reckless, negligent, or malicious
manner.
Section 11: Other violations: Any violation of Chapter By-Laws, IFC By-Laws,
lease, and all Judicial Board guidelines.
Article 2: Sanctions
See Judicial Procedures document in regards to all Sanctions and Sub-sections of
Offenses.
Article 3: Special Rules and Fines
Section 1: Unexcused Absences: Amount of fines for unexcused absences from:
A) Formal New member Ceremony – $5.00
29. 29
B) Initiation Ceremony – $10.00
C) Mandatory Events – $5.00/event
D) Recruitment – $25.00/day
Section 2: Formal Initiation: Any active member absent from formal initiation or
new member ceremony without first being excused by the Eminent Archon shall
be punished accordingly. The Eminent Archon shall pass on the validity of any
excuses given him.
Section 3: Mandatory Events: Any event designated “Mandatory” by the Eminent
Archon or Eminent Deputy Archon shall require attendance from all members and
new members. Absence from a “mandatory” event shall constitute a $5.00 fine
except with the permission of the Eminent Archon. The Eminent Archon shall
pass on the validity of any excuses given to him.
Section 4: Quiet Hours: Quiet hours shall be designated from 10:00 PM to 8:00
AM Sunday through Thursday, and 1:00 AM to 9:00 AM Friday and Saturday.
30. 30
Title V: Risk Management
Article 1: General
Section 1: Fire and Safety: The Chapter will comply with the University
standards regarding fire and safety regulations. If a tragic event does occur, order
of control is as follows: Eminent Archon, Eminent Deputy Archon, Greek House
Coordinator, Risk Manager, Eminent Recorder.
Section 2: Hazing: The Chapter will neither tolerate nor condone any type of
physical or mental hazing, whatsoever.
Section 3: Sexual Abuse: The Chapter will neither tolerate nor condone any form
of sexually abusive behaviors on the part of its members, whether physical,
mental, or emotional.
Section 4: Alcohol and Drugs:
A) Alcohol Consumption: The possession, use and/or consumption of
alcoholic beverages while on chapter premises or at a Chapter sponsored
event must be in compliance with any and all applicable laws of the state,
city, and University. This includes laws regarding the serving of alcoholic
beverages to minors.
B) Sale of Alcohol: The sale of alcohol at a Chapter sponsored event is
permissible only through the use of a third-party vendor.
C) Illegal drugs and Controlled Substances: The use of any illegal drugs or
controlled substances at the Chapter house or any sponsored event that
would allow a normal observer to view one as associated with the
Fraternity is strictly prohibited.
D) Instruction of Members: Each member and new member will be
instructed on the drinking age laws, regulation of sale laws, open container
laws and other laws pertinent to chapters jurisdiction and host liquor laws.
Instruction shall also be provided with the goal of engendering in each
member a sense of responsibility toward the welfare of those who
consume alcohol and the encouragement of intervention to prevent anyone
from drinking in excess.
E) Drinking and Driving: Members will not be allowed to operate a motor
vehicle following the consumption of alcohol at a Chapter sponsored
event. Members who do not follow this rule shall be subject to an
immediate hearing with the Judicial Board.
F) Recruitment Activities: All Recruitment activities sponsored by the
Chapter shall be “dry,” that is, without the consumption of alcoholic
beverages.
G) Open Parties: Open parties, meaning those with unrestricted access,
and without specific invitation, shall be prohibited.
H) Purchase of Alcohol: Alcoholic beverages, including kegs of beer, shall
not be purchased with Chapter funds.
31. 31
I) There will be no kegs allowed in the Chapter House.
J) The purchase or use of a common source of alcohol such as kegs, party
balls, punch, etc. is prohibited. The chapter may hire a licensed,
professional catering service with certified bartenders which may utilize
common containers.
32. 32
Title VI: The Chapter By-Laws
Article 1: General
Section 1: Adoption: These By-Laws shall take effect upon their adoption by the
necessary vote of the Chapter on the date as announced in Section 4 of the
General Statement of the Preamble.
Section 2: Official Copies: There shall exist one (1) Official Copy of the By-
Laws and shall be in the custody of the Eminent Recorder. Each member of the
Chapter shall have access, upon request, to a copy of the Chapter By-Laws.
Article 2: Amendment
Section 1: Amending Bylaws: General Chapters Collegiate may adopt, amend or
repeal such By-Laws as they deem necessary, respecting among other things, the
following:
A) Local dues and assessments;
B) Additional duties of officers and members;
C) Bond of the Eminent Treasurer and the Trustees;
D) Duties of the Trustees;
E) Quorum;
F) Inactive Membership;
G) Use of the Badge.
36. 36
Sigma Alpha Epsilon – Illinois Tau Alpha 3-5 Year Goals:
3 Years:
- 3.0 average GPA
- Continue to host our two main philanthropies
- Increase our membership by 20% each semester
- Send two brothers to national leadership school every year
- Send our EA to Eminent Archon Institute every year
- Establish and maintain $2,000 balance in savings
- Continue to communicate with at least 15 alumni each year
- Recruit men that are involved in multiple organizations
- Ensure that members are wearing letters throughout recruitment week
- Establish officer retreat
- Maintain a high standard relationship with IFC
- Establish a relationship within the Greek Community
- Fundraise $50 per man per year
- Dues collection rate of 100%
- Membership retention rate of 98%
- Establish university advisor for the long run
- Charter with over 50 brothers
5 Years:
- Win the Zeal award
- Raise a total of $3,000 a year for philanthropy
- Minimum of 4 brothers attending national leadership school
- Yearly founders day event for Tau Alpha
- Maintain a yearly retreat out of state
- Stick to our by laws and implement any order that needs to be established
37. 37
Leadership Schools:
Event: 79th Annual John O. Moseley Leadership School
Location: Royal Caribbean, Majesty of the Seas
Attendees:
79th Annual – Christopher Paul Szymczak (Senior) – Vice President
Chapter Money Spent: No Colony funds were spent. We received one scholarship from
nationals.
Results: Upon our Brothers return, we were able to add a lot of diverse ideas from the
brothers that he had met on the cruise. Many of the ideas were linked to Chris mentioning
our chartering occurring within the next year to date from the cruise. Chris was very
grateful for the amount of brothers that he was able to meet and stay in contact with after
the event had occurred.
38. 38
Event: Eminent Archon Institute
Location: Chicago, Illinois
Attendees: Vincent Ortiz (Senior) – Eminent Archon
Chapter Money Spent: $185.00
Results: Vince had a great time while at the Eminent Archon Institute and brought back a
lot of valuable information. The information that was able to be brought back allowed
Vince to view the chapter in different aspects, allowing him to see where we really
needed to improve and add more effort. Meeting brothers from different chapters across
the nation allowed him to understand how they manage their chapter and what it’s like
across the nation as well. Many chapters related to similar problems and it really helped
him understand how to work with brothers to find solutions.
42. 42
Letter to the Brothers
The brothers of the Illinois Tau-Alpha
chapter delivers to you this
Spring 2015 newsletter to
recollect on the growth and
expansion of our chapter
here at Illinois State
University. Our chapter
would not be where it is
today if not for the help of
Jeff Hall, Nick Sutton, and
the rest of Sigma Alpha
Epsilon.
43. 43
Update on the Colony
Illinois Tau-Alpha recently initiated 12
new members on February 19th as active
members of our colony. Vince Ortiz is
our current Eminent Archon for the
Spring 2015 semester as well as the Fall
of 2015. Vince recently attended the
Eminent Archon Institute in Chicago,
Illinois and traveled to the temple in
Evanston, Illinois, and gained a
tremendous amount of insight on how to
continue the success and growth of our
chapter. We are currently recognized by
the University and IFC and have been in
good standing with them since being
introduced to
Illinois State University in the spring of
2013. We are currently finalizing plans
to host our annual “Chow for Charity”
philanthropy and hope to raise as much
money as we can for the Children’s
Miracle Network. We have planned to
obtain our charter by the end of this
2015 spring semester by completing
goals set forth by our Fraternity. Our
website is set up and able to use to be
notified about our chapter at Illinois
state university as well as keeping up
on membership and being able to make
payments to Illinois Tau Alpha
44. 44
Eminent Archon Corner:
The Brothers of this chapter have
grown to become outstanding
Gentlemen through my eyes. Being a
founder of the chapter has presented
opportunity to many of the brothers to
be able to see the amount of growth of
our chapter. The process that Illinois
Tau-Alpha has been through has been a
long journey that has brought students
of Illinois State University to create
relationships that will last a lifetime. I
have had the opportunity to meet with
every class consisting of members
from Alpha, Beta, Gamma, Delta and
now Epsilon class members of Sigma
Alpha Epsilon Tau-Alpha at Illinois
State University. Our chapter
continues to grow through the efforts
of creating annual events and sticking
to our calendar.
We have made it of high important
that our chapter maintains and
exceeds expectations of establishing
relations with the University and IFC.
As the growth of our chapter
continues to lead us closer to the
transition of a colony to a chartered
chapter, the Brothers of Sigma Alpha
Epsilon Illinois Tau-Alpha would like
to thank everyone that continues to
support us and has high hopes for our
chapter. If you would like to learn
more about the Illinois Tau-Alpha
Colony, please feel free to contact
myself, Vincent P. Ortiz, at (630) 303-
0180.
In the bonds,
Vincent Peter Ortiz
Sigma Alpha Epsilon EA
Illinois Tau-Alpha Colony
46. 46
University Relations is an area that we plan to build from through out our term
with the support of my chapter. We believe that our success on the campus of Illinois
State University begins with our chapter being able to communicate with the resources,
which we are provided. When our national organization had contacted Illinois State
University, we had heard back very quickly that IFC and the university were excited
about how much passion we had to start the chapter.
Since the beginning of our colony we had immediately made contact with the IFC
community as well as members within the Dean of Students office. The IFC community
had involved Sigma Alpha Epsilon Illinois Tau-Alpha immediately after they had heard
of our expansion. This communication allowed us to sit in on IFC meetings even before
we were an RSO. Once we had met with our University Advisor, Steven Klay, whom we
had established in Fall of 2013, we were able to make steps toward registering.
Upon registering our organization with the university and after multiple meetings
with Steve and IFC, we had been able to start sitting at the main table during IFC
meetings. Along with being able to sit at the table, we took on other responsibilities such
as being required to send two members of our chapter to every meeting on the scheduled
IFC date, have a voice during the meeting, have a vote during the meeting, meet other
fraternity presidents and delegates, as well as establishing relationships with these
members of IFC at Illinois State University to better relationships with the community.
Working with the University also improves our work with recruitment. One day a
year, Illinois State University hosts “Festival ISU” This event allows all student
organizations to set up a booth on the quad. Several hundred RSO’s are involved in the
event and many students come to check the booths out. We believe that this works as a
great marketing tool for the Fraternity because of the interest that students show towards
our table booth.
The advice we receive from Illinois State University is not pushed aside by
Illinois Tau-Alpha. We believe in having a cohesive working relationship to both better
ourselves as gentleman as well as strengthening the community around us here at ISU.
Involving ourselves within the community will only make us better men for the future of
the world.
48. 48
Campus Involvement
The brothers of ΣΑΕ ILTA encourage members to join multiple student
organizations as well as be active toward campus events
○ Creating banners for sporting events
○ Attending sporting events
○ Roller hockey team
○ Greek Week
○ Helping with homecoming
○ Intramural Sports
○ Several of our members work on campus
○ Volunteer at boys and girls club
○ Delta Sigma Pi Business Fraternity
○ Pi Sigma Epsilon Business Fraternity
○ American Marketing Association
○ IFC webmaster position
○ Pre health society
○ Criminal justice association
○ Student account society
○ Tau sigma nationals society
○ Sports marketing association
○ National society of collegiate scholars
○ CIDSO
○ SSID society
50. 50
Alumni Relations:
Illinois Tau-Alpha’s Alumni Relations program is overseen by the Alumni
Relations Coordinator, who’s duty includes:
Maintain a mailing list of chapter alumni and send out email updates or chapter
newsletters as often as possible.
Work closely with the Chapter Advisor and/or House Corporation President to
schedule and advertise alumni events.
Utilize the help of the Fraternity Office to secure two sets of free labels per year
for mailings to alumni.
Cooperate with the local Alumni Association or help to establish such an
Association if none exists.
Ask alumni to help out in such areas as rush, pledge education, fundraising, and
community service.
Manage the chapter’s internet page on saeilstu.edu
Manage alumni social networks to serve as a platform to communicate between
actives.
Schedules at least two alumni events per year with at least two months notice
given.
Update alumni contact information every year and request that alumni notify the
chapter when changing information.
51. 51
Alumni Events:
Annual Illinois Tau-Alpha Alumni Turkey Bowl:
During the weekend before Thanksgiving occurs, the brothers of Illinois Tau-
Alpha host a Turkey Bowl that invites the Alumni from our chapter to meet all of the
active members, new members, and alumni from different classes. We strive to keep our
alumni involved and showing our active members that the brotherhood is everlasting.
52. 52
The Alumni event that we hosted was our first Turkey Bowl the weekend before
Thanksgiving. We felt that this event would give all of the brothers that are active to
better know each other as well as meeting the alumni and talking about our brotherhood
within the Fraternity. Alumni were able to comment on the event and speaking about how
they had their own event within the month of November before all brothers would return
home for Thanksgiving weekend. We believe that this is an event that we will continue to
host annually to keep all of our alumni interested in staying active with our chapter.
Colony Advisor:
Aaron Wiessing
Alumni Advisory Board:
Dan Barham
Todd Coleman
Spencer Nelson
53. 53
Short and Long-Term Goals:
Alumni Relations Manager:
Fully update alumni database:
o Make alumni roster accessible to all active members
o Ensure that current contact information is accurate
Maintain Social media contact with Alumni
o Keep alumni involved by posting something new on the alumni Facebook
page at least once every week.
Reach out to the alumni board
o Schedule regular meetings
o Point of contact for the colony
Host a social event that welcomes alumni to campus
o Potential fundraising
o Keeps alumni active within chapter
Public Relations Chair:
Work with Alumni Relations Chair to keep up on involving alumni with
information
o Facebook
o Twitter
Work with Alumni Relations Chair to create a Linkedin page for all of the Tau-
Alpha Alumni and Actives
o Employment opportunities
o Networking
o Brotherhood involvement
55. 55
Academics Announcements:
Beginning of the year
January 11th: Sunday - LAST DAY to withdraw from the University and
receive a full adjustment of charges. Financial aid will be reduced
January 12th: Monday - FIRST DAY OF CLASSES
January 26th: Monday - LAST DAY to drop a course with no withdrawal grade
(WX) assigned and a full adjustment of charges. Financial aid may be reduced
o Deadline to put course on Credit/No Credit (pass/fail) or Audit.
February 6th: Friday –Deadline for undergraduate students to apply for May
graduation
o LAST DAY to withdraw from a first-half semester Course. A
withdrawal grade of WX will be assigned.
o LAST DAY to remove the Credit/No Credit (pass/fail) option from a
first-half semester course.
February 10th: Tuesday—Last day to receive 25% tuition adjustment for full-
semester course withdrawals. No adjustments will be issued after this date.
March 2nd: Monday-Academic Progress Alert grades available online after
1pm.
March 6th: Friday -LAST DAY to withdraw from a full-semester course. A
withdrawal grade of WX will be assigned. No adjustment of charges or
financial aid.
o LAST DAY to drop the Credit/No Credit (pass/fail) option from a full-
semester course.
March 19th: Thursday – LAST DAY to drop a second-half semester course
with no withdrawal grade (WX) assigned and a full adjustment of charges.
Financial aid may be reduced.
o Last day to put a second-half semester course on Credit/No Credit
(pass/fail) or Audit.
April 10th: Friday- LAST DAY to withdraw from a second-half semester
course. A withdrawal grade of WX will be assigned. No adjustment of charges
or financial aid.
o -LAST DAY to remove the Credit/No Credit (pass/fail) option from a
second- half semester course.
o LAST DAY to officially withdraw from the University
May 1st: Friday – Last day to complete Three Finals on Same Day paperwork.
Final Exams: May 4th -9th
56. 56
Mid-term Announcements:
If you are struggling in any course, please arrange a time to meet with the
Scholarship Chair to set up a tutoring schedule.
If your GPA falls below the fraternity standard of 2.5, you will be placed on a
strict success plan, and risk probation from social events.
If you fall below a 2.5, you will not be eligible for Initiation and are no longer in
good standing.
Remember to meet with your academic advisor to discuss registration. Be sure
you have paid all fines and have all holds taken off your account.
Final Exams: May 4th -9th
57. 57
Sigma Alpha Epsilon IL Tau Alpha Colony 2015 Scholarship Plan
Goal:
To guide individual members of the fraternity to improve their GPA and reach academic
goals during the semester
. Current GPA- 3.00
. Goal GPA- 2-5% Growth rate every year
Rationale:
To allocate the time necessary for education and studies during active membership in the
fraternity. Additionally, this will improve the chapter’s GPA and support brothers in
managing their own daily schedules
Strategy:
To achieve these goals, we plan to meet with all brothers below a GPA of 2.5 and create a
plan that will improve study habits and time management. This plan will include
problems and strengths in class curriculum, planned tutoring sessions, and study hall
meetings once a week. The scholarship chair in consultation with the individual brothers
will create this plan for improvement. In order to spur an effort in the improvement of the
overall GPA in the fraternity, we plan on making incentives for those, who either have
the highest GPA and most improved, or a deduction in dues for those who have above a
3.5 GPA.
Assessment:
At the beginning and end of each semester, we will record individual GPAs and calculate
the Chapter GPA to assess changes. We will evaluate those below a GPA of 2.5 and
determine if an adjustment is needed to their plan. If a brother has shown to not make any
improvement and lacks motivation or work ethic, we will enforce a suspension of
fraternity social events, such as formals, mixers, etc. A status of social probation will be
inhibited if the individual does not follow the conceived plan by scholarship chair.
Conclusion:
We understand that all brothers will at best try to improve their grades based around their
schedules and personal aspirations. It is our duty as a brotherhood to look out for brothers
struggling and to help them in their goal to graduate from Illinois State University having
reached their academic potential.
58. 58
Required Study Hours based on Overall GPA:
Cumulative GPA Required Hours per Week
3.75-4.00 0
3.5-3.74 0.5
3.25-3.49 1.0
3.00-3.24 1.5
2.75-2.99 3.0
2.50-2.74 5.0
Below 2.50 10 hours (After 2 consecutive
semesters, unaffiliated with
chapter)
59. 59
Academic Performance Form:
Dear Professor of Illinois State University,
As a member of Sigma Alpha Epsilon Illinois Tau-Alpha, my academic
performance and class attendance is of the utmost importance, not only to myself, but
also to my Fraternity. One of the benefits of being a brother of Sigma Alpha Epsilon is
the academic support implemented to hold myself accountable for my responsibilities in
the classroom. This form is designed to assess my performance and current grade in each
class, attendance, and any other comments you have on my conduct, etc. Please note that
all personal student information will remain strictly classified. Feel free to reach out to
our Scholarship Chairman, Ryan Kmak, by email at rtkmak@ilstu.edu or by phone at
(708) 601-1495 if you have any questions or concerns.
Thank you for your support towards my academic success.
Student Signature:_______________________________________________________
Scholarship Chairman Signature: _________________________________________
60. 60
Class: Class:
Grade: Grade:
Attendance:
(Sometimes,
Always, or Never)
Attendance:
(Sometimes,
Always, or Never)
Comments: Comments:
Signature: Signature:
Class: Class:
Grade: Grade:
Attendance:
(Sometimes,
Always, or Never)
Attendance:
(Sometimes,
Always, or Never)
Comments: Comments:
Signature: Signature:
61. 61
Active's Name Cumulative Fall 2014
Christopher Amen 2.8 2.8
Blake Balster 3.55 3.6
Neil Cook 3.8 3.8
Mike Gibson 2.65 2.63
Chase Heinberg 3.46 3.46
Timothy Hoover 3.79 3.79
Sean Hughes 2.6 2.6
Jacob Jasinski 3 3
Ryan Kmak 3.38 2.6
Alex Knickrehm 3.54 3.63
Quintin Lemme 3.8 3.8
Connor Longust 3 3
Shawn McHale 3.54 3.54
Marcin Micek 3.4 3.4
John Perks 3.75 3.75
Gilbert Redman 2.47 2.06
Victor Renteria 2.43 2.43
Zach Scott 3.75 3.75
Luke Stramaglia 1.85 1.85
Jim Swientek 2.4 2
Mitchell Van Jacobs 2.75 2.75
Jack Ward 1 1
Matt White 2.77 2.77
Brendan Antonacci 2.68 3.2
Gene Baerwolf 3.32 3
Zach Biel 3.15 3.31
Greg Bockman 2.71 2.8
Bryan Boehm 2.6 2.41
Daniel Boyle 3.07 3.2
Nathan Cassel 3.49 3.8
Aaron Catterall 2.64 2.6
Joey Chiovari 2.76 2.61
Justin Concannon 2.54 2.2
Will Davis 3.53 3.81
Alex Donnelly 3.3 3.25
Danny Jarecki 3.2 3.2
62. 62
Emund Kabba 2.62 2.7
Sam Klatt 2.67 3.1
Justin Langfelder 2.47 2.2
Logan McFarlane 3.61 3.8
Jack McPartlin 2.13 2.06
Lucas Moran 3.3 3
Kelly O'Brien 2.77 1.75
Eric Okleshen 3.13 3.25
Vincent Ortiz 2.47 1.25
Tyler Reitz 2.68 2.4
Ian Riggs 2.02 2.31
Matt Sables 3.6 3.8
Nicholas Silhavy 2.41 2.38
Christopher Szymczak 2.67 2.75
Odysseas Trikolas 2.21 3
Ryan Ward 3.2 3.2
Jordan Wayhart 2.56 1
Steven Wiley 2.54 2.77
2.917222222 2.854074074
Under 2.5 Cumulative
GPA 10
64. 64
Recruitment Program:
This document outlines recruitment policies, goals, and objectives of the Illinois Tau-
Alpha colony of Sigma Alpha Epsilon and go in to detail on how our members will
accomplish these targets.
The recruitment program is headed by the Recruitment Chair who appoints a recruitment
committee comprising of six (6) active members. The recruitment committee is to meet
regularly for the month prior to rush week, and monthly during the remainder of the
semester. The recruitment committee's duties are an extension of the Recruitment Chair's
responsibilities which are as follows:
Develops a recruitment strategy with a target audience, a set number goal, and
innovative activities.
Distributes a typewritten recruitment program to all members.
Conducts a recruitment workshop for all members before the start of recruitment.
Ensures that the chapter sets a goal before recruitment for the number of men to
be initiated.
The chapter utilizes personal information cards to be filled out by recruits, which
include: name, age, year in school, GPA, and individual’s goals for fraternity
experience.
Ensures that the chapter has specific typewritten criteria that recruits must meet to
be initiated.
Ensures that the number of men initiated is at or above the campus fraternity
average for men initiated.
Keeps records and contact information on all prospective recruits and educates
chapter members on recruitment practices and strategies.
Recruits men who make scholarship a top priority and have the potential to be
leaders.
Makes sure that there is 75% brotherhood participation at recruitment events.
Endeavors to portray the ideals of the Fraternity by planning recruitment
functions that are free of alcohol.
Distributes written information to recruits regarding the expectations and
obligations of the membership program, including financial responsibilities, time
commitment, and academic requirements.
65. 65
Membership Training:
While our Recruitment Committee has the task of overseeing all of the
recruitment efforts, the strength of recruiting the best new member is determined largely
on the actions of all of our active members. All of our members need to be informed of
the year’s recruitment goals, as well as expectation. To ensure that all members are
properly informed the Rush Chairman shall:
Personally contact members of the most recently initiated class to train them on
rush policies, strategy and any necessary supplemental information
o Rush Chair is the main point of contact for any active member or potential
new member with questions or concerns
Work with our Eminent Recorder to notify and remind all active members of rush
events, and reports any absences or issues to the Eminent Warden
o Meet 75% target for members attending rush events
Give weekly reports at chapter meetings during the month leading up to rush
week:
o Schedules events
o Important Announcements
o Changes or update to strategy
Encourage active members to recruit year round:
o Weekly advice to be handed out at chapter meetings
o Collect all information on recruits and keep an updated list of all potential
new member
Health and Safety:
It is the responsibility of the Rush Chairman to organize all rush events in
compliance with Illinois State Tau-Alpha risk management policies, as well as
Illinois State University’s Interfraternity Council. The Health and Safety
Chairman and Eminent Warden will review the Recruitment Chairman’s
scheduled events to confirm that there are no issues with the week’s plan.
They will also remind the Recruitment Chairman of the support they will
provide during events itself and dealing with improper conduct.
Illinois Tau-Alpha deems rush as one of the most distinct and important events of
the year. We expect the best conduct from our members, as well as potential new
members.
66. 66
Recruitment Strategies:
The Recruitment Chairman is responsible for developing techniques used as a part
of the greater recruitment strategy, including:
Information sessions before rush week to gauge new member interest and ease
certain tension going into rush week
Preparing and distributing materials to the student population including:
o Flyer/handouts during information sessions
o Appropriate social media event pages, such as Facebook, Twitter, etc.
o Personally contacting individuals in the recruitment database in an
engaging manner
Reach out to active members and alumni alike for recommendations on areas of
improvement or concern
Maintain proper rush policies and standards regarding first semester Freshman
Recruitment Documentation:
The Recruitment Committee shall work efficiently with the Eminent Recorder to
organize a cohesive documentation system to record information about potential new
members. This process shall be used during the deliberation process and includes:
1. Compile all relevant information about the candidate:
a. All potential new members must fill out an application at one of the rush
events, recording basic, relevant information, including reasons for joining
a fraternity and a creative portion
b. Applications are to be given the Eminent Deputy Archon at the end of
each event, who then prepares for end of the week deliberation
2. Evaluate potential new members eligibility:
a. Recruitment Chair and Scholarship Chair will work together to review
potential new members applications to verify the candidate has met
Illinois Tau-Alpha GPA requirements
3. Legacy and Transfer:
a. Candidates who are “legacies” or have alumni recommendations should
meet with the Recruitment Chair prior to rush week.
i. The Candidate is encouraged to partake in the regular process and
will have an opportunity to show their qualifications just as any
other potential new member would
b. Any brothers transferring from another chapter is welcome to join Illinois
Tau-Alpha
i. Transfer brothers are encourages to seek out the Eminent Archon
and schedule a meeting with him
67. 67
ii. Transfer brothers are encouraged to come to chapter meetings to
give a brief introduction about themselves
c. Transfer brother candidates will be granted active membership by a
majority vote by the colony at a chapter meeting
i. Candidates who do not attain the necessary votes are encouraged to
participate during certain chapter events, in which we have the
right to vote on them again at any time in the future
4. Active Member Input:
a. Active members are requires to attend three deliberation sessions during
rush week
b. These sessions are an open forum discussing potential new members in a
respectful manner, regulated by the Eminent Deputy Archon
c. All recommendations, comments and other input deemed necessary will
be taken down by Eminent Recorder
d. The Recruitment Chair must work with the Eminent Recorded to ensure
active members are informed with updates on recruitment
Candidate Approval:
The Recruitment Chair must work with executive board and all appropriate
officers to ensure that all appropriate forms are filled out on time. The Recruitment Chair
will also work with the New Member Educator in the first few weeks of the initiation
process in order to facilitate their transition to the colony, and to serve as a resource in the
following ways:
Provide all contact information and relevant documentation to the Member
Educator
o The Recruitment Chair will work with the recorder to update the chapter’s
internal roster and distribute New Member contact information to active
members
Provide the necessary information and documentation in regard to any relevant
fees to the Eminent Treasurer
o Recruitment Chair should confirm the necessary new member materials
have been ordered and paid for in a timely fashion
Provide all relevant information and documentation and assist the Eminent
Archon is updating the national roster and ensuring that each new member has
been processed and recognized
Maintain, collect, organize, and, if necessary, destroy any information
documented during the recruitment process
o Any application, photos, or other supporting materials collected on
candidates who did not complete the recruitment process should be stored
by the Recruitment in the event that the candidate re-applies the next rush
the chapter holds
Eminent Recorded is responsible for overseeing the storage of this
information and the proper disposal of any necessary documents
68. 68
Candidate Selection Criteria:
In addition to requiring a 2.5 GPA, Illinois Tau-Alpha has created a recruitment
tool we call the four pillars of the highest quality of a man. Those four points include
Socialite, Athlete, Scholar, and Leader. If a potential new member exemplifies any or all
of these qualities, he may be selected. If a potential new member shows promise, and has
a passion to contribute, he may be selected. A mix of these 4 pillars is what makes
Illinois Tau-Alpha strong and united.
Recruitment Week:
As being a member of the Interfraternity Council (IFC) here at Illinois State, we
have two designated Recruitment weeks each year. We hold to IFC standards as well as
our own high standards as men of Illinois Tau-Alpha. While recruitment week is a huge
tool used in successfully acquiring new men, we are always actively searching for more
men who will exemplify our True Gentleman Standards.
Recruitment week is a 5-day process hosted by IFC including Illinois Tau-Alpha
and the other fraternities here on campus. Each night is different, ranging from a formal
presentation, to an informal hangout at our local driving range. Potential new members
always come excited and ready to learn more about the fraternity as a whole. Our fall
2014(September 7-12) rush full week breakdown is as followed:
Sunday September 7, Informational Presentation
o During this night, IFC gives the recruits an informative presentation on
fraternity and Greek life. After, the potential new members fill into the
conference room in the Bone Student Center where each fraternity has a
table set up for recruits to come up and talk to us. On our table, our flag
and phoenix is the main highlight. We also have pictures of our events and
philanthropies we have completed. Our informational sheets are also there
to pass out to the potential new members. We only have twelve of our
brothers there tonight due to IFC restrictions. We have a strict dress code
on this night. A blazer and tie is a must for this night as we are promoting
our brotherhood to its highest degree.
69. 69
Monday September 8, Open House at our Senior House
o Monday night we hosted a cook out in the backyard of our senior house.
We had bean bags and basketball set up and also had footballs to throw
around with the potential new members. We grilled hot dogs, and had
drinks and snacks for the potential new members. We engaged in
conversation while engaging in light physical activity getting to know the
potential new members as best as possible. After the night was over we
sent text messages out informing the recruits on our future plans for the
next day.
Tuesday September 9, Open house at our Senior night
o Tuesday night was much like Monday night. We had chicken wings
catered and had music playing over everyone engaging in some games.
We got to know more of our potential new members on a personal basis,
helping us decide later on for whom we would like to invite to our dinner.
Whoever attended tonight was sent a text message of tomorrow’s event.
Wednesday September 10, Swinger’s Golf Club
o Wednesday was a highlight of the week as we went off campus to our
local driving range. We provided rides for the potential new members as it
was to far for them to walk. We bought some large buckets of balls and
provided the golf clubs donated for the day by some of our active
members. We hit some balls and got to truly have a sense of who each
potential new member is as a person. After tonight we deliberated on our
past events and decided on whom we would like to invite to our dinner the
next day.
Thursday September 11, D'agostino's Invite Dinner
o We invited our potential new members that we deemed worthy of
attending our dinner that night. We had pizza served to fill the hungry
potential new members. We asked them their goals if they were to had the
chance to join our brotherhood. After dinner we discussed heavily on who
we would like to hand out bids to the same night. Later on that night we
wrote up bids and called the potential new members to personally meet up
with them to hand them their bids. The next day the potential new
members who accepted our bids reported to the IFC offices to fill out the
paperwork to join Illinois Tau-Alpha.
70. 70
Recruitment Statistics:
Illinois Tau-Alpha has officially grown to 66 active members. This growth is
attributed to the tremendous hard work and dedication put in by our active members and
executive council over the past five semesters.
Spring 2013
o Class: Alpha
o Total Potential New Members: 60
o Bids Given: 56
o Bids Accepted: 52
o Members Initiated:
o Class Breakdown:
Freshman: 10
Sophomores: 25
Juniors:15
Seniors:2
Fall 2013
o Class: Beta
o Total Potential New Members: 36
o Bids Given: 28
o Bid Accepted: 23
o Members Initiated: 16
o Class Breakdown:
Freshman: 8
Sophomores: 6
Juniors: 2
Seniors: 0
Spring 2014
o Class: Gamma
o Total Potential New Members:
o Bids Given: 6
o Bids Accepted: 6
o Members Initiated: 5
o Class Breakdown:
Freshman: 4
Sophomores: 1
Juniors:0
Seniors:0
Fall 2014
o Class: Delta
o Total Potential New Members:
o Bids Given: 32
o Bids Accepted: 24
o Members Initiated: 23
o Class Breakdown:
71. 71
Freshman: 11
Sophomores: 8
Juniors: 4
Seniors: 1
Spring 2015
o Class: Epsilons
o Total Potential New Members:
o Bids Given: 12
o Bids Accepted: 12
o Members Initiated: 12
o Class Breakdown:
Freshman: 8
Sophomores: 2
Juniors: 2
Seniors: 0
73. 73
Throughout Illinois Tau-Alpha’s short history we have seen tremendous growth in
the past two and a half years. Our Eminent Treasurer has played a critical role in ensuring
the continuous growth of our chapter. With the development and implementation of
Illinois Tau-Alpha’s financial policies, the chapter now has a solid foundation to build on
for the financial future.
Our most important part in the development in our financial policies was having
strong internal controls and guidelines implemented by our first Eminent Treasure. The
guidelines have generally remained consistent over the past few semesters with only
minor additions being added when seen fit. As semesters roll on in our history, it is easier
to keep track of our budget because of the previous knowledge acquired over the years.
We have been conservative with how we spend and allocate money, allowing for us to
enjoy an exciting brotherhood, social, and service events.
Dues this past semester were on average with the rest of fraternity life here at
Illinois State. We have an average collection rate and other receivables of over 96%. We
strive to achieve the maximum collection rate of 100% within the near future. We have
successfully implemented payment plans over the past two years resulting in drastic
improvements in collections at the beginning of each semester, ensuring we have the
proper funds to run an effective chapter. Holding accountability for each of our active
members is a main priority. We have a strong relationship with nationals and turning in
our necessary bills to them on time.
Fund raising now and always will be and important step in the continuing growth
of the chapter. We have fundraised over $1000 to help offset costs of chartering. Seeing
our active members take part in fundraising is a sign of our chapter’s determination to
become a charter.
The budget has been one of the strongest components of our chapter, and has
allowed us to reach the majority of our goals we have set ourselves. However, there still
remains room for improvement. The semester ahead will be an important time into going
over our future budget goals and plans. As our chapter grows, we would also like to see
our budget grow. With a proper budget, we will ensure for years to come that there will
be opportunities to increase brotherhood, and ensure the continuing success of the
chapter.
Thank You,
Quintin Lemme
Eminent Treasurer
74. 74
Financial Management Program:
Introduction:
Financial management and security is necessary for continuing the success of
Illinois Tau-Alpha, and the Eminent Treasurer plays a key role with the following duties:
Keeps an orderly, maintained bookkeeping system that included up-to-date and
balanced checkbook, accounts receivable ledger, committee and officer budgets,
and a complete list of expenditures
Has each individual officer/committee submit budget requests one month before
the end of each semester.
Sets and adjusts accounts receivables in the form of membership dues
Accounts for all fines levied against members of the chapter
Maintains the checkbooks and accounts of the chapter
Helps to emphasize and direct the fundraising program of the chapter
Keeps track of debts owed to the chapter
Approves or signs off any expenditures of the chapter, either in person or by use
of reimbursement
Cooperates with all officers and members of the chapter to set up financial
incentive plans to award or punish certain behaviors of members of the chapter.
Ensures that the chapter utilizes a checking account that requires his signature and
approval by the EA or EDA if the EA is not present.
All physical funds are to be held by the EDA, per colony guidelines, as such it is
crucial that the Eminent Treasurer and EDA consistently work together to maintain
integrity of all accounts.
Information and Goals:
Budget:
Creating and managing the budget is the most important duty of the Eminent
Treasurer, ensuring the success of the future of the chapter operations and providing
opportunity for analysis on areas of improvement.
A budget is created for the year (January-December) using Excel
The budget is separated by semester into Fall and Spring semesters
Master budget is to be created after elections before the beginning if the spring
semester
o Fall semester estimates will be based on previous semesters, but the health
and safety fee must be calculated for the creation of the master budget
Officers must meet and discuss with the Eminent Treasure during the formation of
the master budget to submit for budget allocation requests
o Requests will be approved, denied, or adjusted by the ET
o Requests submitted after the first chapter meeting of the semester will
solely be up to the Eminent Treasure
75. 75
The budget must be completed and submitted to the executive before the first
chapter meeting of the semester
o The budget will be approved or sent back to the Eminent Treasurer to
implement suggested adjustments
o Once approved by all of executive board the proposed budget will be
announced to the chapter during meeting, giving members ample time to
prepare dues payments, and will then be formally voted on at the first
chapter meeting of the semester
An accounts report will be kept outlining the expenses to date and remaining
balance of each section of the budget
An expense report is kept outlining each section of the budget and expenses made
throughout the month
o Expense reports are presented at weekly executive board meetings
o A full report will be given at the first chapter meeting of the month
including the expense and accounts report
Active member dues are currently$515 per semester while initiation fees are $---
o Active members are encouraged to submit their dues within 1 week for the
opportunity to receive a 5% discount per semester
Bank:
Illinois Tau-Alpha currently has a checking and savings account with Chase Back
located in Bloomington, Illinois.
o The Eminent Deputy Archon maintains access to the account and submits
regular statements to the Eminent Treasurer at executive board meetings
o The Eminent Treasurer is responsible for maintaining records on all
accounts, reconciling accounts. and reporting any suspicion of
embezzlement or other wrong doing directly to the Eminent Archon and
Eminent Warden
o The account currently has one business card that is issued to the current
Eminent Deputy Archon
Reimbursement Policies:
o All purchases must be pre-approved by the Eminent Treasurers
Reimbursement for any purchases made without approval will be
up to the discretion of the Eminent Treasurer and executive board
members
o A reimbursement form must be submitted along with a receipt or other
proof of purchase
Any request submitted without a proof of purchase will be
automatically declined
o The request must be approved by the Eminent Treasurer and Eminent
Archon
Once approved the person will reimbursed with a check
76. 76
Collection Policies:
Active member dues are $515 per semester and must paid within 2 weeks after the
budget is officially approved by the executive board
New Member dues are $310 per semester and must be paid within 2 weeks of
accepting their bid
Members may pay with cash or check
o All finds are to be recorded by the Eminent Treasurer and submitted to the
Eminent Deputy Archon
Any member who needs assistance must contact the Eminent Treasurer within
one week of budget approval
o Payment plans are discouraged and are reserved for those who truly need
it
o Standard payment plan: Five installments of $103 consecutively paid at
chapter meetings
o If a member misses a payment without informing the Eminent Treasure,
they will be placed in bad standing and will be subject to additional
penalties
Members who do not pay dues or fines are prohibited from attending social events
Master budget spread sheet, broken down fall and spring spread sheets
77. 77
Finance Request Form
This form must be filled out in its entirety; including the signatures of the
applicant, Eminent Treasurer, and Eminent Archon to request a cash or credit
disbursement from the Illinois Tau-Alpha chapter bank account. Additionally, the
applicant must present a receipt or bill of purchase to the Eminent Treasurer.
Name:
Position:
Amount Requested:
Description of Expense:
Signature Amount to be Reimbursed (Filled out by EA or ET):
Eminent Archon Signature Eminent Treasurer Signature
