SIGMA GAMMA TAU
Chapter Officers' Instructions
Revised October 1988 (original version: 1 September 1973)
President's Instructions,
Vice President's Instructions,
Secretary's Instructions,
Treasurer's Instructions
The President is to conduct and oversee the general
operation of the entire Chapter, following the Constitution and all its
provisions. Another duty is to be thoroughly familiar with the duties of
the other officers and the means for carrying these out, as well as the
duties of appointed committees and individuals.
The President must see to it that all the requirements
and suggestions of the convention are carried out or discussed and that the
chapter in all ways complies with the standard methods set up to conduct
business. In addition, the President must see that necessary proposals,
petitions, etc., be submitted to the National Secretary-Treasurer in ample time.
Further, it is suggested that the President consider
and present to the Chapter, projects which may be carried out by the Chapter,
as well as to initiate interchapter cooperation in the matter of suggestions
that may prove helpful, programs for special events sponsored by the Chapters
or by the local AIAA chapter, etc. Further, an attempt should be made to
cooperate with AIAA in any way possible since, in all probability, the members
of the Sigma Gamma Tau Chapter will be the nucleus for the AIAA chapter.
The First National Convention decided that a permanent
portfolio, folder, or notebook be set up for each officer. These are to
contain the instruction sheets, papers and records required to carry out work
at meetings, etc. These should not, however, become a permanent file for
correspondence, minutes, bills, receipts, etc. File folders should be set up
for minutes, correspondence, treasurer's paraphernalia, etc., and the papers
should be turned over to the secretary to be transferred to these as soon as
they are no longer immediately needed to conduct the business. This method
insures the Chapter against a loss of a great deal of material, which is
always a great possibility when it is kept by the individual officers in
loose notebooks, etc. If possible, the Faculty Advisor should be the
custodian of these file folders and all permanent records of your Chapter.
It should be a relatively simple matter for him to allocate a filing drawer
for this purpose.
Address and Return Addresses
Use only permanent mailing addresses as agreed upon
by convention for addresses and return addresses. Preferably, use your
faculty advisor's name (or a departmental Secretary who will be responsible
for getting the material to you) as a return for official correspondence.
Indicate to all persons with whom you correspond that the permanent address
is to be used.
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Chapter History
The Vice President will write, and keep up to date,
the history of the Chapter including all important happenings. This should
be made out in duplicate, a copy going to the National Secretary-Treasurer.
Mailing Addresses and Return Addresses
Use only permanent mailing addresses as agreed upon
by convention for addresses and return addresses. Preferably, use your
faculty advisor's name (or a departmental Secretary who will be responsible
for getting the material to you) as a return for official correspondence.
Indicate to all persons with whom you correspond that the permanent address
is to be used.
Chapter Publicity
The Vice President shall actively direct all Chapter
publicity either by writing all news stories, notices, etc., personally, or
supervising and checking the work done by a member of the chapter appointed
by the President to do this.
News Letter
The Vice President shall write an annual newsletter
as suggested by the convention. This letter is to contain items of interest
to past members to keep them up to date on the affairs of their chapters and
to help keep their interest in Sigma Gamma Tau. A copy of the letter should
be sent to other interested chapters, as well as to the National Headquarters.
Through this letter it will be easier to keep the permanent Chapter membership
cards up to date. (See Secretary's instructions).
National Aims
The Vice President shall act as director of the
activities of the Chapter as regards national aims (see minutes of the first
convention). The Chapter should make every effort to work out ways and means
by which these are put into effect at the earliest possible moment. Only
through the establishment of these aims on a national scale can Sigma Gamma
Tau hope to achieve wide recognition and to be considered as a "doer of deeds"
and not merely an organization for passively honoring excellent students. It
is the responsibility of each member, as an outstanding person in his/her
group, to help foster and nurture these aims.
In Absentia
The Vice President will take over the duties of the
President in the event of the President's absence. Further, the Vice
President will be thoroughly familiar with the duties of the Secretary and
Treasurer and with the means for carrying out these duties.
Criticism and Suggestions
Turn over to the Secretary whatever criticisms
of the methods of operation, etc., or whatever difficulties are observed in
conducting business, and whatever methods may be devised or suggested to
overcome these difficulties. (See Secretary's Instructions).
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Correspondence
The secretary will initiate or answer all general
correspondence for the chapter. All correspondence will be made out in
duplicate, the copy kept for the chapter files.
Mailing Addresses and Return Addresses
Use only permanent mailing addresses as agreed upon
by convention for addresses and return addresses. Preferably, use your
faculty advisor's name (or a departmental Secretary who will be responsible
for getting the material to you) as a return for official correspondence.
Indicate to all persons with whom you correspond that the permanent address
is to be used.
Filing
The secretary will be responsible for all of the
permanent papers and records of the chapter. After each meeting he will
collect from the various officers and committees whatever material is no
longer immediately needed to conduct business and all duplicate copies of
special correspondence written by these officers or committees and place
them in the permanent file (see President's instructions regarding permanent
file).
Roll Call
The Secretary will keep the active chapter roll up
to date and keep this together with the attendance record in a notebook.
Permanent Record Cards
The National Headquarters will supply each chapter
with permanent record cards. These cards are to be filled out in duplicate
by each new initiate at the time of initiation. One copy is retained for
permanent chapter files, the other is to be forwarded to the National
Headquarters.
The National Secretary-Treasurer should be informed
whenever changes to these cards occur, i.e., change of address, etc.
Committees
The Secretary will keep a separate record of all
committees appointed and their members.
Criticism and Suggestions
The Secretary will keep a separate sheet in the
notebook upon which to record whatever difficulties are encountered in
operating the chapter and whatever methods may be devised or suggested to
overcome these difficulties (note especially trouble selecting initiates
and voting on them for membership).
A copy of this should be sent to the National
Secretary-Treasurer each semester so that the information may be passed on to
the other chapters and/or be taken up at the next convention.
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Records
Keep records of all monies received, deposits made,
bills paid, etc., and have books balanced so that a report can be given at
each chapter meeting. Statements as to the condition of the Chapter's
account should be obtained at least every 60 days. All statements, canceled
checks, bills, etc., should be in order before turning books over for
inspection by school authorities and/or faculty advisor. This inspection
should take place before each newly elected Treasurer takes office. Books
should be signed by auditor verifying accuracy before each new Treasurer
takes office.
Mailing Addresses and Return Addresses
Use only permanent mailing addresses as agreed upon
by convention for address and return addresses. Preferably, use your faculty
advisor's name (or a departmental Secretary who will be responsible for
getting the material to you) as a return for official correspondence.
Indicate to all persons with whom you correspond that the permanent address
is to be used.
Collection of Money
Fees from new initiates should be collected upon or
immediately after initiation. Receipts should be issued and a record kept of
all money collected.
Ordering Material
For new initiates, order number of keys and
certificates desired from National Headquarters. Include an accurate list of
names for printing certificates and also the date of initiation. Make out an
order in duplicate and keep a copy for Chapter file. Enclose with order, a
check for the amount (as prescribed by the annual convention) due for each
initiate.
For other materials, i.e., replacement keys and
certificates, stationery, etc., order number or quantity of material desired
from National Headquarters. Include any necessary instructions. Material
will be shipped from National Headquarters and will be billed to you at cost.
Check Writing
Checks should be made out carefully following the
prescribed form and having proper signatures.
It is very important to avoid any "insufficient funds"
checks.
Petty Cash
It is suggested that a sum be set aside from the
main account to take care of incidentals such as mailing costs, etc. This
sum is indicated as an expenditure in the main ledger. A small notebook
should be kept with the petty cash to record the deposits and itemized use
of this money. In this way it is simple to keep an accurate account of all
money. To present a report it is merely necessary to give data form master
ledger plus date on expenditure and sum on hand in petty cash ledger.
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