20131123-VPMD-02

• Council Member Name: Natalie Swierzbin
• Council Position—Proposal Number: Vice President of Membership Development-02
• Meeting Date for Proposal: November 23, 2013
• Objective this proposal falls under: Leadership Development and Opportunity 10.0
• What costs are associated with this proposal? None

Alumni Ritual Preparation

The Alumni Ceremony is used as a farewell to graduating seniors or may be used in the Alumni Chapter to welcome new members.

Obtaining The Ritual Kit Contact the National Headquarters to obtain The Ritual Kit and copies of The Phi Sigma Pi Ceremonies handbooks. No full or portions of the ceremonies book shall be reproduced. This is to ensure the integrity of the Fraternity’s secrets.

Attendance While this ceremony is not a requirement to bestow alumni status on our members, it is a meaningful way to recognize graduating seniors for their achievements in each leg of the Tripod to their Chapter, as well as express gratitude for their contributions to their undergraduate Chapter. That being said, attendance is encouraged by everyone in the Chapter. To ensure maximum attendance, a date for this ceremony should be communicated well in advance

Attire Attire shall be “semi-formal.” Semi-formal attire includes dress slacks, suits/ties, dress shirts and skirts or dresses. Dress considerations may be that all Members dress in black. If this is implemented, it is important to make the Members aware of this as early as possible. No jeans or tennis shoes shall be worn.

Time It is important to abide by your campus’s regulations for student activities. Chapters may choose to perform the ceremony at their annual banquet/end of the year celebration, at the last meeting of the semester, or at your Chapter’s senior night or other special event.

Accessibility There may be times where Members requiring special assistance attend the ceremonies. These individuals shall be accommodated as needed. Contact your campus’ social equity office for available resources.

• Wheelchair accessibility (Are there elevators and/or stairs? Is it a deep pile carpet making it difficult to move and turn?)
• Deaf or hard of hearing (Is an interpreter needed? Is pen/pad available to use written notes to communicate?)
• Blind or visually impaired (Is there sufficient lighting and/or cleared walkways? Confirm that there is outside access for guide dog relief.)

Timeline for Preparation:

• At the beginning of the semester:
  • Acquire a tentative list of those who are graduating in the current semester (or over the summer if it is Spring semester).
  • Obtain a Ritual Kit from the National Headquarters
• Six weeks prior:
  • Confirm with graduating seniors that they will be receiving alumni status
  • Submit this information to the National Headquarters
  • Invite any alumni members, Faculty adviser, or parents
  • Confirm room reservations. If your ceremony will occur as a part of your banquet/formal, ensure there is adequate space to perform the ceremony. Confirm that there is an adequate table to serve as the altar
  • Assign speaking roles to your President, Secretary, Historian and Alumni Chair

• One week Prior
  • Review proper ceremony attire with your Members during your Chapter meeting
  • Review the proper Fraternal grip with all Members during your Chapter meeting
  • Perform a read-through of the ceremony
  • Confirm you have the necessary supplies for the ceremony, including candles, a glass vase, chapter roll book, gavel, white tablecloths
  • Print words to the Fraternity songs (if applicable—may also use a projector to display these)

• Day of Ceremony
  • Pick up cake/cups/utensils/paper plates
  • Pick up white rose (if a fresh flower will be placed on the altar)
  • Have Alumni committee arrive an hour before the ceremony to help set up (refer to Alumni Ceremony layout for instructions)
  • Bring the following:
    • White candles
    • Tablecloth
    • Four copies of The Phi Sigma Pi ceremonies handbooks
    • 1 silk or fresh white rose
    • Gavel
    • Roll book
    • 5 pens/markers to sign roll book

• After the Ceremony:
  • Chapters may use this opportunity to give seniors gifts, allow seniors to present their senior wills or pass downs, and celebrate the new Alumni’s contributions to the Chapter.

What is the motion to be made on this? "I move to adopt preparation guidelines for the Alumni Ceremony."