For other uses, see Secretary (disambiguation)
The role of the Phi Sigma Pi Chapter Secretary is one of great responsibility. It can also be quite rewarding. The following document is a guideline to help you have a successful term as the Chapter Secretary. According to the Phi Sigma Pi National Constitution, there are eleven duties of the Chapter Secretary. It should be noted, however, that this document is not all-inclusive for each chapter. These should be considered the minimum duties and your school/chapter may choose to assign further duties at their discretion.
About the Chapter Secretary
According to Article XI, Section 7 of the National Constitution, the chapter secretary shall:
- Keep a record of all proceedings of the Chapter and Executive Board meetings of the Chapter and enter such minutes in a permanent record
- Be responsible for the distribution of the minutes to the Executive Board before the next regularly scheduled meeting and have the minutes available for review by the Membership of the Chapter
- Be responsible for all correspondence pertaining to the Chapter and correspondence distribution to those designated
- Preserve, supply, and submit all National and Chapter Forms, documents, records, the National Constitution, Chapter Bylaws, The Ritual, other documents, and supplies
- Submit to the National Office the most up to date chapter bylaws with the Form 110 every semester or quarter
- Be responsible for the attendance records of the Chapter
- Maintain for the Chapter the approved Fraternity Roll Book requiring the signatures of all members at the time of the Member's Induction. All Members shall be numbered sequentially in the Chapter Roll Book
- Be responsible for compiling and submitting all required Membership lists and other required affiliation documentation to the appropriate divisions of the sheltering institution to ensure continued affiliation
- If necessary, choose, with the approval of the Executive Board and a majority vote of the Active Members present at a regular meeting, an Assistant Secretary to aid in performing the duties of the office
- Preside over the meetings of the Chapter in the absence of the President and the Vice President;
- Be a voting Member of the Executive Board.
Many Chapters and all of our colonies are set up with a dual Secretary system. These two offices typically are differentiated as Recording Secretary and Corresponding Secretary. A general break down of responsibilities if the the Recording Secretary handles internal documentation such as minutes and forms. Meanwhile the Corresponding Secretary often is responsible for external communication with other Chapters.
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