Chapter Officer Duties


Consul

The Consul is the president or CEO of the chapter. He presides over chapter meetings and other chapter affairs and activities, and is responsible for the security of the charter, Ritual and Ritualistic materials.


The Consul should possess a working knowledge of the Sigma Chi Governing Laws, Ritual, risk management regulations, chapter bylaws and policies, and campus and interfraternity regulations and procedures. He maintains a close relationship and communication with chapter advisors, the house corporation, the Grand Praetor, alumni, Headquarters and university and interfraternity council officials.


The Consul maintains current knowledge of all chapter and member developments and activities, and follows up on all operations and programs by interacting with the appropriate officers. He should attend the Balfour Leadership Training Workshop.


Officer Duties Include:


  • Be ultimately accountable for everything that the chapter does or fails to do.
  • Acquaint himself with all of the requirements laid out in Sigma Chi's Ritual, Governing Laws and policies, as well as with all chapter bylaws and campus regulations, and to ensure these standards are strictly followed.
  • Maintain the integrity of, the chapter's respect for and the proper performance of the Ritual.
  • Ardently guard the security of the chapter's charter, Ritual and Ritualistic materials.
  • Preside over the chapter meetings and such chapter affairs as is appropriate.
  • Maintain a broad knowledge of all chapter activities and areas of operation.
  • Immediately upon election, develop a program of goals toward which he and his executive committee shall strive to achieve during his term.
  • Work with the Grand Praetor, the chapter advisor, chapter alumni and Headquarters in guiding the affairs of the chapter.
  • Acquaint all officers with the extent and importance of their duties, delegate authority and responsibility to these officers, and ensure these duties and responsibilities are carried out.
  • Maintain a close relationship with university administrators and with officers of other campus fraternities and sororities.
  • See that chapter administrative affairs are handled promptly and that orderly chapter administrative files are maintained.
  • Maintain and strengthen the chapter's activities, accomplishments, and proficiency in all internal and external areas.
  • Maintain high standards of chapter scholarship, discipline, etiquette, morals and hospitality as a reflection of the Ritual of Sigma Chi.
  • Watch for potential problems within the chapter and effect such measures necessary to prevent their further development.
  • Conduct himself so as to always deserve the respect and cooperation of all brothers.
  • Cultivate and preserve unity within the chapter.
  • Train and assist his successor as Consul and ensure that all other chapter officers carry out the same responsibilities toward their successors.
  • Attend Balfour Leadership Training Workshop.
  • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.


  • Pro Consul

    The Pro Consul serves as vice president or chief operating officer of the chapter, and he works closely with the Consul in carrying out chapter operations. He is chairman of the chapter's executive committee, and directs the Post Initiation Training (P.I.T.) programs for each group of new initiates. The Pro Consul coordinates the work of the chapter committees and serves as their liaison between the chapter and executive committee.


    The Pro Consul must be prepared to assume the duties of the Consul, should he be absent or unable to serve, and he must carry out other duties as the Consul requests.  He should attend Balfour Leadership Training Workshop.


    Officer Duties Include:


  • Assist the Consul in ensuring that chapter affairs and operations are conducted thoroughly and efficiently, that all chapter activities are carried out in the best manner possible, and that all members and pledges conduct themselves always in the best interests of the Fraternity and the chapter.
  • Assume the full responsibilities of the Consul's position in the Consul's absence or incapacity.
  • Preside over and administer the affairs of the chapter executive committee.
  • Direct and coordinate a P.I.T. program immediately following each Initiation.
  • Direct and coordinate the work of all chapter committees.
  • Keep himself constantly informed of chapter and Fraternity affairs and activities so as to advise the Consul and assist in the leadership of the chapter.
  • Carry out such other duties as the Consul may direct.
  • Train and assist his successor, and supervise a similar training program among all incoming and outgoing officers.
  • Attend Balfour Leadership Training Workshop.
  • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.

  • Annotator


    The Annotator keeps accurate records, reports and minutes of chapter meetings and transcribes those records into the chapter minute book. He maintains the chapter’s bylaws, administrative files and records, including the chapter’s permanent record of member data. He also coordinates the chapter programs in campus and community service and philanthropy, and he handles chapter public relations and publicity.


    Quaestor


    The Quaestor is the treasurer of the chapter. He is responsible for collecting and safeguarding all funds due to the chapter, as well as preparing the budget before the start of the chapter's fiscal year and presenting it to the chapter's executive committee, members and advisors for approval. He also provides monthly and semiannual financial reports to Headquarters, advisors and the chapter's Grand Praetor.

    The Quaestor uses an approved bookkeeping system to keep accurate records of all of the chapter's financial operations. He consistently reviews records and activities to ensure the chapter operates within its means. He sees that the chapter's financial obligations to the Fraternity and other creditors are met promptly, and he completes the chapter's federal and state tax returns and Social Security reports.

    The Quaestor is responsible for ensuring the awareness and fulfillment of chapter and individual financial obligations throughout the chapter membership. He should attend Balfour LTW.


    Officer Duties Include


    • As treasurer of the chapter, collect and preserve all monies due the chapter, and disburse money as the chapter needs and directs, consistent with the requirements of good business, sound fiscal procedure, Fraternity policy and chapter resources.
    • Prepare a budget before the start of the chapter fiscal year, present it to the executive committee and chapter advisor, and follow its provisions, ensuring that the chapter operates within its means.
    • Use a recognized bookkeeping system to record all chapter financial operations.
    • Ensure that all dues and fees owed the chapter and Fraternity by members and pledges are paid on time, and carry out specified enforcement procedures for overdue accounts.
    • Ensure that the chapter's financial obligations to the Fraternity, landlord, local merchants and others are properly met.
    • Provide Headquarters, the chapter advisor and the Grand Praetor with the specified monthly and semiannual reports, as well as a yearly budget.
    • Ensure that the required reports are provided to federal and state tax and Social Security officials.
    • Attend the Balfour Leadership Training Workshop.
    • Maintain and enforce a chapter financial policy.
    • Suspend and expel financially delinquent members.
    • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.

    Magister


    The Magister prepares the pledge brothers for Initiation into Sigma Chi. He must gain member support and involvement in the program. He directs and conducts a chapter program that instills in the pledges the ideals of Sigma Chi, and he develops their pride in and commitment to the Fraternity through lessons of learning, participation and responsibility. The Magister must enforce, along with all members of the chapter, the Fraternity's prohibition of hazing or any activities that are embarrassing, trivial, deceptive, demeaning or contradictory to academic responsibilities or Sigma Chi's ideals and policies. He may assist the Pro Consul in P.I.T. and should attend Balfour Leadership Training Workshop.


    Officer Duties Include


    • Conduct a chapter program that prepares the pledge brothers for Initiation as committed, responsible and active brothers.
    • Plan, articulate, organize and lead the conduct of this program in the chapter.
    • Ensure the understanding, support and involvement of all members of the undergraduate chapter.
    • Guide a chapter program that instills pride in and commitment to the ideals of Sigma Chi through learning, participation and responsibility.
    • Prevent any activities or occurrences of hazing, or any activities that are embarrassing, trivial, deceptive, subservient or contradictory to academic responsibility.
    • Establish and guide the pledge program to emphasize individual responsibility and motivation in scholastic achievement.
    • Direct and conduct the program based on and consistent with Sigma Chi pledge objectives, programs and materials.
    • Ensure that the official pledge and initiation forms and fees are furnished on time to the Fraternity.
    • Oversee the chapter's preparations for and conduct of indoctrination and Initiation activities.
    • Supervise the care of Ritualistic equipment.
    • Assist the Pro Consul in Post Initiation Training.
    • Attend Balfour Leadership Training Workshop. 
    • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.

    Recruitment Chairman


    Officer Duties Include


    • Plan, organize and coordinate a year-round chapter recruitment program.
    • Assist the chapter in measuring potential members against the requirements of The Jordan Standard and the ideals of the Ritual.
    • Help the chapter develop its own set of specific membership criteria in addition to that of The Jordan Standard and the Ritual.
    • Ensure that every brother, and not only a few individuals, participates in membership recruitment.
    • Coordinate all communications with prospective members, including all printed recruitment matter.
    • Ensure adherence to the recruitment regulations of the Fraternity and campus.
    • Effectively recruit all men recommended to the chapter by fellow Sigma Chis, and acknowledge and thank any brothers making such recommendations.
    • Sufficiently inform potential members of the academic standards, financial obligations and ideals of Sigma Chi.
    • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.
    • Attend the Balfour Leadership Training Workshop.

    • Tribune


      The Tribune coordinates the preparation and mailing of all necessary chapter correspondence. He assists the Consul and other officers in preparing and submitting officer and chapter reports on time. He supplies the Headquarters, Grand Praetor, advisors and university officials with reports of new officers and other information as required. The Tribune is also in charge of the alumni relations program.



      Chapter Editor


      The Chapter Editor publishes at least two chapter newsletters a year in the interest of highlighting current alumni and undergraduate activities. He furnishes similar material to The Magazine of Sigma Chi, including quarterly news reports, photos and copies of each chapter publication. The Chapter Editor maintains a publications file, which should include back issues of the chapter newsletters, publications from other chapters and related material from the General Fraternity. He also coordinates the publication of other chapter printed material (e.g., recruitment brochures, Derby Days programs, etc.) and assists the Tribune in maintaining an accurate mailing list.


      Officer Responsibilities


      • Submit quarterly updates to The Magazine of Sigma Chi.
      • Contribute to the history of the chapter.

      Scholarship Chairman

      The scholarship chairman seeks to create and maintain an environment conducive to scholastic achievement among members and pledges, and assists the chapter's officers in emphasizing academic priorities. He provides information on educational resources and assistance available to initiated and pledge brothers, including those available in the chapter, through the General Fraternity and the university campus. The scholarship chairman plans and conducts chapter education programs, including faculty discussions and chapter awards. He also serves as the chapter's liaison to the Sigma Chi Foundation. The scholarship chairman is also responsible for educating the entire chapter on the scholarships that are available to them through the Foundation.


      Officer Responsibilities


    • Cultivate a priority for learning and scholastic achievement among undergraduate brothers and pledges.
    • Work with the chapter’s faculty advisor to develop scholastic programs.
    • Understand the Governing Laws requirements concerning the academics of recruits, pledges, active brothers and the overall chapter.
    • Provide information regarding financial resources and assistance available from the chapter, campus and General Fraternity to the chapter's members.
    • Plan and conduct chapter educational programs, faculty discussions, chapter awards and campus-wide academic events.
    • Assist the Consul in keeping the chapter's brothers and pledges within the academic requirements of Sigma Chi and the university.
    • Make presentations to recruits that explain the scholastic requirements of Sigma Chi.
    • Meet with the pledge class during its first meeting to explain the academic requirements of the active chapter and the General Fraternity.
    • Assist the recruitment chairman and Magister in emphasizing academic priorities in the chapter recruitment and pledge programs.
    • Maintain scholarship records for the chapter's membership.
    • Put together a scholarship committee.
    • Aid in the selection, development, and training of a successor. Help him to prepare a report on his activities during his time in office.
    • Develop a scholastic program for new members, with the help of the Magister.
    • Hold himself and every member of the Fraternity accountable to the Sigma Chi Oath of Initiation.

    Philanthropy Chairman


    The philanthropy chairman is responsible for overseeing and executing any and all of the chapter's philanthropic events. He, in conjunction with the active chapter, plans philanthropy events for Sigma Chi and ensures the chapter’s participation in other charity events on and off campus. He is also responsible for fostering an environment in which the brothers understand and value the benefit of giving back to their community in the form of financial contribution.


    It is also the philanthropy chairman’s responsibility to educate the chapter's members on the differences between philanthropy and community service. Philanthropy is the act of raising money for charity or for another organization; community service, on the other hand, is the act of volunteering one’s time to help other people, a community or an organization.


    Officer Responsibilities


    • To plan, schedule, and execute the chapter's philanthropic events.
    • Ensure chapter participation in other organizations’ philanthropies and fundraisers.
    • Promote and ensure a safe and respectful environment for all philanthropic activities.
    • Maintain a calendar of philanthropy events.
    • Utilize the philanthropy committee to assist in his duties.
    • Educate members and event participants about the chapter’s philanthropy of choice (e.g., Huntsman Cancer Institute, Children’s Miracle Network Hospitals).
    • Record dollars raised for each event and report these figures on the Fraternity's annual report, to the university's office of fraternity and sorority life, and to other relevant parties.
    • Ensure that all donors receive proper thanks in the form of a written letter.
    • Work with the public relations chairman to publicize successful philanthropic events.

    Community Service Chairman


    The community service chairman is responsible for the oversight and execution of community service events both inside and outside the chapter. In conjunction with the active chapter, he plans community service events and ensures the chapter’s participation in other service events on and off campus.  He is also responsible for fostering an environment in which the brothers understand and value the benefit of giving back to the community in the form of service and volunteerism.


    It is also the community service chairman’s responsibility to educate the chapter members on the difference between philanthropy and community service. Community service is the act of volunteering one’s time to help other people, a community or an organization; philanthropy, on the other hand, is the act of raising money for charity or for another organization.


    Officer Responsibilities


    • Planning, scheduling and executing Sigma Chi community service events.
    • Ensuring chapter participation in other organizations’ service events.
    • Promoting and ensuring a safe and respectful environment for all service events.
    • Maintaining calendar of community service events.
    • Having a working knowledge of service opportunities available, including those provided by the college or university.
    • Educating members and event participants about the chapter’s specific community service endeavors.
    • Recording service hours earned by the chapter and by its individual members, and reporting these numbers on the Annual Report, to the office of fraternity and sorority life, and any other relevant parties.
    • Working with the philanthropy chairman to collaborate on chapter events.
    • Working with the public relations chairman to publicize successful community service events.

    Historian


    The Historian gathers and makes a permanent record of members and activities in the form of a scrapbook or chapter history. He preserves the library, historical records and properties of the chapter. The Historian also furnishes the Grand Historian with chapter information and assists in the preparation of historical material for Fraternity publications.



    Kustos


    The Kustos (Pronounced Cuss’ toss) preserves the privacy of the chapter room and assists with chapter meetings and other specified gatherings. The Kustos is also in charge of preserving all of the chapter’s ritualistic paraphernalia.



    Risk Manager


    The Risk Manager assists in the development and implementation of the chapter’s safety/risk management program. He coordinates the risk management education of members, pledges and employees, and assists other officers in incorporating safety and risk management-related precautions into their programs. With the help of the house corporation, Chapter Advisor, Executive Committee, officers and members, he addresses concerns related to building maintenance, safety, fire, health, the use of alcohol or illegal drugs, hazing or sexual abuse.



    Steward


    The steward coordinates the chapter meal service and kitchen operations, under the direction of the Quaestor and/or houseparent.



    Officer Transitions

    Organizing an Officer Transition Retreat

    The Officer Transition Retreat is meant to bridge the gap between outgoing and incoming Undergraduate officers. The officers that should go on the retreat should be the Consul, Pro Consul, Magister, Recruitment Chairman, Risk Manager, Annotator, and Quaestor. Additional officers may attend the retreat if the Chapter deems that office important, although the retreat should be primarily for the Chapter’s Executive Board.


    The outgoing officer should prepare a notebook or binder filled with essential documents. Each office will have different documents relative to the responsibility of the office. Each notebook should contain the Fraternity’s Manual, a copy of the Chapter’s by-laws, and a list of deadlines for the officer. Other pieces of information can be included as the officer sees fit. For example, the Recruitment’s notebook will contain the Manual received from Balfour Leadership Training Workshop, the Chapter’s by-laws, and a list of deadlines. In addition, it will contain contact lists for recruitment events, contacts for venues for recruitment lists, material for potential new members, and other materials that the outgoing officer believes will benefit his successor.


    There are many different aspects of a retreat that will contribute to the retreat’s success. The retreat should take place somewhere away from the Chapter house. The curriculum of the Retreat is subject to the Chapter Advisor. Each retreat should include two sections: S.W.O.T analysis, and an individual breakout section.


    The S.W.O.T. section will be a group discussion of the Advisor, outgoing and incoming officers. Together the Chapter will discuss the chapter’s strengths, weaknesses, opportunities, and threats. The chapter can participate in activities that will help facilitate discussions, and create different discussion groups that help create a strategic vision for the chapter. The Advisor should serve as a facilitator to the discussion, but the undergraduates should keep the discussion flowing. The role of the advisor in a S.W.O.T. analysis is to provide talking points for the undergraduates and keep them on topic.


    In the breakout discussions, the outgoing officer will meet with their respective incoming officer. The outgoing officer should highlight important topics contained in his notebook. There should also be an open dialogue between the two undergraduates, discussing best practices, strategies, and challenges that come with the position. While working with the outgoing officer, the incoming officer should create goals that he has set for himself for the upcoming term. The incoming officer can discusses his expectations when coming into office, and develop a plan of action to achieve the goals that he has set.


    After the individual sessions, the officers can meet together as a group and discuss each office’s goals and expectations for the upcoming year. It is recommended that a Ritualistic Closing is used, to formalize the retreat and reinforce the importance of the discussions.