Volunteer Monthly
Responsibilities for alumni advisory team members   

Delta Tau Delta International Fraternity 

December 2011  | Volume 4, Issue 4

Division Vice President: The Oil for Smooth Transitions
Dave Sullivan - Coordinator of Greek Affairs at Middle Tennessee State University

In any fraternity chapter, one of the most critical moments in the year happens during the transitioning phase of officers into their newly elected roles. Often an outgoing officer may hand over a binder that has been passed down from officer to officer since the dawn of time, or the new officer may not receive any advice at all regarding his position. Officers can typically be thrown into a position without any guidelines or plans for future success. Beyond that, new volunteer advisors may be just as lost as to who they are supposed to be advising and what their role is within the volunteer advising team. This is where the DVP can greatly assist the new officers and volunteer advisors and keep the chapter moving forward.

Host an Officer Transition Retreat
One of the responsibilities of the DVP is to assist chapters and volunteer advisors with chapter retreats. An officer transition retreat is a great way for new officers to meet current volunteer advisors or bring new volunteer advisors into the fold. Strong relationships build strong leaders and those relationships between the officers and their corresponding advisor can start at a transition retreat. A great transition retreat should be planned well in advance. Find a time and a place that is suitable for the retreat a month before officer elections - that way all of your volunteer advisors have plenty of time to arrange their schedules to be there and any undergraduate running for the position will know that the retreat is not optional and is an expectation for anyone who may be elected to a position.

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Volunteer spotlight - Dave Martin

VM: What chapter do you advise?
DM: Gamma Upsilon, Miami University

VM: How long have you been advising?
DM: About six years

VM: What advice could you give a new chapter advisor?
DM: It's a fine line between advising, managing, dictating and coaching. You need to decide what style fits you and what works with your chapter. A mix of these styles may work at different times in the life of the chapter. For me a lot of it depends upon who the chapter president happens to be and what his skills and gifts are. Different styles will work with different presidents.

VM: What do you feel your chapter excels at better than most?
DM : I believe all chapters, and I think it's just the nature of young men, want to do it on their own. I think Gamma Upsilon does a very good job of managing its own affairs. While I think the members appreciate having me around (at least most of the time), they also appreciate it when I do not interfere in what they are doing, their decisions and how they operate. And building on the advice question, I believe the effectiveness of the chapter in how they manage their affairs depends to a large extent the quality of the chapter president. We are blessed this year, and last with a very good president, who has a lot of skills. That is not always the case. They excel at managing their own affairs. But, a little coaching does help.

VM: What has been your most rewarding Delt experience?
DM: Perhaps my most rewarding experience happened a couple of years ago, when one of my pledge brothers from 1967 called me out of the blue. Tom Rothaar had read in the Rainbow that I was now the chapter advisor of Gamma Upsilon. I had not seen nor heard from Tom, who gave me my first set of golf clubs, since I graduated in 1969. I'm not sure if that was a blessing or a curse!!! Tom was struggling with some health issues. Tom and I were very good friends in the 1960s. Anyway, Tom sent me his Delt badge and several other Delt badges and Delt memorabilia. Those are now on display at our Central Office. I had a chance last year to look at the display. I am thankful for Tom's friendship and that he felt it right to send me the memorabilia. While he said he wanted me to have them, I thought it important for the entire Fraternity to benefit from them. One of the badges was from the late 1800s. I think any rewarding experience would have to involve brothers, whether they be current undergraduates or alumni. This is just one of many rewarding experiences I could have shared.

2012 Division Conferences

Registration is open for the 2012 Division Conferences. Don't be late...register now and come experience what fraternal excellence is all about.

Chapters are required to be represented at division conferences. For specific attendance requirements, please refer to each division's web page below. Division dues and conference fees are due upon arrival. Payment information is available on your division's page.

CHOOSE YOUR DIVISION NOW           

Vital Tasks for Advisors

DECEMBER: Review the Plans

Meet With the President To Prepare For Elections and Officer Transition
We Create Opportunities for Our Members To Learn And Live Lives Of Excellence

  • Identify the chapter's rising leaders and ask what is being done to groom these men.
  • Encourage the president to have at least two qualified candidates to run for each elected position.
  • Help with officer transitions.  Set a date for a transition planning meeting to reaffirm goals or set new ones.

Meet With The Ritual Team
Truth, Courage, Faith, and Power Are Our Foundation

  • Who is in charge of planning for the conclusion of the new member period? Review those plans to ensure they are within the integrity of the Member Responsibilities Guidelines and the Ritual.
  • What is the condition of our Ritual equipment?  Are improvements necessary prior to the ceremony?
  • Where is the initiation for the fall new member class going to be, at what time, and on what date?
  • Will the Ritual be practiced to ensure performance quality?
  • Will we invite any alumni? Is anyone in the new member class a Delt legacy? Those alumni should be contacted and invited to attend well in advance.
  • How will we ensure all dues and paper work is sent to the Central Office within 48 hours? The chapter advisor must review each prospective initiate's academic eligibility and sign the initiation card.

END OF THE SEMESTER/WINTER BREAK: Make sure the Shelter is secured for the school break and all house management issues are addressed.

Calendar

DECEMBER 2011

DEC 1: Fall term chapter and sports reports due
DEC 9: Shelter Gatekeeper form due to Director of Fraternity Programs
DEC 15: November's Monthly Financial Report (MFR) due (fine incurred after 25th)
DEC 15: DTAA: Powered by GreekLifeEdu, part 1 deadline for fall new members
DEC 26- JAN 2: Central Office closed for Holiday Break

JANUARY 2012

JAN 3: Central Office reopens
JAN 15: December's Monthly Financial Report (MFR) due (fine incurred after 25th)
JAN 15: Officer Election Report due
JAN 15: Deadline for missing Accreditation Report items (Central Office will contact chapters missing elements after the November 1 reporting deadline. Items not submitted by January 15 result in chapter suspension of social activities and ineligibility for Court of Honor and/or Hugh Shields honors).
JAN 31: Liability Insurance due (third 25 percent of total billing)

VISIT US ONLINE AT WWW.DELTS.ORG

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