Chapter Treasurer Handbook

Transcription

NEW MEMBER EDUCATION
HANDBOOK
A Reference Guide for a Chapter’s
New Member Education Chairman
NEW MEMBER EDUCATION HANDBOOK
1
Foreword
The contents of this handbook are the result of a compilation of information from various chapters and
various brothers affiliated with the Pi Kappa Alpha Fraternity for the use by any chapter which is
interested in establishing or improving its programming.
It should be understood that each chapter is self-governing and solely responsible for its day-to-day,
week-to-week and month-to-month operation and nothing herein is intended as or should be deemed as
supervision, direction, monitoring, oversight or as an effort to control the local chapter by the Pi Kappa
Alpha Fraternity, which is a fraternal affiliation of over 220 chapters, over 15,000 active undergraduate
members and over 260,000 alumni and several nonprofit corporations, including, but not limited to Pi
Kappa Alpha Corporation, a Tennessee nonprofit corporation which serves as a clearinghouse and an
administrator for purposes of organizing meetings and conventions, publishing fraternal publications and
performing other functions for the entire Fraternity.
This handbook is an educational guideline only which contains suggestions and recommendations
developed by various chapters which were able to develop successful programs. It is published and
available to any chapter through the clearinghouse in Memphis as a form of brotherly advice for whatever
use one wants to make of it.
All ideas herein are optional and nothing is mandatory. Participation is by the voluntary choice of each
chapter and each member with the understanding that one generally gets out of something what one is
willing to put into it. Thus, any language contained herein which could possibly be construed as
“mandatory” such as “do this” or “do that” is only in the form of a recommendation that if one wishes to
get the most benefit out of using the suggestions in the handbook, then the suggestions can be utilized
with the understanding that any handbook is, at most, a guide and that the users should substitute their
own experience and judgment to use, adapt or modify the suggestions and recommendations contained
herein. In other words, the handbook is a guide from which the users can use to establish, improve or
build their own programs, using their own knowledge, common sense, ideas and experience and to assist
the users from time to time as a reference for ideas and suggestions. In turn, each chapter is encouraged
to share good ideas with other chapters by advising the administrative clearinghouse for possible
inclusion in future publications.
The above is intended to provide the chapter with general information and suggestions for improvement. It is not a directive and is not intended to direct
the chapter in any manner. A chapter is not required to use or implement this information or suggestions. The decision on whether or how to use this
information is solely that of the chapter.
2
Contents
Overview of Handbook ........................................................................................................................ 3
Understand your Position ................................................................................................................... 4
Create the Plan for your Position .................................................................................................... 5
Organize the Committee ............................................................................................................. 5
Set the Goals for your Position ................................................................................................ 11
Set the Budget for your Position ............................................................................................. 13
Plan the Meeting Schedule for the Year ................................................................................ 15
Create the Member Handbook ................................................................................................. 16
Create the Big Brother (Mentor) Program ............................................................................ 17
Create the New Member Orientation...................................................................................... 18
Create the New Member Education Curriculum ................................................................... 25
Create the Ingress Program ..................................................................................................... 27
Execute the Plan for your Position ............................................................................................... 28
Two Weeks Prior to the Beginning of New Member Education ......................................... 30
One Week Prior to the Beginning of New Member Education ........................................... 30
Week 1 .......................................................................................................................................... 33
Week 2 .......................................................................................................................................... 36
Week 3 .......................................................................................................................................... 41
Week 4 .......................................................................................................................................... 44
Week 5 .......................................................................................................................................... 47
Week 6 .......................................................................................................................................... 49
Week 7 .......................................................................................................................................... 52
Week 8 (Ingress) ........................................................................................................................ 56
The Week Following Initiation.................................................................................................. 60
Enhance the Plan for your Position .............................................................................................. 61
Review of the Program .............................................................................................................. 61
Ensure a Successful Transition for your Successor ............................................................. 61
Frequently Asked Questions ........................................................................................................... 66
THE PI KAPPA ALPHA FR ATERNITY
8347 West Range Cove
Memphis, TN 38125
901-748-1868
Revised August 2015
The above is intended to provide the chapter with general information and suggestions for improvement. It is not a directive and is not intended to
direct the chapter in any manner. A chapter is not required to use or implement this information or suggestions. The decision on whether or how to use
this information is solely that of the chapter.
3
Overview of Handbook
It is important to follow a few recommendations when reading through this handbook. The first
recommendation is to think of this handbook as a guide while you are new member education chairman.
This handbook is laid out in a fashion so that as you progress through the year, you will then advance to
the next segment of the handbook. However, you do not have to read this handbook sequentially just
because of that. If you only want a certain aspect of the handbook for reference, simply skip ahead to that
part of the book. Also, you do not have to do everything exactly as this handbook states, but this handbook
outlines some of the best practices being used today. Again, this handbook is simply a reference tool, so
use it as such. If anything in this handbook does not sound familiar to you, some reevaluation and
changing of processes may be in order, which leads to the next recommendation.
Do not let unfamiliarity or tradition keep you from implementing the ideas in this handbook. It is very
easy to go through and simply read this handbook for general knowledge and understanding of the
position. Unfortunately, things will not change or get better in your chapter unless you take action. In
order to get the most out of this handbook and to make the greatest impact on your chapter, it is
recommended to take the ideas in this handbook and put them into action. By taking action, you will get
the most out of your position, which leads to the final recommendation.
Enjoy your position! No matter what reason you had for taking this position, make sure you fulfill your
duties to the best of your ability. Much like the undergraduate fraternal experience, your tenure in this
position will be very brief so do your best to make a positive impact and better the overall chapter. If you
work your hardest to ensure this happens, you will truly have a rewarding undergraduate fraternal
experience. Good luck!
4
Understand your Position
Purpose of New Member Education
The purpose of new member education is to educate new members in material that make them better
PIKEs including but not limited to the Fraternity and chapter history, the True PIKE values, chapter
operations, etc. while allowing them to maintain good performance in other areas of fraternity and college
life.
Job Description
As the new member education chairman, you are the primary organizer and overseer of the new member
education program within your chapter.
*** The following lists are examples and are not intended to be exhaustive or exclude other
responsibilities as determined by the chapter. ***
Goals
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Ensure new members are educated in and comprehend material that make them better PIKEs,
including but not limited to the Fraternity history, the True PIKE values, chapter operation, etc.
Ensure new members maintain good performance in other areas of fraternity and college life.
Weekly Tasks
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Hold weekly new member education committee meetings
Attend and giving a report at weekly executive council and chapter meetings
Work to fulfill goals related to new member education
Manage the new member education budget
Hold new member education sessions for each new member
Ensure big brothers (mentors) are meeting with each corresponding new member
Maintain regular communication with the alumni education advisor
Semester/Quarter Tasks
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Structure and organize a new member education committee
Set goals related to new member education
Set the new member education budget
Develop and hold orientation seminars for each new member
Create a consistent eight-week new member education program
Create a member handbook
Develop a positive big brother (mentor) program
Create and maintain a uniform new member education handbook including guidelines, ideas, and
suggestions for future new member education chairman
Assist in the completion and submission of a Year End Summary
Completion of Position
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Review position with the new new member education chairman and provide a written notes to
successor and any other materials that were developed during your tenure as new member
education chairman including a uniform new member education handbook with guidelines, ideas,
and suggestions for future new member education chairman
5
Create the Plan for your Position
Organize the Committee
In order to more effectively accomplish your duties as the new member education chairman, it is
important to form a new member education committee. The steps involved with forming your committee
are: (1) determining who is interested in being involved with the committee and (2) which positions each
person should hold in the committee.
The first step to forming the new member education committee is determining who wants to be involved
with the committee. In order to get the best response for involvement, you want to engage the chapter
membership through numerous avenues, typically via electronic communication such as e-mail or
Facebook as well as in person during the chapter meeting or a separate meeting. Prior to sending out
communication asking for help from chapter members, you want to make sure you have a way to meet
with all of those interested and delegate responsibilities, typically through a meeting on campus or in the
chapter house (if applicable). Once the meeting location is finalized, you simply want to engage the
chapter by telling those who are interested about the meeting time and location. Ask for chapter members
to hold up their hands if interested when in chapter and to respond if sent out over e-mail. This is to
ensure you have interest from the members since otherwise you will have to appoint and ask certain
members to help with the committee. Once you have verified involvement from chapter members and
informed them of the meeting, you may now determine the best method to delegate responsibility within
the committee.
The purpose of the meeting with the chapter members who will be involved is to give each person a role, a
goal, and a title since this will be the best way to engage each person. Prior to holding the meeting, you
want to ensure you have a good understanding of the manner in which you will delegate responsibilities.
After receiving initial interest responses from or identifying certain chapter members, you will now have a
good idea of how many people will be involved with the committee. Depending on the number of people
involved, the new member education committee is typically composed of three undergraduate members
and one alumnus member.
New Member
Education Chairman
Member Handbook
Coordinator
Big Brother Coordinator
New Member
Orientation Coordinator
Alumni
Education Advisor
The three undergraduate members hold the positions of member handbook coordinator, big brother
coordinator, and new member orientation coordinator. The one alumnus member holds the position of
alumni education advisor which is a member of the alumni advisory board. Brief job descriptions for each
of these positions are listed below along with full page overviews of each position which can be given to
each member of the committee and can be found starting on the next page in this handbook.
Member Handbook Coordinator –the primary organizer and developer of the member handbook
within the chapter.
6
Big Brother Coordinator –the primary organizer and overseer of the big brother (mentor) program
within the chapter.
New Member Orientation Coordinator –the primary coordinator of each new member orientation
within the chapter.
Alumni Education Advisor – provides counsel and advice to the new member education chairman
and committee within the chapter.
These are typically the positions involved with the new member education committee. However, if you are
unable to identify four chapter members to be involved with the committee, it is recommended to work to
combine the outlined positions so that every aspect of new member education will have oversight and be
completed. For example, if you only have two chapter members involved, you can then assign the
responsibilities of the member handbook coordinator while also combining the responsibilities of the big
brother coordinator and new member orientation coordinator. Also, if you are able to identify more than
three chapter members to be involved with the committee, you may work to add positions so that you are
not turning away help. For example, if you have six chapter members involved, you can fill the three
previously outlined positions in addition to adding more positions such as another new member
orientation coordinator and another big brother coordinator to help with the weekly coordination and
reporting with big brothers. As you can see, the committee structure is very flexible and primarily used to
ensure all of the responsibilities associated with new member education are completed. As long as you
ensure that all responsibilities are accomplished and you are effectively engaging more chapter members,
the new member education committee will be successful.
Once you have created the new member education committee, you will want to be continually updated on
progress with tasks that the committee members are charged with, so it is recommended to hold weekly
new member education committee meetings. During these meetings it is important to allow every person
in the committee to detail what it is they have done in the past week, what they failed to do in the past
week, and anything that they plan to do or major events that are taking place in the near future. It may
even be helpful to utilize and expect a report from each committee member, similar to the one outlined on
page 15. These meetings should not take long but it is a simple way to help ensure all necessary work is
completed while also effectively delegating responsibilities.
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Member Handbook Coordinator
Job Description
As the member handbook coordinator, you are the primary organizer and developer of the member
handbook within your chapter.
Responsibilities/Duties
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Maintain the member handbook
Budgeting for the costs of member handbooks
Creating additional printed material for the member handbook
Goals
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Complete additions and corrections to the member handbook at least 2 weeks prior to the
beginning of new member education
Print and distribute member handbooks in a timely manner for all new members and initiates
Weekly Tasks
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Continually print and distribute member handbooks as necessary for changes in membership
Semester/Quarter Tasks
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Update information in the member handbook as necessary due to changes
Print and distribute revised member handbooks in a timely manner for all new members and
initiates
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Review position with the new member education chairman and return at least a written notes to
successor and any other materials that were developed during your tenure as member handbook
coordinator for future use
(PLEASE REMOVE AND PROVIDE TO APPOINTED CHAPTER MEMBER)
8
Big Brother Coordinator
Job Description
As the big brother coordinator, you are the primary organizer and overseer of the big brother (mentor)
program within your chapter.
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Assigning big brothers (mentors) to each new member
Determining and delegating responsibilities to each big brother (mentor)
Coordinating and reviewing big brother (mentor) reports
Ensuring big brothers (mentors) are fulfilling their duties
Goals
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Assign big brothers (mentors) to each new member at least 1 week prior to formal pledging
Determine responsibilities each big brother (mentor) at least 1 week prior to formal pledging
Weekly Tasks
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Collect and review big brother (mentor) reports each week
Communicate findings of big brother (mentor) reports to the new member education chairman
Monthly Tasks
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Notify new member education chairman of new member issues when identified through big
brother (mentor) report and work with him to help address the situation
Address issues or concerns with big brother pairings as necessary
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successor and any other materials that were developed during your tenure as big brother
coordinator for future use
9
New Member Orientation Coordinator
Job Description
As the new member orientation coordinator, you are the primary coordinator of each new member
orientation within your chapter.
responsibilities as determined by the Chapter. ***
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Coordinating orientations for each new member
Ordering new member pins and Garnet & Gold manuals for new members
Ensuring all new members are given appropriate learning materials including their Garnet &
Gold and member handbook
Goals
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Coordinate orientations for all new members
Order new member pins and Garnet & Gold manuals for all new members at least 1 week prior to
formal pledging
Distribute Garnet & Gold manuals and member handbooks to all new members
Weekly Tasks
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Coordinate orientations for new members as necessary
Distribute Garnet & Gold manuals and member handbooks to new members as necessary
Monthly Tasks
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Order new member pins and Garnet & Gold manuals for new members as necessary
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successor and any other materials that were developed during your tenure as new member
orientation coordinator for future use
10
Alumni Education Advisor
Job Description
As the alumni education advisor, you provide counsel and advice to the new member education chairman
within the chapter.
***The following lists are examples and are not intended to be exhaustive or exclude other
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Assist the new member education chairman in developing the annual review of the new member
education program
Aid in the development of the 8-week, written new member education curriculum
Have a working knowledge of the Ritual; help facilitate Ritual execution and education
Goals
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Ensure a consistent 8-week new member education program is developed by new member
education chairman at least 2 weeks prior to new member orientation
Ensure weekly new member education sessions are held by the new member education chairman
for each New member beginning 1 week after new member orientation
Ensure the member handbook is developed and updated at least 2 weeks prior to the beginning of
new member education
Ensure orientation seminars are held for each new member at least 1 week prior to the beginning
of new member education
Ensure a positive mentor program is developed and implemented for each new member at least 1
week prior to new member orientation
Ensure the new member education budget is planned at least 2 weeks prior to new member
orientation
Maintain regular communication with the new member education chairman and committee
Weekly Tasks
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Communicate over phone or e-mail with the new member education chairman
Ensure the weekly new member education sessions are maintained throughout the year
Ensure the member handbook is maintained throughout the year
Ensure the positive mentor program is maintained throughout the year
Ensure the new member education budget is maintained appropriately throughout the year
Monthly Tasks
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Communicate in person at least once with the new member education chair
Attend a new member education committee meeting at least once
Transition of New member Education Chairman
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Ensure the previous new member education chairman transfers knowledge to the new new
member education chairman by holding and attending a transition retreat/meeting
Ensure the new member education handbook is maintained and updated for transition
(PLEASE REMOVE AND PROVIDE TO APPOINTED ALUMNUS MEMBER)
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Sample Weekly Committee Member Report
Please provide a 2-3 sentence answer for each question.
What have you done in the past week?
What have you failed to do in the past week?
What do you plan to do in the upcoming week?
What other upcoming events take place in the near future?
Do your events/activities cost any money?
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Set the Goals for your Position
Once you have the committee formed, the next responsibility as the new member education chairman is
to determine and set the goals for your position. When setting goals for any position, you should always
determine the metric that you can use to appropriately determine success or failure with your work. Since
the objectives as new member education chairman include ensuring new members are educated in and
comprehend material that make each new member a better PIKE while ensuring new members maintain
good performance in other areas of fraternity and college life, you must determine metrics that will allow
you to determine success or failure when your position is complete in addition to giving status updates
while performing the duties as new member education chairman. With that being said, you want to
determine how you can best judge whether new members are accomplishing these objectives.
Upon evaluation of these two objectives, you can begin to make assumptions about the ideal performance
of new members while going through the new member education program. You can easily assume that
good retention (i.e. good performance on new member quizzes/tests) of previously taught education
materials is a good determinant of the status of accomplishing the first objective. However, since the
second objective encompasses many more facets of life for the new member, it is much more difficult to
create a single metric to measure. Despite the complexity of the second new member education objective,
this objective still, in essence, relates to expectations that are outlined in the member handbook and
expected by all chapter members. The expectations of chapter members from the provided sample
member handbook are listed below.
1. Attend all chapter meetings.
2. Learn all materials assigned.
3. Bring to each chapter meeting your Garnet & Gold, your officer or chairman handbook, calendar,
member handbook, and note taking material.
4. Attend all community service, fundraising, recruitment, and alumni events. If you cannot attend,
notify someone on the executive council.
5. Pay all financial obligations in a timely manner.
6. Join at least one other campus organization (see the campus involvement chairman).
7. Join at least one committee in the chapter.
8. Actively participate in the recruitment of new members.
9. Demonstrate sincere attitude toward becoming an active part of the chapter.
10. Follow all chapter/colony, IFC, university, local, state and national laws and policies.
11. Achieve academic grades at or above the minimum expectation set by the chapter/colony.
12. Be your brother’s keeper
Therefore, if all new members are living up to the expectations of chapter members, then they will be
retained as a member. If any member is not fulfilling these expectations, they will be removed from the
chapter whether they are an initiated member or a new member. This means that you can use overall
retention of new members as a metric for the second objective. Overall retention of new members means
the number of new members who went through the new member education program without initiation in
8 weeks or less compared to the number of new members who completed the new member education
program with initiation in 8 weeks or less. Now that you have two determinants of success (retention of
taught materials and fulfillment of membership expectations) you can now set the goals for your position
as new member education chair.
When determining a goal to set for the retention of materials by new members, since you will be testing
this retention through weekly reviews or quizzes of previously taught materials, you should set a goal
based on the average correct percentage received by new members. Even though you will continually have
new members entering the program and testing their retention at different rates, you will still easily be
able to determine this average since will simply be adjusted as time goes on. For example, one new
member may be tested on Week 6 material while a newer member is tested on Week 2 material at the
same time, but the average of the results will still show overall new member comprehension despite
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differences in timing. A good average to aim for in regards to comprehension during reviews should be
80%. When determining a goal to set for the retention of new members (thus fulfillment of membership
expectations), a good percentage to aim for is also 80% since less retention means that the chapter is
either not educating members properly or the recruitment process needs to be refined. Nonetheless, this
leaves you with your two goals for the new member education chairman position and allows you to easily
get a weekly update on how the chapter is performing with new member education so that you may make
changes or corrections if necessary. You should take note of these two goals that you have now set and
continually revisit them on a weekly basis. Again, the two goals you have set are:
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80% - average new member education comprehension performance
80% - new member retention
Now that you have set the goals for your position, you can now set the overall financial goal so that you
may successfully accomplish the goals for new member education.
Set the Budget for your Position
When setting the budget for new member education, you must take into consideration all of the possible
expenses that may be incurred during the program and then work with the treasurer to allocate the
correct amount of the budget to new member education. You can first begin to think of all of the expenses
that will be incurred during the program.
After reviewing the expenses of new member education, you can determine that a majority of the expenses
will be incurred primarily during the preparation period for new members and prior to initiation since
continuing education works to coordinate speakers instead of your position. The list of expenses can then
looking something like this:
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Room reservations for new member education meetings (if necessary)
Printing costs for member handbooks
Garnet & Gold manuals (unless ordered by the secretary)
New member pins (unless ordered by the secretary)
Initiate badges (unless ordered by the secretary)
Once you have determined what the expenses will be, you can then begin to work with the treasurer to
ensure the correct amount is allocated to the new member education budget. The best way to go about
working with the treasurer is to submit this information with the approximate corresponding amounts
into the treasurer on the committee budget request form. This form can be found on page 16 of this
handbook or online at www.pikes.org in the financial documents of the officer resources. It would be
beneficial to practice working with this document to make sure you fully understand how it works before
developing your new member education budget with the document. After entering this information, the
document you submit to the treasurer should look something like the table listed below:
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 Chapter of The Pi Kappa Alpha International Fraternity
New Member Education
Budget Request Form
Event/Activity (see detail pages for more)
Amount
Education Meetings
$
220
Orientation
$
420
Formal Pledging
$
125
Initiation
$
250
Total Budget Request
$
1,015
Once you have submitted this document, after approximately a week the treasurer should have a fully
developed budget and the amount you requested should be fulfilled. If there are any discrepancies, make
sure to work with the treasurer to resolve any issues. The budget is now set to enable you to accomplish
the goals set for new member education. You are now able to move on to planning the tentative new
member education schedule for the year.
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Sample Committee Request Form
<Chapter Name> Chapter of The Pi Kappa Alpha International Fraternity
<Insert Committee Name>
Line Item Details with Monthly Breakdown
Event/Activity
Total Cost
Line Item Details
<Activity 1>
Event/Activity Totals
<Activity 2>
<Activity 3>
<Activity 4>
<Activity 5>
<Activity 6>
<Activity 7>
<Activity 8>
Jan
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
-
Feb
Mar
Apr
May
Jun
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Plan the Meeting Schedule for the Year
Normally planning the meeting schedule for new member education would simply be the process of
identifying weekly education topics and timing of events such as formal pledging and initiation for all of
the new members. However, due to the program changes causing an individual focus on new member
education and, thus, continuous new member education, you need to think about the plan in terms of
when you will and will not be holding/coordinating new member education sessions. Since you will
always be educating on different topics and testing comprehension of different materials for many new
members, you should accommodate the meeting times to your schedule. This means that you should
determine what weeks and times you will and will not be holding these sessions. Typically, a good rule of
thumb is to plan new member education sessions around the chapter meeting time and schedule since
that tends to accommodate to the class schedules of the institution and thus availability of members in the
chapter. For example, you can begin new member education sessions during the second week of classes
since this allows members to get situated at school and end the education classes at least one week before
finals since you do not want to interfere with the test schedule of members. If you set these sessions for
the entire semester/quarter, you should be able to accommodate to a majority of new members. As long as
you notify the new members that they must reach out to you if this meeting time/schedule will not work
for them at any point, the schedule will be set and fairly consistent throughout the new member education
process. Once you have the schedule finalized for the year, you can focus on creating the materials that
will be provided to new members when they join the chapter.
Create the Member Handbook
The member handbook is meant to be used a referenence resource for members to keep all materials and
documents that are relevant throughout their PIKE experience. The member handbook should be given to
each new member when they join the Fraternity and should be kept and updated throughout their
fraternal experience. Here, the member can store documents, policies, notes, and reflections from what
they have learned in the chapter. The member handbook should be in a three ring binder and should have
tabs for various sections. This allows the member to constantly update the handbook, add documents,
and easily find stored materials. The member handbook should be taken to Chapter meetings each week
and should be present during speakers and educational events for note taking. Brothers may also wish to
have digital copies of the member handbook and store documents on their personal computer.
The member handbook should include sections for:
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Values
Membership Expectations
Bylaws
Chapter Operations
New Member Education
Recruitment
Finances
Risk Awareness
Housing (if applicable)
Alumni Relations
International Fraternity
Personal Development
Pike University
Campus Information
Contacts
Calendars
Notes and Reflections
Other areas as deemed appropriate
A sample member handbook can be found online at www.pikes.org in the Chapter Resources section of
the website. You may use the sample member handbook as a template that can be made specific to your
chapter. The portions of the member handbook that should be altered specifically for your chapter have
been highlighted in red.
17
The Big Brother (Mentor) Program
The purpose of the big brother (mentor) program is to be a way to ensure new members are fulfilling their
expectations as a member while also helping them adjust to the fraternity and college life. The big brother
(mentor) should therefore be appointed prior to the new member orientation for a new member since you
want the new member to have support through the entire new member process.
You want to begin the process of establishing a big brother (mentor) program by receiving help from the
chapter. Much like soliciting the chapter for interest in the new member education committee, you want
to ensure that you solicit the chapter for help providing mentorship and assistance to the new members as
a big brother (mentor). This can be done in chapter and over e-mail or Facebook by the big brother
coordinator to get a list of chapter members who are interested in being a big brother (mentor). Once this
initial list is compiled, the big brother (mentor) coordinator should work with you and the chapter
president to appoint big brothers (mentors) to new members as they join the chapter. Once the pairing is
finalized, the big brother (mentor) is notified in person or over e-mail and the new member is notified in
his new member orientation by the new member orientation coordinator. Once both men have been
notified, the mentoring relationship must then be developed.
It is the responsibility of the big brother (mentor) to ensure that the corresponding new member is
fulfilling his expectations as a member while also helping him adjust to the chapter and all of its events. In
order to ensure that these objectives are continually being maintained, the big brother (mentor)
should meet with the new member on a weekly basis. During this meeting, the new member
should bring his class work, his member handbook, his Garnet & Gold, his committee handbook, and any
other pertinent or note-taking material. Also during this meeting, the big brother (mentor) should ask
questions to determine the current status of the new member in regards to his development in the
chapter.
Some example questions include:










How are you doing with these expectations?
How are your grades doing? Can I see some of your tests/homework?
How is the new member education program treating you?
Are you able to pay your dues?
How is everything else going?
Are you keeping involved with intramurals? Are you still going to the gym?
Have you gotten involved with anything on campus?
Are you adjusting alright to the fraternity?
How is your family?
Etc…
These meetings do not need to be long and drawn out, nor do they have to be in formal settings as long as
good discussion is able to take place. Again, the purpose of these meetings is to ensure each new member
is fulfilling their expectations as a member while also helping him adjust to the chapter and all of its
events. Once this meeting is concluded, the big brother (mentor) will then have to submit a report to the
big brother coordinator that details how the new member is doing in regards to his fulfillment of
membership expectations and his adjustment to the chapter. Submitting this report is very important
since it will provide a way to mitigate issues that may arise with certain new members going through the
process, thus improving the overall retention rate of new members. A sample weekly big brother (mentor)
report can be found on the next page in this handbook. This continuous interaction with reporting will
help ensure that each new member is developing in the proper manner to ultimately continue being a
contributing chapter member. By implementing this big brother (mentor) program, the big brothers
(mentors) will have a more contributing and developmental role in the new member process. This will
lead to greater success with your position as new member education chairman and provide greater results
for the entire chapter.
18
Sample Weekly Big Brother Report
Please provide a 2-3 sentence answer for each question.
YES/NO – Is your little brother fulfilling the expectations of a
member?
If “NO,” which expectation is giving him difficulties? Do you think this will change? Please elaborate.
YES/NO – Is your little brother passing all of his New member
comprehension assessments?
If “NO,” what is he doing to make up for his deficiencies? Do you think he will improve? Please elaborate.
YES/NO – Is everything else well in your little brother’s personal
life?
If “NO,” what is causing issues in his personal life? Is there any way the Chapter can help? Please
elaborate.
19
Create the New Member Orientation
Since new member education now focuses more on the individual then a group of new members, the new
member orientation is the event that basically replaces a new member retreat. The purpose of the new
member orientation is to prepare the individual new member for his time as a new member and begin the
new member education process.
During the new member orientation, the new member should receive his materials to be a new member
including the member handbook, the Garnet & Gold, his assigned committee and his assigned big brother
(mentor). The new member should be given an overview of each of these items and the financial and
membership policies including the expectations of members. Once he understands this material and
appropriate paperwork has been completed for the university, the chapter goals are reviewed with the new
member and then individual goals are set with the new member. This ensures that the new member is
setting his goals in line with the chapter since the goals of the chapter ideally enable members to develop
in a positive manner throughout their college experience.
Once his goals have been set, you should work with the new member to register him as a member with the
International Fraternity. In order to properly register the new member, it is important that you as the new
member educator meet with the chapter treasurer at least 2 days prior to new member orientation
since he is a chapter desktop manager that will be able to add new members as members to the chapter
roster. When you meet with the treasurer, he can report new new members utilizing Pi Kappa Alpha’s &
OmegaFi’s technology partnership using the following process in order for the reporting to be considered
complete:
1.
Chapter desktop managers must log on to their account at www.pikes.org, click on
myPIKE at the top of the page and log in. Once on the myPIKE page, the chapter desktop
manager should click on Chapter Desktop on the left hand side of the page. Once in
Chapter Desktop, you will click on the members tab to add members. Submit the First
Name, Last Name, email address and cell phone number of all new members.
2.
Once that occurs, each new member must go in and confirm their status and provide
additional contact information, via a 4-step process.
That process can occur in one of two ways: All three require an individual’s 6 digit
member account number provided by OmegaFi.
i. Each new member will receive an email from [email protected] within 24
hours (which is why it is so important to meet with the chapter treasurer 2 days prior
to new member orientation) with the subject line: Pi Kappa Alpha New Member
Information Request / Reminder and will look like the following:
We are pleased on behalf of ________________ Chapter to welcome you to Pi Kappa
Alpha, and would like to take the opportunity to introduce ourselves. OmegaFi proudly
serves all Pi Kappa Alpha Fraternity chapters with billing, accounts payable, and
membership data and reporting services. Our system offers consistency and
convenience for all parties involved, including members and their parents.
Your new member record has been established in our system by your chapter. It is
important that all member information be accurate and current. Please log in to your
account to verify your information and complete Pi Kappa Alpha's New Member
Information Form.
To establish secure online access, go to OmegaFi's Establish Access screen. You will
enter your member account number, which is 000000, last name, phone, and email
address to establish your log in. Upon logging in you will be directed to myPIKE. From
20
the left menu select the Member Access Plus application. Once logged in, select Pi Kappa
Alpha services at the top of the page then choose the option to complete your New
Member Information Form. You will proceed through a step-by-step process to
complete all necessary information for your New Member Information Form, including
legacy information and emergency contact information which are essential for your
record with Pi Kappa Alpha. Once you have completed the form you will be directed
back to your profile page.
In addition to online access to your member record and account, you will receive a
monthly statement detailing charges, payments, and other account activity if you have
a balance outstanding or activity has occurred on your account during the previous
billing period.
You may contact OmegaFi at 888-691-3021 with questions or if you need assistance in
getting your account established. Or, you may call or email _____________,
Treasurer, at (xxx) xxx - xxxx or [email protected], respectively.
Congratulations and welcome to Pi Kappa Alpha!
ii. If a new member has deleted or did not receive an email from OmegaFi, they can
establish their account by going to www.pikes.org and clicking on the myPIKE signin at the top of the page.
This will redirect the new member to the myPIKE login page. From here they will
select, “Register for Access”. Once the OmegaFi / myPIKE establish access screen
appears, they will select Enrollment Type “Undergraduate Enrollment.”
From this screen, the new member has two ways of acquiring the necessary Member
Account Number:
1.
Contact one of the chapters’ desktop managers (likely the president,
treasurer, or chapter advisor) who can look up the new member’s number by
entering OmegaFi’s Chapter Desktop, clicking the horizontal tab labeled
“Members” and then clicking the vertical tab labeled “Member Detail”.
The chapter desktop manager will see a white drop down box that says
“Select a Member”. They will pull the tab down to reveal members’ names
and their corresponding account number.
2. Contact a member of the Chapter Services Staff who can access your member
account number.
If you need more information, please view the membership reporting tutorial at:
http://pike.fileburst.com/mem/initiations/.
In order to ensure that this registration properly takes place and the new member fully comprehends the
steps he is supposed to take to register, you can give him a handout that outlines the process on page 24.
It may be a good idea for you and each new member as well as every member of the chapter to review this
tutorial. It is still a good practice to have the new member complete the process while you are meeting
with him though.
Once the new member is successfully registered with the international fraternity, the new member
orientation is nearly complete. The new member is then told to read the first chapter in the Garnet & Gold
and reminded of the time and place of the new member education meetings in addition to told of
upcoming events for the week. It is crucial during the new member orientation to provide an in-depth
review of all materials so that the new member has a good understanding and foundation to start his new
member education. A sample new member orientation script can be found on the next page in this
21
handbook. Since you have determined the method to begin the new member education process, you can
now focus on the topics that new members will learn throughout the program.
22
Sample New Member Orientation Script
Welcome!
Welcome and congratulations on joining Pi Kappa Alpha. The chapter recruits men who possess the
characteristics that have become synonymous with Pi Kappa Alpha here at this university but it does not
mean that the chapter intends to mold each new member into a carbon copy of what it considers to be the
"ideal" brother. In fact, one of the greatest strengths of the chapter is its diversity. Every member brings
new ideas and new insights, which help to distinguish ourselves as the best fraternity at this university.
Most importantly, all of this is accomplished while maintaining a positive image and gentlemanly
conduct.
My primary goal as new member orientation coordinator is to prepare you for your tenure as an
undergraduate member of this fraternity by informing and giving you pertinent information and
materials.
Expectations of all Chapter Members
Since you are now a member of this fraternity, you are expected to follow all of the expectations of a
member. The following items are the basic expectations of all chapter members.
1.
Attend all chapter/colony/new member education meetings.
2. Learn all materials assigned.
3. Bring to each chapter/colony/new member education meeting your Garnet & Gold, your officer
or chairman handbook, calendar, member handbook, and note taking material.
4. Attend all community service, fundraising, recruitment, and alumni events. If you cannot attend,
notify someone on the executive council.
5.
Pay all financial obligations in a timely manner.
6. Join at least one other campus organization (see the campus involvement chairman).
7.
Join at least one committee in the chapter/colony.
8. Actively participate in the recruitment of new members.
9. Demonstrate sincere attitude toward becoming an active part of the chapter.
10. Follow all chapter/colony, IFC, university, local, state and national laws and policies.
11. Achieve academic grades at or above the minimum expectation set by the chapter/colony.
12. Be your brother’s keeper
You will not have any special rules imposed on you. The chapter expects you to fulfill all of the
expectations listed above and that are explained in the bylaws as well as the Pi Kappa Alpha Fraternity
Standards.
23
Member Handbook
The member handbook is intended to be a working manual that grows and develops with you as you
progress throughout your fraternal career. The documents contained in the manual serve as an initial
resource to educate you on personal, professional and fraternal development. As you participate in
additional educational programming, the educational documents, notes and reflections should be added
to this handbook. Please take some time to look through this handbook and become familiar with all of
the included materials.
Garnet & Gold and the New Member Education Program
The Garnet & Gold communicates the most basic knowledge of the Fraternity that members seek to learn
and understand. The Garnet & Gold is also intended to remain a useful reference throughout your life as a
PIKE. You will use this manual during your new member education program to help enrich your own life
as well as provide a strong understanding of the local chapter and the Fraternity. The new member
education program along with accompanying assignments and materials can be found in the new member
education section of your member handbook. Each new member education session will take place directly
before chapter each week with review/discussion, review of comprehension, and assignments until your
initiation, which will take place no later than 8 weeks after you begin the new member education
program.
Registration as a Member
Since the chapter you have joined is part of an international fraternity, you should register your
membership as a new member. The treasurer submitted your information to the international fraternity
to start the process but you have to complete the rest of the process. Here is a handout that outlines the
overall process so you can fully understand. (Hand the new member the handout that outlines the
reporting process found on the next page of this handbook).
You should have received an email from [email protected] recently with the subject line: Pi
Kappa Alpha New Member Information Request / Reminder. Please pull up that e-mail so you may
properly register.
(If the new member has deleted or did not receive an email from OmegaFi, they can establish their
account by going to www.pikes.org and clicking on the myPIKE sign-in at the top of the page. This will
redirect the new member to the myPIKE login page. From here they will select, “Register for Access”.
Once the OmegaFi / myPIKE establish access screen appears, they will select Enrollment Type
Undergraduate Enrollment.” From this screen, the new member can contact one of the chapters’
desktop managers (likely the president, treasurer, or chapter advisor) who can look up the new member’s
number by entering OmegaFi’s Chapter Desktop, clicking the horizontal tab labeled “Members” and
then clicking the vertical tab labeled “Member Detail”. The chapter desktop manager will see a white
drop down box that says “Select a Member”. They will pull the tab down to reveal members’ names and
their corresponding account number .)
We will now log in to your account to verify your information and complete the new member information
form. If you click the link in the e-mail, it will take you to the OmegaFi's Establish Access screen which
has secure online access. You will enter your member account number, which is listed on the e-mail, last
name, phone, and e-mail address to establish your log in. Upon logging in you will be directed to myPIKE.
From the left menu select the member access plus application. Once logged in, select Pi Kappa Alpha
services at the top of the page then choose the option to complete your New Member Information Form.
You can go through the step-by-step process to complete all necessary information for your new member
information form, including legacy information and emergency contact information which are essential
for your record with Pi Kappa Alpha. You should now be officially registered with the international
fraternity. (Have the new member complete any other necessary paperwork or online forms at this time as
well.)
24
Holding a Position in the Chapter
You are now going to be given some responsibility in the chapter. The chapter would like every member to
fully understand and participate in the operations of the chapter. In order to properly accomplish this
understanding, you will hold a position within the chapter. Normally, depending on when you become a
member of the chapter, the chapter has certain positions available that oversee committees and
operations such as community service chairman, philanthropy chairman, brotherhood chairman, etc. as
you can see from this chapter flowchart. (Show the new member the flowchart and let him look over it;
find the flowchart at www.pikes.org). Unfortunately the chapter currently has all of those chairman
positions appointed but each of those chairmen still oversees a committee with individuals fulfilling
different responsibilities. (List and describe each of the committees within the chapter). Now that you
understand all of the basic operations of the chapter, which committee would you like to be involved with
and interests you the most? (Give him some time to make his decision). Great! You will discuss this with
that chairman and determine what your role, goal and title will be within the committee. (Make sure that
each new member is given a role, goal and title with whatever position he chooses so that he will remain
engaged during the process). The meetings for this committee take place at (fill in location) on (fill in day)
around (fill in time) every week. Please make sure to attend these weekly meetings so you can report on
your progress within the committee, be aware of the other progress members are making, and, most
importantly at the outset, be given your responsibilities or role, goal, and title. I will give you the contact
information for this chairman to get in contact with him to inform him that you will be attending the
meetings and now work on his committee. I will communicate this to him as well but make sure you do
this to introduce yourself to him.
Individual Goal Setting
You are now able to set individual goals. The individual goals that are set for you directly relate to and
impact the overall goals of the chapter. The goals that you set today should be challenging and push you to
become a contributing member of the chapter, a better man each semester/quarter, and ultimately a
better man upon graduation. (Complete the goals with the new member and make sure to save a copy for
later review.)
25
PIKE & OMEGAFI NEW MEMBER REPORTING
PROCESS
Reporting new new members utilizing Pi Kappa Alpha’s & OmegaFi’s technology partnership using the
following process in order for the reporting to be considered complete:
1.
Chapter desktop managers must log on to their account at www.pikes.org, click on
myPIKE at the top of the page and log in. Once on the myPIKE page, the chapter desktop
manager should click on Chapter Desktop on the left hand side of the page. Once in
Chapter Desktop, you will click on the members tab to add members. Submit the First
Name, Last Name, email address and cell phone number of all new members.
2.
Once that occurs, each new member must go in and confirm their status and provide
additional contact information, via a 4-step process.
That process can occur in one of two ways: All three require an individual’s 6 digit
member account number provided by OmegaFi.
i. Each new member will receive an email from [email protected] within
24 hours (which is why it is so important to meet with the chapter treasurer 2
days prior to new member orientation) with the subject line: Pi Kappa Alpha
New Member Information Request / Reminder and will look like the
following:
We are pleased on behalf of ________________ Chapter to welcome you to Pi Kappa
Alpha, and would like to take the opportunity to introduce ourselves. OmegaFi proudly
serves all Pi Kappa Alpha Fraternity chapters with billing, accounts payable, and
membership data and reporting services. Our system offers consistency and
convenience for all parties involved, including members and their parents.
Your new member record has been established in our system by your chapter. It is
important that all member information be accurate and current. Please log in to your
account to verify your information and complete Pi Kappa Alpha's New Member
Information Form.
To establish secure online access, go to OmegaFi's Establish Access screen. You will
enter your member account number, which is 000000, last name, phone, and email
address to establish your log in. Upon logging in you will be directed to myPIKE. From
the left menu select the Member Access Plus application. Once logged in, select Pi Kappa
Alpha services at the top of the page then choose the option to complete your New
Member Information Form. You will proceed through a step-by-step process to
complete all necessary information for your New Member Information Form, including
legacy information and emergency contact information which are essential for your
record with Pi Kappa Alpha. Once you have completed the form you will be directed
back to your profile page.
In addition to online access to your member record and account, you will receive a
monthly statement detailing charges, payments, and other account activity if you have
a balance outstanding or activity has occurred on your account during the previous
billing period.
You may contact OmegaFi at 888-691-3021 with questions or if you need assistance in
getting your account established. Or, you may call or email _____________,
Treasurer, at (xxx) xxx - xxxx or [email protected], respectively.
26
Congratulations and welcome to Pi Kappa Alpha!
ii. If a new member has deleted or did not receive an email from OmegaFi, they can
establish their account by going to www.pikes.org and clicking on the myPIKE
sign-in at the top of the page.
This will redirect the new member to the myPIKE login page. From here they will
select, “Register for Access”. Once the OmegaFi / myPIKE establish access screen
appears, they will select Enrollment Type “Undergraduate Enrollment.”
From this screen, the new member has two ways of acquiring the necessary Member
Account Number:
3. Contact one of the chapters’ desktop managers (likely the president,
treasurer, or chapter advisor) who can look up the new member’s number by
entering OmegaFi’s Chapter Desktop, clicking the horizontal tab labeled
“Members” and then clicking the vertical tab labeled “Member Detail”.
The chapter desktop manager will see a white drop down box that says
“Select a Member”. They will pull the tab down to reveal members’ names
and their corresponding account number.
4. Contact a member of the Chapter Services Staff who can access your member
account number.
If you need more information, please view the membership reporting tutorial at:
http://pike.fileburst.com/mem/initiations/.
(PLEASE REMOVE THIS PAGE AND THE PREVIOUS PAGE AND
PROVIDE BOTH PAGES TO EACH NEW MEMBER)
27
Create the New Member Education Curriculum
The new member education curriculum is the list of topics that will be learned during the time as a new
member. Since there are numerous topics that should be learned during new member education, it is
important to define the topics that should be taught to new members. This does not mean that you should
develop a list that is so encompassing that new members are unable to complete the program but instead
focus on the most important aspects of the Fraternity that all members should understand since more
educational topics can be learned through continuing education. Some sample topics are listed below:








The True PIKE
Recruitment
Chapter Structure/Operations
Meeting Management/Risk Awareness
Chapter/Fraternity History
International Fraternity
Beginning of Member Education
Traditions & Symbols
Again, it is important for the new member education curriculum to encompass a list of topics that every
PIKE should understand and that will be most valuable during their time as a contributing member of the
chapter. The sample topics listed above are used in the sample new member education listed in the next
section of this handbook. Additionally, sample new member education presentations complete with
speaker’s notes and images to make your duties as new member education chairman even easier are
available on the chapter resource section of the PIKE website at www.pikes.org or via the resource center
of your myPIKE profile which can also be accessed at www.pikes.org.
Create the Ingress Program
Ingress is a short period (four days) immediately prior to initiation. During this period, the candidates
invest time together discussing and practicing brotherhood techniques. The new member term has ended
and the name “new member” is exchanged for the name “candidate”, a title frequently used in the Ritual
to describe the individual about to be initiated. It is not a time for the candidates to “prove themselves.”
Its purpose is to concentrate on the aspects of Pi Kappa Alpha and the fraternity experience that will make
their initiation as meaningful as possible.
The meaning of the initiation ceremony will be heightened with every positive aspect of ingress. Any
activity that is utilized that is unnecessary, abusive, immature or done solely for the sake of tradition will
take away from the very special experience of initiation.
The initiation into Pi Kappa Alpha was meant by the Founders to be a beautiful ceremony, and no
member has the right to interfere with the intentions of the Founders in regard to the true meaning of the
Initiation. Ingress should be serious, fun and meaningful and should focus on the candidates, with full
participation by the active members.
Ingress could be the deciding factor in the degree of future participation by each new member. If the
chapter can motivate the candidates and inspire them through a positive experience, this attitude they
have as new members will result in their being of great future benefit to the chapter.
When scheduling and planning the ingress period and activities, it should be scheduled as to avoid heavy
exam periods. Additionally, candidates should be given adequate study time during this period to
guarantee the opportunity to maintain their studies. A sample ingress program is listed in the next section
of this handbook.
28
Execute the Plan for your Position
Overview
The following items show a brief overview of the execution of the new member education program:
One Week Prior
 New member orientation
 Formal joining
 True PIKE education
Week 1


Recruitment education
Review orientation/True PIKE


Chapter operations education
Review recruitment


Meeting management/risk awareness education
Review chapter operations


Fraternity history education
Review meeting management/risk awareness


International Fraternity education
Review Fraternity history


Continuing education
Review International Fraternity


Traditions & symbols education
Review continuing education



Review traditions & symbols
Ingress
Initiation
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
29
Week 8 – Ingress

Thursday:
o Regular Activities until 7pm
o 7pm – De-pinning and salt ceremony
o 9pm – Ingress discussion
o 11pm – Conclude events

Friday:
o 7pm – Symbols Discussion and Coat of Arms Design

Saturday:
o 2pm – Preamble Discussion and Founding Reenactment
o Break at 5pm
o 7pm – Self-Evaluation and Mock Initiation

Sunday:
o 2pm - Initiation
30
Continuous Preparation for New Members
Since you are structuring the new member education program in a manner to support focusing on each
new member individually instead of the new members as a group, you will have a greater capacity to
continuously recruit men year-round since you can immediately bid a man then begin his new member
education. This means that you need to always be prepared to educate new new members throughout the
year. The best way to do this would be by continually being cognizant of and refurbishing supplies such as
Garnet & Gold manuals, new member pins, initiate badges, and any other items that may be necessary for
new member education. In addition, it will be important to continually hold new member education
sessions to accommodate to the different schedules of the new members. Ensure that your new member
education committee is aware of these details so that they may adapt to the new members in a similar
manner as necessary. By keeping this mindset and being able to adapt to the influx of new members, the
chapter will be able to improve the recruitment efforts and better the performance of the chapter overall.
Two Weeks Prior to the Beginning of New Member Education
Sunday Night: New Member Education Committee Meeting
During these meetings it is important to allow every person in the committee to detail what it is
they have done in the past week, what they failed to do in the past week, and anything that they
plan to do or major events that are taking place in the near future. It may even be helpful to utilize
and expect a report from each committee member, similar to the one outlined on page 15. These
meetings should not take long but it is a simple way to help ensure all necessary work is
When this meeting takes place, you need to ensure that things are beginning to be finalized by the
new member education committee in preparation for a new new member to begin the new
member education program. The following actions should be completed at this point in time:










The new member education committee has been appointed.
The goals have been set for the position.
The budget has been finalized.
The calendar has been set for the year.
The member handbook is being proofread.
Garnet & Golds have been ordered.
The big brother (mentor) program has been structured.
The new member orientation has been finalized and materials are available for this event.
The new member education curriculum has been determined.
The ingress program has been finalized.
If these items are not to the point of completion listed above, then you should work to identify
what steps must be taken to make the necessary progress and also delegate the work to members
of the new member education committee. Also, check to ensure other tasks and events are being
coordinated properly in order to be completed at the appropriate time.
One Week Prior to the Beginning of New Member Education
meetings should not take long but it is a simple way to help ensure all necessary work is
When this meeting takes place, you need to ensure that things are beginning to be finalized by the
new member education committee in preparation for a new new member to begin the new
member education program. The following actions should be completed at this point in time:



31
The member handbook is finished.
The big brother (mentor) has been appointed for the new member.
All necessary materials are available for distribution at the new member orientation.
If these items are not to the point of completion listed above, then you should work to identify
what steps must be taken to make the necessary progress and also delegate the work to members
of the new member education committee. Also, check to ensure other tasks and events are being
coordinated properly in order to be completed at the appropriate time.
Monday (Before Chapter): Conduct the New Member
Orientation with Weekly New Member Education Session on the
True PIKE (with Big Brother/Mentor Program)
The following items are completed during this meeting:






Conduct new member orientation
Conduct formal pledging with Ritual
Distribute member handbooks and Garnet & Golds
Introduce Preamble
Introduce the Mission, Vision and Creed
Introduce the True PIKE
The new member orientation coordinator should conduct the new member orientation as
outlined and explained in the previous section of this handbook. Also, during this time, the new
member orientation coordinator, who was notified prior to this new member orientation by the
big brother (mentor) coordinator, will inform the new member of who his new big brother
(mentor) is in the Chapter. There should be no ritual or surprising aspect of this notification to
the new member since the big brother (mentor) is simply a way to support the positive
progression and development of each new member. The big brother (mentor) coordinator should
have already notified the new member and big brother (mentor) of this pairing and informed
them both of the goals and actions that result from this pairing.
Once the new member orientation is finished and the new member is notified of his new big
brother (mentor), you as the new member education chairman may begin teaching the new
member education session on the True PIKE.
A sample script of what the new member education chairman should communicate is listed
below.
“We will now discuss the first topic of your new member education curriculum – the True PIKE.
This topic will help you understand and live our Fraternity’s values.
The first item we will discuss related to the True PIKE is the Preamble. The Preamble is the
Fraternity’s oldest values statement. The Preamble was drafted by the Fraternity’s Founders
during their first meeting on March 1, 1868. The Founders clearly communicated the values that
were important in establishing this Fraternity in the Preamble, which is why many members
place importance on these values.
The next item we will discuss related to the True PIKE is the Mission, Vision and Creed. To better
understand each of these items, we will describe each aspect in greater detail. A Mission
statement tells you the fundamental purpose of the organization. It defines who is served and
the critical processes. It informs you of the desired level of performance. A Vision statement
outlines what the organization wants to be, or how it wants the world in which it operates to be.
It concentrates on the future. It is a source of inspiration. It provides clear decision-making
criteria. A creed is a statement of belief—usually religious belief or faith—often recited as part of
a religious service. The terms "creed" and "faith" are sometimes used to mean religion. Where
32
"creed" appears alongside "religion" or "faith," it can also refer to a person's political or social
beliefs. As you can tell from looking at page 4 in your Garnet & Gold, the Mission, Vision and
Creed also publicly describe the values of the Fraternity while setting a direction for the
organization and each chapter.
The final item we will discuss related is the True PIKE Commitment. The True PIKE
commitment is broken into four areas of personal commitments: commitments to myself,
commitments to my brothers, commitments to my Fraternity, and commitments to my
community. The Fraternity is committed to developing young men so the first portion of the
True PIKE Commitment calls upon you to pursue these commitments. The responsibilities you
are called to fulfill to you personally include:
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To practice academic integrity and strive for academic achievement.
To meet all financial obligations on time.
To preserve a sound mind and body, rejecting abuse of alcohol or drugs.
To pursue career goals zealously, but with integrity.
To promote brotherly love and kind feeling, nurturing friendships.
To dedicate yourself to your family, your faith, and pursuit of the truth.
The second portion of the True PIKE Commitment pertains to commitments to your Brothers.
One of the biggest differences between the Fraternity and a social club is that we care for and
help our brothers. You may have been attracted to Pi Kappa Alpha for a different reason, but as
a brother you learn that the greatest rewards come from what you do for your brothers. We
should take responsibility for ourselves, but we should take responsibility for our brothers as
well. The responsibilities you are called to fulfill to your brothers include:
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To challenge all brothers to uphold this code and hold accountable those who do not.
To respect the dignity of all; not to tolerate physical or mental abuse of any human
being.
To seek and fulfill leadership roles and participate energetically in Fraternity activities.
To encourage your Chapter to establish and enforce rigorous academic standards.
To urge your Chapter not to tolerate abuse of alcohol or drugs.
To actively recruit new members who you believe will uphold the Fraternity’s values.
To participate enthusiastically in an education program to inculcate our values.
The third portion of the True PIKE Commitment pertains to commitments to your Fraternity.
You are now a member of this Fraternity that has a great longevity that can be attributed to the
work and sacrifice of countless brothers throughout its history. As a member, you should
understand the incredible effort by those brothers who came before you and recognize the debt
you owe to past and future Pi Kappa Alpha members. All Pikes must strive to meet this
obligation to the Fraternity. The responsibilities you are called to fulfill to your Fraternity
include:
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To act at all events and activities in a manner that reflects Pi Kappa Alpha in a positive
light.
To reach out to Brothers beyond your own Chapter, and to welcome those who reach
out to you.
To participate actively in Fraternity-sponsored educational and leadership conferences.
To volunteer my time as an alumnus to an area Chapter or Alumni Association or to the
Fraternity.
To provide financial support to the Pi Kappa Alpha Foundation.
To respect the Chapter’s property and the Fraternity’s symbols.
To leave the Fraternity and your Chapter better than they were when you arrived.
The final portion of the True PIKE Commitment pertains to commitments to your community.
All of us are members of many communities. We have spoken about some but there are many
33
more including neighborhoods, cities, civic organizations, businesses, etc. Pi Kappa Alpha exists
to make us better men and, through our service, to make the world a better place. The
responsibilities you are called to fulfill to your community include:
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To respect the health and safety of others.
To participate in campus activities and stay involved with my alma mater beyond my
graduation.
To foster good relationships with the University faculty and administration.
To serve my community through participation in civic organizations and events.
Only by so doing can I fulfill my commitment to Pi Kappa Alpha and be worthy to count myself
a True PIKE.
Hopefully this discussion and the further reading of Chapter 1 in the Garnet & Gold will help you
understand how you can fulfill this commitment. These commitments that are made apply
throughout your life, but many of them have special relevance during your undergraduate
years. I hope that this has inspired you to count yourself a True PIKE. This includes the
overview of the first New Member Education Session. Do you have any questions?
(Answer any questions the new member may have).
Again, make sure that you read Chapter 1 in your Garnet & Gold and be prepared to discuss this
material more in-depth next week. That concludes the new member education session for this
week. See you next week!”
Monday (During Chapter): Conduct Formal Joining
Once all of the chapter business has been completed and all of the Ritual and Regalia items are
stored, the Chapter can conduct formal pledging. The chapter members who are not involved with
the ceremony should remain sitting while the new member that is formally joining waits outside
of the chapter room. It is important to ensure that the new member is not blindfolded. The new
member is then brought into the chapter room and stood at the front of the chapter room. The
pledging ceremony is performed according to Ritual. Once the ceremony is completed and the
new member has been pinned with his new member pin, he may be congratulated by the chapter
members.
Week 1
meetings should take long but it is a simple way to help ensure all necessary work is completed
while also effectively delegating responsibilities.
Monday (Before Chapter): Conduct Weekly New Member
Education Session on Recruitment (Review of Orientation and
the True PIKE)

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Review of new member orientation and the True PIKE
Recruitment presentation
34
During this new member education session, the new member education chairman will coordinate
a review of last week’s discussion (the True PIKE) and a discussion of this week’s topic –
Recruitment.
The review of last week’s discussion and reading material can be anything to ensure the new
member fully comprehends the material discussed and read. This can include anything from
simply discussing questions with the new member to actually having the new member complete a
written quiz. Again, the overall purpose of this is to ensure comprehension of the material in a
tasteful manner.
A list of sample questions that the new member education chairman may use to help review new
member comprehension is listed below.
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What is the Fraternity’s oldest values statement?
What are the four aspects of the True PIKE?
What is the Mission of the Fraternity?
What is stated in the Preamble?
When was the True PIKE commitment developed?
What are four things the Fraternity will do to accomplish its Mission?
What are some ways we can fulfill the values of the True PIKE after graduation?
The discussion or presentation for this week will be about recruitment. The recruitment chairman
will give a presentation or hold a discussion to educate the new member on recruitment efforts
and how he can help with recruitment since it is a basic expectation of every chapter member.
A sample script of what the recruitment chairman should communicate is listed below.
“We will now discuss the next topic of your new member education curriculum – Recruitment.
This topic will help you understand and recruit members into the chapter.
In order for any program in the chapter to exist, we must first recruit them to participate in
them and manage them. Simply put, recruitment is the lifeblood of our Fraternity. Without
successful recruitment, our chapter would cease to exist.
If that does not make you believe that recruitment is important, then think of it in this manner.
Any problem that we have in the chapter can be solved through recruitment.
If we have a poor GPA, we can recruit more scholastically inclined students to have a better
GPA.
If we are struggling at intramurals, we can recruit more athletes to be more competitive.
If we are not favored by sororities, we can recruit men who sororities prefer to have a better
reputation.
If we are lacking finances, we can recruit more men to receive more income.
There is not a single problem that our chapter can face that cannot be helped by a good
recruitment program. It is the solution to all of your problems.
Also, in terms of competition, a simple rule is that you must have the resources to compete. For
fraternities, this means we need to have enough good men to draw upon. Our ultimate aim is to
have the best and the largest new member class on campus. There is no better way to physically
measure up with the other fraternities on campus. In recruitment, there are winners, and there
are losers. The fraternity with the biggest, best new member class wins.
35
Recruitment is the most important program in our Chapter; therefore it is every member’s
responsibility to help ensure PIKE’s victory year in and year out. There are several key things
that every member can be doing in order aid in our cause.
Name generation - The toughest, most time-consuming part of our recruitment program is
finding the men that we will invite to our events, some of which we will eventually invite to join.
This is why it is so important that every chapter member contribute to leaving no stone
unturned and finding every potential PIKE on your campus.
24/7/365 Recruitment Culture - With our Greek system becoming more and more competitive
each year, we must employ a 365 recruitment strategy to be the best chapter. This means that
regardless of the time of year, every member has the mindset that we are actively looking for
and recruiting the top men. All it takes is for the members to be constantly on the lookout for
potential Pikes, submitting names and contact information to me, and inviting these young men
out to our chapter events.
PIKE Values - As Pikes, we pride ourselves on being Scholars, Leaders, Athletes, and Gentlemen;
and during recruitment, we use these traits to differentiate ourselves from other fraternities. If
every member strives to dress a step above their peers, be open and friendly to their colleagues,
and be positively involved on campus, the recruitment effort will be exponentially improved.
Now that we have a basic understanding of what every member can do to help the chapter, we
will discuss some concepts of PIKE recruitment.
What is fraternity recruitment? By definition, it is the means by which fraternities seek to
expand their membership. At Pi Kappa Alpha, recruitment is taken to the next level. Our
chapter views recruitment not as a means of getting men, but as a vehicle to actively and
strategically recruit the best men. Taken a step further, we arrive at the PIKE recruitment
philosophy:
“Pi Kappa Alpha strives to recruit the most, best men; and through recruiting the most
outstanding men, we enable ourselves to become the ideal fraternity.”
Simply put, quantity and quality are not mutually exclusive. It is distinctly possible to recruit
the most men on our campus while also attracting the best men. There is no compromise. We
want it all.
Since we will recruit the most, best men, we must determine how. The PIKE rush formula is a
time-tested, factual description of the reasons why men join fraternities.
“The prospect will join the best fraternity he can find where he believes he has the most friends.”
There are two primary aspects to this formula, and both must be addressed in creating a
successful recruitment program for your chapter. All of our recruitment strategies tie into this
formula one way or another.
First, we want to convince the rushee that Pi Kappa Alpha is, or soon will be, the best fraternity
on campus. Whether we are #2 or #22 on campus, we must promote a winning attitude. "We
will soon be # 1 in everyone's eyes." This winning attitude, when combined with careful
planning and execution, cannot be beaten.
Second, our job is to dominate the rushee's time. Reread the first half of the rush formula. Give
special attention to the phrase, “he can find…” The bottom line is that if we make ourselves
visible and make the rushee feel always welcome, we greatly increase our chances of being the
best fraternity he can find.
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Finally, recruitment events do not recruit new members, people do. Recruitment, in its most
basic form, is simply the process of making friends. Rushees want to feel welcome, wanted and
liked. They want to feel important and to fit in. It is extremely important that we pay attention
to the rushees.
The chapter must come across as being winners and being friendly. If we can convey this
impression simultaneously to a large number of men, then recruitment will be a success. We
must effectively use what is known as the One-Two Punch – a strong visual impression
immediately followed by sincere friendliness.
The elements of the One-Two Punch can be embodied in the characteristics of a good
introduction. The “strong visual impression” is created by your sharp dress, healthy hygiene,
and by looking him in the eyes with confidence. Then by smiling, offering a cordial greeting,
and asking the right kinds of questions, you have shown the rushee “sincere friendliness.”
To make it simple, we must do the following:
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Master the art of a firm handshake and a good first impression
Maintain good personal hygiene
Dress sharp every day
Be outgoing and personable
Practice lively conversation and learn to listen
Open up to people and be sincere and honest
Knowing and understanding the above three concepts – the PIKE recruitment philosophy, the
PIKE rush formula, and the one-two punch – will have you well on your way to being a strong
asset in your chapter’s recruitment program. Always keeping these concepts in mind will help
you make sense of every recruitment concept to which you are introduced.
Hopefully this discussion and the further reading of “Recruitment for All Members” in your
member handbook will help you understand how you can help recruit men to our chapter. This
concludes the new material for this new member education session. Do you have any questions?
Again, make sure that you read “Recruitment for All Members” in your member handbook and
be prepared to discuss this material more in-depth next week. Thanks for the time!”
Once last week’s material has been reviewed and material for this week’s new member education
curriculum has been presented, please ensure that the new member has no questions or concerns.
The new member may be given his reading assignment for this week, which should be a
recruitment manual coordinated by the recruitment chairman, and then he is excused.
Week 2
37
Education Session on Chapter Structure/Operations (Review of
Recruitment)
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Review of recruitment
Outline chapter flow chart and positions
Outline chapter programming operations
Outline chapter financial management
Describe chapter member financial obligations
a review of last week’s discussion (Recruitment) and a discussion of this week’s topic – Chapter
Structure/Operations.
tasteful manner.
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What is the most time-consuming part of any recruitment program?
Where are some areas our chapter can improve? Where can we recruit men to improve
these areas?
What does a 24/7/365 recruitment culture mean?
What is the PIKE recruitment philosophy?
What are the two parts of the PIKE rush formula? What does each part mean?
What is the One-Two Punch?
What are three ways to use the One-Two Punch?
The discussion or presentation for this week will be about chapter structure/operations. The
chapter president will give a presentation or hold a discussion to educate the new member on
chapter structure/operations and how the new member plays a part in the chapter since it is a
basic expectation of every chapter member to get involved in the chapter.
A sample script of what the chapter president should communicate is listed below.
“We will now discuss the next topic of your new member education curriculum – Chapter
Structure and Operations. This topic will help you understand and participate in the operations
of the chapter.
The first item we will discuss with chapter structure and operations is the chapter flowchart. As
you can see starting at the top of the flowchart, the president oversees all operations of the
chapter and is often looked at as the chief executive officer of the organization. The president
spends most of his time and energies working toward accomplishing the chapter/colony’s
strategic goals, which means he charts the general course of the chapter like the captain of a
ship. Other important tasks of the president include setting agendas for retreats, approving all
chairmanships, conducting all meetings, and communicating internally and externally on
behalf of the chapter.
Below the president is the executive council, which is led by the president. The executive council
is composed of the president, internal vice president, external vice president, treasurer,
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sergeant-at-arms, recruitment chairman, secretary, and new member educator. Discussing
more positions on the executive council, the internal and external vice presidents are charged
with guiding the internal and external cabinets respectively. The duties of the vice presidents
including chairing the weekly cabinet meetings in order to ultimately evaluate the progress
toward goals and financial status for each committee.
Each vice president oversees a cabinet of committee chairs. The internal cabinet includes the
following committee chairs: alumni relations, scholarship, historian, fundraising, housing,
brotherhood, risk awareness, and continuing education. The external cabinet includes the
following committee chairs: athletics, social, public relations, community service, campus
involvement, and special events.
The treasurer is the chief financial officer of the chapter/colony and is responsible for the overall
financial health and stability of the chapter/colony by allocating resources necessary to
accomplish the organization’s goals. The duties of the treasurer include chairing the finance
committee, developing and maintaining the chapter budget, collecting accounts receivable,
tracking accounts payable, and reporting all such activities to the chapter membership.
The sergeant-at-arms chairs the chapter/colony’s judicial committee and serves an important
role during the use of the Fraternity’s Ritual. The judicial committee typically has the authority
to censure, suspend or fine members for their failure to uphold chapter/colony policies or
expectations. The committee could also recommend the removal of a member, which would
require a chapter/colony vote. The decisions of the judicial committee are typically subject to
review and/or modification by the executive council. The judicial committee typically has at
least four members (usually appointed by the president or executive council), not including the
sergeant-at-arms.
The recruitment chairman is charged with recruiting new members and coordinating the work
of the recruitment committee on an active and year-round basis. The recruitment chairman
typically chairs a weekly meeting of the recruitment committee; organizes all recruitment
events; maintains the chapter/colony’s “greenbook” or list of prospects; appoints members to
the recruitment committee and leads the committee and chapter/colony in a biannual
recruitment retreat.
The secretary is responsible for maintaining the colony’s roster, minutes, and bylaws as well as
regularly communicating with Memorial Headquarters. Duties include keeping attendance and
minutes at chapter/colony meetings, maintaining the chapter/colony’s bylaws and ensuring
that proper procedures are followed for membership expulsions.
The new member educator is in charge of implementing the 8 week or less new member
education program. The new member educator educates new members on the Fraternity and
chapter/colony’s history, its policies and its expectations. He will maintain a hazing-free new
member education process. More information on the chapter flowchart and details of each
position are listed in greater detail in your Garnet and Gold and member handbook.
This gives you the basic overview of functions and operations within the chapter but more
details pertaining to leadership within the chapter can be found in your Garnet and Gold and
member handbook.
The next item we will discuss is building an award-winning chapter. Members of awardwinning chapters understand the benefits since they see it every day in the success of the chapter
and the individual members. Every member of the fraternity should want to be a part of an
award-winning chapter. Being good enough is simply not acceptable for a PIKE. You are a
member of the Fraternity whose vision is to set the standard for achievement on your campus.
You have been personally challenged to live the ideals of the True PIKE. Building an award-
39
winning chapter is the natural outcome of you and your brothers living according to the True
PIKE and working to fulfill the PIKE vision on your campus.
The secret to living the award-winning chapter life is simple, but the implementation is not easy.
As you read in the section on the True PIKE, you must do your part from your introduction to
the Fraternity throughout the rest of your time in the chapter as you rise through committee
positions to possible executive leadership positions. Becoming an award-winning chapter
member starts with meeting your basic expectations as a member. As was outlined to you
during your new member orientation, the expectations of chapter/colony members are as
follows:
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Attend all chapter/colony meetings. If you cannot attend, notify someone on the
executive council.
Learn all materials assigned.
Bring to each chapter/colony meeting your Garnet & Gold, your officer or chairman
handbook, calendar, member handbook, and note taking material.
Attend all community service, fundraising, recruitment, and alumni events. If you
cannot attend, notify someone on the executive council.
Pay all financial obligations in a timely manner.
Join at least one other campus organization (see the campus involvement chairman).
Join at least one committee in the chapter/colony.
Actively participate in the recruitment of new members.
Demonstrate sincere attitude toward becoming/remaining an active part of the
chapter.
Follow all chapter/colony, IFC, university, local, state and national laws and policies.
Achieve academic grades at or above the minimum expectation set by the
chapter/colony.
Be your brother’s keeper
Fulfilling these expectations is at the core of being an award-winning chapter member, but it
doesn’t end there. Fraternity life has more to offer than that, and the award-winning chapter
member will actively participate in additional offerings for his own benefit and enjoyment and
for the success of his chapter. Active participation involves so much more than merely being
there and it also means you expect the same level of commitment from your brothers. Once you
make the commitment to be part of a great chapter, an award-winning chapter, you are on the
path to becoming a True PIKE, and you will be a positive influence on those around you.
Hopefully this discussion and the further reading of chapters 4 and 5 of the Garnet and Gold
will help you understand chapter functions and operations. Do you have any questions?
Again, make sure that you read chapters 4 and 5 of the Garnet and Gold and be prepared to
discuss this material more in-depth next week. Thanks for the time!”
Additionally, the chapter treasurer will give a presentation or hold a discussion to educate the
new member on chapter finances in regards to dues and fees as well as how the new member has
a responsibility to pay all financial obligations since it is a basic expectation of every chapter
member.
A sample script of what the chapter/colony treasurer should communicate is listed below.
“We will now discuss one aspect of chapter/colony operations – chapter/colony finances. This
topic will help you understand the dues, fees, assessments, and policies associated with
chapter/colony finances.
40
As the president stated, there are financial obligations that each member must uphold. Each
chapter/colony has dues that are expected to be paid by each member. This amount varies
depending on the chapter/colony and the due date for these dues also varies depending on the
chapter/colony, but it is meant to be paid each semester/quarter by every member. When you
began pledging this chapter/colony, you were also given a Garnet and Gold and a new member
Pin. Each of those items costs $10 and $5, respectively. This means that the total cost of pledging
amounts to $15 plus the amount of chapter dues.
In addition to dues that each member must pay, there is also a fee that must be paid upon
initiation. This fee is $280 for all new initiates that must be paid by each new initiate at least
five days prior to initiation. The badge that each new initiate receives costs $10 as well. This
brings the total cost of initiation for each new initiate is $290.
Money collected by the chapter goes to a number of things in including programming,
insurance, and chapter/colony assessments.
The vast majority of dues collected go to organizing programming within the chapter including
but not limited to: recruitment efforts, new member education initiatives, brotherhood events,
alumni relations events, historian initiatives, risk awareness initiatives, scholarship initiatives,
continuing education initiatives, athletics events, social events, community service events, public
relations initiatives, campus involvement initiatives, fundraising efforts, special events, etc. This
means that members essentially get their dues paid back to them through participation in
chapter events. The chapter is basically the method by which members are able to enjoy bigger
and better events which may not be available to a single individual.
Chapters/colonies experience a great deal of risk in many different capacities. Since fraternity
chapters/colonies have such a high risk associate with them, it is very difficult to insure
fraternity chapters/colonies. Luckily, the International Fraternity established the Liability
Protection Program in an effort to provide insurance to each chapter/colony. Each
chapter/colony pays a $5,000 annual fee, one payment of $3,000 on September 1 and one
payment of $2,000 on January 1 of each year, to be protected by this insurance, as long as each
chapter/colony abides to the Fraternity Standards.
Additionally, since each chapter/colony is part of an international organization, each
chapter/colony pays for a chapter/colony assessment. Each chapter/colony receives a visit from
a Memorial Headquarters Staff member to provide an assessment of the chapter/colony and
resources with recommendations to help better the chapter/colony. Each chapter/colony pays a
$2,860 annual fee, one payment of $1,430 on October 1 and another payment of $1,430 on
February 1, to receive this assessment. Again, it is important that the chapter fully utilize this
assessment to continue to become the best chapter/colony it possibly can.
This should give you a brief overview of where the dues of each individual chapter member are
allocated. The chapter/colony may have additional expenses such as a chapter house or kitchen,
but those items are not taken out of individual members’ dues since those are completely
separate accounts.
It is important as a chapter/colony member to continually pay all financial obligations to the
chapter/colony since it is a basic expectation of all members. However, the chapter/colony will
cease to operate or even exist if the chapter/colony is unable to collect enough dues to cover the
chapter/colony expenses. Unpaid balances that are 31 or more days delinquent are assessed a
finance charge of 1% per month. Also, any chapter/colony that fails to pay its dues, assessments,
fines or other obligations may have its charter with Pi Kappa Alpha suspended. Additionally,
the more incapable the chapter/colony is at collecting dues, the worse the chapter/colony
experience will be for all members. Again, it is utterly important that each and every
chapter/colony member pays all financial obligations to the chapter/colony.
41
This concludes the new material for this new member education session. Do you have any
questions?
Thanks for the time!”
The new member may be given his reading assignment for this week, which should be chapters 4
and 5 in the Garnet & Gold, and then he is excused.
Week 3
Education Session on Meeting Management/Risk Awareness
(Review of Chapter Structure/Operations)
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Review of chapter structure/operations
Introduce Robert’s Rules of Order
o Agenda
o Terms & Procedures
Review Standards
Outline risk awareness policies & procedures
o Crisis Management Procedure
o Host Institution Risk Awareness Policies
a review of last week’s discussion (Chapter Structure/Operations) and a discussion of this week’s
topic – Meeting Management/Risk Awareness.
tasteful manner.
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What positions make up the executive council?
What are the duties of the SMC?
What are the external committees? What are the internal committees?
Why should the chapter strive to win awards?
What is at the core of being an award-winning chapter member?
How much are chapter dues?
How much is paid by the chapter for the liability protection program?
42
The discussion or presentation for this week will be about meeting management and risk
awareness. The new member education chairman will give a presentation or hold a discussion to
educate the new member on meeting management and how every member of the chapter should
act and what processes to follow during a meeting.
A sample script of what the new member education chairman should communicate is listed
below.
“We will now discuss the next topic of your new member education curriculum – Meeting
Management/Risk Awareness. This topic will help you understand and participate in chapter
meetings while also being well prepared for any potential risks and reacting to crises.
The first item we will discuss is in regards to meeting management is parliamentary procedure.
parliamentary law is the established, effective and accepted method of insuring that every
member has an opportunity for equal participation in a meeting. As a new member and
member, you will need to be familiar with parliamentary law.
Robert’s Rule of Order is the most authoritative work in the field. These rules control the conduct
of all Pi Kappa Alpha business, including conventions, except when the Constitution and
Chapter Codes of the Fraternity make specific provisions otherwise. These same rules of meeting
are used in a majority of other organizations as well.
When conducting an orderly meeting, there are a few recommendations that include the
following:
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See that everyone is seated comfortably.
Have all necessary materials at hand, including the outline of business to be considered.
Member should address the presiding officer at all times.
The secretary should read the minutes of the previous meeting as the first order of
business.
To introduce a motion, a member should state, “I move…”
Another member must agree with the validity of a motion, known as seconding it,
before the body discusses the motion or votes on it. He does this by saying, “I second the
motion to…”
The Chair should restate the motion before the discussion and/or the vote.
During the discussion, members may then ask the chair to recognize them so that they
might make a statement about the issue.
Amendments to the original motion may be made after the original motion is made and
seconded.
If an amendment is presented and seconded, it may be discussed and must be put to a
vote. No other action regarding the original motion may be taken until the amendment
is approved or denied.
The second order of business after the minutes is committee reports.
Committee reports are followed by unfinished business and then new business.
A meeting may be closed by a member being recognized by the chair and stating, “I
move to adjourn.” If the motion is duly seconded and approved, the meeting is
adjourned. Or, if there is no further business or objection, the chair can declare that the
meeting is adjourned.
This gives you an overview of parliamentary law in regards to meeting management. More
information on parliamentary procedure and meeting management can be found in the
appendices of the Garnet and Gold and the member handbook including a meeting agenda,
specific motions and purposes, motions, nominations, voting, and a glossary of terms.
Hopefully this discussion and the further reading of the appendices in the Garnet and Gold and
member handbook will help you understand meeting management. Do you have any questions?
43
Again, make sure that you read the appendices in the Garnet and Gold and member handbook
and be prepared to discuss this material more in-depth next week. Thanks for the time!”
Additionally, the chapter advisor or the risk awareness chairman will give a presentation or hold a
discussion to educate the new member on all applicable laws, risk awareness policies, crisis
management policies, etc.
A sample script of what the chapter advisor or the risk awareness chairman should communicate
is listed below.
“We will now discuss the next topic of your new member education curriculum – Risk
Awareness. This topic will help you understand and be aware of risks within the chapter as well
as the appropriate method of reacting to crises.
The first item we will discuss related to risk awareness is The Pi Kappa Alpha Fraternity
Standards. Each chapter of the Fraternity shall maintain the standards that are outlined in this
document as a condition of its charter as a chapter in good standing with the International
Fraternity, or as a prerequisite for a colony to obtain a charter from the International
Fraternity. This means that as long as the chapter does not violate any of these policies, the
chapter will remain in good standing and, thus, be insured by the Liability Protection Program.
Additionally, each member and officer of a chapter or colony shall comply with these standards
as a condition to maintain his membership and/or officer position in good standing with the
chapter or colony. This means that if any individual or officer does not uphold these standards,
then those individuals are no longer considered to be members and/or officers of the chapter
thus taking the liability away from the chapter as a whole.
The Pi Kappa Alpha Fraternity Standards are composed of five areas including alcohol and
drugs, hazing, sexual abuse, fire, health and safety, and education. These standards are signed
by each chapter/colony each semester/quarter to reaffirm the minimum standards of all
undergraduate members of Pi Kappa Alpha. The standards that are set for each area are not
difficult to follow as long as an individual abides by federal, state, and local laws and policies so
it is not a great deal to ask of members. It is important to follow The Pi Kappa Alpha Fraternity
Standards to ensure the well-being of each member, the chapter, and the International
Fraternity.
The next item we will discuss related to risk awareness is the Chapter Statement of Position on
Hazing. New member education is one of the most important programming areas of a chapter.
Chapters that exert the necessary time and energy into the development of a constructive, nonhazing, new member education program encounter the most prosperity. Chapters should be
straightforward about the purpose of the new member period, defining the kinds of acceptable
behavior. The Chapter Statement of Position on Hazing identifies constructive programming
ideas collected from a variety of successful Pi Kappa Alpha chapters, as well as some destructive
new member activities that have been a source of problems for chapters. Once each new
member has read and understood the various new member education programming ideas, he
will then read and sign the agreement portion of the Chapter Statement of Position on Hazing to
affirm his responsibility when it comes to acts of hazing. Each new member should have signed
a copy of this agreement when they first joined prior to beginning the new member education
program. Make sure you stay after this meeting to sign a copy of this agreement if you have not
already done so.
The final item we will discuss related to risk awareness is chapter/colony crisis management
procedures. The chapter/colony crisis management procedures can be found in your member
handbook. The document found in your Member Handbook contains suggestions that are
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designed to assist each chapter/colony in dealing with a crisis situation involving serious injury
or death. This document has been expanded by the chapter to include other more specific
situation since this document is primarily used in planning and preparing for any crisis.
General procedures contained in the document can be applied to multiple situations. It is
important to understand what events take place when a crisis occurs. The following items
should take place:
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911 emergency call
The President should be the chapter/colony spokesman
Close the chapter/colony house (if applicable)
Notify the chapter/colony advisor
Notify the school administration (during business hours)
Notify Memorial Headquarters
Assemble the chapter/colony
Contact an attorney (if necessary)
Defer the press to the president
It is critically important that every member recall these procedures when a crisis occurs.
Additionally, it is important to remember that after any crisis takes place the chapter should be
cooperative with all police, school and International Fraternity officials. This is imperative since
the well-being of the chapter depends upon cooperation from all members.
This gives you an overview of crisis management and risk awareness. More information on
crisis management and risk awareness can be found in the member handbook including The Pi
Kappa Alpha Fraternity Standards, the Chapter Statement of Position on Hazing, and more
details about responding to crises.
Hopefully this discussion and the further reading of the member handbook will help you
understand risk awareness. Do you have any questions?
Again, make sure that you read the member handbook and be prepared to discuss this material
more in-depth next week. Thanks for the time!”
The new member may be given his reading assignment for this week, which should be risk
awareness documents in the member handbook and then he is excused.
Week 4
Education Session on Chapter/Fraternity History (Review of
Meeting Management/Risk Awareness)
45



Review of meeting management/risk awareness
Introduce history of the Fraternity
o Founders & junior founders
o Important dates & events
Local chapter history presentation
a review of last week’s discussion (Meeting Management/Risk Awareness) and a discussion of this
week’s topic – Chapter/Fraternity History.
tasteful manner.
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What is Robert’s Rules of Order used for?
How is the agenda structured?
What is the proper manner to introduce a motion?
What are the different methods of nomination? What are the different methods of voting?
What is the first thing that should take place if a crisis occurs?
What are three actions that should occur if a crisis occurs?
What must every chapter do to retain its charter?
What are some acceptable new member activities? What are some unacceptable new
member activities?
The discussion or presentation for this week will be about chapter and fraternity history. Either
the new member education chairman or the chapter historian will give a presentation or hold a
discussion to educate the new member on chapter and Fraternity history including highlighting
important points about the early years of the Fraternity, the expansion of the Fraternity,
important dates with the local chapter, etc.
A sample script of what the new member education chairman or the chapter historian should
communicate is listed below.
“We will now discuss the next topic of your new member education curriculum – Fraternity
History. This topic will help you understand the development of our Fraternity since its
inception.
The first Greek-letter, secret, social fraternity was Phi Beta Kappa which was formed on
December 5, 1776 at the College of William and Mary. Fraternities were continually founded
after this point in time in the north including the Union Triad at Union College in New York and
the Miami Triad at the University of Miami-Ohio.
However, at war’s end, five fraternities were founded in Virginia: Alpha Tau Omega (1865) at
Virginia Military Institute, Phi Kappa Chi (now known as Kappa Alpha Order) (1865) at
Washington and Lee University and at the University of Virginia, Pi Kappa Alpha in 1868,
followed by Kappa Sigma and Sigma Nu. Together with Sigma Phi Epsilon, which was founded
at the University of Richmond in the 20th century, these form the Virginia Circle.
46
The story of our Fraternity begins with four Virginia students: Frederick Southgate Taylor; his
cousin and roommate Littleton Waller Tazewell; James Benjamin Sclater Jr., who had been
with Tazewell at VMI and had seen Confederate military service in the last stages of the Civil
War; and Robertson Howard, a student of law from Maryland who was already a medical
doctor and saw Union Army medical service. They met on Sunday evening March 1, 1868 in
room 47 West Range.
Taylor was the leader and selected the Fraternity’s name. That night, the four added Julian
Edward Wood of North Carolina, who had also been a VMI cadet. Later, William Alexander,
born in New York and raised in Princeton, New Jersey, was added as the sixth founder.
Alexander designed the badge, a diamond shape placed upon a shield, and translated the motto
phi phi kappa alpha into Greek.
Alpha chartered chapters at three other colleges before calling the Fraternity’s first convention
in 1874 in Richmond. Three chapters, Alpha at Virginia, Gamma at William and Mary and
Epsilon at Virginia Tech, sent delegates, and Founder Frederick Southgate Taylor presided over
the meeting. Those men began the important history, that we continue today, of coming
together as an international brotherhood to discuss the Fraternity.
Unfortunately, during the early years of the Fraternity, the nation faced difficult economic and
social challenges that made college life and fraternity life very difficult for early brothers so the
Fraternity struggled through the 1880s. The loose arrangement of a grand chapter and
occasional conventions lasted until 1889.
In 1889, a Theta brother, Theron Hall Rice, began graduate courses at Virginia and adopted the
goal of reviving recently-silent Alpha and rejuvenating the Fraternity. He received help from a
Virginia law student who had come there from Iota (Hampden-Sydney), and under Rice’s
leadership, a convention was called at Hampden-Sydney for Christmas 1889. Representatives
came from three of the then five chapters: Rice represented Alpha; Howard Bell Arbuckle
represented Iota and John Shaw Foster represented Theta. Lambda Chapter at the Citadel in
Charleston, South Carolina, was unable to send a delegate, because its students were not given a
Christmas holiday, but a Citadel student, Robert Adger Smythe, and the three Hampden-Sydney
Convention delegates would become known as the junior founders. The convention established a
governing structure and enthusiasm that would allow the Fraternity to leave the turmoil of the
1880s behind, but the convention also restricted the Fraternity to have chapters only below the
Mason-Dixon Line.
The Fraternity rapidly added 25 chapters between 1889 and 1909. The regular publication of
the Shield and Diamond, the Fraternity’s quarterly magazine, began during that period under
Smythe’s leadership. The Fraternity redesigned the coat of arms three times between 1868 and
1909 settling on the current coat of arms at the 1909 New Orleans Convention. Also during the
1909 New Orleans Convention, the Fraternity removed the Mason-Dixon Line limitation on
expansion.
That covers many major points about the early history of the Pi Kappa Alpha Fraternity. The
history of Pi Kappa Alpha Fraternity is proof that young men can take a set of values, shape
those values into an institution and perpetuate that experience from generation to generation,
so that the power of the values encapsulated in the Fraternity could bridge the years of older
and younger men.
More information on the history of the Fraternity can be found in chapter 2 of the Garnet and
Gold including more information about the founders, junior founders, and the development of
the Fraternity.
Hopefully this discussion and the further reading of chapter 2 in the Garnet and Gold will help
you understand the History of the Fraternity. Do you have any questions?
47
Again, make sure that you read chapter 2 in the Garnet and Gold and be prepared to discuss
this material more in-depth next week. Thanks for the time!”
Once last week’s material has been reviewed and material for this week’s New member Education
curriculum has been presented, please ensure that the New member has no questions or
concerns. The new member may be given his reading assignment for this week, which should be
chapter 2 and the appendices in the Garnet & Gold as well as any material supplied by the
chapter, and then he is excused.
Week 5
Education Session on International Fraternity (Review of
Chapter/Fraternity History)
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Review of chapter/Fraternity history
Outline Fraternity structure (convention, supreme council, staff)
Memorial Headquarters building
Introduce PIKE University & events
Introduce alumni status and involvement, lifetime commitment, & networking
a review of last week’s discussion (chapter/Fraternity history) and a discussion of this week’s
topic – International Fraternity.
tasteful manner.
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When, where and in what room was Pi Kappa Alpha founded?
Who are the junior founders?
Who was the main organizer and spirit of the founding?
Who are the members of the Virginia Circle?
Which convention decided to expand north of the Mason-Dixon Line?
When was Memorial Headquarters dedicated?
What is the official quarterly publication of Pi Kappa Alpha? Who started the publication?
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The discussion or presentation for this week will be about the International Fraternity. Either the
new member education chairman or the chapter president will give a presentation or hold a
discussion to educate the new member on the International Fraternity including the Memorial
Headquarters staff, the International Fraternity structure, PIKE University, etc.
A sample script of what the new member education chairman or the chapter president should
“We will now discuss the next topic of your new member education curriculum – the
International Fraternity. This topic will help you understand the structure and operations of the
entire International Fraternity.
The International Fraternity consists of over 200 chapters located throughout the United States
and Canada. Numerous alumni associations composed of volunteer alumni are associated with
individual chapters or geographical areas to provide support for the chapters and the
Fraternity. The International Fraternity retains a service corporation which employs over 30
people to carry out various administrative and support functions for the Fraternity. In addition,
hundreds of volunteers contribute significant time to promoting the success of Pi Kappa Alpha.
Originally, student members at an individual chapter acted as the Fraternity’s governing body,
handing out charters and calling conventions, but alumni involvement and leadership has been
important to Pi Kappa Alpha since soon after its founding. Junior Founder Theron Hall Rice
proposed, at the 1889 Hampden-Sydney Convention, a government of individual delegates.
Rice’s proposal established Pi Kappa Alpha’s first board of directors – a board that would
eventually be composed of mostly alumnus volunteers.
The convention also elected Robert Adger Smythe to the position of secretary/treasurer. Smythe
opened the Fraternity’s first administrative office in his home in Charleston, South Carolina,
where he produced the Fraternity’s first publication, the Journal, and maintained the
Fraternity’s first centralized records.
Smythe eventually moved the general office to Atlanta, and later it moved to Memphis,
Tennessee, in 1954, and the present-day Memorial Headquarters opened in Memphis in 1988. It
is important to note that the Pi Kappa Alpha International Fraternity is a non-profit fraternal
affiliation. The Fraternity meets periodically at convention but in between conventions, each
chapter continues to function as an autonomous self-operating group of students at the school
where located.
The most important component of the Fraternity is the international convention, which occurs
every summer of even-numbered years. Each chapter and alumni association has the right to
send members to each convention, and each group in good standing is allowed one voting
delegate. The delegates of the convention have the sole legislative function of the Fraternity.
Convention action is required to revoke charters, modify the Pi Kappa Alpha Ritual, adopt
resolutions and publish rules and laws in the form of the Constitution and Chapter Codes, and
elect members to the supreme council.
The Convention also provides certain functions for the supreme council to perform on the
Fraternity’s behalf between conventions. The officers of the supreme council are mostly alumnus
volunteers but include student members. The supreme council approves the Fraternity’s
finances, appoints other international officers, appoints an executive to handle the Fraternity’s
affairs, and approves charter applications from new chapters.
In addition to the supreme council, hundreds of volunteers support the Fraternity throughout
North America, which is divided into regions. Each region might include a combined total of up
to 25 chapters and alumni associations. The regional president, who is a volunteer alumnus,
49
serves as the primary contact for other alumnus volunteers in the region, including chapter
advisors, house corporation officers and alumni association representatives.
A professional staff is retained to provide valuable services to the Fraternity. This staff is
managed by the executive vice president and operates out of the Memorial Headquarters
building in Memphis, Tennessee. The professional staff handles familiar tasks such as
publishing the Fraternity’s Shield & Diamond. The staff also performs all of the administrative
tasks associated with serving over 200 active chapters, numerous local and regional alumni
groups, and other support entities such as White Horse Capital, RAF, Inc. and the Foundation
through some of its highlights including chapter services, expansion, Pike University, and real
estate services.
More information on the International Fraternity can be found in chapter 3 and 6 of the Garnet
and Gold.
Hopefully this discussion and the further reading of chapter 3 and 6 in the Garnet and Gold will
help you understand the International Fraternity. Do you have any questions?
Again, make sure that you read chapter 3 and 6 in the Garnet and Gold and be prepared to
discuss this material more in-depth next week. Thanks for the time!”
The new member may be given his reading assignment for this week, which should be chapter 3
and 6 in the Garnet & Gold, and then he is excused.
Week 6
Education Session on Continuing Education (Review of the
International Fraternity)
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Review of the International Fraternity
Etiquette (appropriate dress, dining, behavior)
Introduce best practices for success in scholarship/academics
Introduce best practices for time management
Introduce best practices for health & wellness
a review of last week’s discussion (International Fraternity) and a discussion of this week’s topic –
Continuing Education.
50
simply discussing questions with the new member to actually having the New member complete a
tasteful manner.
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How many chapters of Pi Kappa Alpha are there internationally?
How many initiates are in Pi Kappa Alpha?
How often are conventions held?
What is the structure of the supreme council?
How many regions are there in Pi Kappa Alpha?
What is the responsibility of the regional president?
The discussion or presentation for this week will be about continuing education. Either the new
member education chairman or the continuing education chairman will give a presentation or
hold a discussion to educate the New member on personal development topics including
etiquette, scholastic/academic practices, time management, health and wellness, etc.
A sample script of what the new member education chairman or the continuing education
chairman should communicate is listed below.
“We will now discuss the next topic of your new member education curriculum – Continuing
Education. This topic will help you understand proper etiquette in regards to dining and dress
which will give you the foundation to begin your continuing education.
The first area we will address in proper etiquette is dining.
In regards to serving: waiters serve food from the left and remove it from the right. Waiters
serve beverages and remove them from the right. Diners should pass food around the table from
the left to the right. You should accept a plate with your right hand and pass it with your left
hand across your body. The head of the table takes the first portion from a dish when it is first
passed. Ladies and guests are an exception to that rule, because they can instead be given
precedence.
In regards to begin eating: Guests at a small dinner party (up to six guests) should wait until
the host begins eating. At a large dinner party, you may begin eating once every diner at your
table is prepared to eat.
In regards to placement and use of silver: when a place setting has multiple layers of
silverware, the hosts usually place the silverware on the table in the order in which they intend
you to use it. Generally, you should use the outermost utensils first. The utensils used for the first
course (such as a salad fork or soup spoon) are furthest from the plate. If you are in doubt,
follow the lead of your host or hostess.
When you have finished a plate of food, place the fork and knife (only if used) on the plate, with
the knife blade facing inward and the fork tines down, to the left of the knife. Place the used
silver so that it will not slide as the plate is removed from the table. Never place used silver on
the table or leave it sitting inside a cup or glass. Leave soup spoons on the soup plate, and leave
unused silver in place on the table.
There are two acceptable ways to hold your silverware. People following the American style of
eating cut the food while holding the fork in the left hand and the knife in the right. Once they cut
it, they place the knife on the plate and switch the fork to the right hand to convey the piece of
food to the mouth (fork tines up). People following the European style keep their fork in the left
51
hand and the knife in the right hand throughout the meal. They convey a cut piece of food to the
mouth with the fork in the left hand (tines turned down).
In regards to napkins: place your napkin on your lap, entirely open, if it is a lunch-size napkin,
or folded in half, if it is of the type of dinner napkin which is most common today. A guest should
wait until his host takes up his own napkin, before the guest places his napkin in his lap (unless
the dinner is buffet style). At the end of the meal, you should gather the napkin and lay it
casually to the left of your place setting. Never toss your napkin in a heap on the table or refold
it. Remember to leave the napkin on your lap throughout dessert and coffee.
In regards to leaving the table: if you must leave the table, simply nod to the host and make the
request, “May I be excused?” or “Please excuse me.” When you return to the table, take your
place without comment.
In regards to language at the table: never use vulgar language at the dinner table. Conversation
topics should avoid controversy. Save political debates for after dinner. Avoid squeamish topics
and those considered to be in poor taste, and never raise your voice above a conversational
tone.
The next area we will address in proper etiquette is proper dress.
In regards to dress suits: three criteria determine how good a suit looks on a man: its fit, its cut
(or style) and the quality of the fabric. Of these, the most important is fit. Make sure all your
suits fit you well. You will have to get your suits tailored to your body after you buy them off a
rack. Save enough money to finish the job.
Consider clothes created from natural fibers, and for most suits (with the exception of some
summer suits) that fiber should be 100% wool. The first suits in your wardrobe should be dark
gray and navy blue. You should start your collection with suits without a pattern or perhaps
with a modest stripe. Until you increase your suit collection, you should stick to very traditional
cuts or styles: straight-legged pants, modest lapels, natural shoulders, etc. Never button the
bottom button of any suit or vest. Brush off your suit after wearing, and let it breathe (hang the
pants over an opened closet door and hang the coat on the hanger on the doorknob). A wellcared for suit should last for many years.
In regards to dress shirts: get the right size in dress shirts that are 100% cotton or
predominantly cotton blend. Always wear them laundered and neatly pressed. Never sport a
visible emblem on a shirt with which you’re going to wear a tie. Stick with barrel cuffs, point or
button-down collars and the colors white or light blue. Never wear a short-sleeved shirt as a
dress shirt.
In regards to sport coats: for a less formal occasion, you can always wear a sport coat and
slacks. The navy blazer is a staple in every man’s wardrobe. As you expand your wardrobe, you
may want to add a patterned-wool or tweed sport coat. Again, consider natural fibers.
In regards to pants: typically, men’s dress pants are either made of 100% wool (often darker
colors and patterns) or 100% cotton (in the case of the lighter weight s and colors such as tan).
Some khaki pants can be worn as dress pants, but some are too informal for that task.
In regards to ties: generally-speaking, the best looking ties are made from 100% silk. A good tie
will feel heavy and substantial, like it has a fair amount of material on the inside. Inferior
quality ties feel thin. Never wear a tie that you fasten to your neck in any way other than by
tying it. No clip-ons – even when it comes to bow ties. You should always wear a coat with your
tie.
52
In regards to belts: you should wear a belt or braces (suspenders) with all your pants, but never
wear both at the same time. Your shoes, belt, and any other leather accessories should always be
of the same color.
In regards to shoes: consider owning a couple of pairs of leather dress shoes – either lace-ups or
slip-ons. Black shoes go with almost any suit. Brown and cordovan (burgundy) rotate in and
out of fashion as the second most-popular colors for dress shoes. When you buy your first pair of
dress shoes, you should stick with a classic style, such as a wingtip or cap toe. You should
always keep a nice shine on your shoes.
Hopefully this discussion and the further reading of the appendices in the Garnet and Gold and
member handbook will help you understand etiquette and other aspects of continuing
education. Do you have any questions?
Again, make sure that you read the appendices in the Garnet and Gold and member handbook
and be prepared to discuss this material more in-depth next week. Thanks for the time!”
The new member may be given his reading assignment for this week, which should be the
appendices in the Garnet & Gold and member handbook, and then he is excused.
Week 7
Education Session on Traditions & Symbols (Review of
Continuing Education)
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Review of continuing education
Introduce appropriate traditions of Chapter/Fraternity
Introduce Fraternity symbols & insignia
o Appropriate use & respect
a review of last week’s discussion (Continuing Education) and a discussion of this week’s topic –
Fraternity Traditions & Symbols.
simply discussing questions with the New member to actually having the new member complete a
tasteful manner.
53

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


What different types of knots can be tied with a tie?
What are the three criteria to determine how a suit looks on a man?
When should you begin eating a meal?
What side do waiters serve drinks from?
What are the two acceptable ways to hold silverware?
Which utensils should be used first during a meal?
What is one thing you should always do with your dress shoes?
The discussion or presentation for this week will be about Fraternity traditions & symbols. Either
the new member education chairman or the sergeant-at-arms will give a presentation or hold a
discussion to educate the New member on the Fraternity traditions & symbols including the coat
of arms, the badge, proper use and respect of traditions & symbols, etc.
A sample script of what the new member education chairman or the sergeant-at-arms should
“We will now discuss the next topic of your new member education curriculum – the Traditions
and Symbols of Pi Kappa Alpha. This topic will help you understand the positive and
constructive traditions that bring great value to your affiliation with Pi Kappa Alpha.
The traditions and symbols that are unique to Pi Kappa Alpha distinguish it from other Greek
organizations and create a common bond among all Pikes. Many of the Fraternity symbols go
back to the early days of the Fraternity. William Alexander and Frederick Southgate Taylor
seem to have played a large role in developing the Fraternity’s name, motto and badge in
particular. Other traditions have evolved as fashions have changed. So, while fashions change,
our Fraternity’s most common traditions endure.
The name of the Fraternity is Pi Kappa Alpha, represented by the letters Pi-K-A. That name is
very important to initiated members of the Fraternity, and its meaning is one of the prized
secrets each initiated member learns upon initiation.
It is notable that the founders first decided what they would name the Fraternity and then
identified the letters to represent that name. Some Greek organizations went about the process
in the opposite order. Thus, the meaning of the name of the Fraternity was uncommonly
important to the founders.
There are formally no restrictions on who can wear the Fraternity’s letters as long as the
Fraternity’s name and letters are displayed in a tasteful and respectful manner since any other
display or use insults their true meaning and value.
Every PIKE writes the letters Pi-K-A in a capital letter, often with K as the largest letter. With
the exception of the second coat of arms, the letters of the Fraternity’s secret motto, phi phi
kappa alpha, consistently appear in lower case on official documents and symbols.
The Fraternity’s nicknames are: Pikes, Pikas, PiKaps and Pi’s. Often members are called simply
by the Fraternity’s letters, as “Pi-K-As.” PIKE is the most common nickname for the Fraternity
and Pikes for its members.
As described in The Oak, A History of Pi Kappa Alpha, the early development of the coat of arms
is hard to authenticate. It is believed that the first coat of arms was adopted as early as 1869
and that it was probably a simple replica of the badge mounted over a crossed “dagger and
key”. It is likely that it appeared similar to this drawing.
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(Show an image of the first coat of arms)
This basic design was commonly found on early charters, official documents and chapter
composites.
It is known that work on a second coat of arms was begun as early as 1876, and it is believed the
second coat of arms was adopted at the Yellow Sulphur Springs Convention in August of that
year. Unfortunately, the minutes of that meeting were not preserved.
(Show an image of the second coat of arms)
On the face of the diamond you will note the letters Pi-K-A were placed at the top; in the middle
appears an altar with a crossed dagger and key on its face, with the smoke of incense coming
from the top. Flanking the altar is a hovering wingless angel and a kneeling knight; clasped
hands appear at the base. Above the hands appear the letters phi phi kappa alpha in upper case.
The four corners of the shield are adorned with a scene from Damon and Pythias (upper left);
the world surrounded by the stars in a night sky, looked upon by the eye of God (upper right); a
mailed fist clasping a dagger (lower right); and several links of a chain surrounding a cloudy
landscape (lower left). Considering the symbols that appear, this design may have greatly
influenced the coat of arms that we know today.
The Knoxville Convention accepted the third coat of arms in 1892.
(Show an image of the third coat of arms)
Since the castle and figure would normally have appeared on the face of a shield, it is interesting
that this design was presented to the convention on a trumpet banner. In the stone of the arched
entrance, above the large oak doors, appear the letters Pi-K-A. In the stones of the foundation
the letters phi phi k a are inscribed. At the side of the doorway stands a Greek soldier holding a
spear. From his belt hangs a key on one side and a dagger on the other. For reasons unknown,
in 1893 this design was replaced with the design of the original coat of arms.
The current coat of arms was adopted at the 1909 New Orleans Convention.
(Show an image of the current coat of arms)
The current coat of arms gathered together a number of symbols that had become a part of the
Fraternity’s history and traditions by the time.
New member and colony pins both are in the shape of the shield found in the badge. Both have a
gold capital Greek letter Pi in the center. However, the new member pin consists of a garnet
enamel background and the colony pin has a white enamel background. New members and
Colony members should wear these pins respectfully over the heart.
The badge is the primary piece of jewelry and Fraternity symbol owned by all initiated Pikes. At
the Fraternity’s first meeting, Frederick Southgate Taylor introduced the preliminary design for
the badge, which was later completed by William Alexander. The badge is a shield surmounted
by a diamond, which is commonly found in black.
The badge should be worn upright over the heart and only on a collared shirt. The badge can
only be worn by a Fraternity member or a member’s mother, wife, widow, daughter, sister,
fiancée, girlfriend upon whom he has “pinned” the badge, a Dream Girl or a chapter
housemother.
55
A suit jacket will cover a badge that is properly worn on a shirt. Therefore, some brothers also
wear an unofficial recognition pin on their jacket lapels so that their Fraternity affiliation will
still be visible.
The Fraternity flag is a garnet rectangle with gold lettering and the coat of arms.
(Show an image of the official Fraternity flag)
Chapters, with the ability to display the flag properly, should, at a minimum, fly it during
visitations of international officers and invited guests, campus celebrations, special chapter
events and federal holidays. Chapter should fly the PIKE flag below a national flag in
accordance with proper protocol.
More information on the traditions & symbols of Pi Kappa Alpha can be found in chapter 7 of
the Garnet and Gold.
Hopefully this discussion and the further reading of chapter 7 in the Garnet and Gold will help
you understand the traditions & symbols of Pi Kappa Alpha. Do you have any questions?
Again, make sure that you read chapter 7 in the Garnet and Gold and be prepared to discuss this
material more in-depth next week. Thanks for the time!”
The new member may be given his reading assignment for this week, which should be chapter 7 in
the Garnet & Gold, and then he is excused.
Monday (During Chapter): Vote on New Member(s) for
Initiation
Chapter meeting should be conducted in a normal fashion with the new member still in
attendance. When the chapter is supposed to vote on whether the new member should be
initiated, the new member will leave the chapter room. Discussion amongst members will take
place during this time about whether the new member should be initiated. After discussion is
concluded, the chapter then votes on whether the new member should be initiated into the
chapter. The voting should take place in a manner that the chapter must have two-thirds of the
chapter opposed to initiating the new member in order for the new member to not be initiated.
Once voting has concluded, the new member may then be allowed back into the chapter meeting
room. Chapter meeting may progress as a normal chapter meeting after this voting takes place
and the new member reenters the chapter room.
56
Week 8 (Ingress)
Monday:
7pm – Conduct Weekly New Member Education Session to
Review Traditions & Symbols

Review of Fraternity traditions & symbols
During this new member education session, the new member education chairman will
coordinate a review of last week’s discussion, traditions & symbols.
The review of last week’s discussion and reading material can be anything to ensure the
new member fully comprehends the material discussed and read. This can include
anything from simply discussing questions with the new member to actually having the
new member complete a written quiz. Again, the overall purpose of this is to ensure
comprehension of the material in a tasteful manner.
A list of sample questions that the new member education chairman may use to help
review new member comprehension is listed below.







How many versions of the coat of arms have there been?
Who can wear the badge of the Fraternity?
What is the difference between a new member pin and a colony pin?
What are the components of the Pi Kappa Alpha flag?
Who can wear the Fraternity’s letters?
Which founders designed the badge?
When and where was the current coat of arms adopted?
Once last week’s material has been reviewed, please ensure that the new member has no
questions or concerns. The new member may then be excused to attend chapter meeting.
8pm – Conduct Chapter Meeting
Chapter meeting should be conducted in a normal fashion with the new member still in
attendance.
Thursday:
Regular Activities until 7pm
Soon-to-be candidates should be allowed to go about their normal daily routines until
7pm. This is important so that candidates are not affected in a negative manner
throughout the ingress period.
7pm – Conduct De-pinning and Salt Ceremony
This event takes place in the chapter room. All members should be in attendance in the
chapter room including the new member. The new member is asked to leave the chapter
57
room in preparation for the de-pinning and salt ceremony. The new member education
chairman must prepare the salt pouches prior to the chapter meeting for the “De-pinning
and Salt Ceremony.” Salt is simply placed in the bag and wax is dripped on the bag to seal
it. The new member is asked to leave the chapter meeting room. The big brothers are
then given the pouches of salt. The chapter room is then setup so that the initiated
members in the chapter are sitting in front of the new member when he is brought into
the chapter room.
Once the chapter meeting room is prepared, the new member educator leaves the chapter
meeting room to get the new member, closing the door behind him. The new member
educator then brings the new member into the chapter meeting room in front of all of the
silent, initiated members sitting in front of him facing him. The initiated members
remain silent throughout this event which should be in a setting that is inviting and not
intimidating. Once the new member is facing and in front of the initiated members, the
chapter president asks three questions: What does Pi Kappa Alpha mean to you? What
are your goals for Pi Kappa Alpha? What does initiation mean to you? The chapter
president allows ample time for the new member to give his responses to each of the three
questions.
After the new member has been asked the three questions and given his responses, his big
brother stands and walks to face the new member. The big brother removes the new
member pin in a non-aggressive manner and places it on the bag of salt. The big brother
then takes the candidate’s hand in a firm handshake and in so doing passes him the
pouch. As the big brother does this, he whispers to the candidate, “Hold this pouch
carefully, for you will have great need for it for him who challenges you.” The new
member becomes a candidate for initiation at this time. The big brother returns to his
seat and the new member educator conducts the new member from the chapter meeting
room to a location that is inviting and conducive to conducting an ingress discussion.
9pm – Conduct an Ingress Discussion
The new member educator informs the candidates that their ingress period has officially
begun. They are no longer considered new members; they are now candidates awaiting
initiation. He should explain the importance of having the pouches with them at all times
and should instruct them not to lose the pouch, look inside the pouch, or show the pouch
to anyone outside the Fraternity. He should also explain to the candidates the
significance of the candles which are still lit in front of them (i.e. they represent the six
founders, and the unlit candle in the center is representative of the candidate awaiting
initiation). The new member educator should inform the candidates, “When a man is
finally accepted as a brother, his candle will be lit.”
He should then read to the candidates the ingress philosophy, which gives them a brief
explanation of ingress. Undergraduates at Alpha Tau chapter (Utah) first developed the
term in the 1960’s. This is not a time for the candidates to prove themselves. The sole
purpose of this final period before initiation is to concentrate on the aspects of Pi Kappa
Alpha and the fraternity experience that will make the initiation ceremony as meaningful
as possible for each man. The meaning of the initiation ceremony will be heightened by
every aspect of the ingress period.
The ritual chairman then goes over the ingress guidelines and expectations. All
candidates are required to attend 100% of ingress activities, and all activities require a
shirt and tie. Also, he should let them know they will have study hours each night,
emphasize that they are expected to attend all classes, and give them an overview of the
week’s activities. The candidates are then excused for the evening.
11pm –Excuse Candidates for Evening
58
It is important for the candidates to be excused by this point in time so they can complete
other obligations such as school work, organization involvement, etc. as well as sleep.
Friday:
Candidates should be allowed to go about their normal daily routines until 7pm. This is
important so that candidates are not affected in a negative manner throughout the ingress
period.
7pm – Conduct Ingress Session I– Vocabulary / Symbols
Discussion and Coat of Arms Design
Vocabulary Review – In a group discussion, the candidates are asked for their definitions
of certain words or phrases which have significance within the Pi Kappa Alpha Ritual.
They are, of course, not told that the phrases or words come from the Ritual. Possible
questions include the meanings or significance of recent passwords, or any other ideals
which seem close to the Fraternity (ex. honor, decency, zealous, character, reputation,
etc.)
Symbols Review - In a group discussion, review the symbols of the Fraternity. Ask
questions about the second coat-of-arms (1876-1892), the badge, and the current coat-ofarms. Point out specific areas so the candidates will be familiar with them. This process
will help in making the initiation ceremony more meaningful.
Have a group discussion on why the Ritual is important. This can be done by asking
individuals question or in an open forum discussion. Ensure that the discussions are in
comfortable rooms that are not intimidating.
The candidates, as a group, design their own coat-of-arms. Upon completion,
representatives of the class explain their coat-of-arms to the executive board and new
member education chairman, detailing the meaning of each aspect they chose to include.
Saturday:
period.
2pm – Conduct Ingress Session II – Preamble Discussion
and Founding Reenactment
The candidates and the new member educator, with or without executive council, in a
group discussion should discuss each sentence of the preamble. Ensure that the
discussion is in a comfortable room that is not intimidating. Ask thought provoking
questions that are not pointless and do not intimidate, such as:
 “What does this mean to you?”
 “What do you think the founding fathers meant?”
 Etc.
To make the discussion go more smoothly, write down certain questions on note cards
and hand them to brothers as they enter the room. Make sure each candidate has a
chance to contribute during all questions.
59
The new member class is invited to reenact the founding of Pi Kappa Alpha in Room 47
West Range on March 1, 1868. Aspects of the reenactment may include the reasoning for
founding a new fraternity, the purpose and ambitions of the Fraternity, and perhaps
secrets that will bind the Fraternity.
Break at 5pm
Candidates should be allowed to take a break at 5pm. This is important so that candidates
are not affected in a negative manner throughout the ingress period. This will give them
adequate time to take care of any other obligations before the next session begins at 7pm.
7pm – Conduct Ingress Session III – Self-Evaluation and
Mock Initiation
With the candidates sitting in a circle around a candle including only the new member
educator, the new member educator asks a series of questions that each candidate is
given an opportunity to respond. The questions could fall into three categories: past,
present, and future. The question should not have a definite answer, but should require
one to give thought to his response. For example:
 “For whom did you gain the most respect while pledging?”
 “How does the flame in the candle symbolize the principles of the Fraternity?”
 “What do you personally hope to accomplish within the Fraternity before you
graduate?”
Each candidate should be asked at least one question. Place no restrictions on the topics
that may be covered. Ensure that the discussion is in a comfortable room that is not
intimidating.
Sunday:
period.
2pm (During Chapter) - Conduct Initiation Part 1
Perhaps the most beautiful and memorable aspect of the entire affiliation of any member
of Pi Kappa Alpha, the initiation ceremony is meant to be the final examination of the
candidate and the sealing of his bonds as a brother of the Pi Kappa Alpha Fraternity.
Great care must be taken to carry out the ceremony in the manner in which it was
intended. The ceremony must be rehearsed and followed exactly according to the details
and instructions in the Ritual of Pi Kappa Alpha. Each candidate deserves to be initiated
into the bonds of Pi Kappa Alpha with the solemnity and reverence that will give him a
true appreciation and understanding of the ideals and the mysteries of the Fraternity.
Part 1 of the initiatory ceremony is held on the day following the conclusion of ingress. A
substantial break between ingress and the initiation ceremony negates the purpose of
ingress. Part 2 of the initiatory ceremony may be held on the day of or the day following
Part 1 of initiation. All chapter members should be in attendance for all initiations and all
parts of initiation. All members and candidates should be in coat and tie. This is the
most important moment in the membership of any member of Pi Kappa Alpha; full
attendance creates the proper impact upon the initiate. The ceremony should be
performed in a solemn and respectful manner in a location that is not intimidating and
60
conducive to making the experience special for the person going through the ceremony.
This will ensure that the new initiate clearly understands the meaning of the initiation.
It is important for the Candidates to be excused by this point in time so they can complete
The Week Following Initiation
Monday (Before Chapter) - Conduct Ritual Education Session
The initiation of a member into the Pi Kappa Alpha Fraternity is designed to create a positive
impression in the mind of the new brother to strive to do his best in all endeavors in life. It is
important that a new initiate see the initiation ceremony in its entirety in order to have a better
understanding of what transpired during the ceremony, which should be coordinated by the
executive council. An alumnus or Fraternity staff member may also be available to conduct this
education. After the reenactment, the executive council should explain the various parts of the
initiation and the Regalia used in the ceremony. After initiation has been discussed, the executive
council will field any questions from the new initiates. The new initiates may be excused to attend
chapter once all questions have been answered.
61
Enhance the Plan for your Position
Review of the Program
Once the new member education program has been completed for the year, it is important to get feedback
from the new member education committee, the new initiates, and any other member of the chapter that
may be able to help better the program. This may be accomplished by numerous different methods.
It is important to get input from the new member education committee since they were involved with the
process. Hold a meeting with the committee like normal and ask for feedback from the men. It is also
important to get feedback from the new initiates since they just went through the process. Hold a meeting
with the new initiates and ask for feedback from the men. Also, announce in chapter meeting and over email to the general membership that you would like to receive feedback about the new member education
program. You can communicate to the chapter members that they may submit recommendations through
e-mail or on paper in person.
It may be beneficial during all discussions with members to list out discussion points of the new member
education program such as new member orientation, new member education curriculum, and the ingress
program to ensure that feedback is constructive and on point. Make sure that all feedback is captured and
documented so that it may be added to the new member education documentation and the program may
be improved in the future.
Ensure a Successful Transition for your Successor
It is vital to the performance of your chapter that there is some transfer of knowledge to the next new
member education chairman when your tenure is complete. This knowledge should be communicated in
person and in writing through physical documentation.
The purpose of the physical documentation is to ensure that information is available for the new new
member education chairman to easily reference during his tenure in the position. Documentation to
include would be anything that could help your successor including but not limited to: the new member
education program, the member handbook, scripts for meetings, documentation of previous new member
education issues, slideshows, e-mail correspondence, notes to successor, etc. Ensure that every event that
is completed with the position has an accompanying event summary as well. This includes all new
member education meetings, new member orientation, ingress activities, etc. Any activity that you
organized and completed during your tenure as new member education chairman should have an
accompanying event summary. A sample event summary can be found on page 62 of this handbook. A
sample contact list can be found on page 63 of this handbook. A sample notes to successor can be found
on page 64 of this handbook. Again, the physical documentation pertains to anything that would help
your successor transition more easily into his new position, so please ensure the physical documentation
is organized.
Once the physical documentation is compiled, then you will be able to sit down with your successor to
have a transition meeting. During this meeting, you want to make sure to describe the overall position
(including the purpose of the position, the goals, weekly tasks, semester/quarter tasks, successes and
failures, recommendations) and detail the physical documentation. Communicate anything to your
successor that will be helpful and may be difficult to understand in the physical documentation. It is
beneficial to review the goals that you set as new member education chairman, to help the new new
member education chairman set goals, and to discuss any points that may be of difficulty during his
tenure or that affected you while holding the position. It also helps to include the alumni education
advisor in these meetings so that he can add his insight, advice, and also ensure that the new member
education program has consistency and is developing in the proper manner. Taking notes during this
meeting will ensure that everyone is aware of what was discussed on the development of new member
education.
62
You will ensure a successful transition for your successor if you are able to transfer physical
documentation and conduct an in person transition meeting. By ensuring proper transfer of knowledge
takes place, the chapter will be able to continually develop a much better performing new member
education program.
63
Event Summary
Date _____________________________________________
Event ____________________________________________
Committee and Chairman______________________________________________________
Date and Time of Event _______________________________________________________
Description _______________________________________________________________
_______________________________________________________________________
Steps in Planning ___________________________________________________________
_______________________________________________________________________
Needed Supplies, Cost, Attendance, etc., __________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Persons to Contact, Addresses, Phone Numbers _____________________________________
______________________________________________________________________
______________________________________________________________________
Suggestions for Improvement _________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Your Name ______________________________________________________________
64
Contacts
Phone__________________________________________________________________
Name__________________________________________________________________
Organization ____________________________________________________________
Address ________________________________________________________________
Phone__________________________________________________________________
Name__________________________________________________________________
Organization ____________________________________________________________
Address ________________________________________________________________
Phone _________________________________________________________________
Name__________________________________________________________________
Organization ____________________________________________________________
Address ________________________________________________________________
Phone _________________________________________________________________
Name__________________________________________________________________
Organization ____________________________________________________________
Address ________________________________________________________________
Phone _________________________________________________________________
Name__________________________________________________________________
Organization ____________________________________________________________
Address ________________________________________________________________
65
Notes to Successor
The Notes to Successor is meant as a guide for the next officer/chairman to use during and after a
successful transition retreat. It should include current projects, upcoming events, suggestions for
improvement, and a personal note from the outgoing chairman on the direction the chapter is going.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Fraternally,
(Name), position
66
Frequently Asked Questions
Why are these changes being made to the program?
Through various studies, it has been identified that instead of working to unify the chapter with the new
members, the program that was previously recommended in fact separated the two groups into almost
separate entities. The changes that have been made and recommended through this program seeks to
unify the two groups while helping to better the performance of each chapter overall.
Why is there not a separate initiate and new member handbook?
It is recommended that chapters employ use of a handbook for members to use as a quick reference for
information that is relevant to the entire chapter such as PIKE songs, officer information, member contact
information, etc. Instead of utilizing separate handbooks for new members and initiates, the two
handbooks should be combined so that there is always a single resource that gets revised and is relevant
throughout the duration of one’s membership. This only makes sense because pledging only makes up a
small portion of a member’s undergraduate fraternal experience. Additionally, it will be a much easier way
to communicate a consistent message to all members of the chapter.
What is the difference between a new member retreat and a new
member orientation?
A new member retreat typically focused on unifying the new member class as a unit within the chapter
whereas a new member orientation focuses more on the individual becoming a member within the
chapter instead of simply the new member class. This is a way to ensure that each individual who joins
will always receive the same consistent message instead of varying events often times associated with new
member retreats. One may argue that new member retreats are a simple way to do a new member
orientation due to a large group of individuals. This means that new member retreats were similar to the
focus of a freshmen orientation employed by universities. However, the approach the chapter should take
is similar to selection of class curriculum with a faculty advisor at the university. The chapter should take
a more individualistic approach to ensure that everything is understood by each new member and to
ensure the experience of each new member is made special from the very beginning of membership.
Why do new members no longer elect their own positions?
It is important to give new members experience within the chapter by holding positions and being
involved with projects and chapter activities. However, often times when new members elect their own
positions, the new member class operates as an almost completely separate entity instead of participating
in events and working with the rest of the chapter. In order to focus more effort on overall chapter
performance, one focus of pledging should still be to gain knowledge of and experience with chapter
operations by having new members actually be involved with committees or hold committees. This is the
same premise of allowing new members to hold their own elections except it is more toward unifying the
new members with the chapter efforts instead of as a separate entity. By appointing new members to
committees or to hold actual positions within the chapter, the same goal of understanding chapter
operations and project management will still be accomplished while furthering overall performance of the
chapter.
Why are changes being made to the big brother (mentor) program?
The big brother (mentor) program has always varied depending on the chapter. The International
Fraternity has developed a consistent program to recommend to Chapters. The recommended program
gives a greater structure to help bolster the significance of a big brother (mentor) and make the
relationship between the new member and his big brother (mentor) more meaningful. This will help
accountability and overall development of each new member.
Why do new members attend chapter meeting?
67
It is important for new members to gain an understanding of meeting operations. However, often times
new members do not have the most effective meetings and are not supplied with information pertaining
to chapter events. This leads to issues between the initiated members and the new members since
obviously the message is not consistent to all parties. In order to better accomplish the goals of consistent
information and meeting operations, it is important to allow the new members to attend chapter meeting.
This will ensure that the new members truly understand proper meeting operations while getting the
opportunity to impact chapter proceedings and clearly understand the events of the chapter. By including
new members in typical chapter operations, they will be more likely to continually participate in chapter
events and have a greater impact as a member from the very beginning of their new member period.
Does this make the new members worthy of becoming a PIKE?
It is important to understand that the recruitment process is the process that determines if a man is
qualified to become a member of PIKE, not the pledging process. The pledging process is simply the
formal means to educate members who are unfamiliar with Pi Kappa Alpha yet exemplify the qualities of
members. If a man is not worthy of becoming a member of the chapter, do not ask him to join the chapter.
Do not new member a man who is not worthy of being called a PIKE.
How do you perform Ritual at chapter meeting?
It is important to frequently perform Ritual at chapter meeting to constantly remind members of the
values of Pi Kappa Alpha. However, using Ritual during chapter will be difficult if you have New members
attending meetings since they cannot see these items and processes until they are initiated. In order to
mitigate this concern, the chapter must determine the most appropriate way to keep Ritual secret while
allowing new members to attend chapter meeting. This may mean only allowing new members to enter
the chapter room after chapter has been opened and before it ends to ensure all Ritual items have been
hidden. This may call for Ritual to be conducted only once a month where new members would not attend
chapter meeting but simply be informed of the happenings in the meeting. This may also call for Ritual to
be conducted before or after chapter meeting. As long as the chapter is accomplishing the goal of allowing
new members to attend chapter meeting while still valuing and keeping Ritual a secret, then the chapter
will be successful in this aspect of the implementation of a truly successful new member education.
When do you perform initiation and formal pledging?
The new new member education program focuses on the individual development and progress of a new
member instead of a new member class. This gives the chapter the ability to continually recruit and
immediately new member men throughout the year. Also, this gives the chapter the ability to continually
initiate and formally new member these same men throughout the year. This changes the focus from
formally pledging and initiating large groups of men to continually initiating and formally pledging men
as they progress through the chapter. This will also ensure that the greatest number of chapter members
is in attendance for these two ceremonies since they will always be taking place. With that being said,
conducting these ceremonies at the beginning or end of chapter will allow the chapter to accommodate to
this constant flow of new men into the chapter.
What if chapter meeting goes too long?
A good rule of thumb is to try to keep the business of a chapter meeting to thirty minutes. Some meetings
may call for meeting to be held longer but by striving for thirty minute meetings, discussions and overall
business will stay on point and progress. Additional ceremonies such as formal pledging or initiation may
still take place but if proper setup and preparation has been conducted, these ceremonies will not take a
great deal of time and should not cause difficulties with time for members.
Director of Chapter Resources
THE PI KAPPA ALPHA F RATERNITY
8347 West Range Cove
Memphis, TN 38125
901-748-1868
[email protected]

Chapter Treasurer Handbook

Transcription

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