theta phi alpha fraternity colony member manual · revised august 2012 2 table of contents...

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Theta Phi Alpha Fraternity

Colony Member Manual

Revised August 2012 2

Table of Contents

Important Contacts.................................................................................................................... 4

Theta Phi Alpha Phi Alpha National Office .................................................................................... 6

Colony Advising Team Members ...................................................................................................... 6

Additional Resources ........................................................................................................................... 8

Welcome to Theta Phi Alpha! ...................................................................................................... 11

Being a Colony of Theta Phi Alpha ...................................................................................................... 13

Colony & Chapter Email ....................................................................................................................... 13

Colony Installation Requirements ........................................................................................................ 13

My Sister, My Friend ............................................................................................................................ 14

Colony Business Meetings ................................................................................................................... 14

Installation ............................................................................................................................................. 14

What it means to be National Theta Phi Alpha ...................................................................... 15

Leadership Opportunities ................................................................................................................. 17

Resources, Support, & Recognition ................................................................................................ 17

National Conferences & Conventions ............................................................................................ 18

Traditions, Ritual, & Lifelong Sisterhood ....................................................................................... 18

National Panhellenic Council ........................................................................................................... 18

Lifelong Membership in Theta Phi Alpha .............................................................................. 19

Theta Phi Alpha Ritual ............................................................................................................ 23

New member Obligations ....................................................................................................... 27

The Pledge Pin .................................................................................................................................... 29

Letters of Theta Phi Alpha ............................................................................................................... 29

Academic Obligations ........................................................................................................................ 29

Attendance Obligations ..................................................................................................................... 29

General New member Obligations .................................................................................................. 30

Highlights of the NPC Unanimous Agreements .................................................................... 31

Colony Finances ...................................................................................................................... 33

Financial Obligations ......................................................................................................................... 35

What is Billhighway? .......................................................................................................................... 37

Pearls to Lifetime Commitment .............................................................................................. 43

Keeping Your Colony Motivated ............................................................................................. 51

Programs, Forms, and Reports ............................................................................................... 55

Programs .............................................................................................................................................. 57

Forms ................................................................................................................................................... 59


Reports ................................................................................................................................................. 60

Other Documents & Fees ................................................................................................................. 62

Colony Calendar of Due Dates ........................................................................................................ 63

Initiation & Chapter Installation or Reinstatement ................................................................ 65


Important Contacts

Need help? Let us guide you.


Important Contacts

Theta Phi Alpha National Office National Executive Director: Susan Check Phone #: 1-440-899-9282 Fax #: 1-440-899-9293 General Email: [email protected] Reports Email: [email protected] Address: Theta Phi Alpha National Office

27025 Knickerbocker Rd. Bay Village, OH 44140

All completed reports, forms, and programs should be emailed to the Reports Email listed

above for distribution to National Officers who support your colony; reports and programs

requiring signatures should be mailed to the address above or may be scanned and emailed as an

attachment. If you are unable to contact your Advisor, Coordinator, or the Director of Colonies

and need immediate assistance, you should call National Office.

Theta Phi Alpha Fraternity Website: www.thetaphialpha.org

All colony members must register on the national website, which can be done from the

homepage. On the website, you can download the Colony Reports, Colony Member Manual,

and find many additional resources. Log in, go to the private navigation bar, under “Resources,”

“Colony Officers and Chairman,” and choose what you need! The latest colony resources will

be on the website, so members should download reports for submission from this location every

time.

Colony Advising Team Members

National VP - Extension

Director of Extension

Director of Colonies

Colony Coordinators

Colony Advisors

Financial Consultant

Big Sister Chapter Liaison

Installation Specialist

Project Manager

mailto:[email protected]


http://www.thetaphialpha.org/


National Vice President - Extension: Michelle Coppola Laplatney NVPE Phone #: (973) 769-9985

NVPE Email: [email protected]

The National Vice President - Extension played a large role in bringing you into Theta Phi

Alpha! As described in the National Constitution & Bylaws, she is a member of the Grand

Council and is responsible for coordinating all extension activities on the part of the fraternity

and is in charge of the colonies and directs their supervision. She also visits each colony during

its colony program or provides for such visit by a qualified national officer. The Director of

Colonies reports to the National VP - Extension.

Director of Colonies (DOC): Nicole Conroy

Phone #: (518) 578-6609

Email: [email protected]

The Director of Colonies oversees the Colony Advising Team, comprised of Colony

Coordinators, Colony Advisors, a Financial Consultant, Big Sister Chapter Liaison, and an

Installation Specialist who work directly with the colonies, in addition to a Project Manager.

Your Colonization Weekend was planned by her, and she will work closely with the Director -

Extension and the rest of the Colony Advising Team to ensure that you successfully transition

from a colony of Theta Phi Alpha to a successful chapter! If your advisor and/or coordinators

are unable to answer any questions, you should contact the Director of Colonies. She is here to

make sure your time as a colony is successful, educational, and enjoyable.

Colony Advisor:

Phone #:

Colony Advisor Email: Your Colony Advisor serves as your liaison between the colony and the Director of Colonies.

She will walk you through our New Member Education program, My Sister, My Friend, and

regularly attend your colony business meetings to ensure that the colony is making sufficient

progress towards installation. If she is unable to do so, she will delegate these tasks. Whenever

you have questions or need clarification, you should contact your Colony Advisor for assistance. Colony Coordinator:

Phone #:

Email:

Your Colony Coordinator will oversee your colony’s completion of the Pearls to Lifetime

Commitment. She will review all reports and programs that are submitted to National Office and

provide feedback, when necessary. She will also contact the Colony President at least two times

per month. Whenever you need additional resources for colony programming or other

assistance, you should contact your Colony Coordinator.

Financial Consultant:

Phone #:


Email:

The Financial Consultant assists colonies with establishing budgets, setting up colony accounts

on Billhighway, and answering any finance-related questions. The colony should consult with

the Financial Consultant as the annual budget is developed and the colony’s account is set up.

Big Sister Chapter:

Chapter President :

Phone #:

Email:

Your Big Sister Chapter provides the colony with support, whether it is providing suggestions,

attending events, or having officers and members serve as role models for the colony’s new

members. Your Big Sister Chapter will also attend your Installation Weekend of events. They

are your peers, and it is our hope that you will form a mutually beneficial relationship with them

during your time as a colony.

Big Sister Chapter Liaison:

Phone #:

Email:

The Big Sister Chapter Liaison works closely with your Big Sister Chapter to ensure that they

are able to assist the colony to the best of their ability. If you need assistance coordinating

events with your Big Sister Chapter or would like additional assistance from them, contact the

Big Sister Chapter Liaison for assistance.

Installation Specialist:

Phone #:

Email:

The Colony Installation Specialist is responsible for assisting the colony with planning a

successful and enjoyable Installation Weekend. Your Installation Committee should work

closely with her as you reserve rooms, create and send invitations, etc., and she should approve

all major details.

Project Manager:

Phone #:

Email:

The Project Manager assists the Director of Colonies with various tasks related to colony

administration. These tasks include coordinating webinars and conference calls with various

colony officers as needed.

Additional Resources Leadership Consultant Coordinator:

Phone #:

Email:


Every colony will have on-site visits from a Leadership Consultant (LC), a National Officer who

stays with and works directly with colonies and chapters to assist in whatever areas they need it

most. The LC Coordinator assists colonies in planning all LC visits, including setting up

appointments, arranging transportation and scheduling meals, among other important tasks. She

will contact you and the LC prior to the visit, to ensure that all details are worked out prior to the

LC arrival at your colony. If you need assistance with planning your LC visit, please contact the

LC Coordinator.

National Constitution & Bylaws Chairman: NCB Phone #:

NCB Email:

You are required to implement and understand Colony Bylaws prior to Installation. National

Office provides a template for your convenience, but if you have any questions about the

contents of the document, you may contact the National Constitution & Bylaws Chairman.

National Standards Board Chairman: National SB Chair Phone #:

National SB Email:

You are required to implement and understand a Colony Standards Board Program prior to

Installation. National Office provides a template for your convenience, but if you have any

questions about the contents of the document, you may contact the National Standards Board

Chairman.

National Recruitment Captain:

Recruitment Captain Phone #:

Recruitment Captain Email:

You are required to draft and submit a Recruitment Program to National Office prior to

Installation. Your colony has been assigned a Recruitment Captain by the National Recruitment

Chairman, who may assist you in drafting your recruitment program, planning individual events,

and anything else you might need regarding recruitment. You should consult with your

Recruitment Captain and/or Advisor prior to submitting your Recruitment Program.

National Academic Excellence Chairman: Christine O'Brien

Academic Excellence Chair Phone #: (908) 612-3119

Academic Excellence Chair Email: [email protected]

You are required to implement and understand a Colony Academic Excellence Program prior to

Installation. National Office provides a template for your convenience, but if you have any

questions about the contents of the document, you may contact the National Academic

Excellence Chairman.


National Fundraising Chairman: Fundraising Chair Phone #:

Fundraising Chair Email:

As a colony, you are required to plan and execute two fundraising projects. The National

Fundraising Chairman is available if you need assistance in planning events.

National Philanthropy/Community Service Chairman:

Philanthropy/Community Service Chair Phone #:

Philanthropy/Community Service Chair Email:

You are required to plan and execute one philanthropic/service project. You can consult with the

National Philanthropy/Community Service Chairman if you need assistance in planning events.

National Membership Educator:

National Membership Phone #:

National Membership Email:

All colony members participate in the National Theta Phi Alpha New Member Education

Program, My Sister, My Friend. You should consult with the National Membership Educator if

you need assistance in executing the program or have questions.

Note: There are a variety of other National Officers available to assist you. Please refer to the

National Roster (available on the website) to find contact information for any National Officers

not listed here.


Welcome to

Theta Phi

Alpha!


Welcome to Theta Phi Alpha! Within Theta Phi Alpha, you will be known as the

Colony until your installation, at which time a Greek letter chapter name will be assigned to you. If you

are working to reinstate a closed chapter, you will retain the original chapter designation

originally assigned. (Note: Closed chapters will not use the Greek letter designation until after

reinstatement as a chapter.) This section of the manual will provide an overview of what is to

come as a colony, what it means to become National Theta Phi Alpha, what ritual means to our

Fraternity, and the role of each new member.

Being a Colony of Theta Phi Alpha Your colonization weekend marks your official affiliation with Theta Phi Alpha Fraternity. This

Colony Member Manual is designed to provide your colony and its new members with the

resources necessary for becoming a successful chapter of Theta Phi Alpha. It may look

overwhelming, but the tools provided within will enable you to successfully complete the

requirements for installation as a chapter of Theta Phi Alpha. If you have any questions or need

assistance, you should contact your Colony Advisor or your Colony Coordinator.

Colony & Chapter Email National Officers, colonies, and chapters use assigned email accounts in order to facilitate better

communications with National Office and one another. You are required to use this email

address for ALL correspondence and report/program submissions. Reports must be sent to

[email protected] and must be sent from your colony account.

The email assigned to your colony is:

@thetaphialpha.org

The password is Password88

When you are installed as a chapter, your email will change to reflect your Greek letter chapter

name. All officers who are in charge of or responsible for submitting reports and communicating

with National Office should have access to this account, commonly the President, Vice

President, and/or Corresponding Secretary.

To check your Colony’s Theta Phi Alpha email, go to: https://webmail.accuraty.net. Enter your

Colony email address and password to login, and always logout when closing your email.

Colony Installation Requirements Every Colony of Theta Phi Alpha works to fulfill the Pearls to Lifetime Commitment. As a

Colony, the Pearls to Lifetime Commitment, comprised of 19 Standards of Achievement, outline

the requirements for Installation. Detailed instructions are provided for each Pearl, or Standard,

and you will keep the Director of Colonies and your Colony Advisor and Coordinator updated on

your progress. The Pearls to Lifetime Commitment are outlined in this manual and can also be

found on the National website.



https://webmail.accuraty.net/


My Sister, My Friend Theta Phi Alpha has a 10-week New Member Education Program, My Sister, My Friend

(MSMF), that all new members of Theta Phi Alpha complete prior to their initiation. (Note:

Some colonies may use a modified time schedule.) During these 10 weeks, you will learn about

the history, ritual, traditions, and purpose of Theta Phi Alpha Fraternity. Your Colony Advisor

or designee will lead you through MSMF and will coordinate the scheduling of your on-line

open-book exam upon completion, which all members must pass with an 85% or higher in order

to be initiated. Separate manuals will be provided by Theta Phi Alpha for participants and the

facilitator. As you acquire additional new members, more participant manuals can be ordered

from National Office by sending a remittance form and New Member Fees.

Colony Business Meetings The colony should meet weekly to keep new members informed of events, activities, and the

progress of your colony. At each meeting, review progress on the Pearls to Lifetime

Commitment, and set goals and deadlines for uncompleted Pearls. Your Colony Advisor should

attend these business meetings to provide guidance, answer questions, and continue your

education about Theta Phi Alpha. Minutes from business meetings should be provided to

National Office for distribution to the National Officers working with your Colony.

Installation/Reinstatement During your time as a Colony, you are working towards installation or reinstatement as a chapter

of Theta Phi Alpha. You should establish a committee to oversee all planning and should

consult with the Installation Specialist for assistance. Installation preparation is outlined in this

manual, and additional resources are available on the National website.


What it means

to be

National

Theta Phi Alpha


What it means to be National Theta Phi Alpha

Each of our colonies has a unique story when they join Theta Phi Alpha. You might be the first

sorority on your campus. Maybe you started as an interest group. Perhaps you are reopening a

chapter which had been closed. Or maybe you were a local sorority who decided to affiliate with

a National Panhellenic organization. Regardless of your background, Theta Phi Alpha is happy

to have you as a part of our sisterhood!

Becoming a part of Theta Phi Alpha involves learning new policies and procedures designed to

guide your organization and its individuals toward success. Theta Phi Alpha’s National

Constitution & Bylaws, National Policies in the Handbook, and various manuals provide the

framework for Theta Phi Alpha, which are all available in the national website’s ‘Resources’

section.

Joining a national sorority like Theta Phi Alpha will provide you with countless opportunities

that extend beyond what can be accomplished on a local level. Here are just some of the

supports and opportunities that a nationwide sisterhood offers you:

Leadership Opportunities As a colony new member or chapter member, you can serve in various leadership capacities,

whether you hold an office, serve on a Board or Committee, or plan an event. As an alumna, you

can serve as a National Officer, from being a Chapter Advisor or the National Recruitment

Chairman to being on the Grand Council; there are many possibilities! Our large network of

sisters, National Conventions, Leadership Conferences, Regional Conferences, and local

sisterhood events also provide for exceptional networking opportunities.

Resources, Support, & Recognition Theta Phi Alpha provides National Officers specifically trained to assist with any area of

sisterhood, including membership recruitment, new member education, ritual, fundraising,

philanthropy, and finances. Furthermore, countless manuals and guides are available for

members for reference, and National Office, the National Website, and the National Officers

specifically assigned to your Colony, such as your Advisor or Coordinator, are always available

for additional assistance.

Theta Phi Alpha also recognizes the accomplishments of its individual members, colonies,

chapters, and alumnae associations. For example, many certificates and awards are given to

honor successes in philanthropy, sisterhood, recruitment, member education, publicity, and

cooperation with National Office. The Theta Phi Alpha Foundation also provides annual

scholarships to members, in addition to scholarships offered by other Greek organizations, in

recognition of academic excellence and commitment to the Fraternity and/or the Greek

community at large.


National Conferences & Conventions

Each year, Theta Phi Alpha hosts a Leadership Conference (odd years) or a Convention (even

years). Sisters from all over the country come together for educational programming and quality

sisterhood time. Less frequently are geographically-based Regional Conferences that provide a

more intimate setting for Colonies and Chapters to network and learn how to be successful

students, leaders, and women. Collegians and National Officers also participate in national

conferences, like SEPC, NGLA, and AFLV-conferences which help to impart best practice in

fraternity/sorority affairs.

Traditions, Ritual, & Lifelong Sisterhood Membership in Theta Phi Alpha makes you part of a sisterhood dating back to 1912, comprised

of tens of thousands of sisters who share in the same rituals and traditions that are unique to our

Fraternity. Membership is life-long, and Alumnae Associations allow for members to continue

on with sisterhood, fun, and service beyond their collegiate years.

National Panhellenic Council When you join Theta Phi Alpha, you also become part of a larger sisterhood – the National

Panhellenic Conference (NPC). The NPC governs 26 national sororities and fosters positive

relationships among sorority women on an international level, while encouraging all member

groups to maintain the highest scholastic and social standards that a women’s fraternity can

offer.


Lifelong

Membership


Lifelong Membership in Theta Phi Alpha There are three phases of membership in the Fraternity:

New Member You are currently a new member of Theta Phi Alpha, in the first stage of Theta Phi Alpha

membership. The shortest phase, it is a time during which you will learn about yourself, Theta

Phi Alpha, time management, group dynamics, leadership, risk management, and event planning

– these days are important to your future as a Theta Phi! The skills you begin to acquire as a

new member will further develop as a collegian and will assist you in leading a successful life

after college, as an alumna. Take an active role as a colony new member, and use your personal

faculties to contribute to the success and growth of your colony; your current efforts lay the

foundation for your future chapter.

The relationships you make with your new members and future chapter sisters will last a

lifetime. When you join Theta Phi Alpha, you are surrounded with women who willingly chose

to be your sister for life. A bond like this is unique and cannot be found just anywhere, so utilize

your days as a new member to make everlasting friendships, learn about yourself, and grow as a

leader.

Collegian After your installation/reinstatement weekend and personal initiation into Theta Phi Alpha, you

become a collegiate member of the Fraternity. You will be given the privilege of wearing the

badge of Theta Phi Alpha, only worn by initiated members. The first few years as a chapter are

similar to your time as a colony – it’s still a time of growth, learning, and personal development

during which you will be building the foundation for your chapter’s future.

Also, upon your installation, you will learn more about your obligations as initiated collegians of

Theta Phi Alpha, which include adhering to new Standards of Achievement, or Pearl Points.

Much like your days as a colony, you will submit reports and programs to National Office and

will work closely with your Chapter Advisor, Conference Directors, and Conference

Administrator in running your chapter.

Alumna Upon graduation, you will enter the alumnae chapter. Although the transition often feels

bittersweet as you leave college, your time as an alumna is filled with volunteer opportunities

within the Fraternity. Also, by the time you leave, you might have a Little Sister, who has her

own Little Sister, with her own Little Sister – your Theta Phi family will have roots there that

will bring you back to your chapter. You might even serve on the Chapter Advisory Board or

Housing Corporation Board.

If you want to volunteer on a National level, you can work on small projects, become a National

Officer, join a local Alumnae Association, and even serve on Grand Council if the opportunity

presents itself. The alumna phase lasts for the rest of your life, and there are opportunities to

keep you connected. The new member phase lasts for a matter of several weeks or months; the

collegian phase lasts for a few years; but the alumna phase lasts for a lifetime!


Theta Phi Alpha

Ritual


Theta Phi Alpha Ritual

-the tie that binds all Theta Phi Alphas together-

The Founders of Theta Phi Alpha left us with a precious gift that will ultimately remain

unchanged for all time – our ritual. Our rituals are what make us different than any other

sorority and unite Theta Phi Alphas throughout the world. Some rituals we share with potential

new members, family, and friends, others with our new members, and some are saved only for

initiated members. The majority of rituals are kept secret from others, since they reveal many

secrets of Theta Phi Alpha that are known only to sisters.

At your Chapter Installation, you will participate in our most precious ritual of all – Initiation.

Everything you will learn during your new member days will come full circle during this ritual;

you will become a fully initiated member of Theta Phi Alpha, pinned with our membership

badge. At your installation, you will receive ritual equipment necessary to conduct Theta Phi

Alpha rituals and a new ritual book, complete with all Theta Phi Alpha rituals.

As a new member, you will participate in the following rituals:

The White Rose Ceremony: This ceremony is used on the final night of recruitment, at your

Preference Party, to which you will invite potential new members that you plan on inviting into

Theta Phi Alpha. As a colony, you will participate in this ceremony during your Colonization

Weekend and each time you hold a Preference Party during recruitment.

The New Member Ceremony: This ceremony is used to welcome women as New members of

Theta Phi Alpha at the start of their New member Education program. As a colony, you will

participate in this ceremony during your Colonization Weekend and each time you welcome new

members into the colony.

You might also participate in:

The Founders’ Day Ceremony: All chapters, colonies, and alumnae associations are expected to

honor our founders and the founding of Theta Phi Alpha on or near April 30th

with the Founders’

Day Ceremony. Although the Fraternity was officially founded on August 30, 1912, we

celebrate our founding on April 30, the feast day of our patroness, St. Catherine of Siena, a date

that falls within the academic year. If you do not host your own Founders’ Day ceremony, you

should attend a local chapter’s or alumnae association’s ceremony, if possible.

The Sapphire Circle Ceremony: This ceremony honors sisters who have been members of Theta

Phi Alpha for 50+ years. You may participate in this ceremony at Founders’ Day or Convention.

The Diamond Circle Ceremony: This ceremony honors sisters who have been members of Theta

Phi Alpha for 75+ years. You may participate in this ceremony at Founders’ Day or Convention.

The Ritual for Deceased Members: This ceremony is used to honor a member who has passed

away.

For more information about Theta Phi Alpha Ritual, consult the Colony Ritual

Binder.


Expectations of New

Members


New Member Expectations Collectively, you make up a colony of Theta Phi Alpha; individually, you are new members. Each of you brings individual strengths, weaknesses, experiences, and opinions that will be crucial to the development of your colony. All new members, whether part of a colony or a chapter, have responsibilities and obligations to uphold, as well as rights and privileges. The individual rights and responsibilities assigned to all new members are below; see your Colony Bylaws and Standards Board Program for additional obligations.

The Pledge Pin Your pledge pin, which will be replaced by the badge at initiation, is a symbol of your affiliation

with the Fraternity. Wear it now, with pride and respect, as it lets everyone know that you are a

part of Theta Phi Alpha. The Fraternity refers to the proper dress for wearing the badge or

pledge pin as “badge attire.” Like the badge, it should not be worn with denim or casual attire,

but with business casual or more formal attire. Colonies are encouraged to hold numerous days

wear badge attire-and the pledge pin-are worn.

The compass insignia serves as a special symbol for a colony member, pointing you towards

your Chapter charter! As you pin it above your heart, let it serve as a reminder to work towards

your goal every day. You are now known as a Theta Phi Alpha, and, as such, your actions

should reflect positively upon the Fraternity and your values should align with Theta Phi Alpha

values.

Wearing Theta Phi Alpha Letters All new members of Theta Phi Alpha, whether in a colony or a chapter, have the right to wear

the letters of Theta Phi Alpha. Only the badge is restricted to initiated members. Like your

pledge pin, you should wear Theta Phi Alpha letters with pride and respect. For more

information on the appropriate use of Theta Phi Alpha letters and insignia, refer to the National

Policy on Insignia.

Academic Obligations In order to be initiated into Theta Phi Alpha on installation weekend, each new member must

maintain a cumulative grade point average of a 2.5 or higher. In order to be an executive board

officer, you must maintain a cumulative GPA of 2.75 or higher. Prior to extending bids to new

women, the colony should have the college or university verify that the potential new members

have a cumulative GPA of 2.5 or higher. Failure to maintain this GPA will prevent a new

member from holding an office in the colony and from being initiated on installation weekend.

More information on our Academic Excellence Policy can be found in the Theta Phi Alpha

handbook.

Attendance You should attend all new member meetings and colony events, whether it is a new member

education meeting, business meeting, fundraiser, service project, ritual, or other event. You must

also attend at least one campus Panhellenic Council meeting or Greek governing body on

campus if a Panhellenic Council does not exist. During your time as a new member, you are

expected to learn and understand Theta Phi Alpha history, songs, traditions and the importance

of ritual, government, and policies.


General New Member Obligations As a new member, you are also expected to uphold other general obligations. You must keep

secret all matters addressed at meetings and the content of our rituals, as these are what make us

unique as Theta Phi Alphas, and to pass the on-line New Member Exam with a score of 85% or

higher. As a National Panhellenic Conference (NPC) organization, Theta Phi Alpha expects her

new members to understand the purpose of NPC and the rules that must be followed by all

organizations, called the Unanimous Agreements. The Unanimous Agreements are highlighted

on the following page.

Again, as a new member of Theta Phi Alpha, you should respect yourself, others, and Theta Phi

Alpha and, as such, your actions should reflect positively on the Fraternity.


Highlights of the NPC Unanimous Agreements Once you have been initiated into an existing NPC fraternity, you are not eligible for

membership in another NPC group.

Your pledge to an NPC fraternity is binding for one year from the date you pledged,

unless you transfer to another campus or your chapter’s charter has been rescinded or

relinquished.

No fraternity member shall suggest to any potential member that she refuse a bid from

one group in order to wait for a bid from another group or suggest that a potential

member list only one choice on her Membership Recruitment Acceptance.

It is unethical for any NPC fraternity to contact a school and/or its students

concerning extension when the school fails to meet the NPC requirements or to

establish a chapter where the school administration has specifically stated that it

disapproves of the establishment of women’s fraternities on that campus.

It is unethical for an NPC fraternity to establish a chapter on a campus without the

approval of the proper authority.

A College Panhellenic Association shall be established where two or more NPC

member groups have installed undergraduate chapters. The chapters first established

shall take the initiative in organizing the College Panhellenic Association.

Each College Panhellenic Association shall establish rules governing membership

recruitment activities.

Questionnaires or requests, oral or written, may not be answered until such time as

they have been reviewed by the NPC Committee on

Research and Education and information has been

released as to their validity.

College Panhellenic Councils are governed by the Unanimous Agreements.

No men or alcohol are allowed at recruitment events.


Colony Finances


Colony Finances

Financial Obligations The first year of sorority membership is often the most expensive, due to one-time fees such as

new member, membership, and badge fees. Membership dues include national expenses and

local expenses assigned by your colony or chapter to cover the cost of events and programs the

colony/chapter hosts or participates in and related expenses, such as supplies. Your Panhellenic

or Greek Council may also charge dues. The budget should be reviewed by all members, so

everyone knows where their money is being spent. Dues must be paid in a timely manner by all

new members and the colony. Optional items such as t-shirts and pictures are often paid on an

individual basis and do not need to be a part of the budget or membership dues.

National Individual Fees for Colony Members:

One-time fees, due at the New Member Ceremony:

New Member Fee $40

My Sister, My Friend Assessment Fee $45

Insurance Fee $40

One-time fee, due prior to Installation/Reinstatement:

Member Services Fee $100.00

One-time fee, due within 6 months of Initiation:

Membership Badge $97.00 (Gold clad) or $190.00 (10K gold)

Fees due each semester:

Billhighway System fee $12.50

National Colony or Chapter Fees:

Annual fees:

Insurance, due by 9/30 Billed by National; $40/person

Convention/Leadership Conference Fee, due by 1/31 $475.00

One-time fee:

Charter Fee, due prior to Installation/Reinstatement $250.00

Once initiated, annual national fees per person will also include, but are not limited to: Per

Capita Fee ($100.00 per person) and Growth & Development Fee ($5.00 per person).

Each member should sign a Financial Responsibility Agreement at the start of

each semester, and/or upon becoming a new member.


What is Billhighway? Billhighway is an online collection, budgeting, and bill management service.

Here’s how it affects your colony:

Billhighway will invoice all members for all items, including dues, t-shirts ordered, and

fines each semester, or as needed

Members are responsible for sending payments directly to Billhighway or by using one of

the four online payment options. The treasurer will no longer accept money from

members unless it is a donation, and cash can no longer be accepted.

Members are responsible for creating their own personal username and password with

Billhighway to log on and check and pay their balances at their “Member Home Page”

Any local bank account(s) currently being used should be closed and funds

transferred to the colony’s new Billhighway account.

If a member is delinquent on dues for more than 30 days, Billhighway will assess a late

fee. The member will also be subject to any late fees outlined in the current colony

policies.

The appropriate officer will be able to view the monthly Accounts Receivable list to see

who is not in good standing before colony meetings or view officer budgets to get an

accurate account of how your colony money is being spent. All amounts are real time

and updated automatically.

If you have questions or concerns about the system, contact the National Assistant Treasurer

(See Quick Reference contact sheet) or Billhighway Customer Care at 1-866-245-5499 or

[email protected].

Before You Get Started Before you convert to using Billhighway, you will need:

A list of members including the following information. A form for the members to

provide the below information is accessible from the officer home page, under ‘add a

member’ link. The form can be printed and distributed to colony members.

o Full name

o Permanent address – this should not be a school address, but one where the

member can be reached after graduation, if needed, such as a parent’s home

address

o Permanent phone number

o Social Security Number

o Email address

o Member type (Active Collegian, Alumna, etc.), and how many of each type of

member there are in the colony

Sign-up process for new colonies

A copy of your colony bylaws and/or colony budget, so you know what to charge each

member

The dates of your billing term. The beginning date is 25 days before you would like the

due date of scheduled fees. (e.g. If your payment is due on September 25, the billing

period should begin on August 31) The ending date is typically the last day of the

semester.


Conversion to Billhighway

Sign-up Process for New Colonies

Step 1 Create Colony Account

1. Begin at the Billhighway homepage; www.Billhighway.com

2. At the bottom of the page, select “Get Started” under the green Local portion of the page

3. After reading through the page, select “Sign Up.”

4. Enter the requested information for the Colony Officer/Administrator. You will have the

ability to enter additional officers/administrators once the sign-up process has been

completed and you have reached the officer homepage.

5. Choose Fraternity/Sorority name from the drop down menu.

6. Enter College or University.

7. Complete this page with the billing address/contact information for the

Fraternity/Sorority Colony.

Step 2a Establish Member Type

1. Enter your Member Type(s), (Resident Member, Non-Resident Member, Resident New

Member, Non-Resident New Member, Dining Services, etc).

2. Establish an estimated count of members for each type. These numbers are estimates;

therefore, you may end with more or less members in the system.

3. Once you have finished establishing member types, you must establish a Billing Period

by clicking the link at the bottom of the page.

Billing periods serve several needs:

Associate member fees to a specific time period (such as a semester)

Govern when invoices are created, sent, and due

Members are appropriately invoiced on the type(s) you establish and their associated fees

(you will assign fees in the next session). Invoices contain an itemized breakdown list of

fees and are sent either electronically, hard copy, or both.

4. Choose a beginning and an end date for your initial Billing Period and click submit. The

dates should coincide with one semester beginning and end date.

Step 2b Create Member Fees

1. Select a category from the drop down menu to assign items for detailed billing.

2. Enter the amount per semester or quarter related to that item.

3. Assign the item to all applicable member types by checking the “apply” box next to the

member type.

4. Click “submit” when all necessary member types have been checked.

5. Continue assigning items, click “Proceed-Info is Correct” when complete.

Step 2c Budget Overview

1. Review your colony’s Accounts Receivable Budget.

2. Click Proceed-Info is Correct.

Step 3 Payment Options

http://www.billhighway.com/


1. Here you will choose both, A. Make a one-time payment, and B. Monthly payments

broken down evenly over three (3) months.

This will enable you to bill the members for a one-time payment and later change the

billing to a monthly option.

*Please remember all members that are placed on payment plans must request to do so before

their first billing cycle due date. The treasurer will be responsible for making the change(s) to

the billing for the members account.

Step 4 Create Budget

1. Using the approved budget received from your Colony Coordinator, enter values into the

system by choosing a category, clicking the pencil icon ( ) to the right of the category,

and entering the $ value per your anticipated budget.

2. Click the floppy disk ( ) icon to save the dollar value.

3. Repeat the above process for the remaining categories.

4. Click “Proceed-Info Is Correct” once complete.

5. Review the budget summary and click “Proceed-Info is correct” when done.

The signup process is now complete! You may click “Continue” to proceed to your officer home

page where you are able to add members, review budgets, monitor payments, check balances,

and read the online manual. You will be contacted by a BILLHIGHWAY specialist to complete

a training session called a drive-thru. You can also learn more about the following available

advanced features:

eChecks

Journal Entry

Check Printing

Member Reimbursements


Conversion Checklist

Target Date

Completion Date

Introduce your colony to the Billhighway system. Give each colony member a copy of the handouts: “What is

Billhighway” and “How to Access Your Personal Account.” Capture

all necessary member information to enter your members into the

Billhighway system

Colonization Weekend

Set up your colony account. Locate the written instructions from Billhighway in this packet. Go to

www.Billhighway.com. At the bottom of the page, select “Get Started”

under the green Local portion of the page. Follow the written

instructions for setting up your colony account. (If your budget is not

ready and approved by the Nat’l Asst. Treasurer, you can still set up

your account. Just be sure to log on later and enter your budget once it

is approved.)

Week 1

You will be contacted by a Billhighway specialist to complete a

training session called a drive-thru. A Billhighway specialist will

contact you via e-mail or telephone. Please respond and schedule a

time for your drive-thru. Important features will be discussed during

the drive-thru as well as a full demonstration of each feature that you

will be accessing. The training sessions typically last one hour.

Week 1

When you are about to transfer your funds from your local bank to

your new Billhighway account, be sure to have two blank checks

from your old bank account. One check can be used for the first transfer, allowing a balance to be

left in the account for any outstanding checks. The second check will

be used to transfer the remainder of the balance. The funds will be

transferred electronically. The check information will be entered and

submitted through the Billhighway system, once your colony has been

established.

Week 1 (If Applicable)

Enter members and member e-mail addresses into Billhighway . You should have a valid e-mail address for each member. The member

is notified she has been entered into the system and given instructions

to establish her own username and password via e-mail. If you do not

have a valid SSN please enter all “9”s and have the member update

upon logging in to her account.

Week 2

Notify your colony Coordinator or any proper authority, if required,

that all members have been entered. Week 2

Remind colony members to access their personal account and set up

their username and password. Week 2



IMPORTANT: Continue to reconcile your account with your old system until your account is closed by the proper

authority.

Enter your colony budget into the Billhighway system. Each chart of accounts has been uploaded into the Billhighway system

and can be entered exactly as the National Assistant Treasurer has

approved. The budget will also be explained during the Billhighway

training drive-thru session.

As soon as it is

approved

Starting the New Budget Year Make all deposits through the Billhighway system. Do not use your previous system.

Your old account should be closed.

Print all checks from the officer home page in Billhighway. You will be receiving

check stock (paper) in the mail from Billhighway. Use this check stock to print all your

checks. Included with the check stock will be printing instructions, including the ability

to test before you actually print checks. Billhighway has provided additional instructions

for check printing on the website as well as detailed instructions during the drive-thru.

NOTE: In lieu of checks, you may transfer money to National Office through Billhighway via

direct transfer.

Use MISC e-invoice to bill members for t-shirts, fines, party favors, etc. This will

make it possible for you to create one invoice per item and bill each necessary member

with just one click. Members will receive the miscellaneous invoices via email and

should pay them through Billhighway.

Enter all donations received into the Billhighway system. Checks received for

donations and the check for the balance of any previous accounts should be deposited

into Billhighway.

Do not accept money (checks or cash) from members. All payments for invoices are

collected through Billhighway. Each member is responsible for paying her bill through

one of four payment options, which include: paying by e-check for a one-time payment;

automatic payment plans to pay dues on correct date; mail in payment; or phone in

payment.

Accessing Your Personal Member Account Once all members are added to the system, they will receive an e-mail providing the following

instructions:

Go to www.Billhighway.com

At the bottom of the page, select “Get Started” under the green Local portion of the page.

Need a username and password?



Create a user name and password to gain access to your colony's account going to

https://www.billhighway.com/APH/forChapters/createMemberID.aspx.

Enter your e-mail address, the last three (3) digits of your Social Security Number, a username

(self-chosen), and password (self-chosen.)

Click Submit

Once you have created your personal account, you will have access to your member home page,

which includes your profile, payment options, and a member directory. Your mailing address, e-

mail address, and phone number can be updated as needed.

https://www.billhighway.com/APH/forChapters/createMemberID.aspx


Pearls

to

Lifetime Commitment


Pearls to Lifetime Commitment Requirements for installation

for colonies of

Theta Phi Alpha

All reports, programs and forms need to be submitted to National Office, as specified below, and

one copy should be kept for colony records. Any email correspondence with National Office

should be sent from the National email account provided on colonization weekend. When the

Pearls to Lifetime Commitment are complete, the Colony should file a Petition to Install to the

Director of Colonies for approval; the completed checklist, with dates, must accompany the

colony’s petition. Your Advisor, Coordinator and the Director of Colonies will oversee your

progress and will answer any questions you may have along the way!

1. Hold a colonization weekend, participate in the White Rose and New Member

Ceremonies, and submit New Member Information Forms to National Office.

Time for colonization weekends should be set aside for all New

Members. The exact time of events will be determined in conjunction

with the Director of Colonies.

New Member Information Forms are available at

www.ThetaPhiAlpha.org, under the private navigation bar – Resources

– Colony Officers & Chairman – Colony Membership Educator.

These forms will be submitted by National Officers in attendance at

Colonization Weekend, but the Colony is responsible for submitting

all future forms.

Completed forms should be mailed no later than 5 days after the

ceremony to via scanned email attachment to

[email protected].

New Member fees are also due at colonization and must be submitted

with a Remittance Form, available at www.ThetaPhiAlpha.org, under

the private navigation bar – Resources – Colony Officers & Chairman

– Colony Treasurer OR online payment to National Office via

Billhighway. Fees for future New Members should be collected at the

time of the New Member Ceremony and submitted at the time New

Member Information Forms are submitted.

Copies of all New Member Information should be kept for records.

2. Establish a permanent school address for Theta Phi Alpha and submit the

Establishment of Permanent School Address form to National Office.

The Establishment of Permanent School Address form is available at


– Colony Officers & Chairman – Colony President.

The completed form should be submitted to National Office, at

[email protected].

A copy of the Establishment of Permanent School Address form

should be kept for records.







3. Implement Colony Bylaws and submit document to National Office.

Sample Colony Bylaws are available at www.ThetaPhiAlpha.org,

under the private navigation bar – Resources – Colony Officers &

Chairman – Colony President.

The completed document should be submitted to National Office at

[email protected].

All members should be given a hard copy of the colony bylaws and

held to the standards set within.

4. Create an annual budget and submit to National Office.

Prior to creating the annual budget, the Colony Treasurer should

consult with the Financial Specialist for assistance.

Submit budget to National Office [email protected].

A copy of the budget should be kept for records and provided to all

colony members.

5. Set up and implement the colony’s financial system through Billhighway.

Instructions are available in the Colony Member Manual and at


– Colony Officers & Chairman – Colony Treasurer – Manuals &

Guides – Financial Manual.

All New Members should be signed up within 5 days of the New

Member Ceremony.

The Colony Treasurer may contact the Financial Specialist and/or

Billhighway for assistance.

6. Implement Standards Board Program and submit document to National Office.

Sample Colony Standards Board Programs are available at

www.ThetaPhiAlpha.org, under the private navigation bar --

Resources – Colony Officers & Chairman – Colony Standards Board

Chairman. Only the templates provided should be used. Any

modifications will require approval from the National Standards Board

Chairman before it can be implemented.

Submit the completed document to National Office at

[email protected].

The Standards Board should meet weekly or bi-weekly to address

members who lack involvement, are late on dues, and other

infractions.

All members should be given a copy of the document.

7. Create a new membership Recruitment Program and submit National Office for

approval.

The form for Recruitment Programs is available at


Resources – Colony Officers & Chairman – Colony Recruitment

Chairman.









If assistance is needed, the Colony Recruitment Chairman may consult

with the Colony’s National Recruitment Captain, as listed on the

National Roster (available at www.ThetaPhiAlpha.org).

The completed program should be submitted to National Office at

[email protected].

A copy of the membership recruitment program should be kept for

records.

8. Implement Academic Excellence Program and submit document to National Office.

Sample Academic Excellence Programs are available in the Colony

Member Manual and at www.ThetaPhiAlpha.org, under the private

navigation bar -- Resources – Colony Officers & Chairman – Colony

Academic Excellencce Chairman. Only the templates provided should

be used. Any modifications will require approval from the National

Academic Excellence Chairman before it can be implemented.

The completed program should be submitted to National Office at

[email protected].

All members should be required to abide by the stipulations set forth in

the program and progress should be monitored by the Academic


All members should be given a copy of the document.

9. Plan and execute at least two fundraisers, (1) for the Theta Phi Alpha Foundation and

(1) for the colony budget; submit Fundraising Reports to National Office.

Assistance for fundraising may be requested by the National

Fundraising Chairman, Colony Advisor, and/or Colony Coordinator.

After each event, a Fundraising Report should be submitted to

National Office at [email protected] no later than 15 days

after the event. Fundraising Reports are available at


Resources – Colony Officers & Chairman – Colony Fundraising

Chairman.

Money earned for the Theta Phi Alpha Foundation should be sent in a

check, with a cover letter, to Theta Phi Alpha Foundation, 27025

Knickerbocker Rd., Bay Village, OH 44140. Checks should be from

the colony’s Billhighway account.

A copy of each fundraising report should be kept for records.

10. Plan and execute one service project for The House that Theta Phi Alpha Built OR

Camp Friendship; submit Philanthropy Reports to National Office.

Information about each of our National Philanthropies can be found

online and in the Colony Member Manual.

Assistance in planning service events can be requested from the

National Philanthropy Chairman, Colony Advisor, and/or Colony

Coordinator.








The Philanthropy/Community Service Report is available at


Resources – Colony Officers & Chairman – Colony Philanthropy

Chairman.

A Philanthropy/Community Service Report should be submitted to

National Office at [email protected] no later than 15 days

after the event.

Money earned should be sent in a check directly to the organization for

which funds were raised.

A copy of the philanthropy report should be kept for records.

11. New Members actively participate in and complete My Sister, My Friend New Member

Education Program.

My Sister, My Friend should be executed according to the outline

provided in the Membership Educator’s Manual.

Assistance with the New Member Education Program can be requested

from your Colony Advisor or National Membership Educator.

12. New Members pass the National New Member Exam with an 85% or higher.

The Colony Advisor or local alumnae will proctor the National Exam

once it is requested and issued from National Office.

The Colony Advisor or Consultant will receive permission to initiate

for those that successfully pass the exam with an 85% or higher.

13. Attend regular meetings of the Greek Council, College Panhellenic Council, or

comparable organization, and participate accordingly in Greek activities. The Colony

should be represented at all Greek-wide events, such as Greek Week(end).

14. Develop officer files as outlined in the Colony Member Manual.

Each elected officer should have the appropriate resources and records

filed and available for use. The Colony Operations Manual can assist

you with this task.

Job descriptions and resources are available in the Colony Member

Manual and the Colony’s Bylaws. Reports that are to be submitted to

National Office are available at www.ThetaPhiAlpha.org, under the

private navigation bar – Resources – Colony Officers & Chairman.

Consult with your advisor for office-related questions.

15. Comply with all National Policies, University regulations, and laws, and submit the

Compliance with National Policies report to National Office.

National Policies should be reviewed by all members and are available

in the Theta Phi Alpha Handbook, which is also accessible at

www.ThetaPhiAlpha.org.

The Compliance with National Policies Report should be completed

and scanned as an email attachment to [email protected] no

later than 15 days after the start of each semester.







The report can be found at www.ThetaPhiAlpha.org, under the private

navigation bar -- Resources – Colony Officers & Chairman – Colony

President.

A copy of the completed Compliance Report should be kept for

records.

16. Meet the minimum membership requirement set forth by Grand Council, with no more

than ¼ of the petition being comprised of graduating members.

The minimum membership requirement for your colony will be provided by the

National VP - Extension.

A colony roster should be regularly updated and filed with this checklist.

17. New Members maintain at least a 2.5 cumulative GPA.

All members must have a minimum cumulative GPA of 2.5 in order to

receive a bid. However, women who have a documented learning

disability are required to have a minimum cumulative GPA of a 2.0

and submit documentation to the National Academic Excellence

Chairman.

All members must maintain a cumulative GPA of 2.5 in order to be

initiated into Theta Phi Alpha (unless a documented learning disability

is on file).

All executive board members must maintain a cumulative GPA of 2.75

in order to hold office; no exceptions are granted.

The Academic Excellence Report is available at


Resources – Colony Officers & Chairman – Colony Academic


An Academic Excellence Report should be completed each term and

submitted to [email protected].

18. Submit payment of all fees to National Office and other institutions in a timely manner.

Questions regarding the colony’s account with National Office may be directed to the

National Office. All fees to National Office sent via check must be accompanied by a

remittance form, but it is preferred that all fees are sent via online payment on Billhighway

(other than checks to the Theta Phi Alpha Foundation – see above).

19. Submit Petition to Install (with completed Pearl Checklist), and provide dates for

installation.

After all pearls are completed and submitted to National Office (and

approved when necessary), the Colony should send a completed

Petition to Install to the Director of Colonies for review. The petition

should include the Colony Roster with names exactly as members

want them written, in addition to GPAs of New Members, graduation

dates, and signatures (which may be scanned and emailed as an

attachment).





If the only pearls that are remaining are completion of My Sister, My

Friend and passing of the exam, or others approved by the Director of

Colonies, the colony may to petition to install pending the completion

of these requirements to expedite the process.

The Petition to Install is available at www.ThetaPhiAlpha.org, under

the private navigation bar -- Resources – Colony Officers & Chairman

– Colony President.

List all potential weekends for installation for the next two months

(minimum) to allow National Officers to coordinate travel plans.

You will be notified of the official date.

To plan installation weekend, work with your advisor and the

Installation Specialist, and utilize the installation section of the Colony

Member Manual. Details of Installation Weekend should be

coordinated closely with the Installation Specialist.



Keeping Your Colony

Motivated


Keeping Your Colony Motivated Becoming a chapter of Theta Phi Alpha takes dedication and motivation on the part of all colony

members. Although the task is not always easy, the end result is immensely rewarding. It is

important to keep yourself and your colony motivated so that you can revel in the joy of an

installation weekend and becoming a chapter of Theta Phi Alpha. Here are some tips:

Create goals and action plans. At your first colony meeting, decide what goals you need to achieve in order to become a

chapter of Theta Phi Alpha. This part is pretty easy – just refer to the Pearls to Lifetime

Commitment. You should also make goals for specific events. For instance, you want to raise

$300 for the colony in a fundraiser, or you want to extend bids to 10 women in the next two

weeks. Make your goals specific and reasonable, so you know exactly what you are working for.

Making a visible reminder of the colony’s goals is a great way to keep everyone working

towards success; try writing them on a poster board and reviewing your progress at each

meeting. Then go a step further and make an action plan that determines who is needed to make

it happen, what resources and supplies you need (e.g. posters, invitations, etc.), when it will

happen, where it will take place (if applicable), and a reasonable deadline for task completion. If

everyone knows their roles, things will get done more efficiently. If you notice something isn’t

going as planned at your weekly review, its okay to modify your original plan of action.

Celebrate your successes! As you complete a task or two of your installation requirements, don’t forget to celebrate. It can

be something as simple as a movie night with your fellow new members or a pizza party. Just be

sure to take the time to celebrate your successes before moving on to the next task. Otherwise

individuals might get burnt out or feel unappreciated for their efforts.

Use your resources. Remember that you don’t have to do this alone! If your colony gets stuck in a rut or you need

some advice, utilize the National Officers listed in your Important Resources contact sheet at the

start of this manual. They are there specifically to help your colony succeed. National Office

has also provided chapters and colonies with excellent manuals for recruitment, Academic

Excellence, and standards board, so read through these for some fresh ideas. You don’t need to

start from scratch all the time! You can also reach out to other colonies and chapters for help,

support and brainstorming. You will find that using Theta Phi Alpha’s network of collegian and

alumnae support mean that anything is possible!


Programs, Forms,

& Reports


Programs, Forms, and Reports

The following documents must be submitted electronically (via email to

[email protected]), completed in black ink, to National Office prior to installation

preparation. Most of them correspond with a Pearl to Lifetime Commitment (denoted by **).

After the necessary items are completed and verified by National Office, the colony must wait

for approval by National Office before planning for installation. All of the following can be

found in the ‘Resources’ section of the website and should be submitted in accordance with the

Calendar of Due Dates.

Programs

Colony Bylaws**

Every Theta Phi Alpha colony is responsible for implementing and understanding Colony

Bylaws, which dictate the obligations of colony members and officers, among other important

information. The template provided by National Office should be used, and every new member

should be provided with a copy of the document and held accountable for the requirements set

forth within. The template can be found at www.thetaphialpha.org, under the ‘Private

Navigation’ bar: Resources – Colony Officers and Chairmen– Colony President.

Standards Board Program**

Every Theta Phi Alpha colony is responsible for implementing and understanding a Colony

Standards Board Program, which outlines sanctions for those who fail to uphold the standards of

sisterhood. The template provided by National Office should be used, and every New member

should be provided with a copy of the document and held accountable for the requirements set

forth within. The template can be found at www.ThetaPhiAlpha.org, under the ‘Private

Navigation’ bar: Resources – Colony Officers and Chairmen – Colony Standards Board

Chairman OR Colony President. The Standards Guide should also be referenced when learning

about the purpose of Standards Board.

Recruitment Program**

Membership recruitment is essential to the success of colonies and chapters of Theta Phi Alpha.

You should consult with your National Recruitment Captain and utilize the Recruitment Guide

available online, under the Private Navigation Bar – Resources – Colony Officers and Chairmen

– Recruitment Chair in establishing a recruitment plan appropriate for your campus and your

colony that will enable your membership to grow at a sufficient rate. Submit the Recruitment

Program to [email protected].

Academic Excellence Program**

Theta Phi Alpha values academic excellence above all else, as college is what brought you to

Theta Phi Alpha. Each colony and chapter is responsible for understanding and implementing an





Academic Excellence Program, which outlines the Academic Excellence obligations of

members, such as required GPAs, mandated study hours, and sources of academic assistance.

The template provided by National Office should be used, and every New member should be

provided with a copy of the document and held accountable for the requirements set forth within.

The template can be found at www.thetaphialpha.org, under the ‘Private Navigation’ bar:

Resources – Colony Officers and Chairmen – Colony Academic Excellence Chairman.



Forms

New Member Information Form**

The New member Information Form should be downloaded from the National Website,

www.thetaphialpha.org, under the ‘Private Navigation’ bar: Resources – Colony Officers and

Chairman– New member Educator. One copy should be printed for every new member and

filled out in black ink prior to the New member Ceremony. Do not sign the form at this time;

new members will do so during the New member Ceremony. Send to National Office via

email, or mail to Theta Phi Alpha National Office at 27025 Knickerbocker Rd., Bay Village,

OH 44140 no later than 5 days after the ceremony along with applicable fees.

Establishment of a Permanent School Address Form**

This form should be completed and submitted to National Office within 15 days of the

Colonization Weekend. It should be downloaded from the National Website,

www.ThetaPhiAlpha.org, under the ‘Private Navigation’ bar: Resources – Colony Officers –

President and filled out electronically. Submit to [email protected].

Colony Calendar of Events Establishing a calendar of events at the start of each semester ensures that events are adequately

planned and sufficient progress is made on your Pearls to Lifetime Commitment. Colony

calendar templates should be downloaded from the National Website, www.ThetaPhiAlpha.org,

under the ‘Private Navigation’ bar: Resources – Colony Officers – President, and filled out

electronically for distribution among colony members, your Colony Advisor and Colony

Coordinator, and the Director of Colonies. These are not required for installation, but they will

help the colony stay organized.

The colony calendar should include: business meetings, New Member Education meetings,

rituals, recruitment events, fundraising events, philanthropy events, sisterhood events, and

nominations and elections. Nominations are to be held no later than 8 weeks prior to the end of

the fall semester, and elections are to be held no later than 6 weeks prior to the end of the fall

semester.





Reports

President’s Report The President’s Report shall be completed by the Colony President and is due the 15

th of every

month to [email protected]. This report will help National Officers oversee the

colony’s progress.

Financial Report

The Financial Report shall be completed by the Colony Treasurer and is due the 15th

of every

month to [email protected]. This report is created from Billhighway.

Academic Excellence Report**

The Academic Excellence Report shall be completed by the Colony Academic Excellence

Chairman and is due 15 days after colonization and 30 days after the start of each term and

should be sent to [email protected]. This report will be used to confirm new members’

cumulative GPAs. GPAs may be collected from the appropriate college/university official

and/or new members may provide transcripts.

Fundraising Report**

The Fundraising Report shall be completed by the Colony Fundraising Chairman within 15 days

after each fundraising event. This report will serve as proof of completion of the two required

fundraising events listed on the Pearls to Lifetime Commitment Checklist.

NPC Report

The NPC Report shall be completed by the Colony President or her designee and is due October

1st and March 1

st. This report will provide National Office with an overview of sorority life on

your campus.

Officer Report

The Officer Report shall be completed by the Colony Secretary and is due November 15, April

30, and 15 days after elections.

Risk Management Report

The Risk Management Report shall be completed by the Colony Risk Manager and is due

November 15 and April 15.

Publicity Report

The Publicity Report shall be completed by the Colony Public Relations Chairman and is due

November 15 and April 15.




The Compass Report

The Compass Report shall be completed by the Colony Historian and/or Public Relations

Chairman and is due November 20 and April 20.

Historian Report

The Historian Report shall be completed by the Colony Historian and is due May 15. The

Historian Report is one of the only reports that is permanently kept on file at the National Office,

so please encourage your Historian to be thorough and accurate in the recording of your colony

events and activities.

Philanthropy Report**

The Philanthropy Report shall be completed by the Colony Philanthropy Chairman within 15

days of each philanthropy event. This report will serve as proof of completion of the required

philanthropy event listed on the Pearls to Lifetime Commitment Checklist.

Graduation Report

The Graduation Report shall be completed by the Colony Secretary and is due 15 days after the

end of each term.

Term Report

The Term Report shall be completed by the Colony Secretary and is due 15 days at the start of

each term.

Recruitment Report

The Recruitment Report shall be completed by the Colony Recruitment Chairman and is due

monthly from September thru May; June, July, and August do not require submission unless

recruitment has taken place during those months.

Depledge Report

The Depledge Report shall be completed by the Colony New member Educator and is due within

15 days of depledging.


Other Documents & Fees

Colony Budget & Billhighway** Every Theta Phi Alpha colony and chapter is responsible for creating and implementing an

annual budget. You should consult with your Colony Advisor, Colony Coordinator, and

Financial Consultant in creating your colony budget (see the Quick Reference contact sheet).

Submit the budget to the Financial Consultant for approval. Submit to

[email protected] upon approval.

The colony must also establish its account on Billhighway, as outlined in this manual.

Petition for the Establishment of a Chapter** After consulting with your Colony Advisor, your Colony Coordinator, and the Director of

Colonies upon completion of necessary Pearls to Lifetime Commitment installation

requirements, your chapter should file a Petition to Install form. It should be downloaded from

the National Website, www.thetaphialpha.org, under the ‘Private Navigation’ bar: Resources –

Colony Officers – President, signed by all colony members, and e-mailed as an attachment to the

Director of Colonies for approval. Included with the petition is the colony roster, which should

be fully completed. Your colony completed Pearls to Lifetime Commitment checklist, with

dates, should be submitted with the petition. Remember – each colony member must pay the

$100 Member Services Fee prior to initiation, and the colony, as a whole, must pay the $250

Charter Fee as well.

If a small number of Pearls have been planned or are ongoing, such as new members finishing

MSMF and taking the exam, you should contact the Director of Colonies to begin your petition.

The petition should not be submitted without approval from the Director of Colonies. The

petition may then be approved pending the completion of remaining Pearls. This allows

Installation Weekends to be planned sooner.

National Fees Fees assessed by National Office should be paid by the Colony Treasurer using funds from

Billhighway, which shall be mailed in a check to National Office with a remittance form or via

online payment on Billhighway (preferred).




Colony Calendar of Due Dates

Email all reports to: [email protected]

When needed, mail reports to:

Theta Phi Alpha, 27025 Knickerbocker Rd., Bay Village, OH 44140

Phone: (440) 899-9282 Fax: (440) 899-9293 Toll Free: (877) ThetaPhi

September 15 Financial Report 15 President’s Report 15 Recruitment Report

October 1 NPC Report 15 Financial Report 15 President’s Report 15 Recruitment Report

November 15 Financial Report 15 President’s Report 15 Recruitment Report 15 Officers Report 15 Risk Management Report 15 Publicity Report 20 The Compass Report

December 15 Financial Report 15 President’s Report 15 Recruitment Report

January 15 Financial Report 15 President’s Report 15 Recruitment Report 31 Convention/Leadership Conference Fee

February 15 Financial Report 15 President’s Report 15 Recruitment Report

March 1 NPC Report 15 Financial Report 15 President’s Report 15 Recruitment Report 15 Recruitment Program

April 15 Financial Report 15 President’s Report 15 Recruitment Report 15 Risk Management Report 15 Publicity Report 20 The Compass Report 30 Officers Report

May 15 Financial Report 15 President’s Report 15 Recruitment Report 15 Founders’ Day Contribution 15 Historian’s Report

June Note that all June

reports are due by the 1st.

1 Financial Report 1 President’s Report

July 15 Financial Report 15 President’s Report

August 15 Financial Report 15 President’s Report

Other:

Reports in bold are required as proof of installation requirements.

Academic Excellence Report: 15 days after colonization, and 15 days after the start

of each term

Establishment of Permanent School Address Form: 15 days after colonization

Fundraising Report: 15 days after each fundraising event

Officers Report: 15 days after elections

Philanthropy Report: 15 days after each philanthropy event

Graduation Report: 15 days after the end of each term

Term Report: 15 days after the start of each term

Depledge Report: 15 days after depledging



Initiation

&

Chapter Installation

or Reinstatement


Initiation & Chapter Installation or

Reinstatement

Planning for Chapter Installation or Reinstatement The installation or reinstatement of a new chapter is an opportunity which few sisters get to

experience. With proper planning, you can ensure that your chapter installation will be a

memory that lasts a lifetime and remains a piece of your chapter’s history. The following

guidelines should be used by the colony when planning installation. Note that the Installation

Weekend has two distinct parts – the Initiation Ritual and the Installation Celebration. You

should work closely with your Colony Advisor and/or Coordinator and the Installation

Specialist through all stages of the event-planning process.

There are several checklists and forms that should be used during the planning and execution

phases of an installation or reinstatement. These resources should be downloaded from the

National website.

Choosing a Date When planning your chapter installation, you need to coordinate the schedules of colony

members, the National Officer(s) conducting the Initiation and Installation, and your advisor.

You should provide at least three to four possible weekends for National Office to choose

from and list them on your completed Pearls to Lifetime Commitment checklist. All new

members must be available Installation Weekend.

The installing Grand Council member typically arrives on Friday, and initiation takes place on

Saturday, followed by a Sunday Installation brunch. However, the colony should keep the entire

weekend open and be flexible. Furthermore, do not place deposits on rental facilities for the

weekend of events until the Petition for the Establishment of a Chapter has been filed and

verified by National Office and installation has been approved by the Grand Council.

National Officer Accommodations A complete agenda and plan for the events should be provided to the Installation Specialist, who

will forward to all National Officers and alumnae who will be in attendance. Be sure to include

the times, locations, and names of events scheduled that weekend. Other arrangements should

also be listed and coordinated prior to arrival, including: adequate lodging, transportation to and

from the airport, etc. Basic amenities should be provided.

Initiation and Installation Schedule Typically, National Officers conducting the initiation and installation will arrive Friday evening.

The initiation will occur Saturday, with the Installation Celebration taking place the next

morning. On initiation day, you should have drinks and snacks available, as nobody is allowed

to leave the facility until the ritual is complete. You should also coordinate a sisterhood event to

take place after the ritual wraps up.

Here is a schedule you should follow on initiation day:

o 10:30 am: Installation Team begins set-up


o 1:00 pm: Colony members should arrive to venue with small meal for Installation Team

o 1:15 pm: Colony meets with installing Grand council Member

o 1:30 pm: Initiation

o ~4:30 pm: Sisterhood event and refreshments

The Installation Celebration is scheduled as a brunch the following day, beginning no later than

10:30 am, or as needed according to the National Officer(s) in attendance. Further details for

initiation and installation follow.

Ritual of Initiation The initiation of members is a closed ritual ceremony, which can only be attended by initiated

members and those new members to be initiated during the ceremony.

Facilities and Equipment Needed for Ceremony o 3 rooms, near one another. The location should be conducted in a facility that will allow

for a meaningful initiation. Use of an empty classroom or meeting room is encouraged;

avoid using an apartment or house.

o First room: serves as a waiting room; should be comfortable, with enough chairs

to accommodate all new members

o Second room: for initiation ceremony; should be without windows, or windows

should be blacked out, and dark when lights are turned out

Need 6 foot long table

o Third room: serves as a waiting room; should be comfortable, with enough chairs

to accommodate all new members; refreshments should be available

o Two sets of index cards. Both sets should have an initiate’s full name and the phonetic

pronunciation written on it; indicate whether she is an alumnae or collegiate initiate.

Then organize the cards in alphabetical order (by last name), with collegiate initiates first,

and alumnae initiates after. Provide these to the initiating officer on the day of the

ceremony.

o Two CD players

o Several irons and ironing boards

Initiation Attire for Initiates All initiates are to wear white, dressy outfits, such as a dress, skirt and blouse, or a suit. White or

nude shoes should also be worn. As you are wearing badge attire, wear your pledge pins as well.

Sisterhood Event Following the initiation ritual, the National Officer(s) in attendance will conduct a Ritual

Enrichment Workshop, which you will also do for future chapter initiates. You may also choose

to host an informal sisterhood event with food and beverages during which sisters can celebrate

their initiation into Theta Phi Alpha and reflect on the colony’s success.

Installation Celebration The installation celebration is open to the public. You should hold a brunch the morning after

initiation to celebrate the installation of the chapter, in accordance with the time requested by the

initiating National Officer. All colony members should take part in the planning and

coordination of the celebration.


The brunch may be held on campus, at the home of a member, at a restaurant, or in a rented hall

or facility. The menu may be as elaborate as a sit-down meal, or as simple as a buffet line with

assorted pastries, juices, coffee, and tea. If the event is held at a hall or restaurant, you may

charge a fee per person for attendance; be sure to consider rental fees, tax, and gratuity. Note: If

a head table is used (optional), the following should be seated: members of the Grand Council,

the highest-ranking university official, the Colony Advisor, and other National Officers deemed

appropriate. If no head table is provided, these attendees should be seated together.

The colony should pay for the meals of the following attendees: Initiating officer(s), members of

the Grand Council, Colony Advisor(s), Faculty Advisor(s), and university officials. No

alcoholic beverages may be served at events associated with initiation day activities and

celebrations. This policy applies to guests and sisters.

Installation Celebration Agenda During the brunch, you implement the following agenda throughout the meal:

o Speech by the installing officer

o Presentation of Certificates of Initiation to each initiate

o Presentation of the Chapter Charter

o Academic Awards presented by Chapter President

o Presentation of certificate of appreciation and gift to the Colony Advisor(s) by Chapter

President

o Presentation of Awards to chapter members (optional)

The following individuals should also be given the opportunity to say a few words during the

brunch:

o Colony Advisor

o Colony Coordinator

o Chosen Chapter member (if applicable)

o Highest-ranking University official in attendance

o Greek Advisor or equivalent

o Faculty Advisor

Guests The Director of Colonies will send a letter to National Office, which will be forwarded to

National Officers, area alumnae, chapters, and colonies that contains the details of Initiation and

the Installation Celebration, costs, and a RSVP date to reply to the colony. Initiated members

will also be invited to the Initiation Ritual.

In addition to those Theta Phi Alphas invited to the ceremony, at minimum, you should invite the

following people from the campus community to the celebration, in addition to inviting your

parents:

o Greek Advisor or equivalent

o Faculty Advisor

o Dean of Students

o University Vice President of Student Organizations

o University President

o Representatives of the Panhellenic or Greek Council


o Representatives from other Greek organizations on campus

Dates may be invited as long as the ceremonial nature of the occasion is considered. At

minimum, the colony should also extend invitations to the following National Officers of Theta

Phi Alpha:

o Theta Phi Alpha National Office

o The Grand Council

o Board of Trustees, c/o the Chairman

o Director of Colonies

o Colony Advisor(s)

o Big Sister Chapter

o Colony Coordinator

o Leadership Consultant

o Other National Officers who have helped you throughout your time as a colony (if

desired)

Invitations Invitations may be handwritten or printed. They should be mailed or delivered as far in advance

of the event as possible; four weeks ahead of time is ideal. The invitations should include: the

occasion, place (with directions), time, attire, and cost per person (if applicable). An RSVP card

should be included to return to the colony, which will allow for the colony to plan in advance for

food orders and space. The Director of Colonies, Installation Specialist, and National Office will

help you coordinate the RSVPs from area Theta Phi Alphas.

Favors Although favors are not required, they provide attendees with a special memento from their first

day as a chapter. Programs of the installation celebration are popular because it provides each

recipient a written account of their special day. At minimum, the program should include the

date and place of the installation and the day’s events. Other appropriate information might be: a

list of founding members of Theta Phi Alpha; a list of Charter Members from your chapter; a

brief history of Theta Phi Alpha; a brief history of your local group (if applicable); a synopsis of

the colony period; and/or a page with our flower, jewels, motto, mascot, etc. Some programs

have included profiles of each charter member. Other ideas for favors include glasses, key

chains, t-shirts, or white roses.

Awards Since chapter installation marks the end of the colony period and the beginning of chapter life,

some type of recognition is appropriate. Certificates for the recognition of outstanding members

or other acknowledgments of effort demonstrate appreciation. It is also appropriate to recognize

the efforts of local alumnae and National Officers who helped the colony to become a chapter.

Depending on the time of year, the installation celebration may also be an ideal time to recognize

sisters with outstanding grade point averages. Sample awards:

Scholastic Awards:

Dean’s List - sisters on the Dean’s List

3.0 Club - sisters who achieved over a 3.0 on a 4.0 scale (B average)

Up and Comings - sisters who improved their term GPA at least one half of a point

Most Improved GPA - sister who has the most improved GPA from one term to the next


Highest GPA - sister with the highest GPA the previous term

Recognition Awards:

Outstanding Member - best overall member of the colony; sometimes called

“Outstanding Chapter Name” (e.g., Outstanding Alpha)

Behind the Scenes – sister who works for the best interest of the colony, often without

recognition

Community Service - sister(s) who have demonstrated or performed the most community

service

Sisterhood Award - sister who best demonstrates the quality of sisterhood, based on

attitude, getting along with others, work done for the sorority, social and community

service

Most Promising New Sister - new member who demonstrates sisterhood qualities, work

in her Installation responsibilities, attendance, etc., also called “Outstanding New

member” or “Compass Award”

Most Likely to Make you Laugh/Smile - sister(s) who make the group or a sister smile

Sunshine Sister - sister who seems to find the positive aspect of a situation

Most Likely to Be Successful - based on grades, amount of responsibility, involvement

Outstanding Alumna - alumna sister who has demonstrated the most support for the

chapter

Other Items Name tags should be worn by colony members and provided to all guests, as they help the

National Officers and university officials in attendance.

The following should be made available and set up at the front of the room: a podium for

installing officer and guest speakers; small table near podium for miscellaneous items to be

distributed; and easel to display the chapter’s charter.

Photographs The colony should ensure that photos are taken to record the chapter installation. Pictures of

charter members should be taken; National Officers and your Colony Advisor should be included

as well. A picture should also capture the presentation of the chapter charter to the Colony

President.

Some groups also choose to videotape the celebration, which provides a nice keepsake for

members.

Article for The Compass Following the chapter installation, an article will be printed in the Fraternity’s publication, The

Compass. This article will include, at minimum, a list of charter members, the Colony Advisor,

and National Officers in attendance. Provide a brief history of the group and highlights of the

colony period, in addition to background information about the university or college, as this will

be many Theta Phi Alphas’ first opportunity to learn about your new chapter. Send copies of

clear group photos and the charter presentation along with your article submission to National

Office, or good quality tif or jpeg pictures may be emailed.


Initiation & Installation Forms & Checklists The following forms/checklists should be used in planning the Installation Weekend events.

Electronic copies are available on the National website and should be shared with the Installation

Specialist. Furthermore, the Initiation & Installation RSVP form shall be submitted to the

Installation Specialist no later than TWO weeks prior to Installation Weekend, and the colony

should utilize the planning checklist in planning and executing the weekend.