ALPHA CHI STATE NEVADA
STANDING RULES
FINANCE 1.0
1.01 The finance Committee shall include a budget appropriation as approved each biennium for official travel of the state president. In the event she is unable to attend official meetings, she shall name a representative to attend. The representative shall receive the appropriated sum.
1.02 One hundred seventy-five dollars each, per year, shall be allowed for the expenses of the first vice-president, second vice-president, recording secretary, treasurer, and parliamentarian to attend State Executive Board meetings and State convention.
1.03 A copy of the budget shall be attached to the minutes at the first Executive Board meeting following the end of the fiscal year.
1.04 All bills presented to the current state president and the current state treasurer must be itemized and receipts submitted.
1.05 An amount of one thousand dollars shall be divided equally among members attending the Southwest Regional Conference and the International Convention.
1.06 The state shall pay the registration fees for members attending the Southwest Regional Conference and the International Convention for the first time. The maximum allowed for this expenditure shall be $500. Should the number of first-time attendees multiplied by the
registration fee exceed the maximum, it will be divided equally among those eligible. This payment shall be in addition to the recipient's share of the funds described in Standing Rule 1.05.
1.07 The state shall pay the expenses of the state president to visit each chapter or area coordinating council meeting once during her biennium.
1.08 An amount not to exceed one hundred dollars shall be allowed toward expenses of the immediate past state president to attend the Southwest Regional Conference. Should the past president be unable to attend the conference, this amount shall be added to the funds to be divided among all members attending.
1.09 The amount of state dues shall be $11.00 per year for active members, and $3.00 per year for reserve members.
1.10 The state organization will assist newly chartered chapters with a onetime payment of $100 during the first year.
1.11 An amount of one thousand dollars shall be divided equally among members of the 2009 Southwest Regional Conference Steering Committee attending the 2007 Southwest Regional Conference and an amount of one thousand dollars shall be divided equally among members of the 2009 Southwest Regional Conference Steering Committee attending the 2008 International Convention.
ORGANIZATION 2.0
2.01 Each chapter president shall bring to the fall Executive Board meeting or workshop a current directory of the chapter members including addresses and phone numbers. 2.02 Each chapter contributes toward the expenses of its own president to attend state conventions, Executive Board meetings, Regional Conferences, and International Conventions. (Individual chapters may allocate this expense in their annual budgets.)
2.03 Each chapter president shall provide chapter meeting time for the reading of the State Executive Board minutes. These minutes are to be filed for a period of four years.
2.04 The Delta Kappa Gamma Society International songs should be used at each meeting. 2.05 The chapter reports should be sent to the state committee chairmen two weeks prior to the state convention.
2.06 Either the Greek letters or the initials DKG may be used. OFFICERS AND RELATED PERSONNEL 3.0
3.01 The State officers shall be selected on the basis of personal qualifications rather than on a rotation or chapter representation basis.
3.02 The state president shall be responsible for the state fall board meeting or workshop, and the state convention.
3.03 The state president or her designee shall determine the table seating arrangements in proper order of protocol at state meetings.
3.04 The state president shall, once during her biennium, visit each chapter.
3.05 The state president shall appoint a state historian for the biennium. Her duties shall be to keep the state scrapbook current. The state scrapbook will contain materials of historical value contributed by the chapters, e.g. their programs, works and members' personal growth records that have historical value.
3.06 The state recording secretary shall duplicate and mail copies of the Executive Board and convention minutes fifteen days following the meetings. Copies are to be mailed to all members of the Board and to state committee chairmen.
3.07 Each state committee chairman shall keep a file of materials and instructions. The file shall be given to her successor.
3.08 All state officers and state committee chairmen shall duplicate their reports and distribute them at the state convention.
MEETINGS 4.0
4.01 The sequence of hostess chapters for the state convention shall follow the order of the Greek alphabet. In the event a new chapter is added, at least three years shall elapse before it is asked to host a convention.
4.02 The state convention shall be held annually. The convention date shall be set by the state president and the hostess chapter, with the approval of the Executive Board.
4.03 The hostess chapter for the state convention shall make available to all chapters at least two (2) months in advance a schedule of convention registration fees, hotel reservation blanks, meal ticket prices, and program.
4.04 The Executive Board meeting shall be held prior to the convention's first session. 4.05 The reading of the minutes at the state convention shall be eliminated. A summary of convention actions shall be printed in the first issue of the Nevadagram following the convention.
4.06 Each state convention shall receive $500 maximum pre-convention funds to offset
expenses accrued by the host chapter and kept in a separate account for convention expenses. Expenses shall be limited to actual costs of hosting the convention with the exception of meal functions. The disbursement shall be listed as an actual budget category.
4.07 The hostess chapter chairman shall send an itemized financial report to the state president, state treasurer, and the next convention chairman. The report should include the following:
ITEMIZED FINANCE (Monies collected) 1. Number of registrations
2. Number attending each meal function 3. Proceeds from fund raising project (if any) DISBURSEMENTS
1. Meal costs
2. Expenses for programs and packets 3. Gifts
4. All other disbursements
4.08 After all state convention expenses have been paid by the host chapter, the $500 pre-convention funds are to be reimbursed to the state within 90 days of the conference. 4.09 It is the responsibility of the hostess chapter to provide gifts for the international guest and the outgoing president on behalf of the state. Gifts are to be presented at the banquet. 4.10 The state is responsible for the purchase of the president's bar pin. The state president's pin shall be presented at the time of installation to office.
4.11 The hostess chapter shall give to the next convention chairman a list of suggested convention committees.
ACTIVITIES 5.0
Guidelines for awarding and utilizing state scholarships.
5.01 Two scholarships of $500 each shall be awarded annually on a Greek alphabet rotation basis. A member may be awarded this scholarship only once.
5.02 The following factors are to be rated equally in awarding scholarships: a) Active membership in the Delta Kappa Gamma Society International. b) Active participation at the chapter level.
c) Professional contribution to education.
d) Nature and significance of educational plans for the utilization of the scholarship. Proposed educational plans shall be prioritized as follows, in descending order:
(1) Advanced degree work
(2) Adding endorsements or specialist designation to teaching license (3) Conducting professional research
(4) Attendance at professional seminars or training sessions 5.03 The following procedures are to be used in awarding scholarships:
1. Scholarship application forms shall be sent to the scholarship chairmen of the qualifying chapters by the state scholarship chairman at or before the state convention.
2. Each qualifying chapter chairman distributes the application forms to the members of her chapter. The completed forms are returned to her.
3. The chapter executive board and chapter scholarship chairman select a recipient from the applications based on the scholarship award factors. The chapter may select more than one recipient. The five hundred dollars must be distributed among the recipients if more than one is chosen. It is the responsibility of the chapter scholarship chairman to notify the state scholarship chairman of the chapter's choice and to send the completed forms to her. This process shall be complete before the fall Executive Board meeting. Should there be no applicant from either or both of the qualifying chapters, the scholarship(s) shall be offered to active members in all chapters. The state scholarship committee shall determine deadlines for
applications.
4. The scholarship must be utilized within one calendar year after the convention at which it was presented, unless an extension is granted by the Executive Board. 5. Scholarship recipients are to submit a report of utilization of the funds and furnish
transcripts of the work completed.
6. Funds will be dispersed to recipient when verification (ex. receipts, transcripts) of completed work is submitted to the state treasurer.
Publications
5.11 The Nevadagram shall be published twice a year, in the fall and a pre-convention issue to be published at least one month before the state convention.
5.12 The Nevadagram will be sent electronically to each chapter. Members may receive the Nevadagram by USPS at an additional cost. Each chapter will be responsible for assessing their members this cost, as appropriate.
5.21 Each chapter may select one outstanding active chapter member to receive the Rose of Recognition award at the state convention. The presentation of the awards shall be the responsibility of the state Personal Growth and Services Committee.
MARTHA SCHULZ DOCTORATE SCHOLARSHIP 5.31 GUIDELINES
1. Scholarship name shall be "The Martha Schulz Doctorate Scholarship", Nevada Delta Kappa Gamma.
2. The scholarship shall be used solely for attaining a doctorate degree. 3. The scholarship shall be a single unity, separate from all other scholarships.
4. The principle shall remain a balance of a sum no less than that of the original $12,500 investment.
5. Contributions may be added to the principal. Scholarship name shall not change. 6. The annual income from the principal shall determine the exact amount of scholarship
to be awarded. First scholarship to be awarded in 1985.
7. The minimum amount of scholarship shall be $500. The scholarship shall be awarded annually, provided income is sufficient.
8. The Board of Trustees shall review applications and select scholarship recipients. 9. The first scholarship shall be offered to Martha's chapter, Gamma, and then by Greek
alphabet on a rotation basis. The second scholarship offered to Delta and etc. If the qualifying chapter has no applicants, the scholarship will be offered to the next qualifying chapter.
10. The scholarship may be renewed as long as funds are available.
11. The amount of scholarship granted to be determined by scholarship committee. -6- 5.32 BOARD OF TRUSTEE MEMBERS
A. MEMBERS
1. Current State President 2. Current State Treasurer
3. Immediate Past State President, Chair B. DUTIES
1. Shall administer the Martha A. Schulz Doctorate Scholarship Fund. 2. Shall submit records with treasurer annually.
4. Shall offer scholarship to qualifying members. 5. Shall review all applications and select recipients.
6. Shall submit to Nevadagram names of scholarship recipients.
7. Shall establish and maintain a permanent set of records for the fund. Original records kept by chairman and copies kept by State Treasurer and current State President. C. CHAIRMAN
1. Act as a member of the Board of Trustees.
2. Inform qualifying chapters when scholarship is available. 3. Supply rules and application forms to qualifying members. 4. Provide Board of Trustee members copies of all applications. 5. Meet with Board of Trustee members and select recipients. 6. Inform recipients of scholarship award.
7. Maintain contact with scholarship recipient.
8. Obtain critique from recipient for permanent scholarship records.
9. Establish and maintain permanent scholarship records and supply copies for State Treasurer and current State President.
D. CURRENT STATE TREASURER
1. Shall act as a member of the Board of Trustees.
2. Advise Board of Trustees amount available for scholarships. 3. Shall issue checks to recipients.
4. Inform Board of Trustees Chairman when proof of monetary usage is received from recipients.
5. Shall keep permanent set off records for fund.
6. Submit fund records with treasurer's books for audit annually. E. CURENT STATE PRESIDENT
1. Shall act as a member of the Board of Trustees. 2. Shall keep permanent set of records for fund. 5.33 APPLICATION PROCESS
A. APPLICANT QUALIFICATIONS
1. Applicant must currently be an active member of Alpha Chi State with a minimum membership of three years.
3. Financial need is not a criterion. In choosing between applicants of equal merit, need shall be a consideration.
B. APPLICATION PROCEDURE
1. Submit to the Committee Chair, proof of acceptance to a doctorate program. 2. Submit to the Committee Chair, purpose of proposed doctoral study.
3. Submit to the Committee Chair, proof of current position in the educational profession. 4. Submit to the Committee Chair, an application for scholarship.
5. Applicant shall utilize scholarship during the current calendar year.
6. Submit to State Treasurer, proof of enrollment in doctoral program from University, receipts of how scholarship money is spent.
7. Report to the Committee Chair, progress of study or degree granted.
8. Submit to the Committee Chair, a short critique for the permanent scholarship records. C. CHECKLIST
1. Attach proof of acceptance to a doctorate program to your application form? 2. Attach proof of current position in educational profession?
3. Complete application parts 1, 2, and 3?
4. Mail to Scholarship Chairman (Listed on the application form)? AMENDMENTS 6.0
6.01 Proposed amendments may be submitted by any member, committee, board, or chapter. 6.02 Standing Rules may be amended or rescinded at any state convention by a majority vote.
