La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc

La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Alpha Xi Chapter- Indiana University, Bloomington, Indiana Foreword Below are the standard operating procedures by which the Iota Chapter of La Unidad Latina, Lambda Upsilon Lambda Fraternity, Incorporated shall abide. These procedures shall be used along with the Chapter Management Manual, National Constitution, Hermano Protocol, Caballero Protocol, National Pledge Manual, and university policies and procedures as the means of operating the chapter. The responsibilities and obligations provided are the minimum for chapter operation. All other obligations discussed, appointed, or committed to, throughout the year, are also binding. Executive Officer Obligations I. President The President shall be responsible for, but not limited to, coordinating and ensuring the following: 1. Providing a detailed report at all chapter meetings. 2. Implementation of all Iota Chapter annual programs. ( SEE APPENDIX A ) 3. Being the primary contact of communication between the National Council, the Office of Fraternity and Sorority Affairs, etc. 4. Completion and submission of the OFSA Annual Report. ( SEE APPENDIX Q ) 5. Reviewing the annual report requirements at the beginning of his term and ensuring that the chapter meets ALL CRITERIA for ALL eight sections including ALL awards criteria. 6. Creating and Submitting OR delegating, all awards applications for qualifying Hermanos and events, for recognition in the Greek Awards and Latino Student Council Awards. 7. Submitting a completed semester packet and compliance report to the National Council. 8. Create the agenda or each chapter meeting 9. The success of all chapter events. 10. Chapter Contracts Signed by all undergraduates. (Executive Board Obligations Contracts, Financial Dues Agreement) 11. Creating the vision for the chapter for said academic year. 12. The chapter is qualified and in compliance with all national standards for intake(ie, dues, contracts, workshop, etc.) 1<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Alpha Xi Chapter- Indiana University, Bloomington, Indiana 13. The stability and growth of the chapter in said academic year, and longevity for years to come. 14. At chapter meetings, reinforcing accountability within the Hermanos regarding duties and attendance. 15. Maintaining positive relations with all organizations on campus. 16. Being the model Hermano that goes above and beyond the call of duty. 17. Collecting and discussing a completed LDP Evaluation form from each initiated new member. 18. All duties and sections of this manual including Executive Board Obligations and Appendixes, as well as Hermano Protocol, National Constitution, National Pledge Manual, Hermano Contract, Chapter Leadership Development Process Outline, Universities Policies and Procedures, Chapter Management Manual, and all other guiding forces are strictly followed and completed by the chapter. 19. Assuming the leadership role in all positions that are performing poorly. (ie treasurer is not performing, President assumes role.) In these cases the Chapter President has the authority to remove an individual from their position without a chapter vote. If desired, the person in that position can appeal to the chapter for a vote(where said persons vote will not count) to overturn the Presidents decision. The Chapter President can also choose to have another general election for that position. II. Vice President The Vice President shall be responsible for, but not limited to, ensuring the following : 1. Inheriting the President’s responsibilities in any situation in which the President cannot perform his duties. 2. Serving as the official representative of the Chapter for the Latino Student Council and submitting a report after every LSC meeting. ( SEE APPENDIX I ) 3. All officers are performing their tasks and duties. 4. Performing all duties assigned by the President. 5. Providing updates to the chapter President on all chapter operations and assignments as soon as possible. 6. Providing a detailed report at all chapter meetings. 7. Calling all members on the Wednesday of each week for an update on tasks assigned at chapter meetings. 8. Sending text messages or calling brothers as a reminder for all events the chapter has agreed to participate. 9. Maintain an attendance roster for the year that includes but is not limited to Hermano attendance at: programs sponsored by the Iota Chapter, Iota Chapter Meetings, Programs that the Hermanos of the Iota Chapter support, National Meetings, Regional Meetings, Regional Workshops, OFSA Workshops, Birth Ceremonies, Above Sets, Crossing Ceremonies, Council Meetings(LSC/IFC), National Gala, 2<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Alpha Xi Chapter- Indiana University, Bloomington, Indiana National Convention, National Retreat, National Fundraisers, other Chapter Fundraisers, and Rutgers Club Parties(both LUL and non-LUL), La Unidad Latina Probates, Non-La Unidad Latina Probates. 10. The Chapter President is performing his duties. If not he must council with the Chapter President and discuss the issues further at the end of a chapter meeting. For further issues, refer to impeachment. III. Secretary The Secretary shall be responsible for, but not limited to, the following : 1. Documenting accurate and concise minutes of all meetings. ( SEE APPENDIX I ) 2. Presenting minutes at each chapter meeting. 3. Creation and distribution of a monthly calendar. This shall be a collaborative effort between the Public Relations chairman and the Secretary. ( SEE APPENDIX H ) 4. Creation and distribution of an updated Iota Chapter information pamphlet. This shall be a collaborative effort between the Public Relations chairman and the Secretary. ( SEE APPENDIX G ) 5. Collecting and storing all chapter proposals. 6. Shall update the Executive Board Roster and Undergraduate Roster each September. 7. Storing copies of all chapter materials for that year(i.e. all programming forms submitted to OFSA, community service forms submitted to OFSA, flyers, reservation confirmations, etc.) 8. Printing and storing all OFSA Reports (programming reports, scholarship reports, philanthropy reports) for the year. IV. Treasurer The Treasurer shall be responsible for handling all monetary transactions at the Chapter including, but not limited to ensuring the following: 1. Providing a detailed weekly report at chapter meetings 2. Providing a detailed report 48 hours immediately following all fundraising endeavors 3. Providing a detailed chapter budget for the year 4. Providing an income statement for each fundraising event 5. No purchases are made without chapter consensus 6. Collection of Chapter dues 7. All National dues paid 8. Collection of Council dues 9. Council dues paid to respective council 10. Ensuring that there are NO HERMANO LOANS under any circumstances 11. Providing the Chapter with a copy of the bank statement. ( SEE APPENDIX I ) 3<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey 12. Providing accurate and detailed feedback to the Alumni treasurer regarding all chapter transactions. 13. Safety and security of all chapter funds. 14. Sound economic judgments are made regarding the use of chapter funds. 15. Economic longevity of the chapter is secure. 16. Semi-annual report presented to the chapter regarding status of chapter budget. ( SEE APPENDIX B ) 17. Reimbursements. ( SEE APPENDIX C ) V. Community Service Chairman The Community Service Chairman shall be responsible for, but not limited to, coordinating and ensuring the following : 1. Providing a detailed report at all chapter meetings. 2. Collection and submission of all community service forms to the Office of Fraternity and Sorority Affairs. 3. Signing the Chapter up for annual events like the AIDS Walk, Heart Walk, etc. 4. Designing new and innovative programs to follow the Chapter philanthropy. 5. Brown and Gold Christmas Event 6. Iota Chapter Turkey Drive. 7. Each Hermano performs a minimum of 20 hours of service per semester. 8. Distribution of the Jose Negron Scholarship. 9. Success of all community service endeavors. 10. Chapter participates in at least 2 greek sponsored community service events per semester. (i.e. Chi Upsilon Sigma – Batting for Success, Sigma Lambda Upsilon – Volleyball Tournament) 11. Chapter participates in at least 1 community service not sponsored by the chapter, per month. 12. At least 50% of the chapter participates in Dance Marathon. 13. The chapter participates in the annual Big Chill Event VI. Inter Fraternal Council Alternate The Inter Fraternal Council Alternate shall be responsible for the following : 1. Attending all IFC meetings in which the President cannot attend. 2. Accurately representing the views of Chapter at said meetings and voting accordingly. 3. Submitting a report to the Chapter on all issues discussed at said meetings. ( SEE APPENDIX I ) VII. Programming Chairman 4<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey The Social and Educational Chair shall be responsible for the following : 1. Providing a detailed report at all chapter meetings. 2. Implementation of all social and educational programs. 3. Collection and submission of all social and educational forms to the Office of Fraternity and Sorority Affairs. 4. Creation of list of programs hosted by other organizations elsewhere or other chapters of La Fraternidad. 5. Presenting these program ideas to the chapter for voting. 6. Storing program ideas attained throughout the year from other chapters or other organizations, to be done in the future. 7. Hosting those programs voted upon by the chapter. VIII. Alumni Involvement Chairman The Alumni Involvement Chairman shall be responsible for the following: 1. Providing a detailed report at all chapter meetings. 2. Contacting all alumni for all chapter events including meetings, mixers, programs, etc. 3. Keeping an accurate and updated database of alumni. 4. Hosting at least two main alumni events per year. 5. Shall coordinate, host, and facilitate the Annual Iota Chapter Thanksgiving Dinner. 6. Creation and distribution of Chapter bi-annual newsletter. 7. Distribution of bi-monthly calendars to alumni. 8. Sending greeting cards to alumni for the holidays. 9. Creating a short youtube video at least once a semester for the purpose of alumni viewing. Length should vary between 30 and 60 seconds. No confidential chapter operations/business shall be discussed. 10. Emailing a youtube video link at least once a semester to all alumni. (Fall semester Holiday theme, Spring semester Updates and Wishes.) IX. Membership Development Coordinator The Membership Development Coordinator’s primary responsibility shall be the development of the Interest group. The MDC does not necessarily have to be the next pledge dean, but should work closely with the next pledge dean if known. The MDC shall be responsible for ensuring the following 1. Providing a typed Membership Development Report at all chapter meetings( SEE APPENDIX I ) 2. Organization of 3 information sessions per semester 5<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey 3. Calling, texting, and emailing all interested gentlemen for invitation to all chapter functions atleast seven days in advance. If the seven day period is not possible, communication must be made immediately. 4. Re-contacting interested gentlemen the day prior to the event to ensure attendance. 5. Organization and implementation of the Smoker the first Sunday of the Spring semester. 6. Chapter brochures shall be provided at all recruitment events 7. National Information Packet is distributed at recruitment functions 8. Folders are provided to ensure confidentiality at information sessions 9. The chapter roster on the informational powerpoint is up to date 10. Study Hours/Sessions are set up. (At the library or reserved chapter academic space) 11. Interests maintain an attendance roster of who attends study hours and the roster is submitted to the Membership Development Coordinator in a timely fashion. 12. Attendance roster for interests at recruitment events is compiled. 13. Interests are invited to and attend the Annual Big Chill Run 14. Interests are invited to and attend the Annual Iota Chapter Thanksgiving Dinner. 15. Interests view a probate video, stroll video, and step video at information sessions. 16. All interests are registered and attend the national Hermano/Interest Dinner in December. 17. All interests attend all national events including the: Elite Lambdas End of the Year Bash, Elite Lambdas Fourth of July Bash, and the Thanksgiving Unity Jam. 18. The interest group remains in contact throughout the summer 19. The group is invited to, and attend the Summer Step and Stroll shows hosted by LatinoStep(where La Unidad Latina is performing) in New York, New York. 20. Hosting workshops for the interest group on the following topics: leadership, communications, teambuilding, etc. ( SEE APPENDIX G ) 21. Coordination of road trips for interests 22. Coordination of chapter bonding events in order to ensure that each potential recruit gains a closer connection to the chapter. 23. Creation of list of individuals that are leaders within the community that would be assets to the chapter. 24. Connecting with those individuals in an attempt to bring them to a chapter function. 25. Each Hermano does his duty of bringing perspective recruits to chapter functions 26. Information sessions are hosted in the Cap and Skull room or Atrium conference room. X. Public Relations Chairman The Public Relations Chairman shall be responsible, but not limited to, ensuring the following : 1. All promotional material shall be created two weeks prior to date of the event. 6<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey 2. Flyers are posted on campuses via the creation of designated flyer posting sectors per Hermano. 3. All fundraising events shall be created with a 4x6 UV coat flyer 4. Fundraising Events are promoted with a minimum of 5,000 flyers 5. All events(except information sessions) shall be promoted through facebook.com via the creation of an events page 6. All events shall be promoted via email and other common communication 7. All events shall be promoted through the Latino Student Council List serve 8. All events shall be declared to the Latino Student Council in advance to allow for publication and promotion of events in the Latino Student Council monthly calendar of events. 9. Thank Rutgers university community for attending La Unidad Latina events via email, facebook message, and word of mouth. 10.All events shall be promoted on the chapter homepage website 11.All members bring at least two non-members to each event 12.Refreshments and other additional incentives shall be provided at events when agreed upon 13.Guest lists shall be created for approximated attendance 14.Creation of all flyers for chapter events. ( SEE APPENDIX L ) 15.Active participation in the Latino Student Council Public Relations Committee. 16.Creation and distribution of a monthly calendar. This shall be a collaborative effort between the Public Relations chairman and the Secretary. ( SEE APPENDIX G ) 17.Distribution of Holiday Greeting Cards to other organizations and offices/deans on campus. 18.Email Distribution shall be at the discretion of the Public Relations Chairman. 19.Creation and maintenance of a chapter email account. XI. Historian The Historian shall be in charge of ensuring the following: 1. Creation of a chapter yearbook which includes: 1. Photos 2. Hermano profiles 3. Hermano portraits 2. Maintaining all chapter photographs 3. Maintain electronic archive of all events from previous years 4. Maintain physical chapter archive of all materials and binders from previous years 5. Compile a binder containing all relevant information for the academic year 6. File LDP Evaluation forms 7. Collecting Hermano Profiles at the beginning of each semester 7<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey 8. File Annual Critique Forms 9. File LDP attendance rosters 10. File annual attendance rosters 11. Photos from chapter events, Hermano activism and bonding 12. Producing a profile portrait photo for each Hermano (Preferably to be taken individually before or after an information session. If funds permit or by chapter agreement, professional photos can be taken.) 13. Keep file of the annual report from current and past years XII. Pledge Dean The Pledge Dean shall be responsible for coordinating and ensuring the following: 1.Providing a detailed report at all chapter meetings beginning one month prior to the birth of the line. Initial reports should discuss ALL ASPECTS listed in Appendix M. 2.Distribution of bids. 3.Present at set at least 85% of the time. 4.Crossing 100% of the gentlemen who sign the bid. 5.The chapter is present during set. 6.Submitting line updates to national representative in a timely fashion. 7.Following the pledge manual in strict sequencing. 8.Following the Chapter Leadership Development Process Outline created by the Iota chapter. 9.The safety of all caballeros and the legal security and longevity of the chapter. 10.Fulfilling all national requirements (hazing workshop, contract, etc). 11.Organizing road trips for the development of networking between the caballeros and their line-brothers, as well as the chapter and La Hermandad. 12.Collecting and sending applications to Nationals in a timely manner. 13.Attaining signed bids from nationals. 14.Overseeing the development and progression of the line. 15.Acting as the representative between Nationals and the Chapter in regards to the line. 16.Maintaining an attendance roster of both Hermanos and Caballeros for the duration of the Leadership Development Process. 17.Set does not go beyond 12am on a week night. 18.Ensuring that all active Hermanos not present for at least 35% of sets to date, are brought to the attention of the chapter president and chapter body at chapter meetings for disciplinary measures. (ex: 20 sets to date, and only 6 appearances = discipline) 1. An Hermano must be present at set for two hours for attendance to count. 8<a href="/goto?url=http://www.LaUnidadLatina.org" target="_blank">Web: www.LaUnidadLatina.org </a>La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc. Iota Chapter – Rutgers, State University of New Jersey 19.Purchasing above ground gear. 20.Purchasing wood 21.Crossing Shirts ordered 2.5 weeks prior to tentative crossing. 22.Organizing crossing gift duties for each chapter Hermano. (Hermano X will purchase paddle, etc.) 23.Awareness of Regional Director. 24.Awareness of APD Representative. 25.Notify National Vice-President two weeks prior to crossing 26.Notify President and Vice-President within 15 minutes of a Caballero dropping. 27.Notify President and Vice-President if a Caballero seems to be contemplating dropping. XIII. Academic Dean It shall be the duty of the Academic to coordinate and ensure the following: 1. All Caballeros achieve a minimum of a 3.0 2. The academic excellence of the pledge class. 3. Each Caballero submits his syllabi to the chapter. 4. An exam schedule is created for himself, the pledge dean, and the chapter. 5. A class schedule is created for himself, the pledge dean, and the chapter. 6. Each Caballero creates a planner within 4 days from birth, with all homework, quizzes, readings, exam dates, and school related written deadlines for every class. 7. A minimum of two nights a week are allotted for studying 8. Each Caballero does not attend set the day prior to an exam or paper deadline. 9. Verbally and electronically makes the pledge dean full aware of exams on the second Sunday prior. (ex. Must be aware ON Sunday 2/7 for exams during 2/14 -2/21.) If the Academic Dean will be unavailable on the Sunday, he must make prior arrangements for notification. 10. Proofread papers for grammar, spelling, and a strong argument with a supporting structure. 11. Quiz Caballeros prior to exams. XIV. Regional Delegate

La Unidad Latina, Lambda Upsilon Lambda Fraternity, Inc

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