Cluster ConferenceInternational Membership Committee
Workshop
Soror Barbara A. McKinzie Soror Caroline LattimoreSupreme Basileus Chairman
Approved Graduate Membership Intake Process Summary of Changes
Membership Modules of Success:
The Main Objective of the MIP Changes is to Strengthen Lifelong
Membership in Alpha Kappa Alpha Sorority,
Incorporated.
Changes were effective August 1, 2009
Request for MIP
Start
Chapters update/review bylaws to include criteria
for sponsoring a candidate
1
1
Chapters update/review bylaws to include criteria for sponsoring a candidate
Suggested Process:
1. Gather all relevant criteria for consideration– Participation in Regional and International Conferences– Attendance at monthly chapter meetings– Participation in chapter activities
• Committees• Community Service Programs• Fundraisers• Sisterly Relations Activities
– Chapter Financial Obligations2. Rank each criteria based on importance to the chapter members
2
Chapters update/review bylaws to include criteria for sponsoring a candidateSuggested Process:
3. Evaluate each criteria separately– Participation in Regional Conferences
• Regional Conference• Cluster Conference
– Participation in International Conferences• Boule• Leadership Seminar
– Attendance at monthly chapter meetings• Specific number of meetings • Percentage of meetings• Majority of meetings• Excused absences (sorority business)
3
Chapters update/review bylaws to include criteria for sponsoring a candidate
Suggested Process:
– Participation in Chapter Activities• Committees
– Attend committee meetings– Background worker for the committee
• Community Service Projects– Attend community service programs– Coordinate/plan community service programs– Resource for community service programs
• Fundraisers– Meet obligation for fundraisers– Makes donation (monetary or in-kind)
• Sisterly Relations Activities– Attend sisterly relations events– Reclamation of sorors
4
Chapters update/review bylaws to include criteria for sponsoring a candidateSuggested Process:
– Chapter Financial Obligations• Pays chapter assessments on time• Pays chapter dues on time
4. Create new section in your bylaws5. Circulate to chapter members for discussion/review6. Vote on proposed changes7. Submit revised document to Regional Director for
review and approval
5
Chapters update/review bylaws to include criteria for sponsoring a candidate
Sample Bylaws – Article III Membership
Section 2 Active Chapter Participation for MIP Sponsors and Co-Sponsors
A Soror looking to sponsor or co-sponsor a candidate must be an active member of Ivy Pearl Omega chapter for at least 24 months prior to the start of the Membership Intake Process (MIP). To be considered an active member of Ivy Pearl Omega, a Soror must meet or exceed all her financial obligations to the chapter within the specified timeframes. She must also serve and participate on one or more committees each year for the two years immediately preceding the start of the MIP; participate in one or more community service projects each year for the two years immediately preceding the start of the MIP; meet her Hostess obligations as specified by the Hospitality Committee and in accordance with the chapter’s Hostess Calendar; and attend the majority of General Body Meetings. Participation will be recorded and verified by the appropriate Committee Chairman and supplied to the Philacter.
6
Chapter member submits
Sponsor/Co-Sponsor
application to Membership
Chairman
Request for MIP
Perform Chapter
Health Check
Sorors may Sponsor/Co-Sponsor a maximum of two (2) candidates
Sponsor/Co-Sponsor must be active for 24 consecutive months prior to application
See MIP Manual Page II-2
See MIP Manual
Page II-3
7
2 3
Sponsor/Co-sponsor Application
Criteria Yes No
1. Met or exceeded all financial obligations to the chapter within the specified timeframes.
2. Served and participated on one or more committees each year for the two years immediately preceding the start of the MIP. Specify committees and year.
3. Participated in one or more community service projects each year for the two years immediately preceding the start of the MIP. Specify projects and year.
4. Met Hostess obligations as specified by the Hospitality Committee
5. Attended the majority of the chapter general body meetings.8
Request for MIP
Chapter Votes to Conduct
MIP
Membership Committee determines
sorors eligible for
consideration to sponsor based on
chapter bylaws
Favorable vote?
Stop
Chapter submits to RD Request for MIP,
Schedule of MIP activities, health check, eligible sponsors, and
sponsor criteria
Yes
No
See MIP Manual Pages II 2-5
9
4
5 67
Request for MIPRD verifies
health check
RD approval
?
Stop
Yes
No
Allow 3 weeks for approval
Corporate Office
verifies sponsors/co-
sponsors and sends an official
list of eligible
sponsors to RD
RD notifies chapter of
eligible sponsors/co-
sponsors
RD sends list of sponsors/co-
sponsors to Corporate Office for
verification of 24 consecutive
months of active
membership
Membership Chairman
notifies sorors of their
eligibility status
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1211
109
8
Conduct Chapter Orientation
Conduct Chapter
Orientation
Sponsors submit Membership
Recommendation Form to
Grammateus
Send letter of Invitation to Information
Session (enclose application with permission for
backgroundcheck)
Create draft of MIP
Budget (incl. cost of
Protocol manual,
conference, and
insurance)
Submit MIP
Budget to RD
See MIP Manual Pages III-9-11
See MIP Manual Pages III-15
See MIP Manual Pages VII-2
See MIP Manual Pages III-16-20
11
1314 15 16
17
Conduct Information Session
Conduct Information
Session
12
18
Business attire is required for the Information Session.
Who MUST attend:•All prospective candidates, including legacy candidates•All sponsors/co-sponsors•Chapter Basileus and Membership Chairman
SUGGESTED INFORMATION SESSION AGENDA
• Welcome/Purpose • Meditation or "Thought for the Day”• Purpose of Alpha Kappa Alpha Sorority, Incorporated • Alpha Kappa Alpha Anti-Hazing Policy• Prospective Candidates’ Dos and Don’ts• History and Structure of Alpha Kappa Alpha Sorority, Incorporated• Current Programs of Alpha Kappa Alpha Sorority, Incorporated• Chapter History and Current Programs• Expectations of Membership
– Time Commitment– Lifelong Active Membership
13
SUGGESTED INFORMATION SESSION AGENDA
• Cost of Joining and Maintaining Membership– Initiation fee – Annual dues– Chapter Assessments (if applicable)– Conferences (Fees and Dates)
• Questions and Answers• Document Submission (application & letter of interest)• Social Interaction• Refreshments
During the session, prospective candidates are asked to submit their paperwork during“Document Submission.” Every prospective candidate who submits paperwork will be given the Personal Data Form that must be completed and submitted to Corporate Office within five (5) days of the Information Session.
14
Conduct Information Session
Applicants submit
application?
Stop
Distribute Personal Data
Form and confirm receipt
of transcript
Membership Chairman
submits paperwork to
Corporate Office
No
Yes
Applicant completes Personal
Data Form and mails form to
Corporate Office
Allow 4 weeks for processing
See MIP Manual Pages IV-5
See MIP Manual Pages IV-6-8
15
See MIP Manual Pages III-16-20
2221
2019
Conduct Information Session
Corporate Office sends a
list of evaluated
candidates for voting to the
RD
Corporate Office performs
background check and evaluation
RD sends to the chapter a list of
approved prospective
candidates that may be voted
upon
Epistoleus sends notice of voting seven (7)
days prior to voting
RD reviews background checks
16
23 24 2526
Vote on Prospective Candidates
Grammateus reads
documents at meeting
Chapter votes on prospective
candidates
Mail Letters of Acceptance2/3
Favorable Vote
?
No
Yes
Mail Letters of Regret to
applicants and sponsors
Mail Letters within 7 days of voting
Membership ApplicationsGuide to Sponsorship
Letters of RecommendationLetters of Interest
Information may be summarized for all prospective
candidates
See MIP Manual Pages V-3-6
17
30a292827
30b
Vote on Prospective Candidates
Mail Fees, Order MIP
Manuals and Badges Order
RDApprova
l ?
Stop
Conduct MIP
Weekends
No
Yes
Allow 5 – 7 days for approval
Collect Fees
See MIP Manual Pages V-7
See MIP Manual Pages V-8-12
18
33 343231
Conduct MIP Weekends
Weekend #1
Weekend #2
Weekend #3
•Conducted during 3 weekends over a 6 week span
•New History Video
•MIP Test administered in three (3) parts
•Community Service Project
•Sponsor re-affirmation ceremony
Any graduate soror may attend a graduate MIP with a letter from her Basileus stating that she has attended a chapter orientation under the current Membership Intake Process.
MIP Scheduled Activities must be approved by the Regional Director
19
Conduct MIP Weekend 1Day 1 – Friday evening – 6:00 p.m. – 10:00 p.m.
– Orientation to Alpha Kappa Alpha • Greetings and Statement of Occasion• Introduction of Chapter Officers/Committee Chairmen/Members• Introduction of Prospective Candidates
– Informational Presentations• Expectations of Being a Member• Alpha Kappa Alpha Organizational Structure• Anti-Hazing Policy
– Expectations and Commitment • The Pledge – Alpha Kappa Alpha Rituals – Part I• Signing of Candidates’ Commitment Statement
– Question and Answer Period – Recess
20
Conduct MIP Weekend 1Day 2 – Saturday – 8:30 a.m. – 6:00 p.m.– Breakfast – Informational Presentations (distribute manuals)
• Candidates and the Mentoring Program• Basic Membership Information and Materials
– Sisterly Relations.– Break.– The Alpha Kappa Alpha Story (History)– Lunch (Candidates and Sorors) – A Study of Alpha Kappa Alpha: Its Beginnings, Its Contributions
• Video – 100 Years of Sisterhood and Service – The First Century• The Alpha Kappa Alpha Story (History)
– Break– A Study of Alpha Kappa Alpha: Its Program
• A Historical View of the Alpha Kappa Alpha Program• Current National Program• Rendering Service through Local Chapter Programs
– Recess21
Conduct MIP Weekend 1Day 3 – Sunday – 2:00 p.m. – 6:00 p.m. • Discuss/Plan Joint Community Service Project • Recess
22
Conduct MIP Weekend 2Day 4 – Friday – 6:00 p.m. – 10:00 p.m.• Review Session• MIP Evaluation Test – Part 1• A Study of Local Chapter History: Its Beginnings and Its
Contributions• A Historical View of the local chapter history• Chapter Operations/Duties of Officers and Committees • Sisterly Relations • Recess
23
Conduct MIP Weekend 2Day 5 – Saturday – 8:30 a.m. – 6:00 p.m.• Breakfast • How We Are Governed:
• Constitution and Bylaws• Manual of Standard Procedure• Lifelong Active Membership
• Lunch (Candidates and Sorors)– Time Management– Emotional Health– Basic Parliamentary Procedure– Alpha Kappa Alpha Protocol– Snack (Candidates and Sorors)– Recess 24
Conduct MIP Weekend 2
Day 6 – Sunday – 2:00 p.m. – 6:00 p.m. • Discuss/Plan Joint Community Service Project • Recess
25
Conduct MIP Weekend 3Day 7 – Friday – 6:00 p.m. – 10:00 p.m.
– Alpha Kappa Alpha Music• National Hymn• Initiation Hymn • Founders’ Day Hymn• Ivy Hymn
– MIP Test Part 2 • Basic Protocol• Basic Parliamentary Procedure• How We Are Governed
– Recess
26
Conduct MIP Weekend 3Day 8 – Saturday – 8:30 a.m. – 6:00 p.m.– Attire
• Morning– Candidates – casual attire– Sorors – AKA paraphernalia attire (if appropriate)
– Breakfast– Community Service Project– Travel to lunch destination– Lunch – Thoughts on Working Together As Sisters– Review of History, Current Programs, and Anti-Hazing Policy – Review AKA Music – MIP Test Part 3– Saturday evening - Initiation Ritual (candidates in black)– Recess
27
Conduct MIP Weekend 3Day 9 – Sunday – 9:00 a.m. – 3:00 p.m.– Worship Service – The Alpha Kappa Alpha Pledge – The Final Commitment and Rededication
• Alpha Kappa Alpha Rituals– Sponsor/Co-Sponsor Re-affirmation Ceremony– Closing Luncheon Program with Reception
28
North Atlantic Region – Soror Constance R. PizarroNorth Atlantic Region – Soror Constance R. Pizarro Nu Xi OmegaNu Xi Omega
Mid-Atlantic Region – Soror Doris C. ParksMid-Atlantic Region – Soror Doris C. Parks Gamma Upsilon OmegaGamma Upsilon Omega
South Atlantic Region– Soror Earlene Striggles HorneSouth Atlantic Region– Soror Earlene Striggles HorneZeta Rho OmegaZeta Rho Omega
Great Lakes Region - Soror Olympia A. Williams Great Lakes Region - Soror Olympia A. Williams Psi Eta OmegaPsi Eta Omega
South Eastern Region – Soror Mary B. ConnerSouth Eastern Region – Soror Mary B. ConnerKappa Lambda Omega Kappa Lambda Omega
South Central Region – Soror Morgan L. GaskinSouth Central Region – Soror Morgan L. GaskinMu Kappa OmegaMu Kappa Omega
Central Region – Soror Alfreda Keith KellerCentral Region – Soror Alfreda Keith Keller Theta Rho OmegaTheta Rho Omega
Mid-Western Region – Soror Tamara C. SykesMid-Western Region – Soror Tamara C. Sykes Beta OmegaBeta Omega
Far Western Region - Soror Windie O. ScottFar Western Region - Soror Windie O. Scott Eta Gamma OmegaEta Gamma Omega
International Region - Soror Andrea N.L. Mial International Region - Soror Andrea N.L. Mial Phi Omicron OmegaPhi Omicron Omega
Directorate Liaison – Soror Ella Springs Jones, Zeta Xi OmegaSecond Supreme Anti-Basileus – Soror Melanie C. Jones, Alpha
International Membership Committee Members Chairman – Soror Caroline Lattimore – Mu Omicron Omega
