Committee Selection 2026 to 2027 · Sigma Sigma Alumnae Chapter

Division One

Governance and Accountability

Compliance, governing documents, elections 5 committees

Independently reviews the chapter’s financial records. Retrieves the financial records from the Grammateus and Tamiochus by March 1 and completes an audit of the financial books. Audits are conducted at minimum biennially, in the same year as the chapter’s officer elections. The committee makes a final audit report by the April chapter meeting. Officers take office only once the audit is completed and accepted.

You may not serve if you have written checks, handled money, or signed vouchers.

Chair Not yet appointed Appointed by the Basileus

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Who serves

Exactly three (3) persons, fixed by the Bylaws.
No member may have had responsibility for writing checks, handling money, or signing vouchers.
Independence from the financial officers is the qualifying requirement.
Financial members in good standing.
Findings are confidential until the report is made to the chapter.

What it delivers

Completed biennial audit of the chapter financial books
Final audit report delivered by the April chapter meeting
Documentation of sampling, testing, and findings
Escalation of any discrepancy under Standing Rule 8
Written confirmation that the audit was completed and accepted
Records returned to the Grammateus and Tamiochus

Chair

Appointed by the Basileus from among members with no financial responsibility

Annual cycle

By March 1	Retrieve all financial records from the Grammateus and Tamiochus.	Committee
March	Conduct the audit, vouchers, checks, deposits, reimbursements, reports.	Committee
March	Escalate any discrepancy identified during testing.	Basileus
April meeting	Deliver the final audit report.	Chapter
After acceptance	Chapter accepts the audit; officers may take office at the July business meeting.	Chapter
If incomplete	Officers take office 30 days after the audit is completed and accepted.	Chapter
End of term	Transfer audit records to the successor committee.	Successor

Reports owed

Final audit report, April chapter meeting
Findings and escalation memoranda
Confirmation of completion and acceptance

Forms used

Audit checklist and sampling worksheet
Voucher and check testing log
Deposit and reimbursement testing log
Findings and discrepancy log
Records receipt and return acknowledgment

Annually reviews the chapter bylaws and proposes amendments as needed. Reviews any bylaw amendments adopted by Grand Chapter and proposes amendments to the Sigma Sigma Bylaws for consistency. Responsible for ensuring the most recent, updated version of the bylaws is available at every meeting and distributed to all members. Receives compiled recommendations forwarded by the Recommendations Committee.

Chair Soror Domanique Moore Parliamentarian chairs by office

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Who serves

Chaired by the Parliamentarian, fixed by the Bylaws, not appointed.
At least three (3) members under the general rule.
Familiarity with the National Constitution and Bylaws, Western Region Bylaws, and RONR strongly preferred.
Financial members in good standing.

What it delivers

Annual review of the Chapter Bylaws
Proposed amendments with rationale and drafted language
Consistency amendments following Grand Chapter action
Duty language for appointed offices lacking it
Current bylaws available at every meeting and distributed to all members
Amendment submissions meeting the Article XI notice requirement

Chair

The Parliamentarian, by office (Art. IV §22e)

Annual cycle

Ongoing	Receive compiled member recommendations from the Recommendations Committee.	Committee
Annually	Complete the review of the Chapter Bylaws.	Committee
After Grand Chapter	Review adopted national amendments; propose local amendments for consistency.	Chapter
Before each meeting	Ensure the current version is available and distributed.	All members
Prior meeting	Submit proposed amendments in writing to all members (Art. XI).	All members
At the meeting	Present amendments for a two-thirds vote.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Annual bylaws review report
Written amendment submissions with rationale
Consistency report following Grand Chapter action

Forms used

Annual bylaws review checklist
Amendment proposal form, current language, proposed language, rationale
Gap and conflict log
Distribution record for the current bylaws

Solicits and reviews recommendations from chapter members and chapter committees to be presented at a monthly or special chapter meeting. Reviews recommended changes related to regional and international policies and procedures and indicates proposed amendments. Provides chapter members a minimum of sixty (60) days to respond to the call for local chapter recommendations, then compiles submissions and forwards them to the Bylaw Committee.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members under the general rule.
Chair appointed by the Basileus.
Financial members in good standing.
A separate committee from Bylaw, Section 13(d) requires the handoff between the two.

What it delivers

Annual call for local chapter recommendations
Sixty-day open response window, documented
Log of all member and committee submissions
Review of regional and international policy changes
Compiled recommendations forwarded to the Bylaw Committee
Presentation of recommendations at a monthly or special chapter meeting

Chair

Appointed by the Basileus

Annual cycle

Announced	Issue the call for local chapter recommendations.	All members
60 days minimum	Open response window, members and committees submit.	Committee
At close	Review submissions; identify proposed amendments to regional and international policy.	Committee
After review	Compile submissions and forward to the Bylaw Committee.	Bylaw Committee
Monthly or special meeting	Present recommendations to the chapter.	Chapter
Monthly	Written committee report.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Annual committee report
Compiled recommendations to the Bylaw Committee
Regional and international policy review

Forms used

Call for recommendations notice
Member recommendation submission form
Submission log with dates received
Compilation transmittal to the Bylaw Committee

Manages the nomination procedure. Verifies the eligibility of all candidates nominated for office prior to the meeting in which the election will take place, using the Sigma Sigma Bylaws and the National Bylaws and Standard Operating Procedures. Prepares the ballot for officer elections and for any other elections at the request of the chapter, and presents the candidate slate to the chapter.

Candidates for office may not serve.

Chair Pending Nominated by the Executive Committee, confirmed by chapter vote

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Who serves

Chairperson nominated by the Executive Committee and confirmed by majority chapter vote, not appointed by the Basileus.
At least three members: the chair and two tellers.
Candidates for office may not serve on this committee.
The Basileus is not ex officio on this committee.
Financial members in good standing.

What it delivers

Eligibility verification for every nominee, documented
Prepared ballot for officer elections
Ballots for delegate and other chapter elections on request
Candidate slate presented to the chapter
Confirmation that no candidate serves on the committee
Nominations taken from the floor at the March and April meetings

Chair

Nominated by the Executive Committee, confirmed by majority chapter vote

Annual cycle

Before March	Executive Committee nominates the chair; chapter confirms by majority vote.	Chapter
March meeting	Nominations taken from the floor.	Chapter
April meeting	Nominations taken from the floor; nomination period closes.	Chapter
Before the election	Verify eligibility of all nominees against Chapter and National governing documents.	Committee
Before the election	Prepare the ballot. No write-in candidates.	Election Committee
May	Present the candidate slate to the chapter.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Eligibility verification report
Candidate slate presentation
Annual committee report

Forms used

Nominee eligibility verification checklist
Candidate consent and information form
Ballot preparation record
Floor nomination log, March and April

Manages the election procedure. Appoints two committee members as tellers to count and tally the vote and report the same to the chapter using the format described in Robert’s Rules of Order Newly Revised. Facilitates the voting process for all elections and ensures its integrity once a ballot has been presented. Maintains the ballots for one calendar year in case of a dispute, then destroys them.

Candidates for office may not serve.

Chair Pending Nominated by the Executive Committee, confirmed by chapter vote

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Who serves

Chairperson nominated by the Executive Committee and confirmed by majority chapter vote.
At least three members: the chair and two tellers.
Tellers cannot be candidates for office.
The Basileus is not ex officio on this committee.
Absentee and proxy voting are not allowed, members must be present to vote.

What it delivers

Administered chapter election, May of the election year
Two tellers appointed and briefed
Vote counted and tallied
Election results reported in the RONR format
Ballots secured and retained one calendar year
Ballots destroyed at the end of the retention period

Chair

Nominated by the Executive Committee, confirmed by majority chapter vote

Annual cycle

Before March	Executive Committee nominates the chair; chapter confirms by majority vote.	Chapter
Before the election	Appoint two tellers. Confirm neither is a candidate for office.	Committee
May	Administer the election. No absentee or proxy voting.	Chapter
May	Count, tally, and report results in the RONR format.	Chapter
After the election	Secure ballots for one calendar year.	Committee
One year later	Destroy all ballots.	Committee
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Election results report, RONR format
Teller tally sheets
Annual committee report

Forms used

Teller appointment record
Tally sheet
Ballot custody and retention log
Ballot destruction record

Division Two

Finance

Budget, financial oversight, chapter fundraising 3 committees

Develops the annual budget for Sigma Sigma Chapter. Presents the budget first to the Executive Committee prior to the first meeting of the year for input and suggestions, then to the chapter at the September meeting or the first business meeting of the year, whichever comes first. Makes recommendations for budget adjustments for chapter approval as the need arises throughout the year.

Chair Soror LaShia Ranson Tamiochus chairs by office

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Who serves

Minimum three (3) and maximum five (5) persons.
The Tamiochus and the Grammateus are members by office.
Chaired by the Tamiochus, fixed by the Bylaws, not appointed.
Financial members in good standing.
Ten percent (10%) of the annual local budget is set aside as contingency (Art. VIII §6).

What it delivers

Annual operating budget for the sorority year
Draft budget reviewed by the Executive Committee before the first meeting
Budget presented for chapter approval in September
Ten percent contingency set-aside reflected
Committee line-item requests reviewed and consolidated
Mid-year budget adjustment recommendations as needed

Chair

The Tamiochus, by office (Art. VII §6)

Annual cycle

Summer	Collect committee line-item budget requests.	Committees
Before first meeting	Present the draft budget to the Executive Committee for input.	Executive Committee
September	Present the budget to the chapter for approval.	Chapter
September 20	Local dues due to the Grammateus, budget assumptions confirmed.	Grammateus
As needed	Recommend budget adjustments for chapter approval.	Chapter
Monthly	Written committee report.	Chapter
June	Proposed budget for the next sorority year at the annual meeting (Art. V §3).	Chapter

Reports owed

Monthly committee report
Annual operating budget
Budget adjustment recommendations
Proposed budget for the next sorority year, June

Forms used

Committee line-item budget request form
Annual budget worksheet
Budget adjustment request
Prior-year actuals comparison

Provides ongoing financial oversight between budget cycles. Monitors spending against the approved budget, reviews committee expenditure requests, supports the Tamiochus and Grammateus on internal controls and monthly reconciliation, and prepares the chapter for the biennial audit. Distinct from the Budget Committee, which plans the annual budget; Finance monitors execution of it.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus.
Financial members in good standing.
Members who handle funds or sign vouchers are disqualified from later Auditing service (Art. VII §5).
Coordinates with, but does not replace, the Tamiochus and Grammateus.

What it delivers

Monthly budget-to-actual variance review
Review of committee expenditure and advance requests
Internal control recommendations to the financial officers
Audit readiness, documentation complete by March 1 of the audit year
Self-supporting review of planned activities under Standing Rule 5
Sixty-day reimbursement compliance tracking

Chair

Appointed by the Basileus

Annual cycle

Monthly	Review budget-to-actual variance against the approved budget.	Chapter
Monthly	Confirm reconciliation between the Grammateus and Tamiochus is current.	Financial officers
Ongoing	Review committee expenditure and advance requests.	Basileus / Chapter
Ongoing	Track sixty-day reimbursement submissions.	Grammateus
By March 1	Confirm audit documentation is complete and retrievable.	Auditing Committee
As needed	Recommend budget adjustments to the Budget Committee.	Budget Committee
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report with variance summary
Internal control recommendations
Audit readiness confirmation
Annual committee report

Forms used

Budget-to-actual variance worksheet
Expenditure request review checklist
Reimbursement aging log
Audit readiness checklist

Develops and executes chapter-approved fundraising activities supporting chapter operations, programs, and activities. Proposes each activity with a line-item budget for approval by the body before funds are spent or solicited, maintains financial controls, documents all revenue and expenses, submits proceeds to the Tamiochus, and reports results to the chapter.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus.
Coordinates closely with the Tamiochus, Grammateus, and Budget Committee.
Financial members in good standing.
Chapter fundraising receipts are NOT tax-deductible, no donor may be told otherwise.

What it delivers

Annual fundraising plan with revenue targets
Line-item budget for each activity, approved before launch
Self-supporting analysis for every planned activity
Sponsor and vendor agreements routed for approval
Revenue and expense documentation for each activity
Proceeds submitted to the Tamiochus with post-activity reporting

Chair

Appointed by the Basileus; coordinates with the Tamiochus

Annual cycle

Summer	Build the annual fundraising plan and submit line-item requests to the Budget Committee.	Budget Committee
September	Fundraising plan reflected in the approved chapter budget.	Chapter
Before each activity	Line-item budget approved by the body. Self-supporting test applied.	Chapter
At each activity	Track revenue and expenses; collect and secure all funds.	Committee
After each activity	Submit proceeds to the Tamiochus; report results and any advance received.	Tamiochus / Chapter
Within 60 days	Submit reimbursement receipts.	Grammateus
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Post-activity revenue and expense report
Report on any advance received
Annual committee report

Forms used

Fundraising activity proposal with line-item budget
Self-supporting projection worksheet
Event planning sheet
Sponsor and vendor agreement routing form
Revenue reconciliation and deposit record

Division Three

Membership and Sisterhood

Recruitment, retention, member care, affiliates 4 committees

The chapter’s membership development body. Conducts recruitment, retention, and reactivation activities; implements the T.O.R.C.H. program; and maintains an updated roster of T.O.R.C.H.-certified members. Under Standing Rule 12, Sigma Sigma holds intake twice yearly when viable candidates are interested. Works from the financial-member roster the Grammateus provides monthly.

Requires both T.O.R.C.H. I and T.O.R.C.H. II.

Chair Soror Tosha McNeil-Hawkins First Anti-Basileus chairs by office

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Who serves

Minimum three (3), maximum five (5) members.
Chaired by the First Anti-Basileus, fixed by the Bylaws, not appointed.
All Anti-Basilei serve by office and count toward the limit; membership expands if they push it past five.
Financial members in good standing with current T.O.R.C.H. certification.
Confidentiality is a condition of service.

What it delivers

Two intake cycles per sorority year when viable candidates are interested
Rolling candidate interest list, carried between cycles
New member education and orientation, with the First Anti-Basileus as Educational Director
Reclamation and reactivation outreach to lapsed and inactive Sorors
T.O.R.C.H.-certified roster, reconciled against the full membership
Transfer and reactivation onboarding, dues deadlines, committee placement
Annual membership plan and intake calendar
Line-item budget request for membership activities

Chair

First Anti-Basileus. Also Educational Director for new members

Annual cycle

August	Membership plan and intake calendar built for the Executive Committee calendar review.	Executive Committee
September	Budget request in the annual budget. Committee assignments confirmed, every Soror on at least two.	Chapter
September 20	Local dues deadline. Support the Grammateus on delinquency follow-up and reclamation.	Grammateus
Fall	T.O.R.C.H. certification window, officers certify within 90 days of the WR Fall Area 1 Meeting.	Basileus
Monthly	Written report. Reconcile the T.O.R.C.H. roster against the financial-member roster.	Chapter
Per cycle	Intake process, candidate eligibility verification, and new member education.	Chapter / National
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Annual committee report, June
T.O.R.C.H. certification roster, ongoing
Intake cycle summary to the Basileus

Forms used

Committee plan with goals and measures
Intake calendar
Line-item budget request
Event planning sheet, each activity
Sign-in and service hour records
Candidate interest list, confidential

Responsible for acknowledging members’ birthdays and times of bereavement. Keeps track of the health and welfare and of life celebratory events of Sorors, promotions, elections to public office, births, and similar milestones, and updates the chapter as deemed necessary. Follows the hospitality and courtesy guidelines in Standing Rule 11.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members under the general rule.
Chair appointed by the Basileus; supported by the Anti-Grammateus and Chaplain.
Financial members in good standing.
Discretion and confidentiality are conditions of service.
Distinct from Chapter Recognition, which administers formal chapter awards.

What it delivers

Chapter birthday and milestone calendar, maintained
Bereavement acknowledgments per Standing Rule 11
Hospitalization and health-and-welfare follow-up
Graduation and life celebration acknowledgments
Coordination with families during bereavement
Courtesy budget line request and receipts within sixty days

Chair

Appointed by the Basileus. Coordinates with the Anti-Grammateus and Chaplain

Annual cycle

Summer	Build the annual courtesy calendar and submit the line-item budget request.	Budget Committee
September	Courtesy budget line reflected in the approved chapter budget.	Chapter
Ongoing	Acknowledge birthdays, bereavement, hospitalization, and milestones.	Members
Monthly	Health and welfare update to the chapter as deemed necessary.	Chapter
Within 60 days	Submit reimbursement receipts for courtesy expenditures.	Grammateus
Note	Death of a member: the Grammateus notifies National Headquarters within 10 days (Art. IV §19p).	Grammateus
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Health and welfare updates as needed
Annual committee report
Courtesy expenditure summary

Forms used

Birthday and milestone calendar
Bereavement and hospitality checklist, Standing Rule 11
Courtesy request intake form
Reimbursement receipt log

Recognizes and engages the chapter’s long-tenured membership, honoring sustained active service to Sigma Sigma Chapter and long-standing membership in Sigma Gamma Rho Sorority, Inc. Coordinates recognition, institutional memory, mentorship of newer Sorors, and participation pathways appropriate to this membership.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus.
Financial members in good standing.
Eligibility thresholds for Cultured Pearls status are pending definition by amendment.
If the designation carries a dues benefit, Article VIII, Section 7 must be reconciled.

What it delivers

Roster of members meeting the tenure criteria
Recognition program for long-tenured members
Mentorship pairings with newer Sorors
Institutional memory contributions to History & Archives
Recommended eligibility criteria for the Bylaw Committee
Line-item budget request for recognition activities

Chair

Appointed by the Basileus

Annual cycle

Summer	Build the annual plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Early term	Recommend eligibility criteria to the Bylaw Committee for amendment.	Bylaw Committee
Ongoing	Maintain the tenure roster and coordinate mentorship pairings.	Committee
Annually	Recognition program for long-tenured members.	Chapter
Ongoing	Contribute oral history and archival material.	History & Archives
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Recommended eligibility criteria to the Bylaw Committee
Annual committee report

Forms used

Tenure roster
Recognition program planning sheet
Mentorship pairing record
Event planning sheet
Line-item budget request

Not a committee. Convenes the chapter’s advisors to align calendars, chaperone coverage, youth-protection compliance, transition of graduating youth, and reporting across the affiliate and undergraduate groups. Each advisor retains her own bylaws duties and continues to make her own monthly report to the chapter.

Chair Not yet appointed Appointed by the Basileus

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Who serves

Composed of the Philo Advisor, Rhoer Advisor, Rhosebud Advisor, and each Anti-Basileus serving as an undergraduate adviser.
Convened by the advisors themselves; no chair is appointed.
Each advisor retains her individual bylaws duties and reporting obligations.
The Rhosebud Advisor and Undergraduate Advisor Apprentice have no ratified duty sections.
Youth-protection requirements apply to all members working directly with youth.

What it delivers

Aligned calendar across Philo, Rhoer, Rhosebud, and undergraduate groups
Chaperone coverage plan for conferences and Boulés
Youth-protection and consent compliance confirmation
Transition plan for graduating Rhoers to supervised undergraduate chapters
Transition plan for graduating undergraduates to alumnae chapters
Undergraduate rosters and calendars shared with the Basileus and Regional UCC

Chair

Rotates among the advisors, or as the Basileus directs

Annual cycle

August	Align affiliate and undergraduate calendars for the chapter calendar.	Executive Committee
Fall	Obtain undergraduate rosters and calendars; share with the Basileus and Regional UCC.	Basileus / Regional UCC
Before each event	Confirm chaperone coverage, consents, and youth-protection compliance.	Committee
Monthly	Each advisor makes her individual report to the chapter.	Chapter
Spring	Coordinate transition of graduating Rhoers and Rhosebuds.	Undergraduate advisers
Spring	Encourage graduating Sorors to transfer to the nearest alumnae chapter.	Membership Committee
As required	Regional and national affiliate reports.	Regional / National

Reports owed

Individual monthly advisor reports to the chapter
Regional and national affiliate reports as requested
Chaperone coverage confirmations
Annual reports for each advisor office

Forms used

Combined affiliate and undergraduate calendar
Chaperone assignment sheet
Parental consent and media release forms
Youth activity planning sheet
Undergraduate roster and calendar transmittal

Division Four

National Programs

The five national program thrusts 6 committees

The umbrella committee for the chapter’s national program work. Proposes national program activities for the year, presents a program of events for chapter approval at the September meeting and at other times as the need arises, and makes every effort to implement the national program thrusts of Sigma Gamma Rho Sorority, Inc. Each national program operates under this committee with its own Programs Lead.

Chair Dr. Darlesh Horn Programs Coordinator chairs by office

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Who serves

At least three (3) members under the general rule.
The Epistoleus serves as a member by office (Art. VII §7).
Chaired by the Programs Coordinator, appointed by the Basileus.
The five Programs Leads report through this committee.
Financial members in good standing.

What it delivers

Annual program of events approved by the chapter in September
Master program calendar across all five national programs
Consolidated program reporting to the chapter
Coordination of Sigma Week, Rhomania, and the National Youth Project
Outcome tracking and required documentation
Consolidated line-item budget across the national programs

Chair

The Programs Coordinator, appointed by the Basileus

Annual cycle

August	Build the master program calendar for the Executive Committee calendar review.	Executive Committee
September	Present the program of events for chapter approval.	Chapter
September	Consolidated program budget in the approved chapter budget.	Chapter
Monthly	Written committee report consolidating the Programs Leads.	Chapter
As the need arises	Present additional program activities for chapter approval.	Chapter
Ongoing	Track outcomes and submit chapter, regional, and national documentation.	Regional / National
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly consolidated program report
Program of events for chapter approval, September
Outcome and participation reporting
Annual committee report

Forms used

Master program calendar
Program of events proposal
Consolidated line-item budget request
Event planning sheet, each activity
Outcome and participation tracking sheet

Provides school supplies and educational support to students and families as part of the national Operation Big Book Bag initiative. Organizes drives, purchasing, packing, distribution, volunteer assignments, and school and community partnerships. Tracks inventory, distribution counts, and outcomes for chapter, regional, and national reporting.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Programs Lead appointed by the Basileus.
Storage capacity, transportation, or school-partnership access is helpful.
Financial members in good standing.
Reports through the National Program Committee.

What it delivers

Annual supply drive with collection targets
School and community partnerships, approved by the chapter
Pack-out sessions with volunteer assignments
Distribution event with sign-in and count records
Inventory log from collection through distribution
Outcome report, students served, supplies distributed

Chair

Programs Lead appointed by the Basileus. Reports through the National Program Committee

Annual cycle

Summer	Build the program plan and submit the line-item budget request.	National Program Cmte
September	Program reflected in the approved program of events and budget.	Chapter
Before school year	Collection drive; confirm school partnerships and distribution logistics.	Committee
Before distribution	Event planning sheet submitted; volunteer assignments confirmed.	National Program Cmte
At distribution	Sign-in, counts, photographs with permission.	Committee
After the activity	Outcome report and any advance reporting.	Chapter
June	Annual program report at the annual meeting.	Chapter

Reports owed

Monthly program report to the National Program Committee
Post-distribution outcome report
Inventory and distribution counts
Annual program report

Forms used

Program plan with goals and measures
Event planning sheet
Line-item budget request
Inventory and distribution log
Volunteer sign-in and service hours
Partnership approval routing form

Promotes physical, mental, emotional, and spiritual wellness through educational programs, screenings, fitness activities, and wellness resources. Plans inclusive initiatives across the program year, coordinates qualified presenters and verifies credentials before engagement, documents participation, and submits reports.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Programs Lead appointed by the Basileus.
Members with health, mental health, fitness, or nutrition credentials encouraged, credentials are not required to serve.
Financial members in good standing.
Reports through the National Program Committee.

What it delivers

Annual wellness programming calendar
Verified presenter credentials before each engagement
Health screenings and wellness resource distribution
Fitness and movement activities
Participation documentation and feedback collection
Coordination with Project Reassurance and related national thrusts

Chair

Programs Lead appointed by the Basileus. Reports through the National Program Committee

Annual cycle

Summer	Build the program plan and submit the line-item budget request.	National Program Cmte
September	Program reflected in the approved program of events and budget.	Chapter
Before each event	Event planning sheet; presenter credentials verified; approvals routed.	National Program Cmte
At each event	Sign-in, participation counts, photographs with permission.	Committee
After each event	Participation and outcome reporting.	Chapter
Monthly	Program report to the National Program Committee.	National Program Cmte
June	Annual program report at the annual meeting.	Chapter

Reports owed

Monthly program report
Post-event participation and outcome report
Presenter credential verification record
Annual program report

Forms used

Program plan with goals and measures
Event planning sheet
Line-item budget request
Presenter credential verification form
Sign-in and participation record
Photo and media release

Supports mothers, infants, and families through education, resources, donations, and community partnerships. Plans maternal and infant health education aligned with the national thrust, coordinates collection and distribution responsibly, partners with clinics and family-serving organizations subject to chapter approval, and tracks outcomes.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Programs Lead appointed by the Basileus.
Members with maternal health, doula, nursing, or social work backgrounds especially encouraged.
Financial members in good standing.
Recipient privacy is protected in all documentation and publicity.

What it delivers

Maternal and infant health education programming
Donation collection and distribution with inventory records
Clinic and family-serving partnerships, approved by the chapter
Outcome tracking that protects recipient privacy
Alignment with the national Project Cradle Care thrust
Line-item budget request for program activities

Chair

Programs Lead appointed by the Basileus. Reports through the National Program Committee

Annual cycle

Summer	Build the program plan and submit the line-item budget request.	National Program Cmte
September	Program reflected in the approved program of events and budget.	Chapter
Before each activity	Event planning sheet; partnership approvals routed.	National Program Cmte
Collection period	Collect, sort, and inventory donated items.	Committee
At distribution	Distribute responsibly; record counts without identifying recipients.	Committee
After the activity	Outcome report and any advance reporting.	Chapter
June	Annual program report at the annual meeting.	Chapter

Reports owed

Monthly program report
Post-activity outcome report
Inventory and distribution counts
Annual program report

Forms used

Program plan with goals and measures
Event planning sheet
Line-item budget request
Donation inventory log
Partnership approval routing form
Privacy-protective outcome tracking sheet

Supports water safety, swimming education, and aquatic wellness as a signature Sigma Gamma Rho national initiative. Coordinates lessons, awareness campaigns, partnerships, and participation opportunities while following safety, youth-protection, and risk-management procedures at every aquatic event.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Programs Lead appointed by the Basileus.
At least one member must hold or coordinate current water-safety or CPR certification.
Financial members in good standing.
Waivers, parental consents, and facility agreements are secured before every aquatic event.

What it delivers

Swim lesson series or water-safety programming
Water-safety awareness campaign
Aquatic facility agreements and instructor arrangements
Signed waivers and parental consents on file before participation
Risk-management confirmation at every aquatic event
National Swim1922 participation reporting

Chair

Programs Lead appointed by the Basileus. Reports through the National Program Committee

Annual cycle

Summer	Build the program plan and submit the line-item budget request.	National Program Cmte
September	Program reflected in the approved program of events and budget.	Chapter
Before each event	Facility agreement, certified instructor, waivers, and consents confirmed.	National Program Cmte
At each event	Risk-management procedures followed; sign-in and participation recorded.	Committee
After each event	Participation and outcome reporting.	Chapter
As required	National Swim1922 reporting.	National
June	Annual program report at the annual meeting.	Chapter

Reports owed

Monthly program report
Participation and outcome report
National Swim1922 reporting
Annual program report

Forms used

Program plan with goals and measures
Event planning sheet
Line-item budget request
Liability waiver and parental consent forms
Facility agreement
Certification verification record
Sign-in and participation record

Plans age-appropriate leadership, education, wellness, and empowerment programming for youth. Named in the Chapter Bylaws both as a special and ad hoc committee under Section 3 and as a National Program example under Section 7. Retains its ad hoc classification while operating as a national program under the National Program Committee, consistent with the SGRho National Bylaws.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as an ad hoc committee.
Programs Lead appointed by the Basileus.
All members working directly with youth must meet chapter and national youth-protection requirements.
Coordinates with the Rhoer Advisor and Rhosebud Advisor.
Disbands when the assignment is complete, transferring records to the Basileus.

What it delivers

Annual youth symposium, planned and delivered
Age-appropriate leadership, education, wellness, and empowerment sessions
Signed parental consents and media releases before participation
Supervision, transportation, and safety plan
Coordination with Rhoer and Rhosebud Advisors
Participation and outcome reporting; records transferred to the Basileus

Chair

Programs Lead appointed by the Basileus. Reports through the National Program Committee

Annual cycle

Summer	Build the symposium plan and submit the line-item budget request.	National Program Cmte
September	Symposium reflected in the approved program of events and budget.	Chapter
Before the event	Venue, presenters, supervision plan, transportation, and consents confirmed.	National Program Cmte
Before participation	Signed parental consents and media releases collected.	Committee
At the symposium	Supervision ratios maintained; sign-in and participation recorded.	Committee
After the event	Outcome report; records transferred to the Basileus on disbanding.	Basileus / Chapter
June	Annual program report at the annual meeting.	Chapter

Reports owed

Monthly program report
Post-symposium outcome report
Consent and supervision compliance confirmation
Annual program report

Forms used

Symposium plan with goals and measures
Event planning sheet
Line-item budget request
Parental consent and media release forms
Supervision and chaperone assignment sheet
Registration and sign-in record

Division Five

IMPACT

Scholarship, social action, recognition, awards 4 committees

Annually approves applications and determines the final recipient(s) for Sigma Sigma’s scholarship, awarded to local college-bound youth. Applications are considered on merit and need. The committee coordinates and implements fundraising strategies to help generate the scholarship fund and maintains a file on all scholarship recipients.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members under the general rule.
Chair appointed by the Basileus.
Members recuse themselves from any applicant with whom they have a personal or family relationship.
Applicant confidentiality is a condition of service, applications involve minors.
Remains a chapter committee; coordinates with the Sigma Rhose Foundation on funding.

What it delivers

Scholarship announcement, application, and published criteria
Application and official transcript collected from each candidate
Objective review and ranking, with recusals documented
Recipient determination on merit and need
Award count set against available scholarship funds
Checks requested and issued directly to recipients
Recipient files maintained
Fundraising strategies coordinated to generate the fund

Chair

Appointed by the Basileus

Annual cycle

Summer	Build the plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Fall / Winter	Announce the scholarship; distribute applications and criteria to local schools.	Community
Deadline	Collect applications and official transcripts.	Committee
Review period	Review and rank objectively; document recusals.	Committee
Award	Determine recipients; request checks; issue directly to recipients.	Basileus / Financial officers
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Recipient recommendation to the chapter
Scholarship fund status
Annual committee report

Forms used

Scholarship application and published criteria
Official transcript requirement notice
Review and ranking rubric
Recusal declaration form
Check request to the Basileus and financial officers
Recipient file record

Educates and mobilizes Sorors and the community regarding civic engagement, voter participation, public policy, and social justice, consistent with the chapter’s purpose of addressing concerns that impact society educationally, civically, and economically. Plans nonpartisan voter education and registration activities and monitors legislation relevant to the national program thrusts.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Lead appointed by the Basileus.
Members must be able to maintain strict nonpartisan practice in the chapter’s name.
Financial members in good standing.
Housed in IMPACT rather than the Foundation because of 501(c)(3) lobbying limits.

What it delivers

Nonpartisan voter education and registration activities
Civic engagement programming for Sorors and the community
Legislative monitoring relevant to the national program thrusts
Chapter approval secured before any position, endorsement, or coalition
Participation and outcome documentation
Line-item budget request for program activities

Chair

Lead appointed by the Basileus

Annual cycle

Summer	Build the program plan and submit the line-item budget request.	Budget Committee
September	Program reflected in the approved chapter budget and program of events.	Chapter
Before each activity	Event planning sheet; nonpartisan review; approvals routed.	Basileus / Chapter
Election periods	Voter education and registration activities.	Community
Ongoing	Legislative monitoring and reporting to the chapter.	Chapter
After each activity	Participation and outcome reporting.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Legislative monitoring updates
Post-activity participation report
Annual committee report

Forms used

Program plan with goals and measures
Event planning sheet
Line-item budget request
Nonpartisan review checklist
Position or coalition approval routing form
Sign-in and participation record

Administers the chapter’s in-house awards. Maintains award criteria and nomination timelines, issues the call for nominations, receives and reviews submissions, selects chapter award recipients, and coordinates presentation at chapter functions. Forwards award documentation to History & Archives for the permanent record.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus.
Members recuse themselves from consideration of any nominee personally or family known.
Financial members in good standing.
Distinct from Courtesy: Courtesy acknowledges personal life events; Recognition administers formal awards.

What it delivers

Published chapter award criteria and nomination timeline
Call for nominations issued to the membership
Nominations received, logged, and reviewed objectively
Chapter award recipients selected, with recusals documented
Awards presented at chapter functions
Award documentation forwarded to History & Archives

Chair

Appointed by the Basileus

Annual cycle

Summer	Build the plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Announced	Publish award criteria and issue the call for nominations.	All members
Deadline	Close nominations; log all submissions.	Committee
Review	Review objectively; document recusals; select recipients.	Committee
Presentation	Present awards at a chapter function; forward documentation.	Chapter / History & Archives
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Recipient recommendation to the chapter
Award documentation to History & Archives
Annual committee report

Forms used

Award criteria document
Nomination form
Nomination log
Review rubric and recusal declaration
Event planning sheet, presentation
Line-item budget request

Pre-screens applications for Western Region and international awards and recognition. Tracks regional and national award categories, criteria, and submission deadlines; verifies applicant eligibility against the governing documents; assembles, reviews, and strengthens nomination packets before submission; and forwards vetted submissions on behalf of the chapter.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus.
Writing, editing, and documentation skills strongly preferred.
Financial members in good standing.
Screens and prepares, it does not select. Regional and international selection rests with those bodies.

What it delivers

Calendar of Western Region and international award deadlines
Eligibility verification for each candidate and for the chapter
Assembled and reviewed nomination packets
On-time submission with confirmation of receipt
Record of submissions and outcomes
Coordination with Chapter Recognition and History & Archives for supporting material

Chair

Appointed by the Basileus

Annual cycle

Summer	Build the award deadline calendar and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Ongoing	Track regional and national award categories, criteria, and deadlines.	Committee
Before each deadline	Verify eligibility; assemble and review the nomination packet.	Committee
At deadline	Submit on behalf of the chapter; confirm receipt.	Western Region / National
After results	Report outcomes to the chapter; file the record.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Award deadline calendar
Submission and outcome record
Annual committee report

Forms used

Regional and international award deadline calendar
Eligibility verification checklist
Nomination packet assembly checklist
Submission confirmation record
Line-item budget request

Division Six

Communications and Legacy

Brand, communications, chapter history 3 committees

Maintains brand consistency across everything the chapter publishes. Produces graphics and marketing materials, uses only approved logos, colors, and marks, follows Sorority branding and trademark requirements, and obtains authorization before anything is published under the chapter’s name. Supports the Epistoleus in preparing conference display materials for regional conferences and the Boulé.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus; supports the Epistoleus.
Design, layout, or marketing skills helpful.
Financial members in good standing.
Only approved logos, colors, and marks may be used.

What it delivers

Chapter brand standard and approved asset library
Templates for flyers, programs, and social graphics
Marketing materials for chapter activities and programs
Brand compliance review before publication
Conference display materials for regional conferences and the Boulé
Line-item budget request for printing and design

Chair

Appointed by the Basileus; supports the Epistoleus

Annual cycle

Summer	Build the plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Ongoing	Produce materials on request; review committee materials for brand compliance.	Committees
Before publication	Route materials for authorization through the Epistoleus.	Epistoleus
Before conferences	Prepare display materials for regional conferences and the Boulé.	Epistoleus
Monthly	Written committee report.	Chapter
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Brand compliance review log
Annual committee report

Forms used

Brand standard document
Design request intake form
Brand compliance review checklist
Print and design budget request
Approved asset library index

Supports digital communications, approved social media, technology platforms, the chapter website, and the newsletter. Assists the Epistoleus with editing and publishing the chapter newsletter, maintaining the chapter website, and preparing news releases of chapter activities for news media. Maintains the chapter’s videoconferencing and shared-drive platforms used for meetings and officer reporting.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus; supports the Epistoleus.
Financial members in good standing.
No platform or account is held by a single member without a documented backup.
Aurora submissions must be cleared with the Basileus before they are made.

What it delivers

Chapter newsletter, supporting the Epistoleus
Chapter website maintained with monthly updates
Approved social media presence with a posting calendar
Chapter platforms maintained, videoconferencing, shared drive, email addresses
Documented backup access for every chapter account
News releases of chapter activities prepared for media

Chair

Appointed by the Basileus; supports the Epistoleus

Annual cycle

Summer	Build the communications plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Monthly	Website updated; social media calendar executed.	Epistoleus
Quarterly	Chapter newsletter produced and distributed.	Chapter
Before posting	Authorization obtained; privacy and media policies applied.	Epistoleus / Basileus
Ongoing	Confirm backup access is documented for every chapter account.	Basileus
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Website and social media activity summary
Quarterly newsletter
Annual committee report

Forms used

Communications plan and posting calendar
Content submission form for committees
Account and backup access register
Photo and media release
Line-item budget request

Collects, verifies, preserves, and organizes chapter records, photographs, programs, and milestones. Supports the Epistoleus in keeping the history of the chapter current and available and in preparing the completed copy of chapter history for her term of office, which is reproduced for the Regional and Grand Epistoleus and for the chapter’s permanent files.

Chair Not yet appointed Appointed by the Basileus

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Who serves

At least three (3) members; two constitute a quorum as a special committee.
Chair appointed by the Basileus; supports the Epistoleus.
Long-tenured Sorors and those with archival, research, or publishing experience encouraged.
Financial members in good standing.
Coordinates with the Anti-Grammateus, custodian of all chapter records.

What it delivers

Organized chapter archive, physical and digital
Archive index and catalog
Chapter history current and available, supporting the Epistoleus
Completed copy of chapter history for the term of office
Copies for the Regional and Grand Epistoleus and the permanent files
Permissions on file for photographs and personal accounts

Chair

Appointed by the Basileus; supports the Epistoleus

Annual cycle

Summer	Build the plan and submit the line-item budget request.	Budget Committee
September	Budget line reflected in the approved chapter budget.	Chapter
Ongoing	Collect, verify, catalog, and digitize chapter materials.	Committee
Before publication	Verify against approved minutes; obtain permissions.	Anti-Grammateus
End of term	Completed chapter history prepared for the term of office.	Epistoleus
End of term	Copies to the Regional and Grand Epistoleus and the permanent files.	Regional / Grand Epistoleus
June	Annual committee report at the annual meeting.	Chapter

Reports owed

Monthly committee report
Archive index and accession log
Completed chapter history for the term
Annual committee report

Forms used

Archive accession and catalog form
Photograph and personal account permission release
Fact verification checklist against minutes
Digitization log
Line-item budget request

Division Seven

Sigma Rhose Foundation

A separate 501(c)(3) entity 4 committees

Governs the Sigma Rhose Foundation independently of the chapter, holding its own accounts, records, and reporting obligations under nonprofit, charitable solicitation, and IRS requirements. Foundation funds, accounts, and records are never commingled with chapter funds. The chapter’s own financial reporting obligations under Article VIII, Section 5 remain separate and unaffected.

Elected chapter officers may not serve on the Foundation Board. The Foundation is a separate 501(c)(3) and its board must remain independent of chapter leadership.

Chair Pending Appointed by the Foundation Board

Who serves

Governed by its own board of directors under the Foundation’s governing documents.
Not a chapter committee and not subject to Article VII composition rules.
Holds its own bank accounts, records, and filings.
Uses its own email domain, not the chapter domain.
Formal board formation is in progress.

What it delivers

Formal board formation and governing documents
Separate bank accounts and financial records
Annual IRS and charitable solicitation filings
Grant approvals with documented charitable use
Foundation domain and email infrastructure
Reporting to the chapter without commingling of authority

Chair

Foundation Board Chair

Annual cycle

Formation	Complete board formation, governing documents, and account establishment.	Foundation
Annually	Approve the Foundation budget and program plan.	Foundation Board
Ongoing	Approve grants; document charitable use for every disbursement.	Foundation Board
Annually	IRS and charitable solicitation filings.	IRS / State
Ongoing	Maintain strict separation from chapter funds, accounts, and records.	Foundation
Periodically	Report Foundation activity to the chapter for information.	Chapter

Reports owed

Annual IRS filing
Charitable solicitation registration and renewals
Annual Foundation report
Grant disbursement records

Forms used

Foundation governing documents
Grant agreement template
Charitable use documentation
Board minutes and resolutions
Donor acknowledgment letters

Establishes and administers the Sigma Rhose Foundation’s own scholarship program, with its own criteria, application, review process, and award decisions, funded from Foundation dollars. Separate and distinct from the chapter’s scholarship under Article VII, Section 12, which the Scholarship Committee administers in the IMPACT Division.

Chair Pending Appointed by the Foundation Board

Who serves

Appointed by and reports to the Foundation Board.
Not a chapter committee and not subject to Article VII composition rules.
The same Soror should not chair both this committee and the chapter Scholarship Committee.
Applicant confidentiality is a condition of service.
Awards are funded and disbursed from Foundation accounts.

What it delivers

Foundation scholarship criteria and application
Published application cycle and deadlines
Objective review and ranking with recusals documented
Recipient recommendations to the Foundation Board
Awards disbursed from Foundation accounts
Foundation recipient files, separate from chapter records

Chair

Appointed by the Foundation Board

Annual cycle

Formation	Establish criteria, application, and review process; Board approval.	Foundation Board
Annually	Announce the scholarship and open the application cycle.	Community
Deadline	Collect applications and supporting documentation.	Committee
Review	Review and rank objectively; document recusals.	Committee
Award	Recommend recipients; Board approves; Foundation disburses.	Foundation Board
Ongoing	Maintain records separate from the chapter scholarship program.	Foundation

Reports owed

Recipient recommendations to the Foundation Board
Scholarship fund status
Annual Foundation scholarship report

Forms used

Foundation scholarship application and criteria
Review and ranking rubric
Recusal declaration form
Award disbursement authorization
Recipient file record

Delivers educational programming and training aligned with the Foundation’s charitable purpose. Operates on Foundation authority and Foundation funds, and reports to the Foundation Board rather than to the chapter.

Chair Pending Appointed by the Foundation Board

Who serves

Appointed by and reports to the Foundation Board.
Not a chapter committee and not subject to Article VII composition rules.
Programming must align with the Foundation’s stated charitable purpose.
Funded from Foundation accounts.

What it delivers

Annual educational programming plan aligned with charitable purpose
Qualified presenters with verified credentials
Program delivery with registration and participation records
Charitable impact documentation for Foundation reporting
Foundation-funded program budget with Board approval

Chair

Appointed by the Foundation Board

Annual cycle

Annually	Build the programming plan and budget; Board approval.	Foundation Board
Before each program	Confirm presenters, credentials, venue, and materials.	Committee
At each program	Registration, sign-in, and participation records.	Committee
After each program	Participation and charitable impact reporting.	Foundation Board
Annually	Annual programming report supporting Foundation filings.	Foundation Board

Reports owed

Program participation and impact reports
Annual programming report to the Foundation Board
Budget-to-actual reporting

Forms used

Programming plan and calendar
Presenter credential verification
Registration and sign-in records
Charitable impact documentation
Foundation budget request

Develops donor engagement, grant, sponsorship, and stewardship strategy for the Foundation. Proceeds go to the Foundation account. Funds raised support the Foundation’s own scholarship and education programs and may also be granted to support the Sigma Sigma Chapter scholarship program, subject to charitable use requirements.

Chair Pending Appointed by the Foundation Board

Who serves

Appointed by and reports to the Foundation Board.
Not a chapter committee. Distinct from Chapter Fundraising in the Finance Division.
Grant writing, nonprofit administration, or donor development experience strongly preferred.
All proceeds go to the Foundation account, never the chapter operating account.
Only the Foundation may issue acknowledgments of tax-deductible contributions.

What it delivers

Annual development plan with revenue targets
Grant applications researched, written, and submitted
Sponsor and donor cultivation and stewardship
All proceeds deposited to Foundation accounts
Tax-deductible acknowledgments issued by the Foundation
Grant agreements documenting charitable use where funds support the chapter scholarship

Chair

Appointed by the Foundation Board

Annual cycle

Annually	Build the development plan and revenue targets; Board approval.	Foundation Board
Ongoing	Research and submit grant applications against published deadlines.	Funders
Ongoing	Cultivate donors and sponsors; secure gifts to Foundation accounts.	Foundation
On receipt	Issue tax-deductible acknowledgments from the Foundation.	Donors
When granting to the chapter scholarship	Structure disbursement directly to recipient or institution, or under a written grant agreement.	Foundation Board
Annually	Development report supporting Foundation filings.	Foundation Board

Reports owed

Development and revenue reports to the Foundation Board
Grant submission and outcome tracking
Donor acknowledgment records
Annual development report

Forms used

Development plan with revenue targets
Grant application tracker
Donor and sponsor records
Tax-deductible acknowledgment letter template
Grant agreement template