Theta Tau Professional Engineering Fraternity
Chapter Advisory Team Manual
Contents
Introduction to the Chapter Advisory Team Model
The Mission of the Chapter Advisory Team:
The Purpose of the Chapter Advisory Team shall be to:
What Exactly is the Chapter Advisory Team
Alumni Team Structure
Chapter Advisory Teams vs. Alumni Clubs
Chapter Advisory Teams vs. House Corporations
Establishing a Chapter Advisory Team
Promoting your Chapter Advisory Team
Chapter Advisory Team Authority
Expectations of Chapter Advisory Team
How to Measure Success
Communication Expectations
Introduction to the Chapter Advisory Team Model
Around the 100th anniversary of our fraternity, several observations were made. One, we had more chapters than at any point previously in our past, yet total number of active undergraduate members remained below the 1000 member point. The second observation, each of our outstanding chapters had a well-organized alumni board supporting it, while most of our failing chapters had no alumni support or alumni who clung to the old ways of doing things. In addition, the third observation, most of our chapters were in the middle with one or two key alumni making a valiant effort, and the chapter was managing to tread water. It was at this point the concept of a Chapter Advisory Team was considered.
When each of us was initiated into Theta Tau, we took an oath—an oath that emphasized the life long bonds of brotherhood. Volunteering to give back to an undergraduate chapter is one of the simplest ways to demonstrate this life long bond and is one of the more rewarding experiences the fraternity can provide.
Alumni volunteers provide consistency and stability to the chapter over a sustained period. The average chapter turns over its membership every four years, with the chapter leadership most likely turning over in a shorter period since they tend to be upperclassmen. With an alumni volunteer outlasting this chapter and leadership turnover period, the alumni serve as the anchor to keep the chapter grounded and focused.
Chapters with engaged alumni and active advisers tend to be larger in size, more active in programming, and provide a more rewarding college experience to its membership. To a large part, this is attained by the alumni volunteer serving as the driving force pushing the chapter to success, by not accepting mediocrity, but pushing for excellence. The chapter advisory team concept pushes this advisory role to a committee rather than leaving this responsibility with an engaged alumnus who is serving as a chapter adviser.
By ensuring our undergraduate brothers receive a positive undergraduate experience, one can make the connection that they will be more involved as alumni. It has been said of the undergraduate experience, if we are of no relevance to our undergraduate brothers, we will be of no importance to them as alumni. We all know that rushing new members is the lifeblood of our fraternity; being a role model and ensuring a positive chapter experience is the lifeblood of future alumni volunteers. Today active and engaged alumni volunteers such as you are serving as the role models for future Theta Tau alumni volunteers.
Together we all will make our fraternity even greater by supporting the Chapter Advisory Team concept. The following document will outline in better detail the concept of the Chapter Advisory Team. Please contact your Regional Director if you have any questions.
The Mission of the Chapter Advisory Team
The mission of the Chapter Advisory Team is to promote and enhance the quality of membership for student, alumnus and honorary members of Theta Tau from the chapter it supports and to interact with those who are active members of local Alumni Associations.
The Purpose of the Chapter Advisory Team
- Serve in an advisory capacity by providing guidance to the chapter officers through mentoring, regular meetings, and facilitating smooth transitions during a change in chapter officers.
- Improve the quality of the membership experience for each brother.
- Enhance communications amongst the chapter, alumni and other associated groups.
- Facilitate the sharing of ideas, resources and activities amongst the chapter, alumni, and other associated groups.
- Provide leadership in direction and approach to improve operations and sustain a healthy chapter.
- Advise the chapter on matters of proper chapter operations such as new member recruitment, finances, goal setting, and conflict resolution.
- Improve the perception and understanding of Theta Tau to our membership, and academic and professional communities.
- Demonstrate that membership in Theta Tau is for a lifetime.
What Exactly is the Chapter Advisory Team
The advisory team will provide ongoing assistance to the chapter in a proactive manner. This concept is based on the idea that theAdvisory Team will consist of several members. Having multiple board members eases the burden by eliminating the long practiced one chapter, one adviser model. Now the workload and time commitment will be spread across many, and the quality of support will increase.
Each person serving on the Advisory Team shouldhave an undergraduate executive board position assigned to mentor. It is expected the alumni and undergraduate officer will communicate at least once per month and during key times of importance, such as the start of the term or prior to a goal setting session.
The mentor will work with the mentee to establish goals, evaluate progress, and provide support and encouragement. Use whatever means works best to establish and maintain this communication, face to face, phone or emails, online chats, etc.
There is no boiler plate set of rules beyond the expectations that you meet regularly with the chapter and your assigned person. It is expected that you will advise them in a manner that is in the best interest of the chapter and Theta Tau; work with the undergraduate chapter periodically to assess their expectations, strengths, weaknesses and opportunities to improve where needed.
Your job is also much more than working with the undergraduate to help improve overall operations. Your job is to serve as a role model, a mentor to the chapter and to a brother, and help them become better persons, a better leaders, better alumni and helping them as they prepare to transition to life after graduation.
Chapter Advisory Team Structure
An established advisory team will consist of multiple engaged and interested volunteers from local alumni clubs, faculty, parents, the chapter house corporation, local chapter alumni, and alumni from other chapters. The Chapter Advisory Team is an oversight board, and it is expected that the CAT will have regular meetings or communications to discuss the chapter and identify any issues, opportunities, and successes. The Chapter Regent shall be included so the chapter is represented and has a voice.
A volunteer to the Chapter Advisory Team is expected to serve for a one-year commitment. Unless the Grand Regent/Executive Director receives an update, appointees will be reappointed in the fall of the next year. There is no maximum length of time that an alumnus can volunteer. Once established, each Chapter Advisory Team should annually select from amongst the recognized volunteers a Chapter Director (senior adviser). This chairperson will serve as the point of contact for communications from the Central Office or Regional Director.
The chapter will still be required to maintain a faculty adviser to be a liaison with the college or university. As the level of involvement between faculty advisers and chapters varies greatly, it is difficult to establish specific responsibilities for this position. The faculty adviser is an exofficio member of the Chapter Advisory Team, and it is expected that he be copied on all agendas, minutes, emails and issues. It will be left to the individual faculty adviser to establish his/her own level of involvement.
The Regional Director is an exofficio member of the Chapter Advisory Team and needs to be copied on all agendas, minutes, emails and issues. Regional Directors have responsibility over all Chapter Advisory Teams in their area. It is expected that the Regional Director and the Chapter Advisory Team chairperson will maintain regular communications to provide an update on the status of the chapter, identify and specific issues, strengths, weaknesses, recommendations, and if a visit is needed or interventions from Central Office. The Regional Director with approval from the Grand Regent can remove any volunteer from the Chapter Advisory Team with justifiable cause.
From time to time the Executive Director will send “reminders” to the advisory team about upcoming items to be submitted or missing items such as dues, annual report, and attendance registration for Convention, Regional meetings, leadership academy. It is expected that the Chapter Advisory Team will help facilitate the timely submission of said items to the Central Office / Executive Director.
Chapter Advisory Teams vs. Alumni Clubs
One of the more significant differences between an Alumni Club and a Chapter Advisory Team is that an alumni club is organized to serve an alumni base, while Chapter Advisory Teams are organized to support individual chapters.
Alumni Clubs serve a group of alumni by organizing events intended to foster alumni relations and networking.
A Chapter Advisory Team supports only one chapter, primarily focusing on the undergraduate chapter, but once established it may be beneficial to begin supporting a chapter base group of alumni though programming and events to bolster the volunteer base and demonstrate that brotherhood is for a lifetime.
Chapter Advisory Teams vs. House Corporations
These are two distinctly separate bodies with different yet related purposes. It is in the best interest of both organizations to see the chapter prosper. However, the goal of the CAT must remain to support the chapter and support our undergraduate members.
The House Corporations focus is either to operate a chapter house or to encourage alumni to contribute to one day obtaining a house. If your chapter has a functioning House Corporation and establishes a Chapter Advisory team, each should have a representative from the other join as a standing position on their boards.
Both groups will be communicating with alumni, and it is essential that both boards present not only a unified front, but also minimize duplicated efforts where feasible.
Establishing a Chapter Advisory Team
What are the next stepsnecessary to start a Chapter Advisory Team for your chapter or a chapter in your area?
- Locate at least one key alumnus for the chapter who can serve as a key point of contact.
- Distribute to alumni near the chapter a blind solicitation for participation on the Chapter Advisory Team.
- Meet with the chapter’s current appointed faculty adviser and determine if they are interested in becoming a part of this initiative.
- Once you have a team pulled together, present the concept to the chapter and interested alumni who responded to your solicitation mailing.
- Schedule an information meeting where the key contact and, if possible a Regional Director or a representative of the National Executive Board of Directors, meets with the chapter and interested alumni to present the Chapter Advisory Team Concept to this group, outline roles and responsibilities, and establish the chapter based group.
- The new group will need to start holding regular Chapter Advisory Team meetings. Make sure to involve the chapter Regent in these meetings.
- To be recognized as a Theta Tau Chapter Advisory Team, a list of all volunteers on the advisory team and contact information must be submitted to the Executive Director at the Theta Tau Central Office for approval by the Grand Regent. Use the adviser recommendation form located on the fraternity’s web site.
- Meet with the chapter to review current status and goals and establish goals for the advisory team.
- Establish regular communications with the chapter. Copy the Regional Director on all relevant communications.
Promoting your Chapter Advisory Team
Getting volunteers to fill the Chapter Advisory Team is actually a simple task –ASK.
Start with making a list of possible candidates:
- Active alumni from the chapter
- Alumni from other chapters in your area
- Suggested volunteers from the Regional Director
- Recent graduates or seniors who will soon be graduating
- Parents of chapter members
- Members of the faculty or university in your area
Once you have your list pulled together, prepare a letter with details of the Chapter Advisory team. Request that they respond if interested and invite them to an informational meeting where the concept can be presented in greater detail, then ask them to join with you in supporting our undergraduate chapters.
Once you have assembled a group, start to work on growing your team. Have the new members ask others they feel might be able to help the team. Invite these people to a future meeting and ask them to join your cause.
Through regular communications with the chapter, you will begin to establish relationships with new graduates—besure to get these brothers involved. Alumnus status should be seen as a natural transition of volunteering, not as an end to one’s membership in Theta Tau. Do not forget to publish updates and requests for help in the chapter newsletter, which is sent to all chapter alumni.
Chapter Advisory Team Authority
Once established, the Chapter Advisory Team will be the National Fraternity’s local representation at that chapter. This, as always, will be through the appointment of the Chapter Director (senior adviser) by the Grand Regent.
The role of the Chapter Advisory Team is one of mentoring and advising. Its power lies in regular communication with the Regional Director. If there are issues that need to be addressed, reporting said to the Regional Director for action is the proper procedure. In accordance with the Constitution and By-Laws of Theta Tau Fraternity, only the Grand Regent has the authority to suspend an individual, but a CAT may recommend such action to a Regional Director, and said may then be forwarded onto the Grand Regent for approval.
There is authority inherent simply in that the Chapter Advisory Teams are an extension of the national fraternity, however it is more—itis respect. The advisory team is given power by having responsibility over the chapter, but it is not this alone that gives the CAT power. It is through mutual respect between chapter and advisory team that the real power comes. It is key to understand that it is the alumni role to advise, mentor, help, and suggest, but not to be the dictator or disciplinarian who negatively impacts the chapter. The chapter must be allowed to experiment, grow, fail, and learn with you (the Chapter Advisory Team) keeping the chapter focused on goals, opportunities, and potential.
Expectations of Chapter Advisory Team
It is expected that a Chapter Advisory team first will improve the chapter and its operations, and secondly, with time, yield a stronger alumni base.
The Chapter Advisory team shall:
- Have regular presence at chapter meetings (attend one per month)
- Encourage participation of the chapter in the advisory team meetings
- Involve/communicate with the faculty advisory
- Emphasize a balance between social & professional and increase GPA
- Teach planning and goal setting skills to improve chapter operations
- Stress service to campus and involvement with the college of engineering
- Encourage chapter to become more active in campus
- Work with chapter members to improve the professional image on campus
- Increase the quality of the brotherhood experience thru programming
- Ensure a higher initiation rate and retention rate of initiated members
- Educate on the significance and ease of year round recruitment
- Promote the chapter to be more involved at a national and regional level
- Demonstrate to undergraduates that Theta Tau is a Lifetime commitment
- Generate more volunteers to serve at a regional and national level
- Increase donations to the educational foundation through a chapter endowment fund
- Provide periodic chapter updates to the Regional Director
How to Measure Success
There is no golden ruler to measure your success. Is the Chapter Advisory Team still functioning? Are they meeting with the chapter and their mentees? Is the group regularly communicating amongst themselves and including the Regional Director? Has the Chapter Advisory Team grown in size? Has the chapter increased in Size? Has the chapter improved on its Annual Report score? If the team is having a positive impact on the chapter, then you are succeeding—congratulations!
Regardless, you should annually review your operations/performance and adjust your program accordingly. Keep up the good work, and together everyone achieves more.
Communication Expectations
When a chapter identifies a problem, there are three points of contact: