Ceres Fraternity

Advisor’s Manual

JANUARY 2015

Ceres Fraternity Advisor’s Manual

Table of Contents

Preface ………………………………………3

A Brief History of Ceres Fraternity …………4

What is Ceres? ………………………………5-6

Organizational Structure …………………….7-8

What is the Role of the Chapter Advisor? ……9-10

Resource Appendix…………………………….11

Ceres Advisors Suggested Roles…………12-13

Ceres Year at a Glance…………………..14-15

Guidelines for the Year………………….16

Chapter Planning for the Year…………..17-21

List of Manuals…………………………..22

Services of Ceres International Fraternity.23-25

Disciplinary Procedures………………….26-30

Ceres Advisor’s Manual

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Preface

Congratulations!! The women of Ceres Fraternity have invited you to become their advisor. It is an honor to be chosen, and you can be justifiably proud. Now that they have invited you, it is your responsibility to learn the nature and scope of this office and to determine whether you will accept the honor.

In order to aid you with your decision and to assist advisors in their critically important role, this manual has been developed. It is hoped that it may help all of our advisors to approach the excellent level of service to which those affiliated with Ceres aspire.

The purpose of this manual is to outline the role of the advisor. Each Ceres Chapter represents its own character, determined by its age, number of members, quality of leadership, financial status and many other factors. But there is a character and an underlying philosophy, which is common to all Ceres Chapters. Out of this character comes the substance of the discussion to follow.

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A Brief History of Ceres Fraternity

On October 12, 1985, nineteen women were initiated as charter members of the Colorado State Chapter of Ceres International Fraternity. They were the first members of a new fraternity for women. The installation of this chapter culminated years of discussion and work by the members of FarmHouse Fraternity and by women in agriculture as, together, they established a sisterhood for women with an interest in agriculture.

The events which led to the Ceres’ birth as a recognizable fraternity rather than a women’s club took place upon two levels; a local level and at the International Board level. In the late 1970’s, board members first proposed to the International Executive Board of FarmHouse that the Board consider the establishment of women’s chapters of the Fraternity. At a local level, Andy Grant, a Colorado State FarmHouse alumnus, began working on the concept of an agriculture-based sorority in 1976. In 1978, at the Fraternity’s South Dakota State Conclave, he met with the FarmHouse International Board. During the fall of 1979, FarmHouse Women’s Club was formed at Colorado State University primarily through the efforts of Grant and Melissa Miller. On February 18, 1980, eighteen women signed a document officially dedicated to the formation of an agriculturally oriented sorority and based on the ideals of FarmHouse Fraternity.

Internationally, at the 1980 FarmHouse Conclave, a committee established and authorized by the International Board gave a report on a two-year study of the concept and proposed that two or three women’s chapters be piloted on a trial basis. Late 1980 established the pilot women’s clubs established at Colorado State University, West Virginia University and the University of Wisconsin-Madison.

At the 1984 FarmHouse Conclave, a “Proposal for the Establishment of an Agriculture Sorority” was passed unanimously. Three of the women’s groups which had been affiliated with FarmHouse as clubs or colonies (i.e. Colorado State University, University of Alberta and CalPoly-Pomona) for two years or longer indicated they wanted to participate in forming the proposed ag-related women’s fraternity. This led to formal installation of three founding chapters: Colorado State on October 12, 1985, University of Alberta on February 15, 1986 and CalPoly-Pomona on March 1, 1986. Subsequently, four more chapters were established at California State University-Fresno, Montana State University, the University of Wisconsin-Platteville and South Dakota State University. To date, chapters exist at Illinois State University, New Mexico State University, North Carolina State University, North Dakota State University, South Dakota State University, University of Kentucky, University of Wisconsin-Platteville, Western Kentucky University, and Washington State University. During its early formative years, Ceres was materially and financially supported and governed by FarmHouse Fraternity, but it has since achieved its financial independence. Since the beginning of the Ceres concept and its subsequent implementation, its relation with FarmHouse has been ever changing and dynamic. This relationship is reviewed and reported on every two years at a Biennium Conclave – a meeting of chapter and association designates, the International Executive Boards of Ceres and FarmHouse Fraternities – and is subject to constant scrutiny and modification.

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What is Ceres?

Ceres International Women’s Fraternity grew out of FarmHouse Fraternity and was formed in its image. The need for an agriculturally based women’s fraternity is rooted in these two facts:

* Women are involved in every facet of agriculture.

* Existing women’s organizations had a different focus on the social and

professional needs of young women. As a result, Ceres fulfilled a special

niche, especially for those pursuing higher education in agriculture or related

areas/fields.

For these reasons, many women felt it necessary to have their own organization with the full status of a fraternity rather than be limited to clubs or groups associated with and directed by FarmHouse. Because of the common purpose of these two organizations, Ceres has modeled its by-laws and rituals on that of FarmHouse.

To define more fully what Ceres is and should be, five attributes have been chosen to embody what the membership should aspire to achieve. They are as follows:

Commitment

Commitment is defined as “the act of doing or performing something, or a promise or pledge to do something”. Whichever definition one chooses, it represents a firm arrangement between parties. It is significant that the founders of Ceres chose “Commitment” as the first fraternal attribute. It is especially significant that the commitment is not only to the Fraternity and to the sisters, but also to oneself, for until each person learns to accept herself, she is not capable of sharing the fullness of herself with another.

Agricultural Orientation

As history clearly records, Ceres has had agricultural orientation as one of its most fundamental attributes. The Charge given at each initiation says, “ . . . the three founding women’s clubs were aware that some persons still demean the role of farmers in society. Moreover, women were not duly recognized as significant contributors to the field of agriculture.” It was with this in mind that the name Ceres was chosen to signify the membership of the organization. Ceres would indicate the pride and importance of our agricultural heritage. Ceres, the Roman goddess of agriculture, represents the importance of the role of women in agriculture. The name Ceres is one of the few non-Greek names among women’s fraternities and is proudly retained for the reasons, which led to its selection.

Leadership

In a very real sense a Ceres chapter operates both as a family unit and as a small business. It has freedom to develop the pattern of living that members as a group choose. There are responsibilities for governance of the organization (collecting and paying bills, managing a budget, operation of the house, implementing group decisions, etc.). There are programs and projects, which the chapter chooses to pursue. Each of these programs provides leadership opportunities and responsibilities. This experience as a community and working as a team for the mutual benefit of the sisterhood is a priceless experience. Members are encouraged to be selective in their activities, choosing projects of merit. Each person should be encouraged to do no more than she can do well and learn from the experience, whether working by herself or within a group setting. The emphasis is on excellence of performance. Those who set goals make progress, lay out courses of action and move in straight lines rather than circles. There is a powerful distinction between “business” and “busyness”.

Scholarship

Universities provide the atmosphere, faculty, staff, classrooms, libraries and laboratories where formal education occurs. They set the scene for the student who wishes to learn. The student enters seeking knowledge and the capacity to use this knowledge to prepare oneself for life and living, usually in some profession or specialized field. The true scholar will acquire the facts, probe the knowledge and experience of the professor, and learn to use the facts and opinions obtained in the pursuit of truth, judgement and wisdom. It is important, however, that Ceres members consider the difference between “gradesmanship” and scholarship. In an effort to preserve one’s scholastic standing, it is easy to concentrate on “getting the grade” rather than pursuing knowledge that will be valuable later.

Ceres places emphasis on excellence in scholarship. It is intended that the Ceres environment provide a “home” for the scholar as she searches and researches; that she will be strengthened in her desire to seek the ultimate and that her Ceres relationships will encourage her in her goals.

Fellowship

In its finest form, a fraternity provides a climate and laboratory for practicing the art of independent living and for learning to live well together. Fellowship is intrinsic to Ceres Fraternity. Fellowship never truly grows if it is fed on the forfeited freedoms of earnest individuals. Fellowship has its highest expression in volunteered conformity. It attains its lowest expression when likeness and uniformity are prerequisites to admission and day to day life in the chapter.

Because of its agricultural orientation, Ceres selects members with similar backgrounds, but then contributes its utmost to their development, not containment, of their full potential.

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Organizational Structure

A. Active Chapter

Ceres Fraternity offers an unequalled opportunity in self-government to its members. They select officers, in accordance with its By-Laws, establish their own rules for governing the chapter, set their own study hours, establish their own housekeeping rules and select their own members. To accomplish these things, the members elect officers who are responsible for either carrying out or delegating certain duties. The major offices and responsibilities are as follows:

President

The President presides at all meetings, provides for a Parliamentarian, enforces discipline and observance of the By-Laws, decides all questions of order and appoints numerous committees. The President shall also compose and distribute a written agenda for each meeting and distribute chapter correspondence.

Vice-President

The Vice President oversees and follows-up on all committees. She will preside at chapter meetings in the event of the President’s absence and will act as the Sergeant-of-Arms when the President presides.

Secretary

The Secretary shall keep an accurate record of all chapter proceedings. She shall maintain the Chapter Member Register as well as attendance records at regular chapter meetings. Further, she will maintain a complete file of all official correspondence.

Treasurer

The Treasurer maintains current and accurate records of all chapter finances. She furnishes all relevant information to the membership at regular chapter meetings and upon the request of the President. She will also have financial records audited by an outside entity at the end of her term.

Recruitment Chairperson

The Recruitment Chairperson organizes and executes all recruitment activities as approved by the membership. She is responsible for developing continual recruitment and exchange opportunities.

New Member/Membership Educator

The New Member/Membership Educator acts as advisor and guide in conducting the fraternity’s educational programming and closely monitors and reports progress to the fraternity’s membership. This education includes that of the advisor.

NOTE: Each chapter need not have individuals appointed to all of the offices noted but only those crucial to and in the best interest of the chapter’s development.

Committees do much of the planning, coordinating and executing of events. Typical standing committees include the Executive Committee, the Budget Committee, the Fund Raising Committee and the Advisor Search Committee. In addition, often there are ad hoc committees formed for the sole purpose of planning a single event. For additional insight on the Fraternity’s organizational structure, please see the information in the resource appendix in the back of this manual.

In addition to the duties noted, it will be the responsibility of these officers as well as the fraternity’s members to approach, educate and assist the new advisor.

B. Association

In addition to undergraduate membership, Ceres sponsor’s Associate Membership. The Ceres Association is a group of women, usually in an area where there is a Ceres chapter, colony or interest group operating on a college or university campus. The primary function of the association is to serve as a housing corporation for the chapter or colony.

The Ceres Association should also serve as an avenue for social gatherings of chapter alumnae, a chief source of alumnae fundraising and as a resource pool to assist in the organization’s ongoing development.

The following are some specific areas in which the Association should assist the organization:

* Assist in locating and securing common housing.

* Discuss membership numbers and recruitment goals.

* Make suggestions to the organization regarding prospective chapter advisors

and associate members.

* Review chapter housing needs to determine major improvements and long term

needs.

* Counsel the chapter regarding recruitment, organizational management,

financial management, etc.

What is the Role of the Chapter Advisor?

The role of the chapter advisor is as the name suggests – one who advises the chapter on issues of concern to the life and health of the group (i.e. recruitment, new member and membership education, scholarship, house management, campus activities, alumni relations, etc.). Many times the chapter will ask for specific help from the advisor, but otherwise the advisor should be available as a “sounding board” for the fraternity’s interest.

As you can see, it may sometimes be difficult to know when to advocate one’s viewpoint and when to let the membership make it’s own decisions. This is learned only with experience. As an advisor, you may be responsible for filling a variety of roles:

* Liaison between the chapter and student body.

* An interpreter of policy.

* A contact between the chapter and other entities such as university

administration, other fraternities, campus Greek council, businesses, etc.

* A resource providing history and continuity between changing chapter

leadership.

* A counselor, mediator, sounding board and friend!

The advising style of a chapter advisor varies from person to person and group to group. If you have been an advisor for more than one year, you will realize that your advising style will most likely vary from one year to the next – even within the same organization. Depending upon the student experience and motivation with whom you work, you may be asked to be very active or play a passive role. Personally, some advisors prefer to be very involved in the groups they advise by attending all meetings, helping to make the group aware of current situations, aiding in financial or programming situations, etc. Others act as a resource or sounding board for the group. This advising style appears less active but is not less important or effective. What is most important is that the advisor, chapter leaders and membership openly communicate to define your role as an advisor.

There are many benefits that can result from the advising relationship. An effective advisor can and should enjoy a sense of personal gratification as rewarding relationships are established.

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What Time Commitments is an Advisor Expected to Make?

All chapters are encouraged to have three to four advisors in place at all times. As a result, once appointed, advisors are expected to serve a three-year term serving as the primary advisor for one year of this three-year term. This is to prevent advisor “burn out” while providing the membership with consistent guidance. Chapters usually hold weekly business meetings and executive meetings when necessary. Advisors can and should rotate attendance at these meetings. Ideally, however, the primary advisor should attend all meetings insuring the group’s ongoing development. There are various other events and activities throughout the school year which may or may not be attended. The chapter members do not normally expect the advisor to attend every event but usually they should extend an invitation. Events other than weekly meetings can include fundraisers, rush activities, international office consultations, weekend retreats, etc. Regular events advisors are expected to attend include initiation and Founder’s Day.

Finally, the advisory team is encouraged to meet on a regular basis as decided amongst themselves to discuss current and ongoing advising concerns.