A chapter can't operate without the support of each of its individual officers and committees. These officer pages will explain the duties of each office and provide resources to ensure that you can be successful during your term.
If you hold an office that isn't listed here, please feel free to contact Sigma Chi International Headquarters for additional resources and support.
Organizing an Officer Transition Retreat
The Officer Transition Retreat is meant to bridge the gap between outgoing and incoming Undergraduate officers. The officers that should go on the retreat should be the Consul, Pro Consul, Magister, Recruitment Chairman, Risk Manager, Annotator, and Quaestor. Additional officers may attend the retreat if the Chapter deems that office as applicable, although the retreat typically is focused primarily for the Chapter’s Executive Board.
The outgoing officer should prepare a notebook or binder filled with essential operating procedures and documents. Each office will have different documents relative to the responsibility of the office. Each notebook should contain the Fraternity’s Manual, a copy of the Chapter’s by-laws, and a list of deadlines for the officer. Other pieces of information can be included as the officer sees fit. For example, the Recruitment’s notebook will contain the Manual received from Balfour Leadership Training Workshop, the Chapter’s by-laws, and a list of deadlines. In addition, it will contain contact lists for recruitment events, contacts for venues for recruitment lists, material for potential new members, and other materials that the outgoing officer believes will benefit his successor.
There are many different aspects of a retreat that will contribute to the retreat’s success. The retreat should take place somewhere away from the Chapter house. The curriculum of the retreat is subject to the Chapter Advisor. Each retreat should include two sections: S.W.O.T (?define?) analysis, and an individual breakout section.
The S.W.O.T. section will be a group discussion of the Advisor, outgoing and incoming officers. Together the Chapter will discuss the chapter’s strengths, weaknesses, opportunities, potential negatives, and areas of concern. The chapter can participate in activities that will help facilitate discussions, and create different discussion groups that help create a strategic visioning plan for the chapter. The Advisor should serve as a facilitator to the discussion, but the undergraduates should keep the discussion flowing. The role of the advisor in a S.W.O.T. analysis is to provide talking points for the undergraduates and keep them on topic.
In the breakout discussions, the outgoing officer will meet with their respective incoming officer. The outgoing officer should highlight important topics contained in his notebook. There should also be an open dialogue between the two undergraduates, discussing best practices, strategies, and challenges that come with the position. While working with the outgoing officer, the incoming officer should define and explain the reasoning for all goals that he has set for himself for the upcoming term. The incoming officer can discusses his expectations when coming into office, and develop a plan of action to achieve the goals that he has set.
After the individual sessions, the officers can meet together as a group and discuss each office’s goals and expectations for the upcoming year. It is recommended that a Ritualistic Closing is used, to formalize the retreat and reinforce the importance of the discussions.