Chapter Start Up Guidelines

A list of alumnae in your area is included with this packet. If you have not received a list of alumnae in your area, please contact the Executive Office at 847.475.0663. Printouts are always free and so are your first two sets of labels! You can also receive your list by email!

Recruiting Charter Chapter Members

1. Five Alpha Phis can petition to start an alumnae chapter. It is best if these alumnae represent different chapters and different age groups of the area being canvassed for membership.
2. Call women on the list provided by the Executive Office. Spread the word at other volunteer meetings and or newsletters.
3. Set your first meeting

Options For Your First Contact with Potential Members

1. Send out a survey to all mailables. This could be part of a brief newsletter.
2. Host a social event, even if you have just a few names. Try having a Happy Hour mid-week after work at a local bar or restaurant. Bring balloons, a welcome sign and a sign-in sheet. Ideas for hosting a party are on pages 1.10 – 1.15 of your Idea Handbook.
3. Host a recruitment party. Have people call you to RSVP (so that you can begin to recruit them over the phone). Encourage women to invite their friends. Host an icebreaker. Get as much commitment as you can during this party.
4. If an email list is available, send out emails to generate interest and ideas.
5. Place an advertisement of your meeting in the local paper if possible.

Steps to Officially Forming the New Chapter

1. Call the meeting to order. You may want to serve refreshments or a light snack. Nametags and icebreakers are a great idea!
2. Decide on a name for the chapter. It should incorporate the name of the city, province or state in which you live. (Examples: Greater Houston, Southwest Dallas, Akron)
3. Have those attending sign the Petition. Five Alpha Phis are required to charter an alumnae chapter.
4. Distribute a survey that includes questions regarding things such as best times for meeting and specific interests. Examples of surveys can be found in the Idea Handbook on pages 1.8 and 1.9.
5. Decide on and collect local dues (usually between $20 and $30). International dues ($25 + Founders Day Pennies) are now collected by the Alpha Phi Executive Office. Checks should be made payable to the Treasurer until a bank account can be established.
6. Provide each person with a list of officer descriptions. Ask members to volunteer or nominate others for Executive Board Positions: President, Vice President Programs, Treasurer and Secretary are critical offices. If members are unwilling to commit to officer positions, you might consider running the chapter by committee and assign tasks according to interests.
7. Prepare a slate of officers based on the size of the group and elect the officers.
8. Fill out the generic bylaws and distribute copies at the next meeting or by mail.
9. Give the Treasurer the Treasurer handouts found in this packet.
10. Set up an Executive Board meeting schedule. Arrange for the location of the next two to three meetings.
11. If possible, plan one social event for the general membership.
12. Modify the generic chapter bylaws at this meeting or the next.

Immediate Next Steps

1. Secretary sends Petition, Bylaws, and Alumnae Officers form to the Alpha Phi Executive Office
2. The secretary begins a local database for interested/active members with name, phone number, email address, collegiate chapter, dues paid, special skills, husband’s name, etc. Distribute the list to the new members.
3. The Treasurer opens a bank account and deposit local dues. Account should have two signatures, but may require only one signer on checks.)
4. Treasurer or President completes IRS Form SS-4, Application for Employer Identification Number (FIEN)
5. Send out a newsletter to all mailables. (Idea Handbook pages 3.1 – 3.6) Labels are available from the Executive office at .06 each or you may receive another free list. As a new chapter, your first two sets of labels are free. Each new alumnae chapter may be reimbursed one time for up to $35 for printing and postage upon request. These monies will be reimbursed to you at the time that your chapter receives its charter. At the time of the request for reimbursement, the Chapter President must furnish all receipts associated with the costs.

• Announce the formation of the group.
• List founding members’ and officers’ names.
• Invite members to attend your first social event. Be sure to include directions to the location.
• Request local dues payment. Enclose a return envelope addressed to the Treasurer if possible.

Other Important Follow-up Information

1. Periodically the Executive Board, composed of all elected officers, should meet and evaluate the progress of the chapter. If desired, satellite or special groups (such as Moms and Tots, or Ivy Connection) can be created from the larger group. Please refer to pages 2.5 – 2.10 in the Idea Handbook.
2. The secretary or other volunteer should call the current members to remind them of upcoming events or meetings.
3. In August of each year the Alpha Phi Executive Office will send each chapter a current list of alumnae in the area included in the annual alumnae fall mailing to chapter presidents. If you do not receive this list, please call 847.475.0663. As the year goes on, please contact the Executive Office with any address changes or additions you may receive. You will also receive a list in November of all Alpha Phis in your area who have paid International Dues.