Preparing Your Chapter for an ELC Visit

Meet your ELC!
 

What is an ELC?

Educational Leadership Consultants (ELCs) are recently graduated women who travel for the Fraternity to provide additional support for our chapters.  The Alpha Phi Executive Office staff visits every chapter once a year – the ELC program makes this possible. 

 
 When to expect a visit

Your chapter should receive a visit notice via email two – three weeks before your ELC arrives.  Read through this letter for specific instructions in preparing for her to come.  The visit notice provides information on what your chapter will need to provide, a question and answer section, and a sample schedule for you to use.

 Here are a few things the chapter needs to provide:

• Provide transportation to and from the airport. 
• Provide sleeping arrangements. 
• Prepare a meeting schedule. 
• Meet with your Advisor and Executive Council. 
• Make an appointment for the ELC to meet your Greek Advisor. 
• Prepare a meal schedule. 
• Think about FUN activities. 

 Timing of Visits

There is a lot of time and effort put into making the ELC schedule.  Chapter advisers, regional team members, collegiate officers, and executive office staff all work together to request dates, times, and events ELCs should cover at your chapter.  By working together, we can make a schedule that best accommodates or chapters’ needs and goals.  However, there are visits every year that may come at inconvenient times (like before finals or at the end of the year).  We are often aware of this timing and know it may be difficult to host an ELC, but our staff is prepared to make the most of each visit while allowing your officers to study and focus on academics.  Contact your ELC to learn more about how she can still be beneficial at these times.

Every Chapter is Unique

The ELC staff has been trained in all areas of the Fraternity and has a variety of “best practices” to share with your chapter.  We understand every chapter is unique and different which is why our training covers a variety of different topics and strategies.  The purpose of your ELC visit is to provide you with support, education, new ideas, and connection to the Executive Office.  ELCs work with your officers and members to find what works best with your chapter.  

Improving Visits and the Program

After receiving an ELC visit, the executive board should fill out the “Chapter Visit Evaluation” on the online reporting system no later than one week after her departure.  These evaluations help us improve the ELC program and provide feedback to our ELCs while they travel to our chapters.  The evaluations are confidential and provide a great opportunity for your chapter’s feedback.

If you have any questions on how to prepare for your visit, contact your ELC or the Program Manager, Gwendolyn Hill (ghill@alphaphi.org or 847.316.8934).

ELC Visit “How To”
Questions & Answers

 If the ELC is here for recruitment, will she still need to meet with other officers?

 Yes!  Your ELC visit will be focused on the preparing and/or assisting of formal recruitment, however this does not mean she shouldn’t still meet with officers outside of the recruitment team.  The meetings may be short and sporadic, but please do not overlook them. 

What officers should the ELC meet with? 

Upon her arrival, she will need to meet with members of the Recruitment Team in order to understand your recruitment needs and campus culture if she is there for recruitment.  It is also important that the ELC meets with the officers on the executive board (President, VP Programming Development, VP Membership Recruitment, VP Chapter Operations, VP Marketing), but there are other important officers she can meet with: Dir of Formal Recruitment, Dir of COB, Dir MAP, Panhellenic Delegate, Dir of Membership Development, Dir Member Education, Manager of New Member Orientation, Dir of Scholarship, Dir of Chapter Events, Dir of Chapter Facilities, Dir of Finance, Dir of Administration, Dir of Philanthropy, Dir of Publicity/Advertising, Dir of Alumnae, etc.).

What types of schedules/documents should I give to my ELC?

 Before the visit, send the ELC any schedules/detailed plans of activities, meetings, and/or events taking place while she is there.  You may also want to send her any information on areas you would like help with (recruitment plans from last year, Red Dress Gala information, social event planners, etc.).  She will be able to help your chapter more by knowing these plans.  Also, provide her with her meeting schedule upon its completion so she is aware of the time commitment at your chapter.

What if there are breaks in the schedule?  Can my ELC have some free time? 

It is alright to leave a little bit of free time for your ELC to rest or finish any administrative tasks of her position.  She may require an hour or two at some point during the visit to do various tasks as arrange upcoming visits, communicate with members at other chapters she has visited, have phone meetings with Executive Office Staff, finish expense reports, timesheets, etc.  Please be sure her schedule is full and you are taking advantage of this opportunity, but your ELC may also have some downtime.