June 2000 Issue

Would you ever fathom building a house without a set of plans and precise measurements? How about attempting to cook a soufflé without first reviewing the ingredients required and the directions for preparation and cooking? What about taking a final exam for an important class without ever once reading the course material or reviewing a single note?

While the thrill seekers of the world might enjoy the rush that accompanies diving head first into the unknown, the majority of us prefer to prepare for life’s adventures before taking the plunge. In the words of the Boy Scouts, “Be prepared.” Life has taught us that by being prepared we can save time, eliminate frustrations, and reach our goals more easily. The same can be said of Phi Theta Kappa chapters. Preparation is the cornerstone when building a successful year. Begin your chapter’s construction of a year full of accomplishments by holding an orientation for newly-elected officers.

Who is needed to get this project underway?
Be sure to include outgoing officers, incoming officers and advisors. While the outgoing officers should take the lead in planning the orientation, don’t forget advisors are also a valuable resource and can contribute from their years of experience.

Where and when should the orientation take place?
Try a location away from the day-to-day doldrums of school. Popular spots include an officer or advisor’s home, a local park or even the beach!

For many of us, summer is a time of lighter class loads and more flexibility in personal schedules. Summer is also the most popular time for officer orientations.

Once the who, when and where are covered, consider including the following essential elements when determining what will be addressed during your chapter’s officer orientation.

Conclude this section of the orientation with an overview discussion of Phi Theta Kappa programs and resources. The 2000-01 Officer esource Packets are essential resources for this portion of the orientation. To purchase an Officer Resource Packet, contact Recognition Services at 800.946.9996 or order on line.

Review Available Resources.
The 2000-01 Officer Resource Packet is the new officer’s blueprint when constructing a successful year. The packet contains the Officer Manual & Almanac, the Honors Study Topic Program Guide, America’s Promise Service Program information, a Hallmark Awards brochure and the Recognitions brochure. When reviewing the packet, personalize each item by explaining how officers may use it in their leadership positions.

Phi Theta Kappa’s web site is one of the fastest growing resources for new officers. The site offers everything from samples of Hallmark Award essays to chapter and regional directories to ideas for implementing the Honors Study Topic and much more. If Internet access is available at your orientation location, build time into the agenda for exploration of electronic resources at www.ptk.org.

Finally, one of the greatest resources for chapter officers is the chapter advisor. In the course of a year, the Phi Theta Kappa advisor will wear many hats. Mentor, mediator, and motivator are just a few. The advisor is often the chapter’s link to the past and guide to the future. Advisors are charged with the responsibility of ensuring that the chapter adheres to college policies as well as Society policies.

Make sure that new officers know that they can turn to their chapter advisors when questions arise. The chapter at Wytheville Community College in Wytheville, Virginia, has recently redistributed advisor duties, so now officers have a special advisor to assist them in their leadership roles. According to chapter president Erik Williams, “One of our longtime advisors Mary Blevins has decided to become our Officer Advisor. She will serve as the person officers can talk to about what to do for a particular hallmark or what to do about induction. She will also guide us in the right direction. She will be there to back us up.”

Who Does What?
Make sure that each new officer has a clear understanding of his or her duties. Discussing the duties associated with each position will enable officers to understand not only their own duties but also the duties of their peers. Ensuring that officers understand their duties is a great way to prevent misunderstandings and conflicts in the future.

Former chapter president Stacey Wheeler from DeAnza College in Cupertino, California, also benefited from a thorough officer training session. “My chapter advisor Charlie Klein held a six hour orientation and Q & A session for all new officers,” says Wheeler. “The orientation gave me a solid start. Oftentimes new officers enter their positions with little or no knowledge of the job. The reading materials and Q & A session were very beneficial.”

Save Time for a Little One on One.
After reviewing officer duties as a group, outgoing officers should meet individually with their successors to review specific responsibilities one on one. The outgoing officers may choose to share strategies they used to manage the duties of their offices and the challenges they faced as officers.

Remember No Officer Is an Island.
Give officers direction on organizing and utilizing committees. It is important for officers to understand the purpose of existing committees, who will lead each committee and what the channels of communication are. Knowing that there are others ready to help prevents the officers from feeling overwhelmed by their duties.

Take a Look Back.
Incoming officers, outgoing officers and advisors should jointly evaluate how well the officers functioned during the previous year. Suggestions for improvements and recommended changes in descriptions of duties should be noted.

Transfer All Chapter Records to New Officers.
Past officers should provide their successors with items such as treasury records, the Official Chapter Record Book and any other chapter-related materials.

Get ready for the changing of the guard.
The time when the change in chapter leadership will officially occur should be discussed and understood by all. Past officers and advisors should assure new officers of their support and stress the benefits of chapter leadership.

Introduce new officers.
The chapter advisor should escort the new officers on a tour of the college introducing them to key members of the faculty and administration.

Implementing a new officer orientation using these guidelines will aid officers in building a successful chapter. With the right preparation, officers can save time and lessen the occurrence of frustrations while leading the chapter in reaching its goals.