Have you ever thought about serving Theta Phi Alpha in an elected position on Grand Council or with the Board of Trustees? Members are eligible to run for elected positions as outlined below:
- Each member of the Grand Council shall be an alumna member in good financial standing who previously has held a national office or chairmanship
- Each member of the Grand Council shall have earned a bachelor's degree at least five years before election
- The National Treasurer shall have a degree with a concentration in accounting or two years experience in accounting-related work.
The Board of Trustees shall consist of five members, with the National President as ex officio member. The qualifications and terms of office are as follows:
- Members shall have been alumnae for at least five years and be in good financial standing
- At least three of the Trustees shall have been past national officers or past or present national chairmen.
If you want to learn more about becoming a member of Grand Council or Board of Trustees, check out the interest webinar and revisit this page in late 2021 to complete the required Consent to Serve form. (This form will be updated by the end of 2021, so check back soon!)
If you have any questions or concerns, contact [email protected].
According to the National Constitution and Bylaws, the National President shall be the chief executive of the Fraternity and shall execute her office in accordance with National Policy. She shall:
- Guide all policies.
- Direct all administrative work and coordinate all departments.
- Preside at all meetings of the Grand Council and at Convention business sessions.
- Serve as ex officio Chairman of the Convention and ex officio member of the Board of Trustees and of all national committees.
- Review requests for disbursements and authorize payment by the appropriate means of all the expenses for the fraternity.
- Call meetings of the Grand Council between Conventions.
- Appoint a member approved by the Grand Council to fill the unexpired term whenever a vacancy occurs on the Board of Trustees or among the elected national officers.
- Have such powers and perform such other duties as are inherent in and pertain to her office and which are not in conflict with the Fraternity's Constitution and Bylaws.
Other duties of the National President are listed below. She shall:
- Oversee the other members of the Grand Council and National Panhellenic Conference Officers.
- Read all incident reports.
- Serve as a member of the Theta Phi Alpha Foundation.
- Represent Theta Phi Alpha as the Representative to the National Panhellenic Conference Council of Delegates.
- Communicate regularly with the Executive Director.
- Issue thank you letters for Alumnae Dues donations.
- Oversee National Convention and leadership trainings.
- Sign contracts entered into by the Fraternity.
According to the National Constitution and Bylaws, the National Vice President-Collegians shall execute the duties of her office in accordance with National Policy. She shall:
- Be in charge of the Chapters and direct their supervision.
- Visit each Chapter during her term of office or shall provide for such visit by other qualified national officer.
- Supervise the Conference Directors and Chapter Advisors.
- Act as National President when a vacancy occurs in that office and, as acting President, conduct the election of a new President by calling an interim meeting of the Grand Council or by mail vote.
Other duties of the National Vice President-Collegians are listed below. She shall:
- Be responsible for Chapter administration.
- Oversee the Conference Administrators and provide guidance to the Director of Collegiate Services in collaboration with the Executive Director.
- Act as the Chapters' liaison to the Grand Council.
- Administer Chapter disciplinary actions on behalf of the Grand Council.
- Read all incident reports.
- Ensure that a delegate at a National Convention and Officer Leadership Training represents each Chapter.
- Sign Pearl Ratings and Standard of Achievement Certificates to Chapters and Emerging Chapters.
According to the National Constitution and Bylaws, the National Vice President-Alumnae shall execute the duties of her office in accordance with National Policy. She shall:
- Coordinate and supervise all Alumnae and Associations.
- Contact all Associations at least four times a year.
Other duties of the National Vice President-Alumnae are listed below. She shall:
- Act as the liaison for Alumnae, Alumnae Associations and Clubs to the Grand Council.
- Oversee Alumnae Association Presidents, National Alumnae Standards Board, Alumnae Development Committee, and Director(s) of Alumnae.
- Ensure that a delegate at National Convention represents each Association.
- Issue letters to graduates and collegians who have elected to become Alumnae.
- Respond to requests from Alumnae Panhellenic Associations.
- Read all incident reports.
- Read greetings from other National Panhellenic Conference groups at National Convention.
- Issue Diamond Circle certificates to 75-year initiates.
- Issue Sapphire Circle certificates to 50-year initiates.
- Issue certificates and letters to 25-year initiates.
- Issue Pearl Ratings and Standard of Achievement Certificates to Alumnae Associations.
- Enlist sisters to assist in the formation of an Alumnae Association in the area of a new Chapter if none exists.
- Develop Alumnae Associations in areas where none exists.
- Provide guideance to sisters wishing to form an Alumnae Club.
- Coordinate Alumnae Dues appeal process.
According to the National Constitution and Bylaws, the National Vice President-Extension shall execute the duties of her office in accordance with National Policy. She shall:
- Coordinate all extension activities on the part of the Fraternity.
- Be in charge of the Emerging Chapters and direct their supervision.
- Visit each Emerging Chapter during its emerging chapter program or provide for such visit by a qualified national officer.
Other duties of the National Vice President-Extension are listed below. She shall:
- Act as the liaison for Emerging Chapters and Extension Team to the Grand Council.
- Oversee the Director of Extension Team.
- Read all incident reports.
- Work with National Office staff to:
- Issue letters to area Alumnae, Alumnae Associations/Clubs and Chapters to assess support prior to an extension presentation.
- Issue letters to interested area Alumnae, Alumnae Associations/Clubs and chapters to inform of Opening Weekend and New Member Ceremony.
- Inform NPC Extension Committee of new Emerging Chapters and new Chapters.
- Issue letters to the campus prior to Opening Weekend.
- Determine Big Sister Chapters for emerging chapter and issue letter to Chapter.
- Coordinate the Emerging Chapter Alumnae Initiate Procedure.
- Schedule LC visits to the emerging chapters.
- Assist Director of Emerging Chapters with logistics for Installation/Reinstatement.
- Issue letter to Alumnae Associations/Clubs, Chapters and national officers for sponsorship of ritual equipment for new/reinstated chapters.
- Issue letter to area Alumnae, Alumnae Associations/Clubs, Chapters and emerging chapter with details of Chapter Installation/Reinstatement.
- Inform insurance company of new emerging chapter after opening weekend or closure of any emerging chapter.
- Communicate with Extension Team Members as needed.
- coordinate votes of the Grand Council for the Installation or Reinstatement of a Chapter.
According to the national Constitution and Bylaws, the National Vice Presdient-Programming shall execute the duties of her office in accordance with National Policy. She shall:
- Supervise and direct the activities of all appointed programming officers.
- Create, maintain, and update all programming efforts established by the Grand Council.
Other duties of the National Vice President-Programming are listed below. She shall:
- Be responsible for all programming areas of the Fraternity.
- Oversee the Programming Directors, National Convention Chairmen, and National Convention Programming Chairmen.
- Work with the Convention Chairman to plan and execute National Convention.
- Plan and coordinate officer leadership training in collaboration with the National Vice President-Collegians.
- Evaluate My Sister, My Friend and other major programs on a yearly basis.
According to the National Constitution and Bylaws, the National Executive Secretary shall execute the duties of her office in accordance to National Policy. She shall:
- Supervise and be responsible for the operations of National Office.
- Be custodian of all official files and records.
- Keep a true and correct account of all proceedings of themeeting of the Grand Council and Conventions; distribute copies of the same to all Chapters and Associations; to each member of the Grand Council, to other officers, and to members of the Fraternity designated by the Grand Council.
- Keep the following rolls of the Fraternity:
- Collegiate, alumnae, and new member membership, placing upon these rolls no names save those officially reported on the forms prescribed;
- Each year's officers of all Chapters and Associations;
- Membership of the Grand Council, which information she shall send annually to the Chapters, Associations, and other national officers;
- Confidential lists of persons who have been suspended (with a concise statement of the action in each case).
- Transmit through the Chapter presidents an official certificate of membership for each initiate.
- For amendments to Theta Phi Alpha's National Constitution and Bylaws between conventions, conduct a vote by mail as defined in Article IX, Section 2, of the National Constitution and Bylaws.
- Keep an accurate count of the history and census records of the Fraternity and maintain the National Archives.
- Distribute at the beginning of each school year the Collegiate and Alumnae Calendar of Due Dates.
- Monitor current Chapter conditions.
- Have the power to make minor decisions relative to carrying out the policies established by Conventions, the Grand Council, and the National President.
- Write or send all communications to Chapters and Associations requested by national officers. Letters to individuals shall generally be written by the officer or officers concerned.
- Authorize appropriate use of the Great Seal of the Fraternity.
- Keep an up-to-date copy of the National Constitution and Bylaws and distribute copies of all changes, with directions for insertion of the same, to the national officers and chairmen, Chapters, Associations, and Past National Presidents. She shall keep an up-to-date copy of the Grand Council Policy Manual.
- Transmit official certificates of appointment to convention to the delegates selected by the Chapters and Associations.
- Order in the name of the Fraternity all insignia, charters, and official ritual equipment.
- Notify Chapters, Associations, national officers, and the Board of Trustees four weeks in advance of Grand Council meetings and request that all matters for consideration be forwarded to her within ten days after receipt of such notice.
- Keep an accurate record of all monies received by the Fraternity.
- Prepare vouchers for all disbursements of Fraternity monies.
Other duties of the National Executive Secretary are listed below. She shall:
- Oversee the Executive Director and appropriate National Officers.
- Serve as Chairman of the Credentials Committee at each National Convention.
- Work with the National Office staff to:
- Send communications from National Office.
- Send registration information for National Convention and programming offered by the fraternity.
- Process the documentation for the suspension of membership.
- Coordinate sending of cards, gifts, etc., to National Officers for major life events.
- Send thank you letters for National Convention, and on behalf of the Grand Council as directed.
- Supervise the compilation of results of Chapter cooperation points to determine certificates to be awarded at National Convention. Print both Chapter and Alumnae Association certificates for National Convention and Leadership Conference. (National Vice President-Alumnae will provide the certificate information for Alumnae Associations.)
- Maintain action item list for the Grand Council.
- Read all incident reports.
- Work with the Executive Director on National Office staff hiring, compensation, and vacation procedures.
- Oversee National Office staff and procedures with Executive Director.
- Appoint, with the approval of the Grand Council, a suitable candidate to serve as Convention Secretary and ensure that Convention minutes are completed in the time frame outlined in the National Constitution and Bylaws.
According to the National Constitution and Bylaws, the Treasurer shall execute the duties of her office in accordance with National Policy. She shall:
- Supervise the preparation and maintenance of the fraternity financial records and financial statements.
- Manage all funds and investments of the Fraternity, subject to the approval of Grand Council.
- Supervise the payment by an appropriate means of all the expenses of the Fraternity, said payments to be authorized by any two of the following: National President, National Vice President-Collegians or National Treasurer.
- Supervise the preparation and submission of National Theta Phi Alpha Fraternity tax returns.
- Send a periodic financial statement to the Grand Council, no less than quarterly.
- Manage annual budget preparation and submit the budget for approval by the Grand Council prior to the beginning of each fiscal year.
- Appoint, with the approval of the Grand Council, the members of the National Growth and Development Fund Committee and serve as ex officio chairman of that committee.
- Supervise chapter finances.
Other duties of the National Treasurer are listed below. She shall:
- Act as the chief financial officer of the Fraternity.
- Manage the accounting, tax budgeting, and investment matters of the Fraternity.
- Read all incident reports.
- Oversee the National Assistant Treasurers.
- Work with the Coordinator of Finance and the Executive Director to manage the day to day financial operations.
According to the National Constitution and Bylaws, the Board of Trustees shall:
- Elect one of their number as Chairman.
- Advise the Grand Council on Fraternal, scholastic, and financial policies.
- Coordinate the National Award programs (including the Senior Service Award, the Siena Medal, the Guard of Honor, and Fraternity Night at Convention.
- Nominate the slated officers to the Convention body.
- Manage the election progress at Convention.