Standard Policy and Operating Procedures

Subject: Standard Policy and Operating Procedures Sun Dec 13, 2009 12:59 am

Xi Kappa Sigma

International University and Collegiate Service

Fraternity & Sorority

Sec Reg. No. A200203119

GENERAL HEADQUARTER

Marawi City

STANDARD POLICY AND OPERATING PROCEDURE

Name: Standard Policy and Procedure in the Recruitment of New Members

Purpose: To establish a universal guideline and procedure in the management of membership recruitment.

Distribution: Office of the National Executive Council, all Regional and Provincial Councils, all Chapter Grand Archons, file.

Date: July 21, 2009

SOP No.: S2009-0003

POLICY: It shall be a policy of the organization to require all applicants for membership to undergo series of trainings and seminars in order to be molded as loyal and dependable members after surviving pre-membership trainings

PROCEDURE:

I - Regularity of Recruitment
In order to maintain residence and existence in all colleges and universities, it shall be a usual program of the organization to regularly recruit new members every first semester of every school year and see to it that a minimum of five (5) new members survive before the end o f the school year.

The organization shall do its best to populate every college and university and, where there are no chapters existing, the Provincial Council in the area shall strive hard to establish chapters in such colleges or universities.

II - Responsibility and Authority
It is the responsibility of the Provincial Council of every province to see to it that regular annual recruitment of members is properly observed in his/her provincial jurisdiction.
Where a college or university needs a chapter formation, the Provincial Chairman shall encourage available alumni members to organize a new chapter in such a school or university.
Members, who are driven by sincerity to recruit new members in areas without an existing Provincial Council set-up, shall request an authority to organize a new chapter from the nearest Provincial Council or, if not possible, shall get permission from the Secretary General, and may request for assistance, if necessary.

III - Prospecting Neophytes
For schools with existing chapters, the members of the chapters shall develop within themselves the habit to continuously prospect for neophytes.
For schools without existing chapters the initiative to prospect for neophytes shall be under the direction of the Provincial Council Chairman.

IV - Orientation of Neophytes
Prospective neophytes shall be invited by the recruiting chapter for a special orientation program to be attended by all members of the Chapter and the Provincial Council Officials, and, if possible the Regional Council Officials also.
In any orientation program, the following subjects must be included:

a. History and mission of the organization

b. Brotherhood and responsibility

c. Principles of action

d. “Know Each Others, Love Each Others, Help Each Others” Program

e. National Social Trust Fund

f. Standard Operating Procedures

g. The organization as a socio-civic organization

V - Screening the Neophytes
After the orientation program, the Provincial Screening Committee shall conduct individual screening of all the neophytes in order to determine if the neophytes are qualified to continue their pre-membership training.
The decision of the Screening Committee can not be influenced or overruled by other members and officials, but can consider reviewing their decision if petition for reconsideration is filed and approved by the officials and members of the chapter.

VI- Pre-Membership Basic Requirements
Filing of application for membership and submission of bio-data:

a. Every qualified neophyte is required to file his/her application for membership in the organization along with a duly filled up bio-data.

b. A submitted bio-data shall pass the review of the Provincial Screening Committee for screening and, if qualified, the bio-data shall be returned to the host chapter for recording and for official submission to the Commission on Register of Eligible thru proper channel.
Filing of enrollment in the National Social Trust Fund

a. Every qualified neophyte is required to file his/her application for membership in the National Social Trust Fund after validation of his/her application for membership.

b. Every enrolled neophyte shall be required to pay at least PhP 30.00 covering a period of one month.
Compulsory membership proficiency seminar

a. Every neophyte is obliged to attend a one month compulsory membership proficiency seminar to be jointly conducted by the Provincial Council and the host chapter.

b. It is the obligation of the Provincial Council to organize this compulsory seminar every year for neophytes and other regular members who are required to attend.

c. The Provincial Council shall prepare a program scheduling the participation of alumni members who have not attended the proficiency upgrading seminar. Some of whom shall join the neophytes and the rest to be given a special schedule of seminar until every regular member has attended the seminar

4. Individual service to alumni members

a. Every neophyte is required to render a minimum of 150 hours of service to all alumni members of the host chapter.

b. The Grand Chancellor shall prepare a master list of all the resident members of the chapter with blank spaces opposite their names for clearance signature upon completion of the number of hours of service rendered to the listed members.

c. The service required from a neophyte shall not be a hazardous activity or too laborious that can be interpreted as abusive in character.

d. A neophyte shall not be required to perform a service that will cost him/her even a centavo unless such a neophyte shall be required to participate in making batch project which requires a voluntary contribution, and provided, always, that such project is an initiative of the neophytes and not prescribed by the host chapter.

e. No neophyte shall be required to render a service to resident members beyond his/her physical capability.

f. A service requirement shall be rendered only to the members of the host chapter and if necessary to higher officials which service must require the permission and consent of the officers of the host chapter
Psychological and written examinations

a. The officials and members of a host chapter may agree, in a meeting, to subject all neophytes to psychological tests and written examinations, provided that, in the case of psychological tests, the neophytes shall not be exposed to danger and hazard and the purpose of which is to measure the determination of the neophytes
Physical exercises and trainings

a. Before the neophytes are required to undergo physical exercises and trainings, the officers and members shall first meet to discuss and agree on the kinds of exercises and trainings to be prescribed to the neophytes, including the determination of limitation

b. As soon as the kind of exercises and trainings are determined by the officers and members of the recruiting chapter, and the dates and venues are set, the training shall be handled by the Master Initiator and the Lady Initiator.

c. The rulings of the Master Initiator and the Lady Initiator shall always be respected during the whole training

d. Before any physical exercises and trainings are conducted the Master Initiator and Lady Initiator must ascertain that the participating neophytes are physically fit. A doctor’s medical certificate testifying to the physical fitness of a neophyte may be required by the Master Initiator and Lady Initiator, if deemed necessary.

e. The host chapter must serve invitation to neighborhood chapters informing them of their recruitment of new members and allow visiting Brods to participate during physical exercises and trainings, provided, that their participation is sanctioned by the officers and members hosting the program and the participating Brods conform to the rules and regulations prescribed by the host chapter

f. All Brods participating any physical exercises and trainings must be active members with proper insignias and paraphernalia including wearing of T-shirts, uniforms and identification cards and have tattoos. The Master and Lady Initiators may disallow them to participate in the affair if they don’t have at least identification cards.

g. Before the start of any physical exercises and trainings, the neophytes shall be required to sign a “no liability agreement” with the Grand Archon attested by the Provincial Council Chairman and the Provincial Luminary Council Chairman, declaring that they joined the training on their voluntary will and decision and exempt the organization and its members from any responsibility and liability in case of physical injury and accidental death during the period of their training.

VII - Graduation Ceremony

a. Upon completion of the prescribed pre-membership trainings and upon compliance with all the prescribed pre-membership requirements, a graduation ceremony shall be organized by the recruiting chapter to signify the end of the pre-membership trainings and confirm them as new members of the organization

b. Before confirmation of membership, a neophyte must have:

b.1 Filed an application for membership to the organization

b.2 Submitted his/her Bio-Data

b.3 Enrolled in the NSTF

b.4 Paid the first month NSTF contribution

b.5 Paid the PhP 150.00 membership fee

b.6 Completed one month membership proficiency seminar

b.7 Completed 150 hours of service to the members

b.8 Passed the psychological test and written examination

b.9 Passed the physical exercises and trainings

b.10 Have had a tattoo

b.11 No objection by the members

VIII- Inclusion in the National Directory of Members

a. As soon as the neophytes are confirmed new members, their Bio-Data and master list must be promptly submitted to the Commission on Register of Eligible, thru proper channel, for their inclusion in the national directory of members and insertion of their Bio-Data in the “KNOW EACH OTHERS, LOVE EACH OTHERS AND HELP EACH OTHERS PROGRAM” in the Xi Kappa Sigma website

b. Upon entry in the national directory of members, the Commission on Register of Eligible shall issue proper and permanent identification cards to the survived members.

IX - Amendments, repeal and revision

a. This policy and standard operating procedure can only be amended, repealed or revised upon formal request of the National President and sanctioned by the National Advisory Council. The Commission on Register of Eligible shall join the Protocol and Luminary Commission to constitute a panel which shall be responsible in the amendment, repeal or revision of this sop.

X - Validity

a. This SOP shall take effect effective immediately upon affixing the signatures of the Commissioner, Commission on Register of Eligible, Commissioner, Protocol And Luminary Commission, Secretary General and the National President, and shall remain in full force and effect unless revoked by the General Assembly during a national convention.

AFFIRMATION:

_________________________________ __________________________________

Commissioner Commissioner Commission on Register of Eligible Protocol and Luminary Commission

(Sgd)FATHER SAMER SAMPORNA (Sgd) FATHER ENLAI T. ENTAR
Interim Secretary General Interim National President