Adviser Training Plan

Transcription

1 Adviser Training Plan The Adviser Training Plan seeks to provide training and support to advisers to maximize their potential. Advisers need the information related to their role to be successful. Training and Development occurs in the following ways: Welcome letter Jumpstart Training Individual Training On-going Support/Communication E-learning videos and Webinars Training by Collegiate Development Consultants Advisory Team Chairman Mentoring Program Advisory Team Training Day Welcome Letter After the Regional Director appoints a new advisory team chairman or Honor Board adviser, the Regional Collegiate Specialist sends a welcome letter. (A sample letter is located on page 4.) If the Regional Collegiate Specialist learns about an appointment of a member education adviser she also sends a welcome letter and copies the regional team. Similarly, the Regional Collegiate Recruitment Specialist sends a welcome letter to a new membership adviser and the Regional Finance Specialist sends a welcome letter to a new Chapter Operations Adviser. The welcome letter contains information to help an adviser learn the basics about her role and explore the resources on mydg before conferencing by phone or in-person with the appropriate regional specialist for additional training: Regional Collegiate Specialist for advisory team chairmen, Honor Board adviser and member education adviser Regional Collegiate Recruitment Specialist for membership adviser Regional Finance Specialist for Chapter Operations Adviser The letter includes Adviser Basics as an attachment Request for new adviser to do Jumpstart Training Request to conference (telephone or in-person) with a regional specialist after Jumpstart Training is complete. Jumpstart Training Jumpstart Training is designed to provide basic information before a conferencing with a regional specialist to answer questions and provide more detailed training targeted to the new adviser s needs. Jumpstart Training includes Review the new e-learning videos on mydg: Resources for Everyone > Webinars or There are three videos specifically for advisers in the collegiate area: o New Adviser Introduction o Coaching for Advisers o Risk Management for Advisers. 5/11 Page 1 of 12

2 Review the following resources located in mydg: Resource Adviser Basics Adviser Summaries Collegiate Chapter Officers Manual Delta Gamma Style Guide Delta Gamma policies Bucket/Area Adviser Resources Adviser Resources Collegiate Resources Center Resources for Everyone Resources for Everyone View Honor Board Webinar recording and review Honor Board Manual (for advisory team chairmen or Honor Board advisers only) Individual Training After a new adviser completes the Jumpstart Training, the appropriate regional specialist conducts individual training. The training may be done by phone or in-person and is tailored to the individual s specific skills/needs and role. Suggested training subjects for each adviser and the regional specialist responsible for the training are listed below: Advisory Team Chairman (Trainer: Regional Collegiate Specialist) o Review of Checklist for New Advisers in Adviser Basics o E-Ops o Honor Board (Questions from Webinar/handbook) o Events: Guidelines and Chaperones o Risk Management, Campus Incident Protocol, Hazing o General Questions Honor Board adviser (Trainer: Regional Collegiate Specialist) o Review of Checklist for New Advisers in Adviser Basics o E-Ops o Honor Board (Questions from Webinar/handbook) o Risk Management o General Questions Member Education Adviser (Trainer: Regional Collegiate Specialist) o Review of Checklist for New Advisers in Adviser Basics o E-Ops o New Member Program o Initiation (Vote to Initiate and Initiation Checklist) and Rituals o Scholarship o General Questions Membership Adviser (Trainer: Regional Collegiate Recruitment Specialist) o Review of Checklist for New Advisers in Adviser Basics o E-Ops o Recruitment o General Questions Chapter Operations Adviser (Trainer: Regional Finance Specialist) o Review of Checklist for New Advisers in Adviser Basics o E-Ops 5/11 Page 2 of 12

3 o o o o o o GreekBill Chapter Budgets Chapter Contracts Outside or Vendor Contracts Receivables and Collections General Questions Ongoing Support/Communication The Regional Collegiate Specialist provides ongoing support and communication throughout the year and is available to consult on specific issues. Examples of this ongoing communication include reminders to register for pertinent Webinars or read specific resources (Adviser Summaries and handbooks) before key events: Slating, Elections and Transition (October) Recruitment (Depends on chapter) New Member Program (Depends on chapter) Initiation, including Vote to Initiate and Initiation Checklist (Depends on chapter) Calendar Planning (November) Bylaws & Standing Rules Approval (February) The Regional Collegiate Recruitment Specialist provides ongoing support and communication to the membership adviser. The Regional Finance Specialist provides ongoing support and communication to the Chapter Operations Adviser. In addition, the Director: Advisers sends monthly s to advisers announcing changes and giving reminders and helpful information. E-learning Videos E-learning videos, including ones specifically for advisers are always available. Training by Collegiate Development Consultants Collegiate Development Consultants are trained to offer and provide specific adviser training during their chapter visits. Advisory Team Chairman Mentoring Program The Advisory Team Chairman Mentoring Program is a voluntary program to pair a new Advisory Team Chairman with an experienced one. Requests for mentors are made to the Director: Advisers. Advisory Team Training Day If a new advisory team is recruited for a colony or a chapter, a training day for the team should be scheduled. This allows the opportunity for the training to be focused on both the checklist component of advising as well as the coaching component. A sample agenda for an advisory team training day is on page 5 and scenarios are on pages The agenda should be tailored to the day by adding the time for each agenda item, lunch and additional activities such as ice breakers. To allow more time for training on coaching, including an interactive discussion of scenarios, consider requesting the participants to do prework. To eliminate highlighted subjects in the sample agenda, ask participants to do the Jumpstart Training (view New Adviser Introduction at and review Adviser Basics and the Adviser Summaries) before the training day. 5/11 Page 3 of 12

4 Sample Adviser Welcome Letter from the RCS Dear : Congratulations on your appointment by the (Regional Director or Advisory Team Chairman) as the (Advisory Team Chairman or adviser) of the chapter of Delta Gamma Fraternity. Your appointment is for a period of one year beginning July 1, 201X and ending June 30, 201X. One of the characteristics of a strong chapter is effective advisory support. Advisers give a collegiate chapter the support they need to accomplish their goals, reach their potential and live their values. With a team of advisers you work together to play a key role in the success of the chapter by being a coach and educator while ensuring procedures and policy are followed. Your annual dues should be paid prior to the first chapter meeting. This keeps you in good standing with the Fraternity and provides insurance coverage for all actions within the course and scope of your role, as long as those actions are in accordance with Delta Gamma Fraternity policies and procedures. Pay dues online ( or mail your check (payable to Delta Gamma Fraternity ) to 3250 Riverside Drive, Columbus, OH Jumpstart Training is designed to provide basic information before a conferencing with me (or a regional specialist) to answer questions and provide more detailed training targeted to your position. Jumpstart Training includes New Adviser Introduction The video reviews key information in Adviser Basics and demonstrates how to locate and download key resources on mydg. The video is located at Review the following resources located in mydg: Resource Bucket/Area Adviser Basics Adviser Resources Adviser Summaries Adviser Resources Collegiate Chapter Officers Manual Collegiate Resources Center Delta Gamma Style Guide Resources for Everyone Delta Gamma policies Resources for Everyone View Honor Board Webinar recording and review Honor Board Manual (for advisory team chairmen or Honor Board advisers only) If possible, please complete Jumpstart Training by to allow us to meet (in person or by phone) the week of. Thank you in volunteering to give your time, talents and energy to Delta Gamma. This position should prove to be both enriching and fulfilling and I look forward to working with you. Please call or me with any questions or concerns. In the Bonds, Name Regional Collegiate Specialist cc: Regional Director. 5/11 Page 4 of 12

5 Adviser Training Agenda Welcome, Introductions, Fraternity Organization (Consider a Think Anchor Deep reading) Adviser Basics (Consider replacing highlighted with Jumpstart Training as prework) Role of the Adviser Adviser Appointments Responsibilities of the Advisory Team Responsibilities of Each Adviser Advisory Team Structure and Responsibilities Expectations of Advisers Resources (Consider replacing highlighted sections with Jumpstart Training as prework. Demonstrate e-ops on PC) mydg Resources o Adviser Resources (Adviser Basics, Adviser Summaries) o Collegiate Resource Center (Forms and handbooks under specific officers, including Collegiate Chapter Officers Manual ) o Resources for Everyone (Delta Gamma policies, Delta Gamma Style Guide) e-ops (Chapter Bylaws and Standing Rules, calendar, rosters) Checklist for New Advisers (Review to ensure advisers have resources or understand how to obtain them.) Risk Management (overview including of event guidelines, chaperones, hazing) Coaching Coaching for Advisers Presentation (PowerPoint presentation is available from the Director: Advisers or use e-learning video) Formal Coaching Goal Setting at Officer Retreat (Explain purpose of retreat and importance of advisers to participate.) Informal Coaching Scenarios (Scenarios on page 7 will illustrate risk management topics) Functional Areas (Consider meeting separately with specific advisers for in-depth training. Alternately, use a pre-training survey for subjects. This can also be structured as a Question & Answer Session from the Jumpstart Training Prework.) Wrap Up Training Evaluation Oath of Friendship 5/11 Page 5 of 12

6 Informal Coaching Scenarios for Adviser Training Days Coaching is an interpersonal exchange that is partly a function of the coach's value systems and beliefs. As a Delta Gamma adviser and coach, Delta Gamma s values should be the basis and relevant approach for listening, advising and having valuesbased conversations. Our values are Article II of the Fraternity Constitution and our ritual. As it states in Article II of the Constitution, the objects of this Fraternity shall be to foster high ideals of friendship among college women, to promote their educational and cultural interests, to create in them a true sense of social responsibility and to develop in them the best qualities of character. Each member must commit to aligning actions that emulate the ideals stated in Article II. Chapter events and programming must also support the purpose. What are examples of actions are associated with each object? Copy each object on a flipchart and ask participants to give examples of actions that support each object. Object/Purpose Foster high ideals of sisterhood Action Examples Intervene when a friend is at risk Promote educational and cultural interests Promote a chapter culture centered around positive experiences and honesty Social responsibility Develop best qualities of character Hold members accountable for behaviors incongruent with our ideals and standards Commit to living our rituals everyday During informal coaching, advisers should ask effective questions to help members determine if they are living out our values through their actions and behaviors. The hope is effective questions will create awareness for the members and they will take responsibility to handle appropriately. Coaching is not always successful. Sometimes members learn best by making mistakes and learning from them. This approach is fine if there is not a risk management or public relations concern. However, if the situation involves a risk management or public relations issue, the adviser may need to inform the Regional Collegiate Specialist if her coaching is not successful. The following real world scenarios identify the problems advisers face. We will divide into small groups and discuss how to approach the problems presented. What are effective questions to ask members? What happens if the coaching is not successful? Should you let it go and let the chapter suffer the consequences or should you inform the Regional Collegiate Specialist? 5/11 Page 6 of 12

7 Scenarios Scenario: Chapter Initiation Deadline The deadline for submitting materials for Initiation is quickly approaching. You hear the vp:programming telling the president that one new member did not complete GreekEdu, but she checked her off the Candidates List anyway. She said the New Member will probably do it later. If she does not complete it then Honor Board can deal with it after Initiation. Scenario: New Member Uncomfortable A new member approaches you with a concern about the social event with alcohol coming up. She does not drink and she is worried she might be pressured to drink. Scenario: Event Cancelled An event with alcohol was cancelled by Executive Offices because the venue certificate of liability insurance was not submitted by the deadline. You notice there has been no communication on the chapter list informing members the event is cancelled. A few hours after receiving the from Executive Officers, the director of social events sends you an with a certificate of liability insurance attached and says they can now have the event because she finally received the insurance proof. Scenario: Chaperoning an Event You are chaperoning an event with alcohol and are witnessing or hearing about inappropriate behaviors: women intoxicated, women urinating on the bus to the event, women yellowing at each other and/or vandalism occurring. The vp:social standards is enjoying the party herself and does not seem to be bothered with this behavior. The president is complaining the vp: social standards is not doing her job. The president is trying to arrange cabs to send home women and dates that are disruptive. Scenario: Automatic Probation Notification The vice-president: communications is taking attendance but has not submitted a single Automatic Probation Notification all semester. Scenario: Senior Special Privileges The chapter gives special privileges to the senior class. For example, in order to attend a social event women have to have a specific number of points. Seniors, only need 20 points where the rest of the chapter needs 30 points. Seniors are able to miss more than two anchored events, no questions asked. Seniors are required to have less Service for Sight hours than the rest of the chapter as well. Scenario: Request of New Member While at lunch with one of the new members, you learn that several nights prior a few of the senior members requested that the new members purchase them food, run errands and sing one of your chapter songs for them. The new member expressed her concern to you but also indicates that it wasn t that bad and was kind of fun. Scenario: DUI Saturday, after attending a Delta Gamma function that was held at the Alpha Alpha Fraternity house, Carly was pulled over and arrested to a DUI. While no one was hurt 5/11 Page 7 of 12

8 (she hit a parked car), the incident was published in the local paper. This is not the first issue the chapter has faced that involved members drinking and driving. Scenario: Off-Campus Party During formal recruitment, it was revealed that every year a recent alumna takes the anchor ice sculpture after the preference party. She hosts a party at her off- campus house and members participate in taking shots off of the ice sculpture. It was obvious the party was going to take place. Scenario: Unregistered Event You hear about a Facebook invite for an unregistered event that is to be held at a members apartment that evening. Scenario: Inappropriate Recruitment Video To get the members excited for recruitment, a few members have made a recruitment video just for members. The video is has inappropriate language and makes fun of other sororities. You have just learned about the video. 5/11 Page 8 of 12

9 Scenarios Suggestions Scenario: Chapter Initiation Deadline The deadline for submitting materials for Initiation is quickly approaching. You hear the vp:programming telling the president that one new member did not complete GreekEdu, but she checked her off the Candidates List anyway. She said the New Member will probably do it later. If she does not complete it then Honor Board can deal with it after Initiation. Ask vp:programming what about her action upholds Delta Gamma s values/statement of Obligations? Ask the president if she has approved all candidates? Will this new information change what she does? ATC should act if the officers are unwilling to correct judgment errors and uphold Delta Gamma s policies and procedures. Depending on the timing she can either go to Honor Board or contact the RCS. Scenario: New Member Uncomfortable A new member approaches you with a concern about the social event with alcohol coming up. She does not drink and she is worried she might be pressured to drink. Ask her what has made her feel like she will be pressured. Ask her if she has considered going to Honor Board with her concerns? In Honor Board ask what about the chapter culture would make a new member raise this concern. ATC should act and not ignore the concern. She should make sure there is an adviser chaperoning the event and also make sure this is brought up in Honor Board even if the new member is unwilling to do so herself. Scenario: Event Cancelled An event with alcohol was cancelled by Executive Offices because the venue certificate of liability insurance was not submitted by the deadline. You notice there has been no communication on the chapter list informing members the event is cancelled. A few hours after receiving the from Executive Officers, the director of social events sends you an with a certificate of liability insurance attached and says they can now have the event because she finally received the insurance proof. Ask what about her action is in compliance with Delta Gamma s policy? What is the rationale behind the policy? What is the plan for informing the chapter the event is cancelled? Has the venue been notified? When will they be notified? ATC should act. Members must be informed the event is cancelled. It never hurts to follow up after the venue has been notified by the women. 5/11 Page 9 of 12

10 Scenario: Chaperoning an Event You are chaperoning an event with alcohol and are witnessing or hearing about inappropriate behaviors: women intoxicated, women urinating on the bus to the event, women yellowing at each other and/or vandalism occurring. The vp:social standards is enjoying the party herself and does not seem to be bothered with this behavior. The president is complaining the vp: social standards is not doing her job. The president is trying to arrange cabs to send home women and dates that are disruptive. Ask president when she is going to ask the vp:social standard to help? Ask the president what other officers and members she going to ask to help? Ask president when she is going to write an SOR for the vp:social standards and other officers/members. Afterwards, ask Honor Board members for suggestions of what can be done to prevent a similar situation at the next event. ATC/adviser chaperoning should act. In a risk management situation, the adviser needs to step in immediately if officers are unable or unwilling. Scenario: Automatic Probation Notification The vice-president: communications is taking attendance but has not submitted a single Automatic Probation Notification all semester. Ask the vp: communications how many members have two unexcused absences from meetings or mandatory events. Ask what the bylaws say about absences. Ask what the Honor Board manual says about Automatic Probation Notification for unexcused absences. If coaching is not successful, the ATC can not demand it happen. She should ask for help from the RCS to follow up with officer responsibilities, but this is not a risk situation. Scenario: Senior Special Privileges The chapter gives special privileges to the senior class. For example, in order to attend a social event women have to have a specific number of points. Seniors, only need 20 points where the rest of the chapter needs 30 points. Seniors are able to miss more than two anchored events, no questions asked. Seniors are required to have less Service for Sight hours than the rest of the chapter as well. Ask CMT are the seniors still chapter members? Is there any policy that states senior are treated any differently from the rest of the chapter? Let the RCS know. However, this is not a risk situation. 5/11 Page 10 of 12

11 Scenario: Request of New Member While at lunch with one of the new members, you learn that several nights prior a few of the senior members requested that the new members purchase them food, run errands and sing one of your chapter songs for them. The new member expressed her concern to you but also indicates that it wasn t that bad and was kind of fun. Have a conversation with the new member explaining that this behavior (while fun) is not appropriate or condoned. Try to gather more information regarding the event. Notify Honor Board of the situation. Encourage the new member to speak with Honor Board. Work with the women to come up with alternative get to know you activities. Encourage any other new members who were involved to write SORs and speak with Honor Board as well. If the new members will not speak with Honor Board and write SORs then the ATC can. She should also work with HB to make sure that they are functioning and holding the appropriate people accountable. Scenario: DUI Saturday, after attending a Delta Gamma function that was held at the Alpha Alpha Fraternity house, Carly was pulled over and arrested for a DUI. While no one was hurt (she hit a parked car), the incident was published in the local paper. This is not the first issue the chapter has faced that involved members drinking and driving. ATC should meet with the chapter president and learn more details of the event and encourage cooperativeness and truthfulness. SORs should be filed on organizers and attendees of the event. Educational programming should occur at the chapter level. The ATC could ask the RCS to require chaperones for social events. The ATC should work with the Regional Team to hold the chapter accountable for the unregistered social event. An action plan should be developed by chapter (with assistance of Regional Team and ATC) to address the behavior. Scenario: Off-Campus Party During formal recruitment, it was revealed that every year a recent alumna takes the anchor ice sculpture after the preference party. She hosts a party at her off- campus house and members participate in taking shots off of the ice sculpture. It was obvious the party was going to take place. Ask if the event is on the calendar. Is this considered a Delta Gamma event? ATC should act Melt the anchor. Have a discussion with the alumna and Honor Board. 5/11 Page 11 of 12

12 Scenario: Unregistered Event You hear about a Facebook invite for an unregistered event that is to be held at a members apartment that evening. Reach out to the organizers of the event, ask them what they had planned. If inappropriate, and try to prevent them from hosting the party. Educate them on the EG process and risk related policies and procedures. Lay out the potential consequences if they move forward with the event as planned. Be sure that vp:social standards and the chapter president are involved in these conversations. Have the president and vp:ss send an out to the chapter that outlines that the event is a violation of policy and the potential sanctions member could face for attending. The main goal in a situation like this (knowing of beforehand) is to prevent the event from taking place. Honor Board will need to hold members accountable. If Honor Board is not functioning the Regional Team may issues sanctions and possibly elevate the chapter s status. Scenario: Inappropriate Recruitment Video To get the members excited for recruitment, a few members have made a recruitment video just for members. The video has inappropriate language and makes fun of other sororities. You have just learned about the video. Ask the members who made the video if it promotes the values of Delta Gamma? Would they feel comfortable sharing the video parents, university officials or Council/Cabinet/staff? What should be done with the video to ensure it is not viewed or released? SORs should be filled out on members who participated in making the video. The ATC must act. If the video would go public, it could be a public relations issue. Most of the scenarios involve risk. In risk management situations, if coaching is unsuccessful the adviser must act. However, many times the adviser is coaching or educating about situations that do not involve risk. The chapter or members may need to fail and learn from their mistakes. Ask participants to give examples of these situations. Examples: Not meeting deadlines (Initiation, events, calendar submission) Not filling automatic SORs Not fulfilling required programming The Regional Collegiate Specialist Collegiate and/or Development Consultant may be able to provide further education and coaching in these situations. Let them know and ask for their help. 5/11 Page 12 of 12