KOK Leadership Roles & Responsibilities

​PRESIDENT
Monthly time commitment: minimum 5 hours
  • Oversee chapter management
  • Run September chapter meeting/event – outgoing president to install new board
  • Send the following to VP Communications for monthly newsletter
    • President message
    • Information from AXO HQ
    • Other information
  • Complete Annual President’s Questionnaire (A165) in Lyre Links.
  • Update and upload copy of chapter’s current bylaws in Lyre Links.
  • Pull geographical directory and provide to Membership & Communications.
  • Send out Membership Survey and compile results
  • Conduct 2 board meetings a year (August & January)
  • Review bylaws and propose to membership for vote
  • Develop Calendar of Events with VP Programming using Board recommendations and Membership Survey
  • Alumnae Chapter Awards submission(s)
  • Assist with Hall of Commitment
 
TREASURER
Monthly time commitment: 3 hours
  • Present a chapter budget annually
  • Collect dues annually as set forth by chapter and remit administrative fees to Headquarters
  • Manage and direct the general operating fund of the alumnae chapter
  • Monthly Profit & Loss Statement (Income vs. Expenses) to Board each month
  • Fill out and upload the Annual Financial Report (A105) into Lyre Links by the due date indicated by HQ
  • File a 990 e-postcard annually with the IRS and the Province Alumnae Chair and respond to any requests regarding those filings
  • Update Lyre Links on backend of AXO HQ website as members renew. Remove those who do not renew by January 31
  • Pay yearly membership fee to HQ – will receive an email with invoice in Spring
 
PANHELLENIC REPRESENTATIVE
Monthly time commitment: See below
  • Attend monthly San Diego Alumnae Panhellenic (SDAP) board meetings (2-3 hours per month)
  • Fulfill duties of position on the SDAP board (rotates annually) (1-2 hours per month)
  • Attend bimonthly SDAP events on the first Saturday of the month in October, December, March and June (2-3 hours every other month)
  • Forward dues information to KOK President and Treasurer
  • Coordinate auction/donation baskets twice a year for which KOK are responsible ($100 total – share with Gamma Zeta Gamma)
  • Provide SDAP information (board meetings, events, etc.) each month to Communications
  • Report to KOK members about SDAP events and scholarship efforts at chapter meetings when there is business
COLLEGIATE RELATIONS TEAM
​VP COLLEGIATE RELATIONS
Monthly time commitment: 3 hours a month
  • Serve as the primary contact between the alumnae chapter and the AXO chapters at UCSD (Iota Nu), USD (Kappa Lambda) and Iota Tau (Cal State San Marcos).
  • Contact the chapter advisors at Iota Nu, Kappa Lambda, and Iota Tau for contact information of the president and alumnae relation chairs.
  • Contact chapter advisor, president and alumnae relation chair at Iota Nu, Kappa Lambda, and Iota Tau to see how the alumnae chapter can help with recruitment.
  • Get regular updates on chapter activities to pass along to Kappa Omicron Kappa.
  • Prepare for Hall of Commitment:

​SCHOLARSHIP CHAIR
Monthly time commitment: 1 hour a month (January-deadline) & 2-3 hours to review & select recipients
  • Recruit Scholarship Committee members
  • Oversee application process
  • There will be an application for each chapter
  • Send the chapter advisor & chapter president of UCSD (Iota Nu), CSUSM (Iota Tau) and USD (Kappa Lambda) an email announcing the scholarship applications being open with link to application by March 1
  • Send reminder a week prior to deadline to chapter advisor & chapter president of UCSD (Iota Nu), CSUSM (Iota Tau) and USD (Kappa Lambda)
  • Application Deadline is April 1 and decision by April 30 
  • Applications will be emailed directly to Scholarship Chair and committee as they are submitted
  • Email with the committee to determine scholarship recipients - send a combined submissions for each chapter to committee
  • Contact scholarship recipients and cc the chapter advisor & chapter president of UCSD (Iota Nu), CSUSM (Iota Tau) and USD (Kappa Lambda). Ask for a photo to be used for the KOK newsletter and social media.  Also, cc Treasurer on each email to IN, IT & KL recipient.  
  • Send regrets to applicants not chosen.
  • Inform KOK board of the recipients
  • Contact Brooke Peterson ([email protected]) with photo of the Iota Nu recipient and their completed application
COMMUNICATIONS TEAM
VP COMMUNICATIONS
Monthly time commitment: 15 hours a month
  • Team Leader of Newsletter, Social Media and Website Chair
  • Creation and distribution of monthly newsletter
  • Creation and sending monthly email blast
  • Collect content & photos from (3) collegiate chapters
  • Submit photos and chapter news to The Lyre

NEWSLETTER
Monthly time commitment: 2 hours a month
  • Create monthly (August – May) – ready by the end of the month prior
  • Receive content from President, VP Communications, Membership, Philanthropy, Programming, Panhellenic Rep, Collegiate Relations)
    • Use Weebly to edit the newsletter page. You can copy a previous version of the newsletter to maintain the structure. Then, update the content.
    • Source graphics—BigStockPhoto.com is a good source.
    • Let VP Communications know that it is ready

SOCIAL MEDIA
Monthly time commitment: 5 hours a month
Post-relevant information to AXO - San Diego County Alumnae 
  • Upcoming events with address 
  • Link to newsletter
  • Repost from AXO HQ Facebook
  • Birthdays
  • Membership names
  • Member profile when joined or renewed
 
WEBSITE
Monthly time commitment: 1 hour a month
  • Update website with Calendar of Events in August and update each month and remove the events that have happened
  • Add or update any pages as needed
EVENTS TEAM
VP PROGRAMMING
Monthly time commitment: 3 hours a month
  • Develop Calendar of Events with President using Board recommendations and Membership Survey
  • Ask members to host event at their home (if applicable)
  • Create Food & Beverage (F&B) sign-up sheet for monthly event (if applicable) and send to VP Communications & Committee Member Facebook.
  • Oversee F&B sign-ups and see what still needs to be brought to an event.
  • Assist with securing location for Hall of Commitment at USD (if applicable)

LUNCH BUNCH CHAIR
Monthly time commitment: 1 hour in addition to time spent at lunch
 
Creation of Calendar
  • Contact members for suggestions of favorite restaurants or somewhere new they would like to try for lunch.  
  • Set up the calendar for the year, Third Thursday of every month, 11:30 am September to June.
  • Select locations that vary from South (UTC area to Oceanside) North, along the coastal corridor when planning the calendar.
 
Distribution
  • Print a hard copy to distribute to members at the September Meeting.
  • Send information to members & VP Communications
  • Include: Date, Time, Restaurant Name, Address, City. 
  • RSVP:  Ask for a RSVP from those planning to attend by the Tuesday prior to the lunch.
  • Wednesday before the Third Thursday call for the reservation. 
  • Allow for an extra person to show up last minute when making the reservation.
  • Send an email reminder by Friday the week before the scheduled event. (Copy a previous reminder and change the content.)
  • Be sure that any new members are added to the email distribution list. 
  • Post the information to the AXO San Diego Alumnae Facebook page. 

​LIL’ LYRES
Monthly time commitment: 2 hours a month
Propose dates & activities to be scheduled
 
HAPPY HOUR
Monthly time commitment: 5 hours a month
Propose dates & locations to be scheduled
MEMBERSHIP TEAM
VP MEMBERSHIP
Monthly time commitment: 3 hours a month
  • Update the Membership Recruitment letter.
  • Send recruitment letter to:
    • VP Communications to send out email blast.
    • Send recruitment letter to President to copy and send out.
  • Add sisters to closed Facebook group AXO – San Diego County Alumnae
  • Let Communications Committee Member Facebook know the members joining/renewing so that their names can be posted.
  • If Treasurer not at a monthly meeting or Lunch Bunch, collect dues and send to Treasurer.
  • Oversee committee members (Alpha Chidness, Recruitment).

ALPHA CHINDNESS
Monthly time commitment: 1 hour a month
Send note cards to sisters who are new to the area, new job, promotion, wedding, birth of child, sympathy, etc.

​AMBASSADOR
Monthly time commitment: 1 hour a month
Welcome and integrate new members by pairing with current members

​RECRUITMENT
Monthly time commitment: 2 hours a month
Recruit members from our database with personal email messages or notecards.
PHILANTHROPY TEAM
PHILANTHROPY CHAIR
Monthly time commitment: 2 hours a month
  • Ask VP Communications to place verbiage in the newsletter in August and September newsletters that we are collecting items for the DV shelter.  Provide list of items needed.
  • Collect DV shelter items at the September and October events.
  • Ask VP Communications to place info in October newsletter about date of assembling DV shelter bags and ask for RSVPs.
  • Assemble DV shelter bags in 
  • Ask VP Communications to place verbiage about collecting Target and Wal-Mart gift cards for DV shelter at Holiday Party.

SHELTER WELCOME BAGS
Monthly time commitment: Fall & Spring - approx. 3 hours
Collect items, purchase items still needed, prepare welcome bags, and deliver to Carol's House twice a year