Knowledge Base
Collegiate Chapters

Baseline Resources

Introduction

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First 30 Days Checklist

  • Logon to Pride Online and ensure your contact information is up to date.
  • Introduce yourself to your Panhellenic team, advisor and Panhellenic Relations Director
  • Add below activities to your calendar and review the “How to” guides / NPC resources
  • Review your VPPR role and responsibilities
  • Watch for emails from your Panhellenic Relations Director (PRD) and other Panhellenic officer emails from ADPi
  • Set goals for your term
  • Begin planning spring sisterhood activities

Role & Responsibilities

  • Acts as the leader of the chapter’s Panhellenic Relations Team; assumes responsibility for representing Alpha Delta Pi on the local College Panhellenic Council.
  • Attends all meetings of the College Panhellenic Council or appoints alternate and fulfills assigned duties in that capacity. Provides a report to Panhellenic about upcoming chapter events and chapter achievements, as appropriate. A report should always be given at each Panhellenic meeting.
  • Holds a monthly meeting for the members of the Panhellenic Relations Team. This will serve as a time to share ideas, strategize on ways to improve and increase campus and Panhellenic involvement, and ways to support other groups on campus. Minutes of this meeting will be taken and uploaded to Pi Portal within 48 hours.
  • Serves as a member of the Executive Committee and the Executive Board. And as an ex-officio member of the Chapter Marketing and Recruitment Team.
  • Reports all Panhellenic business and events to the chapter. This includes promotion of Panhellenic activities. It’s important to always present the facts and avoid presenting information with a personal bias.
  • Studies all appropriate Panhellenic related documents including:
    • NPC Manual of Information
    • Code and Ethics and Recruitment Rules
    • College Panhellenic Bylaws
    • College Panhellenic Budget
    • Other governing documents pertaining to the College Panhellenic
    • All sections of the COB that pertain to Panhellenic
  • Within 48 hours of receiving regular College Panhellenic minutes, upload the minutes document to Pi Portal.
  • By the 1st of each month, complete the Monthly Panhellenic Report within Pride Online. The report is to be completed in the months where school is in session and is to report all activities from the previous month as well as some information for the upcoming month.
  • By November 15, complete the Annual Panhellenic Report within Pride Online. The Annual Report includes information about the Campus Panhellenic, leadership positions held, programming, sisterhood events, relationships with Fraternity/Sorority Advisor and Faculty Advisor (if applicable), and more. It is advised to be as thorough as possible on this report, as it summarizes the year and how the chapter functioned as part of the Campus Panhellenic.
    • Along with completion of the Annual Panhellenic Report, the most current versions of the Panhellenic Bylaws, Recruitment Rules, Panhellenic Budget, and other Panhellenic governing documents must be uploaded to Pi Portal under the proper heading by November 15 annually.
    • It is imperative that the report is completed thoroughly, as this Annual Panhellenic Report is used for determining award statuses, providing relevant information to advisors and International Officers, and identifying potential areas of needed assistance.
  • Uploads College Panhellenic Bylaws, Recruitment Rules and other governing documents to Pi Portal.
  • Establishes a good working relationship with the campus Fraternity/ Sorority Advisor (FSA). Ideas for this include regular meetings with your FSA, inviting them to a chapter meeting to introduce him/her to the chapter, or inviting him/her to a philanthropy event.
  • Establishes a good working relationship with the chapter’s Faculty Advisor. Ideas for this include inviting them to a chapter meeting to introduce him/her to the chapter, invite him/her to Founders’ Day or any other event hosted by the chapter.
  • Adheres to the following guidelines concerning Panhellenic votes:
    • With as much notice as possible, always consults with and gains approval by the Panhellenic Relations Director and notifies the Collegiate Province Director prior to casting a vote on the following matters:
      • Change in the dates of Formal Recruitment
      • Change in how Total is calculated
      • Changes/revisions or amendments to the Bylaws, or Recruitment Rules of the College Panhellenic or other governing documents of the College Panhellenic
      • Any discussion of extension and votes regarding extension
      • Any matter unclear to the delegate
      • Approval of the Panhellenic budget
    • After consulting with the Panhellenic Relations Director, brings any Panhellenic business to the chapter for a vote before casting a vote in Panhellenic.
  • Establishes positive relations with the other Panhellenic organizations on campus. Positive relations can be established by having Panhellenic sisterhood events, co-sponsoring social events, hosting recruitment or non-recruitment related workshops, inviting another sorority’s Executive Committee to dine with the chapter’s Executive Committee, posting on social media about other sororities’ accomplishments and more. Establishing strong ties with the other sororities on campus is crucial for building and strengthening the Panhellenic.
  • Inform the chapter of other sorority events and encourage participation in other sorority and Panhellenic events and activities.
  • Formulates any motions for any new business that the chapter wants to take to Panhellenic. Always consults with Panhellenic Relations Director and Panhellenic Advisor (if applicable) or Executive Chapter Advisor for guidance and direction.
  • Consult with the Panhellenic Relations Director on any of the following:
    • Update of Total (should be updated twice a year, per NPC policy)
    • Changes in FSA or any other OFSL changes that affect Panhellenic functions
    • Any infractions given to the chapter, whether recruitment or non-recruitment related
    • Any vote brought to Panhellenic (see previous bullet for details)
  • Encourages chapter members to apply for Panhellenic leadership positions. This includes, but is not limited to, Panhellenic Executive Officer roles, Recruitment Counselors, Greek Honor Societies, and Panhellenic Relations Specialist roles.
  • Aiding in identifying candidates and encouraging them to apply for the Ruth Pretty Palmer Panhellenic award. This award is awarded annually to individual collegiate women who exemplify leadership and exceptional service to the Campus Panhellenic.
  • Facilitates a strong officer transition at the end of her term.
  • Ensures that neither she nor any officer or member ever completes any type of questionnaire asking for privileged information about the chapter before receiving authorization and permission of the Executive Office. Note: See Alpha Delta Pi Media Plan on Pride Online, Chapter Officer Resource Center under Shared Resources.
  • Ensures that the members of her team perform their responsibilities with the utmost efficiency and effectiveness (Panhellenic Relations Specialist, Recruitment Counselors, Panhellenic officers, Leadership Engagement Specialist, and Organizational Liaisons).
  • Communicates weekly with Panhellenic Advisor (if applicable) or Executive Chapter Advisor.
  • Maintains and updates officer materials.
  • Sets personal goals for the office of Vice President of Panhellenic Relations and works toward their accomplishment.

Goal Setting Guidelines

Panhellenic Team 

The purpose of the Panhellenic Relations team is to ensure that the chapter takes an active leadership role in the activities of the local Panhellenic Council and that all local Panhellenic policies and procedures are followed by the chapter. Note: even though many officers on the Panhellenic Relations Team are serving as officers or representatives of Panhellenic as individuals, they are to serve as liaisons to the chapter’s Panhellenic Relations Team and serve as a resource for strengthening Alpha Delta Pi’s ties with Panhellenic.

The membership of this team includes the Vice President of Panhellenic Relations (Chair), Panhellenic Relations Specialist (if applicable), Recruitment Counselors, any local Panhellenic officers, Leadership Engagement Specialist, Organizational Liaisons (if applicable), and other chapter designated positions (Greek Week Chair, Homecoming Chair, etc.).

Team Duties and Responsibilities

  • Meets as needed to ensure that Alpha Delta Pi is providing leadership on campus and on the local College Panhellenic Council.
  • Ensures that all local Panhellenic policies and procedures are followed by the chapter and that the chapter remains well informed of any changes in those policies or procedures.
  • Ensures that proposed changes in local Panhellenic recruitment rules that involve Panhellenic Total, Quota, or the number of sororities on a college campus are communicated to the appropriate international officer for consultation.
  • Ensures the Panhellenic Relations Director (PRD) is kept informed of any pending recommendations for changes in Total, method of setting Quota, constitutional changes, and extension.
  • Ensures that the chapter is participating in diverse leadership opportunities on campus and supporting other campus organizations in their efforts to support the community.

Team Meetings

The Panhellenic Relations Team should meet monthly to discuss a variety of topics ranging from Panhellenic updates to organization involvement to various campus events. During each Panhellenic Relations team meeting, be sure to take minutes. After you have your team meetings, upload your minutes to Pi Portal > Panhellenic > Actions > Upload Panhellenic Documents and select the “Panhellenic Team Minutes” document type.

Possible Meeting Topics

  • Recruitment: What needs to be addressed or changed for next year
  • Succession planning of both chapter and Panhellenic officers
  • Campus and community events with other groups that don’t just include supporting philanthropy events
  • Discuss who would be good candidates for awards
  • Budget expenditures or budget needs
  • Analysis of your Campus Involvement Tracking Sheet deficits and where to market or educate on involvement opportunities
  • How to engage with your FSA more
  • Ideas for how to network within your campus Panhellenic
  • How to get more sisters to participate in campus and Panhellenic events
  • How to improve relations between sororities
  • How to improve your campus image
  • Utilization of PR: Posters/Flyers/Banners/Social Media (shoutouts, publicizing events, etc.)

 

Download Meeting Minutes Template

 

Monthly Report 

The Monthly Panhellenic Report is a tool to describe the previous month’s activities and to support communication efforts with your team, advisor(s), and Panhellenic Relations Director. Responses to this form should be descriptive and thorough, as the information provided is the best way for the chapter’s advisors and International Officers to fully understand your campus Panhellenic culture. It is also an opportunity to share your chapter’s involvement and outreach efforts.

The VP of Panhellenic Relations (VPPR) is responsible for completing this monthly report, which is due on the 1st of each month school is in session. The report is submitted digitally through Pride Online. Click the button below to submit your monthly report

Submit Monthly Panhellenic Report

Completing the Report

The following list will help you prepare your monthly report:

  • Utilize the Sample Monthly Report Example for assistance on how to answer the questions within the report. In it are sample acceptable and unacceptable answers, with the rationale provided, too.
  • Answer each question thoroughly and with as much detail as possible!
  • Be sure to describe strong and attainable goals on the Personal Updates page.
  • Please start your report early! Click “Save Draft” at the bottom of each page to save your work and come back to it, as needed.
  • Don’t forget to click “Submit” on the final page once you’re finished!

The report does not have to be approved by advisors or the Executive Board. If you would like to share it with your advisor or team before you submit the report, use the Sample Monthly Report Template to respond to prompts in a separate document or email. Your responses can be transferred over to the electronic report.

Please note: This report can no longer be submitted via Word document and must be completed electronically.

If have questions about how to respond to this report after reviewing the Sample Monthly Report and completing the Library course, send an email to your Panhellenic Relations Director for further assistance. Be sure to include your chapter name in the subject of your email.

After the Report is Submitted

Once you click “Submit,” the report will automatically be sent via email to the following individuals:

  • Panhellenic Relations Director
  • Collegiate Province Director
  • Executive Chapter Advisor
  • Marketing & Recruitment Advisor
  • Panhellenic Relations Advisor, if applicable
  • VP of Panhellenic Relations
  • VP of Operations
  • President

The report’s answers will be in the body of the email. If any questions or follow up action needs to happen, please “reply all” to the appropriate parties from within the email. If an individual on the list above did not receive the email, notify your chapter’s VP of Operations to ensure contact information in Pi Portal is correct.

Please note: Emails will appear as chaptername.officertitle@alphadeltapi.net. These email addresses connect with our membership database to look up the individuals receiving the report. You can reply to anyone on the email thread and your message will be delivered.

Viewing the Completed Report on Pi Portal

The report will also be automatically stored in Pi Portal once it is submitted. To view the report, log in to Pi Portal, click on the Panhellenic Tab, select Reports, and then Monthly Panhellenic Reports. Use the arrows to scroll to the previous year’s reports, if needed.

To export the report, select the Excel option. Each report will appear on a separate tab within the spreadsheet. *Note: Excel is the best option for exporting. Avoid all other document types.

Pi Portal Documents

This section provides instructions for uploading Panhellenic documents to Pi Portal.

  1. Go to Pi Portal and log in using your Pride Online credentials.
  2. From the menu bar, select Panhellenic, Actions, then Upload Panhellenic Paperwork.
  3. Read through the Overview and click
  4. Select the box next to On Demand and click Continue to begin the upload process.
  5. Select today’s date in the Upload Date
  6. Select the correct Upload Type option for the paperwork you are uploading. Read below for an explanation of Final vs. Proposed documents. Document types include:
    1. Panhellenic Budget
    2. Panhellenic Bylaws
    3. Panhellenic Exec Meeting Minutes (if provided to you, these are minutes from a Panhellenic Executive Officer meeting where voting Panhellenic Delegates are not included)
    4. Panhellenic Meeting Minutes
    5. Panhellenic Other Document (Social Policy, Judicial Proceedings, Extension documents/meeting minutes, etc.)
    6. Panhellenic Relations Team Meeting Minutes
    7. Panhellenic Recruitment Rules
  7. Choose the document to upload from your device in the Paperwork.
  8. Give any additional details pertaining to the uploaded document in the Description (ex. details missing from Minutes, your opinion on an announcement from Minutes, explaining that you will email your PRD, CPD, and advisors with additional Bylaw revisions from a forwarded email, extra background for a vote in a Panhellenic meeting, etc.). Read below for a detailed explanation of the type of Description needed for Panhellenic Meeting Minutes.
  9. Click Continue when finished and ready to proceed to next step
  10. Review the Validation page to confirm the accuracy of the document by “signing and dating” at the bottom.
  11. Click Continue to finish the upload.

Upload notifications are emailed out at 3:45 am Eastern Time on the same day. You will receive one email with a list of all Panhellenic documents uploaded for your chapter.

If you are unable to access this section of Pi Portal, contact your chapter’s VP of Operations to confirm you are set up in the correct leadership positions on Pi Portal. If you continue to have access issues, email webmaster@alphadeltapi.com. Please include your name, position, chapter name, and the page you are trying to access.

If you are unable to login to Pi Portal, follow the instructions provided under the Trouble Logging On? link.

Instructions for Panhellenic Meeting Minutes

When uploading Panhellenic meeting minutes into Pi Portal, you need to provide information on the following items in the Description portion of the upload.

  1. If a vote was held, please list the item voted on, if it passed, and how ADPi voted.
  2. If there are any upcoming votes, please list the items being voted on and the date you are voting on them both with your chapter and in Panhellenic.
  3. List any questions you may have or areas requiring additional support.

The Description field will be included in the notification email. That way, if there is an urgent matter that needs assistance, the PRD and Advisors can assist right away and know that there is something of extra importance in this set of Panhellenic Meeting Minutes.

Proposed vs. Final Document Types

Your Panhellenic Bylaws, Panhellenic Budget, and Panhellenic Code of Ethics and Recruitment Rules should be revised each year by your Panhellenic. You should upload BOTH revisions and final versions of these documents to Pi Portal.

Proposed

  • If your Campus Panhellenic provided you with a document that is being voted on in a future Panhellenic meeting, these are to be uploaded as a Proposed document type.
  • Other words your Campus Panhellenic may use for proposed documents are revisions, changes, updates, etc.
  • Once a Proposed document is uploaded and the notification email is sent, all parties on the email need to review the document and provide feedback. The VP of Panhellenic Relations is responsible for compiling all revisions and asking the appropriate Panhellenic Executive Officer for obtaining answers before a vote is to be made. Work with your Panhellenic Relations Director (PRD) for specific questions.
  • **Remember, you MUST have your PRD’s approval before the chapter votes.

Final

  • Once your Campus Panhellenic sends you the final version of the document (Panhellenic Bylaws, Panhellenic Budget, Panhellenic Code of Ethics and Recruitment Rules, etc.), these are to be uploaded as Final document type.
  • If not already done so, Final documents should be uploaded to Pi Portal annually by November 15 along with the completion of the Annual Panhellenic Report.
  • If a governing document is revised, after the official Panhellenic vote, your Panhellenic should provide you with the newly revised document. This is considered the Final version that needs to be uploaded to Pi Portal.

Chapter Member Involvement & Leadership Data

The primary role of the Leadership Engagement Specialist (LES) is to share campus involvement opportunities with members and to integrate leadership enrichment experiences into the chapter calendar. If your chapter does not have a LES you as VPPR are responsible for this responsibility. 

The LES must track campus involvement with all data entered by April 15 and November 15 each year using one of the below methods: 

  • Members can individually enter their own organization membership/leadership, using Pride Online (Pride Online > Resources > Manuals & Forms > Panhellenic Relations > Campus Involvement Entry). If they are involved in more than three organizations, they can navigate back to the URL to enter more.
  • LES may enter the data on Pi Portal (Panhellenic > Actions > Campus Involvement Entry).  If using this method, it’s best to update this monthly with chapter member involvement.

Campus Involvement Entry

Leadership Awards

For Chapter Performance Awards, your chapter must have the following membership involvement percentages:

  • One Diamond: 70% involved in another outside organization; 5% involved in leadership role
  • Two Diamond: 75% involved in another outside organization; 10% involved in leadership role
  • Three Diamond: 85% involved in another outside organization; 15% involved in leadership role
  • Golden Lion: 90% involved in another outside organization; 20% involved in leadership role

LES Resources

The following resources can be found in this section:

  • LES Goal Setting Exercise

Transitioning New Officer

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