Iota Upsilon Chapter 

at the 

University of Ottawa

Description of Appointed Positions

Director of Chapter Events – External

  • Reports to the Vice President of Risk Management
  • Serves on the Risk Management Department • Serves on the Program Council
  • Plans and executes the social events for the chapter
  • Coordinates and plans events with recognized external groups such as fraternities, sororities, or student organizations
  • Collaborates with the Vice President Risk Management and the Risk Management Department to ensure all external events are safe and conform to the Policies & Procedures of the Alpha Phi International Fraternity, Inc., Standing Rules, and Chapter Bylaws
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Risk Management

Director of Chapter Events – Internal

  • Reports to the Vice President of Risk Management
  • Serves on the Risk Management Department
  • Serves on the Program Council
  • Plans and executes the internal social events for the chapter
  • Plans and executes internal social events for chapter and guests that include third party vendors • Departments to ensure all internal events are safe and conform to the Policies & Procedures of the Alpha Phi International Fraternity, Inc., Standing Rules, and Chapter Bylaws
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Risk Management

Director of Watchcare

  • Reports to the Vice President of Risk Management
  • Serves on the both the Risk Management and the Education and Programming Department
  • Directs the chapter’s Watchcare program
  • Educates chapter annually on Watchcare during a Programming Meeting in coordination with the Director of Chapter Programming, based on the risk management department’s evaluation of chapter health and areas of risk management
  • Educates the chapter on the Watchcare Support Hotline
  • Educates the chapter annually on Alpha Phi’s anti-hazing policy during a Programming Meeting in coordination with the Director of Chapter Programming
  • Assists the Director of New Member Education in the education of new members on Alpha Phi and campus policies and protective/preventive services
  • Works with campus resources to educate the chapter on interpersonal skills such as conflict management and communication skills
  • Reaches out to chapter members who haven’t been attending meetings and events
  • Works with the Social Media Chair to establish the chapter’s Social Media Policy
  • Educates the chapter on the Social Media Policy
  • Ensures all social media complies with brand identified by the Marketing and Membership Recruitment Departments
  • Advises fellow Risk Management Department officers in planning safe events

Assistant to the Director of Finance

  • Reports to the Director of Finance
  • Serves on the Chapter Operations Department
  • Assists the Director of Finance with the billing and collection of dues and fees and/or cheque writing and budget management
  • Performs other duties assigned by the Director of Finance

Director of Chapter Programming

  • Reports to the Vice President of Programming and Education
  • Serves on the Programming and Education Department
  • Serves on Program Council
  • Plans and executes robust programming portions of chapter meetings
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of
  • Education and Programming

Director of Sisterhood

  • Reports to the Vice President of Programming and Education
  • Serves on the Programming and Education Department
  • Serves on Program Council
  • Plans and executes chapter sisterhood events
  • Charged with developing programs that increase morale and encourage member interaction
  • Plans and executes chapter retreats, working with specific officers for the overall program of the retreat
  • Develops and executes the chapter’s senior engagement programming
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Education and Programming

Director of Academics

  • Reports to the Vice President of Programming and Education
  • Serves on the Programming and Education Department
  • Develops an engaging program encouraging academic excellence
  • Educates members on chapter’s academic incentive plan
  • Notifies chapter members of scholarship opportunities and campus resources available
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Education and Programming

Big Sister Program Chair

  • Reports to the Director of New Member Education
  • Member of the New Member Education Team
  • Oversees the Big Sister/Little Sister program
  • Educates potential Big Sisters on duties and responsibilities
  • Conducts Big Sister/Little Sister matching with approval from the Director of New Member Education
  • Plans and executes Big Sister/Little Sister revealing
  • Collaborates with the Director of Sisterhood in planning events for new members to become well acquainted with initiated members
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Education and Programming

Ivy Linker Chair

  • Reports to the Director of New Member Education
  • Member of the New Member Education Team
  • Oversees the Ivy Linker program
  • Coordinates assignment of Ivy Linkers and new members each week of the New Member Period

Director of Ceremonies

  • Reports to the Vice President of Programming and Education
  • Serves on the Programming and Education Department
  • Directs the Ceremonies Team
  • Oversees the chapter’s Ritual and Ceremonies program
  • In collaboration with the Vice President of Programming and Education creates an educational program that includes Alpha Phi history, Ritual, ceremonies, songs, and any other pertinent Alpha Phi specific information
  • Collaborates with the Director of New Member Education to plan the chapter’s new member ceremonies and Inspiration Days, ensuring that all activities are free from any and all forms of hazing

Chaplain

  • Reports to the Director of Ceremonies
  • Serves on the Ceremonies Team
  • Conducts all devotional services
  • Executes Alpha Phi ceremonies as outlined in the Ceremonies Book and Ritual
  • Maintains initiation equipment
  • Installs incoming officers in accordance with the Ceremonies Book
  • Trains the Marshall and Guard in their duties

Music Chair

  • Reports to the Director of Ceremonies
  • Serves on the Ceremonies Team
  • Educates the chapter on Alpha Phi songs
  • Ensures that Alpha Phi songs are incorporated into appropriate chapter events, programs, and activities

Historian

  • Reports to the Director of Ceremonies
  • Serves on the Ceremonies Team
  • Educates the chapter on chapter-specific history
  • Collects and preserves records and items of current events important to the history of the chapter
  • Creates memorabilia that chronicle the chapter’s year while she is in office
  • Preserves previous years’ memorabilia

Guard

  • Reports to the Director of Ceremonies
  • Serves on the Ceremonies Team
  • Executes Alpha Phi ceremonies as outlined in the Ceremonies Book and Ritual

Marshall

  • Reports to the Director of Ceremonies
  • Serves on the Ceremonies Team
  • Executes Alpha Phi ceremonies as outlined in the Ceremonies Book and Ritual

Director of Formal Recruitment

  • Reports to the Vice President of Membership Recruitment
  • Serves on the Membership Recruitment Department
  • Manages the progress and work of the Recruitment Team that includes Day Chairs
  • Architect of the Formal Recruitment Plan
  • Manages the implementation of all Formal Recruitment activities
  • Participates in the competitive analysis of Formal Recruitment
  • Plans and implements Formal Recruitment activities (September and January Recruitments)
  • Manages the implementation of all Polish activities

Day Chair(s)

  • Reports to the Director of Formal Recruitment and Vice President of Member Recruitment
  • Implements Formal Recruitment party plans with the approval of the Director of Formal Recruitment, Vice President of Membership Recruitment and Recruitment Advisor

Director of Continuous Open Bid/Recruitment (COB/COR)

  • Reports to the Vice President of Membership Recruitment
  • Serves on the Membership Recruitment Department
  • Serves on Program Council
  • Develops and directs the COB/COR program for the chapter
  • Identifies membership vacancies in coordination with the Chapter Operations Department and Membership Recruitment Department
  • Generates Potential New Member names
  • Orchestrates and directs the COB/COR team in implementing a COB/COR plan to fill all vacancies, including identifying target markets, generating names, and making initial contact
  • Plans and organizes COB/COR meetings or events
  • Extends COB/COR bids with approval of the Vice President of Member Recruitment
  • Transitions COB/COR new members to New Member Education Team

Director of Target Membership Marketing

  • Reports to the Vice President of Membership Recruitment
  • Serves on the Membership Recruitment Department
  • Drives Alpha Phi’s image through high school targeting, summer public relations, and oncampus marketing for membership recruitment purposes
  • Develops marketing plan based upon target

Assistant Greek Council/Panhellenic Delegate

  • Reports to the Vice President of Membership Recruitment
  • Serves on the Membership Recruitment Department
  • Assists the Greek Council/Panhellenic Delegate in any and all duties
  • Will fill in for the Greek Council/Panhellenic Delegate in the case of an unfilled position or absence

Director of Alumnae & Parent Relations

  • Serves on the Marketing Department
  • Develops and directs a comprehensive communication plan for alumnae and family communication that may include newsletters, social media and website content
  • Plans and implements alumnae events for local and chapter alumnae including Founders’ Day and Homecoming activities
  • Plans and implements family events including Parents’ Day and other related events 21
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Marketing

Director of Public Relations and Advertising

  • Reports to the Vice President of Marketing
  • Serves on the Marketing Department
  • Directs the Public Relations and Advertising Team
  • Develops all public relations material and ensures it reflects the brand determined by the Marketing and Membership Recruitment Departments

Social Media Chair

  • Reports to the Director of Public Relations and Advertising
  • Member of the Marketing Department
  • Develops and directs the social media plan for the chapter
  • Works with the Director of Watchcare to establish the chapter’s Social Media Policy

Merchandising Chair

  • Reports to the Director of Public Relations and Advertising
  • Member of the Marketing Department
  • Designs all Alpha Phi merchandise ensuring the design complies with the brand identified by the Marketing and Membership Recruitment Department
  • Places orders for all merchandise with licensed vendors after receiving approval from the Vice President of Marketing and Director of Finance

Director of Community Service and Philanthropy

  • Reports to the Vice President of Campus Affairs
  • Serves on the Campus Affairs Department • Develops and implements internal philanthropic events for the chapter
  • Educates chapter on the importance of the Alpha Phi Foundation and its mission
  • Participates in Officer Transition upon taking office and after the completion of her term
  • Develops and directs community service activities for chapter
  • Communicates with chapter membership regarding events
  • Organizes chapter members to attend events
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Campus Affairs

Red Dress Chair

  • Reports to the Vice President of Marketing
  • Member of the Marketing Department
  • Develops and directs Red Dress event plans

Director of External Philanthropy

  • Reports to the Vice President of Campus Affairs
  • Serves on the Campus Affairs Department
  • Collaborates with other recognized fraternities and sororities to coordinate Alpha Phi participation in their philanthropy events
  • Organizes chapter members to attend events
  • Directs the External Philanthropy Team
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Campus Affairs
  • Participates in Officer Transition upon taking office and after the completion of her term

Greek Olympics and Derby Days Chair

  • Reports to the Vice President of Campus Affairs
  • Serves on the Campus Affairs Department
  • Attends all Greek Olympic and Derby Days Meetings
  • Coordinates the chapter’s involvement in Greek Olympics and Derby Days
  • Works with the Merchandise Chair to develop chapter t-shirts, as appropriate, for Greek Olympics
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Campus Affairs

Director of Campus Events

  • Reports to the Vice President of Campus Affairs
  • Serves on the Campus Affairs Department
  • Develops and plans all campus activities in collaboration with each individual chair of such events
  • Communicates with chapter membership regarding campus events
  • Organizes chapter members to attend campus events
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Campus Affairs