2021 Conclave: Officer Academy

What is the purpose of Officer Academy?

2021 Conclave: Officer Academy is designed to train local chapter officers on the duties and responsibilities of their officer roles, allow them to build upon their leadership skills, and provide an opportunity for brothers to network with others across the country. 

What is the schedule of events? 

• Officer Academy Kick-Off: Wednesday, January 13, 8:30 pm Eastern
• Officer Tracks, Session One: Saturday, January 16, 1:00 pm – 6:00 pm Eastern
• *Recruitment Chairman track: Sunday, January 17, 12:00 – 5:00 pm Eastern
• Risk Management Training: Tuesday, January 19, 8:30 pm Eastern
• *Brotherhood Event: Thursday, January 21, 8:30 pm Eastern
• Officer Tracks, Session Two, Saturday, January 23, 11:00 am – 4:00 pm Eastern
• *Order of Omega Case Study Competition, Wednesday, January 27-Sunday, January 31

*denotes an optional session of Officer Academy 

Who is expected to attend? 

It is expected that each local chapter sends their entire Executive Board, which are those holding the six ritualistic officer roles. These include: President, Vice President, Secretary, Treasurer, Sentinel, Inductor. These six officers can choose EITHER Session One on January 16 or Session Two on January 23. They DO NOT have to attend both sessions and Executive Board members do not have to attend the same session together.

The Recruitment Chairman track on Sunday, January 17 is optional for chapters, but is extremely beneficial for those who are interested in getting new recruitment ideas, especially for virtual or hybrid recruitment efforts.

What if someone can’t attend? 

If a Chapter President serving in the spring 2021 term cannot attend either session date in its entirety, they should find a replacement and complete the waiver process. The waiver will need to be approved by International Headquarters. 

All other officers may send a replacement if they cannot attend either session date, but do not need to complete the waiver form. 

Please note: By sending a replacement for ANY officer, the chapter waives its right to a 5% spring census credit as your participation will not be in compliance with the offer. See the next question below for more details.

How does my chapter qualify for the 5% census credit?

Chapters who send all six Executive Board officers who are listed in Officer Portal will receive a 5% credit on their entire chapter’s spring census bill. Those who do not, will not receive the credit.

In order to receive this credit, these six Executive Board officers must be the elected officers in Officer Portal, and must participate in the entire program, including any post-session work that is sent via email. 

Sessions required to attend in order to receive the credit: 

• Officer Academy Kick-Off: Wednesday, January 13, 8:30 pm Eastern
• Full participation in EITHER Officer Track Session One OR Session Two
  • Session One: Saturday, January 16, 1:00 pm – 6:00 pm Eastern
  • Session Two: Saturday, January 23, 11:00 am – 4:00 pm Eastern
• Risk Management Training: Tuesday, January 19, 8:30 pm Eastern

To be eligible for the credit, chapters must also have a zero balance with the Grand Chapter by the Officer Academy Kick-Off on Wednesday, January 13, 2021.

If chapters are concerned about being able to send all six elected officers (i.e. they don’t have people in all six roles, they have a major conflict with one of the dates), they should reach out to their International Headquarters chapter coach to discuss options. 

How will this credit be applied to my chapter’s balance? 

Is there a track for advisers? 

Not for the virtual 2021 Officer Academy. However, Chapter Advisers and Alumni Advisory Board members are still invited to attend the monthly adviser calls on the second Tuesday of each month, beginning in February. 

Can we send additional members who are interested in holding office in the future? 

Yes, if approved by the chapter’s International Headquarters chapter coach. This could be beneficial for chapters who elect officers on a semesterly basis, or whose officer elections are on an academic year cycle (June – May). 

What if an officer wants to attend multiple sessions because they hold multiple officer roles? 

Officers who want to attend multiple sessions because they hold multiple officer roles, should contact their International Headquarters chapter coach to get them registered for the appropriate sessions. 

Does it cost any money?

There is no registration fee. Chapters were billed the Conclave assessment fee already, which covers any costs associated with this event. 

What if an officer cannot attend the entire time during the Officer Track? 

Officers who cannot attend for the entirety of the event should find a replacement, as it’s expected they participate in the program in its entirety. If this officer is a President, they should complete the waiver process. 

Please note: If ANY officer cannot attend their session in its entirety, the chapter waives its right to a 5% spring census credit as your participation will not be in compliance with the offer.

What can I expect from the Officer Tracks? 

The officer tracks will focus on a mix of duties and responsibilities of the officer role and leadership development skills. Participants will learn the expectations of the Grand Chapter, resources available to them, and discuss how to solve problems they may encounter during their term. They will also have time to network with other brothers in the same role from other chapters through the use of breakout rooms. 

What is expected of me during the officer tracks? 

• Participants should use their own devices so we may properly facilitate breakout rooms. 
• Participants should plan to stay the entirety of the session. 
• Participants should be in a setting where they can fully participate in the session, preferably with video turned on for maximum engagement. 
• Participants should be able to take notes and have additional resources/materials pulled up in front of them. 
• Participants should speak when asked and participate in conversations. 

Registration Information

Do I need to register for Officer Academy?

Yes, each officer needs to register for the event and choose the Officer Track Session date they wish to attend through myPhiSig. Participants will NOT be allowed to join any session if they did not register for Officer Academy.

How do I register for Officer Academy?

Registration will be through myPhiSig. Participants will need to log in using the username and password they set up as an associate member, which is the same username and password used to login to Officer Portal.

What is the deadline to register?

All officers should register by January 8. No late registrants will be accepted. 

What if I register and then need to cancel? 

Participants who need to cancel should email leslie@phisigmakappa.org with their name, chapter, and officer position, and indicate that they need to cancel their registration. If they choose to send a replacement, the replacement officer should register through their myPhiSig account before the January 8 deadline. Presidents who need to cancel should also complete the waiver process and send a replacement.

Who should I ask if I have questions about Officer Academy? 

Email Leslie Pedigo, Director of Education, at leslie@phisigmakappa.org. 

Order of Omega/Phi Sigma Kappa Case Study Competition

What is the Order of Omega Case Study Competition?

The Order of Omega/Phi Sigma Kappa Case Study Competition is designed to provide an experiential learning opportunity where students use critical thinking to evaluate and address real-life issues facing our fraternity and sorority communities today. The competition allows participants to further strengthen skills such as creative problem solving, public speaking, collaboration, and strategic planning. Participants will have the opportunity to apply what they’re learning at Officer Academy to a real-life scenario. Phi Sigma Kappa is proud to have partnered with Order of Omega on this Case Study Competition since 2018. 

Is it required to participate in the Case Study Competition? 

The Case Study Competition is not required. Chapters may opt-in to the Case Study Competition if they’d like to participate during the Officer Academy registration process. 

What is the incentive/benefit for participating? 

Winning teams will receive a minimum of $500 for their chapter to spend how they see fit. Appropriate uses of the prize money include: chapter t-shirts or other promotional materials, campus/Interfraternity Conference or Grand Chapter dues and fees, scholarships for members to attend leadership conferences, or brotherhood, philanthropy, or recruitment event supplies and costs. In no way should this money be used towards alcohol, recruitment, or social events. 

In addition to the prize money, teams will enjoy working together to solve a problem they may face as an officer and the experience will enhance leadership, problem-solving, and presentation skills. 

Who participates in the Case Study Competition? 

Chapter Executive Boards will participate as a team and should have a minimum of three people on their team. Participants MUST be participating in Officer Academy. 

What will the case study be about? 

It will focus on a problem that chapter leaders could face and will incorporate multiple officer roles and duties. There may be multiple tracks for different chapter sizes, therefore case studies could vary per track. Chapter officers should use what they learned during the Officer Academy to help solve the case study. 

When will the Case Study Competition occur? 

Information about the Case Study Competition will be provided at the Officer Academy Kick-Off on January 13. 

After officers complete their officer tracks, they should meet on their own to review and solve the case study problem. Presentations will occur during January 27-31, after the officer training tracks have concluded. 

How do I sign up for the Case Study Competition? 

Chapter officers will have the option to register as part of Officer Academy registration through myPhiSig. 

Undergraduate Representative to the Grand Council

What is the Undergraduate Representative to the Grand Council? 

The Undergraduate Representative brings the Phi Sig student perspective to the Grand Council. Two students are selected each year to provide that perspective. Read about previous Undergraduate Representative Matthew Cohen’s (LIU Post ‘20), experience at the Grand Council mid-year meeting from January 2020. In this blog, Matthew shares what he learned and gained as a result of this unique opportunity. 

What are the eligibility requirements to be an Undergraduate Representative? 

Interested candidates must meet the following requirements: 

• Currently serve as local chapter’s President
• Have a 2.75 GPA or higher on a 4.0 scale
• Must be an 1873 Society donor during their term ($18.73/year) 

How do I submit my interest?

Please submit THIS FORM by December 31, 2020. 

Interested candidates must also have their Chapter Adviser, an Alumni Advisory Board member, or their campus fraternity/sorority adviser send a letter of recommendation to Nick Zuniga, Executive Director/COO at nick@phisigmakappa.org.

How will the two Undergraduate Representatives be selected? 

The two Undergraduate Representatives will be elected by their peers during the virtual Officer Academy. Information submitted in the form linked above will be provided to all registered Presidents prior to and during the virtual Officer Track Sessions. Voting will take place during the sessions and the elected Representatives will be notified by January 31, 2021. All Presidents should keep an eye on their inbox for information regarding electing their Undergraduate Representatives. 

What are the expectations if I were to serve? 

Candidates must agree to serve beginning January 2021 – January 2022. The Representatives will be expected to:

• Attend all Grand Council meetings, as applicable. 
  • Grand Council meetings are held virtually every month. 
  • Two in-person meetings are held: 
    • The mid-year meeting is held in January/February.
    • The annual meeting is held in conjunction with the respective summer event (General Convention or Shonk Undergraduate Leadership School). 
  •  These in-person meetings are subject to change to virtual due to the limitations of COVID-19.
  • Undergraduate Representatives do not have voting rights on the Grand Council. 
• Consult with the Grand President and Executive Director/COO between Grand Council meetings regarding the student perspective concerning Grand Chapter policy and welfare. 
• Communicate with other Grand Council Directors or International Headquarters professional staff, regarding Fraternity initiatives, as requested. 
• Review all correspondence and reports provided in advance of meetings and calls to be fully prepared to provide the student perspective. 
• Attend events or participate on committees, as applicable and upon request from the Grand President. 

I had to miss the Officer Academy Info Session in mid-December, where can I find that info?

You can watch the recording by clicking HERE.