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OFFICER ELECTIONS
GUIDE FOR ARCHONS & CKAS

RESOURCES

RESOURCES

All election process resources can be found on the Phi Sigma Sigma website under Officers > Executive Board Resources > Officer Election Resources. Click here to access.

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Click here to download the 2025 Election Master Resource

NOMINATING COMMITTEE SELECTION

  • The first step in officer elections is to select the nominating committee.

  • NEW! Academic classes will meet during chapter to recommend members from their own classes for the nominating committee

  • Archon and CKA meet to finalize the nominating committee and announce to the chapter

  • Archon adds herself as nominating committee chairman on the Phi Sigma Sigma website (Officers > Committee Updates)

  • Archon adds the nominating committee members on the Phi Sigma Sigma website (Officers > Committee Updates)

  • Members of the nominating committee complete the "Certified to Slate" course on Rise.

  • The members of the nominating committee are not a secret! The selected nominating committee members should be made public to the chapter.

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NOTE - If the archon is running for executive board, the vice archon should serve as the nominating committee chairman. If both the archon and vice archon are running for executive board, please talk to your chapter coach to identify a nominating committee chairman. 

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Resources:

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EXECUTIVE BOARD APPLICATIONS

  • Executive board applications will open on Monday, September 9.​​

  • Each chapter will receive their own unique link for executive board applications. This link will be shared with all members via email and should be posted in the chapter's OurHouse.

  • Any members interested in applying for executive board are encouraged to complete the "Certified to Lead" course on Rise (register here) 

  • Once executive board applications close, you will receive a copy of the completed applications from your chapter coach.

  • Executive board applications close between Monday, September 16 and Friday, September 27, depending on your chapter's timeline.

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CALLS FOR CONCERN

  • Should any member have a concern about a potential executive board candidate, the call for concerns process allows her to raise her concern to the standards board for consideration in the slating process.

  • After executive board applications close, the nominating committee chair posts the names of all candidates to the chapter via OurHouse.

  • The MAL will set up a time with the standards board for members to express relevant concerns regarding the candidate's' ability to serve the chapter.

  • The standards board will review concerns and offer a recommendation to the nominating committee via the Candidate Verification Form. ​

 

Resources:

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CANDIDATE VERIFICATION FORM

  • Before the nominating committee meeting, the CKA or approved advisor should work with the required officers to fill out the Candidate Verification Form. The completed form will be used by the nominating committee to confirm which executive board candidates are eligible and remove any ineligible candidates from consideration.

  • This is a confidential document and should be maintained by the CKA/advisor. The Candidate Verification Form should not be emailed or passed from officer to officer.

    • GPA Eligibility (Academic Achievement Chairman) - Candidate's cumulative GPA must meet the requirement set in the local constitution.

    • Graduation Date (Archon) - Candidate is not eligible if she is scheduled to graduate or otherwise leave school before December 2025.

    • Financial Eligibility (Bursar) - Candidate must be up-to-date on dues payments.

    • Housing Eligibility (Archon) - Candidate is willing to live in chapter house for the next academic year (if applicable).

    • Disciplinary Eligibility (MAL) - Candidate is not eligible if she has any standards board outcomes preventing her from holding an executive board position.

    • Standards Board Recommendation (MAL) - The standards board may make a recommendation on a candidate based on concerns brought forward by the chapter.

    • Archon Recommendation (Archon) - If the candidate is a member of the current executive board only.

    • Vice Archon Recommendation (Vice Archon) - If the candidate is a member of the current executive council only.

    • Convention Attendance (Archon/Vice Archon) - Must be available to attend Convention (Jan. 2-4, 2025).

 

Resources:

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SLATING THE EXECUTIVE BOARD

  • After executive board applications close, the nominating committee will meet to discuss applications and slate the executive board officers.

  • All committee members must complete the "Certified to Slate" course on Rise before the meeting.

  • Prior to the nominating committee meeting, the archon must compile the executive board applications and share them with the nominating committee members for review.

  • Committee members should review all executive board applications and fill out the Selecting the Executive Board worksheet prior to the meeting.

  • NEW! During the nominating committee meeting, the archon (or nominating committee chairman) should complete the Nominating Committee Report Worksheet. This will be the report shared during the chapter meeting at which you will be voting on the slate.

 

Reminder: The archon and CKA have no voice or vote during the nominating committee meeting. This means that you should not be sharing your opinion on who should serve in each role.

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Resources:

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VOTING ON THE SLATE

  • At least 24 hours before the chapter meeting at which you are voting, the nominating committee chairman must send the proposed slate to the chapter through OurHouse.

  • All votes must be conducted on OurHouse and should be created by the CKA or approved advisor. If your CKA is unavailable to conduct the poll for your chapter’s election, please reach out to your chapter coach. Collegians ARE NOT permitted to conduct the election poll.

  • Before you conduct the vote, make sure you have quorum. Click here to download the Quorum Calculator.

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Resources:

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ALTERNATE LEADERSHIP MODEL

Chapters under 40 when at their largest should implement the alternate leadership format. If you have questions, please reach out to your chapter coach. 

 

Resources:

NOMM COMM
EBOARD APP
Concerns
CANDIDATE VERIFY
SLATING
VOTING
ALTERNATIVE LEADERSHIP
  • Alcohol/Drug Policy
    Phi Sigma Sigma is a dynamic sisterhood that focuses on the personal development of each sister by fostering a commitment to lifelong learning, leadership through service, and strong social standards to promote the advancement of womanhood. Phi Sigma Sigma believes in order to maintain a dynamic sisterhood with strong social standards it is important to provide a framework for our members including a healthy and realistic approach to alcohol consumption. In order to do so, Phi Sigma Sigma seeks to ensure members develop responsible habits and behaviors that support a healthy and well-balanced life. Specifically: • Phi Sigma Sigma expects all members to follow local, state, and federal laws, as well as university policies. • Phi Sigma Sigma fosters a culture of care to promote personal responsibility and accountability. • Phi Sigma Sigma engages our members through proactive life-skills programming to promote responsible and healthy behavior.
  • Anti-Hazing Policy
    Hazing is against the law; therefore, all forms of hazing are prohibited. Hazing is defined as any action taken or situation created, with or without consent, intentionally or unintentionally, whether on or off Fraternity premises, that endangers the life or safety of a member or has the potential to cause bodily injury, that produces mental or physical discomfort, embarrassment, harassment or ridicule. Such activities and situations include creation of excessive fatigue; physical and psychological shocks; wearing apparel that is conspicuous and not normally in good taste; engaging in public stunts and jokes; morally degrading or humiliating games and activities; late night sessions which interfere with scholastic activities; and any other activities that are not consistent with the regulations and policies of the educational institution. Phi Sigma Sigma believes in member development – not hazing. The objective of member development is to develop a dynamic sisterhood. Member development should promote interest in Phi Sigma Sigma and be positive, informative and enjoyable. Member development should embody the principles of our ritual and virtues. All member activities should accomplish one or more of the following goals: • Help members become better acquainted with each other. • Help members learn about life, the university, community, the chapter and self. • Help members to learn about Phi Sigma Sigma, its virtues, ritual and traditions. • Help members involve themselves in the work and success of the chapter. • Help members learn about group interaction. • Help members further develop leadership skills and accountability. It is a responsibility of all members to report any hazing incidents to Phi Sigma Sigma Headquarters.
  • Human Dignity Policy
    Phi Sigma Sigma supports the statement on human dignity and sexual harassment endorsed by the National Panhellenic Conference member groups, “that college women should have a positive influence in the direction and achievements of the university community and that activities should promote self-worth, human dignity and a positive Greek image.” The dignity of the individual is a basic element of a civilized society. Individual self-worth is a necessary factor in establishing healthy relationship. All activities, including acts of hazing, activities based in a negative manner on gender, race, color, religion, national origin, age or disability and competitive games that are destructive, demeaning or abusive, promote a negative image of the Greek community. Participation in such activities that are demeaning to the individual do not promote a sense of self-worth nor a positive Greek image, and do not reflect the high standards, virtues and ideals maintained by Phi Sigma Sigma. Therefore, Phi Sigma Sigma does not endorse or support activities that are demeaning in nature, do not respect the dignity of the individual, cause disharmony among NPC groups or whose purpose is counterproductive. Further, Phi Sigma Sigma advocates education on the Fraternity and chapter level to promote positive self-esteem.
  • Overnight Policy
    Phi Sigma Sigma and its member chapters are concerned about the welfare and safety of the individual members at overnight social activities. Phi Sigma Sigma supports the National Panhellenic Conference resolution which discourages overnight social activities. Overnight social activities can increase the Fraternity's host liability - on both a chapter and Fraternity level – and could reflect negatively on Phi Sigma Sigma and the Greek community. Phi Sigma Sigma recognizes that not all campuses and college communities present suitable facilities for large groups. Therefore, Phi Sigma Sigma requires that each chapter and colony adhere to the following regarding overnight accommodations: • Make every effort to hold all social functions, except those that are rededication/appreciation activities for members only (e.g., Founders' Day celebration, Leadership Conference or Convention), in the college community area where overnight accommodations are not necessary. • Whenever a social event must be held away from the campus community, the chapter must provide group transportation to and from the social function.
  • "Little Sisters" and "Little Brothers" Policy"
    Phi Sigma Sigma holds as one of its highest ideals the advancement of womanhood. Auxiliary groups, organized by fraternal chapters commonly referred to as “Little Sisters” and “Little Brothers,” or the equivalent thereof, are inconsistent with the concept and philosophies of human dignity and self-esteem. Phi Sigma Sigma believes that these groups inhibit the accomplishments of chapters by: •Diverting resources of time, effort and money, which are needed for chapter operations and programming •Distracting chapter members in the performance of essential duties such as membership recruitment and member development The North American Interfraternity Conference, the Fraternity Executives Association and several inter/national fraternities have taken a position against “Little Sister” groups. Therefore, Phi Sigma Sigma believes that auxiliary groups are not a desirable addition to the collegiate chapters of women's and men's fraternities and therefore requires that members and chapters to eliminate participation in such organizations. Further, no Phi Sigma Sigma chapter or colony shall have its own “Little Brother” group or serve as “Little Sisters” to any organization.
  • Membership Recruitment Policy
    Excellence in membership recruitment is a reflection of the high standards and ideals for which Phi Sigma Sigma continuously strives. Such excellence is reflected in the consistent increase in membership up to the chapter's maximum recruitment potential as determined by the Panhellenic/Intersorority Council (ISC), campus, and/or Fraternity. The preservation of the integrity of the recruitment process reflects the basic tenets of the ritual and traditions of Phi Sigma Sigma. Phi Sigma Sigma recognizes and supports the recruitment guidelines set forth by the member groups of the National Panhellenic Conference and the greater Greek world's practices of fairness and ethical conduct. A standard of recruitment excellence is best achieved through common and unified recruitment practices. Therefore, the following practices and policies shall be implemented by Phi Sigma Sigma chapters and colonies: • Each chapter must strive to obtain maximum recruitment potential through the formal/primary recruitment period. If maximum recruitment potential is not attained during the formal/primary recruitment period, the chapter will implement continuous recruitment (CR) until maximum recruitment potential has been attained. • When no Total figure is set by a Panhellenic/ISC or where no Panhellenic/ISC exists, the Fraternity, in conjunction with the membership manager, will set Total based upon the following factors: the number of sisters and/or new members who transfer out of the chapter, graduate and/or are no longer active from the previous year's roster; the size of the other groups on campus; and an appropriate growth factor as determined by the Fraternity. • All voting on prospective members must be conducted by secret ballot. Only sisters who have met a prospective member during membership recruitment may cast a ballot on that prospective member, except final preference list balloting following the preference events(s). • All prospective members who accept a bid must sign a written bid acceptance card. • A legacy is the daughter, sister, niece, aunt, granddaughter or, through marriage, the daughter, sister, niece, or granddaughter of a Phi Sigma Sigma. When a chapter is made aware or is aware of a verified (by the chapter membership recruitment chairman contacting Headquarters) legacy participating in the recruitment process, the legacy must be accorded special consideration as a courtesy to the soror. If the chapter makes the determination not to consider the legacy for membership, that decision must be approved by the executive director or her designee.
  • Multiculturalist and Diversity Awareness Policy
    Phi Sigma Sigma was founded by a group of friends who at the time could not all join the same sorority because of their varying religious faiths. Phi Sigma Sigma maintains a non-sectarian based ritual. Phi Sigma Sigma's constitution, bylaws and policies do not tolerate membership selection based on discrimination. Phi Sigma Sigma is a private membership organization for those who identify as women. Candidates for collegiate membership in the Fraternity shall be fully matriculated in an institution where a chapter is located and shall be selected based upon their meeting the eligibility requirements prescribed in the local and Fraternity constitutions, and according to the rules set forth by the College Panhellenic Association, the host institution, and the National Panhellenic Conference Unanimous Agreements. Therefore, membership in each chapter shall be determined by meeting membership obligations, educational achievement, commitment to our virtues and criteria related to the goals and purpose of the Fraternity. Membership is open to those who identify as a woman without regard to race, color, national origin, religion, age, handicap, disability, ancestry, citizenship, marital status, sexual orientation or any other classification protected by law or ordinance. Phi Sigma Sigma encourages education on the Fraternity and chapter levels with respect to multiculturalism and diversity awareness and advocates sensitivity to such topics as it relates to daily living situations and fraternity activities. Each Phi Sigma Sigma chapter shall establish a multiculturalism and diversity committee whose purpose it shall be to conduct an on-going program as part of the member development program to develop an understanding and appreciation for cultural and other heritages brought to the group by its membership.
  • Risk Management Policy
    Phi Sigma Sigma is concerned for the well-being of its sisters and their guests, and that concern is best realized by providing safe activities in safe environments. Phi Sigma Sigma recognizes that awareness, education and planning are vital aspects to providing safe activities in safe environments. Therefore, each Phi Sigma Sigma chapter and colony and its members shall: • Abide by all local, state/province and national laws. • Abide by all campus regulations and policies. • Abide by Phi Sigma Sigma's constitution, bylaws and policies specifically those related to risk management (such as the alcohol/drug, anti-hazing and overnight policies). • Cooperate with Fraternity personnel. Further, each Phi Sigma Sigma chapter and colony shall: • Adopt a Safety Commitment Statement. This statement shall demonstrate the chapter's commitment to safety relative to their members and guests. Chapter sisters shall enhance, review, and sign the statement on an annual basis in conjunction with installation of the chapter's executive board members. • Establish a committee to oversee the risk aspects of all chapter activities. • Include risk management education, such as programs on legal liability, financial liability, hazing, sexually transmitted diseases, date rape and eating disorders, as part of its chapter programming at least twice a year.
  • Policy Acknowledgement
    Each new member will receive an e-mail at the beginning of her new member period requiring her to review all policies and acknowledge that she will adhere to the policies. Each collegiate member is required to review the Phi Sigma Sigma policies and acknowledge that she will adhere to the policies on an annual basis. All policy violations must be reported to the collegiate chapter's member-at-large and/or membership manager.
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