Epsilon Sigma Phi

The Extension Professionals Organization

 

 

 

Chapter Handbook

2007-08 Edition

 

 

 

 

 

Compiled by the

ESP Chapter Relations Committee and National ESP Board

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

Introduction..................................................................................................................................... 3

 

Mission, Vision, Creed.................................................................................................................... 4

 

All About Epsilon Sigma Phi........................................................................................................... 5

 

National Governing Documents:

·         National ESP Bylaws.............................................................................................................. 7

·         Standing Rules and Policies (That relate to chapters)............................................................... 15

 

Strong ESP Chapters:

 

Chapter Supplies and Resources.................................................................................................. 33

·Printed Brochures

·Banners and Exhibits

·Certificates

·ESP Jewelry and Memorabilia

 

Chapter Recognition Programs:

 

Epsilon Sigma Phi Annual Calendar.............................................................................................. 37

 

Basic Parliamentary Procedures................................................................................................... 40

 

Guidelines for Re-activating a Chapter......................................................................................... 43

 

Ceremonies

·         New Member Initiation......................................................................................................... 44

·         Installation of Chapter Officers.............................................................................................. 47

 

Table of Contents for ESP Handbook........................................................................................... 49

 

ESP National Officers.................................................................................................................... 54

 

Sample Forms:

·         Chapter Board Meeting Agenda (Sample Outline)............................................................. 55

·         Sample Officers/Committee Chair Report Form................................................................ 56

·         Sample Plan of Work Form............................................................................................. 57

·        Chapter Report Form.................................................................................................... 60

 

Introduction

 

The information contained in this handbook is to be used as a helpful reference guide for new Chapter Presidents[DB1] .  The objective of this handbook is to assist help chapter leadership to:

A companion piece is the ESP Chapter Leadership Orientation Power Point which is located on the ESP Website under the “Resources” button. The information contained in this handbook and in the Orientation PowerPoint can be used as a helpful reference guide for new chapter leadership.  Presidents. Additional resources for chapter leadership include:

 

The ESP web site at: http://espnational.org.  The ESP web site has the most current information including the current ESP Connection Newsletter and information on upcoming events such as PILD and the ESP National Conference. Additional information on the web includes:

  Other useful information which is included in buttons down the left side:

 

o       National Officers - names, addresses, phone, FAX and e-mail

o       National Committees - names, addresses, phone, FAX and e-mail

o       State Officers - link to states with Web Pages and a listing (and usually a link) of all other chapter presidents with addresses, phone, FAX and e-mail

o       ESP Chapter Handbook

o       Benefits - lists scholarships, recognition programs, mini grants and conferences offered by ESP; winning chapter recognitions

o       Calendar - updated regularly - contains events, due dates, deadlines, etc. which are usually linked to e-mail sources of information about these items

o       Resources - download the organization logo and review other resources and supplies. Also review Strategic Plan, Plans of Work and Speaker Sources.

o       Links - to JCEP partners (NACAA, NAE4-HA, NEAFCS, ANREP, NACDEP) and others

o       E-mail - chapter presidents, board and national committees

o       Forms – downloadable forms for membership, scholarship and ordering of certificates or supplies

o       National Meeting Conference - Information on registration, program, hotel, tours, etc. Includes downlink to registration information.

o       Collections - opportunity to place subject matter resource references

o       For the Record - Text of Ruby Lectures, ESP national newsletters, minutes Minutes of National Council & National Board Meetings, etc.

 

Mission Statement

 

Epsilon Sigma Phi (ESP) is dedicated to fostering standards of excellence in the Extension System and developing the Extension profession and professional.

 

 

Vision Statement

 

Epsilon Sigma Phi leads the Extension System in promoting and supporting professionalism in Extension.

 

Extension Professionals' Creed

 

I Believe in people and their hopes, their aspirations, and their faith; in their right to make their own plans and arrive at their own decisions; in their ability and power to enlarge their lives and plan for the happiness of those they love.

 

I Believe that education, of which Extension is an essential part, is basic in stimulating individual initiative, self-determination, and leadership; that these are the keys to democracy and that people when given facts they understand, will act not only in their self- interest, but also in the interest of society.

 

I Believe that education is a lifelong process and the greatest university is the home; that my success as a teacher is proportional to those qualities of mind and spirit that give me welcome entrance to the homes of the families I serve.

 

I Believe in intellectual freedom to search for and present the truth without bias and with courteous tolerance toward the views of others.

 

I Believe that Extension is a link between the people and the ever-changing discoveries in the laboratories.

 

I Believe in the public institutions of which I am a part.

 

I Believe in my own work and in the opportunity I have to make my life useful to humanity.

 

Because I Believe these things, I am an Extension professional.

ALL ABOUT EPSILON SIGMA PHI

The Extension Professionals’ Organization

 

Epsilon Sigma Phi, the Extension Professionals’ Organization, began in Bozeman, Montana, in 1927, and was incorporated May 22, 1930.  (Refer to the Constitution, Bylaws, Standing Rules and Policies.)

 

Purpose (Article III):  The purpose of this association shall be exclusively charitable and educational within the meaning of section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).  This purpose includes, but is not limited to recognizing excellence in the Cooperative Extension community; providing opportunity for networking, fellowship, and collaborative efforts; fostering leadership development through mentoring Cooperative Extension professionals in the philosophy and professional practice of Cooperative Extension education; and facilitating professional development.

 

Types of Membership (Article IV):  Epsilon Sigma Phi is an equal opportunity/affirmative action professional organization.  Epsilon Sigma Phi is committed to the active involvement of all its members regardless of race, color, sex, age, religion, national origin, disability, or veteran status.  Epsilon Sigma Phi values and seeks a diverse membership.

      *    Section 1.  MEMBER.  An Extension professional (currently employed by or retired from an entity of the Cooperative Extension System) who has exhibited excellence in programming and leadership.  Members continue to provide leadership and excellence in Extension programming throughout their career and during retirement. 

      *    Section 2.  MEMBER-AT-LARGE.  An individual meeting the above qualifications, but located where there is no affiliated chapter, may pay annual dues directly to the National Executive Director of ESP and become a member-at-large, with all the rights and privileges of an active member.

      *    Section 3.  LIFE MEMBERSHIP.  Members who are retired from the Cooperative Extension System, may obtain a paid-up life membership by paying an amount equal to five times the annual dues at the time of the purchase of paid-up life membership.  These members hold equal rights and privileges to those paying annual dues.

      *    Section 4.  TRANSFER OF MEMBERSHIP.  A member may transfer membership when the Executive Director receives notice from the Secretary of the chapter accepting the transfer.

      *    Section 5.  CHAPTER INCORPORATION/AFFILIATION.  The basic operating unit shall be a chapter within a state, territory, or similar geographic area.  To establish a chapter, a group of Extension professionals may petition the National Council.  If approved, a chapter name will be assigned and a charter granted.

      *    Section 6.  CHAPTER TERMINATION.  A chapter's charter may be terminated by the National Council when the chapter does not support the purpose of Epsilon Sigma Phi, as set forth in Article III.

 

Emblem:  The official emblem of Epsilon Sigma Phi has a wall of Troy around the outside symbolizing the protection which the organization provides to its members.  The "E" on the stem of the key signifies Extension.  The Greek letters are interpreted to mean Extension System Veteran.  The colors of the organization are green and ivory (cream).

 

National Office:  The National ESP Office is staffed by the Executive Director and necessary staff assistant(s).

 

National Office Services:  The National Office provides many services to the Epsilon Sigma Phi membership including:

      *    Supports the needs of the Chapters and the National Board.

      *    Management of ESP National Conference.

      *    Supplies of brochures, recognition certificates, jewelry, name tags, banners, folders, member invitations, etc.

      *    Epsilon Sigma Phi Newsletter, ESP CONNECTION, is prepared four times a year. Hard copy is mailed directly to all life members and delivered electronically to all annual members with e-mail addresses.

      *    Membership files maintained in computer database. 

      *    Chapter membership lists available for chapter use.

      *    Permanent and archival files which support chapter and National projects on the history of the Extension System and ESP.

      *    A CHAPTER HANDBOOK which is updated annually.  This Handbook is available on the ESP National Web Site at http://espnational.org.  Each handbook chapter has been dated to reflect the latest revision.

 

National Board:  The National Board consists of nine (9) members:  President, President-Elect/First Vice President for Professional Development; Second Vice President for Chapter Relations; Past President and Chair of Membership Recruitment and Retention; Vice President for Resource Development and Management; Vice President for Member Services; Vice President for Global Relations; Vice President for Public Issues; and Executive Director, a non-voting member of the National Board.

 

 

 

BYLAWS

 

EPSILON SIGMA PHI

The National Honorary Extension Fraternity, Inc.

 

Article I

MISSION

 

            Epsilon Sigma Phi (ESP) is dedicated to fostering the standards of excellence in the Extension System and developing the Extension profession and professional.

 

Article II

MEETINGS

 

Section 1.         ANNUAL MEETING.  The annual meeting of the National Council of Epsilon Sigma Phi shall be held as specified in the Constitution.

 

Section 2.         SPECIAL MEETINGS.  Special meetings of the National Council of Epsilon Sigma Phi may be called by a majority of the National Board, or upon request by the members of the National Council, when a resolution for such special meeting is presented and signed by thirty (30) per cent of the members of the National Council.  Upon receipt of such a resolution, the President and Executive Director shall set a specific place and date for the special meeting to be held within sixty (60) days from the date the resolution is received by the President.

 

Section 3.         NOTICE OF MEETINGS.  The business agenda of the National Council meeting and all special meetings of Epsilon Sigma Phi shall be given to all members of the National Council of Epsilon Sigma Phi at least thirty (30) days before the date of the meetings.

 

Section 4.         MEETING CANCELLATION.  In case of a national emergency, the President, with the approval of the National Board may cancel a national meeting.  Members shall be notified.

 

Section 5.         MEETING LOCATION.  The National Board approves the date and location of national meeting.

 

 

Article III

NATIONAL COUNCIL

 

Section 1.         VOTING.  The designated representatives of chapters, members-at-large, and the National Board shall constitute the membership of the National Council and thereby the voting members of Epsilon Sigma Phi. 

                        a.         The board of each chapter shall designate their representative(s) and member(s) on the National Council.  Members-at-large voting delegates shall be selected by the National Board.

 

b.         Each authorized member of the National Council shall have one vote.  The number of votes per chapter and for members-at-large is based on the number of members as described in the Standing Rules & Policies.

 

                        c.         In the case of a vote by acclamation, standing or raising of hands, the President may cast the deciding vote in case of a tie if he/she has not previously voted.  However, when a ballot vote is required, he/she must cast his/her vote when the rest of the votes are cast.

 

d.                  Voting by proxy shall be prohibited.

 

Section 2.         Quorum.  Members present at a meeting of the National Council of Epsilon Sigma Phi shall constitute a quorum for the transaction of all business.

 

Article IV

ORDER OF BUSINESS