Epsilon Sigma Phi
The Extension Professionals' Organization

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GUIDELINES FOR CHAPTER COMMITTEES

These are suggestions for your consideration when establishing, reviewing, or revising the guidelines for chapter committees. This is an extensive listing and should be adapted and customized to fit the state's structure, expectations, and guidelines. NOTE: A chapter may choose to develop additional committees as needed.

Scholarships, Grants and Recognition Committee

  • Considers nominations from chapter for national recognition; follows through on selection process and submitting entries to National ESP Executive Director.
  • Considers nominations for nationally supported state recognition; follows through on selection process, securing certificates, and making presentations.
  • Considers nominations for any chapter-originated state recognition; follows through on selection process, securing certificates, and making presentations. A generic certificate is available from the National ESP Office.
  • Searches records and identifies members who have completed 25, 30, 35, and 40 years of professional service in Extension.
  • Arranges for appropriate tenure recognition ceremonies, written summaries for use in newsletters and/or program booklets, certificates, and/or other appropriate mementos.

Resource Development & Management Committee

  • Develops a budget for coming year for chapter, using past income and expenditures as a guide.
  • Confers with officers and committees who can identify sources of income and project probable expenses in the year ahead.
  • Presents budget recommendations to board and chapter members.
  • Makes annual audit of previous year's financial records and attests to the accuracy and completeness of the treasurer's report at the end of the chapter's fiscal year.
  • Makes recommendations for changes in procedures that might contribute to better efficiency and accountability in the future.
  • Develop methods to generate funds for special needs and projects.
  • Make recommendations to the board for proposed actions.

Constitution and Bylaws Committee:

  • Studies the National ESP Constitution and Bylaws, the National ESP Council minutes (as published in Annual Report), and the State ESP Constitution and Bylaws to make sure national and state guidelines are being followed.
  • Suggests revisions in State ESP Constitution, Bylaws, and procedures to keep up with changing trends.
  • When a revision of State ESP Constitution or Bylaws are necessary, takes the necessary steps to present the changes to the membership, and handles the necessary voting procedures to bring the matters to a vote.
  • Studies national and state officer and committee guidelines and suggests revisions in state guidelines when necessary.

Global Relations Committee:

  • Maintain current list of chapter members working in foreign countries, with location, address, etc. Provide this information to the National Global Relations Committee.
  • Learn about "foreign Extension individuals" who are studying or working in your state. Invite them to State meetings and ask them to be honorary members of your chapter.
  • Select a foreign country for a concentrated effort in establishing an Epsilon Sigma Phi affiliation. Consider a country with which your State Extension Service is already involved under a University contract, Title XII, or another arrangement, where member(s) of your chapter is/are on a tour of duty, or that has Extension personnel or students studying in your state.
  • Invite Extension oriented persons from your selected country to be a guest or speaker at a chapter meeting and to become an associate member of your chapter.
  • Invite the Agricultural Attaché or similar person in the U.S. from your selected foreign country to be a speaker at a special Epsilon Sigma Phi event in your state. Ask the Attaché to discuss Extension in his/her country--request information on women, youth, and/or agricultural programs. (NOTE: Agricultural Attachés often visit Land Grant Universities.)

Public Issues Committee:

  • Studies Federal and State legislative matters that affect Extension Systems and are of interest to Epsilon Sigma Phi. Keeps the membership informed of these matters.
  • Studies changes and proposed changes in State and Federal retirement programs.
  • Makes recommendations to the National ESP Board for proposed actions.

Membership Recruitment and Retention Committee:

  • Obtains from annalist (or secretary) a list of eligible prospective members in advance of chapter annual meeting.
  • Sends letter of invitation (application form) to prospects.
  • Collects initiation fee/dues from initiates and sends them to chapter treasurer.
  • Conducts an induction ceremony at chapter annual meeting.
  • Presents to new members:
      • Epsilon Sigma Phi lapel pin or tie tack;
      • National ESP Constitution/ Bylaws;
      • State ESP Constitution/Bylaws;
      • Extension Professionals' Creed;
      • Membership certificate.

Memorial/Necrology Committee:

  • Determines (from Extension Personnel Office and other sources) names of deceased members and former members.
  • Prepares a tribute to each deceased member and former member for chapter annual meeting program.
  • Presents these tributes at chapter annual meeting.
  • Sends sympathy card to deceased's relatives on behalf of chapter (when appropriate).
  • Sends list of deceased members to state secretary and National ESP Executive Director.

Nomination Committee:

  • Prepares a slate of potential officer and chapter/council director candidates each year, after contacting potential candidates, acquainting them with the duties of the respective offices, and determining their willingness to serve.
  • Presents slate at chapter business meeting for consideration and approval.
Professional Development Committee:
  • Informs the membership of state scholarship and/or loan funds that are available for Epsilon Sigma Phi members for advanced professional study.
  • Informs the membership of the national scholarship, grant, and loan funds that are available for Extension workers through Epsilon Sigma Phi and other professional organizations.
  • Studies ways to promote and foster professional improvement at the chapter meeting of Epsilon Sigma Phi and other professional organizations to which Extension professionals belong.
  • Encourages regular review of The Journal of Extension (JOE) at http://www.joe.org/ 
  • Encourages members to go on special study tours.
  • Involves members to grow in the profession.

Retiree/Life Member Committee:

  • Helps collect information about activities of life members that the newsletter editor can use.
  • Considers ways that individual life members can become more involved in chapter activities.
  • Encourages consideration, planning, and implementation of special activities related to interests of retiree's group within chapter.
  • Helps with fellowship reception for life members and friends prior to or following annual meeting.


Epsilon Sigma Phi is a
501(c)3 non-profit organization.


55 Walton Place Drive
Newnan, GA 30263
470-347-0394

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