Epsilon Sigma Phi
The Extension Professionals' Organization

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ESP Handbook

Table of Contents

Section A – Strategic Plan

2016 – 2018 - Strategic Plan

Section B – National Committees

Epsilon Sigma Phi Committee Guidelines
Committee Descriptions (brief description for each committee)
Term of Membership
Committee Expectations
Video Conferencing Guidelines
Committee Planning Calendar

Section C – Global Relations Committee

Role of the Global Relations Committee
Epsilon Sigma Phi International Fellowship/Scholarship

Section D – Scholarships, Grants and Recognition Committee

Role of the Scholarship, Grants and Recognition Committee

Epsilon Sigma Phi Scholarships

Public Issues Leadership Development Workshop Scholarship
Art Redinger Administrator/Leader Scholarship
Richard R. Angus Professional Development Scholarship Page
Justin Morrill Scholarship
ESP Chapter At Risk Scholarship

Epsilon Sigma Phi Grants

Professional Development Programming Grant
Rita T Wood Grant

ESP Recognition Program

National and Chapter Categories

Instructions for Chapters Submitting Nomination for Recognition

Chapter Use of Online System

Nomination Guidelines for National Individual Recognition Page 27

Nomination Guidelines for National Team Recognition Page 28

National Recognition Categories

Distinguished Service Ruby Recognition Page 28

Friend of Extension Recognition Page 29

Chapter and Regional Recognition Categories

Distinguished Service Recognition (Chapter) Page 31

Distinguished Service Recognition (Regional) Page 32

Continued Excellence Recognition (Chapter) Page 32

Continued Excellence (Regional) Page 32

Mid-Career Service (Chapter) Page 33

Mid-Career Service (Regional) Page 33

Early-Career Service (Chapter) Page 34

Early-Career Service (Regional) Page 34

International Service (Chapter) Page 34

International Service (Regional) Page 35

Visionary Leadership (Chapter) Page 35

Visionary Leadership (Regional) Page 36

Administrative Leadership (Chapter) Page 36

Administrative Leadership (Regional) Page 36

Distinguished Team (Chapter) Page 37

Distinguished Team (Regional) Page 37

Diversity Individual and Team Recognition (Chapter) Page 38

Diversity Individual and Team Recognition (Regional) Page 39

Meritorious Support Service Recognition (Chapter only) Page 40 Retiree Service Recognition (Chapter only) Page 41

25 Year Tenure Recognition (Chapter Only) Page 41

Section E – Membership Recruitment and Retention Committee

Role of the Membership Recruitment and Retention Committee Page 42

Membership Guidelines Page 42

Committee Relationship to Chapters Page 42

Chapter Membership, Recruitment and Retention Committees Page 43

Identifying New Annual Members Page 43

Recruiting New Annual Members Page 44

Recruiting New Life Members Page 44

Retaining Annual Members Page 44

Retaining Life Members Page 45

National Membership and Dues Records Page 45

Guidelines for Supporting an “At Risk” Chapter Page 46

Guidelines for Reactivating an Inactive Chapter Page 46

Process and Procedures for Re-activation of a Chapter Page 47

Section F – Professional Development Committee

Role of Professional Development Committee Page 50

Committee Responsibilities Page 50

Extension Leadership Conference sponsored by JCEP Page 50

Section G – Public Issues Committee

Role of Public Issues Committee Page 53

Committee Responsibilities Page 53

Public Issues Leadership Development Conference Page 54

Section H – Resource Development and Management Committee

Role of the Resource Development and Management Committee Page 55

Committee Responsibilities Page 55

National Epsilon Sigma Phi Development Fund Page 56

Section I – Marketing Committee

Role of Marketing Committee Page 57

Committee Responsibilities Page 57

Marketing Epsilon Sigma Phi Page 57

Suggestions for Marketing Epsilon Sigma Phi Page 59

Section J – Chapter Relations Committee

Role of the Chapter Relations Committee Page 60

Section K – Chapter Resources Handbook

Building Strong Epsilon Sigma Phi Chapters Page 61

Strategies for Excellence Page 62

Criteria for Chapter Self-Evaluation Page 63

Guidelines for Chapter Officers Page 65

Guidelines for Chapter Committees Page 68

Chapter Recognition Programs Page 71

Chapter of Merit Page 71

Achievement in Chapter Membership Page 73

Policy for Payment of National ESP Dues Page 74

Information for Chapter Treasurer Page 74

Process for Chapter Evaluation of National ESP Executive Director Page 75

Relationship of Chapter Officers to National ESP Office Page 76

Initiation Ceremonies

New Member Initiation Ceremony Page 77

Installation of Chapter Officers I Page 78

Installation of Chapter Officers II Page 80

Installation of Chapter Officers III Page 81

Memorial Service I Page 82

Memorial Service II Page 83

Memorial Service III Page 83

Memorial Service IV Page 84

Memorial Service V Page 84

Requesting a National ESP Officer Visit to a Chapter Page 85

Chapter Officer Visit Request Form Page 86

Section L – National Conference

National Conference Guidelines Page 88

Purposes of National ESP Conference Page 88

Local Arrangements Committee Page 89 Professional Development Conference Program Page 89

National ESP Council Meeting Page 89

Recognition Banquet Page 89

Development Fund – Fund Raising Activities Page 90

Conference Registration Page 90

Epsilon Sigma Phi Cancellation Policy Page 91

Bidding To Host National Conference Page 91

Bid Guidelines for Hosting a National ESP Conference Page 92

Host Chapter Responsibilities Page 94

Host Chapter Responsibilities (Banquet) Page 97

Host Chapter Responsibilities (Development Fund Auction) Page 97

ESP Conference Budget Worksheet Page 98

Section M – ESP National Board

Duties of National Epsilon Sigma Phi Board Members Page 100

Duties of Officers

President Page 100

President-Elect Page 101

National 2nd Vice President Page 102

Immediate Past President Page 102

Regional Vice Presidents Page 103

Regional Responsibilities Page 103

National Board Duties Page 103

National Committee Responsibilities Page 104

Conducting the National Epsilon Sigma Phi Council Annual Meeting Page 104

Guidelines for Officer Nominations and Elections Page 105

Installation of National Officers Ceremony I Page 106

Installation of National Officers Ceremony II Page 107

Office Responsibilities at the Extension Leadership Conference (JCEP) Page 110

Section N – Epsilon Sigma Phi National Office

Executive Director Position Description Page 112

National Director Search and Selection Process Page 114

Process for Evaluation of Executive Director Page 115

National Communication with Chapters and Membership Page 116

Other Communication with Members and Chapters Page 117

Submitting Stories for the Newsletter Page 117

Section O – Governing Documents

Epsilon Sigma Phi Constitution

Article I - Name

Article II – Certificate of Incorporation No. 20491

Article III - Purpose

Article IV - Membership

Article V - Business

Article VI – Liability

Article VII – Non-Profit Corporation

Article VIII – Dissolution

Article IX – Amendments

Epsilon Sigma Phi ByLaws

Article I – Mission

Article II – Meetings

Article III – National ESP Council

Article IV – Order of Business

Article V - National ESP Board

Article VI – Duties of National ESP Board

Article VII – Duties of ESP Officers

Article VIII – National Committees

Article IX – Financing

  • Membership Dues
  • Member Initiation Fee
  • Chapter Membership Dues
  • Epsilon Sigma Phi Development Fund
  • Special Projects

Article X – Emblems and Recognition

Article XI – Creed Page

Article XII – Chapter Visitation

Article XIII – Rules of Order

Article XIV – Amendments

ESP Policies

Financial Holdings Page 139

Organizational Fund Page 140

Development Fund Page 140

Investment Policy Page 141

Development Fund Spending Policy Page 144

Reimbursement Policy Board and Member Travel Page 147

Reimbursement for National ESP Conference Page 149

Epsilon Sigma Phi Cancellation Policy Page 149

National ESP Board Expectations Page 150

Miscellaneous Policies Page 150

Standing Rules Page 152

ESP Appeal Process Page 153

Conflicts of Interest Policy Page 155

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

55 Walton Place Drive
Newnan, GA 30263

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