23 Chapter Operations The big ideas associated with strategic planning can propel a Chapter’s engagement and success. However, without the appropriate approach to business operations, a Chapter’s success will be limited significantly. Creating Chapter rules and guidelines through a constitution or set of bylaws, establishing and spending according to a budget, and instituting a Chapter Leader transition plan, will allow a Chapter to run smoothly, and set it up for a legacy of success. A common issue for Chapters is the concentration of information in a single individual’s hands. Silos can be a major barrier to building Chapter continuity. Clear, accurate, and thorough records are essential to maintaining Chapters. Records also promote transparency, reduce conflict, and tend to increase engagement. All Chapters should maintain the following documents and forms in a secure, accessible online platform: • Founding Documents (By-laws, Mission, Constitutions, etc.) • Strategic Plan • Budgets (Proposed & Operating) • Inventory • Meeting Agendas and Minutes • Membership Rolls and Contact Lists • Events Calendar • All grant or funding applications • Any letters of support or recognition • All significant external correspondence Chapters should audit their member rolls and contact lists each term. Chapter Leaders may also want to keep a continuous list of important school and community contacts, including what role they serve and any notable past interactions. It is important to keep track of any major events, including: • Agendas and minutes for planning meetings • Budgets • Event planning timelines • Vendor lists • Publicity efforts • Attendance • After-action reports There are several cloud-enabled programs that facilitate the maintenance and security of Chapter records, such as Microsoft OneDrive, Google Drive, Dropbox, and others. When choosing a platform, consider the school's policies, the platform's security, the ease of use, and how files are accessed on mobile devices. In most Chapters, the primary responsibility for record maintenance will fall to the Vice President of Communications, or equivalent. However, it is ultimately the responsibility of the elected Chapter President and the entire leadership team to review Chapter records and agree on internal expectations and divisions of labor for ensuring they are kept accurate and up to date. Founding Documents Founding documents are the documents required to form a student organization. These can include a Statement of Purpose, which explains, “This is what we’re doing for someone else” and describes the Chapter’s “philosophical heartbeat;” a Petition for Recognition, which can be a simple sheet listing the name and Statement of Purpose and a required number of signatures for organizational legitimacy; as well as a Constitution and Bylaws, described below; other RSO application documents; and branding documents.
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