Chapter Officer Vacancies

Members serving in an official position often come to the difficult decision to step down from their position due to circumstances arising out of their control. When an officer comes to this decision, the following procedure must take place. Members serving in an official position often come to the difficult decision to step down from their position due to circumstances arising out of their control. When an officer comes to this decision, the following procedure must take place.

• A resignation should be a formal letter that includes the date, a name to whom it is addressed, the reason for the resignation, and the person's signature. The person resigning shall email their letter to the relevant board member. Under no circumstance should a verbal resignation be accepted.

1. Chapter President for Undergraduate and Alumnae Chapter Boards

• Once the letter of resignation is submitted, it must be included in the following board meeting to finalize the resignation. A "resignation" is a "request to be excused" from duty and as such has to be acted upon and recognized by the remaining board members.

• The member submitting a resignation is able to withdraw their resignation letter at any time until deemed final.

• The resignation is deemed final 24 hours after the conclusion of the meeting where the board reviews and accepts the submitted resignation letter.

Once the resignation is confirmed final, the below should be completed.

• All necessary paperwork is completed or accounted for.

• All accounts and information is transitioned to the reporting Regional Officer.

REMINDER: If the resignation is from an Chapter President, the current Chapter Secretary (Alumnae Chapters) or Chapter Vice President (Undergraduate Chapters) shall then take the role of CP and the appointment call be to appoint a new Chapter Secretary or Chapter Vice President. [Alumnae Chapters: Standing Rules Part I, Chapter 7: Alumnae Chapters, Section IV Chapter Positions and Duties, Letter C under Chapter Secretary. Undergraduate Chapters: Standing Rules Part I, Chapter 8: Undergraduate Chapters, Section III Chapter Positions and Duties, Letter C under Chapter Vice President.]

Once the resignation notification is complete, the Regional Administrative Supervisor should follow the appointment process outlined in the Elections Manual (Standing Rules, Part 1, Appendix D, Chapter 4).

When determining an appropriate timeline, ensure to take the following into consideration:

• Are there major holidays occurring where members will not be sync'd to LTA business

• Work with the remaining Chapter Board to ensure that the proposed timeline doesn't conflict with anything they are working on.

Required pieces of the Appointment Timeline that should be planned for:

• When the application will be open / accepting applications. Typically aligned to the day the email is sent to the chapter.

• When the application will be closing.
• Allotting time for eligibility review. Typically 2 days will suffice, but you may need longer if multiple applicants.
• Allotting time for the remaining Chapter Board officers to review eligible candidates and vote on whom to appoint.

Once the appointment timeline has been finalized, the Area Coordinator should prepare the email communication to be sent to the chapter. A sample email has been linked in the templates + materials section below.

Once the application period has closed, the Area Coordinator should download each application and combine with related materials into one PDF and upload to their respective google drive folder within this google drive that will be used to save and share all items relevant to the appointment.

Once all PDF copies of applications have been saved, Area Coordinators should verify eligibility via an "Eligibility Spreadsheet" [there are separate templates for Alumnae and Undergraduate chapters], once completed it should be sent to the chapter board in order to review and vote on the appointment. A template "Eligibility Spreadsheet", instructions, and email template is linked in the templates + materials section below.

What to do is an applicant is not eligible? If an applicant is not eligible, ensure to email the applicant using this template letting them know that at this time they have been disqualified with the reason(s) why. It is your responsibility to inform them of which eligibility requirement(s) they did not meet.

Reminder: Lambda Theta Alpha does not weigh one requirement higher than another. All eligibility requirements are to be assessed equally.

The Chapter President shall then inform the Area Coordinator the result of the Chapter Board's vote on the eligible candidates by the designated date. The Chapter President must provide a reason on behalf of the current area board as to why this candidate should be appointed.

Reminder: A majority vote shall determine the candidate that will be reviewed by the Area Coordinator. The Area Coordinator will then give their approval/denial to the appointment forwarded to them. Notification to candidates should not be made until the Area Coordinator has confirmed/denied with the Chapter Board.

What do you do when a candidate is not appointed? The Area Coordinator shall reach out to this candidate (via email or phone call) to inform them of the chapter boards decision prior to an appointment announcement is sent to the chapter. It is recommended to come to the meeting with empathy, open mind, and with constructive criticism towards the submitted application if it was provided by the chapter board.

Once the chapter has informed the Area Coordinator which candidate they would like to appoint, the Area Coordinator will need to reach out to the candidate via email to confirm they accept the appointment. A sample email has been linked in the templates + materials section below.

Once the candidate has confirmed their acceptance of the appointment, the Area Coordinator can prepare and send an email communication informing the chapter of the appointment. A sample email has been linked in the templates + materials section below.

Following this email, the candidate should be connected with the corresponding supervising Area Officer to being the transition and onboarding. Additionally, the Coordinator should inform the Regional Administrative Supervisor and Vice President of Administration in order for the appointed member receives access to the Regional CampusGroups Group and have the Chapter Officer Directory updated.

Sample Application

Step-by-Step Instructions on setting up application

Alumnae Chapters

Undergraduate Chapters