Executive Committee

An executive committee heads the organization and ensures that different aspects of the Alpha Phi Omega experience run smoothly. All members of the executive committee must attend all chapter and exec meetings, as well as pledge meetings if requested by the pledge educators. The executive committee and its duties are comprised of the following:

President
Represent the chapter to all members of the campus, community, and the country. Do what is necessary to efficiently carry out the program of the chapter and ensure that this program conforms to the higher set of rules.

CPPC
Responsible for the coordination of Chapter Program Planning Conference (CPPC), which provides a means for the chapter to review and evaluate its program, then modify and set goals for the same programs for the next year or semester. Completing the CPPC is also a great way to gather the information needed for the Annual Chapter Evaluation and H. Roe Bartle Award that must be submitted yearly by November 15th.

Meetings
Presides over all general meetings, executive meetings, and all special meetings. Must remain impartial during all meetings and can only vote in the case of a tie. Must make arrangements for all meetings such as location and agendas and all other necessary information and documents. Responsible for awarding Brother of the Week award at each chapter meeting. Organize an agenda for each meeting.

Ceremonies
Serve as the Ceremony Chair for all chapter initiation and activation events. This includes properly recognizing and using the Ritual Handbook. Also responsible for recruiting actives for roles in the Ritual Handbook and appointing a Parliamentarian and Sergeant at Arms.

National Office
Must do all necessary tasks to keep the chapter in good standing with the National Office. Update member and pledge paperwork on time, report CPPC, report Graduating Brothers, and report new officers.

ASUOP
Register all new exec members and sign paperwork. Apply for ASUOP Event Funding each semester for following semester activities and plans.

Alumni Relations
Chair an Alumni Relations committee and invite alumni to events of your choice. Update the Google Group Alumni e-mail list each semester.

Chapter Awards
Hand out Distinguished Service Key (DSK) awards if voted by the chapter. Distribute NIB certificates and membership cards.

Vice President of Service
Responsible for presiding over the service program. In the absence of the President, the Vice President of Service is second in command and will carry over the duties of the President.

Service
Finding service events that pertain to the four fields of service (Nation, Community, Campus, and Fraternity). Appoint a chair for each service event. Accurately track all members as they do service (preferably with an Excel Spreadsheet). Ensure Brothers ahave good conduct at service events. Maintain contact with any organizations Alpha Phi Omega has ties within the community and professionally represent the chapter to these organizations.

National Service Week / Spring Youth Service Day
Organize a project during the respective weeks (varies each year) and submit reports to the National Office or else the chapter risks losing its good standing.

Gold Pan Awards
Responsible for writing the Alpha Alpha Xi Service Gold Pan Nomination to be read by the Region.

Vice President of Membership
Responsible for ensuring brothers follow their Active Brother requirements by completing active status tracking. Inform active brothers if they are close to becoming inactive.

LFS Challenges
Organize a challenge once a week to be presented to Brothers at chapter. Organize scavenger hunts and family challenges.

Incentive Point Program
Use previous template or outline your own program with points and categories clearly displayed for Brothers within the first couple weeks of the semester. Gather information from other exec members to accurately update points.

Maintain a budget to purchase prizes for the winner of the Incentive Point Program, Brothers who have performed the most number of hours in a semester, and brothers who have had perfect attendance at chapter meetings. This may vary from year to year depending on funds.

Pinning / Activation
Enforce the business casual dress code at both events.

Gold Pan Awards
Responsible for writing the AAXi Membership Gold Pan Nomination to be read by the Region.

Vice President of Fellowship
Enable the chapter to maintain the highest level of activity possible. Encourage Brothers to stay active and prospectives to join. Organize chapter fellowships (movies, dinner, coffee runs, etc.) and the intramural game schedule.

Roll Call
Select the theme, dance(s), music, and choreography for Roll Call to be presented at the Section 4 Conference each semester. Reserve rooms or the Gym to coordinate practices.

Chapter Retreat
Select a location (preferably one month in advance). Select a date that best accommodates brothers and pledges. Plan activities and meals for the day.

Banquet
Reserve a venue (preferably two months in advance). Select a date, order food (catering, if necessary), and organize a program that includes activities, music, and a slide show. Provide decorations, centerpieces, and gifts for keepsake.

Gold Pan Awards
Responsible for writing the AAXi Chapter Gold Pan Nomination to be read by the Region.

Pledge Educator
Structure a strong program that will highlight the cardinal principles of Alpha Phi Omega: leadership, friendship, and service. Establish a Big and Little mentoring program. Serve as a liaison between the Brothers and the Pledges.

Rush Events
Make flyers for rush events. Reserve a location and select dates and times. Plan activities and organize supplies (ex: food, pens, paper, equipment, etc.)

Pinning / Activation
Establish dates for the semester, complete necessary paperwork, and collect dues.

Pledge Retreat
Select a location (preferably one month in advance). Select a date that best accommodates Pledge Educators and Pledges. Plan activities and meals for the day.

Pledge Meetings
Provide quizzes, worksheets, and other pledge supplies. Change agendas and contacts accordingly. Structure a pledge program that includes pinning, activation, etc. Make copies of agendas, quizzes, and worksheets. Provide a halfway checkpoint to ensure Pledges are completing their requirements. Prepare pledges for grilling at the activation ceremony.

Treasurer
Responsible for drawing out a semester budget to be followed by the chapter.

Budget
Make a budget for the semester and provide a copy for every Active Brother. Help officers follow the budget and give weekly updates at each exec meeting.

Fundraising
Must have at least four (4) fundraising events for the semester. Be creative and avoid fundraisers that take a lot of work, only to break even (i.e. Lollicup). Encourage Brothers to participate in fundraisers.

Newsletter
Make a minimum of two (2) newsletters. Provide a .pdf copy online and a hard copy to bring to chapter meetings.

Website
Manage and update the Alpha Alpha Xi website, Google Groups, and the Facebook Group.

Interchapter (IC) Events
Help Brothers and Pledges meet their IC requirements on time. Maintain contact with Corresponding Secretaries of other chapters and keep each other up to date. List possible IC events for brothers to attend in the agenda every week at chapter.

Mail
Responsible for picking up the chapter mail from ASUOP on a weekly basis and bringing it to exec meetings.

Recordkeeping
Keep accurate records of all motions, meetings, etc. and post the files to Google Groups promptly after each meeting. Must keep all current rules and regulations and be familiar with them.

Scrapbook
Assemble a chapter scrapbook and slide show to be presented at banquet. Ensure that all past records are preserved and taken good of, including scrapbooks, banners, and whatever historical artifacts that have been given.

Photos
Maintain the Photobucket website and encourage Brothers and Pledges to upload pictures that have been taken at service, fellowship, IC events, etc.