Theta Xi Fraternity News
Brothers,
As we begin yet another semester/term, our goal at Fraternity Headquarters is to ensure that our Chapter Officers and Advisors have everything they need for a smooth and productive year.
Just as important, we want to make sure everyone is aware of the resources and programs available through Theta Xi Fraternity Headquarters.
With that in mind, we have created this Officer Bulletin that includes news and announcements, upcoming deadlines, required submissions, information on how to access and process various reports, along with other items officers and advisors will need throughout the year.
Please feel free to contact Fraternity Headquarters if you have any questions, suggestions or issues. We have included a list of issues that arise frequently and a directory of staff members who can assist you in dealing with those issues.
On behalf of the Grand Lodge and the entire staff, we hope you have a WONDERFUL year!
Yours in the Bonds,
Jim Vredenburgh, Beta Omega 11
Executive Director
>>>Please bookmark this page for easy reference later.<<<
If you have any questions or need assistance, please contact Amy Collins at amy@thetaxi.org.
_______________________________________________________________________________
Here's what's included:
Items that need to be completed and returned...
- By September 15th - Payment Plan Selection Form
- By September 22nd - Fall Membership Reports Now Available ONLINE
- By September 22nd - Pins and Quest Order Form
Other stuff...
- Affinity Consultants - Protecting the Theta Xi name across the country
- OmegaFi - Key information on the new national billing and financial services firm of Theta Xi.
- Alpha Nine... The best tool we have to make us the best!
- Requesting Permission To Initiate (Avoiding Fines For Unauthorized Initiations)
- Ritual Observation Survey
- New National Fraternity Homepage and Social Network Platforms
- Key Dates - Presidents Academy, Rising Star Academy, District Leadership Academies
- Theta Xi Values and Statements of Position
- What Form Do I Use To...?
- Report Associate Members
- Request Permission To Initiate
- Report AM's That Disaffiliated
- Convert A Current Member To Alumni Status
- Who Do I Contact For Help With...?
Fall Membership ReportsAre Due By September 22nd...
VERY IMPORTANT - Let us know who returned to school, update email addresses and officer information and more by completing your Fall Membership Reports.
Chapter Secretaries - If you have any questions or need assistance with completing your report, contact Amy Collins at amy@thetaxi.org.
(Upsilon, Chi, Alpha Zeta and Beta Epsilon Reports are due by October 1st instead of September 22nd)
Protecting Our Trademark - Affinity ConsultantsOne of the agenda items introduced at the 147th Anniversary Convention in St. Louis was the announcement with the Fraternity's partnership with Affinity Consultants. This partnership was formed to assure that ONLY Authorized Vendors are used for its merchandise sales.
This partnership is necessary to protect the intellectual property of the Fraternity (such as the Fraternity Name, Badge design, Crest, and other Theta Xi specific symbols). Allowing any company to use our trademarks without permission means that the Fraternity has no control over how our intellectual property is used. Also, unlicensed vendors are profiting from the Fraternity without paying royalties and with no guarantee of quality. Licensed Vendors care enough to make sure our trademarks are used in an accurate and positive manner.
Log on to www.greeklicensing.com to find a list of approved vendors across the county. If you currently use a local vendor who is unlicensed, refer them to info@affinity-consultants.com so that they can become Officially Licensed. This is a benefit for them, as they can become licensed by roughly 75 National Greek Organizations, and can then receive business from local chapters of all of those organizations.
You may also use a wonderful service they provide though the website www.greekquote.com, which is an easy-to-use online price-check system. Your chapter inputs the type of merchandise it wants to purchase (T-shirts, Party Favors, etc) and the specifics of the merchandise (color, quantity, design, inscription, etc). This information (kept confidential) is sent to the appropriate licensed vendors in your area. The vendors submit bids for your chapter to consider. You get quotes with easy-to-read prices such as “$7 per T-shirt” with no hidden costs (shipping is included). Just choose the bid you prefer, and you’re all set.
If you have any questions about specific items you want to purchase or specific vendors that you have been using, contact Ron Trucks at ron@thetaxi.org.
______________________________________________________________________________
OmegaFi - The Key To Better Finances
In the Spring of 2011, Theta Xi Fraternity entered into an agreement with Omega Financial to provide billing and financial services for all undergraduate chapters beginning immediately. This information was presented at not only Presidents Academy and Rising Star but also at the 147th Anniversary Convention.
All chapters will be required to sign up for Vault and Billing Collections prior to the beginning of the Fall 2012 semester. However, your chapter does not have to wait. You can sign up immediately, and OmegaFi will give your chapter a discounted rate. Call 800.276.6342 and request to speak to a member of the Theta Xi Implementation Team or email ThetaXiSetUp@omegafi.com. You may also visit www.omegafi.com and click on "Vault" and "Inquire Within" to submit information to receive pricing for your chapter that includes Theta Xi’s special discount.
At Convention, a number of the questions surrounding OmegaFi dealt with cost. To answer those questions simply, your chapter will pay a percentage of payments received, as they are received. This makes the OmegaFi fee performance-based and does not stifle your chapter’s cash flow. As you prepare your budget for next year you will need to include an expense item to cover the costs of the service, but for most chapters this system will pay for itself by helping you collect more of the dues and fees that you bill your members. In fact, chapters using OmegaFi collect an average of 97% of everything that is billed to their members. For most Theta Xi chapters, that will be a substantial improvement.
For any further questions, contact Ron Trucks at ron@thetaxi.org
_______________________________________________________________________________
Ritual Observation Survey
In an effort to help educate Chapters on proper Ritual habits, this fall the Fraternity has implemented a Ritual Observation Survey, to be completed by Chapter Advisors. The new Ritual Observation Program will provide all of us with a better understanding of each chapter's Ritual practices, and in doing so, enable us to help them improve their Ritual performance and practices.
This Fall, a Chapter Advisor or Deputy Chapter Advisor will be asked to take one evening and attend a Ritual Meeting and complete a short, online survey. This survey, while respectful of the private and secret nature of the Ritual, will enable us to better evaluate each group's Ritual strengths and areas of concern. Our intention is to use this process to provide chapter leaders with positive feedback and additional resources to assist them in strengthening their Ritual practices.
Be on the look out for information regarding the survey's this fall.
<back to top>
_____________________________________________________________________________
New National Fraternity Website On The Way!
The long awaited redesign of the Theta Xi homepage is in its final stages and will be ready for roll out in Fall of 2011. Take a look at the new design...
The new website will have a number of new unique features and ways members can interact with not only Fraternity headquarters but with other members across the country. For questions or information contact Jeff Vernetti at jeff@thetaxi.org.
______________________________________________________________________________
The Social Network 
Follow Us!
Find yourself missing out on announcements? Change that by following us on our social media platforms on Facebook and Twitter.
Simply log on to Facebook.com and 'Like' Theta Xi or log on to Twitter.com andfollow us @thetaxihq.
We will be blasting out information, contests, photos, and fun facts throughout the year so please follow Theta Xi today!
<back to top>
_____________________________________________________________________________
Follow Us!
Find yourself missing out on announcements? Change that by following us on our social media platforms on Facebook and Twitter.
Simply log on to Facebook.com and 'Like' Theta Xi or log on to Twitter.com andfollow us @thetaxihq.
We will be blasting out information, contests, photos, and fun facts throughout the year so please follow Theta Xi today!
<back to top>
_____________________________________________________________________________
Save The Date For 2011-12 Events
Presidents Academy (January 13-16, 2012) –
In its 13th year, Presidents Academy is an intensive weekend of leadership training for Chapter Presidents. This academy is an exciting and interactive program that enables each chapter president to improve his personal skills and chapter operations by joining with his peers from across the country for a high quality leadership and educational weekend that includes small group interaction, outdoor leadership experience and quality interaction with recent past presidents (peer facilitators) and alumni volunteers. Past attendees consistently rank Presidents Academy as one of the highlights of their undergraduate Fraternity experience. Don’t miss your chance to be a part of this unique and engaging program! Incoming or current chapter Presidents are the only members eligible to attend the Presidents Academy. The small registration fee covers all on-site expenses. Travel to St. Louis, where the Academy is held, is each president’s responsibility. In many cases, chapters and/or alumni associations provide financial support for travel expenses. Rising Stars Academy (January 13-16, 2012) –
This academy is for first-year initiates (men initiated in 2010) and coincides with the Presidents Academy. The Rising Stars Academy concentrates on providing attendees an opportunity to assess and develop their leadership styles and skills, in an interactive and experiential setting. Along with new members from across the country, they gather ideas they can take back to strengthen their chapters in the areas of recruitment, membership education and overall operations. In addition, team building skills are strengthened by accomplishing tasks presented on an exciting outdoor leadership challenge course. This is a can’t miss event so identify a new initiate who you feel is your emerging leader and make plans to get him to Rising Stars Academy today! There is a small registration fee per man but Theta Xi Foundation will pay the on-site expenses of one person per chapter/colony. Additional Rising Stars attendees are encouraged at a reasonable registration fee. All attendees provide for their own travel to St. Louis. In many cases, chapters and/or alumni associations provide financial support for travel expenses. District Leadership Academies (February, 2012 - date and sites to be determined) –
A host chapter in reach District hosts these academies that designed to create a greater national consciousness by bringing together members of the chapters to meet, work and interact with one another and with officials of the Fraternity. They provide an opportunity for representatives of chapters to share their successes and concerns. DLAs provide educational and leadership programs to aid in the personal development of undergraduate members, thus helping to build leaders who improve and strengthen their chapters overall operations. Normally held in February, chapters in each District will gather at a host campus for a full day of workshops and activities focusing on Fraternity values and individual leadership skills training. All chapters in good financial standing will receive a mileage reimbursement. <back to top>
_____________________________________________________________________________
Theta Xi Values and Statements of Position
In the ever changing landscape of Fraternity officers, it is important to have your Chapter leadership be very familiar with what Theta Xi stands for as a national organization. While these issues can be complex , you should distribute our Statements of Position and Value to not only every officer but every member of your chapter, in order for members to truly familiarize themselves with what Theta Xi stands for from coast to coast.
Statement of Position
Statement of Value
Statement on Hazing
<back to top>
_____________________________________________________________________________
Alpha Nine: Core Program for New Member Education
The process of becoming a Theta Xi starts as soon as we become Associate Members and the Alpha Nine Core Education Program lays the groundwork for everything we are to become and what we aspire to be...
The Alpha Nine Core Education Program is available on the Theta Xi website along with a full range of educational programs available to help chapters develop and improve.
This revised program is more “user friendly” and easier for the new member educator (and other officers) to lead. The updated version includes teaching tips for each of the six education sessions, preparation tips, and suggestions for utilizing big brothers, chapter officers, alumni and campus officials to run a successful membership education program.
____________________________________________________________________________
REMEMBER!!!
From the day you pin a new Associate Member, you have no more than 63 days (9 weeks) to initiate him!!
(ATM Chapters and new Colonies only have 49 days or 7 weeks!)
Official school recesses (including snow days) are not included in those days but weekends do count!
If an AM is not initiated within the allowed number of days, he will be not be eligible to be initiated without requesting special permission.
From the day you pin a new Associate Member, you have no more than 63 days (9 weeks) to initiate him!!
(ATM Chapters and new Colonies only have 49 days or 7 weeks!)
Official school recesses (including snow days) are not included in those days but weekends do count!
If an AM is not initiated within the allowed number of days, he will be not be eligible to be initiated without requesting special permission.
Requesting Permission To Initiate... 1-2-3
(Avoiding Fines For Unauthorized Initiations)
Making sure your chapter/colony avoids fines for Unauthorized Initiations ($50 per man) is actually pretty easy. It just requires that everyone involved is aware of the procedures and doesn't forget a step in the process. In fact, it's as easy as 1-2-3... and 4.
(Avoiding Fines For Unauthorized Initiations)
Making sure your chapter/colony avoids fines for Unauthorized Initiations ($50 per man) is actually pretty easy. It just requires that everyone involved is aware of the procedures and doesn't forget a step in the process. In fact, it's as easy as 1-2-3... and 4.
- REPORT YOUR NEW AM's - Immediately following the Associate Member Ceremony, report each AM's on the HQ Forms section of the Theta Xi website.
- REQUEST PERMISSION TO INITIATE - At least ONE WEEK BEFORE each man is initiated make sure to complete the Initiation Report which is also available on the HQ Forms section of the Theta Xi website AND submit each man's initiation fee ($310 per man or $335 if you want to include a badge.) This payment can be made by check or submitted online using a credit or debit card but payment MUST be received before permission will be given.
- RECEIVE PERMISSION TO INITIATE - After the Initiation Report AND payment have been received, you'll receive an email from HQ giving you permission to initiate. If you haven't received this email within 48 hours before initiation, Contact TX HQ by email (txhq@thetaxi.org) or phone (800-783-6294). Remember - You are NOT allowed to initiate new members until you have received permission.
- HAVE NEW INITIATES COMPLETE FORM A - Within 48 hours of the initiation, send completed Form A's for all new brothers to Fraternity Headquarters. These forms are required to order shingles and Life Membership Cards.
As always, if you have question or are not sure if you have permission, feel free to contact any staff member at headquarters for assistance.
"So Where Do I Get...?"
You've heard the term “going green” right? Because that is exactly what we have done at Theta Xi. All forms or reports you need as a Chapter Officer or Advisor is available online at www.thetaxi.org under HQ Forms. From reporting new Associate Members, to requesting permission to initiate those AM's; from making online payments to submitting your Fall Membership Report; all are online.
Along with forms, www.thetaxi.org also has a large amount of other information. Here's a .pdf listing for many of the additional resources you can find on the website.
If you can't find what you're looking for, contact HQ at txhq@thetaxi.org or 800-783-6294.
_____________________________________________________________________________
"Is There Anyone Out There...?"
If you ever feel lost, know that Fraternity Headquarters is here to support you and your chapter. While anyone in the office will be able to assist you or direct your call to the appropriate person, this list of Whom To Call will probably save you some time getting in touch with the right person. It also has the mailing address and telephone numbers for Theta Xi Fraternity Headquarters.
