CHI SIGMA IOTA

Counseling Academic and Professional
Honor Society International






 

CHAPTER LEADERSHIP MANUAL
 



 



CSI Headquarters
P.O. Box 35448
Greensboro, NC 27425-5448
(336) 841-8180







Revised September, 2009



 

TABLE OF CONTENTS
 
 


 

Preface
 


Welcome to Chi Sigma Iota!  Congratulations on joining hundreds of other chapters across the world in celebrating excellence in the counseling profession.  This information has been created as a resource for your chapter's development and growth.  Each topic provides valuable information related to your chapter.


This site contains up-to-date information on membership renewal, chapter development information, leadership materials, and other important information for your chapter.

     

History, Purpose and Goals of CSI

Purpose and Use of This Manual

 

CSI Mission Statement & Sample Chapter Mission Statement

Take a moment and review the CSI mission statement.  An important first step in developing your chapter is to create your own chapter mission statement.  To help your chapter, a sample chapter mission statement is provided.

     

           CSI Mission Statement

           Sample Chapter Mission Statement

Organizational Structure: CSI and Its Chapters

Headed by our Executive Director, Dr. Thomas J. Sweeney, your CSI leadership is comprised of today?s leading counseling professionals.  Your chapter can be, too!  Take a look!

     

Organizational Governance of CSI International

Society Year and Terms of Office

Meet Your CSI Leadership

Discover who makes up this year's CSI Executive Council.  Have a question about your chapter and don't know where to turn?  Contact one of our committee chairpersons for help and information. 

Chapter Development Needs

Have a question about your chapter's day-to-day operations?  Do you know the duties of various officers and Chapter Faculty Advisor?  Which committees should I develop to grow my chapter?  The answers to these and other important questions can be found by visiting the following linked pages.

     

CSI Chapters Overview of Role and Functions

Organizational Governance of CSI Chapters

Duties of Chapter Officers and Faculty Contacts

Chapter Faculty Advisor

Chapter President

Chapter President-Elect

Chapter Past-President

Chapter Secretary/Treasurer

Executive Committee Members-at-Large / Area Representatives

Duties and Composition of Chapter Committees

Audit Committee

Awards Committee

By-Laws Committee

Fund Raising

Membership Committee

Newsletter

Nominations & Elections Committee

                       

Web Administrator

Schedule of Election Activities

Terms of Office and Committee Members

Installation of Officers

Chapter Meetings

Membership Promotion

Want to Know How to Conduct Your First Initiation Ceremony?

Feedback from successful chapters points to the importance of conducting at least one initiation ceremony a year (some chapters even conduct two per year!).  Suggestions regarding scripts and speakers are provided here.

     

Initiation Ceremonies

Awards

 

As a new chapter, CSI encourages you to share with others the great work you will be doing by applying for CSI awards!  Individual and chapter accomplishments are recognized at the annual ACA convention.  Take a look at the lists of possible awards, their descriptions and how to create your own chapter awards program.

Fundraising
 

I have all these great ideas for my chapter but not enough money to do them all!?  You are not alone.  It is a problem that many of our chapter report.  Fundraising is an important part of generating funds for chapter events.  See examples of ideas and events that have been successful at other chapters.

     

CSI Registered Trademark Logo Items

By-Laws

Another critical step in the development of your chapter is the creation of chapter by-laws.  The good news is that you do not have to start from scratch?

     

Developing By-Laws

 

Publications

The Exemplar, your CSI newsletter, is a wonderful source of information and chapter happenings.  You are invited to contribute to this newsletter by sharing with other chapters your accomplishments.  Here is additional information on publications.

     

Past Issues of the CSI Exemplar

Dues

How are dues collected for members of my chapter?  I hear that my chapter can get a rebate from the inter- national office.  Is this true?  Answers to these questions and many more can be answered through Fiscal Policies and Procedures.

Calendar

 

Successful chapters are organized chapters!  Another important step is the creation of a chapter calendar that will serve as reminders throughout the year.  Find out how a calendar can be a benefit to you and your chapter.

Odds and Ends

 

There are a lot of details to running a successful chapter!  Still have some questions that don't really fit into the above categories? Take a look at these links to find answers on various CSI policies and procedures.

     

Nuts and Bolts

Fiscal Procedures and Management

Processing Certificate Orders

Correspondence with CSI Headquarters

Annual Plans and Annual Reports

Attendance at Annual Convention

Voting in International Elections

Approved CSI Policies

 

 

 

                           

 




 

 

CSI © 2009 All rights reserved Updated 22-sep-09 






 

  

PREFACE

HISTORY, PURPOSE AND GOALS OF CSI INTERNATIONAL

 

    

Chi Sigma Iota, the Counseling Academic and Professional Honor Society International, was established January 1, 1985, following several months of planning by representatives of the Counselor Education program at Ohio University and leaders in the U.S. counseling profession. The impetus for the formation of an international honor society in the profession of counseling came from a desire to provide recognition for outstanding academic achievement as well as outstanding service within the counseling profession. The formation of an Honor Society appeared to be a fruitful avenue to provide a much needed link between students, educators, practitioners, and administrators in various counseling settings.

 

CSI came about as a consequence of the maturity of the counseling profession with national standards of preparation, ethical standards, national accreditation, national and state credentialing, and advancement of the art and science of counseling through research and scholarly publications. While the scope of the Society is international, its focus is upon the personal and professional development of its individual members. The Society is committed to doing all it can to uphold the high standards of its members.

 

In January of 1989, after two years of discussion and planning, Rho Chi Sigma merged into CSI. The unification of the national honor society in rehabilitation counseling and services with the international honor society in counseling was welcomed as a major step toward unification of the counseling profession. Rho Chi Sigma was formed in 1979. The archives and history of this society are maintained at CSI Headquarters.

 

The By-laws of Chi Sigma Iota (CSI) were adopted in 1985. The purposes of the Society, as noted in Article I of the By-laws, are:

"To promote scholarship, research, professionalism, and excellence in counseling, and to recognize high attainment in the pursuit of academic and clinical excellence in the profession of counseling."

 

The goals of Chi Sigma Iota are achieved primarily through the activities of local chapters, and secondarily, through efforts of the Headquarters staff and international officers.

International Headquarters activities include the functions of the CSI International Office, which is responsible for maintaining the records of the Society, ordering and distributing certificates and pins, distributing information about the Society and ensuring a presence within the honors community. The International Headquarters is responsible for maintaining the database, website, and day to day operations of the Society.

CSI Headquarters also serves as a networking source to link CSI chapters and members throughout the world. This has been an especially valuable resource for students who have moved to new locations after graduation and seek to affiliate with the nearest CSI chapter.

International meetings of CSI are held during the annual convention of the American Counseling Association (ACA) in the Spring of each year. These meetings include time for an Executive Council meeting, a leadership training seminar, a business meeting of chapter representatives, an awards ceremony, and an informal gathering of members for the exchange of information as well as socialization. The annual Business meeting is open to all CSI members. However, chapters must send at least one representative to maintain active status.

Since the time of its chartering, CSI as an organization, and many of its individual members, have assumed leadership roles at state, regional, national and international levels in promoting counseling services to persons of all ages as well as the concerns of those who provide those services.


 PURPOSE AND USE OF THIS MANUAL

 The first draft of this Manual was prepared in 1987, to initiate an annual practice of providing a leadership handbook and directory of persons involved in key positions within the chapters of the Society.

 
The Manual is designed to provide guidelines for new and continuing CSI chapters and their officers. It represents a system for insuring that necessary tasks will not be overlooked and that there is no duplication of effort in CSI's administration.

Each chapter officer and committee chairperson is expected to review the description of his or her duties and responsibilities and to contact the current Chapter Faculty Advisor (CFA) to suggest additions or deletions as appropriate. The Chapter Faculty Advisor will forward any recommendations to the Executive Director of CSI International.

 

CSI Mission Statement & Sample Chapter Mission Statement

 

CSI Mission Statement

 

The mission of Chi Sigma Iota is to promote scholarship, research, professionalism, leadership and excellence in counseling, to encourage the pursuit of personal excellence by members, and to recognize high attainment in the pursuit of academic and clinical excellence in the profession of counseling.

 

Sample Chapter Mission Statement

 

The mission of Alpha Alpha Alpha chapter is to promote scholarship, research, professionalism, leadership and excellence in counseling, to encourage the pursuit of personal excellence by chapter members, and to recognize their high attainment in the pursuit of academic and clinical excellence in the profession of counseling.

 


Organizational Structure: CSI and Its Chapters

 

 

ORGANIZATIONAL GOVERNANCE OF CSI INTERNATIONAL

 

CSI is governed by an Executive Council which consists of the following officers: President, President-Elect, Past-President, Secretary, and Treasurer. The Executive Director serves as an ex-officio member of the Executive Council. This Council serves and acts between annual business meetings of the Society to conduct its business in keeping with member interests and directives. They also keep the membership informed via the Exemplar and website, and special correspondence when necessary through mail and listserv postings, of all matters of consequence which relate to the good of the Society. 


The Council meets at the ACA convention to conduct the business of CSI. They also hold other meetings as deemed necessary but most business is conducted by email or conference calling.

 
The Society has several Committees which serve the Society and which merit continuous pursuit. Committee Chairs serve for a period of one to three years and are appointed by the President. The current Committees of CSI include the following: Advocacy, Audit, Awards, By-laws, Chapter Development, Chapter Faculty Advisors, Leadership Fellowship and Interns, Membership, Exemplar, and Nominations and Elections. Additional Committees may be established by the CSI President to work on matters of an immediate or non-recurring nature related to a specific purpose of CSI.

 
A Conference Committee, Chaired by the President-Elect, is established annually to provide leadership for planning each year's convention

 

 

SOCIETY YEAR AND TERMS OF OFFICE

 

Meet Your CSI Leadership 

ChaPter Development Needs

 

CSI CHAPTERS OVERVIEW OF ROLE AND FUNCTIONS

 

Though international in scope, the activities of CSI are centered in the chapters of the Society. It is through the chapters that members are able to be active and pursue the goals of the Society to the fullest extent possible.

CSI chapters serve as links within their respective communities to promote interaction between counselor educators, students, alumni, and local professionals. The chapters provide a forum for interaction, sharing of concerns, discussion of issues, and support for common interests. Professional development of members is of primary concern for chapters, as is service to members and to the counseling profession

 

Many chapters schedule meetings and solicit speakers on a variety of topics relevant to counselors, thus serving as a resource for continuing education. Chapters also have conducted a variety of service activities and organized a variety of social gatherings to facilitate interactions among members.

 

The creativity and efforts of individual chapter officers and members leads to numerous and diverse activities for the benefit of members as well as the profession of counseling. This manual is intended to assist chapters in realizing their full potential for service to members.

 

Chapters strengthen their activities by working to become a recognized campus organization. For example, by applying through student government, CSI chapter members can become eligible for funding to attend conferences and other professional events. One way to achieve recognition is to participate in college honors day activities. CSI is a member of the Association of College Honor Societies (ACHS) and as a consequence meets the standards of its peers for excellence among such associations. This is important information for university administrators who oversee the distribution of student activity fees.

 

CSI chapters serve as a forum for interaction among counseling students, faculty, alumni, and professionals. Counselors in all specialty areas whose primary professional identity is that of professional counselor may be brought together under the auspices of CSI chapters. Of particular importance, as evidenced by the merger of Rho Chi Sigma into CSI, is the broad goal of unification of all members of the counseling profession. 

 

 

ORGANIZATIONAL GOVERNANCE OF CSI CHAPTERS

 

CSI Chapters are governed by an Executive Committee which consists of the following (required) officers President, Secretary-Treasurer (this may be two positions), and one representative from each of the specialized areas of study of the counselor training programs. Additional officers, such as a President-Elect and Past-President, may be added to the chapter officers at the discretion of the chapter. The Chapter Faculty Advisor (CFA) is an ex-officio member of the Chapter Executive Committee and it is through the Chapter Faculty Advisor that all correspondence with Headquarters is conducted.

 

This manual provides descriptions of duties for a variety of officers required by CSI International, and other officers recommended who may enhance the activity and contribute to the development of individual chapters. Chapters may, but are not required to fill optional or recommended positions. When such positions are not filled, however, the duties of that position must be subsumed under the duties of one or more of the other CSI chapter officers.

 

Chapter officers hold meetings as deemed necessary, with at least one meeting per academic term. One meeting per year is to be designated as the annual meeting. This meeting should occur at about the same time each year. The Executive Committee serves between meetings of the chapter to carry on the business in keeping with the member interests and directives. They also keep the membership informed via listservs, email, chapter home page, the chapter newsletter, and/or special correspondence when necessary, of all matters of consequence which relate to the good of the chapter.

 

The chapter may have committees which serve to facilitate chapter operations. Committee chairpersons serve for a period of one to two years and are appointed by the President. The committees may include the following Audit, Awards, By-laws, Membership, Newsletter, and Nominations and Elections. Other committees may be established by a Chapter as needed to work on matters of an immediate or non-recurring nature related to a specific purpose of the chapter.

DUTIES OF CHAPTER OFFICERS AND CHAPTER FACULTY ADVISORS

Chapter Faculty Advisor

(required)

All chapters must have a Faculty Chapter Advisor (CFA). The Chapter Faculty Advisor is the primary individual responsible for overseeing and mentoring the operation of the chapter. He or she functions much like the executive director of an organization. The elected officers of the chapter plan and conduct their activities in accord with the advice and consultation of the Chapter Faculty Advisor. Leadership development is a primary function of the person in the position. Co-assistants may be designated by a chapter. This practice is especially helpful when a change in Chapter Faculty Advisor is anticipated in order to provide continuity in this important function.

The duties of the Chapter Faculty Advisor (which may be delegated to chapter officers in terms of authority but not overall responsibility) shall be to:

1.         be responsible for all correspondence between the Headquarters office and chapter members.

2.         receive and transmit all correspondence with the Headquarters office.

3.         order and distribute certificates and pins in a timely manner (in all cases within the academic term in which they are ordered).

4.         certify that all prospective members have met eligibility criteria for CSI membership and sign forms attesting to same.

5.         coordinate and oversee activities of the CSI Chapter Executive Committee and members.

6.         assure that the annual plan/annual report is completed and submitted in a timely manner.

7.         notify CSI Headquarters of changes of officers.

8.         assist in the selection of a new Chapter Faculty Advisor.

9.         endorse chapter nominations for fellows, interns, and awards

10.       serve as liaison with counseling faculty and other faculty in counseling departments or centers.

Qualifications

The Chapter Faculty Advisor must be a full time faculty member in counselor education at the institution sponsoring the CSI chapter. The Chapter Faculty Advisor must be a member in good standing (dues paying or life member) of CSI International. Eligibility of non-members require that the doctoral degree have been earned through a CACREP accredited program or a program in counselor education similar in title, scope, focus, and rigor as that of a CACREP program.

Term of Office

The Chapter Faculty Advisor's term of office is contingent upon successfully satisfying the above functions as determined by the CSI Executive Council. Therefore, the appointment, periodic review and termination/continuation of a CFA ultimately rests with the CSI Executive Council in consultation with the local chapter. Whenever possible, faculty members are encouraged to periodically rotate responsibility for this function.

(required officer)

CHAPTER PRESIDENT

 

The Chapter President organizes, delegates, follows up, oversees, orchestrates, and sets a tone of enthusiasm for the chapter. It is the President's role to motivate people, support and recognize their efforts, celebrate their successes, and enable their activities. The President encourages the activities of members. The duties of the Chapter President shall be to:

1.         exert leadership in achievement of the purposes of the CSI chapter.

2.         preside at all meetings of the chapter and Executive Committee.

3.         share with Executive Committee and membership (via chapter and/or CSI Exemplar) information received from various sources that may be of interest to CSI members.

4.         assure that the Executive Committee actively participates in establishing and achieving annual goals.

5.         assure that the Executive Committee actively participates in setting and achieving membership goals.

6.         appoint Committees according to the chapter By-laws and designate the Chair of each, including the Nominations Committee.

7.         appoint other Committees as needed, with the advice and consent of the Executive Committee, and the stipulation that all Committee members must be members CSI and of the chapter in good standing.

8.         provide Committee Chairpersons and potential Chairpersons with relevant pages from this Manual.

9.         serve ex-officio on all Chapter Committees.

10.       receive and direct outside reports, memos, and inquiries.

11.       serve in a clearing capacity for internal organizational questions, concerns, and suggestions.

12.       prepare a President's Column for each issue of the chapter newsletter (if. there is one) to apprise the membership of the goals and activities of the chapter.

13.       appoint the Editor of the chapter newsletter (if any).

14.       coordinate activities of the Newsletter Editor (if any) and all Committees.

15.       work closely with the CSI Convention Committee, or assign this function to another chapter officer, to insure responsible coverage of all convention procedures and activities, including representation at the annual business meeting of the Society.

16.       conduct the official business of the chapter, including issuance of notice of meetings.

17.       assure the maintenance of permanent records for the chapter, for example:

a.         a disk or folder on the chapter webpage containing all recent memos and releases.

b.         a disk or folder containing the minutes of the Executive Committee meetings and other chapter meetings.

c.         a correspondence file.

d.         minutes of special Committee meetings.

e.         chapter archives or permanent record files.

f.          membership record files.

18.       pass on all relevant file material to his or her successor.

19.       maintain close contact with the Chapter Faculty Advisor to keep him or her apprised of all correspondence and activities.

Term of Office

one year as President-Elect (highly recommended)
one year as President (required)
one year as Past-President (recommended)

(recommended officer)

CHAPTER PRESIDENT-ELECT

 

The duties of the Chapter President-Elect shall be to:

1.         perform the duties of the President in the event of the resignation, incapacity, absence, or death of the President.

2.         become informed of the current affairs and activities of the chapter and become involved in these activities as requested by the Executive Committee.

3.         serve as a member of the Chapter Executive Committee.

4.         coordinate, with Chapter Faculty Advisor, the ordering of commendations for the outgoing President.

5.         toward the end of the year, begin planning and contacting potential Committee Chairs for year as President.

6.         keep files of activities and transfer them to the succeeding President-Elect.

7.         perform various functions as requested by the President.

8.         submit a report of activities and recommendations to the President for each Executive Committee meeting.

9.         pass on all relevant file materials to his or her successor.

Term of Office

one year as President-Elect (recommended)
one year as President (required)
one year as Past-President (recommended)

(recommended officer)

CHAPTER PAST-PRESIDENT

 

The duties of the Past-President shall be to:

1.         serve as a member of the Chapter Executive Committee.

2.         perform the duties of the President-Elect in the event of the resignation, incapacity, absence, or death of the President-Elect.

3.         serve as advisor to the President and the Executive Committee.

4.         pass on all relevant file materials to his or her successor.

Term of Office

one year as President-Elect (recommended)
one year as President (required)
one year as Past-President (recommended)

(required officer(s))

CHAPTER SECRETARY / TREASURER

 

Each chapter must have someone fulfill the functions of Secretary and Treasurer. The CSI Internationa1 Executive Council includes both a Secretary and Treasurer. Chapters have the option of filling one or both offices, but must assure that all functions associated with both are fulfilled. The duties of the Chapter Secretary-Treasurer shall be to:

1.         serve as a member of the Chapter Executive Committee.

2.         keep records of the meetings of the Executive Committee.

3.         take minutes of the Executive Committee meetings, and chapter business meetings, including a list of members and guests present, and distribute these at the earliest possible date to the Chapter Executive Committee members, Newsletter Editor (if any), and Chapter Faculty Advisor.

4.         handle correspondence when feasible and appropriate, including meeting notices for members.

5.         maintain a file of the minutes of the last three years.

6.         write official correspondence as directed by the President.

7.         pass on all relevant file materials to his or her successor.

8.         assist the Chapter Faculty Advisor and officers in development and administration of the annual chapter budget.

9.         maintain financial records of the chapter.

10.       receive and disburse chapter funds.

11.       send annual plan and annual report to CSI Headquarters including chapter calendar of events, names and addresses of officers, and any other information considered relevant to representing the success of the chapter in serving its membership and purposes.

12.       update membership records, name and address updates, etc., on CSI website.

Term of Office

one or two years, at the discretion of the chapter

(required officers)

EXECUTIVE COMMITTEE MEMBERS-AT-LARGE

AREA REPRESENTATIVES

 

One Executive Committee member shall be selected to represent each of the areas of specialized study at the university (e.g., community, school, rehabilitation, and college counseling; counselor education and supervision  doctoral programs, and each specialty area defined by the Council for Accreditation of Counseling and Related Educational Programs [CACREP]).

The duties of each Member-at-Large shall be to:

1.         serve as a member of the Chapter Executive Committee.

2.         serve as Committee members and Committee Chairs at the request of the President.

3.         volunteer to serve on any Chapter Committees.

4.         provide materials for the Chapter Newsletter.

5.         represent the interests of students, faculty, alumni, and professionals in their specialized area of study.

6.         assist in recruitment of students, faculty, alumni, and professional counselors in their area of study.

Term of Office

one or two years, convention to convention

DUTIES AND COMPOSITION OF COMMITTEES

 

Audit Committee

 

The Audit Committee is composed of one Committee Member-at-Large and the Secretary-Treasurer, with the President and Chapter Faculty Advisor serving as ex-officio members.

 

The function of this Committee is to review the financial records of the chapter no less than annually and to prepare a statement for the Chapter Executive Committee. For those chapters required to report to their universities as a campus organization, the financial report may be filed with the appropriate university entity as well. 

 

Awards Committee

 

The duties of the Awards Committee shall be to:

 

1.         apprise the Executive Committee of chapter awards criteria and deadlines.

2.         prepare and submit nominations for CSI International awards.

3.         prepare annual plan for solicitation and presentation of chapter awards.

4.         solicit awards nominations, select and notify recipients.

5.         work with the Chapter Faculty Advisor to order/prepare awards.

6.         coordinate awards presentations at official functions.

7.         provide training for the following year?s awards committee members.

Term of Office

Chair serves for one to three years, appointed by the President. 

By-Laws Committee

The duties of the By-laws Committee shall be to:

 

1.         solicit and process suggested By-laws changes from the chapter members and the Executive Committee.

2.         draft proposed amendments to the By-laws for presentation to the membership at the annual business meeting and/or other meetings of the chapter.

3.         keep the membership informed about changes in the By-laws.

4.         maintain a current set of By-laws at all times, and distribute updated copies to all members of the Executive Committee after each By-laws amendment.

5.         maintain accurate records, and transfer files to the incoming By-laws Chairperson.

6.         submit a written report of activities to the President on an annual basis.

7.         copies of By-laws changes should be sent to the chapter Newsletter Editor (if any) for the next newsletter.

8.         assure that all chapter by-laws are congruent with and approved by CSI International.

Term of Office

Chair serves for one to three years, appointed by the President

 

Fund Raising

 

 

The duties of the Membership Committee shall be to:

Membership Committee

 

 

1.         promote membership in the CSI chapter.

2.         design and implement informational activities and procedures.

3.         arrange for appropriate distribution of membership brochures.

4.         analyze lapsed membership for patterns and suggest to the Executive Committee appropriate actions to prevent membership loss.

5.         inform the membership of activities of the Committee.

6.         prepare articles for the Chapter Newsletter (if any).

7.         prepare an annual plan for membership invitation for submission to the Executive Committee at the annual fall meeting each year.

8.         prepare an annual written report to the President for the annual business meeting.

9.         assure that all counseling specialty areas are represented in the membership of the chapter.

10.       pass on all relevant file materials to his or her successor.

Term of Office

Chair serves for one to three years, appointed by the President

 

Newsletter

 

Chapters may elect to have a newsletter and appoint an Editor. For those chapters which have a newsletter, the following suggestions are made:

 

1.         there shall be a regular production schedule for the newsletter.

2.         an Editor shall be appointed by the President to solicit, screen, and edit material for inclusion in the newsletter.

3.         copies of the newsletter shall be sent to the CSI Headquarters, CSI Newsletter Editor, and the current CSI President.

4.         the Chapter Faculty Advisor shall review the newsletter prior to publication and distribution of each issue.

 

Nominations and Elections Committee

 

The duties of the Nominations and Elections Committee shall be to:

 

1.         canvas by mail and solicit through meetings, the newsletter, and other means, nominations for the elective offices of the chapter.

2.         prepare a slate containing not fewer than two names for each Chapter office to be filled.

3.         select the nominees to appear on the slate on the basis of qualifications for the office, field of interest, and the consent of the nominee.

4.         provide nominees with a copy of the appropriate pages of this Manual.

5.         publish chapter slate of officers and biographical information for members? review.

6.         insure the announcement of the election results at a business meeting.

7.         submit a written report of activities to the President prior to the business meeting.

8.         pass on all relevant file materials to his or her successor.

Web Administrator

Chapters are encouraged to have a chapter webpage. It should be an attractive, informative source for all members and officers. CSI policy (link) provides a format and authorization to use the CSI logo on the first pages of chapter websites. Because web pages must be maintained, it is important that a member who is competent with basis web software and willing to oversee the chapter?s web presence be appointed to this position. Assistance through CSI is available to answer questions about policies and appropriateness of web pages. The chapter, under the direction of the Chapter Faculty Advisor, is responsible for the construction, appearance, content, maintenance and updating of the chapter webpage.


SCHEDULE OF ELECTION ACTIVITIES


(suggested for compliance with CSI International Policies and Procedures)

March ? January           - solicit nominees; all nominees contacted to assure compliance
January 15                    - nominations closed
January                          - Executive Council approval of slate
February                        - balloting by mail or during meeting

March 15                       - notify all candidates of election outcomes

April                               - submission of names of officers to CSI Headquarters with annual plan/annual report

April                             - chapter holds transition meeting between old and new officers

NOMINATIONS AND ELECTIONS COMMMITTEE

Terms of Office and Committee Members

The Nominations and Elections Committee is chaired by the Past-President (if the chapter has one who is active) or another person appointed by the President, and has two additional members appointed by the Chapter Executive Committee at the discretion of the President. The Committee serves for one year.

 

INSTALLATION OF OFFICERS

 

CHAPTER MEETINGS

The overall rule for chapter meetings is: Be creative and responsive to the needs of members.

WHEN

Chapter meetings must be held at least once an academic term, and may be held as often as deemed necessary by the Executive Committee. Most chapters have found meetings every 4-6 weeks to be satisfactory. Some chapters elect to meet during the summer months; others choose to sponsor social activities only during the summer; some choose not to meet except during the regular nine-month school term.

WHERE

Chapter meetings may be conducted in both formal and informal settings. Some chapters use classrooms, others find board or meeting rooms to be more suitable. When combined with social activities, university Student Unions, apartment clubhouses, or individual members' homes may suitable. Local counseling agencies with conference rooms may lend their facilities for meetings, combined with a tour of the facilities and a brief talk about the nature of their services and clientele. Churches or community agencies may provide meeting space. The Executive Committee may choose to meet over lunch or dinner, at school or workplace, or away from school or workplace.

WHY

Meetings may be of various types and for varied purposes. Business meetings seem to be better attended when combined with social or other activities, and when refreshments are provided. The business meeting should be held first followed by other activities.

Business meetings, in keeping with the By-laws, are conducted according to Robert's Rules of Order. Such meetings can include reports from the President, Secretary/Treasurer and other officers, reports from Committees, reports and discussion of old business of the chapter, and discussion and planning of new concerns or activities. Business meetings also provide opportunities for recruitment of volunteers for the many activities which chapters may choose to undertake.

Successful meetings have included any or all of the following activities, to name a few, that CSI chapters have implemented:

-           business discussions, reports of Committees

-           professional development speakers (CEUs may be granted by sponsoring institutions)

-           reports on recently read journal articles and books (limit each speaker to five minutes, plus

five minute discussion)

-           films and discussion

-           debates on topics of current professional interest

-           social activities designed to promote interaction among members

In addition to meetings and speakers, chapters have hosted all-day workshops and seminars as well as fund raising activities. Chapters may work in consortia with other CSI chapters to plan conferences and workshops. Chapters also have coordinated attendance at and/or speakers for state, regional, national, and international meetings. Some chapters have sponsored receptions for CSI chapters and members during state counseling conferences. Others have made conference presentations, using members as presenters. Some have conducted sessions jointly with other CSI chapters.

MEMBERSHIP PROMOTION

CSI members may be invited to membership from any area of counseling specialization. Each chapter should make special efforts to include members from all counseling-related programs on campus and in the community. Potential CSI members may be identified in a number of ways. Some of the primary ways include:

-           Chapter Faculty Advisor review of enrollments and student GPA's
-           solicitation of nominations by active chapter members
-           solicitation of nominations by counseling faculty
-           solicitation of nominations from agency staff and employers
-           review of individual applicants by Chapter Faculty Advisor
-           review of lists of state licensed/certified/ registered counselors
-           review of alumni lists provided by University alumni association
-           recommendations from student internship/practicum supervisors

CSI has never had an open enrollment or grandparenting period. All members who are not currently students must have met the grade point criteria during their professional (graduate) training as well as hold the appropriate counseling credential. Membership promotion is related to publicity for the chapter, and is a function of chapter activities. The more active the chapter, the more persons will seek membership. To facilitate publicity, notices of chapter activities may be made through the chapter newsletter, website, bulletin boards on campus, and local newspapers. Memos inviting local professionals to participate in open meetings and activities sponsored by the chapter may encourage the involvement of non-campus participants.

Other suggestions for encouraging involvement include:

-           establishing mentoring committees for students, wherein established students are assigned to mentor new students beginning with their acceptance and entry into graduate school

-           offering differential fees for attendance at workshops, with CSI members paying substantially less than non-members

-           talking to beginning counseling students during class time about the benefits of CSI membership

-           writing NCCs in your area to invite them to join, if they meet the membership criteria (NBCC will provide a list of NCCs in your area in zip code order for a fee).

Membership criteria are specified in Article 4 of the CSI By-laws, which have been provided to each chapter.

Membership application information must be reviewed, verified and signed by the Chapter Faculty Advisor as sponsor.


How to Conduct Your First Initiation Cermony?

INITIATION CEREMONIES

Initiation ceremonies should be conducted at least once a year, and preferably once a semester/quarter. The official initiation oath and procedures will be found on the CSI web page (www.csi-net.org) under Chapters.

The first initiation for the chapter is extremely important. It is at that time that the Chapter Charter will be presented. It is recommended that the Charter be framed and hung in a prominent location in the departmental offices. If possible, the Executive Director or one of the International officers should be invited to participate in the awarding of the Charter and initiation of members.

Initiations are an appropriate time to invite such university officials as the counselor education department chair, the dean of the college, graduate dean, provost or president, and a reporter from the campus or local city newspaper. Invitations to family and friends are important, as the inductees are being honored for their academic and professional excellence. A program which includes an agenda and the names of initiates can be made available to those in attendance.

Chapters have elected activities such as the following for their initiations:

-           banquet with speaker
-           luncheon or brunch with speaker
-           reception with speaker
-           formal meeting with speaker
-           candlelight reception with speaker

Speakers from any area of the counseling profession may enhance the significance of the event. Some chapters may elect to present certificates according to area of specialization to provide further recognition to the field of study and potential work setting of initiates. For the benefit of the audience, a few words of introduction for each initiate will heighten the importance of the event and underscore the excellence of initiates.

INTIATION SCRIPTS


AWARDS

FUNDRAISING


CSI Registered Trademark Logo Items

 

BY-LAWS

 

DEVELOPING BY-LAWS

 

All CSI chapters must have a set of By?laws to govern the operation or their chapter. Sample By?laws have been developed and are included in this section of the Manual. Chapter By?laws must be congruent with the By?laws of CSI International. Chapter procedures in any area may be more restrictive than the International By?laws, but not less restrictive. For example, chapters may elect to limit the number of persons they will induct into membership each year, but cannot change the requirements for membership according to the CSI By?laws. 

 

 

SAMPLE CHAPTER BY-LAWS

 

 

PUBLICATIONS

Past Issues of the CSI Exemplar

FEES

CALENDAR

NUTS AND BOLTS

The development and management of a CSI chapter requires attention to certain fiscal and other organizational activities. It is the responsibility of the Chapter Faculty Advisor to oversee these activities. The actual performance of these functions presents an opportunity for leadership development among chapter officers.

 

 

 

on all checks, one of which should be that of the Chapter Faculty Advisor. Financial reports are to be prepared by the Chapter Secretary/Treasurer and presented at

business meetings of the chapter.

As a part of CSI's unified dues structure, each chapter receives a rebate of $8.00 per active member per year, upon submission of the annual plan/annual report by April 30. This rebate is made once a year, during June. Some CSI chapters elect to assess additional chapter dues, payable separately from the International dues fees.

It is advisable to develop fiscal policies for the chapter, which would include priorities for expenditures of funds, procedures for maintaining and auditing financial records, presentation of financial reports, and so forth. CSI uses a standard expense form for payment of all bills and will provide samples to chapters upon request.

            Chapters collect dues from individual members and place the funds in the chapter bank account. One check is then written to accompany the reports sent to the chapter faculty advisor after a member has applied on line. The check and reports are submitted to CSI Headquarters. Chapters are encouraged to deposit all membership checks in the chapter account within two weeks of receipt.  CSI Headquarters dates applications and certificates the date the check is received and/or processed, not the date it is written.

CSI International has tax exempt status; however, this does not automatically transfer to CSI chapters. According to the IRS, any organization which desires tax exempt status must apply within one year of its formal date of establishment. Therefore, chapters wanting tax exempt status must apply to the IRS within one year of chartering. Chapters will need to fill out a SS4 form which can be obtained from IRS.com. Tax exempt status is not automatic for non-profit organizations. You must apply separately to the IRS, whereas non-profit status is granted by individual states.

 

PROCESSING CERTIFICATE ORDERS

CSI Headquarters processes certificate orders as follows (l) one check per chapter for all applicants who have applied on line. CSI will no longer accept applications that are not submitted on line. A fee of $1.00 per application that is not done on line will be subtracted from the chapter's annual rebate. After an application is received on line, a daily report is sent to the chapter faculty advisor for approval. Once the applicants are approved, the reports must be signed by the Chapter Faculty Advisor and mailed along with one check to CSI Headquarters. When the online applications are processed, a membership card is sent to the new member (or renewing member); (2) a certificate and a membership pin is sent to the Chapter Faculty Advisor for distribution at the chapter's new member initiation. The whole process takes about two weeks.

Members normally are expected to participate in the oath of membership ceremony prior to receiving the certificate and pin. When this is not possible, the chapter officers may administer the oath in a private ceremony suitable for such an occasion of recognition. Distribution of membership material through university or other mailboxes especially without an oath of membership is strictly forbidden.

Arrangements for initiation ceremonies to distribute certificates may be made after applications have been submitted, but before they are received by the chapter. This will expedite distribution of the certificates. Headquarters cannot accommodate "rush" orders.

Chapters should maintain records of all applications and renewals sent to CSI Headquarters. CSI sends renewal notice cards to all members approximately two months prior to the expiration date of their membership. Renewal fees are returned directly to Headquarters. A list of members will be sent electronically to chapters quarterly or more frequently as needed. Each chapter Secretary/Treasurer should update chapter records often and help update CSI records of their members. Members of CSI chapters are expected to be active members (dues paying or life members) of the International Society in order to be nominated for offices, awards, fellowships, or benefit from membership privileges.

 

CORRESPONDENCE WITH CSI HEADQUARTERS

Correspondence with CSI Headquarters should be sent through the office of the Chapter Faculty Advisor (CFA). Many universities provide a separate mail box for CSI mail in the counseling departmental office. While officers are free to correspond with Headquarters, such correspondence must be sent through the Chapter Faculty Advisor, and return mail will be sent only through the counselor education department office. Likewise, email should include a copy to the CFA.

 

ANNUAL PLANS and ANNUAL REPORTS

Annual Reports must be received by CSI Headquarters by April 30 of each year and the annual plan must be received by September 30 of each year. The annual plan and annual report must include names and terms of office of chapter officers, the names and addresses of the Chapter Faculty Advisor and Chapter President, a description of plans for the chapter for the coming year, and a description of accomplishments of the chapter during the previous year. The Annual Report and Annual Plan can be filled out on line by visiting our web page at www.csi-net.org.

Chapters will receive dues rebates only upon timely submission of the Annual Plan and Annual Report, and if all other requirements for active chapter status are met (see CSI Bylaws).

 

ATTENDANCE AT ANNUAL CONVENTION

 

The Annual Business Meeting of CSI is held in conjunction with the annual conference of the American Counseling Association. Chapters are required to send representatives to the annual business meeting, and will be asked prior to the meeting to submit the name of the voting representative to CSI Headquarters.

 

Chapters which fail to send representatives to three consecutive annual meetings may be declared inactive by the Executive Council, per Article 10 of the CSI By?laws. Inactive chapters may not initiate new members, receive dues rebates, or exercise the rights of an active chapter until reinstated.                                                                           

 

VOTING IN INTERNATIONAL ELECTIONS

 

All active members of CSI each have one vote in International elections. Chapters are encouraged to meet to discuss qualifications of candidates prior to members voting. 

 

CSI APPROVED POLICIES

 

1.         Election Tie Breaker Policy (2000)

 

In keeping with Robert's Rules of Order, the President shall cast the deciding vote in the case of a tie for offices within CSI. As a consequence, CSI Presidents will not vote in the annual officer election except in the case of a tie.            Creative Works Endorsement (1999)

 

            CSI does not customarily endorse or promote creative works by other than its committees, task forces, and officers in keeping with their Society charges. Under certain circumstances, when introduced early in a project?s design and introduction, the CSI Executive Council, at its discretion, may endorse creative works meeting the following criteria:

 

a.         The work is about or concerned with promoting excellence within the profession through research, scholarship, leadership, preparation and/or practice.

b.         The authors are active members of CSI.

c.         Author royalties accrue to CSI funds for use with special projects, fellowships, etc. not a part of the regular operating budget.

d.         CSI makes explicit the language, use of logo and methods that may be used to promote such work when the publisher/producer makes reference to the endorsement.

e.         Membership lists are used for no other purpose than to promote pre-publication of the work.

 

 

 

2.         Counselor Identity (1999)

 

In keeping with its advocacy for the profession as well as an emphasis upon its excellence, all CSI public introductions and documents including awards, fellowships, election nominations, and Exemplar articles will reference only counseling credentials and affiliations.

 

           

3.         CSI Policy on Chapter Membership (1999) 

Local Dues: Chapters may collect local dues in addition to that collected by headquarters as a part of the international dues; however, chapter officers must confirm that all such local members are current in their dues to CSI as well. No member may be active only at the local level, i.e., pay local dues, hold office, vote, or otherwise enjoy the benefits of active membership.

4.         CSI Presenter/Workshop Policy (1997) 

When CSI pays no portion of a presenter?s travel expenses, chapters can collect fees, pay honoraria, expenses, etc. without regard to the following policy.

 

If CSI pays any of the travel expenses for a chapter initiation, chapters may not collect participant fees for the services of the CSI sponsored presenter without prior approval of the presenter and CSI.

 

If a presenter agrees to do a workshop without an honoraria, fees may be collected only

to cover expenses of the workshop (handouts, equipment and room rental, refreshments) including the travel expenses of the presenter.

           

If fees are charged for a CSI/chapter sponsored event, a sliding scale for students, CSI members, and non-members should be charged. The presenter shall approve fees and advertising in

advance to assure that all arrangements are satisfactory.

 

CSI © 2009 All rights reserved Updated 9-march-09

 

 

FISCAL PROCEDURES AND MANAGEMENT

Each chapter will maintain a chapter treasury, requiring that a checking or savings account be maintained. Due to the small number of checks needed and the service charge for accounts, it may be more cost-effective to maintain a savings account or have the university manage the chapter funds. It is recommended that two signatures be required  The CSI year runs from May 1 to April 30 of each year. Officers are elected to serve during this term. Chapters have the same annual year as the Society.

 

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