Chi Epsilon Sigma - Alpha Chapter Constitution and By-laws

Section 1. The name of this organization shall be the Alpha Chapter of Chi Epsilon Sigma – The National Extension Support Staff Fraternity.

Section 2. The meaning of the Greek letters has been designated as follows: Chi – life; Epsilon – loyalty; and Sigma – learning.

ARTICLE II: PURPOSE

The purpose of this Fraternity shall be to maintain the standards and ideals, uphold the morale, prestige and respect of Ohio State University Extension support staff, to develop an effective working relationship and a spirit of fraternal fellowship among the present and emeriti employees of Ohio State University Extension, and to encourage professionalism within Extension.

ARTICLE III: MEMBERSHIP

Section 1. Qualifications – A person employed with at least 45 percent time as an Ohio State University Extension Support Staff employee, who has performed satisfactory service as an OSU Extension support staff employee shall be eligible for membership without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or Vietnam-era veteran status.

The membership drive shall be held prior to September 1 each year.

Section 2. Classes of Membership –

A. Active – Those support staff members employed by Ohio State University Extension who have paid current dues.

B. Emeritus – Those support staff members with “emeriti status” in Ohio State University Extension who were active CES members in
good standing at the time of retirement.

C. Honorary – May be accorded to those who have performed some meritorious service in the interest of OSU Extension support staff.

D. Associate – Non-support staff members employed by Ohio State University Extension who have paid current dues.

The Executive Board shall accept nominations for honorary members from active and emeriti members and make the final selection. Honorary membership is not automatically afforded each year; only when appropriate.

Active and emeriti members shall be entitled to hold office, serve on committees, and participate in discussions and activities of the Fraternity.

Honorary and associate members shall have none of the obligations of membership in the fraternity but shall be entitled to all the privileges except those of making motions, of voting, holding office and receiving awards.

Section 3. Voting – Voting privileges shall be extended to all active and emeriti members in attendance at any duly called face-to-face meeting, e-meeting or as requested by mail or by electronic voting. Majority rules of those voting. Changes in Constitution and Bylaws or in members’ rights require two-thirds of those voting.

Section 4. Dues – All active members shall be required to pay the annual dues as set by the Executive Committee. Dues are payable by September 1 (postmarked by August 31) each year during the membership drive. Emeriti members are not subject to annual dues.

Section 5. Meetings – One annual meeting for total membership shall be held in conjunction with the Ohio State University Extension Support Staff In-service. In the event of no scheduled annual meeting, an e-meeting will be held to conduct necessary business. Quorum shall be 25 members.

ARTICLE IV: OFFICERS AND THEIR DUTIES

Section 1. The officers of the Fraternity shall consist of President, Vice-President, Secretary/Treasurer, Membership Secretary, Annalist, Historian, Administrative Liaison, Mentor Coordinator and Immediate Past President. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the fraternity.

Section 2. It shall be the duty of the Nominating Committee to nominate candidates for the officer and director positions prior to the annual meeting. A report will be given at the annual meeting at which time additional nominations from the floor shall be permitted.

Section 3. Each officer will serve a two-year term or until a successor is elected. There are three exceptions: Mentor Coordinator is a 3-year term; Staff Advisory Council Director is a 3-year term as set by SAC; the Vice President is a 3-year successive term (moving to President and Past President positions). No member shall hold more than one office at a time. Officers and directors will be installed at the annual meeting. Terms of office shall begin at the close of the annual meeting.

Section 4. Resignations during a term of office will be filled by the Executive Board within 30 days of receiving notice.

Section 5. Duties (also refer to the Standing Rules for additional responsibilities).

President – Presides over all meetings of the Alpha Chapter of Chi Epsilon Sigma, the Executive Board and Executive Committee.

Vice President – Performs the duties of the President in the absence or disability of the President. In the event of a vacancy in the office of President, shall become President and assume the duties of the office for the unexpired term.

Secretary/Treasurer – Maintains complete records of meetings and financial matters. Receives and disburses all funds of Alpha Chapter, Chi Epsilon Sigma. Skills needed: knowledge and experience with Extension’s Fiscal System.

Membership Secretary – Maintains membership rolls, handles all correspondence pertaining to membership, enrollment and renewal. Skills needed: knowledge and experience with Access database program.

Annalist – Compiles and edits articles for quarterly newsletter, maintains the CES web page. Skills needed: knowledge and experience with Extension’s web development system.

Historian – Maintains the fraternity historic records.

Administrative Liaison – Serves as the liaison between the Fraternity and Extension Administration.

Immediate Past President – Serves in an advisory capacity for fraternal business.

Mentor Coordinator – Serves as the liaison between the Fraternity and Extension Administration and Human Resources for the Support Staff Mentoring Program.

ARTICLE V: DIRECTORS AND THEIR DUTIES

Section 1. CES Directors (Region/Campus/Emeriti) will serve a two-year term consisting of the following:

• Two directors from each of the three Extension regions in Ohio: One of the two Regional Directors would be elected in even numbered years; while the other Regional Director would be elected in odd numbered years.
• One campus-based director to be elected in odd numbered years.
• One emeriti director to be elected in odd numbered years.

A. The duties of the CES Directors are as follows:

• Serve as the liaison between membership and the Executive Board.
• Coordinate activities for the members whom they represent.
• Also, refer to Standing Rules for additional responsibilities.

Section 2. Staff Advisory Council (SAC) Director will serve a three-year term. This term of office will coincide with the three-year term of office set by the College of Food, Agricultural and Environmental Sciences Staff Advisory Council board calendar.

A. The duties of the SAC Director are as follows:

• Serve as the liaison between the CES membership, the Executive Board and SAC
• Also, refer to Standing Rules for additional responsibilities.

Section 3. Resignations by any director during their term of office will be filled by the Executive Board within 30 days of receiving notice.

ARTICLE VI: EXECUTIVE BOARD

Section 1. The officers and directors shall constitute the Executive Board.

Section 2. The Executive Board shall have general supervision of the affairs of the Fraternity between its business meetings, make recommendations to the Fraternity, and shall perform such other duties as are specified in these bylaws. The Executive Board shall be subject to the orders of the fraternity and none of its acts shall conflict with the action taken by the Fraternity.

Section 3. Unless otherwise ordered by the Board, an Executive Committee meeting shall be held between the Annual Meeting and December 31 for review of Annual Meeting and Support Staff Conference fiscal responsibilities and to move on all fiscal matters for completion within that year’s reporting period. Regular meetings of the Executive Board shall be held early in the year, again during the spring or summer, and other times as necessary. Conference calls will be used when appropriate to transact the business of the Fraternity. Five members shall constitute a quorum.

ARTICLE VII: EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall consist of all officers.

Section 2. The Executive Committee shall act for the Board between meetings in emergency cases or as deemed necessary.

ARTICLE VIII: COMMITTEES

Section 1. Standing Committees (Also, refer to Standing Rules for additional responsibilities.)

Unless otherwise designated, the President will appoint chairs in consultation with other officers and directors. The President and/or Chair of each committee will then appoint individual committee members to the respected committee for a one-year term. A majority of the members of any committee shall constitute a quorum. A report will be submitted by each committee to the membership at the annual meeting as deemed necessary.

Membership and Years of Service Awards Committee – Shall plan for the annual meeting recognition of members’ years of service awards and other awards as established by the Fraternity.

Annual Meeting Committee – Shall plan the details of the CES Annual Meeting held in conjunction with the OSU Extension Support Staff In-service.

Professional Improvement Committee – Shall be responsible for selection and awarding 2 annual professional development awards. Other educational opportunities will be explored and professional growth for fraternal membership will be promoted.

Support Staff Conference/Activities Committee – Shall plan activities to enhance professional as well as personal development of fraternal members on a statewide basis and encourage regional activities.

Nominating Committee – Shall secure nominations from the membership and prepare a slate of all officer and director positions to be presented to the membership at the annual meeting.

Budget and Finance Committee – Shall be responsible for developing and proposing the budget.

Constitution and Bylaws Committee – Shall be responsible for reviewing proposed changes and updating the constitution and bylaws.

Recognition Committee – Shall be responsible for the Newsletter/Brochure/Web Page Contest and the Dorothy Rex Inspirational Award details.

Fundraiser Committee – Shall be responsible for all CES fundraisers.

Outreach Committee – Shall be responsible for keeping contact with other state chapters and promotion in new states.

Mentor Committee – Shall work with coordinator in fulfilling obligations to the state-wide Support Staff Mentor Program.

Section 2. Special Committees – The President may appoint as many special committees as deemed necessary. These special committees will report to the Executive Committee and perform the duties so designed at the time of formation. A majority of the members of any committee shall constitute a quorum.

ARTICLE IX: DISSOLUTION

If upon dissolution of the Alpha Chapter of Chi Epsilon Sigma the assets (treasury and OSU Development Fund) exceed the outstanding obligations, such balances shall accrue to be administered through The Ohio State University Development Fund specifically for the College of Food, Agricultural and Environmental Sciences and the College of Human Ecology scholarships.

If upon dissolution of this Fraternity The Ohio State University Development Fund is no longer in existence, then the Chi Epsilon Sigma Executive Committee shall, after paying or making provisions for the payment of all the liabilities of the Fraternity, dispose of all the assets to such other organization(s) established and operated exclusively for charitable, educational or scientific purposes that qualify as an exempt organization or organizations under any present or future United States Internal Revenue Law as the Executive Committee so desires.

ARTICLE X: PARLIAMENTARY AUTHORITY

The rules contained in Robert’s Rules of Order Revised shall govern this Fraternity in all cases to which they are applicable and in which they are not inconsistent with the Constitution and Bylaws of the Fraternity.

ARTICLE XI: AMENDMENTS

The Constitution and Bylaws can only be amended by a two-thirds vote of those voting upon the recommendation of the Constitution and Bylaws Committee provided notice of proposed amendments is sent to members at least 15 days prior to the annual meeting.

Adopted 10/16/1996

Revisions Adopted 10/12/2004, 10/30/2006 and 10/24/2007

Chi Epsilon Sigma - Alpha Chapter

Standing Rules CHANGES: Can be made without a vote of the membership body but must have CES Board approval. Revised: 5/9/97, 5/2/2007

I. OFFICER RESPONSIBILITIES Records are to be transferred to each successor at the first meeting.

PRESIDENT

• Presides over all meetings of the Alpha Chapter of Chi Epsilon Sigma, the Executive Board and Executive Committee.
• Prepares meeting agendas and responsible for arranging meeting dates and location in cooperation with other Board members.
• Sends letters of invitation to prospective new honorary member(s) for the annual meeting.
• Serves as chair of the CES Annual Meeting Committee to include agenda development and typing of the program.
• Serves on Budget & Finance Committee.
• Serves on the Constitution and Bylaws Committee.
• Signs all certificates and documents of Alpha Chapter.
• Signs off as approving authority on all member reimbursements and fraternity expenses.
• Seeks volunteers/assignments for standing committees.
• Serves as Immediate Past President the following year.
• Represents the Fraternity as situations dictate.

VICE PRESIDENT

• Performs the duties of the President in the absence or disability of the President. In the event of a vacancy in the office of President, shall become President and assume the duties of the office for the unexpired term.
• Assumes duties of Presidency the following year.
• Signs off as approving authority for all reimbursements or expenses submitted by the President.
• Serves as chair of the Professional Improvement Award Committee.
• Serves as chair of the Nominating Committee.
• Serves as Parliamentarian at all duly called CES meetings and is well versed with the fraternity’s Constitution & Bylaws.
• Serves as a member of the Constitution and Bylaws Committee.
• Outgoing VP arranges for the Treasurer’s records to be audited annually by a qualified individual outside the Fraternity. Presents a formal audit report at Annual Meeting.
• Shall perform duties and represent the Fraternity as the President deems necessary.

SECRETARY/TREASURER

• Maintains complete records of meetings and financial matters. Receives and disburses all funds of Alpha Chapter, Chi Epsilon Sigma. Prints and reports on balances of Development Fund 55013/309154 and Support Staff Conference Fund 55013/110494 and to include a report on the CES project 15245 within this fund and Certificates of Deposit. Archives previous 7-years of financial records.
• Serves as chair of Budget & Finance Committee and submits budget at Annual Meeting for vote.
• Serves on Support Staff Conference/Activities Committee (or delegates a fiscally-capable board member to serve).
• Serves on Fundraiser Committee.
• Signs financial documents of Alpha Chapter (except SS Conf. and CES Dev. Funds)
• Provides minutes of board meetings to the Official Board members within 2 weeks following each meeting and to the annalist for posting to the web after Board approval at next meeting.
• Assures payment request is utilized for member expenses and updates form for posting to the web page.
• Provides minutes of annual meeting to annalist.
• Provides a treasurer’s report to the membership in the annual meeting packet. The data in the report shall include transactions by categories (i.e. expenses for newsletter, awards, etc.) that have occurred from one annual meeting to the next along with a proposed budget for approval.
• Elected in odd numbered years
• Shall perform duties and represent the Fraternity as the President deems necessary.

MEMBERSHIP SECRETARY

• Serves as chair of Membership and Years of Service Awards Committee.
• Serves as co-chair (with Administrative Liaison) of Scholarship Committee.
• Serves as co-chair (with Past President) of Extension Support Staff Excellence Award Selection Committee.
• Maintains membership rolls, handles all correspondence pertaining to membership, enrollment and renewal.
• Receives annual members’ dues ($15 for active members) and transfer to Treasurer.
• Updates E-mail distribution lists (cesboard@ag.ohio-state.edu– officers and directors; cesmembers@ag.ohio-state.edu – total membership).
• Updates letterhead after election of officers and directors to be distributed to officers and directors at first Executive Board meeting.
• Updates roster of new officers and directors after election and provides to Annalist.
• Orders pins, pens and notebooks for new members and/or new honorary member to be distributed at annual meeting.
• Maintains database to include: active members, emeriti, honorary members, region and center directors, assistant directors and the contact from other state(s) and provides necessary reports as requested by board members.
• Obtains awards and certificates for years of service.
• Elected in odd numbered years
• Shall perform duties and represent the Fraternity as the President deems necessary.

ANNALIST

• Maintains CES Web Page at http://ces.ag.ohio-state.edu
• Serves as chair of the Outreach Committee responsible for fraternal outreach and establishing new chapters in other states and maintaining contact with other state chapters.
• Accepts responsibility for the Secret Friend Activity (see guidelines in Addendum).
• Provides newsletter schedule to the board. Compiles and edits articles for quarterly newsletter.
• Distributes newsletter via webpage/e-mail to membership including emeriti and honorary members, Administrative Cabinet members and other state chapter presidents and mails hard copy to those who do not have an email address. Update newsletter recipient list as changes occur.
• Sends letter of invitation to honorary member(s) for the annual meeting.
• Sends letter of invitation and annual meeting registration information to emeriti members (once approved, include Administration’s offer to cover their registration costs).
• Elected in even numbered years
• Shall perform duties and represent the Fraternity as the President deems necessary.

HISTORIAN

• Serves as chair of Recognition Committee.
• Maintains the fraternity historic records: Notebooks for: newsletters, membership rosters, yearly treasurer’s report and yearly proposed budgets, Annual Meeting minutes and Official Board Meeting minutes will be archived.
• Compiles and updates scrapbook; photos and annual meeting programs.
• Responsible for photographic arrangements.
• Keeper of the fraternal banner.
• Responsible for display at annual meeting and is contact person for display use at other region or state meetings (including promotional information).
• Elected in even numbered years.
• Shall perform duties and represent the Fraternity as the President deems necessary.

• ADMINISTRATIVE LIAISON

• Serves as chair of Fundraiser Committee.
• Serves as co-chair (along with Membership Secretary) of Scholarship Committee.
• Serves as the liaison between the Fraternity and Extension Administration.
• Sends letters of welcome and CES promotional flier to all new support staff employees and encourages them to attend the upcoming Extension New Personnel Orientation (obtains list of new hires from the online Communiqué posted by OSU Extension Administration Office).
• Updates CES promotional flier and brochure.
• Represents CES at New Employee Orientation with a CES presentation.
• Maintains CES inserts supply in the new employee packet (CES promo flier and brochure) and provides CES tokens as supplies allow.
• Send names of new hires to CES Directors so as to keep them informed.
• Elected in even numbered years.
• Shall perform duties and represents the Fraternity as the President deems necessary.

MENTOR COORDINATOR

• Serves on the state-wide Mentoring Committee.
• Serves as the liaison between the Fraternity and Extension Administration and Human Resources for the Support Staff Mentoring Program.
• Elected in third-year interval.

PAST PRESIDENT

• Serves in an advisory capacity for fraternal business.
• Serves as chair of the Support Staff Conference/Activities Committee.
• Serves as co-chair (with Membership Secretary) of Extension Support Staff Excellence Award Selection Committee.
• Serves as chair of the Constitution and Bylaws Committee.
• Serves on the Budget & Finance Committee.
• Maintains file of bylaws and Standing Rules and updates as deemed necessary. Makes certain changes are posted to the web page after proper approval.
• Shall perform duties and represent the Fraternity as the President deems necessary.

II. DIRECTORS’ RESPONSIBILITIES Records are to be transferred to each successor at the first meeting.

A. CES Directors (Region/Campus/Emeriti)

• Serve as the liaison between membership and the Executive Board.
• Responsible for sending cards of congratulations, condolences, etc. to members in their represented area on behalf of the Fraternity.
• Contact new employees in region represented to make aware of Chi Epsilon Sigma.
• In the event of a death of a member or their immediate family, a card extending sympathy and pledging a $10 memorial tribute to the CES Development Account will be sent on behalf of CES. Director initiates the Payment Request for the memorial. (Immediate family defined as: spouse, domestic partner, mother, father, sister, brother, daughter, son, grandparent, grandchild; corresponding relatives of the employee’s spouse or partner; and other persons for whom the employee is legally responsible.)
• Campus Director will print and maintain supply of CES blank and sympathy cards for all directors
• Seeks “Personal Glimpse” news article to submit to Annalist for inclusion in newsletter highlighting members from represented area.

Rotation schedule for article:

• Spring: March/April –1 Emeriti and 1 Campus
• Summer: June/July –2 Southeast Region
• Fall: September/October –2 West Region
• Winter: December/January –2 North Central Region

¨ Coordinate activities for the members whom they represent

¨ Directors elected on rotating schedule: Two directors from each of the three Extension regions in Ohio: One of the two Regional Directors to be elected in even numbered years; while the other Regional Director to be elected in odd numbered years. One campus-based director and one emeriti director to be elected in odd numbered years.

Assignments designated by odd or even year election: (see attached map & listing)

EVEN Year Election:

• NC: Ashland, Ashtabula, Cuyahoga, Erie, Geauga, Huron, Lake, Lorain, Mahoning, Medina, Portage, Stark, Summit, Trumbull, Wayne

• SE: Adams, Athens, Brown, Clermont, Gallia, Hamilton, Highland, Hocking, Jackson, Lawrence, Meigs, Pike, Ross, Scioto, Vinton
• West: Butler, Champaign, Clark, Clinton, Darke, Fayette, Greene, Logan, Madison, Miami, Montgomery, Preble, Shelby, Union, Warren

ODD Year Election:

• NC: Crawford, Delaware, Fairfield, Franklin, Knox, Licking, Marion, Morrow, Ottawa, Pickaway, Richland, Sandusky, Seneca, Wyandot
• SE: Belmont, Carroll, Columbiana, Coshocton, Guernsey, Harrison, Holmes, Jefferson, Monroe, Morgan, Muskingum, Noble, Perry, Tuscarawas, Washington
• West: Allen, Auglaize, Defiance, Fulton, Hancock, Hardin, Henry, Lucas, Mercer, Paulding, Putnam, VanWert, Williams, Wood

Campus:

• Campus members, Center and Region members

Emeriti:

• All CES Emeriti members

• Contact previous members in region to remind them to join again.
• Contact members to promote Annual Meeting.
• Perform other duties as requested by the President and/or assigned by the Executive Board.

B. Staff Advisory Council Director (3-year commitment)

• Serve as the liaison between the CES membership and the Staff Advisory Council membership.
• Attend both CES and SAC regular meetings. Visit http://sac.ag.ohio-state.edu
• This SAC Director will also be asked to serve on a SAC task force (which usually involves conference calls). Mileage for SAC meetings is reimbursable from the Staff Advisory Council.
• Represent Chi Epsilon Sigma at SAC meetings and report back to the CES Executive Board on issues relative to staff in the College of Food, Agriculture and Environmental Sciences – and conversely, report to SAC regarding issues relative to Extension’s Chi Epsilon Sigma.
• Perform other duties as requested by the President and/or assigned by the Executive Board

III. STANDING COMMITTEES (Past committee chairs are expected to serve in an advisory capacity to the next committee.)

• All committees will be chaired by a CES Officer and all board members will be on at least one committee. Committee Chair will report committee activities to the Board.

• Volunteer committee members will be sought from the membership at large via email, membership drive and sign-up sheet at the CES Annual Meeting.

• Committee members do not need be an officer or director on the Board to serve.

• Email and conference calls will enable committees to be active and communicate with limited expense.

• Valuable input will be utilized by allowing more CES members to take part in CES by volunteering to be a committee member.

• A notebook will be maintained by all committee chairs to transfer to incumbent chair.

MEMBERSHIP AND YEARS OF SERVICE AWARDS

Chaired by the Membership Secretary, with other members as needed, this committee will verify and establish the years of service with Extension for each new member and order awards based on established list (see Gift Guidelines). This committee will conduct the initiation of new members and present the years-of-service awards at the annual meeting.

CES ANNUAL MEETING

Chaired by the President, with other members as needed, this committee will have the responsibility of designating the agenda and program, selecting the meal, speakers and guests, and all other physical arrangements (name tags, seating arrangements, etc.) for the Annual Meeting. The committee can call on the directors and/or other members to carry out functions at their discretion. Communication with the Support Staff Conference/Activities Committee is vital.

PROFESSIONAL IMPROVEMENT

Chaired by the Vice President (who will maintain notebook to include guidelines and archive material of the Professional Development Award), with other members to include the Director of Extension and (a) past recipient(s), this committee will follow established criteria for awarding two $200 Professional Development Awards annually (update awards selection guidelines and application on-line, promote award participation and conduct award selection). Follow-up will be made mid-year with award winners to inquire of award status and ask for an article to be written on how the money was used for the fall newsletter. Track past recipients and have names posted to web page.

SUPPORT STAFF CONFERENCE/ACTIVITIES

Chaired by Past President, with the Sec. /Treasurer as a member (or the Sec. /Treasurer designates another CES Board member who is fiscally responsible) to take on the fiscal responsibilities of the conference, and with other members as needed this committee will plan social activities to enhance professional as well as personal involvement of Fraternity members on a statewide basis as well as encourage region activities. Statewide will include, but not limited to, forming a committee to plan an annual Support Staff Conference. The Past President will be responsible for seeing that all financial matters are approved of by the President and properly administrated through the special Support Staff Conference Fund (see Support Staff Conference Guidelines). Communication with the CES Annual Meeting Committee is vital.

NOMINATING

Chaired by the Vice President, with other members as needed, this committee will solicit and secure nominations from the membership and prepare a slate for all officer and director positions to be presented to the membership for election at the Annual Meeting. Biographical sketches will be obtained from each officer/director candidate and shared with all members prior to the election. The chair of this committee will also provide a listing of duties and responsibilities for each office position to prospective nominees on a nomination form. This nomination form will require the signature and date of the nominee and their immediate supervisor. Photos will be obtained of each officer and director for the CES web page.

BUDGET AND FINANCE

Chaired by the Secretary/Treasurer, with members to also include, the President and Past President, this committee develops a budget for the upcoming year and submits said budget to the Executive Board for their approval to be presented at the Annual Meeting for vote. This committee will maintain the last 7 years of financial records in storage in a designated location.

CONSTITUTION AND BYLAWS

Chaired by Past President, with other members to include the President, and Vice President, this committee will be responsible for reviewing and updating the Constitution and Bylaws, yearly review will be part of the Annual Meeting.

RECOGNITION

Chaired by Historian (who will maintain notebook to include contests guidelines and archive material) with other members as needed, this committee will oversee details of the contests provided by CES:

Newsletter/Brochure/Web Page Contest

This committee will be responsible for setting deadlines, contest announcements and promotion, monitoring entries and overseeing the purchase of awards as well as presenting the awards at the Annual Meeting, displaying entries on the CES display and announcing again at the Support Staff Conference. Standing members to include Sheila Blevins (original committee member initiating the Newsletter/Brochure Contest) and John Victor, long-time Judge.

Dorothy Rex Inspirational Award

This committee will oversee that communication is established with Dorothy Rex, founder of Chi Epsilon Sigma, that this award- a book, donated by Dorothy, be presented at the Annual Meeting in her honor to an individual who has been inspirational in their Extension employment. Promotion will be overseen by committee asking for nominations, with the selection process done by Dorothy. Contact person: Kathy Gamble, Knox County.

As other various awards of recognition are established, this committee will be responsible for the selection process and recommendation of the appropriate recognition.

FUNDRAISER

Chaired by Administrative Liaison, with the Sec. /Treasurer and other members as needed, this committee will plan, promote, prepare and oversee all fundraisers for CES that meet Board approval. Fundraiser money will be counted at the location with 2 or more committee members present. Committee members will be designated to handle the monies of each fundraiser and forward the monies and proper documentation to the Sec. /Treasurer.

Silent Auction

Contact Extension offices and ask for a donation. Plan, promote and prepare the auction at SS Conference. Funds to go into the CES checking account with a certain designated amount of the proceeds held specifically for the “CES Extension Support Staff Excellence Award” and other CES commitments.

Basket Sales

Create theme ideas for baskets and designate board members to donate to each theme. Develop the tickets, flier and other promotional ideas and get the baskets/wrapping. Promote and provide tickets via email, ask for advance sales and handle the sale of tickets and distribution of baskets to winners.

As other various fundraisers are established, i.e.: OSU shirt orders, jewelry sales, Lunch for a Week/Day at In-services, etc. this committee will be responsible to see that it meets University guidelines, is in the best interest of CES and provide necessary setup.

Fundraisers must have Intent/Purpose designated in advance and meet Board approval. Money will be “Earmarked” within the Treasurer’s Report and tracked accordingly.

OUTREACH

Chaired by the Annalist (who will maintain notebooks to include archive material), with other members as needed, this committee will communicate with other State Chapters and provide yearly up-dated information for our web page. The committee will invite and provide Support Staff Conference registration information to other State Chapters, and act as hostesses for our guests should they attend. This committee will find ways to promote the fraternity in other states for possible development of additional chapters and keep in mind the goal of a national meeting.

MENTOR

Chaired by Mentor Coordinator (who will maintain notebook to include guidelines and archive material) with other members as determined as needed by the Mentor Coordinator. This committee will provide assistance to the coordinator in fulfilling this officer’s obligations to the State-wide Mentor Program and Committee.

ADDENDUM: Handbook

MEMBERSHIP & ANNUAL MEETING SCHOLARSHIP

Co-chaired by Membership Secretary and Administrative Liaison, with other members as needed, this committee will select scholarships (dependant upon available funds) in the following two categories, (6) Membership and (1) $100.00 Annual Meeting Expenses, annually and determined by the following guidelines:

• A letter from the county director/supervisor of applicant explaining why financial assistance is needed.
• Track past recipients to guide in future selections.
• Membership Dues would be waived~ no money need be transferred. For Annual Meeting scholarship, employee’s office travel fund would be reimbursed.
• Membership scholarships to include 3 current/3 new members.

The goal of these awards is to help eliminate any stumbling blocks faced by Extension support staff that may not have available dollars to join CES or to attend the Annual Meeting.

NOTE: The $200.00 Professional Development Awards had previously been named Scholarship Awards, renamed to eliminate confusion with the awarding of these scholarships. The Professional Improvement Committee oversees the Professional Development Awards.

EXTENSION SUPPORT STAFF EXCELLENCE AWARD

New in 2007, CES is to partner with Extension Administration to recognize Extension support staff in a similar manner that Epsilon Sigma Phi recognizes Excellence in Extension each year. In this partnership, CES and Extension Administration will each contribute annually toward the award.

Goal: Annual recognition of staff member who excels in support staff responsibilities.

Criteria: The nominee should be recognized as a superior support staff member. The award recognizes the importance of knowledge, skills, and service and will serve as an incentive for recognition by the Extension organization. Selection will be based on excellence in the following categories:

• Knowledge of Extension and position responsibilities
• Skills relative to position
• Professional development to improve skills
• Service in leadership positions
• Service to customers

Nominations: Can be submitted by supervisor, educator, co-worker, customer or emeriti. Required documentation includes:

1) Nomination Form 2) Letter of support from direct supervisor

3) Two additional letters of evaluation and support

Eligibility: Any support staff member who is a current member of Chi Epsilon Sigma. The award can be received one time only.

Award Description: Name: The CES Extension Support Staff Excellence Award

The $1,000 award is funded equally from Chi Epsilon Sigma and Extension Administration. The winner will be announced and the award formally presented at the Annual Support Staff Conference by Chi Epsilon Sigma’s President and Extension Administration.

($500.00 will be earmarked for this award from the proceeds of the CES Silent Auction at the annual Support Staff Conference.)

Schedule and Selection Procedure: Nomination form and letters must be received by August 31 of said year. Membership in CES will be validated by CES Membership Secretary.

Selection Committee:

• Chi Epsilon Sigma Past President
• Chi Epsilon Sigma Membership Secretary
• Epsilon Sigma Phi Professional Development Committee Chair
• 
  
• Department Chair
• Master County Director
• Extension HR Leader