Chapter Planning Retreat Template Instructions - Phi Kappa Sigma

Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
The International Fraternity is very excited about this trial program and we suspect your Chapter will be too!
Over the past ten years, we have specific evidence that Chapters who conduct a “proper” Chapter Planning Retreat at
the beginning of the academic year and then track / follow up on their plan throughout the year perform significantly
better in recruitment and other areas of Chapter Operations (i.e. areas outlined in Mitchell Chapter Standards). This in
turn yields a better “fraternal experience” for all members which is what running a Chapter really is all about. The
International Fraternity would like to partner with your Chapter in pursuit of this goal.
As a result, the Chapter Planning Template (attached) was created as part of this new opportunity to offer a Risk
Management Rebate of $750 to Chapters who take the time to conduct a “proper” Chapter Planning Retreat at the
beginning of the 2010-2011 academic year (by November 1 st ).
What is a “proper” Chapter Planning Retreat?
The Chapter uses the Phi Kappa Sigma Vision, Mission, and Mitchell Chapter Standards as a foundation to create
objectives that are part of a strategic plan and tracking document.
The Chapter uses SWOT Analysis (Strengths, Weaknesses, Opportunities, and Threats), creates SMART Goals
(Specific, Measurable, Attainable, Relevant, Time-bound), and assigns Roles to each goal (all of this is explained
and included in the attached Instructions document and template).
The Chapter creates a recruitment plan.
o We recommend that the Chapter also conduct “Foundations” recruitment training during the retreat to
ensure all members understand and are able to communicate and “share the fraternal experience” to
recruits.
It includes the creation of a manageable budget for the entire academic year where dues are set accordingly.
o An official school academic calendar is used to plan events (key for budgeting).
o A current roster and realistic recruitment projections are used (key for budgeting).
It is conducted before the academic year starts or soon after (for the purposes of this program before November
1 st ).
It includes at least 80% of all active members (100% is best).
It is held in a classroom setting or some other off-site location that offers the ability to use Audio/Visual,
whiteboards, flipcharts, etc. (NOT in a Chapter House or apartment).
And finally, the Chapter uses and completes the Chapter Planning Template during the Chapter Planning
Retreat.
o We recommend that the Chapter invite a Headquarters Staff member, International Fraternity Executive
Board member, Chapter Advisor, Assistant Chapter Advisor, or Greek Advisor to attend the retreat and
serve as a facilitator (please contact the International Headquarters if you need assistance).

Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
HOW TO USE THE CHAPTER RETREAT PLANNING TEMPLATE
Chapter Information Worksheet
1. Simply select your school name and fill in the membership numbers and other information as applicable.
Strategic Planning and Tracking Worksheet
1. Discuss the Phi Kappa Sigma Vision and Mission redefining each and putting action behind the points made.
a. This will help all members better understand the purpose of our Fraternity. In addition, it will help you
in the subsequent steps of coming up with objectives and goals for your Chapter.
2. Come up with and add any objectives in addition to the 6 provided.
3. Conduct a SWOT Analysis for the first objective listing Strengths, Weaknesses, Opportunities, and Threats for the
objective in cells below each column header as applicable.
a. Strengths and Weaknesses are INTERNAL factors that may affect an objective
b. Opportunities and Threats are EXTERNAL factors that may affect an objective
4. Create SMART Goals for the first objective in the cells below the column header as applicable.
a. SMART Goals are Specific, Measurable, Attainable, Relevant, and Time-bound.
i. All SMART Goals must be relevant to the vision, mission, and values (purpose and principles) of
the Fraternity. Discontinue discussion of any goals that are not.
5. Assign a member to “champion” each SMART Goal by putting their name next to the applicable SMART Goal
under the “Roles” column.
a. This person does not necessarily do ALL the work to accomplish the goal but is responsible for making
sure it is accomplished.
6. Determine the first step/action item to accomplish the goal and input it into the cell next to the applicable
SMART Goal/Role under the “1 st Step” column.
7. Repeat steps 3-6 for each objective until finished.
8. We recommend that you use and update the spreadsheet on a weekly basis during the year to track progress
a. Once a goal is complete make note of that in the appropriate week’s cell and confirm
documentation/verification for Mitchell Chapter Standards purposes if applicable.
b. Adjust or create new goals throughout the year using steps 4-6 above.
Recruitment Names List Worksheet
1. Add names (first and last) to the list by asking all members for names of unaffiliated males they have met/know
on campus and doing mind-jogging and referral exercises (this can be found in “Foundations”).
2. Fill in ALL of the additional information as applicable to each person on the Names List.
a. Date – the date the name was added to the list
b. Year – their year in school (e.g. Freshman, Sophomore, etc.)
c. Cell Phone
d. Email Address
e. Champion – the person who met them or who is closest to them (they are responsible for inviting them
out and following up with them)
f. Current Funnel Step – Meet Him, Make Him a Friend, Introduce Him to Your Friends, Introduce Him to
the Fraternity, Ask Him to Join
g. Cumulative GPA – put in cumulative GPA and note HS or college as applicable (if they have a GPA from
college you MUST use that)
h. Involvement Notes – note what organizations they have been/are involved in
i. “Man of Honor” Notes – note information related to their character and who their reference(s) is(are)
j. Biddable – Mark Yes or No to note if you can proceed to the Funnel Step “Ask to Join.”
i. You can only mark Yes and ask them to join once you have had a conversation to “Introduce
Them to the Fraternity” and they have met all of your Values Based Selection Criteria (please
see recommendations in number 4 below for more information)
k. Accept – Mark NA (not applicable) Yes or No based on their bid status

Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
l. Bid Date – Mark their bid date if they accepted
m. Notes – note any other pertinent information as warranted
3. We recommend that you update the Names List weekly (the Recruitment Chair is responsible for this)
4. Additional recruitment recommendations:
a. Use “Foundations” to conduct recruitment training prior to adding names the first time and coming up
with your values based selection criteria.
i. All members should be able to “share the experience” (and know what that means)
1. Brotherhood and Networking – you develop lifelong friendships with guys that you can
count on in any situation and gain a connection to thousands of alumni around the
world.
2. Self-Awareness – you learn about yourself – your interest, your personality, your
leadership and teamwork styles, etc.
3. Leadership Skills – you learn communication, conflict resolution, how to manage and
motivate other people based on their personality, etc.
4. Management Skills – you learn financial management, project management,
time/resource management, how to conduct meetings, etc.
5. Service – you give back to your community and make a difference in other people’s lives
through participating in many community service and philanthropy events.
6. Social Excellence – you have fun and learn how to interact responsibly and effectively
with others in social settings.
7. Academic Excellence – you learn from and with others in order to achieve your full
academic potential.
8. “Men of Honor” – above all, you do and learn all of this to better yourself and others in
order to ultimately become a “Man of Honor.”
ii. All members should know “Funnel Theory” and master basic social interaction skills (i.e. be able
to introduce themselves to someone and have a conversation with that person for several
minutes)
1. Information and exercises can be found in “Foundations” and are STRONGLY
recommended
iii. Your Chapter should come up with Values Based Selection Criteria and all members should know
what they are
1. At a Minimum we suggest your Values Based Selection Criteria include the following:
a. GPA – minimum 3.0 High School or 2.5 College
b. Involvement – minimum 1 organization membership (High School or College)
c. Character (“Man of Honor”) – minimum NO school or public record (no
misdemeanor or felony convictions or school violations) and at least 1
recommendation from a 3 rd Party (e.g. teacher, coach, pastor, school official,
PKS Alumnus, etc.)
Recruitment Plan Worksheet
1. Complete the information for Fall 2010 under the Recruitment Planning and Information 2010-2011 section at
the top of the worksheet
a. Recruitment Chair Name
b. Recruitment Chair Email
c. New Member Goal for Term
d. Number of Unaffiliated Males on Campus (obtain this number from your Greek Advisor)
e. Number of Names on Names List
f. Names List Last Update Date
g. Recruitment Budget
h. Recruitment Expenses to Date
i. Date (latest date of recruitment expenses)
2. Complete the information for Fall 2010 under the Event Planning and Evaluation Fall 2010 section

Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
a. Event Date
b. Event Description (ideas for events can be found in “Foundations”)
c. Estimated Cost
d. Estimated Attendance (non-members only)
e. Number of Active Members (this should be the same as the number of members for Fall 2010
3. Once your Chapter starts having events fill in the other information for Fall 2010 under the Event Planning and
Evaluation Fall 2010 section as applicable
a. Actual Cost (fill this in after each event)
b. Actual Attendees (fill this in after each event)
c. Number of Bids Extended (this should be added right before you start New Member Education)
d. Total New Members (this should be added right before you start New Member Education)
4. Evaluate recruitment budget, event, and overall recruitment performance and make adjustments as necessary
prior to Spring 2011
5. Repeat all steps above for Spring 2011
Event Planning Worksheet
1. Complete the information under the Social Event Planning 2010-2011 section at the top of the worksheet
a. Event Date
b. Event Type (e.g. Mixer, Social, Formal, Date Party, Alumni, Homecoming, etc.)
c. Event Description (additional detail about what, where, etc.)
d. Estimated Cost
e. Actual Cost (fill this in after each event)
f. Invitees (e.g. Name of Fraternity(s), Name of Sorority(s), Name of Organization(s), Alumni, Parents, etc.)
g. Alcohol (Yes or No)
h. Event Planning Form Completed (Yes or No)
i. The Event Planning Form can be found at http://www.pks.org/resources.php and must be
completed and submitted to the International Headquarters at least 30 days prior to any event
with alcohol
i. Date Sent to PKS HQ (the date the Event Planning Form was sent to PKS HQ)
2. Complete the information under the Service Event Planning 2010-2011 section at the bottom of the worksheet
a. Event Date
b. Event Type (i.e. Philanthropy or Community Service)
c. Event Description (additional detail about what, where, etc.)
d. Estimated Cost (if applicable)
e. Actual Cost (fill this in after each event if applicable)
f. Estimated Dollars Raised
g. Actual Dollars Raised (fill this in after each event if applicable)
h. Estimated Number of Members Attending
i. Actual Number of Members Attended (fill this in after each event if applicable)
j. Estimated Service Hours / Member
k. Actual Service Hours / Member
l. Total Service Hours
m. Name of Organization Benefited
n. Philanthropy / Community Service Form Completed (Yes or No)
i. The Philanthropy / Community Service Form can be found at http://www.pks.org/resources.php
and must be sent to the International Headquarters to receive credit on Mitchell Chapter
Standards
o. Date Sent to PKS HQ (the date the Philanthropy / Community Service Form was sent to PKS HQ)
p. Documentation / Verification (Yes or No)
i. This refers to copies of checks and/or signed letters on organization letterhead stating how
much money the Chapter raised or how many service hours the Chapter performed. This

Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
information must be sent to the International Headquarters to receive credit on Mitchell
Chapter Standards.
Budget Worksheet
1. Complete the “actual” budget numbers for income and expenses as applicable to your Chapter.
a. Much of the data for the “recommended” budget numbers will be filled in automatically based on the
numbers you inputted on the Chapter Information Worksheet
2. Use information from the recruitment plan worksheet, event planning worksheet, campus calendar, etc. to
come up with the number and cost of recruitment events, social events, service events, and other expenses as
applicable.
ADDITIONAL INFORMATION AND ASSISTANCE
Please contact the International Headquarters (610-469-3282 or staff@pks.org) if you have any questions or if we can be
of assistance in any way. We look forward to helping you achieve your Chapter’s objectives and goals throughout the
2010-2011 academic year!

Facilitation is making things easier and includes:
Phi Kappa Sigma International Fraternity
2010 – 2011 CHAPTER RETREAT PLANNING TEMPLATE
INSTRUCTIONS
FACILITATION BEST PRACTICES
Supporting the curriculum through discussion and activities.
Creating connections of shared information and experience
Helping participants get good information and affirmation
Providing focus and direction
Appropriately challenging and questioning participants
Effective facilitation requires facilitators that are:
o Natural and genuine.
o Interested in all participants.
o Engaged in a series of conversations with a variety of participants.
o Clear and non-judgmental in their communication.
o Flexible and able to adapt to different situations.
o Focused on the participant’s experiences and struggles.
Ideas for Dealing with Common Group Situations
Using Silence
o Trust silence when it occurs. Often this is a signal that learning is occurring and you’ve identified a difficult
conversation. Give participants time to form their thoughts.
o Count to ten before asking another question or filling the void. When the silence becomes uncomfortable to
the group, someone usually steps in and breaks the ice. Wait for it.
Disruptive Group Members
o Handling disruptive behaviors is often difficult. The key is to handle the disruption without hurting the
individual and/or group.
o Keep in mind that you are not alone and are bound to have allies in the group. Use these allies to bring the
discussion back to a constructive place.
o Private conversations outside of the group meeting might be necessary with the disruptive person.
Dominating Conversation
o Some participants might over-participate or dominate conversations. Use techniques to balance
conversation or change how you ask questions to encourage others to participate as well.
Negativity
o If a participant(s) is relentlessly negative and skeptical, use techniques that involve participants in problem
solving and identifying ways to be optimistic.
o It is important that you don’t allow the group to fall prey to this negativity.
o Give the complainer constructive feedback outside the group if the negativity impacts the group.
Talking on the side
o Side conversations can negatively impact the group. Facilitators can use several techniques including eyecontact
with the smaller group, having the group move around to mix the group, involving the smaller group
by asking them a direct question, and/or discussing the issue outside of the group during a break.