Committees
Annual Conference Committee
Mission Statement
To plan, promote, and conduct a successful Annual Conference and Annual Meeting, perhaps the most visible and direct benefit to CFEA members.
Constitutional Responsibilities
Arrange and supervise the Association’s Annual Meeting for the conduct of business and for an editors’ conference (Article VI, Section 1).
Charge the registration fee established by the Board of Directors for individuals attending the annual or special meetings of the Association (Article VII, Section 2).
Other Committee Responsibilities
- Plan the program content and schedule, making arrangements for speakers and meal functions.
- Work with the FEA Program Chairman regarding possible joint functions and workshops. (Dependent on times/locations of the two conferences.)
- Visit the Annual Conference site along with the CFEA President, if possible.
- Work with the Sponsors/Associate Members Chairperson.
- Prepare and distribute Annual Conference information, with registration materials, to membership.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Audit Committee
Mission Statement
To conduct an examination at least annually of the statements of accounts and other financial records prepared by the Treasurer of the Association. The Vice President chairs the committee; the Secretary and the Immediate Past President are committee members. Two non-officers shall be appointed to this committee by the president, if qualified and available.
Committee Responsibilities
- Meet during the Annual Conference to conduct the audit.
- Present the committee report at the Annual Meeting.
Chairperson Responsibilities
Provide a suitable briefing and follow-up report for his/her successor in office.
Awards Committee
Mission Statement
To recognize CFEA members for significant achievement in a variety of categories. The publicity attained from the announcement of winners is designed, in part, to challenge other members and to encourage further improvement in publications and other communications. The awards bring honor to the Greek system, the fraternity principles, and the dedicated editors—and others—associated with Greek-letter publications.
Committee Responsibilities
- Immediately following the Annual Conference, review awards criteria for possible revisions. Present to this to the Board at the midyear meeting for approval.
- Mail rules and entry forms to members in mid-January.
- Contact a suitable interfraternal representative to serve as facilitator at the judging function.
- Secure judges, giving consideration to avoiding the retention of any whose fraternal affiliation might be considered to be a conflict of interest.
- Receive entries and check to see that all rules and criteria are properly followed.
- Sort and distribute entries to judges.
- Arrange judging function.
- Secure awards and certificates and prepare a display (for the Annual Conference) of all entries.
- Prepare awards presentation for and announce winners at the Annual Conference.
- Contact NIF and Banta to coordinate the presentation of their awards.
- Prepare display for Critics Choice Awards to be voted on by editors present at the Annual Conference.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Directory Committee
Mission Statement
To annually produce and distribute the CFEA Directory, a listing of member organizations by categories of membership, with representatives’ names, addresses, and phone and fax numbers. It also includes the history of the Association, the Constitution, listings of services, officers, committee chairmen and members, past presidents, etc., plus additional material of interest and value. The Secretary serves as committee chairman.
Committee Responsibilities
- Assume writing/rewriting, copy development, proofreading, production and distribution of the CFEA Directory, with distribution as early as possible in the fiscal year.
- Work with the Treasurer and President to receive the information regarding continuing and new regular, associate and affiliate members for inclusion in the CFEA Directory. Request President’s Message from the President.
- Maintain keyboarded data disks and desktop publishing disks to be forwarded to successor.
- Establish a timetable for production at Directory Committee meeting during Annual Conference. Assign specific responsibilities to committee members. Coordinate and follow-up for timely production and mailing.
- Provide Directory in appropriate format to the Information Technology Chairman for posting on the website.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Ford Award Committee
Mission Statement
To annually recognize a CFEA member for voluntary contributions to the Association, especially through committee service. The award was established in 1989 by Pi Beta Phi Fraternity in honor of former editor Marilyn Simpson Ford. The committee is chaired by a past Ford Award recipient, appointed by the President.
Committee Responsibilities
- Request recipient recommendations from the Board of Directors.
- Determine the winner by a mail vote of the Board of Directors.
- Contact Pi Beta Phi Executive Director with winner’s name and organization; request that engraved plaque be sent to the President and that winner’s name be engraved on permanent plaque in Pi Beta Phi Central Office (plaque and engraving donated annually by Pi Beta Phi).
- Prepare remarks and present award at the Annual Conference Awards Banquet (no announcement is made prior to the Annual Conference).
- Prepare an article about the award winner for The Fraternity Editor and The Arrow of Pi Beta Phi.
Chairperson’s Responsibilities
Provide a suitable briefing and follow-up report for his/her successor in office.
The Fraternity Editor Committee
Mission Statement
To distribute The Fraternity Editor, CFEA’s flagship publication, with news—as well as educational and promotional material—to inform, educate and entertain members of CFEA. Mailed four times per year.
Committee Responsibilities
- Assume writing, copy development, proofreading, production and distribution of The Fraternity Editor, which is published at least four times a year: fall, winter, spring, and Annual Conference.
- Obtain and/or prepare articles and artwork for publication.
- Seek content ideas from officers, committee chairs and members.
- Work closely with the President and Vice President to suggest content, material and proofreading.
- Assign one committee member to solicit and compile information for the “Meet The Editors” section in the Annual Conference issue.
- Provide digital text and pictures to CFEA webmaster for posting on-line edition of The Fraternity Editor.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Information Technology Committee
Mission Statement
To research and communicate to the membership the latest in computer information technology as it pertains to Greek-letter communications. To also help members learn how to use such technology, and to help them understand its practical value in their craft.
Committee Responsibilities
- Keep abreast of computer information technology.
- Obtain and prepare articles describing how information technology can benefit CFEA members and their magazines. Disseminate via special mailings and The Fraternity Editor.
- Develop a forum for information technology exchange among the members.
- Facilitate electronic communication among the members by promoting the benefits of online services and assisting members in efficient use of such services.
- Create and maintain an electronic distribution list to aid in cost-effective communication between CFEA members, committees, directors and officers.
- Provide practical how-to information about computer technology at annual conference and/or through other means.
- Assist other committees in making the most of information technology.
- Provide regular share-ware distribution among the membership.
- Maintain and update the CFEA website.
Chairperson Responsibilities
- Present requests for budgetary allocations at time prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up for his/her successor in office, as soon as possible after completion of his/her term.
Membership Strategy Committee
Mission Statement
To encourage CFEA membership among those groups and organizations that are eligible for regular or associate membership.
Committee Responsibilities
- Maintain an up-to-date listing of the members of the Fraternity Executives Association, National Interfraternity Conference, National Pan-Hellenic Council, National Panhellenic Conference, Association of College Honor Societies and Professional Fraternity Association for use in soliciting memberships.
- Contact all FEA, NIC, NPHC, NPC, ACHS, and PFA members who are not CFEA members and solicit their membership in the Association. Promote and inform of CFEA through the CFEA brochure.
- Maintain an annual list of those organizations solicited for membership in the Association.
- Direct those responding favorably to send checks and new member information to the Treasurer, who will relay the information to the Secretary (for mailing list and for Directory inclusion) and to the New Members Chairperson (for new member welcome coordination).
- Present prospective Associate Members to the Board of Directors for approval.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Midyear Conference Committee
Mission Statement
To plan, promote and conduct successful a Midyear Conference suitable for a smaller attendance than the Annual Conference.
Committee Responsibilities
- Plan the program content and schedule, making arrangements for speakers and meal functions.
- Prepare and distribute Midyear Conference information, with registration materials, to membership.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
New Member Committee
Mission Statement
To help new members of CFEA gain a working knowledge of the responsibilities/opportunities associated with Greek-letter communications.
Committee Responsibilities
- Welcome members new to Greek journalism and provide them with a packet of information, including the CFEA Handbook, CFEA Bibliography, The Fraternity Editor and CFEA Directory.
- Plan and facilitate the New Member Workshop at the Annual Conference.
- Establish and maintain the mentor program whereby veteran association members are assigned to counsel and assist new members.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Nominations Committee
Mission Statement
To determine interest and ability of members regarding leadership positions within CFEA, to present a slate of candidates for the consideration of voting members in electing officers and Directors, and to provide new officers with suggestions of members who might assume committee responsibilities.
Constitutional Responsibilities
Three months prior to an Annual Meeting, the President, with the approval of the Board of Directors, shall appoint a Nominations Committee of three individual members and shall designate one from among them as chairperson. The Nominations Committee shall be responsible for reviewing and soliciting from among the Association’s membership those willing to serve in elective office and for presenting its recommendations to the membership at the Annual Meeting. The Nominations Committee shall endeavor to ensure its recommendations for elective office include at minimum one individual from each of the categories of fraternal organizations represented in the membership of the Association (Article V, Section 1).
The Nominations Committee shall present its recommended slate to the membership. Nominations may be made from the floor provided that the nominator submit to the Secretary a signed acknowledgement from the person to be nominated that said person is willing to fulfill the responsibilities of the office. Should nominations from the floor be made, election shall be by secret ballot. Election of non-contested offices may be made by acclamation (Article V, Section 2). (Also see Elections and Nominations in the attached policies section.)
Other Committee Responsibilities
- Prepare an explanatory article about the upcoming elections, positions to be filled, and opportunities for both elective office and committee leadership for publication in The Fraternity Editor along with a nomination form or information on how to access the form.
- Distribute an explanation of elections and nomination form to all member organizations with a pre-conference mailing at least 90 days in advance of the Annual Conference with a deadline for nominations to be received no less than 30 days before the Annual Conference.
- Post the explanation of elections process and nomination form on the web site for ease of access and use.
- Communicate with all nominees to confirm receipt of nomination form and confirm they know which information from the form will be made available to the membership via web and email.
- Prior to arrival at the Annual Conference, set up an interview with each of the candidates for office from which a nomination form was received.
- At least 14 days before the Annual Conference, the committee will email and post on the web site a list of nominees with biographical information as provided on their interest form. Copies of this information will also be made available at the Annual Conference on request.
- Determine, in interviews conducted at the Annual Conference, if the member interested in an elective office has the ability to attend at least two Board of Directors meetings including the Annual Meeting; the support of the member organization for this involvement; the financial means for meeting the expenses involved, either through the member organization or as a personal contribution; the leadership qualifications that will serve CFEA; a record of previous service and leadership on behalf of CFEA and a commitment to term of service.
- Present the slate of elective officers to the membership at the final Annual Meeting business session.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Publications Display Committee
Mission Statement
To prepare the display of publications and other communications—slide shows, videotapes, etc.—for the Annual Conference and NIC/AFA meetings. To help maintain the permanent display at National Interfraternity Conference offices.
Committee Responsibilities
- Work with the Fraternity Executives Association Publications Display chairman to solicit materials and prepare the display, including set-up and take-down.
- In conjunction with the FEA Chairman and NIC, catalog items in permanent display and/or storage.
- Explore ways the display can be of benefit to other interfraternal organizations.
- Solicit new contributions from CFEA membership. Purge dated or damaged items.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Public Relations Committee
Mission Statement
To exercise the promotion of CFEA toward the various interfraternal organizations to establish lines of communication, encourage better communications between the organizations and their various publics and enhance the objectives of the organizations through the spirit of mutual regard.
Committee Responsibilities
- Publicize, through news releases, CFEA award recipients, newly elected officers, special programs and projects, and other newsworthy achievements of CFEA and its members.
- Coordinate, with the appropriate officer or committee chairman, a program to provide information about CFEA contributions and achievements by members, program presenters, sponsors, etc., to their inter/national fraternity headquarters, employers, etc.
- Assist the officers and committee chairmen in all ways possible, including CFEA publications, other communications and programs, to inform the membership of CFEA services and to stimulate interest and involvement in CFEA.
- Oversee non-conference education projects.
- Coordinate the CFEA Speakers Bureau and Freelance Bureau.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Sponsors/Associate Member Committee
Mission Statement
To recruit and encourage vendors and companies with which our members do business to become associate members of CFEA and serve as sponsors of the annual conference, while seeking out opportunities for sponsors and associates to get in return the most visibility and personal connections with our members as possible.
Committee Responsibilities
- Seek to renew associate memberships/sponsorships of current groups
- Seek out and recruit new associate members/sponsors
- Solicit feedback from current associate members/sponsors
- Look for ways to continually involve associate members/sponsors in CFEA
Chairperson Responsibilities
- Form a sponsorship level structure to be approved by the Board of Directors
- Maintain a database of current and potential associate members/sponsors
- Send out sponsor/associate member information prior to the Annual Conference encouraging vendors to join
- Seek feedback from associate members/sponsors on how to get the most out of their involvement
- Serve as the liaison between sponsors and CFEA
- Communicate regularly with the Annual Conference Chairperson on sponsorship details (copy and size of program advertisement, event sponsorship details, arrange for booth/table space for on-site sponsors, etc.)
- Follow up with sponsors after the conference with thank-you notes
Survey Committee
Mission Statement
To conduct, at the direction of the Board of Directors, surveys of the members to obtain data for comparison and evaluation of the demographics and information regarding member publications, other communications, etc. It is also appropriate to survey members for their needs, desires and suggestions, as well as their views of—and reactions to—CFEA programs and projects. Surveys of short-term and long-term trends, as well as perceptions at any particular time, can be most helpful in determining CFEA’s future policies and programs.
Committee Responsibilities
- Prepare and distribute surveys and compile information prior to the Annual Conference in even-numbered years.
- Report survey results to the membership through The Fraternity Editor with full results available upon request.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.
Varner Award Committee
Mission Statement
To annually recognize an individual, who is a member of a CFEA member organization, for performing extraordinary service and for achieving peer respect through a spirit of assistance and kindness.
The Evin C. Varner Award was established in 1985 to honor Evin C. Varner, Alpha Sigma Phi, whose exceptional and generous devotion to—and work for—his fraternity, CFEA and the entire Greek-letter system was extraordinary, creative and productive.
A Varner Award nominee must be a member of a CFEA member organization, but need not be a member of the nominating organization. The Varner Award recipient(s) should demonstrate, over a period of years and with notable efforts and results, a record of effectively communicating the meaning and opportunities of fraternal life, through his or her own organization and/or interfraternal associations, of working with and helping others in Greek-letter work, and of interfraternal cooperation, resulting in a high level of peer respect. Service in positions of leadership and communications, while not a requirement, are strong indicators of award eligibility.
The CFEA President will present the award to the Varner Award recipient at the Annual Conference awards program.
Committee Responsibilities
- Prepare, distribute and judge award applications.
- Acquire a suitable award to be presented to the recipient and a plaque for the recipient’s organization (CSA Promotions) and arrange for update of plaque at National Interfraternity Conference.
- Prepare, or enlist a member of the recipient’s organization to write an article about the winner for the Annual Conference issue of The Fraternity Editor, the recipient’s fraternity and alma mater.
- Notify (via CFEA President) recipient, explaining procedure and costs to be involved with the presentation at the Annual Conference.
- Arrange for the recipient to be appropriately welcomed at the Annual Conference.
- A member of the award selection committee may not nominate a recipient or must resign from the committee upon doing so.
- If, in the judgment of the committee, the Varner Award should not be presented in any particular year, the Board of Directors will designate an Evin Varner Lecturer for that year’s Annual Conference.
Chairperson Responsibilities
- Present requests for budgetary allocations at times prescribed by the Treasurer, and conduct committee work within specific budgetary allocations.
- Submit progress reports for presentation at the midyear and annual meetings.
- Include the President and Vice President in all correspondence about committee work.
- Provide a suitable briefing and follow-up report for his/her successor in office, as soon as possible after completion of his/her term.