Spring 2013
Induction Planning
Checklist
One
to two months before induction
__x__
Choose date and location of initiation. Morrison Gallery , 4/9/13
____x_ Decide whether initiation ceremony
will include a banquet, meal,
or refreshments
___x___Reserve
room location and complete Event packet through Student Activities.
__x___ Invite an inspirational teacher as a
keynote speaker.
Dr.
Ahrens and Marcellus Taylor
_x____
Decide on honorary memberships. (2 per year). (Ann Brookes & Marcellus Taylor)
__x___ Invite School Director, Teacher
Education Director or Coordinator of Education
to
provide brief remarks and welcome. Dr. Meister will attend.
_x____
Invite faculty to attend the
event.
__x__
Faculty counselor will request list of
eligible members through the registrar’s office x and send
e-mail invitation.
_x____ Check supply closet and reorder necessary
items
Four weeks before the Induction ceremony
x
_____Use
online process with national office for membership. www.kdp.org.
_x____Secure
a biography of the keynote speaker for the ceremony program and for reading during the introduction of the speaker. PLEASE
BE SURE TO OBTAIN INFORMATION FROM guest speakers. PREPARE A DRAFT AND SEND TO DR. NAPOLI FOR
REVIEW. Drew will complete
this task.
___
Inform university public relations
office of the ceremony. [Work with Faculty counselor who will work with Administrative Assistant of Student Services.] To complete after induction
_x___
Invite active members of the chapter to attend.
__x__
Prepare budget request for food support [if needed] SGA supported the event.
x__ Order flowers
- Please call the florist Kami will take care of this task.
__x__Make
copies of sections of Ceremonies and Rituals Booklet and assign officers
sections to read. [if needed
Two –three weeks before the induction
ceremony
___ Practice
reading aloud the Ceremony booklet and review agenda for the event. Scheduled for 3/21
___ Practice
reading aloud the names of the new inductees.
___ Order food /refreshments
/flowers Ashley Thomas is
taking care of food.
____ Complete
necessary paperwork for purchase orders from Student Activities office
____ Add new
member to ANGEL group and complete member certificates in calligraphy.
____ Prepare
program and submit to faculty member for approval and copying
____ Produce signs
to direct people to ceremony.
____ Prepare
reserved seating signs
____ Prepare
induction packets [folder with membership information booklet, name tag, cups, pens, etc
___ Gather supplies for ceremony:
√
Society Membership Certificates (required)
√
Membership Information Booklets (required)
√
Store Catalogs (required)
√
Society Banner (required)
√
Candles and candlesticks (required)
√
Charter
√
Tablecloth
√
Society Creeds
√
Honor cords
√
Society pins
√
Ceremonies and Rituals Booklet
Decorations (i.e., flowers/plants)
Lighter
Pens and pencils
Special certificate, plaque, and/or gift for speaker and counselors
□
Prepare a display to show guests what Kappa Delta Pi:
Chapter History
Sample copies of KDP Record or The Educational
Forum
DAY OF INDUCTION
_____ Membership
Committee Responsibilities
Hostess/Host – welcomes inductee and family members and
presents program
Ushers
Photography [Historian]
Managing sign-in/registration and raffle
Setting up
Use the official
online KDP handbook for room set up.
Cleaning up [Be sure to return all of the extra supplies to
the closet]
Providing musical entertainment [if desired]
Displaying KDP artifacts [photo album; slide show; etc.]
Items needed for each inductee:
Marcellus will also get the gift card and a tumbler or key chain.
Items needed for each inductee:
Each inductee needs:
1) The kdp folder which will contain:
a) the guide for new members
b) history of kdp book
(note that you will need to use step stool in the closet to pull down boxes and items)
2) Stadium mug
the mug will contain
a) a pack of sticky notes (see shipment in office)
b) a pen
c) and the decal.
3) If there are enough tshirts then they can have one of those too.
In addition, each new inductee must receive
a) a flower
b) a creed
c) a certificate
d) a pin
The honorary members get a special certificate. See shipment in office.
Marcellus will get the honorary membership certificate (in shipment in office)
Ann brooks gets the same one .
they both get a creed
flower and pin
They will get their honorary membership certificate etc. at the
same time everyone else gets their certificate. The president has to
read the honorary membership portion and they have to repeat the phrases
in the induction booklet.
PROGRAMS
The program template was sent to Megan. The information needs to be
changed but then she can ask Janet Althouse to copy it for the event.
All programs for inductees go in the induction program cover. You
should have enough.
Guests do not get the induction cover. They are too expensive.
Extra: There are balloons in the closet if you look, but you don't need to use them if you don't want to.
GUEST SPEAKER
Dr. Ahrens is your HONOR AN EDUCATOR , so she gets the plaque plus
the Honor an educator certificate and pin. ( Inside my office - see
recent shipment
The guest speakers get 25.00 gift card and tumbler or key chain.
The items are in the black crate in between my desk and the file cabinet.
Marcellus will also get the gift card and a tumbler or key chain.
Dr. Meister can get a tumbler or key chain and a thank you note and flower.
OFFICERS
You get an officer pin. These are in my office. You also get a tumbler. These are in my office.
The bag that I sent with Marnie had gift bags and cards for each gift.
COUNSELORS
You can give Dr. Coffman and Dr. Rhen a tumbler . You can give Dr. Meister a tumbler .
In the black crate, you will find items for door prizes. You will also find name tags.
We have a lot of supplies. You should have enough items for
everyone. Then, over the break, you can work on a closet inventory so
that you can reorder next year. Or tell the next group, etc
Also, the other items we display include the awards that we received. These are on top of my file cabinet.
We also include a copy of the KDP record or New teacher advocate.
Just so you know, there is a big box on the top shelf in the closet with our historical records.
After the bulletin board is changed, the photos go in the box. They
have to be organized, but the information about our history for the
past 23 years is in that box. Pretty cool.
Finally, at your dinner, you might want to have a table game and to play light music.
2
Hours before the Initiation
□
Place Ceremonies and Rituals Booklet and list of initiates on the podium.
□
Set up initiation table. Appendix II in this guidebook includes a sample room
setup diagram.
Tables for refreshments or banquet placed at the back of room or outside of
room
Skirts and tablecloths for tables
Coat rack, if applicable
30
Minutes before the Initiation
□
Welcome keynote speaker and show to appropriate seat.
□
Greet guests and initiates.
□
Take photographs for the chapter history and Society archives.
March 12, 2013
11:50 – 1:15
Schedule for
Induction
Welcome and faculty
recognition – Dr. Mary Napoli
Director of Teacher
Education Remarks – Dr. Denise Meister
Gift for director
– Missy
Introduction speaker
– Drew
Guest speaker –
Dr. Patricia Ahrens
Gift for guest speaker presented by – Rachel & Ashley
Introduction of
special guest – Drew
Special guest – Marcellus Taylor
Gift for guest – Drew
Gift for counselors –
Awarding Honorary Membership – Ann Brooks & Marcellus
(Melissa)
Induction of new members: Names will be announced by – Rachel & Kami
Ashley will distribute certificates
Megan will distribute pens
Evan will distribute flowers
Counselors will shake hands
Rachel will read membership benefits
Autumn will thank everyone and oversee door prizes.
After induction
Hi,
This email should be my last in terms of induction related matters.
However, I do not mind answering other questions if you need
assistance. Although I might not get back to you as quickly since I
will not be answering email as often during my medical leave.
Here is the process that needs to be followed after induction:
1) One person needs to go the www.kdp.org and click on MY KDP
I will send Evan , Dr. Keat and Dr. Coffman my code. However, one
other officer and Evan can work together to make sure that all of the
paperwork is completed.
Note: When I submit the counselor resignation form on March 31st, then a counselor MUST contact our regional representative (Chris at chris@kdp.org ) to alert him of the new contact.
This will allow the KDP national office to provide the new counselor with access to all chapter related items using the MY KDP portal. ( It is really a great system).
2) Once you are on MY KDP, you will click on chapter management.
3) You then click on initiates summary report
4) When you open the initiate summary report, it will
indicate which new members did not yet pay the national office dues.
[see attached report retrieved 3/20/13. This report is active, meaning
that it will change daily depending on whether a member pays dues on
line.]
What does this mean? : This
indicates that a member has not yet submitted their dues to the national
office. They can still pay by credit card or they may decide to pay by check . This is fine, but we need to do another step.
What do we if a member chose the pay by check option?: We
collect the national dues of $42.00. This check will have to be made
payable to Penn State Harrisburg in order to deposit it in our account.
We deposit the check for members.
We complete the payment request form in the Student Activities office requesting that ONE check be made payable to KAPPA DELTA PI.
Why can't we just send the member checks individually? KDP wants one check.
5) What do we do next?
You will mail the following items to the national office. (Note: This information is in the folder that was dropped off by Marnie in a bag of KDP related items).
a) ONE check payable to KDP with the dues.
[The check will represent the amount for the members who decided to pay by check. In addition, the final check will include the amount of $139 for :
i. $55.00 : one honorary member, Marcellus Taylor.
ii. $42.00 - new member and recipient of KDP outstanding student in elementary education , Ann Brooks
iii. $42.00 - renewal member and recipient of KDP outstanding student in secondary education, Nathan Zaccarelli
The dues will be paid from unrestricted funds. Remember you need to CALCULATE THE TOTAL AND request ONE check for KDP.
b) a printed copy of the final induction program
c) the cover letter (see the folder that was sent)
d) KDP cover sheet (see the folder that was sent. Also attached here.)
e) the initiate summary report
(You will need to access the report one last time to send
the most up-to-date information. Remember, you need to use your own MY
KDP account access. I will be removed as the counselor in a few days.)
Then address the envelope (included in the folder that was sent)
and ask Hazel or Lisa in Student Activities to mail all of the above to
the national office headquarters (address is in the folder that was
sent, but can be found on the web site) when the university receives the
check. They have done this before for the chapter with no problem.
___ Email membership to welcome them to the society. Inform
initiates that they can download a news release at www.kdp.org for submitting
to the Education Desk of initiates’ local newspapers.
___ Email counselors and faculty to extend appreciation
