Do Chapters Need to Vote to Approve New Members?

The International Membership and Expansion Committee continues to be asked this question.

Once upon a time in DKG, a vote was required to accept new members into the Society.   However, this requirement was dropped several years ago and DKG DOES NOT require voting on new members. 

While DKG has dropped the voting requirement the DKG Constitution states under Article III Membership Section C Election, “A candidate for active or collegiate membership shall be selected by the method established by the chapter’s rules.”

What if our chapter rules still say we need to vote members in?

Many chapters are changing their chapter rules to eliminate voting on members.  If your chapter rules say that a vote is needed here are some suggestions of ways that a vote can be taken without making the new members feel uncomfortable:

• When your chapter is discussing membership and brainstorming who to invite, make a motion to extend the offer of membership to all prospective members listed by chapter members who accept the invitation to membership.

• If a vote needs to be taken, vote electronically so the vote is not taken in front of the new members.  Then invite these members to an orientation.

• If someone attends your meeting and asks to join and writes out a check, figure out a way for them to join right now.  (Under Article III Membership Section A Membership, the DKG Constitution states, “An individual becomes a member of the Society when she pays her dues.”)

What not to do:

• Some chapters used to have prospective members in attendance leave the room so they could talk about the members and take a vote.  This made the new members feel uncomfortable.
• Even if slips of paper are passed out for voting, it makes the new members feel uncomfortable if they are present during the voting. 

What about members transferring from other state organizations or other chapters within your state organization that are unknown to the members of your chapter?

The DKG Constitution Article III Membership Section D Transfer states, “A member in good standing may transfer from one chapter to another upon notification to Society Headquarters.”  No vote is needed when a member transfers from one chapter to another chapter.  They are welcomed enthusiastically into the new chapter. 

What about former members requesting to be reinstated into membership?

The DKG Constitution Article III Membership Section F Reinstatement says, “A former member shall be reinstated to membership by the chapter receiving the request.” A vote is not needed to reinstate a former member into her previous chapter or a new chapter.  

Remember, members who recommend prospective members know the people they are recommending so if someone is recommended by a member, they should be encouraged to attend the orientation and join the Society.  We should all work to make the Society as welcoming as possible.  Being open and receptive to those who want to join should be a priority for everyone.

ENGAGING AND RETAINING MEMBERS: THE IMPORTANCE OF BONDING

Think back to science classes and discussions on chemical bonding.  We learned that a chemical bond is a lasting attraction between atoms or ions that holds them together. A lasting attraction and bonding together is something we want for all of our members.  We need to do all we can to get members to have a strong relationship with one another and with the Society as a whole.  Why?  Because member bonding:

•        Fosters a sense of belonging.  For new members, it helps them feel more connected and included.  We tend to retain those that feel connected.
• Nurtures strong relationships that make people feel respected, valued, heard, and seen.
• Builds trust and a sense of community. Understanding more about each other’s backgrounds and experiences helps create an environment of inclusivity.
• Strengthens the engagement of members in chapter activities.
• Creates a more comfortable atmosphere.
• Leads to collaboration and cohesion.

We can help members create strong bonds through activities that have them getting to know each other on a more personal level, activities such as:

•        Fun get-to-know you exercises (such as ice breakers).
• Programs such as “Our Talented Friends” where skills and talents of members are shared or a “Nibble and Network” event where over appetizers, members teach each other about something or share information on topics of interest.
• Shake-it-up seating at meetings (where members sit together based on month of birthday or favorite food or favorite movie/book genre or favorite area of the world to travel, etc.).
• Rose Buddies or mentors.
• Acts of appreciation (recognizing birthdays, DKG anniversaries, accomplishments, etc.).
• Carpool conversations.
• Community volunteering projects.
• Coffee chats.
• Book clubs.
• Board game gatherings.
• Potlucks where members share the recipe of the item they brought.
• Picnics.

Bonding activities are numerous.  Consider the list here a starter.  Please add, in the comment section, what fun, creative activities your chapter is doing that make connection or bond members. 

The importance of creating lasting relationships and connections between our members cannot be overstated.  The more comfortable members feel, the more likely they are to be engaged in chapter activities. And, when members are comfortable and engaged, we are more likely to retain them.

So, Here’s the Scoop on Attendance

Remember getting a perfect attendance medal at school? Attendance was stressed by teachers throughout most of our academic years. Little did we know that school districts were paid per pupil based on their attendance but still it was important to be at school so that we could learn what was being taught.

Recently when speaking to a member as to why she left DKG she explained that she had missed several meetings and was told she needed to drop her membership due to her chapter’s attendance policy. Attendance policy? Let us be clear - DKG does NOT have an attendance policy.

Attendance is important. It allows members to be active participants in their chapters.

•         Attendance keeps members informed.
• Attendance makes conducting chapter business easier.
• Attendance keeps project ideas flowing and completed.
• Attendance helps members stay in touch with each other.
• Attendance supports Conferences.
• Attendance allows members to vote at Conventions.

Most importantly attendance should not be used as intolerance. If members are missing meetings, find out why. Perhaps they have been ill, taking care of a loved one, or have extra responsibilities at work. Let the member know she is missed and cared about. Life happens to all of us at some point. If members are kept up with through phone calls, cards, or emails, they will return when their life settles down. Another reason they could be missing meetings is because of meeting times or days. If attendance is a concern to the chapter, the chapter can discuss and address the issue. Holding hybrid meetings allows more members to participate.

Finding out that your members genuinely care for you goes a long way. After all isn’t that what our first purpose is all about?

Resources on the International Website

Membership resources are located on the International website (www.dkg.org) to provide information to membership chairs, chapters and individual members.  These resources can be used at chapter meeting or when doing orientations for new members.

What membership resources are located under the Resources tab?

Under Resources go to the Membership tab and you will find:

Membership Training:  Information about being the membership chair and attracting new members is listed in this section.

Membership Plan:  A plan with explicit instructions and forms telling how chapters have been successful in having a group of prospective members join DKG is included. 

New Members:  A new member kit is available which can be downloaded for free.  Many reorientation videos that can be shown at chapter meetings are included here.  The Pride in the Picture PowerPoint can be downloaded and personalized for chapters to show at orientations for new members.  The Journey for Life brochure to give to prospective members can be downloaded here.

Reinstating Members (Annie Calling):  Annie Calling, a process for reinstating members that have dropped their membership is included here.  This was developed by the Texas State Organization. 

Where can I find a list of the benefits of DKG membership?

Go to the About tab and click on Benefits.

Where can I find information to help chapter leaders?

Under the Publications/Documents tab, the downloadable Handbook of The DKG
Society International has an officers section starting on page 22.

Where can I find the location of a DKG chapter for a member that has moved to a different location?

Go to the About tab and click on Chapter Locator. 

Where can I hear the Podcasts from the International Membership and Expansion Committee?

Go to Resources and then go to DKGSI Podcasts.  These podcasts are about 15-25 minutes and length and currently include Who Qualifies for Membership, Retaining Members, Reinstating Members, and Climate and Culture.

Where can I find the blogs written by the International Membership and Expansion Committee?

Go to DKGIEF and click on blogs and then click on the name of the committee. Membership blogs include: Chapter Culture and Structure, Aids in Member Recruitment and Retention, Will Your Members Continue in Your Chapter, DKG Myths, Who Qualifies for Membership, Retaining Your Members:  Helpful Hints for Dues Collection, Member Spotlight, Chapter Project Spotlight, and Engaging and Retaining Members Through Mentoring.

 

We hope these resources will be helpful to members, chapters, and state organizations as they work to recruit, retain, and reinstate members.

Chapter Culture and Structure Aids in Member Recruitment and Retention

Do any of the following sound familiar?  I am dropping my membership because:

•         Meeting times/places are incompatible with my schedule.
• The chapter is no longer meeting my needs.
• At meetings, I feel like an outsider.  No one welcomes or talks to me.
• Some members are very unkind.
• I feel disenfranchised because there is lack of communication and connection.
• We don’t do anything. 
• Meetings are a joke.  People only come to eat and socialize.

These comments are what members often share on the dropped member surveys.  These reasons are all linked to the culture and structure of the chapter; to what we do, how we behave (especially toward one another), and how the chapter is organized.  The good news is both chapter culture and structure are parts of chapter life over which we have control and about which we can do something. 

Culture of the chapter has to do with its overall atmosphere and is created by what members think, say, and do.  Structure of the chapter includes how the chapter is organized.  This includes such things as when, how often, and how long the chapter meets; number of standing committees; number of social events; types of programs; and types of service projects. 

Everyone in the chapter has a role when it comes to the chapter’s culture and structure. Chapter leaders build and drive a great culture; they set the stage.  They must create an environment that encourages diversity (everyone has a seat at the table), inclusion (everyone has a voice), and belonging (everyone’s voice is heard).  Members bring the culture to life through their behavior, behavior that should be kind, helpful, communicative, respectful and open minded.  All of this will lead to an atmosphere that is positive, considerate, kind, helpful, inclusive, welcoming, and one that will make members feel valued.  Members who feel valued are more likely to remain members.

A chapter culture that is inclusive, kind, respectful, open minded and a chapter structure that keeps the needs and preferences of members at its heart is a chapter that will be better able to retain current and recruit new members. 

International website resources that will help improve chapter culture and structure include:

•          Resources>DKG Officer Resources>Membership>Guidelines for Chapter Leaders>p. 10
• Resources>DKG Officer Resources>Chapter Strengthening>Tools for Chapters>
  Strategies for a Positive Chapter Environment

Members of the International Membership and Expansion Committee are also available to help.

Contact them by clicking on Committees under the About tab on the DKG International website. 

Will Your Members Continue in Your Chapter?

Picture this…
A member induction ceremony is taking place and your chapter has several new members. How exciting!

The question now becomes will those new members still be with your chapter next year? In 2 years? In 5 years?

Here are some strategies to engage and maintain your membership.

Welcoming and getting to know your members:

•     All members should welcome your new members.  Go out of your way to talk to them and make them feel they belong in your chapter.
• Assign each new member a mentor.
• Have a greeter who welcomes every member.
• Engage in ice breaker activities to ensure that members sit with different members at each meeting and get to know each other.
• Highlight your new members so we all get to know them.  Put an article about your new members in your chapter newsletter.

Programs

•     Encourage member input before planning programs.
• Provide programs that appeal to both retired and working educators.

Participation

•     Make sure new members have the calendar of meeting dates for your chapter.
• Find out how to communicate with new members (text, note, email. Apps-for example GroupMe, Remind) and contact them prior to the meeting to remind them of the meeting date and location.
• Assign new members to committees.
• Give new members a task at the meeting. 
• Get them involved in area or state events by giving them a job to do and welcoming them to DKG events.

Meetings   

• Change the meeting date and time to accommodate all members.
• Allow members to bring their young children or provide someone to watch the children.  Many high school students are looking for community service hours.
• Check on members who are absent from meetings.  Call them, text them, or write them a card or note.  Be sure they know they were missed.

Recruiting new members is vital to all chapters. Using the Membership Plan or some other way of gaining new members should be a goal of every chapter.  It is important that we not only recruit new members, but that we maintain those members in our chapters once they choose to join us.

Please check the DKG.org website to find many ideas on gaining and retaining new members. 

State Organization Leaders Training

In the upcoming weeks, state organizations will elect new leaders who will serve for the 2023-2025 biennium. These leaders take on many responsibilities, which require a level of thoughtful and meaningful preparation. A pilot training for state leaders was developed in 2021, and was met with positive reviews. With that in mind, the DKG International Administrative Board has approved a State Organization Leaders Training retreat, which will take place in Irving, Texas. 

State organization presidents, treasurers, membership chairs and educational excellence chairs will meet June 23-25 at the Sheraton DFW Airport Hotel. This collective, all in one training, will allow attendees to meet with state officers from around our organization. Training regarding specific offices will take place in addition to critical conversations about strategic planning and moving DKG into our next century. 

Planning for this event has been under way for several weeks. Current state organization presidents have been contacted so that they can serve as liaisons between International and the incoming officers. Communication with Sarah Sanchez is important so that rooms and meals are arranged for all who will be in attendance. Meals and lodging are provided and travel costs are reimbursed following the current travel reimbursement policy. A shuttle from DFW Airport to the hotel is complimentary. If state organizations have not held their elections, spaces at the training can still be held, with names of the new officers sent at a later date. RSVP’s for this training should be sent to sarahs@dkg.org. 

The DKG International Administrative Board, along with the Leadership Development, Finance, Membership & Expansion and Educational Excellence Committees encourage all incoming state officers to attend. The SOLT retreat will be offered as an in person event, without a virtual attendance option. Questions regarding the training can be forwarded to DKG International staff, Administrative Board members or any of the committee members listed above.

DKG MYTHS

Bulls get angry when they see the color red.

Lightning never strikes the same place twice.

All deserts are hot.

Twinkies have no expiration date.

What do all these statements have in common? They are myths or widely held but false beliefs or misconceptions. Believe it or not, they are many myths surrounding DKG. Let’s look at some common DKG myths and dispel them.

If members don’t pay dues when the treasurer collects them then they must pay International on their own.  If a member needs to pay her dues after the chapter treasurer submits them, she just gives them to her chapter treasurer who will take care of moving them on.

If someone gets dropped by International for non-payment of dues that’s the end for her.  Anyone dropped for non-payment of dues who wants to remain a member can be reinstated at any time. Dues just need to be paid to the chapter treasurer who will submit them.

The chapter must approve a member’s request for reinstatement.  Once inducted, if someone leaves DKG and chooses to return, they just need to let the chapter know that they would like to be reinstated.

Retired teachers are ineligible for membership.  Retired teachers are eligible for membership.

A woman must teach two years before joining.  A person does not have to have been employed for two years before becoming a DKG member.  DKG welcomes early career educators who may just be starting out as well as junior or senior education majors.

You must have a DKG pin.  A DKG pin is not a required accessory.

You must wear your pin in a certain place.  A DKG pin can be placed anywhere on one’s clothing or name badge.

You must wear your DKG pin at all chapter meetings and DKG functions.  DKG does not require members to wear pins at meetings or functions.   

A member must return their key pin when they discontinue their membership.The key pin is given to a member when she joins. If she resigns her membership it is still her pin. Remember she can always reinstate her membership.

You must sing the DKG Song at every meeting and at DKG functions.  Singing the DKG Song is optional.

You must go through the induction ceremony before you can officially become a member.  A person is a member of DKG once her dues are paid.  An induction ceremony is a formality not tied to membership status.

Induction of members can only occur once a year.  Member inductions can happen as often as a chapter or state wants to hold them.  They are not required and if a chapter chooses not to do an induction at all, that is fine.

You must have an installation ceremony to officially become an officer.  Once elected and upon July 1 of odd years for state officers and even years for chapter officers, a person officially takes office.  (Some chapters have members assume their office upon election.)  The installation ceremony is a formality not tied to moving into an officer role.

Only Greek letters should be used for Delta Kappa Gamma.  It is appropriate to refer to the Society as DKG or Delta Kappa Gamma.  Not using Greek letters does help the Society distance itself from being thought of as a sorority.

DKG members always say YES (or DKG members never say NO).  Keeping members engaged means we are sensitive to their lives outside of the chapter.  We need to be open to members saying “No, I can’t do that at this time.”

You must be a state officer or hold an important position to go to an International Convention or Conference.  All members are welcome and encouraged to attend International Conventions, Conferences and events.

Do you know any other DKG myths?  We would love to hear them and welcome members to write them in the comment section of this blog.