Preparing for a Chapter Visit
At the chapter meeting prior to the Leadership Consultant's visit, the chapter should fill out the appointment schedule so that meetings are scheduled in advance. Each officer and committee should make sure that they have scheduled an appropriate time to meet and are prepared with information for the meeting. Committees should discuss what they hope to accomplish during the visit. Let the Leadership Consultant know what your chapter's special needs are before the visit, so that he may prepare in advance and bring materials with him if applicable.
Be sure that you know when the Leadership Consultant is arriving so that someone can meet him, especially if he needs to be picked up at the airport. Make sure he has directions, and knows where to park his car.
Be sure that the Leadership Consultant has a clean, quiet room to stay in, with access to a shower, bed, blanket, telephone, internet access, and so forth. Leadership Consultants can spend upwards of a month on the road at a time; try to make them feel as at home as possible.
The Consul should make sure that the following are available for inspection during the visit:
- Officers' records, notebooks, chapter manuals, chapter minutes, etc.
- Quaestor's budget, ledger, checkbook, etc.
- Recruitment program and records for the past two years
- Pledge Education program
- Ritual Books and equipment
- Chapter Constitution and By-Laws
During The Visit
Ideally, the Leadership Consultant's visit will follow this rough schedule:
Day One
- Arrive between noon and 3pm
- Greetings, house tour, etc.
- Meet with Consul (one hour)
- Meet with executive committee (one hour)
- Meet with advisory committee (30 minutes)
- Dinner
- Informal brotherhood activities
Day Two
- Meet with Greek Advisor
- Morning meetings with officers and committees
- Lunch on campus with brothers
- Afternoon meetings with officers and committees
- Dinner
- Formal chapter meeting
- Informal brotherhood activities
Day Three
- Any meetings that still need to take place
- Final wrap-up meeting with Consul (30 minutes)
Other things to remember during the chapter visit:
- The Leadership Consultant is a fraternity brother; treat him with the same respect and consideration that you would treat others in your chapter.
- If your chapter has a meal plan, be sure to let him know when the meals are scheduled. If not, be sure that someone is available to eat with him on campus or nearby.
- The Leadership Consultant's job is to help your chapter in any way possible. He can only do his job if you are open and honest and willing to work with him. Otherwise, the visit is pointless.
- All accounts receivable owed to the National Fraternity will be collected in full before the end of the Leadership Consultant's visit, including New Member Fees.
After The Visit
The Leadership Consultant will follow up with a phone call, e-mail, and formal chapter report within five business days of the visit to follow through on the chapter's progress. Be sure to fill out evaluation and assessment form and send it to the Executive Director.
Chapter Self Evaluation »
Chapter Visit Meeting Schedule »
Chapter Visit Evaluation »