Facilitator Policies and Procedures

Facilitator Policies and Procedures

This document is to outline a list of standardized policy and procedures to implement across all programs requiring a facilitator under the responsibility of the Education and Leadership Board (ELB). The need for these processes is imperative as the ELB and Sigma Chi Fraternity increasingly focus on feedback, metrics-gathering, and a data-driven decision- making process. These policies will ensure Headquarters (HQ) staff support is consistent and efficient;, streamlining transitions between individual staff supports and program chairmen, and allowing greater capacity in support of the ELB and its component committees.
Many of the policies outlined below have already been implemented over the past few years on an ad hoc basis by individual committees. The goal is not to single out poor performing facilitators, but rather provide clear, concise expectations and responsibilities and comprehensive feedback to improve and grow facilitators as leaders. Furthermore, a clear list of expectations will allow for ease attracting new facilitators from a large pool of alumni.
As the need for more and more facilitators becomes apparent, it is imperative that the ELB codify these expectations and responsibilities to ensure that no matter the program or facilitator, the undergraduate chapters have the best possible experience in holding a Sigma Chi leaders program.
Policies and Procedures
Requesting and Scheduling
  • Requesting:
    • Submitted by undergraduate member using standardized request form: https://sigmachionly.sigmachi.org/Forms/LeadershipPrograms/
      • Links to iMIS, allowing for live, up-to-date reporting
    • Must submit requests at least 4 weeks prior to the earliest requested date
      • This ensures the GQ travel policy is followed
      • Also allows facilitators time to conduct appropriate pre-session work
  • Scheduling: Local¹, trained facilitators are prioritized to minimize travel expenses
    • Once scheduled, a facilitator may not normally be substituted out
    • If a chapter or alumnus leader would like to request a new facilitator for extraordinary reasons, they must:
      • Provide a written request to HQ staff² and the program chairman with specific, substantiated claims about the facilitator’s facilitation skills
    • The appropriate board chairman will then make a recommendation to the Chairman of the ELB, who will have final say about such an extraordinary request.
      • The Grand Consul will be informed as appropriate
Facilitator Evaluation
  • Post-Program Evaluation by Participants:
    • ​Facilitators will be evaluated immediately following each event
    • All programs will use the EXACT SAME facilitator evaluation. The scores across programs will be compiled for an overall score.
    • Failure to obtain a response rate of 50% will be counted against the facilitator’s overall rating
  • Annual Curriculum Refresh:
    • Upon launch of Sigma Chi U, facilitators will take a mini course annually for every issue-based course they facilitate to learn about important developments
    • Any program undergoing curriculum updates will also create a mini course covering those updates for facilitators
    • Failure to pass this mini course will result in immediate temporary suspension from facilitating pending further review by the appropriate program
  • Annual Review and Reports:
    • Facilitators ranking in the lowest 20% each year/half year will trigger an automatic review by the ELB
    • Annual/semi-annual reports will be sent to facilitators showing their ratings as well as the distribution of all facilitator ratings
    • Inadequate evaluations will result in immediate temporary suspension pending further training/testing, as prescribed by the ELB
  • Reinstatement Request:
    • Written request by the facilitator
    • Review of results of retraining/testing as prescribed by the ELB
    • Endorsement by appropriate program chairman
Facilitator Review
  • Referring a Facilitator for Review
    • Any brother may refer a facilitator for review by:
      • Submitting a written request to HQ staff,
      • with claims substantiated by a preponderance of evidence
    • The individual program chairman may temporarily suspend a facilitator from facilitating their program after receiving this complaint.
      • He must inform the ELB Chairman immediately upon suspending a facilitator.
    • The ELB will then decide whether to uphold the suspension for the particular program, suspend the facilitator from all programs, or reinstate the facilitator. The ELB may also, if appropriate, refer the facilitator for CAMAC review.
      • The ELB Chairman will keep the Grand Consul informed of any review recommendations as necessary
  • Facilitator Reinstatement
    • If a previously reviewed facilitator would like to petition for reinstatement with the ELB he must:
      • Provide a written request to the ELB.
      • If reinstatement is granted, conditional facilitator status will be allowed for non-sensitive curriculum programs (ex. SVJ)
      • Based on feedback, the ELB can upgrade to conditional Level II status (ex. SMP).
      • If his status is upgraded to allow Level II programs, the first event must be co-facilitated and feedback collected.
      • Based on feedback, the ELB may fully reinstate the facilitator.
Program Attendance
  • Chapter Attendance
    • Facilitators must keep an accurate attendance record of individuals
      • This will be included in their post-session report
    • HQ will update facilitators on how to do this via event registration in the future; for now, estimates of total attendance are acceptable
    • Chapters failing to have 75%³ in attendance (and 75% of those in attendance completing the post-session survey), will be charged for 100 percent of program expenses and will not receive credit towards the Annual Report or CAMAC requirements.
      • Chapters may petition to HQ directly
      • Any excused absences must be worked out between the facilitator and the Consul ahead of the workshop.
  • Attendance of Third-Parties4
    • Due to importance of facilitating an honest, confidential conversation in order to effectively implement Level II programs, no third-party is allowed to attend without explicit permission of the undergraduate Consul AND the facilitator.
    • Appropriate feedback will be provided upon request by the facilitator and HQ staff promptly following the program.
Program Reporting
  • Failure to submit the facilitator report within two weeks of the presentation will result in the forfeiture of any reimbursement from the Sigma Chi Fraternity or the Sigma Chi Leadership Institute.
  • All reports will automatically be shared with chapter officers, HQ, CADV, and GP
  • Standardized Reports
    • Report template will be concise, simple, and easy to fill out
    • Maintained by HQ and can be sent to Fraternity leaders, other HQ staff, CAMAC, future facilitators as needed

1 – Defined as within 200 miles of driving

2 – Refers to a staff member in the Department of Leadership Programs

3 – Based on the current chapter roster of active brothers as reflected in iMIS

4 – Defined as any non-undergraduate member of the chapter (ex. Grand Praetor, Chapter Advisor, Greek Advisor, alumnus brother, Sweetheart, etc.)

Adopted by the Executive Committee January 22, 2016