Circle Officer Agreement - Omicron Delta Kappa

All circle officers are required to complete and submit the agreement, which outlines the duties and responsibilities for advisors and student officers. You may not complete this form on behalf of another person because it is a contract between that individual and Omicron Delta Kappa.

New officers should complete the agreement as soon as they are appointed or elected to the role. Advisors (Circle Coordinators, Faculty Advisors, Alumni Advisors, and Circle Assistants) do not need to complete the agreement again unless they are changing roles (ex: a transition from Circle Coordinator to Faculty Advisor). Advisors remain in their roles in MyODK until National Headquarters is notified of a change.

OΔK only requires the President, one (1) Vice President, and the Treasurer (if a student handles circle funds) to complete this form. All other student officers of the circle do not need to complete this form. Student officers remain in their role for one calendar year in MyODK.

If you have any questions about the Circle Advisor Agreement or the process, please contact Dr. Timothy Reed, Vice President for Membership and Operations, [email protected], (540) 458-4345.

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College or University *

Officer Role *

Circle Coordinator
Student President
Faculty Advisor
Student Vice President
Circle Assistant
Student Treasurer
Alumni Advisor

Indicate the position in which you will serve.

Will you be serving as the treasurer for the circle? *

Circle Coordinators, Faculty Advisors, Circle Assistants, Student Presidents, and Student Vice Presidents, are allowed to serve concurrently as treasurer.

Start Date *

Please list the date you began, or will begin, this officer role. MM/DD/YYYY

Officer Information

Previous Officer in This Role *

Submit the full name of the person you are replacing so we can update their record as well. If you are unsure, write "unsure" in the box. If there was no one serving in the role, write "n/a"

Previous Officer's New Role

If the officer you are replacing is just changing O∆K officer roles (Ex: President to Vice President), please let us know what the new role will be for the person you are replacing.

Previous Advisor's New Role

If the advisor you are replacing is just changing O∆K advising roles (Ex: Circle Coordinator to Faculty Advisor), please let us know what the new role will be for the person you are replacing.

Your Salutation

Please let us know how you would like to be formally addressed: Dr., Ms., Mrs., Mr., Mx., etc. (not required)

Your Name *

First

Last

Campus/Work Position Title *

Please provide your title so we can address formal documents appropriately. (e.g., Professor of Chemistry, Director of Leadership Programs).

Year Started Current Position *

(MM/YYYY) Provide the month and year you started in your campus/work position.

Primary Email *

This is the email address to which all official O∆K business will be directed. O∆K will make this your primary email in MyODK and other databases.

Office Phone *

Mobile Phone *

O∆K Membership Information

Are you a member of Omicron Delta Kappa? *

Do not submit this form.

Students must be initiated into their campus's circle BEFORE becoming an officer and submitting this form. This means completing an application, being accepted, paying the required fees, and attending an initiation ceremony.

Students who are not members cannot access the MyODK Circle Executive Dashboard or be listed as officers until after their initiation.

Please reach out to your advisor, or your circle contact, if you need assistance.

Member ID *

Your Member ID can be found by logging in to MyODK and clicking on "Access Your Records" on the homepage. The ID number is in parenthesis next to your name. If you need assistance with your member ID, email [email protected].

Circle of Initiation *

Choose the circle in which you were initiated into Omicron Delta Kappa.

Year of Initiation *

Enter the year you were initiated into Omicron Delta Kappa.

Prior Advising *

Have you ever served as an advisor to an OΔK circle prior to this role?

Circle(s) Previously Advised *

List the name of any circles for which you served as an advisor.

Prior O∆K Student Officer Role *

Have you ever served as a student officer to an OΔK circle prior to this role?

Prior O∆K Student Officer Experience *

List the name of O∆K positions you may have held prior to this one.

Additional Comments/Information

If there are any details we need to know about officer transitions, etc. please let us know. This could include officers overlapping, two individuals serving in the same role, etc.

Circle Advisor Expectations

The following are general expectations of circle advisors. Each circle may determine which circle advisor is responsible for accomplishing or supervising each item listed here.

Membership

Ensure that the circle is initiating new members from all classes (student, faculty/staff, alumni, and honorary) on a regular basis, no less than once per year
Assist the circle president in tapping new members, orienting, and training new members in the mission and vision of the Society
Ensure that all new members meet the Society’s high standards
Solicit input from the campus community when recruiting and selecting new members (e.g. nominations or recommendations from faculty or other university members)
Ensure that the circle submits the membership certificate forms to the OΔK National Headquarters in advance of an initiation ceremony in accordance with the governance procedures

Organizational

Serve a resource on OΔK’s national policies and procedures
Maintain files including circle minutes, membership records, and other documents
Ensure that OΔK is appropriately registered as a student organization on campus
Ensure that the circle meets on a regular basis, no less than twice per term in addition to the initiation ceremony
Facilitate communication between faculty/staff and student circle members
Ensure that the circle prepares and submits the circle’s annual report
Enhance awareness of OΔK on campus
Attend as many circle and executive meetings as possible

Programming

Facilitate the circle’s programs, such as service projects, leadership seminars, and campus activities
Encourage the circle to include alumni members in circle events as appropriate
Submit campus news for publication in the Society’s magazine, The Circle as appropriate

Fiscal

Ensure that all other financial obligations to the national headquarters, institution, and circle are settled in a timely manner
Ensure payment of the circle’s annual Institutional Membership Fee to OΔK National Headquarters each year
Ensure that all payments of the National Lifetime Membership Fee are paid prior to or within 30 days of an initiation
Assist the circle to find funding sources on campus

Agreement

As a circle advisor, I understand and will comply with the following:

(Check each box to signify that you have read and agree to its contents.)

If you select "do not agree" to any of these statements, then you may not be permitted to serve as an advisor. Your circle contact will reach out if "do not agree" is selected for any of the following.

Employment Status *

Full-time
Part-time

I am a full-time or part-time employee of the institution where the circle I am serving is chartered. I agree that should I leave the institution for any reason, I relinquish all responsibilities and authority as a circle advisor of this circle.

Membership Requirement *

Agree
Do Not Agree

I must be an initiated member of Omicron Delta Kappa. If I am not a member at the time of my appointment or selection, I agree to be initiated within the first six months of my term as an advisor. Circle advisor fees are paid by the national organization.

Policies and Procedures *

Agree
Do Not Agree

I will follow all OΔK policies and procedures and ensure that the circle remains active and in good standing with the Society at all times.

Advisor Training *

Agree
Do Not Agree

I will participate in circle advisor training and seek assistance from the OΔK headquarters staff to ensure the proper operation of the circle.

Membership Management System *

Agree
Do Not Agree

I will agree to use the MyODK Circle Executive Dashboard for access to applicant/member data. I further agree not to share my MyODK credentials with any person or electronic system.

Role and Responsibilities *

Agree
Do Not Agree

I have read and understand the roles and responsibilities of a circle advisor as provided above and will endeavor to follow OΔK best practices at all times.

Departure as a Circle Advisor *

Agree
Do Not Agree

As a circle advisor, I understand that is my responsibility to inform the Omicron Delta Kappa national headquarters, the circle, and my institution of employment when I leave the role of circle advisor. I will attempt to notify all parties no less than 60 days prior to my departure and assist with identifying and transitioning records and responsibilities to the individual assuming my advisor role. I understand my responsibilities if and when I leave my role as circle advisor.

Engagement Delta Additional

Student Officer Expectations

The following are general expectations of student officers. Each circle may determine which student officer is responsible for accomplishing or supervising each item listed here.

Membership

Ensure that the circle is initiating new members from all classes (student, faculty/staff, alumni, and honorary) on a regular basis, no less than once per year
Assist the circle advisors in tapping new members, orienting, and training new members in the mission and vision of the Society
Ensure that all new members meet the Society’s high standards
Solicit input from the campus community when recruiting and selecting new members (e.g. nominations or recommendations from faculty or other university members)

Organizational

Serve a resource on OΔK’s national policies and procedures
Maintain files including circle minutes, membership records, and other documents
Ensure that OΔK is appropriately registered as a student organization on campus
Ensure that the circle meets on a regular basis, no less than twice per term in addition to the initiation ceremony
Facilitate communication between faculty/staff and student circle members
Ensure that the circle prepares and submits the circle’s annual report
Enhance awareness of OΔK on campus
Attend as many circle and executive meetings as possible

Programming

Facilitate the circle’s programs, such as service projects, leadership seminars, and campus activities
Encourage the circle to include alumni members in circle events as appropriate
Submit campus news for publication in the Society’s magazine, The Circle as appropriate

Fiscal

Ensure that all other financial obligations to the national headquarters, institution, and circle are settled in a timely manner
Ensure payment of the circle’s annual Institutional Membership Fee to OΔK National Headquarters each year
Ensure that all payments of the National Initiation Fee are paid prior to or within 30 days of an initiation
Assist the circle to find funding sources on campus

Agreement

As a student officer, I understand and will comply with the following:

(Check each box to signify that you have read and agree to its contents.)

Student Status *

Full time
Part time

I am a full-time or part-time student of the institution where the circle I am serving is chartered. I agree that should I leave the institution for any reason, I relinquish all responsibilities and authority as a student officer of this circle.

Membership Requirement *

Agree
Do Not Agree

I must be an initiated member of Omicron Delta Kappa. I agree not to assume any duties of this role until I am a fully initiated member.

Policies and Procedures *

Agree
Do Not Agree

I will follow all OΔK policies and procedures and ensure that the circle remains active and in good standing with the Society at all times.

Student Officer Training *

Agree
Do Not Agree

I will participate in officer training and seek assistance from the OΔK headquarters staff and circle advisors to ensure the proper operation of the circle.

Membership Engagement Platform *

Agree
Do Not Agree

I will agree to use the MyODK membership platforms only for access to applicant/member data. I further agree not to share my MyODK credentials with any person or electronic system. I further agree not to share information about members contained in MyODK except for the purposes of recruitment, selection, and membership management.

Role and Responsibilities *

Agree
Do Not Agree

I have read and understand the roles and responsibilities of a student officer as provided above and will endeavor to follow OΔK best practices at all times.

Departure as a Student Officer *

Agree
Do Not Agree

As a student officer, I understand that it is my responsibility to inform the Omicron Delta Kappa national headquarters, the circle, and my institution of enrollment when I leave the role of student officer. I will attempt to notify all parties no less than 60 days prior to my departure and assist with identifying and transitioning records and responsibilities to the individual assuming my student officer role. I understand my responsibilities if and when I leave my role as student officer. I understand that my access to MyODK will be removed after one year in the role, unless national headquarters is informed of the need for an extension.

Thank you!

Thank you for agreeing to serve in this role. Volunteers like you are critical to the success of our circles, and we appreciate your time and effort.

Upon submission, you will receive a confirmation email to the address you listed in the agreement. This confirmation email contains important information for you, including the access instructions for MyODK Circle Officer Training.

You will not be listed as an officer, or given access to the MyODK Circle Executive Dashboard, until you have completed MyODK Circle Officer Training and submitted the Knowledge Check Quiz.

If you do not receive your confirmation email, please check junk/spam.

Please hit "submit" below to finish your Circle Officer Agreement.

Do not submit this form.

Students who are not members cannot access the MyODK Circle Executive Dashboard or be listed as officers until after their initiation.

Please reach out to your advisor, or your circle contact, if you need assistance.

Officer Information

O∆K Membership Information

Do not submit this form.

Thank you!

Do not submit this form.

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