Omicron Delta Kappa

Circle Advisor Agreement

All circle advisors to sign and submit the agreement which outlines the duties and responsibilities of a circle advisor.  The agreement only needs to be signed once by the advisors for an institution.  New advisors should sign and submit the agreement as soon as they are appointed or elected to the role.

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.

Circle Advisor Agreement Form

Circle Advisor Expectations

One of the most important volunteers for Omicron Delta Kappa is the circle advisor (circle coordinator or faculty advisor). According to the Omicron Delta Kappa Bylaws, all circles must have two advisors: one faculty advisor and one circle coordinator. In this document, the term “circle advisor” refers to either position. This agreement must be signed by each individual who has been nominated and accepted the role of circle advisor.

Please use the full name of the college or university with no abbreviations.
Please select the officer role for which you are applying.
Please include the name of the person you are replacing so we can update their record as well. If you are unsure, write "unsure" in the box.
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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.

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.)

Membership

  • Ensure that the circle is initiating new members from all classes (student, faculty/staff, alumni, and honoris causa) 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 (formerly affiliation 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
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.
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.
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.
I will participate in circle advisor training and seek assistance from the OΔK headquarters staff to ensure the proper operation of the circle.
I will agree to use the Membership Management System Agreement for access to applicant/member data.
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
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.

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Personal Information
Dr., Ms., Mrs., Mr., Mx., etc. (not required)
Please provide your title so we can address formal documents appropriately. (e.g., Professor of Chemistry, Director of Leadership Programs)
(MM/YYYY) Provide the month and year you started in this position
Please make sure you include any room numbers or other specific postal information for your campus.
optional
Are you an initiated member of Omicron Delta Kappa?
If you are a member, please indicate the circle in which you were or will be initiated.
(MM/YYYY) If unsure, please estimate when you were or will be initiated.
Have you ever served as an advisor to an OΔK circle?
If you answered "yes" to the previous item, please list the name of the circle for which you served as an advisor.
Please include a copy of your current resume or curriculum vita.
Supervisor Information
We would like to be able to copy your supervisor on official communications like the Anniversary Letter and congratulations for Circle recognition, etc. Please provide the name, title, and email of your supervisor if you would like us to do this.  This information is not required.
By my signature on this form, I indicate that I have read the terms, conditions and expectations of a circle advisor for an Omicron Delta Kappa circle, and I agree to serve as a circle advisor for the circle indicated on this form.
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