CIRCLE OFFICERS – Duties, Selection, Transition, and Training

Circle Advisors

Circle advisors serve a vital role in the operation and development of any circle. Circles are required to have a Circle Coordinator and Faculty Advisor. The Alumni Advisor and Circle Assistant are optional roles.

Circle advisors shall be elected or appointed by the circle and meet the following requirements:

• Initiated member of O∆K
• A full or part-time staff member at the host institution
• Able to act on behalf of the circle in administrative matters at the host institution
• Complete and sign the O∆K Circle Advisor Agreement before assuming the role of circle coordinator or faculty advisor

Failure to meet this obligation is assumed to be a decision not to serve in the office to which one has been elected or appointed.

Circle advisors are voting officers of the circle. A circle must always maintain an active circle coordinator and faculty advisor.

Circle Coordinator

• Responsible for the collection and submission of national lifetime membership fees from new members
• Maintain a file containing regular circle meeting minutes, a list of current and past members with their addresses and classifications, and all other records of the circle
• Submit the membership certificate order form via membership.odk.org no less than 14 calendar days in advance of each initiation ceremony
• Report the names, addresses, and telephone numbers of circle officers by submitting an officer change form
• Ensure payment of the annual Institutional Membership Fee (IMF) (formerly affiliation fees)
• Submit the annual report online to the National Headquarters by June 30
• Send news items to the National Headquarters for possible promotion through O∆K’s communications outlets

Faculty Advisor

• Assist student officers in the arrangement of public tapping procedures, including local campus publicity and public relations with the community at large
• Assist in a thorough orientation for new members by providing information and support and ensuring that all pertinent information is communicated
• Make sure that the circle is current with its registration as a student organization with the institution’s student activities or dean of students’ office

Alumni Advisor

The alumni advisor is a new role beginning in July 2021.

An affirmative vote of the local circle membership shall select alumni advisors. They must be initiated members of Omicron Delta Kappa and in good standing, as verified by the National Headquarters.

Duties and responsibilities of alumni advisors may include the following:

• Assist student officers and other advisors (circle coordinator, faculty advisor) in the fulfillment of duties
• Assist in the identification of potential alumni or honoris causa members
• Assist circles with community outreach efforts
• Attend circle meetings to assist officers and other advisors

Circle Assistant

The circle assistant is an individual who may or may not be an initiated member of ODK and is usually employed by the faculty advisor or circle coordinator in another capacity—often as an administrative assistant. The circle assistant can be given the authority to submit certificate orders, pay invoices, request forms, and act on behalf of the other circle advisors in administrative tasks. The circle assistant may vote on circle matters only if initiated.

Student Officers

The circle must always have a student president and vice president. A student treasurer is optional if one of the circle advisors manages the circle funds.

As student officers of a circle, responsibilities include:

• Establishing a regular circle meeting schedule as well as officer meetings
• Working with the circle coordinator and faculty advisor to set the circle’s calendar for the year, ensuring that membership selection, reporting, and initiation happen promptly
• Facilitating goal-setting
• Leading, supporting, and motivating circle members
• Updating institutional administrators on the circle’s activities
• Keep current with national bylaws as well as the circle’s bylaws and policies
• Working with the circle coordinator and faculty advisor to meet minimum circle standards
• Hosting an orientation for new members, explaining O∆K’s history and purpose, and sharing the obligations of membership in the Society
• Presiding over the initiation ceremony
• Helping maintain circle documents
• Determining appropriate programming for the campus
• Making sure that the circle is represented at national O∆K events
• Encouraging members to remain in contact with O∆K after graduation

As a student officer, there are several resources to guarantee a successful term in leading a circle. Student officers should:

• Meet with your circle’s outgoing president
• Attend national O∆K events
• Talk with your circle’s advisors regularly
• Meet with other incoming officers
• Contact the National Headquarters if you have questions
• Crowdsource among your circle’s members
• Reach out to other campus organizations for support with programming

Officer Selection/Transition

• • Circle Advisor & Coordinator Transition Checklist
  • Transition Process for Student Officers

1. All circle officers must be elected/selected by the circle membership. The circle bylaws should specify how the officers are elected/selected. In some cases, the circle advisors are appointed by the institution to serve as advisors. In these cases, the circle should acknowledge the appointment at its first regularly scheduled meeting after the appointment.
2. New student officers and circle advisors should be installed during an initiation ceremony as part of the public acknowledgment of the leadership transition. They should also ensure that all financial, institutional, and circle documents and forms are complete before the previous officers step down from their positions.
3. Circles should recognize the outgoing officers for their service at the ceremony.
4. All circle advisors must complete and sign the Circle Advisor Agreement. Student officers must complete the Student Officer Update form on the O∆K website as part of the officer transition. It is also highly recommended that the outgoing and incoming officers set up a meeting during the transition to review responsibilities and circle strengths, challenges, programs, and goals for the future. The ultimate goal should be for the circle to continue to operate and thrive once its leadership has changed.
5. If a circle advisor is planning to retire, change jobs, or move to another institution, it is imperative that the National Headquarters is informed as soon as one knows a transition will take place. Outgoing circle advisors are also responsible for identifying and transitioning a replacement. The Membership Services Team is available anytime to support the circle during the transition to new leadership.
6. Circles must ensure that the names of the required current circle officers are updated with the National Headquarters each fall.

Officer Training

O∆K offers a variety of training opportunities for circle officers. All officers must complete two training programs: MyODK Training and OΔK Circle Officer Training Course. Other programs are offered to assist our officers in being effective Circle leaders.

MyODK Training

OΔK requires that the official officers (Circle Coordinator, Faculty Advisor, Student President, 1 Student Vice President, and Treasurer) complete MyODK Training. When circle officers complete either the Circle Advisor Agreement or Student Officer Agreement, they will receive access information (including a password) via email to access the training. If you have completed the agreement, but did not receive the access information, email [email protected].

Officers will not be granted access to the MyODK Circle Executive Dashboard until they have completed MyODK Training. In order to receive access to the Circle Executive Dashboard, you must complete the Knowledge Check quiz at the end of the training. Once the quiz is completed, the officer will receive access to the dashboard within two business days.

If the Alumni Advisor, Circle Assistant, or other officers need access to the Circle Executive Dashboard, they must ensure they have submitted an Officer Agreement and attend training.

OΔK Circle Officer Training Course

Coming soon – The Circle Officer Training Course provides insight into officers’ roles and covers the basics of circle records, finances, and recruitment. It also includes more information about circle programming, retention, and development.

Circle Officer Webinars

These webinars occur regularly throughout the year to explore circle operations and management more deeply.  Each webinar has a theme that will be covered but is purposefully designed to allow discussion of issues raised by the officer attending. Click here to view any upcoming events.