Policies & Procedures For the Nominating Committee

INTRODUCTION

The National Bylaws of Kappa Delta Sorority charge the National Council with appointing the Nominating Committee to conduct the nominating process for election of members to the National Council.

To that end, the National Council is establishing the following policy pertaining to the Nominating Committee.

To assist with the transitional process, a Chairman, Vice Chairman, and four (4) Committee members shall be appointed by the National Council to serve two (2), two (2) year terms through the end of National Convention (2013) and shall be referred to as the Transitional Nominating Committee (TNC) for the first two (2) year term and then referred to as the Nominating Committee for the second two (2) year term. Thereafter, the appointment of the Nominating Committee shall be as described in this policy.

GUIDING PRINCIPLES

The principles guiding the Nominating Committee in its slating of candidates for National Council are as follows:

• To match the organizational needs with an individual’s strengths in order to create a balanced and qualified leadership team which supports the whole organization and demonstrates those particular leadership skills, qualities, experiences, and behaviors which are critical to ensure Kappa Delta’s future advancement;
• To slate candidates who fulfill the criteria established by the organization;
• To ensure the best qualified person is slated through objective evaluation;
• To support the rights of members to pursue leadership positions and be treated equitably during the process; and
• To provide opportunities for our members to be educated on the nominating process.

The National Council charges the Nominating Committee with being fair, equitable, and transparent while at the same time incorporating the core values of Kappa Delta Sorority. It shall act in such a manner that inspires trust and confidence in the process by delegates and members alike.

Confidentiality is of the greatest importance. During the entire process, the confidential nature of the discussions and correspondence cannot be overemphasized. Information must never be shared with anyone outside the Committee.

APPOINTMENT AND SUPERVISION

Candidates for the Nominating Committee are appointed by the National Council as provided in the Kappa Delta National Bylaws. Candidates are chosen from self-submission or nomination by other members of the Sorority.

• The Nominating Committee shall consist of six (6) members. Two alumnae members interested in serving the organization, two alumnae “skill set” members, the Chairman, and the Vice Chairman. The Chairman is a non-voting member. National Leadership Team (NLT) members are not eligible to serve on the Nominating Committee.

• “Skill set” members are alumnae who possess specialized skills and have previous nominating experience in a variety of organizations. In addition, these members understand the “Best Practices” of the nominating process. These members are recommended by the Nominating Committee, and then National Council will appoint the recommended Committee members (unless some unforeseen problem presents itself).

2) Alumnae members are alumnae who have exhibited an interest in serving the best interests of the national organization. These members are recommended by the Nominating Committee and elected at the National Convention beginning in 2013 and thereafter, and then National Council will appoint the elected committee members (unless some unforeseen problem presents itself).

3) A Vice-Chairman, who shall have previously been on the Nominating Committee and chosen by the outgoing Nominating Committee, is to succeed the Chairman.

4) A Chairman, who shall have been the Vice Chairman in the preceding term, shall take over as Chairman following a National Convention. (but only at Vice Chairman’s option in 2013).

• Except for those members serving on the Transitional Nominating Committee, Nominating Committee members may not serve on two consecutive committees, with the exception of the Committee member succeeding to Vice Chairman and Vice Chairman succeeding to the chairmanship. A member of the Nominating Committee who permits her name to be submitted for consideration for National Council office must resign immediately from the Nominating Committee. National Council must accept the resignation and the Committee shall fill the vacancy.

C. The Nominating Committee functions independently as a standing committee, but is obligated to uphold the Kappa Delta Bylaws as it pertains to the Nominating Committee (Article VII, Section B) and the policies adopted herein. It shall report to the National President, but does not take direction from either the National President or National Council.

RESPONSIBILITIES OF NOMINATING COMMITTEE

A. The Nominating Committee, as duly appointed, shall work as a committee to develop and present to National Council first and then the membership of Kappa Delta Sorority by May 1 of a National Convention year, a slate of candidates for National Council positions for the next biennium, along with a slate of two (2) alumnae members of the Nominating Committee. The slate of candidates for the Nominating Committee will be applicable to the National Convention in 2013 and thereafter.

B. In addition, the Nominating Committee is responsible for:

  • Maintaining confidentiality in all matters relating to the work of the Nominating Committee;
  • Adhering to all Bylaws requirements, policies, and procedures of Kappa Delta Sorority;
  • Developing the applications for the National Council and Nominating Committee positions and disseminating them in a variety of mediums;
  • Using the guiding principles outlined above to establish criteria to give the best representation possible, which may include demonstrated community service, familiarity with other non-profit organizations, and absence of a personal agenda;
  • Recruiting and accepting names of qualified candidates to serve on National Council. Past and present NLT and National Council members have a broad acquaintance with the membership and good understanding of the duties of the offices to be filled and should be urged to be part of the nominating process. 
  • Making sufficient inquiry of any reference or source and seeking out additional information in order to make an informed decision regarding a candidate; 
  • Deciding what tools will be used in the selection of future leaders: grids, competencies, minimum qualifications, references, etc.; 
  • Educating the membership in every possible way regarding the nominating and election process;
  • Maintaining and enhancing the image of the Nominating Committee as an important aspect of Sorority operations by signing a Conflict of Interest Statement as well as an Ethics Statement;
  • Maintaining access to e-mail since much of the Committee work will be done in this manner. In addition, some pre-decision work will be done via phone calls, faxes, and perhaps video conferences;
  • Protecting the integrity of the nominating process by not allowing outside interference in the Committee’s work;
  • Keeping accurate minutes and records regarding the work of the Committee; provided, however, documents on individual candidates will be destroyed after each election cycle;
  • Preparing and implementing operational policies, as needed, to supplement these policies and procedures;
  • Preparing and submitting an annual budget each year to the National President and Vice President of Finance; and
  • Reviewing and assessing, upon request by National Council, other issues that may affect the nominating process.

GENERAL PROCEDURES

A. The Nominating Committee shall have a mandatory Fall training for organizational purposes, committee assignments, interview training, and “Best Practices” training. Vacancies before the Fall training meeting shall be filled by the National Council, but vacancies thereafter will not be filled. Other meetings will be scheduled as needed.

B. The Nominating Committee will provide information to the membership regarding the following: time line of the nominating process; qualifications of candidates for National Council and Nominating Committee; application process; and deadline for applications, etc.

C. All candidates must submit a completed application and sign an Ethics Statement and Conflict of Interest Statement.

D. The Nominating Committee will have phone, video conference, or personal interviews with candidates (National President candidates will always be interviewed in person).

E. In National Convention years, there will be a mandatory late Winter/early Spring meeting for the purpose of interviewing candidates for National President and slating.

F. All candidates will receive an acknowledgment of the status of their applications. Those applying who are not chosen for a position shall be notified and all candidates will receive notification of the slate.

G. Interviewed candidates will receive a personal phone call to inform them of the results.

H. Following the acceptance of a nomination for a National Council position, the nominee will be requested to keep her nomination confidential until the slate is completed and the announcement made.

I.  Only a candidate who has completed the application process for an elected position  and who has not been slated by the Nominating Committee may be nominated from the floor. She shall be required to notify the Nominating Chairman no later than 5:00 p.m. Central Daylight time on Sunday, May 15, 2011 before the national convention if she wishes to run as a floor nominee. Her decision shall be held in confidence by the chairman. 

J. A formal report shall be given at the National Convention by the Nominating Committee Chairman.

K. There will be no minority reports within the Nominating Committee. There will be only one slate.

L. In advance of voting, all voting delegates shall be apprised of the qualifications of those slated as well as those nominated from the floor.

M. Nominating Committee members will not be eligible for any National Council office they are slating.

N. The Chairman will be apprised of any inappropriate conduct by a member or members during the nominating process and elections. After investigation, the Nominating Committee will make recommendations to the National Council regarding what, if any, disciplinary action should be taken. The National Council will make the final decision.



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