6:00 pm – 7:30 pm AOII SAMPLE ED Interview Schedule
7:30 am – 8:30 am January 12, 2020
8:45 am Dinner and review candidates and question format
9:00 am – 10:30 am
10:00 am – 10:30 am January 13, 2020
10:30 am – 12:00 pm Breakfast at hotel
10:30 am – 11:00 am Arrive at AOII HQ
11:40 am – 12:00 pm Interview Candidate #1
12:00 pm – 12:40 pm Candidate #2 interview with AOII ED
Interview Candidate #2
11:00 am – 11:20 am Candidate #1 interview with AOII ED
11:30 am – 12:00 pm Candidate #2 meet and greet with AOII Communications Director
11:20 am – 11:40 am Break for Lunch for Interview Panel
12:00 pm – 12:20 pm
12:00 pm – 12:20 pm January 13, 2020
12:20 pm – 12:40 pm Candidate # 1 meet and greet with AOII Foundation Staff
12:20 pm – 12:50 pm Candidate #3 interview with AOII ED
12:40 pm – 2:10 pm Candidate #1 meet and greet with AOII Communications Director
2:10 pm – 2:30 pm Candidate #3 meet and greet with AOII Communications Director
2:00 pm – 3:00 pm Candidate #2 meet and greet with AOII Foundation Staff
3:30 pm Candidate #3 meet and greet with AOII Communications Director
Candidate #2 meet and greet with AOII Communication Director
Interview Candidate #3
Candidate #3 meet and greet with AOII Foundation Staff
Interview Panel debrief and determine next steps
Adjourn
Executive Director Recruitment Plan | Page | 10
AOII Foundation In-Person Finalists Interview Guide
Candidate 1. Open interview with overview for the day.
Candidate 2. Modify opening, candidate already met with AOII ED
Candidate 3. Modify opening, candidate interview is after meeting with AOII ED and Communications
Director
Opening:
Today’s focus is to introduce you to the key Fraternity staff leaders, provide an opportunity to meet
and greet with the current Foundation team members and to take a deeper dive into some of the most
pressing challenges the new Foundation Executive Director will navigate. We’d also like to give you
time to ask any additional questions you may have now that a few weeks have passed since the first
round of interviewing.
1. Fundraising:
• With the importance of Fundraising for our organization we’ll start by getting your thoughts on approach
to Fundraising out of the gate. If you were selected for the Foundation Executive Director role, how
would you approach Fundraising as the new leader of the organization? What would your plan look
like?
• With the knowledge you have already, have you identified any revenue streams we are missing?
• Have you thought about the unique challenges you may face as the leader of a Fraternity Foundation
compared to a traditional non-profit organization of the same size? How might you address some of
these unique challenges?
2. Relationship Building/ Conflict Management : Choose two questions
• There are various constituents the Foundation Executive Director will engage and build
relationships with over time. The relationship with the Fraternity staff and leadership, in addition to
the Foundation Board, Foundation staff and Membership at large are all important to the overall
health of the organization. We’d like to hear how you have previously navigated relationships at
work.
• Who are some key people within your organization who you currently must work with on a regular
basis to get your work done? Describe your relationship with these people.
• Describe a situation where you knew something was wrong with a relationship with a customer,
peer or employee . What did you do?
• How have you resolved differences with peers or others? Tell me about the process you use to
resolve your differences?
Executive Director Recruitment Plan | Page | 11
• Describe your present responsibility for building and maintaining relationships at work. Whom do
you build relationships with? How? Why?
3. Financial Management:
• Interviewer should describe current financial position of the AOII Foundation. What would you do in
the first 90 days to understand the financial picture of the Foundation?
• How would you approach getting the organization to a more financially sound operating position?
4. Change Management - Influence:
• Tell me about a time when you needed support from peers in order to get an idea across. How did
you gain that support? Why was it important to you to get that particular idea or initiative
accomplished?
• Tell me about a time when you had to implement a change. What was the change? What did you
say to your staff? How did you convince them to follow you?
• Have you ever solved a work-related problem that had been a problem for a long time? What did
you do? How did you do it?
• How do you ensure the goals for your team are aligned to the organization’s strategy?
• Give me an example when you influenced your peers?
• Tell me about an initiative you led that involved a significant change to the organization, the
obstacles you had to overcome, and the eventual outcome?
5. Performance Management:
• How do you go about identifying and hiring great people for your team?
• How do you handle performance issues with a team member? Possible follow up: Have you ever
had to performance manage an individual and performance didn’t improve? How did you handle
that situation?
Close Out Interview:
Closing remarks from Board Chair about the opportunity to make a positive impact to the Foundation
and our mission – close out by selling the opportunity to the candidate. Why is this an exciting
opportunity for them, tie back to the candidates career goals.
Give candidate time to ask additional questions.
Discuss next steps & timing.
Executive Director Recruitment Plan | Page | 12
Job Offer Process
Background Check & References
• Selected candidate should be subject to a background check (criminal and credit) as well as a
professional reference check. This process should occur after the job offer and the offer should be
contingent upon a successful completion of the background check. Any criminal or credit check run
should be shared exclusively with the board chair and her advisor to protect candidate confidentiality.
Job Offer
• Compensation including base pay and incentive pay should be approved by the AOII Foundation
Board Treasurer and Chair; then presented to the full board for approval.
• The Foundation Board Chair should make the job offer to the candidate.
Executive Director Recruitment Plan | Page | 13
Foundation Committee Descriptions and Overview
Ruby Fund Committee
We are called upon by our Ritual to love and support one another through the great
times and the challenging times. The Ruby Fund Committee is one of the most
prominent ways to show that love during a sister’s difficult times. These committee
members always act with compassion, while being good stewards of what we are given
by our donors. The committee is charged with reviewing all completed applications
received by the Foundation and scoring them against established criteria. Assistance
has been awarded for members suffering from illnesses, homes destructed by natural
disasters, loss of job who are in dire need of financial assistance. All requests and
awards remain confidential. The frequency of committee meetings and time required
varies greatly based on the incoming requests. Volunteers for this committee should be
flexible with their time and be able to respond within 48 hours.
Finance Committee
The Finance Committee ensures the Foundation is staying in line with the policies and
procedures regarding investments, audits, accounting and financial management. Each
year the committee reviews and recommends a budget to the Board of Directors with
the support of the Executive Director. Additionally, this committee reviews financials and
makes recommendations for funds to be allocated for both grants and academic
scholarships. This committee meets 6-8 times per year.
Grants Committee
The Foundation supports our Fraternity’s international philantrophy, arthritis, through
grants supporting research, patient programming and education. Leadership and
Education Grants are also made through the Foundation to support the Alpha Omicron
Pi Fraternity to provide opportunities for members to gain important leadership skills,
enhance personal strengths and stress the importance of today’s women serving as
positive role models for future AOIIs. Grants Committee has an opportunity to review
submissions from grantees like the Arthritis Foundation, Vanderbilt University Medical
Center, and the Fraternity to determine grants awarded on behalf of the Foundation.
Each grantee provides periodic reports on fund usage and program progress which this
committee reviews. This committee conducts annual reviews the criteria for determining
grants. Additionally, this committee reviews mini grant requests from Chapters twice
during the year. The committee meets 6-8 times per year.
Scholarship Committee
Each year the Foundation awards merit-based academic scholarships are awarded
each year to AOII members pursuing undergraduate and graduate degrees. The
Scholarship Committee has the responsibility of promoting available scholarships and
review the criteria for granting scholarship. This committee’s primary focus is on
receiving, reviewing, and scoring all scholarship applications. Based on the applicant
scores, the committee matches applicants to available scholarships and recommends
the final scholarship recipients to the Board of Directors. The committee meets 6-8
times per year.
Advancement and Marketing Committee
The Advancement and Marketing Committee will help drive the Foundation’s marketing
and advancement strategy. The committee will offer input on donor cultivation and
stewardship outreach as well as evaluate donor/donation outcomes through
benchmarking and surveys. The committee meets monthly.
Board Development and Governance Committee
This committee is essential to developing the pipeline of volunteers for roles within the
Foundation including Board members, officers, and Foundation volunteers. The Board
Development and Governance Committee will support the Board and committees by
providing training and development opportunities. Additionally, this committee will
periodically review governing documents, rules and procedures and other policies. The
committee meets monthly.
Term Limits
Volunteers serving on standing committees may serve for a maximum of three (3)
consecutive terms or six (6) total years.
Revised 9/1/20
Committee Chair and Member Annual
Statement of Understanding Toolkit
Revised May 2021
Toolkit Overview
I. Welcome Letter from Foundation Board President
II. Annual Letter from Foundation Board
III. Committee Chair Annual Statement of Understanding Sign-off Form
IV. Committee Member Annual Statement of Understanding Sign-off Form
Welcome Letter from Foundation Board President
Dear [INSERT NAME],
Congratulations on your appointment to the [INSERT COMMITTEE NAME]. The
Foundation Board is thrilled by your appointment. We are looking forward to utilizing
your skills and talents to further the mission of the Foundation. Please feel free to reach
out to any member of the board if you have questions or concerns. The board is
committed to ensuring that the time you spend on a committee is engaging and
worthwhile.
In order to ensure the Foundation is maintaining a consistent level of clear
communication and expectations with our volunteers, we ask that annually you review
the attached “Committee [INSERT CHAIR OR MEMBER] Annual Statement of
Understanding Sign-off Form.” The form clearly states all items we strive for committee
members and chairs to uphold while serving their terms.
Again, welcome to volunteering with the Foundation! We look forward to serving
alongside you. Your time and commitment are appreciated.
Roses,
[INSERT BOARD PRESIDENT SIGNATURE AND INFO]
Annual Letter from Foundation Board
Dear [INSERT NAME],
Thank you for serving as a volunteer on [INSERT COMMITTEE NAME]. You are
receiving this letter because it is time for you to review and sign your annual “Committee
[INSERT CHAIR OR MEMBER] Annual Statement of Understanding Sign-off Form.”
Please see the attached form and submit your responses by [INSERT DATE].
If you have any questions, comments, or concerns please reach back to me at the
contact information noted below.
From the entire Foundation Board, I would like to thank you for your continued service
to our fraternity.
Roses,
[INSERT BOARD SECRETARY SIGNATURE AND INFO]
Committee Chair Annual Statement of Understanding
Sign-off Form
Mission Statement
The AOII Foundation invests in our sisters and inspires a lifetime of giving to innovative
leadership, educational and philanthropic causes.
As a committee chair of the Alpha Omicron Pi Foundation, I am fully committed to
the vision and work of the Foundation, and am dedicated to carrying out its vision
and mission and am and will continue to be a member in good standing of the
Alpha Omicron Pi Fraternity. I understand that in accepting this position within
the Foundation, I commit to achieving the following expectations and
responsibilities:
Reviewing Rules and Procedures for my committee annually
Adhering to Rules and Procedures for my committee annually
Housing all files in a central/shared location “owned” by the Foundation staff
Uploading all meeting agenda and notes in central/shared location “owned” by
the Foundation staff
Recruiting potential committee volunteers specific to the needs of our committee
Recruiting potential volunteers for the Foundation
Providing clear and constant communication with our committee Board Liaison
Serve as a Foundation advocate and take advantage of opportunities to speak to
collegiate and alumnae members about the importance of supporting the mission
of the AOII Foundation
Contribute by donating annually to the Foundation’s Loyalty Fund. We highly
encourage Chairs to consider giving at the 1897 Society level
Support the Fraternity by paying international dues directly or through an
alumnae chapter
Participate in “friendraising” as well as fundraising
I have read and agree to abide by the Fraternity’s Social Media Policy (see Policy
2 in the Fraternity’s Governing Documents, Book of Policies).
I agree by signing this document that I am in full understanding of my committee
obligations.
Name of Committee Chair: Date:
Signature of Committee Chair:
Committee Member Annual Statement of Understanding
Sign-off Form
Mission Statement
The AOII Foundation invests in our sisters and inspires a lifetime of giving to innovative
leadership, educational and philanthropic causes.
As a committee member of the Alpha Omicron Pi Foundation, I am fully
committed to the vision and work of the Foundation, and am dedicated to
carrying out its vision and mission and am and will continue to be a member in
good standing of the Alpha Omicron Pi Fraternity. I understand that in accepting
this position within the Foundation, I commit to achieving the following
expectations and responsibilities:
Reviewing Rules and Procedures annually
Adhering to Rules and Procedures regarding my committee annually
Housing all files in a central/shared location “owned” by the Foundation staff
(working through my committee chair)
Recruiting potential volunteers for the Foundation
Serve as a Foundation advocate and take advantage of opportunities to speak to
collegiate and alumnae members about the importance of supporting the mission
of the AOII Foundation
Donate your personal best annually to the Foundation Loyalty Fund
Support the Fraternity by paying international dues directly or through an
alumnae chapter
Participate in “friendraising” as well as fundraising
I have read and agree to abide by the Fraternity’s Social Media Policy (see Policy
2 in the Fraternity’s Governing Documents, Book of Policies).
I agree by signing this document that I am in full understanding of my committee
obligations.
Name of Committee Member:
Signature of Committee Member:
Date:
ALPHA OMICRON PI FOUNDATION
(the “Foundation”)
Advancement & Marketing Committee
RULES OF PROCEDURE
Created July 2020, Updated May 2021
PURPOSE OF THE Advancement and Marketing Committee
The Advancement & Marketing Committee has been established to oversee the Foundation's
comprehensive marketing and advancement strategy with the objective of growing the Foundation
donor base and strengthening relationships with existing donors as well as advancing awareness of
the Foundation among all stakeholders. Committee members will contribute expertise and advise
staff on marketing and communication initiatives; develop creative outreach programs to meet
fundraising objectives; assist in evaluating marketing/communication strategies; and identify key
speaking engagements for volunteers and staff.
COMMITTEE MEMBERS
The Advancement & Marketing Committee shall consist of the chair and two or more members. The
Foundation executive director or a designee will be the staff liaison. Please refer to Foundation
Board Policies Section III.D on Appointments for further details. Members of the committee serve
without compensation.
MEETINGS, COMMUNICATION, AND RECORD KEEPING
1. If the committee is not chaired by a board member, the chair shall maintain regular
communication with the committee's staff liaison and board liaison, including, but not limited to, (i)
providing summaries of any significant discussions taking place and (ii) copying the staff and board
liaison on significant correspondence.
2. Other than routine or ongoing matters, the committee shall not undertake any activity or initiative
outside the realm of the responsibilities listed below without first communicating details of the
proposed activity or initiative to the committee's staff liaison and board liaison, including allowing
the board liaison sufficient time for obtaining board approval, if appropriate.
3. It is the responsibility of the committee chair/board liasion to collect and archive all work of the
committee. That includes meeting agendas, minutes, formal communications, reports, and other
important documents as they pertain to the work of the committee. These shall be uploaded to the
committee's respective Google Drive folder in a regular and timely fashion using a file naming
convention for easy identification and retrieval.
All Committee Members are required to review and sign an Annual Committee Form and return to
the Committee Chair within 30 days of receipt.
RESPONSIBILITIES
The committee shall hold the following responsibilities:
Annually, will review the Foundation’s marketing and advancement strategy and offer input on
those initiatives including, but not limited to, advice on messaging and media usage.
On an on-going basis, offer information and examples of "best practices" in the areas of donor
cultivation and stewardship outreach programs.
In conjunction with the executive director or designee, will establish and evaluate benchmark data
relative to donor/donation outcomes. Periodically, will devise and conduct a donor engagement
survey.
In consultation with the executive director or designee, will evaluate the return on investment of the
advancement and marketing initiatives.
Will provide guidance on deploying Foundation Ambassadors in meaningful activity in support of
Foundation initiatives.
In consultation with the executive director or designee, may be asked to pursue in-kind services to
meet emerging creative or technological needs.
May reinforce the work of the staff through approved social media posts.
Undertake any other responsibilities as may be delegated to the committee by the board or
the board president.
AUTHORITY
The committee has the authority to make recommendations about advancement and marketing
initiatives but implementation of such initiatives is the responsibility of the executive director and
staff.
MEETINGS
The committee will meet as often as it deems necessary or appropriate, either in person or
telephonically or electronically, and at such times, places and manner as its chair may determine.
The Board Liaison will communicate pertinent meeting details to the board in a timely fashion.
EVALUATION
Once per biennium, the committee will conduct a comprehensive evaluation of its performance in
relation to the responsibilities set forth in these rules of procedure and such other matters as
the committee may deem appropriate. The performance evaluation will be conducted in such
manner as the committee deems appropriate. On the basis of the performance evaluation,
the committee will consider whether any revisions to these rules of procedure are necessary or
advisable. Any recommended revisions shall be presented to the board for approval.
ALPHA OMICRON PI FOUNDATION
(the “Foundation”)
BOARD DEVELOPMENT & GOVERNANCE COMMITTEE
RULES OF PROCEDURE
Approved October 12, 2007; amended April 27, 2011; June 25, 2013; April 2017 and February 2021.
(Appendix G to the Board of Directors Rules of Procedure and Policy)
PURPOSE
The Board Development and Governance Committee is a standing committee of the Alpha
Omicron Pi Foundation’s Board of Directors. The committee supports the board by enriching the
capacity of board members to govern and lead the Alpha Omicron Pi Foundation in serving its
mission and accomplishing its strategic goals. The committee focuses on ensuring that board
members, both individually and collectively, have the competencies necessary to perform their
responsibilities as board members. The committee also ensures that the governance process
models best practices for nonprofit organizations and regularly evaluates the effectiveness of the
board and its committees.
COMMITTEE MEMBERS
The Foundation president shall appoint the committee chair. Committee members shall be
recommended by the chair and the board liaison and appointed by the board to serve a two-year
term. Appointments shall be made in odd-numbered years or when a vacancy occurs. The
committee shall have minimum of five members, to include at least one other member of the
board, including the chair.
COMMUNICATION
1. The chairman shall maintain regular communication with the committee's staff liaisons and
board liaison, including, but not limited to, (i) providing summaries of any significant
discussions taking place and (ii) copying the staff and board liaisons on significant
correspondence.
2. Other than routine or ongoing matters, the committee shall not undertake any activity or
initiative outside the realm of these procedures without first communicating details of the
proposed activity or initiative to the committee's staff liaisons and board liaison, including
allowing sufficient time for obtaining board approval, if appropriate.
RESPONSIBILITIES
The committee shall hold the following responsibilities:
1. With input from the board, develop position descriptions and qualifications for Foundation
Board of Directors members and officers.
2. With input from the board, produce and implement a board member development program
to ensure recruitment, education, and training of skilled, knowledgeable, and effective
board members and officers.
3. With input from the board and board committees, as appropriate, conduct periodic review
of the Foundation’s corporate governance policies, including but not limited to the
following, and make recommendations to the Board with respect to proposed changes
thereto:
a. Charter
b. Bylaws
c. Rules of procedure and policy
d. Committee rules
e. Other policies
4. Evaluate and make recommendations to the board with respect to the functions of the
various board committees, including their structure, composition, responsibilities, and
performance.
5. Evaluate and make recommendations to the board with respect to board performance
standards and procedures for review of the board’s performance, including periodically
conducting a board performance self-evaluation and governance process evaluation.
6. Assess the education needs of the board and work with board and staff leadership to
develop appropriate training programs.
7. Serve as liaison to the Nominating Committee, including developing a skills profile of the
current board, identifying gaps in expertise and representation on the board, and recruiting
and recommending potential new members.
8. Undertake any other responsibilities as may be delegated to the committee by the board or
the board president.
AUTHORITY
The committee has the authority to make recommendations about governance policies and
procedures but does not have final authority to adopt or amend any polices or procedures that
will bind the full board, any individual board member, or any board committee. The authority to
adopt and amend such policies and procedures rests solely with the board.
MEETINGS, COMMUNICATION, AND RECORD KEEPING
The committee will meet annually, and as often as it deems necessary or appropriate, either in
person or telephonically or electronically, and at such times, places and manner as its chair may
determine. The chair will communicate pertinent meeting details to the board in a timely fashion.
It is the responsibility of the committee chair to collect and archive all work of the committee.
That includes meeting agendas, minutes, formal communications, reports, and other important
documents as they pertain to the work of the committee. These shall be uploaded to the
committee's respective Google Drive folder in a regular and timely fashion using a file naming
convention for easy identification and retrieval.
All Committee Members are required to review and sign an Annual Committee Form and return
to the Committee Chair within 30 days of receipt.
EVALUATION
Once per biennium, the committee will conduct a comprehensive evaluation of the committee’s
performance in relation to the responsibilities set forth in these rules of procedure and such other
matters as the committee may deem appropriate. The performance evaluation will be conducted
in such manner as the committee deems appropriate. On the basis of the performance
evaluation, the committee will consider whether any revisions to these rules of procedure are
necessary or advisable and will examine the impact of any such revisions on other committee
and/or governance policies or procedures. Any recommended revisions shall be presented to the
board for approval.
ALPHA OMICRON PI FOUNDATION
(the “Foundation”)
FINANCE COMMITTEE
RULES OF PROCEDURE
Updated February 2021
PURPOSE
The purpose of the Finance Committee is primarily to provide financial oversight for the Foundation
Board members. The committee shall oversee budgeting and financial planning, financial reporting,
and the creation and monitoring of internal controls and accountability policies and shall ensure that
the Foundation meets all financial legal requirements of a 501(c)(3) tax-exempt organization.
COMMITTEE MEMBERS
The Finance Committee shall consist of the Chair, who serves in this role as treasurer of the
Foundation Board of Directors; the Foundation president; the Foundation controller; the Foundation
executive director; and at least three additional members not currently serving in another
Foundation leadership role. Please refer to Foundation Board Policies Section III.D on Appointments
for further details.
RESPONSIBILITIES
At the beginning of each biennium, the committee will review and/or adopt rules of procedure
under which it will operate.
The Committee’s responsibilities are as follows:
1. Budgeting and Financial Planning
a. In coordination with Foundation staff reviews an annual operating budget, scholarships,
and grant funding levels for approval by the Foundation Board of Directors.
b. Monitor adherence to the budget.
c. Assist in developing long-range financial goals along with funding strategies to achieve
them.
d. Integrate strategic plan objectives and initiatives into all budgets and funding strategies.
e. Present all financial policies, goals, and proposals to the Foundation Board of Directors
for approval.
f. Provides recommendations regarding the level and use of the Operating Reserve Fund.
2. Reporting and Monitoring
a. Develop useful and readable report formats with input from staff.
b. Work with staff to develop a list of desired reports noting the level of detail, frequency,
deadlines, and recipients of these reports.
c. Work with staff and board members to understand the significance of all reports,
ensuring that they help to focus the board’s discussion about expected outcomes and
potential strategies for overcoming setbacks or changes in the financial environment.
d. Present financial reports to the full board in conjunction with all regularly scheduled
meetings/calls.
3. Policy Development and Maintenance
a. Create, approve, and update (as necessary) policies that help ensure the assets of the
Foundation are protected.
b. Ensure that policies and procedures for financial transactions are documented in a
manual and that the manual is reviewed annually and updated as necessary.
c. Ensure approved financial policies and procedures are being followed.
d. Play a role in determining and updating bank account signatories as well as in ensuring
that all legal and governmental filing deadlines are met.
e. Ensure compliance and/or develop other policies that further serve to protect the
Foundation and manage its exposure to risk. These include establishing policies
surrounding the following:
i. Personnel policies
ii. Executive compensation packages
iii. Long-term contracts or leases
iv. Loans or lines of credit
v. Internet use and computer security
vi. Capital purchases
vii. Disposition of donated stock
viii. Insurance requirements and reviews
ix. Record retention
x. Gift acceptance
f. Perform an annual review of the following policies:
i. Rules of Procedure
ii. Invested Funds Spending Policy
iii. Accounting Policy
iv. Donor Pledge Write-off Policy
v. Operating Reserve Policy
vi. Foundation Investment Policy
4. Audit Committee
a. Recruit and select the auditor/auditing firm.
b. Review the draft audit and Form 990 as presented by the auditor.
c. Present the audit report to the full board of directors (if the auditor does not do this).
d. Review the management recommendation letter (SAS112) from the auditor and ensure
follow up on any issues mentioned.
5. Investment Committee
a. Draft an investment policy detailing the objectives of the investment portfolio, guidelines
on the asset allocation of the portfolio based on a predetermined level of risk tolerance,
authorizations for executing transactions, disposition of earned income, etc.
b. Ensure provisions of the policy are followed.
c. Review the policy at least annually and update if necessary.
d. Hire and evaluate the investment managers/advisors.
6. Role of the Finance Committee Chair
a. The Finance Committee Chair also serves as the Foundation Board of Directors Treasurer,
whose specific duties are described in the Foundation’s bylaws.
b. As chair of the Finance Committee, the Foundation Board of Directors Treasurer makes
sure the committee fulfills its duties.
c. Specific duties of the chair include:
i. Serving as the principal liaison between the committee and the full board.
ii. Working with the executive director to set an agenda for each committee
meeting.
iii. Notifying members about the meeting.
iv. Ensuring handouts and reports are prepared and sent to committee members in
advance.
MEETINGS, COMMUNICATION, AND RECORD KEEPING
1. Meetings shall occur at least two times per year at the call of the committee Chair.
2. It is the responsibility of the committee chair/Board liasion to collect and archive all work of
the committee. That includes meeting agendas, minutes, formal communications, reports,
and other important documents as they pertain to the work of the committee. These shall be
uploaded to the committee's respective Google Drive folder in a regular and timely fashion
using a file naming convention for easy identification and retrieval.
3. All Committee Members are required to review and sign an Annual Committee Form and
return to the Committee Chair within 30 days of receipt.
GRANTS COMMITTEE
RULES OF PROCEDURE
Revised January 2021 and February 2021
The Grants Committee operates under the direction of the Board of Directors (the “Board”) of
the Alpha Omicron Pi Foundation (the “Foundation”) to accept and evaluate requests for
funding from Alpha Omicron Pi (the “Fraternity”) and arthritis-related research. All grants must
meet the requirements of acceptable qualified purposes of a 501(c)(3) tax-exempt
organization.
The Grants Committee shall consist of the Chair and three or more members. Please refer to the
Board of Directors Rules of Procedure and Policy for further details.
MEETINGS, COMMUNICATION, AND RECORD KEEPING
1. If the Committee is not chaired by a Board member, the Chair shall maintain regular
communication with the Committee's staff liaison and Board liaison, including, but not limited
to,
a. promptly sharing minutes of any committee meetings and conference calls.
b. providing summaries of any significant discussions taking place outside meetings and
conference calls.
c. copying the staff and Board liaisons on significant correspondence should either party
not be available for the discussions.
d. collecting and archive all work of the committee. That includes meeting agendas,
minutes, formal communications, reports, and other important documents as they
pertain to the work of the committee. These shall be uploaded to the committee's
respective Google Drive folder in a regular and timely fashion using a file naming
convention for easy identification and retrieval.
e. Ensuring committee members review and sign an Annual Committee Form and return to
the Committee Chair within 30 days of receipt.
2. Other than routine or ongoing matters, the Committee shall not undertake any activity or
initiative without first communicating details of the proposed activity or initiative to the
Committee's staff liaison and Board liaison, including allowing the Board liaison sufficient time
for obtaining Board approval, if appropriate.
3. Throughout the fiscal year, special grant requests will be considered by the Committee on a
case-by-case basis. At least two regular meetings to evaluate grants will take place each year.
EDUCATIONAL GRANTS
The duties of the Committee in relation to educational grants for the Fraternity and its related
entities are as follows:
a. Establish application process.
b. Review applications and substantiating information to determine that portion of the
grant request that meets the requirements and can be funded by the Foundation,
according to current IRS guidelines.
c. Work with the Budget/Finance Committee and controller to determine available
funding prior to finalizing grant awards.
d. Recommend approval of the grant amount to the Board.
e. Oversee follow up reporting and substantiation of funds spent.
f. Report to the Board the successful completion of funded grants.
ARTHRITIS GRANTS
1. The duties of the Committee in relation to Arthritis Grants are as follows:
g. Receive all grant applications, review them, and submit recommendations to the Board.
h. Work with the Budget/Finance Committee and controller to determine available
funding prior to finalizing grant awards.
i. Recommend approval of the grant amount to the Board.
2. Arthritis Grant requirements are the following:
a. All organizations must complete the formal application process.
b. Grant proposals must be approved by the Arthritis Foundation National Office or related
organizations, such as CARRA, the Canadian Arthritis Society, or by the institution that is
responsible for the program.
c. Applications must be submitted by April 15 of each year except for Fraternity chapter
mini grants. Research applicants must hold a Ph.D. or M.D. degree or must be a Ph.D.
candidate.
d. Proposals must be for research in a field related to arthritis and/or other rheumatoid
diseases and may be either in pure or applied research or for programs to enhance the
lives of those affected by arthritis. While grants may be used for specialized laboratory
equipment, if justified, no other indirect cost will be funded.
e. Research which is of benefit to women and/or children or by women researchers will be
given preference.
f. Applications submitted by the Arthritis Foundation or other organization that has a peer
review system in place shall only be required to submit a copy of their application form
and the approved abstract for each applicant, along with their recommendation.
g. If the application comes from a researcher who is applying for a grant independent of
point e. above, the application shall include:
i. a one-page abstract summarizing the proposed project and its expected
results;
ii. a budget that includes the name and address of the person or office that will
administer the grant;
iii. a letter from the institutional authority stating approval of the project and any
other pertinent information regarding the applicant;
iv. a letter of endorsement from the department head or person who will
supervise the project.
h. Upon completion of the project, the organization or individual accepting an arthritis
research grant shall send a letter summarizing the results of the research, including
copies of any publications derived therefrom, a financial accounting of the grant monies,
and return of any money which has not been used.
3. Mini grant applications from collegiate and alumnae chapters are accepted on a rolling basis
and are evaluated by the Committee two times per year. Mini grants will have the following
restrictions:
a. Total budget of $50,000 is allocated for mini grants each fiscal year from the Arthritis
Fund. The funds will be allocated to applicants with the strongest case for support.
Most grant requests will not be fully funded due to monetary limitations.
b. All monies must be restricted to fund specific programs and cannot be applied to the
general operating budget of the recipient organization.
c. Recipient organization must provide documentation of how the mini grant funds
were spent, including completion of a grant outcome report within one year of
receiving said funds. Report must clearly document the restricted account the funds
were applied to in support of the funded program.
d. The recipient organization’s CEO or CFO must certify that none of the funds
received were spent on general operating expenses.
e. The Committee will work in concert with the Fraternity to ensure the selected projects
are the most beneficial to the Fraternity and Foundation funding goals.
4. All grant applicants will be notified by the Committee on the approval status of each
application within 120 days of receipt. The Fraternity will be copied on all outgoing
correspondence.
5. If the AOII Fraternity Council should discontinue arthritis as the international philanthropy, the
Committee would complete its work for the fiscal year only. The money remaining in the
Arthritis Fund of the Foundation would be disposed of under the terms of the Foundation
charter and Bylaws by vote of the Board.
FRATERNITY GRANTS
1. The duties of the Committee in relation to Fraternity Grants are as follows:
a. Receive all grant applications, review them, and submit recommendations to the Board.
b. Work with the Budget/Finance Committee and controller to determine available
funding.
c. Recommend approval of the grant amount to the Board.
2. Fraternity grant requirements are as follows:
a. Fill out AOII Foundation application and submit each request by April 15 of each year.
b. Grant proposals must meet the appropriate criteria for funding:
i. Requests must meet either the charitable or educational purposes of the
Fraternity’s members, i.e., behavioral education programs, historic
preservation, etc.
ii. They may include scholarships and funding for leadership training that is
general in nature and not specific to furthering the interests of the Fraternity.
iii. Requests that are deemed to serve the social, recreational, or private interests
of the Fraternity are not eligible.
iv. Records must be maintained that address what portion/percentage of training
programs are related specifically to Fraternity operations that do not meet the
general funding guidelines.
v. Funds are to be fully expended during the fiscal year for which they are
requested.
3. Applications must be submitted by April 15 of each year and shall be reviewed and approved
by the Committee before May 15.
a. The Board will vote on recommendations by May 31.
b. The Foundation will notify the Fraternity within five business days of the official Board
vote.
4. The Fraternity shall provide documentation through a Grants Report to the Foundation of all
grant expenditures for the previous fiscal year by September 15. Funding for new grants will not
be made available until this report is received.
5. Unused grant funding may qualify for an extension and rolled over into the following fiscal year
upon written request to the Committee. The request should include a full accounting of the
funds expected use and the timeline in which they are to be spent.
NOMINATING COMMITTEE RULES OF PROCEDURE
Overview and Qualifications
The Nominating Committee assists the Foundation Board of Directors in vetting
potential Board candidates; accepts and reviews nominations; selects qualified
candidates with demonstrated abilities to perform these roles as defined and set out by
the Bylaws; and prepares, announces, and presents the ballot to the membership for
election at the Business Meeting of the Foundation held at each biennial Convention.
1. Committee members should be knowledgeable about the Foundation’s vision,
mission, programs, and operations.
2. Board experience, fund raising experience, and human resources experience are
assets for members serving on this committee.
3. It is strongly preferred that committee members who are not current or former
Foundation Board members have experience as a Foundation Ambassador,
committee member, or volunteer.
4. Members who are appointed to the Nominating Committee are not eligible to be
nominated for the Board of Directors for the upcoming biennium.
5. The Committee shall operate in conformance with the Alpha Omicron Pi Foundation
Charter, Bylaws, and Rules of Procedure and Policy.
Committee Makeup
The Nominating Committee shall consist of five members, three of whom are approved
by the Foundation Board. The members of the Committee shall be the Committee
Chair, two current or past Foundation Board members, and two at-large members.
1. The Committee Chair shall be a former member of the Foundation Board with
preference given to someone who has previously served as a member of the
Nominating Committee.
2. It is preferred that two of the Committee positions be filled by current Foundation
Board members who are ineligible or who are not seeking to serve another term. At
least one retiring Board member must serve.
3. The remaining Committee position(s) selected by the Board shall be filled by former
Foundation Board member(s) or current or former Foundation Committee member(s)
or Foundation Ambassador(s) or members of the Fraternity network or board
structures.
4. The Foundation President shall recommend a Chair to the Board for approval. The
Chair and the two Committee members selected by the Board, shall be approved by
a majority vote of the Board, by a date set by the Board of the year preceding an
election year.
5. The Board-elected Chair and two members of the Nominating Committee will then
choose the two at-large members by a date set by the Board in the year preceding
an election year.
Duties of the Nominating Committee
1. Review and recommend changes to the Position Descriptions and Statement of
Expectations for Foundation Officers and Directors and the Nomination/
Recommendation form and recommend the document(s) to the Board for adoption.
2. Develop a detailed plan of action/timeline for the nominating process, following as
closely as possible the timetable for the Fraternity Executive Board nominating
process.
3. Ensure that funds for the nominating process are included in the Foundation’s
Convention year budget. Expenses may include committee phone calls, conference
calls, and the Nominating Committee Chair and balloted candidates’ expenses for
room and board at Convention. Registration fees are a personal expense for all
Convention attendees. (Note: The Foundation encourages donation of travel
expenses as gifts in-kind, if members are able to do so.)
4. Solicit nominations from the membership for receipt by a date set by the Board to
align with the timeline for Fraternity Executive Board nominations of each year
preceding an election year using the following methods:
a) E-mail communications to all Council members, which includes position
descriptions and information about the election process and timeline.
b) Postings on the Foundation and Fraternity websites.
c) Announcements through other electronic and social media, as appropriate.
5. The completed nominations received will be sent to all members of the Foundation
Nominating Committee after the deadline.
6. The Nominating Committee shall interview candidates by conference call during an
agreed upon timeframe. After all interviews are completed, the Committee shall
convene by conference call to select qualified candidates and prepare the ballot of
Foundation officers and Directors. The committee shall place on the ballot each
candidate who:
a) is qualified to perform the responsibilities of the Foundation Director position as
set forth in the Position Description and, if applicable, the responsibilities of the
specified Officer position as set forth in the Bylaws.
b) agrees to comply with the Statement of Expectations.
c) agrees to attend Convention.
7. The number of balloted candidates may exceed the number of available Board
positions. The ballot may reflect multiple candidates for the different Officer roles.
Candidates balloted for President, Treasurer, and Secretary will be removed from
each successive position during the voting process.
Duties of the Committee Chair
1. The Chair shall send an email to all candidates with a copy of the Statement of
Expectations for relevant Foundation Officer positions and non-officer Director
positions and shall contact each candidate to confirm receipt of the letter/email,
review its contents, and secure the candidate’s agreement to comply with the
Statement of Expectations if balloted.
2. The Chair shall confirm candidates’ mandatory attendance at Convention if balloted.
The candidates shall be informed of the interview process and when it will take
place.
3. The Chair or her designee shall call each balloted candidate immediately after the
committee decision to obtain her formal consent to be included on the ballot.
Candidates whom the committee determines not to place on the ballot are to be
contacted by phone as soon as possible (but no later than within three days) and
thanked for their interest before the final ballot is released to the membership.
4. The ballot shall be announced to the Fraternity membership in accordance with the
previously established Election Timeline. Prior to the announcement to the
membership, The Chair will notify incumbent Foundation Board Officers and
Directors. The ballot, which will include candidates for Officer and Director positions,
shall be announced in the Call to Convention published for notice to Council.
5. The Chair shall introduce balloted candidates during a business session at
Convention and shall present the candidates for election during the Foundation
Business session. Candidates who are elected are expected to remain for an
incoming Foundation Board meeting on the final Sunday of Convention, if such a
meeting is to be held.
6. After the election, the Chair shall perform an evaluation of the nominations process
with committee members, Board and staff. The Chair shall record recommendations
for the future and provide documents to the incoming Chairman of the Foundation
Nominating Committee.
Revised 4/29/20
ALPHA OMICRON PI FOUNDATION
(the “Foundation”)
DIAMOND JUBILEE & ENDOWED SCHOLARSHIP
RULES OF PROCEDURE
Approved October 2007; amended November 6, 2009; May 25, 2011; February 19, 2013; May 6, 2017; May
2019; and February 2021.
GOVERNING POLICIES
1. Every member of the Fraternity in good standing may be eligible during her lifetime for one
undergraduate and one graduate scholarship.
a. A member who will be an undergraduate student for the award period may apply for
a scholarship to use during her sophomore, junior, or senior year.
b. A member who will be a graduate student for the award period may apply for a
scholarship to use for up to one full academic year of graduate school.
c. Current members of the Fraternity Executive Board, Foundation Board of Directors,
Properties Board of Directors, and their immediate family members, including
daughters, sisters, granddaughters, mothers, etc., are ineligible during the period of
their service.
2. Each application will be reviewed by the Scholarship Committee, composed of team leaders
and evaluators.
3. Each application will receive a composite score, which is the sum of the total scores assigned
to the application by the committee members. The composite score will be used to rank the
applicants.
4. The undergraduate applicant with the highest composite score will be awarded the Muriel T.
McKinney Scholarship. Funding for the Muriel T. McKinney award comes from the general
body of the Diamond Jubilee Fund.
5. The graduate applicant(s) with the highest composite score will be awarded the Helen Haller
Scholarship. Funding for the Helen Haller award comes from the income on the Helen Haller
Scholarship Endowment.
6. Every application must be completed by the deadline to be considered.
7. Undergraduate winners must be registered as full-time students during the defined period
covered by the scholarship award.
8. Graduate winners may be full-time or part-time students during the defined period covered by
the scholarship award. Applicants must be registered for a minimum of six credit hours over
the course of the award period in order to be considered.
OPERATIONAL PROCEDURES
The Scholarship Committee shall consist of the chair and two or more members. Evaluators may
also be appointed as necessary. The executive director or a designee will be the staff liaison.
Please refer to Foundation Board Policies Section III.D on Appointments for further details.
1. The committee will meet annually following the scholarship application deadline.
2. The committee will review these Governing Policies and Operational Procedures at least once
each biennium and recommend desired revisions/additions to the Foundation Board.
3. The responsibilities of the committee members at each annual meeting are the following:
a. Review and recommend revisions of all scholarship-related materials.
b. Recommend the recipient, category, and dollar amount for use of all available
scholarship award money, following the guidelines for special awards and named
scholarships to the AOII Foundation Board of Directors.
c. Perform additional duties as directed.
4. The responsibilities of the committee members are defined in the job description(s).
5. After the college or university verifies enrollment at the beginning of each school term, the
designated Foundation staff member will mail the appropriate check to the school.
COMMUNICATION
1. For committees not chaired by a board member, the chair shall maintain regular
communication with the committee’s staff and board liaison(s), including but not limited to
a. promptly sharing minutes of any committee meetings and conference calls;
b. providing summaries of any significant discussions taking place outside meetings and
conference calls; and
c. copying staff and board liaison(s) on significant correspondence.
2. Other than routine or ongoing matters, a committee shall not undertake any activity or
initiative without first communicating details of the proposed activity or initiative to the
committee’s staff and board liaison(s), including allowing the board liaison(s) sufficient time
for obtaining board approval if appropriate.
APPLICATION AND EVALUATION
1. The Scholarship Committee will annually review and revise the scholarship application and
scoring rubric to reflect current trends and the need for specific information and to conform to
requirements for named scholarships.
2. The applications are completed by the applicant and evaluated by committee members.
3. The transcripts provided must be issued by the school and may be official or unofficial.
4. The committee will have a minimum of one training conference call.
5. In the event of a tie in averaged composite score, the committee members will discuss and
determine the best ranking for the applicants.
6. The committee members will use the following criteria to evaluate applications received:
a. cumulative GPA;
b. fraternity service, leadership roles, level of involvement;
c. college/university and community involvement;
d. quality of the applicant’s written statements; and
e. substance of recommendations.
COMMITTEE MEETING
1. The annual meeting of the Scholarship Committee will occur at least six weeks prior to
Leadership Institute/International Convention.
2. In advance of the Scholarship Committee meeting, the Finance Committee shall determine
the total amounts available to distribute for each of the named scholarship funds and the
total amount available from the Diamond Jubilee Fund.
3. Applicants with the highest averaged composite scores shall be matched, where
applicable, with the scholarships with the largest award(s) for which they qualify.
4. A final list of recipients will be compiled and presented to the AOII Foundation Board of
Directors for approval.
NOTIFICATION PROCESS
1. The designated staff member will update the family/donor contact information for each
named fund prior to the committee meeting when scholarship recipients are identified.
2. Award notifications will be made by June 1st.
3. Families/donors will be notified of the recipient for their named fund before Leadership
Institute/International Convention. If there are any named scholarships who were not
assigned a recipient, the donor contact will be notified by Leadership
Institution/International Convention.
RECORD KEEPING
1. It is the responsibility of the committee chair to collect and archive all work of the
committee. That includes meeting agendas, minutes, formal communications,
reports, and other important documents as they pertain to the work of the
committee. These shall be uploaded to the committee's respective Google Drive
folder in a regular and timely fashion using a file naming convention for easy
identification and retrieval.
2. All Committee Members are required to review and sign an Annual Committee Form
and return to the Committee Chair within 30 days of receipt.
ALPHA OMICRON PI FOUNDATION
(the “Foundation”)
RUBY FUND
RULES OF PROCEDURE
Approved November 2009; amended May 25, 2011; April 16, 2013; April 2017; June 2018; and February 2021.
(Appendix A to the Board of Directors Rules of Procedure and Policy)
PURPOSE OF THE RUBY FUND
To provide financial assistance to sisters in dire need who suffer economic hardship due to accident,
loss, disaster, medical expense, unemployment, or death of an immediate family member or
dependent.
WHO IS ELIGIBLE FOR ASSISTANCE
All alumnae and senior collegians of Alpha Omicron Pi whose membership is considered in good
standing according to the Governing Documents of the Fraternity. For the purposes of this
assistance, a senior collegian is defined as a member within one year of graduation. Any exception
requires the unanimous approval of the committee.
COMMITTEE MEMBERS
The Ruby Fund Committee shall consist of the chair and two or more members. The Foundation
executive director or a designee will serve as staff liaison. Please refer to Foundation Board Policies
Section III.D on Appointments for further details. Members of the committee serve without
compensation and are not eligible to benefit from the Ruby Fund while serving.
MEETINGS, COMMUNICATION, AND RECORD KEEPING
1. It is the responsibility of the committee chair to collect and archive all work of the committee.
That includes meeting agendas, minutes, formal communications, reports, and other important
documents as they pertain to the work of the committee. These shall be uploaded to the
committee's respective Google Drive folder in a regular and timely fashion using a file naming
convention for easy identification and retrieval.
2. All Committee Members are required to review and sign an Annual Committee Form and
return to the Committee Chair within 30 days of receipt.
3. For committees that are not chaired by a board member, chairs shall maintain regular
communication with the committee's staff liaison and board liaison, including, but not limited
to, (i) providing summaries of any significant discussions taking place and (ii) copying the staff
and board liaisons on significant correspondence.
4. Other than routine or ongoing matters, a committee shall not undertake any activity or
initiative outside the realm of these procedures without first communicating details of the
proposed activity or initiative to the committee's staff liaison and board liaison, including
allowing the board liaison sufficient time to obtain board approval, if appropriate.
RUBY FUND ESTABLISHMENT
The Ruby Fund budget is determined annually by the Foundation Board of Directors, based upon
recommendation of the Foundation Finance Committee. The budget is based upon the Ruby Fund
account balance, which is comprised of donor contributions earmarked for the Ruby Fund as well as
unrestricted contributions made to the AOII Foundation.
Contributions to the Ruby Fund are made on a voluntary basis and may not be earmarked for a
particular recipient. Special preference is not made for past or current Ruby Fund contributors. Ruby
Fund grants shall not exceed $7,500 unless significant special circumstances warrant a larger grant. If
the committee wishes to grant a particular applicant more than $7,500, board approval must be
obtained.
RUBY FUND APPLICATIONS
1. Ruby Fund applications shall request the following information:
a. Purpose of request
b. Amount needed and date needed by
c. Other sources contacted for help
d. Brief personal financial statement listing income and anticipated expenses
e. Amount of outstanding debts and loans
f. Personal statement outlining the dire circumstances
2. Additional information requested of collegians may include the following:
a. College major, hours carried, and date of graduation
b. Campus and chapter honors and activities
c. Type of employment and number of hours worked weekly
d. Supportive recommendation letter from a member of her chapter’s AAC
3. The two types of Ruby Fund applications shall be as follows:
a. Emergency application – provided to eligible applicants who show dire need for immediate
financial assistance (1-14 days after inquiry). Support letters are not required for alumna or
collegiate.
b. Traditional application – provided to eligible applicants who show a dire need for
financial assistance in a longer-term time frame (2-4 weeks after inquiry). AAC support
letter required for collegiate only.
CRITERIA FOR RUBY FUND ASSISTANCE
1. REASON FOR REQUEST – The primary criteria for Ruby Fund assistance is the determination of
dire need. This has been interpreted as a critical situation that is truly necessary to the life, health,
well-being, or future earning capability of the applicant. Extenuating circumstances (e.g., family
illness, death of a parent, parent's loss of employment, or a collegian's diminished employment
capability due to illness) are considered when collegians apply.
2. AMOUNT REQUESTED – The amount of the request needs to be realistic and appropriate. The
Foundation will comply with all IRS regulations relating to the reporting of grants to individuals.
An applicant may reapply for additional funds, regardless of the outcome or date of their original
application. In this case, the applicant must repeat the Ruby Fund request process outlined in the
below section of this document.
3. OTHER SOURCES CONTACTED FOR ASSISTANCE – This is requested of all applicants as it can
indicate options pursued but not currently available.
4. FINANCIAL SITUATION – A brief financial statement listing income and anticipated expenses is
requested of each applicant. This should corroborate the stated need. The following are
examples:
a. If the need relates to medical bills, copies of the outstanding bills are required, and any
approved payment will be made directly to the medical facility.
b. If the need relates to housing costs, copies of the lease/mortgage agreement are required,
and any approved payment will be made directly to the landlord or bank.
c. If the need relates to credit card bills, copies of such bills are required, and any approved
payment will be made directly to the creditor.
5. SUPPORTIVE INFORMATION – Collegians are required to furnish a supportive letter of
recommendation from a member of their chapter’s Alumnae Advisory Committee. This is a means
of verifying that the request is valid. The letter(s) shall be sent directly from the recommender to
the Foundation office.
6. ASSISTANCE TO COLLEGIANS – Collegiate seniors who would be unable to complete their studies
without assistance because of unexpected financial reverses beyond their control will be
considered for a Ruby Fund grant. Ruby Fund assistance may be used for costs including, but not
limited to tuition, textbooks, school fees, room/board (if the applicant does not live in a facility
owned by AOII), etc. Under no circumstances will a Ruby Fund grant be approved to provide
assistance with chapter expenses such as AOII housing costs or local or international dues.
COMMITTEE PROCEDURES
1. An AOII member in need contacts the Foundation office to request assistance from the Ruby
Fund. At that time, the Foundation staff member determines if the member fits the criteria for
dire need and is in good standing with Alpha Omicron Pi. If both, the member is then considered
eligible to apply for assistance. An application and letter/details outlining Ruby Fund policies
should then be provided to the applicant.
2. The completed Ruby Fund application is returned to the designated Foundation staff member
who acts as a liaison between the applicant and the Ruby Fund Committee.
3. The Foundation staff member shall verify that the application is complete. Once this is verified, she
directs the request to the chair of the Ruby Fund and copies the board liaison.
4. The chair forwards the application to the committee members. The committee reviews requests
against the established criteria.
a. If the application is incomplete or if the committee needs more information, the chair shall
direct the designated Foundation staff member to send a request for additional information
to the applicant.
b. If a collegiate senior’s letter of support from the AAC member is negative, additional
information may be sought from other members of the AAC or one of the network
specialists.
c. Ruby Fund grants are awarded solely by the decision of the committee. Committee
communications are confidential.
d. All information on the application shall remain confidential.
e. The final decision of each committee member is sent to the chair.
f. It is desirable that the committee reach a decision within 24 hours (or one business day) for
an emergency application and 48 hours (or two business days) for a traditional application.
g. Unanimous approval of the committee is needed for a grant.
5. The chair notifies the designated Foundation staff member and board liaison of the decision.
6. The designated Foundation staff member communicates the decision of the committee to the
applicant. The applicant is notified of the decision both via phone and in writing. If approved, the
Foundation staff member proceeds with processing the appropriate checks.
ACKNOWLEDGEMENTS
Official Ruby Fund gift acknowledgements will be completed by the Foundation office on official
Foundation stationery. If requested, a report of gifts received (including donor name and address, not
including specific gift amounts) will be prepared by the Foundation office and sent to the chair of the
Ruby Fund. Personal acknowledgement shall be at the discretion of the chair.
OTHER
The Foundation office will provide the annual Ruby Fund Message to all collegiate and alumnae
chapters for their use during Founders’ Day season. The message will be in conjunction with the
theme of the executive board’s annual Founders’ Day Message. The creation of the message will be
a collaboration between the Ruby Fund Committee and the Foundation staff, with final edits being
made by the Foundation executive director or her designee.
Accounting and Finance Policy
Created October 2020; Approved 11/2020
Approval of plans and commitments before they are implemented
The Board of Directors will set the annual operating budget, based on Alpha Omicron Pi
Foundation’s fiscal year (July through June), to direct how funds are to be spent. Board
approval is necessary to spend funds or make financial commitments to projects that have
not already been incorporated into the approved budget or exceed a budgeted funding level
by 10 percent and higher. Operational budget allocation shifts across spending categories
during the year, without seeking Board approval of a revised budget, are permitted as long as
the changes are budget neutral.
Accurate, timely financial reports and information returns
The Finance Committee oversees that Alpha Omicron Pi Foundation provides accurate,
timely financial reports and information returns. The Finance Committee will regularly review
financial statements, including a balance sheet and a comparison of actual financial activity to
the approved budget. The Foundation staff will maintain a calendar of report deadlines and
will advise the Board of Directors to ensure that all financial reports and information returns
have been filed as required. Books are kept on an accrual basis.
Banking institutions and accounts
In order to minimize risk and maximize benefit, Alpha Omicron Pi Foundation utilizes only
federally insured local banking and savings institutions. The amount on deposit with any one
institution may not in the usual course of business exceed the FDIC insured limit of $250,000.
The Finance Committee will review the banking relationship annually.
Deposits
All income intended for Alpha Omicron Pi Foundation will be properly received, deposited,
recorded, reconciled, and kept under adequate security. Any cash received must be promptly
and fully deposited.
Grants, gifts, and pledges
All grants and gifts will be properly received and recorded. Compliance with terms of any
related restrictions will be monitored by staff and reported to the Finance Committee. Pledges
are recorded at the time they are made. Thank you letters to donors are in compliance with
IRS regulations.
Donated goods and services
Donated goods and services are recorded in the accounting records when they would have
been purchased if they were not donated. Gifts are recorded at fair market value.
Line of credit
Alpha Omicron Pi Foundation shall maintain an appropriate line of credit to ensure regular
cash flow, the need for and use of which must be approved by the Board of Directors.
Petty cash
A petty cash fund may be maintained by staff to facilitate efficient operations. Such petty cash
funds will be disbursed only for proper purposes, will be properly recorded, and will be
adequately safeguarded at all times. Petty cash should not exceed $500.
Credit cards
Alpha Omicron Pi Foundation may maintain credit card accounts to facilitate efficient
operations. Credit cards will only be issued in the name of specific employees with specific
credit limits (ED-$10,000; Staff-$5,000) as appropriate and will be adequately safeguarded at
all times. All credit card transactions will be only for proper purposes and will be properly
recorded. Credit card use must conform to the approved budget.
Procurement and purchasing
Alpha Omicron Pi Foundation will always seek to maximize value and cost‐effectiveness in all
procurement and purchasing. New purchases exceeding $1,000 shall require at least three
competitive bids.
Disbursements
Funds will be disbursed only upon proper authorization of management and only for valid
business purposes. All disbursements will be initiated only from properly authorized
documentation and will be properly recorded. No check may be made out to Cash. The Board
shall designate the Board Chair, the Board Treasurer, the Executive Director, and any other
Board member or staff member deemed appropriate as authorized signers of checks on
behalf of Alpha Omicron Pi Foundation. No check signer may sign a blank check.
Payroll
Payroll disbursements will be made only to bona fide employees and only upon proper
authorization. Changes to each payroll will be properly documented. Alpha Omicron Pi
Foundation will ensure that payroll disbursements are properly recorded and that related
disbursements (such as payroll tax deposits and retirement funds) are made timely. Payroll
checks will not be released prior to payday, and employee advances are not permitted.
Reconciliation of banking/security statements
All banking/security statements will be delivered unopened to a designated individual who is
not otherwise involved in the preparation of checks, the depositing of funds, or is an
authorized signer of checks. This designated individual shall review and initial each statement
on a timely basis. An appropriately qualified finance staff person will reconcile each bank
account monthly prior to the issuance of financial statements for the prior month.
Asset Protection
Alpha Omicron Pi Foundation will maintain adequate bonding and/or adequate insurance
against property and casualty losses.
Liability Protection
Alpha Omicron Pi Foundation will maintain adequate liability protection insurance for its
officers and directors.
Donor Pledge Write Off Policy
Created October 2020; Approved November 2020
PURPOSE
If a Donor is unwilling or unable to fulfill a pledge made to the Foundation, the pledge
is classified as uncollectible and may be written off. The purpose of this Policy is to:
• Summarize the accounting and reporting requirements for the annual process of
pledge analysis and potential write offs.
• Provide for summary reporting of donor pledged aging of receivables at fiscal
year-end along with fiscal year-end balance of the allowance for losses of
pledges receivable and provisions and write-offs for such fiscal year-end; and
• Articulate the definitive determinants for when gifts or donor pledges should be
written off as well as an exception procedure for such write offs.
Please see the Gift Acceptance Policy for further information on the acceptance of
Pledges.
POLICY
1. GENERAL
Pledges and gifts are initiated by the Donor and documented on a signed and dated
pledge card. A letter of intent defining the Gift, or a Gift Agreement, is signed and
recorded in the Foundation’s system utilized to account for pledge receivables. All
open pledges must be reviewed to ascertain their viability and the likelihood of their
fulfillment.
The Controller maintains a schedule on an ongoing basis which details the donor’s
name, pledge amount, payments received, new pledges, and restrictions if any. Only
pledges of $1,000 or more, are listed on the schedule by name. Any pledges below
$1,000 are recorded in aggregate on the same schedule. Contributions to be received
after one year are discounted at an appropriate discount rate. The discount rate used
1
is reflective of the bond discount rate at the expected 1 year, 5-year, 10 year, etc., net
present value. At the end of the fiscal year, the Controller performs the calculation to
discount pledges receivable to be at fair value. The allowance for uncollectible
pledges calculation is also prepared by the Controller. Based on all available
information, an appropriate level of reserve for losses is determined. Generally, the
reserve is 15% of expected collections, but is subject to change based on current
circumstances.
2. WRITE OFFS
Pledges should be written off when there is relative certainty that no further payments
will be received by the Foundation. Pledges which are beyond their final fulfillment date
will be written off unless the Executive Director and the Treasurer have received other
indications that the pledge remains viable.
• Loyalty Fund Pledges shall be written off approximately 30 days after the close of
each fiscal year end unless an exception to this Policy is granted and documented
set forth in Section 3 below.
• Non-Annual Fund Pledges, which conform to one of the following descriptions, shall
be written off approximately 30 days after the close of each fiscal year-end unless
an exception to this Policy is granted and documented as set forth in Section 3
below.
a. Partially Paid Pledges dated seven or more years prior to the end of the most
recent fiscal end, for which payments should have been received beginning at
least five years prior to the end of the most recent fiscal year-end, and where no
payments have been received in more than four fiscal years, or
b. Unpaid Pledges dated three or more years ago, whose payment schedule
indicates that payments should have been received beginning at least two years
ago, and where no payments at all have been received,
3. EXCEPTIONS
Exceptions to this Policy must be documented in writing by both the Executive Director
and the Treasurer after consultation with and acknowledgment by the President. The
Executive Director will provide documentation of donor intent and interaction and the
Foundation will provide an analysis of the recommended exception to this Policy.
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4. REPORTING
The Controller shall prepare a summary report for the Board of Directors and the
Finance Committee of the aging of donor pledged receivables within 30 days after
each fiscal year-end which shall report the preliminary fiscal year-end balance of the
allowance for losses for pledges receivable, and provisions and write-offs for such
fiscal year-end, with footnotes on any outstanding requests for any exceptions to this
Policy.
DEFINITIONS
Donor is a person or entity that donates something, especially money for charitable
purposes.
Pledge is a written statement of intent by a Donor to make a future Gift to the
Foundation.
Foundation is Alpha Omicron Pi Foundation.
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Alpha Omicron Pi Foundation
Gift Acceptance Policy
Approved June 25, 2014
Revised 4/2019
Purpose
The purpose of this statement is to articulate the policy of the Board of Directors
of Alpha Omicron Foundation (the “Foundation”) concerning the solicitation and
acceptance of charitable gifts to the Foundation. The Finance Committee of the
Board of Directors will adopt appropriate procedures to implement these policies.
The Foundation solicits and accepts gifts that are consistent with its Vision and
Mission and that support its core programs and special projects.
Note: The term “gift officers” refers to Foundation Staff or designated Foundation
volunteers, such as a member of the Board of Directors.
Responsibility to Donors
• General: The Foundation, its staff and representatives shall endeavor
to assist donors in accomplishing their philanthropic objectives by
aligning them with the priorities of the Foundation.
• Confidentiality: Employees, volunteers and board members must
protect the confidentiality of donor information and prospect records as
they deem appropriate within the bounds of ethical and legal codes.
• Publication of Donor Names: Unless otherwise requested by the donor,
the names of all individual donors may be printed in Foundation’s
annual report and in other appropriate listings. Unless otherwise
specified in the document, donors making gifts to the Foundation by
bequest or other testamentary device are deemed to have granted
such permission.
• Anonymity: The Foundation shall respect the desires of donors
wishing to support the Foundation anonymously and will take
reasonable steps to safeguard those donors’ identity.
• Disclaimer: The Foundation does not provide legal, tax or financial
advice. Donors should be encouraged to discuss all charitable gift
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planning decisions with his or her legal, financial or tax advisor before
entering into a commitment to make a gift to the Foundation.
Gift Restrictions
• Unrestricted Gifts: To provide the Foundation with maximum flexibility in
the pursuit of its mission, donors are encouraged to make unrestricted
gifts to the Foundation.
• Budgeted Programs or Facilities: The Foundation may accept a gift that
is restricted as to its use, if the Foundation’s approved budget for the
year in which the gift is to be accepted includes proposed funding for the
specific program, purpose or facility for which the restricted gift is made.
• Other Restrictions: The Foundation may accept a gift that is restricted as
to a use if the Foundation’s budget for the year in which the gift is
accepted does not include funding for the restricted use of the gift, with
approval of the Executive Director.
• Variance Power: Unless otherwise approved in advance by the
Executive Director, the Foundation will reserve the right, in the document
that restricts the use of the gift, to broaden or alter the purpose of the gift
should it be determined in the future that the original purpose of the gift
no longer meets the needs or serves the mission of the Foundation.
Donor Recognition
• General: The Board of Directors, upon recommendation of its Finance
Committee, may establish criteria for the recognition and honoring of a
donor with certain honors or benefits based on various giving levels
achieved by a donor and the type of gift. These honors or benefits may
include the listing of the donor’s name on a roll or plaque of significant
donors or the opportunity to receive invitations to donor recognition
events.
• Buildings and Other Facilities: Except in the case of naming
opportunities that appear on a schedule approved by the Board of
Directors in the context of a capital campaign, the staff of the Foundation
shall make no commitments to a donor concerning the naming of
buildings or other facilities without the approval of the Fraternity Board of
Directors, upon recommendation of the Foundation Board of Directors.
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Fiduciary Relationships
• General: Unless approved in advance by the Board of Directors of the
Foundation, upon recommendation by the Foundation Executive
Director, the Foundation will not agree to serve as executor of a
decedent’s estate or as trustee of a living trust or other trust intended to
serve as a person’s primary estate planning document.
• Trusteeship: The Foundation may serve as trustee of charitable
remainder trusts (CRT), provided that no less than 100% of the
remainder interest in the trust is irrevocably dedicated to the Foundation,
and the charitable remainder trusts meet the minimum standards
established from time to time by the gift planning procedures of the
Foundation. The Foundation may serve as trustee of trusts only in
circumstances in which its investment authority as trustee is unrestricted.
The Foundation will not serve as co-trustee of a trust. The Foundation
reserves the right to have a third party oversee the CRT and assume
only the role of beneficiary should the Board of Directors deem
appropriate.
Commitment of Foundation Assets
• Bargain Sale: Commitment of funds of the Foundation in a bargain sale
transaction to acquire assets from a donor shall require the prior written
approval of the Treasurer of the Board of Directors and the Executive
Director. Such approval shall generally be restricted to situations in
which the asset to be acquired is one that will be used by the Foundation
in its program or that can be readily disposed of for cash within a
reasonable time.
• Gift Annuities: The Foundation, upon recommendation of the
Foundation Executive Director and approval by the Board of Directors,
may issue charitable gift annuities to donors in exchange for their
contributions. If annuities are offered, the Foundation shall use annuity
rates published by the American Council on Gift Annuities. The
Foundation reserves the right to have a third party oversee the gift
annuity program and assume only the role of beneficiary should the
Board of Directors deem appropriate.
• Partnership and Other Liabilities: The Foundation will not accept
interests in partnerships or other investment entities exposing the
Foundation to liability, including the obligation to provide capital
contributions or other funding for the investment, without adequate
indemnity from the donor to fulfill those obligations.
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• Real Estate: While the Foundation accepts gifts of real estate, potential
liability of the Foundation arising from real estate should be minimized
pursuant to procedures to be adopted by the Finance Committee.
Reporting and Valuation Standards
• Reporting: For campaign and other reporting purposes, the Foundation
shall use the National Committee on Planned Giving Guidelines for
Reporting and Counting Gifts (NCPG www.ncpg.org).
• Valuation of Planned Gifts: To evaluate the Foundation’s planned giving
program and to compare the relative value of various planned gift
approaches, the Foundation shall utilize the NCPG Valuation Standards
for Charitable Planned Gifts.
Ethical Standards
The Foundation is committed to the highest ethical standards. Foundation staff
at all levels of the organization shall adhere to the International Code of Ethical
Standards of the Association of Fundraising Professionals (AFP www.afpnet.org).
Delegation
• Staff: Implementation of these policies is delegated to the Executive
Director of the Foundation, who shall be responsible for oversight of the
acceptance of all gifts by the Foundation.
• Finance Committee: The Board of Directors shall delegate to its Finance
Committee the responsibility of approving Gift Planning and Acceptance
Procedures to implement these policies. The Executive Director, who
shall be a member of that committee, may from time to time propose to
the committee revisions to the procedures.
Approval of Exceptions
Acceptance of gifts to the Foundation in a manner that is in any way
inconsistent with this statement of policy must be approved by the Foundation
Board of Directors upon recommendation of the Executive Director.
Periodic Review
• General: The Finance Committee of the Board of Directors, of which the
Executive Director shall be a member, shall periodically (but no less
frequently than every three years) review these policies to ensure that
they continue to accurately describe the policies of the Foundation with
respect to acceptance of charitable gifts, and shall propose to the full
Board of Directors for adoption those revisions that the Committee shall
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determine to be necessary or appropriate in order for the Statement of
Policy to accurately reflect the policies of the Foundation.
• Specified Review: These policies shall be reviewed and ratified by the
Board of Directors each time the Board determines that the Foundation
will embark on a capital or other fundraising campaign. These policies
shall also be reviewed upon the enactment or promulgation of legislation
or regulatory rules affecting fundraising and gift acceptance by the
Foundation, to assure continued compliance by the Foundation with
relevant legislation and rules.
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Alpha Omicron Pi Foundation
Invested Funds Spending Policy
REVISED - October 5, 2020; Approved November 2020
Purpose of the Invested Funds Spending Policy
The purpose of this Policy is to set forth the principles and guidelines for spending the
Alpha Omicron Pi Foundation Invested Funds to achieve the following goals:
• Safeguard the fund(s) for future generations
• Enable the maximum amount of spending that can be maintained over the
long term
• Ensure that Fund income is as stable and enduring as possible
• Ensure that the stated wishes of donors are honored
Furthermore, the Spending Policy is to establish a consistent plan that will enable the
Alpha Omicron Pi Foundation to approve and disburse funds that fulfill the goals
outlined in the Vision, Mission, and strategic plan of the organization.
Definition of Invested Funds
Any funds, either permanently endowed or restricted, which maintain a balance of at
least $25,000, or meet previous or alternate criteria for a named fund, that are invested
as a part of the Foundation’s portfolio.
Definition of Endowed Funds
Endowed funds are: Ruby Fund, Fraternity Grant Funds, Scholarships, General
Endowment, and other named endowed funds which meet the criteria to be invested as
a part of the Foundation’s portfolio.
Goals and Objectives
The primary investment objective of the Invested Funds Spending Policy is to produce a
rate of total return which will permit maximum support for Ruby Fund, Fraternity Grant
Funds, Scholarships, Arthritis grants, and other invested funds to the extent that is
consistent with the following: prudent management of investments, preservation of
principal, potential for long-term asset growth, and responsible investment practices.
Spending Guidelines
Spending includes administrative fees and should be made in a consistent manner with
the following guidelines:
• The invested funds shall use the definition of income as defined by Corporate
Law, which generally defines income as earnings from all sources including
interest, dividends, net rentals and capital appreciation.
• The invested funds shall retain sufficient income to offset the long-term effects of
inflation.
• A set spending rate is an industry standard for charitable endowment funds.
Thus, the Fund shall use a spend rate of no more than 3% - 5% annually of the
permanently endowed funds if needed, as recommended by the Finance
Committee and approved by the Foundation Board of Directors. This flexibility
allows for current considerations in the economy and related markets to be
factored into planned spending for future years. The preference is to spend only
the earnings of the endowed funds allowing for the corpus of the fund to grow
and mature. This does not apply to invested funds such as Arthritis, that are not
permanently endowed.
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2021-2023 AOII Foundation Board Manual
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