CHAPTER ADVISOR
HANDBOOK
Address:
Alpha Phi Omega
1441 East 104th Street, Ste. 105
Kansas City, MO 64131
816.373.8667
chapter_services@[Link]
SUMMER 2020
[Link]
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WELCOME!
Thank you for dedicating your time, energy and skills towards supporting chapters of Alpha Phi Omega. Your
leadership and service will be a driving force as the Fraternity envisions being the premier inclusive, campus-based
leadership development organization through the provision of service to others and the creation of community.
The leaders of tomorrow are today’s college students. For students to be successful leaders, they need more than
strong academic programs. They must acquire the ability to effectively work with and motivate others through the
use of organization, communication and other leadership skills. To fully prepare for participating citizenship, it is
critical that students learn the importance of and experience the benefits of volunteerism.
As students strive toward excellence and developing their skillset through service, advisors help the chapter sustain
and grow. Your role is especially important because you are a mentor, motivator, coach, trainer and a stable source
of resources for a chapter. Advisors supply stability to a chapter. Advisors encourage and confirm chapter officers,
as well as offer support and guidance when asked. Advisors provide resources and connections to the university,
to the community and to the Fraternity as a whole.
This guide is intended to provide you with an understanding of the basics of being an advisor. The details of each
advisor position and how to best support the chapter you advise will need to be worked out with the chapter itself.
Collaborate with the members of the chapter to determine their needs and how the advisor role can best support
those needs while positively impacting the future of APO on your campus. Chapters are more successful when
they have a strong relationship with their advisors.
This guide should be shared with all advisors supporting the chapter so that each chapter’s support team can
be sure to provide mentorship and guidance toward solutions and success for their chapter in an organized and
cohesive manner.
Yours in Leadership, Friendship and Service,
Kimberlee Castillo Yee
National Advisor Development and Engagement Program Chair
INTRODUCTION
TO ALPHA PHI OMEGA
WHAT IS ALPHA PHI OMEGA?
Alpha Phi Omega is a 501(c)3 not-for-profit organization, but is better recognized as the largest coeducational national
service fraternity in the country. With active chapters at more than 350 colleges and universities throughout the United
States of America and Canada, servant leaders are being developed worldwide. The Fraternity was founded in 1925 based
on the principles of the Boy Scouts of America.
WHO IS WELCOME TO JOIN THE FRATERNITY?
Membership is open to all enrolled students and is as diverse as the college population itself. Each chapter, working
under the National Bylaws and Standard Chapter Articles of Association, recruits its own membership, selects its
leadership, and develops its service program. As the support system for chapters, advisors too are granted membership in
Alpha Phi Omega, regardless of their involvement during their collegiate years.
HOW DOES A CHAPTER BECOME RECOGNIZED?
University or college approval is required for a chapter to be in good standing with the National Fraternity. Accordingly,
APO charters are presented to the college or university, not to groups of students. Nationally, APO is governed by a
biennial convention composed of student delegates from each chapter. Voting delegates at each National Convention
consider legislation, elect several national leadership positions and set fees and priorities. The National Office in
Kansas City, Missouri provides supplies and other resources and coordinates educational programs, such as leadership
development workshops, service exchanges and national programs.
HOW IS THE FRATERNITY GOVERNED?
The Fraternity is administered at three levels. First, the Fraternity is governed between the Biennial National
Conventions by the Board of Directors. Additionally, the Fraternity has a National Operations Council that handles
the development, implementation and evaluation of the Fraternity’s programs and other administrative and operational
functions. Second, there are eighteen geographic regions, each led by a regional chair who serves a two-year term. Each
regional chair is responsible for supporting and promoting activities within their region. Regional conferences are
held every two years to facilitate interaction between chapters and to promote motivation, idea sharing and leadership
development. The regional chairs also serve on the Operations Council, along with ten program chairs who oversee the
various program areas of the fraternity. Third, sections are housed within regions. Each section elects a sectional chair to
serve a one-year term and usually holds one or two conferences per year. Both sectional and regional chairs can be helpful
resources to chapter advisors. Advisors are invited to attend events at all levels of the Fraternity, including conferences
and educational events.
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IMPORTANT
DATES AND DEADLINES
The advisory committee works as a team to foster meaningful connections and successful operations in the chapter,
on campus and in the community. Just as the campus administration has guidelines student organizations must follow
throughout the year, so does Alpha Phi Omega. Advisors should familiarize themselves with the activities, dates and
deadlines below to help the chapter maintain administrative best practices throughout the academic year. The items
below can be viewed and submitted through the Fraternity’s reporting platform, Officer Portal.
RELEASE DATE IN
ACTIVITIES CONDUCTED DUE DATE
THE OP
PLEDGES Within 10 business days of Available 24/7
Input new pledges into the Officer Portal and pay $31 fee ($25 pledging fee and $6 the Pledge Ceremony
insurance fee).
INITIATES Within 10 business days of Available 24/7
Input initiates into the Officer Portal and pay $35 initiation fee. the Initiation Ceremony
CHARTER REAFFIRMATION & AMD Fall: Nov. 15 Fall: First week in Sept.
Review and complete Charter Reaffirmation form in the Officer Portal. Update the Spring: Apr. 15 Spring: First week in Jan.
membership roster, delete inactive members and pay Active Membership Dues (AMD) for
each member - $17 per active member ($14.50 national, $1.50 regional and $1 sectional).
NATIONAL SERVICE WEEK Nov. 15 Sept. 1
Submit the report for your National Service Week project(s) in the Officer Portal.
SPRING YOUTH SERVICE DAY May 1 Feb. 1
Submit the report for your Spring Youth Service Day project in the Officer Portal.
OUTSTANDING DEBTS Nov. 15, Apr. 15, ongoing Available 24/7
Chapters are required to pay any outstanding debts to the National Office. Chapters can check if
they have any debts in the Dashboard section of the Officer Portal.
CHAPTER OFFICERS LIST After each election Available 24/7
Update current officer listing in the Officer Portal after officer transition.
GRADUATING SENIORS LIST Jun. 1 Available 24/7
Submit list of graduating seniors for fall and spring semesters in the Officer Portal.
$
ANNUAL FINANCIAL REVIEW July 31 Sept. 1
Submit verification of review of previous year’s financial records if not already completed
with Charter Reaffirmation. Form available in the Officer Portal.
MAINTAIN 501(c)(3) NOT-FOR-PROFIT STATUS By the 15th day of 5th IRS website available
Chapters not using school checking must file the 990-N e-Postcard once per year. Check the month of chapter’s tax year 24/7
Chapter Dashboard in the Officer Portal to determine specific due dates.
CHAPTER BYLAWS Immediately after revision Available 24/7
Submit copy of revised chapter bylaws within the Charter Reaffirmation and upload revisions
through the Officer Portal.
ADVISORY COMMITTEE
DUTIES AND RESPONSIBILITIES
The advisory committee is intended to be a team, and no one advisor should be expected to meet all chapter needs by
themself. The advisory committee description and expectations should be determined by the chapter at large, outlined
in the chapter bylaws and reviewed annually to ensure they continue to meet the needs of the chapter. There are some
general roles, however, that are common across advisor expectations.
COACHING AND MENTORSHIP
The members of the advisory committee serve as leadership mentors to chapter officers, as well as to
other brothers within the chapter as they develop their leadership skillset. Advisors also serve as role
models and encouragers, both to the chapter as a whole and to the individual members.
NETWORKING AND CONNECTIONS
The advisory committee serves to connect the chapter to resources external to the chapter, whether
those are the resources of the campus, the community, Scouting and youth services or the Fraternity as a
whole.
INSTITUTIONAL KNOWLEDGE
The advisory committee is also the institutional memory of the chapter, knowing what has worked
in the past and what has not, as well as why. As part of being the institutional memory, the advisory
committee can notice warning signs of potential problems, such as changes in members or participation,
declining financial resources or problems with planning and evaluation. As a result, advisors can work
with the chapter to find solutions or reach out beyond the local support team for further assistance.
VOICE OF REASON
This may be with regards to adherence to national or chapter bylaws or university policies and rules. It
may involve reminding the chapter of deadlines. An advisor may help the chapter avoid committing
itself beyond its resources, whether those resources are financial or in terms of time or workforce.
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UNDERSTANDING
THE ADVISOR POSITIONS
To maintain good standing with the National Fraternity, each collegiate Alpha Phi Omega chapter must have at least
four advisors - two faculty or staff, one community and one scouting or other youth services. One of these advisors will
also serve as advisory chair. Chapters may have additional advisors beyond the required four outlined by the National
Bylaws. The selection, appointment and duties of these additional advisors must align both with the needs of the chapter
and its bylaws.
Advisors should be actively involved and committed to the future success of the chapter and not just a signature on a
form. Ideally, an advisor is a leadership mentor to chapter officers, a role model to chapter members, an encourager and a
voice of reason. Additionally, one of the advisors should help the chapter review financial records annually.
Advisors cannot be undergraduate students and should be at least two years post-graduate. This helps ensure the advisor
is removed enough from the undergraduate experience to guide efficiently and with experience.
Position descriptions and expectations should be outlined in the chapter’s bylaws and reviewed annually to ensure they
remain true to the needs of the chapter. Any changes made should be discussed between the executive and advisory
committees to ensure all changes have been fully communicated. This might take place during an annual joint meeting
of the executive and advisory committees or during officer training sessions. Time expectations and other variables that
may impact the relationship between the advisor and the chapter should be included in this discussion.
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ADVISORY CHAIR
DUTIES AND RESPONSIBILITIES
Advisors exist to support, coach and mentor members and chapters of the Fraternity while developing their servant
leadership journey. As advisory chair, the main undertaking is to oversee the advisory committee and help build
connections between members of the chapter and the chapter advisors. With a holistic understanding of chapter and
Fraternity history, the advisory chair serves as a non-biased voice of the advisory committee and should be a non-voting
member of the chapter executive committee.
The advisory chair should be most familiar with the sectional and regional staff and know who to contact and how to
connect officers to those leaders.
Throughout the academic year, the presence and engagement of the advisory chair varies. Most commonly, the advisory
chair can expect to do the following:
• Attend membership ceremonies
• Attend chapter meetings and executive committee meetings
• Extend support to chapter members
• Guide leaders through program development
• Advocate for chapter growth and development
The main points of contact for this advisor can include, but are not limited to: chapter president, vice president of
membership and treasurer. All advisors should be in contact and have a relationship with the executive committee as a
whole.
NOTE: The advisory chair’s signature is required twice per year on the Fall and Spring Charter Reaffirmations. This form
is due through the Officer Portal no later than November 15 and April 15 and is required as a part of the Fraternity’s
good standing requirements (Article X, Section 8).
HELPFUL RESOURCES FOR ADVISORY CHAIR
• Advisory Chair Core Competencies • Recruitment Tips, Ideas, Tricks & Tools
• Introduction to Alpha Phi Omega Manual • Retention Tips, Ideas & Tools
• Understanding Membership Dues and Fees • Chapter Assessment and Planning Session Handbook
• Fall and Spring Charter Reaffirmation Instructions • APO Mobile Resource App
• Chapter Continuity Planning Guide • National Bylaws
• Advisor Recruitment Guide • Chapter bylaws
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COMMUNITY ADVISOR
DUTIES AND RESPONSIBILITIES
A community advisor is one who has connections with other individuals and local organizations in the chapter’s
immediate geographic area. As a community representative, a key responsibility is to help the chapter build and
maintain relationships that serve the community well. It is ideal if this advisor is an active citizen in the community
which the chapter serves.
The community advisor plays a special role in chapter programming and planning because of the shared connections
they develop. This advisor can help bring on new projects that fit the needs of the chapter and interests of members, as
well as help the chapter make adjustments to programming when those needs or interests shift from year to year.
As an active member of the community that houses the chapter, this advisor also serves as an advocate for the needs of
individuals within the community.
The main points of contact for this advisor can include,
HELPFUL RESOURCES but are not limited to: vice president of service, treasurer,
and secretary. All advisors should be in contact and have a
FOR COMMUNITY ADVISOR relationship with the executive committee as a whole.
• National Service Week Handbook
• Road Map: Creating a Virtual Service Program
• Virtual Service Guide
• Road Map: Creating a Virtual Leadership Program
• Virtual Leadership Guide
• Virtual Fellowship Guide
• Spring Youth Service Day Handbook
• Chapter Continuity Planning Guide
• Advisor Recruitment Guide
• Chapter Assessment and Planning Session Handbook
• APO Mobile Resource App
• National Bylaws
• Chapter bylaws
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FACULTY/STAFF ADVISOR
DUTIES AND RESPONSIBILITIES
A faculty or staff advisor plays a key role in the success of the chapter. Whether they act as a
mediator during conversations, facilitate the scheduling of rooms at the beginning of each semester or oversee elections
to ensure things go smoothly, these advisors provide hands-on support on campus. With a foot in both chapter and
campus affairs, these advisors provide opportunities for a range of people to get in contact with each other.
As a national organization hosted by colleges and universities across the country, having a mentor and advocate on
campus can serve the chapter well. This includes helping identify ways the chapter can support the needs of the campus,
keeping the chapter informed and up-to-date regarding campus policies and procedures and helping officers build
positive relationships with administrators and other members of the campus community.
Faculty/staff advisors provide support by understanding requirements for student organizations on campus and helping
the chapter operate within them. The best way to get that information is to establish a relationship with the campus
administrator who works specifically with the chapter, such as the associate director of Greek life or student activities,
and facilitate a review of the information with them and the chapter president on an annual basis.
Throughout the academic year, the presence and engagement of the faculty/staff advisor varies. Most commonly, the
faculty/staff advisor can expect the following:
• Assist the chapter with booking meeting and event spaces on campus
• Connect APO with other student organizations
• Find speakers for leadership development opportunities
• Conduct the annual financial review as part of the chapter’s good standing requirements
• If a faculty/staff advisor does not wish to complete the financial review, they may assist in helping the chapter
find another campus resource to do so.
The main points of contact for this advisor can include, but are not limited to: vice president of membership, secretary
and treasurer. All advisors should be in contact and have a relationship with the executive committee as a whole.
HELPFUL RESOURCES FOR FACULTY/STAFF ADVISOR
• Faculty/Staff Advisor Core Competencies • APO Mobile Resource App
• Chapter Continuity Planning Guide • National Bylaws
• Advisor Recruitment Guide • Chapter bylaws
• Recruitment Tips, Ideas, Tricks & Tools
• Chapter Assessment and Planning Session Handbook
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SCOUTING OR YOUTH SERVICES ADVISOR
DUTIES AND RESPONSIBILITIES
As a Scouting and youth services advisor, ensuring the chapter maintains a commitment to serving the youth is a top
priority. This advisor should have a solid knowledge of community youth programs, as well as the needs of youth in the
community surrounding the campus. This advisor is key in helping the chapter provide meaningful service for and with
youth.
An advisor affiliated with the Boy Scouts of America or Girl Scouts of the United States of America might assist the
chapter in planning events with a local area council including:
• Merit Badge University
• STEM badge events
• Field days
Local Scout camps are typically great locations for chapter and/or officer retreats, so chapters may want to take advantage
of this advisor’s potential connections.
HELPFUL RESOURCES The main points of contact for this advisor can include, but
are not limited to: vice president of service, vice president of
FOR SCOUTING OR YOUTH SERVICES membership and secretary. All advisors should be in contact
ADVISOR and have a relationship with the executive committee as a
whole.
• Spring Youth Service Day Handbook
• Virtual Service Guide
• Roap Map: Creating a Virtual Service Program
• Road Map: Creating a Virtual Leadership Program
• Chapter Continuity Planning Guide
• Advisor Recruitment Guide
• Recruitment Tips, Ideas, Tricks & Tools
• Chapter Assessment and Planning Session Handbook
• APO Mobile Resource App
• National Bylaws
• Chapter bylaws
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ADVISORY COMMITTEE
FREQUENTLY ASKED QUESTIONS
To help advisors navigate chapter operations, deliver quality support to members and be the best advisor they can be,
below are questions that are frequently asked of or by chapter advisors.
AM I A MEMBER OF APO IF I’M AN ADVISOR AND DIDN’T JOIN AS AN UNDERGRADUATE?
Yes! The Fraternity offers a variety of membership types, one of which is advisory membership. Whether you found APO
through the college or university, community network or other shared connection, you are recognized as a member of
the organization.
HOW MUCH ARE MEMBERSHIP FEES? DO I OWE DUES AS AN ADVISOR?
National membership dues and fees vary based on the membership type. Understanding Membership Fees provides a
helpful breakdown of those fees. Chapter dues and fees vary from chapter to chapter. Check the chapter’s bylaws for the
most up-to-date information. While advisor members do not owe dues to the National Fraternity, chapters may have
other requirements outlined in their bylaws.
WHERE CAN I LEARN MORE ABOUT CHAPTER OFFICER DUTIES AND RESPONSIBILITIES?
The Fraternity has published chapter officer guides that cater to the primary officers that can be found in most, if not all,
chapters. This includes a guide for chapter presidents, membership vice presidents, service vice presidents, leadership vice
presidents, pledge educators, treasurers and secretaries. Visit the Chapter Officer area of the APO website to find these
resources and many more helpful chapter tools.
WHAT HAPPENS IF THE LIST OF CHAPTER ADVISORS ISN’T ACCURATE IN OFFICER PORTAL?
Chapter officers, including the advisory chair, can make officer updates in Officer Portal. As the advisory committee ebbs
and flows over time, it’s the responsibility of the chapter to be sure the list of advisors is accurately reported. Visit Officer
Portal ([Link] to establish an account and make updates.
IS THE ADVISORY CHAIR THE ONLY ADVISOR WHO CAN APPROVE THE BIANNUAL CHARTER
REAFFIRMATION?
Yes. The chapter advisory chair is the advisor who oversees the advisory committee and often has the most historical and
institutional knowledge among the advisor team. That knowledge is handy when the chapter president must complete
the Fall and Spring charter reaffirmations, affirming the information within that form is accurate.
WHERE CAN I FIND THE RESOURCES LISTED IN “HELPFUL RESOURCES FOR...?”
On the APO website, APO Mobile Resource App or by connecting with officers and volunteers of the Fraternity.
WHO CAN I DEPEND ON FOR SUPPORT AS AN ADVISOR?
In addition to the advisory committee that supports your efforts as an advisor yourself, any chapter advisor can connect
with the sectional or regional chair for more assistance and guidance at any point throughout the year. The Fraternity
also has a professional team at the National Office that is happy to either connect you with local support or answer your
questions directly.
Questions can be sent to the National Office by email at chapter_services@[Link] or by phone at (816) 373-8667.
