"IT'S NOT PERSONAL . . . IT'S PROTOCOL" - NATIONAL PROTOCOL WEBINAR MARIA BRIGHT March 23, 2017 - Jack & Jill
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“IT’S NOT PERSONAL . . .
IT’S PROTOCOL”
NATIONAL PROTOCOL WEBINAR
MARIA BRIGHT
MID-ATLANTIC REGIONAL PROTOCOL CHAIR
March 23, 2017
AGENDA • Greetings • National Protocol Committee • Roles and Responsibilities of the Protocol Chair • The Jack and Jill Protocol Experience • Rank and Order • Public Events • Handler/Escort • Rituals and Attire • Gifts and Courtesies • Resolutions and Proclamations • Guardians of Our Brand
NATIONAL PROTOCOL COMMITTEE
2016-2018
National Protocol Committee
Joselynne Forde Dawn Jones-Gaffney VaCora Rainey Carla Tyson
Chair Central Eastern Far West
npcjoselynne@jack-and-jill.org kiddiekollegemom@yahoo.com raineydds@yahoo.com carlatyson@me.com
Nichole Patton Maria Bright Andrea McHenry Julie Gray
Mid-Western Mid-Atlantic South Central Southeastern
nichole.patton@cookcountyil.gov jjmarpcbright@gmail.com mchenrylaw@yahoo.com juliegrayjackandjill@co
mcast.net
National Protocol Committee Priorities • Member Protocol Education via – National Webinar – Regional Webinars – Mothers’ Conference Workshops • Create “Protocol Perfect” Newsletter • Update the Protocol Section of Member Manual • Chapter Mother and Teen Protocol Chairs Training • Develop a National Convention Protocol Guide
WHY IS PROTOCOL IMPORTANT?
PROTOCOL AND
THE “JACK AND JILL” WAY
The What…
• The code of ceremonial forms and courtesies accepted as proper in official
dealings and public forum.
• The act of following procedures, which prescribe order and good manners in
official activities, rituals and ceremonies. (Webster’s Dictionary)
The Why…
• Enhances chapter operations by providing a supportive and structured
environment for chapter members.
• Presents our organization favorably by strengthening our image on national,
regional and local levels.
ROLES AND RESPONSIBILITIES OF THE PROTOCOL CHAIR
ROLES AND RESPONSIBILITIES
NATIONAL PROTOCOL CHAIR
• Provides guidance, support and advice on national protocol
practices and processes, with a strong focus on National
Convention.
• Acts as a protocol resource to National Executive Board.
and Regional Protocol Chairs.
• Leads the execution of National ceremonies in accordance with
the Jack and Jill of America, Inc. Member Manual.
• Supports Member education and adherence to Jack and Jill
protocol and the expected/established behaviors.
ROLES AND RESPONSIBILITIES
REGIONAL PROTOCOL CHAIR
• Appointed by the Regional Director, responsible for providing
protocol guidance and support on Regional level and acts as a
protocol resource to Regional Leadership Team and Chapter
Protocol Chairs.
• Supports flawless execution of Regional ceremonies in
accordance with the Jack and Jill of America, Inc. Member
Manual.
• Manage, arrange, and secure leadership assistants for special
guests during regional visits.
• Supports Member education and adherence to Jack and Jill
protocol and the expected/established behaviors.ROLES AND RESPONSIBILITIES
CHAPTER PROTOCOL CHAIR
• Appointed by the Chapter President, Chapters are required to
have a Protocol Chair pursuant to Article II, Section 7(E) of the
National Bylaws.
• Provides protocol guidance and support on the Chapter level,
ensuring flawless execution of Chapter ceremonies in
accordance with the Jack and Jill of America, Inc. Member
Manual.
• Manage, arrange, and secure leadership assistants for special
guests during chapter events.
• Ensures Chapter members are well educated and adhere to Jack
and Jill protocol and expected/established behaviors.THE JACK AND JILL PROTOCOL EXPERIENCE
VARIES LEVELS WHERE
PROTOCOL IS IMPORTANT
• Business Meetings
• Ceremonies
• Fundraisers and other Public Events
• Gifts and Courtesies
• Invitations
• Seating
• Form of Address
• Attire
• Room Set-UpWho Comes First? RANK AND ORDER
Order of Rank
• There are 3 Levels of Protocol (ranked highest to lowest)
– National
– Regional
– Chapter
• Rank describes the ordering by office for the chapter, regional, and
national organization
• The Presiding Officer is the highest level accountable officer at the
chapter, regional, national level
• At the Chapter, the President is the Presiding Officer and Highest Ranking
Officer
– If there is a National/Regional elected officer in chapter, she is the highest ranking
officer
• At the Regional Level, the Regional Director is the Presiding Officer, but
the National Officer of the Region is the Highest Ranking Officer
• At the National Level, the National President is the Presiding Officer and
Highest Ranking OfficerOrdering for Chapter Events
Printed Materials
President (P)
Vice President (VP)
Program Director (PD)
Recording Secretary (RS)
Corresponding Secretary (CS)
Treasurer (T)
Financial Secretary (FS)
Editor (E)
Parliamentarian (PA)
Foundation Chair (FA)
Chaplain (C)
Historian (H)
National and/or Regional Elected Officer
(NRO)Local Chapter Business Meetings
E FS T CS RS PD VP P PA FC C H OA
Elected Officers Presiding Officer Appointed OfficersFormal Public Chapter Events
E FS T CS RS PD VP P NRO FC C H Other
E FS T CS RS PD VP SG P NRO FC C H Appointments
SG is Special Guest; If any member is escorted, escort sits next to officer farthest from podiumPicture Time
C PA FS CS PD P VP RS T E FC H
H FC E T RS VP P NRO PD CS FS PA COrder of Rank
Regional Order National Order
Director President
Treasurer Vice-President
Secretary Program Director
Member-At-Large Recording Secretary
Associate Chair Corresponding Secretary
Father’s Auxiliary Chair Treasurer
Committee Chairs Editor
Committee MembersThe Formal Processional
Chapter Formal Event Mother’s Conference Teen Conference
Event Co-Chair
Conference Co-Chair Conference Co-Chair
Event Chair
Conference Chair Conference Chair
Visiting Officers (other Chapters) Visiting Officers (other Regions)
Visiting Officers (other
Appointed Regional/National Officers Former National Officers
Regions)
Appointed Chapter Officers Newly Elected Officers (low to high)
Appointed Regional Officers
Newly Elected Officers (low to high) Regional Associate Chair
Appointed National Officers Foundation Member At Large
Parliamentarian
Newly Elected Officers (low Regional Secretary
Editor
to high) Regional Treasurer
Financial Secretary
Regional Associate Chair National Elected Officers
Treasurer
Foundation Member At Regional Director
Corresponding Secretary
Large Teen Appointed Officers
Recording Secretary Teen Foundation Chair
Regional Secretary
Program Director Teen Treasurer
Regional Treasurer
Vice-President Teen Secretary
National Elected Officers
Regional/National Elected Officers Teen Vice-President
Special Guest Teen President
Special Guest
Regional Director
PresidentForm of Address and Titles
• When making introductions for during a formal public or private
meeting/event, you announce names in order of rank
• For Jack and Jill Events, Official Titles are used
• Officers can designate how they would like to be addressed
– President Jones, President Valerie, NP Val
– Director Stephens, RD Stephens, RD Janet
– President Hall, CP Hall, CP Laura
– Preferred designation for National - NP Joli, NE Tanya, etc…
– Preferred designation for MAR – RD Claudia, RT Andrea , RS Michelle , MAL Tonya
• For Public Events, Dr., Ms., Mrs., etc… is used
– Ms. Valerie Jones, National President
– Mrs. Janet Stephens, Regional Director
– Dr. Laura Hall, Chapter President
• All Members stand when the National President is Introduced; remain
standing to honor the Regional DirectorFormal or Casual
• Chapter can establish how formal their
meeting or events can be
• Not Optional
– Address officers by designated title (good
practice for when you really need it)
– Official ceremonies (do not change)
• Optional
– Use of dais for meetings or events (if no dais,
then use of head table)
– ProcessionalPUBLIC EVENTS
Public Events – Our Definition • We will define Public events as any chapter event open to members outside of the chapter or to the general public
The Invitation • Invitations sent to the public sets the tone (President) and flavor (Protocol Chair) of the chapter • The Chapter President or Protocol Chair is responsible for invitation to the Public • The Regional Elected Officers and National Officer of the Region (REB) should receive invitations for all public Jack and Jill of America events • Invitations should be sent at least 4-6 weeks prior to the event • If your budget cannot support paying for the REB, you must indicate or clearly mark the invitation as F.Y.I. (For Your Information) • An itinerary should be sent to all visiting officers ahead of time • Protocol Chair should confirm attendees at least 2 weeks prior to event
Transportation and Accommodations • The Protocol Chair or designee should prepare for travel and accommodations as appropriate for members of REB • Local transportation is provided by the Host Chapter – Pick-Up from Airport – If driving, provide directions to the event • Accommodations at hotel is provided by the Host Chapter unless otherwise designated (on the invitation) – Greet at the Hotel (pre-check in) – In room courtesies should be simple and thoughtful • The Protocol Chair should confirm travel arrangements 12 hours prior to anticipated arrival
The Event Set-Up
• Arrive at least 1 hour early to ensure everything is in place
• Make sure the room is set-up with Protocol in mind
– Officers (chapter, regional, national) should have designated
seating
– Associates and other Special guests should have designated
seating
– For luncheons or banquets, tables should be signed
appropriately
• Reserve signs, Special flowers, Name Cards
• For a dais, each seat should be appropriately signed
• For a procession, a holding room is highly recommendedShow Time! • Leadership Assistants are assigned and meets guests in room or lobby • For luncheons or banquets, officers and guests should be escorted to their seat • For a processional, officers and guest should be escorted to the holding room • If the Officer has an escort, they should be announced and be part of procession, seating, etc… • Corsages and boutonnieres should be distributed just before the event • Introduction should be made for all guests
LEADERSHIP ASSISTANT
The Leadership Assistant • Formerly known as “Handler” – has been given a bad rap • Assigned to chapter, regional, national leaders to assist and provide support • Qualities and practices of the Leadership Assistant – Kind and courteous – Detail orientated – Anticipates needs – Practices discretion
RITUALS AND ATTIRE
White, Yes Really White
• Tradition is a very important part of the organization.
• Un-interrupted White (not off white or beige) must be worn for the following
ceremonies
– Opening ceremonies at National/Regional/Teen Conferences
– New Member Installation
– New Chapter establishment ceremony
– Devotional Services
– Memorial Services (Mother, Fathers, and Children)
• Definition of Un-interrupted White
– White dress, skirts suits - with white blouse (no pants)
– Crystal accessories (buttons) or J&J pins are acceptable
– Shoulders must be covered
– White or flesh colored stockings required
– Sandals (toes AND heels exposed) or mules not accepted
• All members not properly attired may NOT enter the room until ceremony is concluded
• Jacks and Fathers should be attired in Dark Colored Suits with white shirts and dark tiesCeremonies
The Highest Ranking Officer in attendance shall preside; The officer may defer to
the next highest officer in attendance
• National Specific Ceremonies • Regional Specific Ceremonies • Chapter Specific Ceremonies
– National Convention • Regional Convention • Installation of Chapter
Opening* Officers*
Opening*
• Installation of Chapter Teen
– National Devotional Service* • Regional Teen Conference Officers*
– Installation of National Opening* • Installation of New Chapters*
Officers* • Installation of Regional • Installation of New
Officers* Members*
– Honorary Membership • Installation of New Fathers
Ceremony* • Installation of Regional Teen (part of New Member
Officers* Installation)
– Memorial Service for
Departed Mothers*+ • Memorial Service for • Installation of New
Departed Mothers*+ Associates Groups*
– Memorial Service for • Memorial Service for
Departed Children*+ • Memorial Service for Departed Mothers*+
Departed Children*+
– Memorial Service for • Memorial Service for
• Memorial Service for Departed Children*+
Departed National Officer*
Departed National Officer* • Memorial Service for
– Rededication Ceremony*+ Departed Fathers*
• Rededication Ceremony*+
– Bridging Over Ceremony+ • Carol Robertson Memorial
• Bridging Over Ceremony+ Ceremony
• Rededication Ceremony*+
• Bridging Over Ceremony+
*Uninterrupted White Required
+ Chapter, Regional, National Level CeremoniesPHOTOGRAPHY • Confer with National Officer and Regional Director to develop desired photo list for photographer in advance of event. • The Protocol Chair is responsible for arranging proper seating/line up for pictures. If possible, event photographer should have a leadership assistant. • Pictures and/or video taping during ceremonies is strictly prohibited. • Photography is only appropriate after the conclusion of ceremonies. • NO posting of the actual ceremonies on Social Media. • Highest Ranking Officer should be seated in the middle; National officers are on the left; Regional officers on the right.
Properties You Should Always Have at the READY!
Must HAVES Nice to HAVES
• White Table Cover • Flame Snuffer
• Single Candelabra • Copies of Ceremonies /
• White, Pink, and Blue Candles
Hymns
• Candle Sleeves
• White Covered Bible • Music audio of Hymns
• Lighter • Jack and Jill History Book
• Membership Handbook • Chapter History
• Ceremony Book (excepts from
handbook)
• Constitution and Bylaws
• PensGIFTS AND COURTESIES
Gift Giving
• Gifts and Courtesies are an expression of appreciation
• Its good manners and tradition to recognize
– Leaders/Members that serve Jack and Jill
– Guests visiting chapter and city
• Chapter should extend courtesy to
– Committee/Event Chairs
– Chapter President
– REB
– National Officer
– Regional Team (as budget allows)
– Officers ending their Tenure
– New Members
• Host chapter should keep within their budget for courtesies
– Its not about the gift; it the thought
• The time and place for presenting gifts is determined by the presiding officer
• The Protocol Chair is responsible to ensure that everyone receives gifts
• Be considerate of transportation plans, allergies, likes (dislikes)RESOLUTIONS AND PROCLAMATIONS
Honors and Awards • It is inappropriate to begin one’s tenure (Chapter President, Regional director, National Officer) with a proclamation or resolution • This honor should be given at the end of one’s service to their Chapter, Regional, or National • Chapters can submit Regional/National resolutions or proclamations
GUARDIANS OF OUR BRAND
The Jack and Jill Brand
• It is all of our responsibilities to protect Jack and Jill
• Our culture At Risk
– Transient membership
– External influences
– Inexperienced leaders
– Limited member knowledge
• Maintaining our Identity
– Read and seek to understand your governing documents
• Protocol is not just for the President and Protocol Chair
– Model the right behavior
– Advise your chapter leaders
– Practice with your chapterTHANK YOU
Q&A
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