Delegate Information
Delegate Eligibility
Chapters participating in the Assembly of Delegates must assign one designated (voting) delegate. They may elect to assign up to two additional (non-voting) delegates, although it is not required to send additional delegates.
All delegates must be active (dues paid) members of Sigma Xi. Active members are life members or those whose dues for the fiscal year July 1, 2019–June 30, 2020 have been paid. The delegates may be full or associate members.
Reporting a Delegate
Designated delegates, and any additional delegates, must be approved by the officers of the chapter that he/she will represent. A chapter officer may report their delegates to Sigma Xi's administrative office by listing them on their annual report or by sending an e-mail with the delegates' Member IDs and full names to chapters@sigmaxi.org.
Designated delegates and additional delegates must register by October 31, 2019.
Delegate Duties and Responsibilities
- Delegates must meet the requirements set forth in the Constitution and Bylaws concerning delegate eligibility.
- Delegates must pre-register to attend the meeting. Registration during the meeting is not permitted for designated delegates due to the approval process required of voting delegates.
- Delegates are expected to attend all Assembly of Delegate sessions at which time the delegates shall consider and act upon business as may be required and receive support and information concerning Society business, organizational structure, and chapter responsibilities.
- It is required that delegates attend any Regional and Constituency Caucuses at which time the delegates may meet and conduct such discussions and business as may be required. The date and time of this year's caucuses are to be determined.
- Delegates should report results of the assembly to their chapter officers and members.
- Delegates are expected to adhere to the Policy on Respect governing all meeting attendees.
Additional Delegates
Chapters may elect to assign up to two additional delegates as a backup to the designated delegate or to help collect information during the meeting. Only the designated delegate, however, may vote.
Additional Delegate Duties and Responsibilities:
- Additional delegates must meet the requirements set forth in the Constitution and Bylaws concerning delegate eligibility as described above.
- Additional delegates must be ready to act as the designated delegate for their chapter in the event the original designated delegate is unable to fulfill their duties and responsibilities during the Assembly of Delegates.
- Additional delegates are expected to attend all Assembly of Delegate sessions to receive support and information concerning Society business, organizational structure, and chapter responsibilities.
- It is recommended that additional delegates attend any Regional and Constituency Caucuses, at which time the delegates may meet and conduct such discussions and business of the Society. The date and times of this year's caucuses are to be determined.
- Additional delegates are expected to adhere to the Policy on Respect governing all meeting attendees.
Good Standing: Frequently Asked Questions
-
If our chapter is not in Good Standing, will we be able to vote in the Assembly of Delegates at the Annual Meeting? Yes.
-
I just took a chapter leadership position. How do I know if my chapter is in Good Standing? If this is not something that was relayed to you by your outgoing officers, you can contact chapters@sigmaxi.org to find out.
-
Our chapter is not in Good Standing. Will our delegate receive a travel allowance for the Annual Meeting? All designated, voting delegates receive a travel subsidy of up to $400 to attend the meeting.
-
How do I submit my Annual Report? Do I hit “Save?” No, you must click on the red “Finalize” button.
-
If I don’t have all the info I need to finish my Annual Report, is there a way to save it and go back into it later? Yes, click on the blue “Save” button. Once you click the red “Finalize” button, you will not be able to edit the report. You can, however, start over and submit a newer version.
-
If I don’t have all the info I need to finish my Treasurer’s Report, is there a way to save it and go back into it later? Not exactly. But you can click on the blue “Submit” button, and you will be able to go back into it later. This is different from how the Annual Report works.
-
How do I submit my slate of chapter officers? This can be done in your Annual Report. If you’ve already submitted the Annual Report, you may simply email chapters@sigmaxi.org with your updated list of chapter officers.