GOALS
The Grand Keeper of Records and Seal holds a crucial role in managing the administrative and historical aspects of the Fraternity. Here are the main responsibilities:
BRO. Clement "Osmosis" Osimetha
Initiated: Mu Beta Chapter, UT Arlington
Membership: Theta Alpha Chapter
Administrative Offices
Work with, and support, the ED to ensure the efficient operation of all administrative functions, including the proper handling of correspondence to, and with, the brotherhood, and the maintenance of organizational protocols.
For example:
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Check in with the ED periodically to make sure organizational leadership is providing adequate and effective support for the administration of OPPF and the respective functions.
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Establish streamlined enterprise process for document retention, management, and communication within the Fraternity.
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Address administrative challenges promptly and improve record-keeping practices.”
Record Keeping:
Ensuring the precise and systematic documentation of all significant events, meetings, and decisions within the Fraternity. Effective record-keeping ensures that the organization's operations are transparent, historical continuity is maintained, and critical information is readily available for future use.
For example:
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Compiling detailed minutes of meetings such as the Grand Conclave, ensuring all motions, decisions, and discussions are accurately recorded, and disseminated to Grand Officers and Chapters within 90 days.
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Implementing a secure and organized digital archiving system to store records, making retrieval efficient and safeguarding against loss or damage.
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Provide regular summaries of key records to relevant officers and members, ensuring everyone is informed of progress and decisions.”
Reporting
Provide comprehensive reports during the first Plenary Session of the Grand Conclave, outlining matters referred by the previous Grand Conclave to ensure continuity and address unresolved issues. This involves preparing detailed documentation on progress, challenges, and proposed solutions to inform the Grand Conclave.
For example:
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Thorough prepare by reviewing and consolidating records from the previous Grand Conclave for accuracy and completeness.
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Ensure the report is accessible to all attendees by providing both digital and printed copies.
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Collaborate with relevant committees and officers to gather updates and insights, ensuring the report reflects a collective understanding.
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Establish a schedule for regular updates to the Supreme Council, highlighting key milestones and pending actions.
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Adopt a standardized template for reporting to ensure consistency and professionalism.
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Incorporate feedback from the Grand Basileus to refine and improve the quality of subsequent reports.”
Historical Documentation:
Collect and maintain accurate history of the Fraternity during my tenure in the position.
File historical documents with the Fraternity's permanent records upon leaving office.
For example:
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Record key events during the term, such as significant Fraternity accomplishments like record attendance, chapter centennial anniversary celebrations, and other historical milestones;
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Contextualize decisions and milestones within the broader evolution of the Fraternity. This function ensures the preservation of institutional memory, which is critical for guiding future leaders and fostering a sense of continuity and tradition across generations.”
Condolences and Tributes:
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Send condolence letters/cards to families of deceased brothers - Honor deceased members by communicating heartfelt condolences. Craft letters/cards that reflect the unique contributions and character of the deceased brother, ensuring that the family feels the Fraternity's genuine appreciation for their loved one.
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Publish tributes to deceased brothers in the Oracle - Preserve the memory of deceased brothers within the Fraternity making sure that each deceased brother’s contributions and legacy are appropriately commemorated through official publications in the Oracle and in our records.
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This role requires a balance of sensitivity and professionalism, as every condolence letter/card or tribute needs to reflect the values of the Fraternity while providing comfort to the family and loved ones.”