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.
Additional delegates may also be designed for our members-at-large, who aren't affiliated with chapters. Each of the delegates representing the Membership-at-Large Constituency is entitled to cast one vote on each issue at the Assembly of 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, 2020–June 30, 2021 have been paid. The delegates may be full or associate members, and may include student members.
Members serving as regional associate directors or constituency associate directors for Sigma Xi are eligible for free registration to the Annual Meeting and Student Research Conference and may serve as a delegate, so they make an excellent choice of delegate for their chapters.
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.
Timeline
Chapters should designate their delegate by July 1, 2020.
Designed delegates and additional delegates must register for the conference by October 31, 2020.
Business Meeting and Assembly of Delegates Schedule
See the agenda page.
Delegate Duties and Responsibilities
- Delegates must meet the requirements set forth in the Constitution and Bylaws concerning delegate eligibility, which are described in the Delegate Eligibility section above.
- 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 should monitor communication from Sigma Xi prior to the Assembly of Delegates. There may be information that delegates need to consider prior to the Annual Meeting. For example, information about putting forth changes to the bylaws will be sent to the delegates ahead of time for thoughtful consideration and discussion within their chapter, if such a vote is planned for the Assembly of 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.
- 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.
- How do I submit my Annual Report? Do I hit “Save?” No, you must click the "Submit" 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 “Submit” button, you will not be able to edit the report.
- 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 submit a new one. 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.