table of contents Regional Director s Greeting pg. 3 Supreme Basileus Greeting Undergraduate Cluster Coordinator Greeting pg. 4 pg. 5 Undergraduate Roundup Chairman Greeting pg. 6 Registration Guidelines pg. 7 Group Registration Guidelines pg. 8 Hotel and Transportation Notices pg. 9 Important Information for Undergraduate Sorors pg. 10 Important Information for Graduate Sorors pg. 11 Skee Market pg. 11 Service Project: Books and/or Backpacks pg. 13 Refund Policy pg. 14 AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 2
Alpha Kappa Alpha Sorority, Incorporated ALPHA KAPPA ALPHA SORORITY INCORPORATED Alpha Kappa Alpha Corporate Office = 5656 South Stony Island Avenue = Chicago, IL 60637-1997= (773) 684-1282 OFFICE OF: Carol R. Dixon al Director P.O. Box 730190 San Jose, CA 95173 Phone: 408-218-1714 E-mail: CDixon@AKA1908.com June 28, 2017 Greetings Sorors of the Fabulous, Planning for the 2017 Undergraduate Roundup is off to a great start, and the host chapter Xi Beta, Stanford University and I are eagerly awaiting your arrival back to Santa Clara, CA. The theme for Undergraduate Roundup is The Power to Flourish: Engage, Empower, Elevate. Alpha Kappa Alpha Sorority Incorporated is keenly aware of the importance and impact undergraduates have made on our organization. As an undergraduate attendee at the Undergraduate Roundup, expect to enjoy a sisterly relations activity on Friday evening, followed by a day of dynamic workshops focused on conflict resolution, program recognition, and emotional wellness. In addition we will have a panel to discuss campus environment and racial tensions. We have also planned informative and exciting workshops for Graduate Advisors, supervising graduate chapter Basilei and Graduate Advisor Council members on Friday from 10:00 AM 4:00 PM. I am challenging all of the undergraduates to attend Undergraduate Roundup. Make a difference as you continue Launching New Dimensions of Service on your campuses and in your communities. Undergraduates you have The Power to Flourish: Engage, Empower, and Elevate. I look forward to seeing you soon in lovely Santa Clara! If you have any questions, please do not hesitate to contact me by email at cdixon@aka1908.com. Sisterly yours, Soror Carol R. Dixon Soror Carol R. Dixon al Director AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 3
Alpha Kappa Alpha Sorority, Incorporated Alpha Kappa Alpha Sorority, INCORPORATED Alpha Kappa Alpha Corporate Office 5656 South Stony Island Avenue Chicago, IL 60637-1997 (773) 684-1282 OFFICE OF: Dorothy Buckhanan Wilson Supreme Basileus P.O. Box 250841 Milwaukee, WI 53225 August 15, 2017 Soror Carol R. Dixon al Director P.O. Box 730190 San Jose, CA 95173-019 Greetings, Sorors! It is with great excitement that I welcome you to the 2017 Undergraduate RoundUp! The continued education of how we operate and serve our communities is enhanced when you attend Undergraduate Round-Up. As we continue Launching New Dimensions of ServiceSM in our communities, I want to thank you for your leadership and service on your respective college campuses. We are certainly proud of your hard work. Please know that as you walk the path of Alpha Kappa Alpha through your collegiate experience, the outcome of your journey is that you transition to a Graduate chapter to hone your knowledge of our Supreme Sisterhood. The vision of our Founders resides within you, the precious pearls of Alpha Kappa Alpha. This year s Round-Up proves to be exciting as we will have an opportunity to regroup and share best practices learned at the 2017 Leadership Seminar in Las Vegas. Under al Director Soror Carol R. Dixon's leadership, you will connect with fellow Undergraduate and Graduate Advisor Sorors to learn how to maintain the exemplary work being done under Launching New Dimensions of ServiceSM. We want to solidify our sisterhood s legacy by hosting impactful programs that will be a benefit to all. Our undergraduate leaders, Second Supreme Anti-Basileus Soror Keniece Y. Gray, and Undergraduate Members-at-Large Sorors Victoria Simpson and Antoria Frazier will have the opportunity to interact with you at Round-Up and will share your ideas and feedback with the Directorate. There will also be information provided on opportunities to service the Sorority at regional and international levels, such as the annual Leadership Fellows Program. As you know, I value your input and look forward to visiting your chapters while hearing about your various achievements! Please feel free to contact me by email at president@aka1908.com and look for me on Twitter and Instagram (@AKAintpres). Best wishes for another successful year of academic pursuits and supreme service on your campuses. Enjoy the conference! Sisterly yours, Soror Dorothy Buckhanan Wilson Soror Dorothy Buckhanan Wilson Supreme Basileus AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 4
June 28, 2017 Greetings Sorors: I would like to extend the warmest of welcomes to all those planning to attend our 2017 Undergraduate Roundup. As your Northern California Undergraduate Cluster Coordinator, I can assure you that the Xi Beta Chapter of Stanford University has a great program planned for you! I am excited as we bring the theme of The Power to Flourish: Engage, Empower, Elevate to fruition. This will allow us to become greater sisters and sorors of our illustrious Alpha Kappa Alpha Sorority. This year s conference will be held on October 6 th and 7 th at the Hilton Santa Clara Hotel. This two-day program will highlight the esteemed goals of our Supreme Basileus, Dr. Dorothy Buckhanan Wilson as we learn new ways of Launching New Dimensions of Service at our college campuses. Our fabulous al Director, Carol R. Dixon has also dedicated her time to seeing what you want and need from the region and from your undergraduate Roundup. All undergraduate chapter members as well as Graduate Advisors are strongly encouraged to attend this year s Roundup conference. Undergraduate chapters must be represented at the Roundup in order to conduct any Membership Intake (MIP) activities during the 2017-2018 school year. It is my sincere hope that you walk away with a new love and excitement for serving all mankind and nurturing your ivy vines with one another. I am thrilled to participate and flourish with all of you. Feel free to contact me at lacey_dacus@yahoo.com should you have any questions. With sisterly love, Soror Lacey Dacus Soror Lacey Dacus Northern California Undergraduate Cluster Coordinator Zeta Psi Chapter, Basileus AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 5
Alpha Kappa Alpha Sorority, Incorporated June 28, 2017 Greetings Sorors: The lovely sorors of Xi Beta Chapter at Stanford University are pleased to extend you an invitation to the 2017 Undergraduate Roundup, The Power to Flourish: Engage, Empower, Elevate which will take place October 6th and 7th. We are excited to welcome you back to the heart of Silicon Valley as we celebrate and honor our sisterhood. The conference will be held at the Hilton Santa Clara Hotel, 4949 Great America Parkway, Santa Clara, CA. The Undergraduate Roundup is a two-day meeting and we are encouraging all of our undergraduate sorors in the to Engage, Empower, and Elevate, as we believe this roundup will represent our commitment to service and demonstrate how we can align with the sororities overall theme, Launching New Dimensions of Service. Our Regional Director, Carol R. Dixon will be hosting an interactive panel discussion on campus relations, addressing the racial tensions that currently exist on university campuses. This is just one of the hot topics being presented. The sorors of Xi Beta are working hard and thrilled to host this event. We are looking forward to making your trip to Santa Clara a memorable experience. Do not hesitate to contact us directly @aka_xibeta on instagram if you have any questions and please have safe travels. With Sisterly Regards, Soror Maya Y Giori Thompson Soror Maya Thompson 2017 Undergraduate Roundup Chairman Xi Beta Chapter, Tamiouchos AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 6
registration Alpha Kappa Alpha Sorority, Incorporated Ø There will be NO On-Site Registration Ø Only financial sorors may participate in conference activities. Each soror must have her own registration using her financial card number. She may not be the guest of another soror at this event. Ø Please retain the email confirmation from the online registration process and bring it with you along with a photo ID to the conference for check-in. Ø The Registration fee includes: Conference entry fee, Continental Breakfast (Saturday), Lunch (Saturday), and a souvenir. Ø Refund requests must be made in writing and postmarked no later than one week prior to the conference. Please review the complete Regional Refund Policy included in this packet. Registration will be available online only. Registration instructions are as follows: 1. Go to the website: http://www.aka1908.com/farwestern. 2. Click REGISTER FOR REGIONAL EVENTS on the main page. 3. To begin registration, you must login to the page. Your login is the email address you have on file with the Corporate Office. Your password is your financial card number (unless you have changed it on the Corporate website). 4. Once you have successfully logged in, select "Upcoming Events" on the left Menu. If registration is open, the event you wish to attend will be listed (Undergraduate Round-up, Cluster Conferences, Founders Day or Regional Conference). Scroll to the bottom of the screen and click on the event. 5. Before clicking "Register for the Event" button, you might want to review, save or print the 'Downloadable Documents" for that event listed below this button. 6. Select the appropriate registration fee (Graduate/General Member or Undergraduate) then click NEXT. 7. Follow the online registration instructions to complete your registration and process your payment. 8. Individual sorors registrations must be paid by credit card. Please do not mail in individual Registration Forms. The form is for chapter use only and must be accompanied by a chapter check. No exceptions. AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 7
group registration All sorors registering as a chapter to attend 2017 Events must complete the Registration Form and submit the proper registration fees to their chapter Pecunious Grammateus for processing. The Pecunious Grammateus (or her designee) will summarize the chapter registrations by completing the Registration Summary Form. The chapter basileus (or her designee) will use the Registration Summary Form to register her chapter members online as follows: 1. Go to the website at http://www.aka1908.com/farwestern. 2. Click REGISTER FOR REGIONAL EVENTS on the main page. 3. To begin registration, you must login to the page. Your login is the email address you have on file with the Corporate Office. Your password is your financial card number (unless you have changed it on the Corporate website). 4. Once you have successfully logged in, select "Upcoming Events" on the left Menu. If registration is open, the event you wish to attend will be listed (Undergraduate Round-up, Cluster Conferences, Founders Day or Regional Conference). Scroll to the bottom of the screen and click on the event. 5. Before clicking "Register for the Event" button, you might want to review, save or print the 'Downloadable Documents" for that event listed below this button. 6. Once the meeting summary is displayed, click on the Register Now button. The registration screen will then be displayed. 7. Click on the Group Registration button. You will then be walked through a Wizard to enter the group registration for your chapter. 8. For chapters processing group registrations and paying by chapter check or money order, select BILL ME as the method of payment. Chapters are to mail the payment, a copy of the registration summary form and a copy of the confirmation email immediately after the online registration has been completed. Payment must be postmarked within three (3) business days of registering online or your registration may be cancelled. A $25 cancellation fee will be assessed on all cancelled registrations. 9. A $75 fee will be assessed for a Returned Chapter Check. Please do not mail in Individual Registration Form. The form is for chapter use only and must be accompanied by a chapter check. No exceptions. 10. Make your chapter check payable to: FAR WESTERN REGION. Designate your Chapter Name in the memo line of your check and mail with a copy of the Registration Summary Form and the confirmation email to: c/o Soror Linda Walker-Watson Regional Pecunious Grammateus P.O. Box 730190, San Jose, CA 95173 AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 8
dates & deadlines Last Day to Reserve Hotel at the Conference Rate September 12, 2017 Early Registration Deadline September 16, 2017 Late Registration * September 17-30, 2017 *Late Fee applies to Graduate Sorors only HOTEL ROOM BLOCK A room block has been secured at the Hilton Santa Clara Hotel October 5-7, 2017. HOTEL RESERVATION CUT-OFF: Tuesday, September 12, 2017 Hilton Santa Clara Hotel 4949 Great America Parkway Santa Clara, CA 95054 (408) 330-0001 Conference Date October 6-7, 2017 Guest Room Rates: $129/night single or double occupancy plus tax and hotel fees http://www.hilton.com/en/hi/groups/personalized/s/sjcschf-akaoct- 20171005/index.jhtml?WT.mc_id=POG Group Code: AKAOCT PARKING Complimentary Guestroom Parking TRANSPORTATION AIRPORT: San Jose International Airport SHUTTLE: Hotel does not provide shuttle service DISTANCE TO HOTEL: 4 miles TYPICAL TAXI FARE: $30.00 AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 9
UNDERGRADUATES important information Registration Cost Undergrads $85 Registration Includes: Friday Night Activity with the Regional Director Saturday Continental Breakfast Saturday Lunch Conference Souvenir ATTIRE The attire for the Saturday workshop is business attire - PINK and GREEN recommended! FRIDAY ACTIVITY WITH THE REGIONAL DIRECTOR AND THE UNDERGRADS The Regional Director would like to extend an invitation to all Undergraduate sorors to engage in sisterly relations. More details will be provided shortly. AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 10
important information GRADUATE ADVISORS & GRADUATE SORORS (Friday Workshop from 10:00 AM 4:00 PM) Registration Cost Graduate Sorors $155 ($10 late fee 9/17-9/30) Registration Includes: Friday Graduate Advisor Workshops including: Regional Director s Words of Wisdom Graduate Advisor and undergraduate relations Best practices for Graduate Advisors Friday Lunch and Reception Saturday Continental Breakfast Saturday Lunch Conference Souvenir ATTIRE The attire for the Friday workshop is business attire - PINK and GREEN recommended! The attire for the Saturday workshop is business attire - PINK and GREEN recommended! AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 11
skee market Alpha Kappa Alpha authorized vendors will be on site Saturday, October 7 th from 8:00 AM until 4:00 PM! AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 12
Alpha Kappa Alpha Sorority, Incorporated service project One Million Backpacks and/or Children s Books Please drop off a new children s book on Friday or Saturday. You may also purchase backpacks via the registration process at $5/per backpack. Children s books will be donated to Reading Bonanza in the Park. This is an annual event where they offer free books to children and families in the East Palo Alto community. For more information on this organization visit their website at: www.readinginthepark.org AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 13
refund policy Once you register for a Regional Event, the Planning Committee includes your presence at the event in the planning activities for the event. The size of the meeting room and the meal counts consider your registration as part of the number of Sorors attending the event. We understand that unexpected events occur that may require you to cancel your attendance at the Regional Event. If you must cancel, please note the following criteria will determine whether you are eligible for a refund of your entire registration fee: 1. The refund request must be in writing and submitted to the Special Assistant to the Regional Director with a copy to the Regional Treasurer and the Regional Technology Chairman at the e-mail addresses listed below. 2. The refund request must be dated no later than one week before the convening of the conference in order to receive a full refund less a processing fee of $25.00. 3. The reason for the refund must be included in the request; i.e. works related, family emergency, etc. 4. Requests dated later than one week before the convening of the conference may be considered at the discretion of the Regional Director. Additional justification regarding the refund request may be required. In general, refunds will be made after consideration of the following factors: 1. Funds are available after all expenses associated with the event have been paid. (The refund may not be paid until up to 45 days after the event) 2. A processing fee of $25.00 will be applied to the total registration fee. 3. If the request for refund is received within 10 days prior to the Regional Event, the portion of the registration fee applied to meal events will be reduced to cover the cost of the meal. 4. A $75.00 fee will be assessed for a returned Chapter Check. Request for refunds should be sent to the following: Soror Toya P. Davis, Special Assistant to the Regional Director ToyaDavis1908@gmail.com Soror Audrey Kay, Regional Treasurer AMKay@mac.com Soror Nichole S. Jordan, Regional Technology Chairman FWRtech@aka1908.com AKA 2017 Undergraduate Roundup www.aka1908.com/farwestern 14