Student Charter Presentation Ceremony

A formal chartering ceremony is required for chapter activation. After the SHRM Board approves a charter petition and the student chapter has been notified of the approval, the student chapter officers, advisor, and/or sponsors should plan the following:

• Date of Charter Presentation
• Time of Presentation
• Location of presentation
• Person to present the charter (state director, a national officer, sponsoring chapter members, etc.).

Notify the national SHRM office of the above information in writing at least two weeks prior to the event. SHRM will then mail the following materials to the chapter advisor:

• SHRM banner
• Charter certificate/plaque
• SHRM pin for student chapter president
• Student Chapter Operations Manual
• Miscellaneous chapter supplies.

CHAPTER CHARTERING SUGGESTIONS

Most chapters appoint a special committee to oversee the planning of the chartering ceremony. This committee is responsible for the physical arrangements, invitations, and publicity. Below are some suggestions to consider when planning your chartering ceremony.

1. It is suggested that the entire meeting be devoted to the chartering ceremony.
2. Most chapters arrange to have an SHRM official (a representative from the national office, an area vice president, a state director, etc.) preside over the ceremony. SHRM will notify the Society's officers, including Board members and local officials of the event; however, an invitation from your chapter should be made to those individuals you would like to participate in the ceremony.
3. The ceremony itself should include the presentation of the charter and other SHRM materials. Most ceremonies include a brief history of how the chapter got started and an introduction of the chapter officers and founding members.
4. You may wish to invite spouses and friends, and also college or university officials (deans, department chair, president).
5. Prospective members may also be invited. It's a good opportunity for them to find out what SHRM is all about from the start!
6. Publicity should be done through releases prepared for local media, including campus and community newspapers, radio stations, and television stations.
7. If you have a sponsoring or "parent" professional chapter, it is strongly suggested that you include them in your plans. Some student chapters have held their chartering ceremony in conjunction with professional chapter meetings. Others have chosen to invite members of the sponsoring chapter to participate in the chartering ceremony. In any event, the parent chapter should be notified in detail of your plans.
8. A formal installation of the new officers is appropriate as part of the chartering ceremony.

Officer Installation Ceremony (optional)

PRESIDENT OATH & CHARGE OF OFFICE

(Officer's name), please rise and approach the podium. 

You have been elected president of the (chapter name) student chapter of the Society for Human Resource Management. It will be your duty to preside at meetings, to abide by the chapter bylaws, and to function in every respect as your chapter's chief executive officer. As president, you will guide the officers in developing the chapter's goals and objectives. You will become familiar with Roberts Rules of Order, and with Society and chapter by-laws. (Officer's name), you should at all times be watchful for activities, projects and programs which could benefit your chapter, its members, or the Society as a whole. Ultimately, the success of this organization rests in your hands.

(Officer's name), do you agree to abide by Society and chapter by-laws and to adhere to the Society's Code of Ethics? (answer "I do.") Please raise your right hand and take the oath of office.

REPEAT AFTER ME: In the presence of honored guests and the members here assembled, (repeat) I, (officer's name), do solemnly promise and pledge (repeat) to faithfully execute the duties of president of (chapter name) student chapter (repeat) to the best of my knowledge and ability, (repeat), to commit myself to the Society's Code of Ethics (repeat) and to further the goals and objectives of this organization. (repeat.)

On behalf of the Society for Human Resource Management, I hereby install you as president of (chapter name) student chapter. Congratulations.

VICE PRESIDENT OATH & CHARGE OF OFFICE

(Officer's name), please rise and approach the podium. 

You have been elected vice-president of the (chapter name) student chapter of the Society for Human Resource Management. It will be your duty to preside over chapter meetings in the president's absence and to oversee the functioning of all chapter committees.

You should become familiar with Roberts Rules of Order, and with Society and chapter by-laws. (Officer's name), you should at all times be watchful for activities, projects and programs which could benefit your chapter, its members, or the Society as a whole. As vice-president, you will work closely with the president to ensure the success of this chapter.

(Officer's name), do you agree to abide by Society and chapter by-laws and to adhere to the Society's Code of Ethics? (answer "I do.") Please raise your right hand and take the oath of office.

REPEAT AFTER ME: In the presence of honored guests and the members here assembled, (repeat) I, (officer's name), do solemnly promise and pledge (repeat) to faithfully execute the duties of vice-president of (chapter name) student chapter (repeat) to the best of my knowledge and ability, (repeat), to commit myself to the Society's Code of Ethics (repeat) and to further the goals and objectives of this organization. (repeat.)

On behalf of the Society for Human Resource Management, I hereby install you as vice-president of (chapter name) student chapter. Congratulations.

OTHER OFFICERS

Secretary

(Officer's name), please rise and approach the podium. 

You have been elected secretary of the (chapter name) student chapter of the Society for Human Resource Management. It will be your duty to record the minutes of all meetings, to conduct the chapter's correspondence, and to keep accurate membership records.

Your work will help the chapter to project a professional image to the national SHRM office and to the business and university communities.

Are you ready to take the oath of office as secretary?

REPEAT AFTER ME: In the presence of this company here assembled, (repeat) I (officer's name), do solemnly promise and pledge (repeat) to faithfully discharge the duties of secretary (repeat) to the best of my knowledge and ability.

Congratulations on your election.

Treasurer

(Officer's name), please rise and approach the podium. 

You have been elected treasurer of the (chapter name) student chapter of the Society for Human Resource Management. It will be your duty to be the custodian of the chapter's funds, to keep accurate accounting records, and to give regular reports regarding the chapter's financial status. In addition, you will be responsible for collecting all local dues or chapter fees from the membership. You will assist the other officers in preparing an annual budget and in preparing special funding requests. Your books and accounts shall be open and available at all times for inspection.

Are you ready to take the oath of office as treasurer?

REPEAT AFTER ME. In the presence of this company here assembled, (repeat) I (officer's name), do solemnly promise and pledge (repeat) to faithfully and honestly discharge the duties of treasurer (repeat) to the best of my knowledge and ability.

Congratulations on your election.

(For other officers not listed here, use the format for the offices of secretary and treasurer, but substitute the officer title and duties of office as appropriate.)