Your Role as Faculty Advisor
As a faculty advisor for Phi Alpha Theta, you serve as the bridge between your chapter and the national organization while providing essential guidance to student members. Your role encompasses academic mentorship, chapter management, and fostering a community of historical scholarship.
This manual provides comprehensive guidance on all aspects of chapter leadership, from day-to-day operations to special programs and best practices. Whether you're newly appointed or an experienced advisor, you'll find practical information to support your chapter's success.
Faculty Advisor Duties and Suggestions
The faculty advisor role is central to maintaining chapter vitality and ensuring members benefit fully from Phi Alpha Theta membership. Your primary responsibilities include:
Academic Guidance
- Verify that all potential members meet or exceed eligibility requirements before initiation
- Mentor students in developing research skills and historical methodology
- Encourage members to submit papers to regional meetings and The Historian journal
- Promote academic excellence and intellectual curiosity within the chapter
Chapter Management
- Oversee chapter meetings and ensure regular activity throughout the academic year
- Guide student officers in planning and executing chapter programs
- Maintain communication with the National Office regarding chapter status
- Manage the initiation process and submit new member information promptly
- Coordinate with university administration and other campus organizations
Best Practice
Consider inviting your colleagues to join as faculty members for the same one-time membership fee of $50. Faculty members enjoy all the same benefits as student members and help strengthen your chapter's connection to the department.
Professional Development
- Connect students with opportunities for presenting research at regional and national meetings
- Inform members about scholarships, prizes, and travel funding available through PAT
- Facilitate networking between students and professional historians
- Encourage participation in The Historian's peer review process
Chapter Meetings
Regular chapter meetings form the foundation of an active Phi Alpha Theta chapter. Meetings provide opportunities for intellectual exchange, professional development, and community building.
Meeting Format
While chapters have flexibility in structuring meetings, successful chapters typically meet at least once per month during the academic year. Consider these format options:
- Faculty Presentations: Invite department faculty to share current research or discuss career paths in history
- Student Research Presentations: Provide a forum for members to present work-in-progress and receive constructive feedback
- Guest Speakers: Bring in historians from other institutions, archivists, museum professionals, or public historians
- Film Screenings with Discussion: Select historically-themed films followed by analytical discussion
- Professional Development Workshops: Cover topics like graduate school applications, archival research, or career planning
Meeting Attendance Tips
- Schedule meetings consistently (e.g., second Tuesday of each month)
- Provide food or refreshments when possible to encourage attendance
- Vary meeting formats to maintain interest throughout the year
- Send reminders one week and one day before meetings
- Consider timing around other department events to maximize participation
Special Programs
Beyond regular meetings, special programs help distinguish your chapter and create memorable experiences for members:
History Day Volunteers
Many chapters volunteer as judges at National History Day competitions, providing valuable feedback to young historians while connecting with the broader community.
Community Outreach
- Organize public history projects with local museums or historical societies
- Conduct oral history interviews with community members
- Develop walking tours highlighting local historical sites
- Partner with K-12 schools for tutoring or enrichment programs
Field Trips
- Visit local archives, museums, or historical sites
- Attend regional PAT conferences as a group
- Tour graduate programs at nearby institutions
- Participate in commemoration events related to significant historical anniversaries
Budgeting Note
Special programs often require funding. Consider establishing a chapter budget through fundraising, university allocations, or department support to enable these enrichment activities.
Induction Ceremonies
The induction ceremony represents a significant milestone for new members and should be treated as a formal, meaningful event that honors their academic achievement.
Planning the Ceremony
- Schedule the ceremony for a date that allows time for certificate processing (minimum 2 weeks after submitting initiate list)
- Select an appropriate venue—consider a reception room, classroom, or department common area
- Invite department faculty, university administration, and family members
- Arrange for light refreshments following the ceremony
- Prepare programs listing inductees' names and majors
Ceremony Elements
- Welcome and opening remarks from the faculty advisor
- Brief history of Phi Alpha Theta and its mission
- Introduction of inductees
- Presentation of membership certificates
- Keynote address (optional—from department chair, distinguished alumnus, or visiting historian)
- Closing remarks and reception
Document the Event
Take photographs during the ceremony for chapter records, department publicity, and to share with the National Office. Many chapters also create individual photos with inductees for social media and university news outlets.
Chapter Officers
Student officers provide essential leadership and help maintain chapter vitality. While specific officer roles vary by chapter, most successful chapters include:
President
- Leads chapter meetings and coordinates activities
- Serves as primary liaison with the faculty advisor
- Represents the chapter at regional and national events
- Oversees officer transitions and chapter continuity
Vice President
- Assists the president and assumes duties when needed
- Often coordinates programming or special events
- May manage specific initiatives like conference attendance
Secretary
- Records meeting minutes and maintains chapter records
- Manages member communications and email lists
- Submits required reports to the National Office
Treasurer
- Manages chapter funds and budgets
- Coordinates fundraising activities
- Maintains financial records and provides reports
Officer Elections
Hold officer elections in the spring to ensure smooth transitions before the academic year ends. Consider holding a planning meeting with incoming and outgoing officers to facilitate knowledge transfer.
The Historian Journal
The Historian is Phi Alpha Theta's peer-reviewed academic journal, providing members with opportunities to publish research and engage with historical scholarship.
Member Benefits
- Quarterly journal delivery (four issues annually)
- Access to digital archives dating back to 1938
- Exposure to cutting-edge historical research
- Publication opportunities for undergraduate and graduate members
Encouraging Submissions
Faculty advisors play a crucial role in encouraging students to submit their work:
- Identify strong research papers from courses that could be revised for publication
- Connect students with the submission process and guidelines
- Provide mentorship during the revision process
- Celebrate published students at chapter meetings
Subscription Management
New members automatically receive four issues of The Historian as part of their membership. Members can renew their subscription for additional years at special member rates.
Fundraising
While not required, fundraising can provide chapters with resources for enrichment activities, conference travel, and special programs.
Fundraising Ideas
- Department-sponsored lecture series with suggested donations
- History-themed trivia nights or academic competitions
- Book sales featuring historical fiction and non-fiction
- Partnerships with local businesses for percentage-of-sales events
- Alumni appeals highlighting chapter activities and student achievements
University Resources
Explore funding opportunities through your institution:
- Student organization grants and activity fees
- Department or college funding for student activities
- Travel grants for conference attendance
- Alumni association support for chapter events
Financial Policies
Ensure all fundraising activities comply with university policies regarding student organizations. Maintain clear financial records and consider establishing a chapter account through your institution.
Publicity
Effective publicity helps recruit new members, celebrate achievements, and raise the chapter's profile on campus and in the community.
Campus Publicity
- Submit stories to university news outlets about member achievements
- Maintain active social media presence on campus platforms
- Create posters and flyers for meetings and events
- Collaborate with department communications staff
- Participate in campus activities fairs and organization showcases
Department Visibility
- Display photos from induction ceremonies and events
- Announce member accomplishments at department meetings
- Include chapter updates in department newsletters
- Recognize outstanding members with department awards
Digital Presence
Consider creating a chapter website or social media accounts to showcase activities, share opportunities, and maintain connections with alumni members.
Chapter Records
Maintaining organized chapter records ensures continuity and preserves your chapter's history for future generations.
Essential Records
- Meeting minutes and attendance records
- Officer lists and contact information by year
- Member rosters with initiation dates
- Financial records and budgets
- Event photographs and programs
- Correspondence with the National Office
Record Management
- Establish a digital archive using cloud storage
- Create a physical archive box for important documents
- Ensure smooth transitions by organizing records by academic year
- Consider donating historical materials to university archives
Annual Reports
The National Office may request annual activity reports. Keeping organized records throughout the year makes this process simple and ensures your chapter maintains good standing.
National Office Contact Information
The National Office staff is available to assist with questions, provide guidance, and support your chapter's success.
National Office
For questions about memberships, certificates, or chapter status
Phone: (813) 974-8212
Email: info@phialphatheta.org
Submissions
Email completed initiate forms and inquiries to:
info@phialphatheta.org
Subject: "[Chapter Name] - Initiate Submission"
Mailing Address
For checks, documents, or correspondence:
University of South Florida
4202 East Fowler Ave, SOC107
Tampa, FL 33620-8100
Processing Time
Standard processing timeline for certificates:
Allow 2 weeks after submission
Expedited processing not available
Plan accordingly for ceremonies
