Welcome to the Annual Report to the Fraternity PREPARATION WORKBOOK

Transcription

1 Introduction Welcome to the Annual Report to the Fraternity PREPARATION WORKBOOK This form is intended to help you work through the Annual Report for the academic year. If your school starts final exams before May 20, 2015 Your Chapters Annual Report will be due by April 22, If your school starts final exams on or after May 20, 2015 Your Chapters Annual Report is due by May 20, After you have used this workbook to prepare all your answers, you will submit the online version via the weblink provided on report As you proceed through the questions, there will be additional documentation you are REQUIRED to submit via standard mail to support your answers. These items will be indicated with >>>SUBMISSION REQUIRED<<<. A checklist of these items is available on the Annual Report page listed above. NOTE: A copy of your chapter's current By Laws (not the National Fraternity's By Laws) must be submitted as part of the Accreditation portion of the report. You will be asked to highlight and label certain passages as submission requirements. ALL TRUE MEN CHAPTERS: Specific questions have been designated to be used in the "All True Men Annual Accreditation" process. These are indicated with (ATM). Additionally, a select number of submissions are mandatory for ATM chapters (indicated with >>>SUBMISSION REQUIRED for ATM Chapters<<< ). Other chapters may submit these items as supplemental information but are not required to do so; however, submission will increase the likelihood of achieving national awards. NOTE: It will be best to complete the online submission at one time. However, if you need to leave the process we encourage you to use the same computer when you return. This will increase the possibility of picking up where you left off (depending on your system, recent updates, etc.) Page 1

2 Chapter Information Please provide the following information concerning your Chapter: 1. Chapter Name: 2. Your Contact information Name and Roll #: Title: Address: Phone Number: 3. Provide the names of the member who held each office Spring 2015: President Vice President Treasurer Secretary Senior Steward Junior Steward Scholarship Chair Member Ed Chair Recruitment Chair Risk Management Chair As part of this year's Annual Report To The Fraternity, you are required to submit the Acknowledgment Page signed by EVERY officer holding a position as of April 1, This Acknowledgement Page is included with the Additional Submissions Checklist available on the Annual Report page report Page 2

3 RITUAL Standard #1 Ritual Each chapter shall conduct Ritual meetings on a regular basis and demonstrate its respect for The Ritual by performing ceremonies properly and encouraging members respect for its founding principles throughout their undergraduate years. Members should strive to live up to the ideals of Founders Fox, Packard, Waite, Brainerd, Buel, Farnum, Raymond, and Starbuck as presented in The Ritual of Theta Xi. To achieve accreditation for this Standard, the chapter and its members shall: Conduct at least two Ritual meetings per month Conduct Ritual meetings appropriately and correctly as evaluated by staff or advisors through the Ritual Observation Process Be in possession of a current, updated version of The Ritual 1. The chapter conducts at least two Ritual meetings per month. (The Ritual) 2. Chapter business (actions that require a vote or a ceremony) is conducted ONLY at Ritual meetings. (The Ritual) 3. What is the "Copy Number" (located on the front page) of your chapter's copy of The Ritual? 4. This question confirms that your chapter has possession of the most current version of The Ritual. Turn to page 22 of The Ritual. On page 22, locate line 24. The line reads, "...grades the Brother either..." What are the next three words? Page 3

4 5. The chapter performs the Graduating Member Ceremony for all members. Page 4

5 6. The chapter keeps accurate minutes in the bound "Minutes" book provided by Fraternity Headquarters as explained in the Vice President s section of The Guide for Officers (not electronically, on notebook paper, etc.) >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a SCANNED COPY of minutes from the first meeting in October 2014 (omitting or blacking out all Ritual sensitive signs and symbols)(labeled as "RT1") 7. ALL Initiation Ceremony roles are memorized by chapter members. 8. The chapter reviews The Ritual in depth with all new brothers within two weeks of their initiation. 9. What percentage of the active members of the chapter during Spring semester have recited their secrets successfully? Page 5

6 RECRUITMENT Standard #2 Recruitment / Membership Each chapter shall strive to maintain a minimum number of 30 members and to exceed the average size of other men s fraternities on campus when that average exceeds 30 members. Setting and achieving membership goals shall be considered one of the highest priorities of the chapter. The goal shall be established to maintain a membership level that provides a meaningful Fraternity experience to every undergraduate brother. To achieve accreditation for this Standard, the chapter and its members shall: Maintain an active roster of at least 30 members Maintain accurate membership records and communicate that information in a timely and appropriate manner with Fraternity Headquarters 1. The chapter has at least 30 undergraduate members at the end of the school year, including graduating members. 2. What is the chapter's highest assigned roll number? 3. In the space below, list the name and roll number of each member you know is not returning to the chapter for Fall Term For each name, indicate if the member is "G" (Graduating) or "LS" (Leaving School). 4. (ATM) The chapter conducted a Recruitment Training Event (retreat/workshop) at least once during the year which is attended by at least 50% of the chapter. Page 6

7 5. Check all that apply concerning the recruitment retreat/workshop referenced in Question #4: Facilitated/presented by chapter members Facilitated/presented by chapter alumni Facilitated/presented by university/college staff or faculty Facilitated/presented by HQ staff or national volunteer(s) Produced/presented by outside professional company not associated with any school or Greek organization 6. (ATM) In the spaces below, provide information about your chapter's Recruitment Training Event which was attended by at least 50% of the chapter. (Optional for all chapters) Title of event: Date of event: Location: Number of chapter members who Number of non chapter members who Presenter/Facilitator: 7. Provide a short description of the Recruitment Training Event listed above: (topics covered, goals, set, etc.) Page 7

8 EDUCATION Standard #3 Education Each chapter shall conduct an ongoing education program (for both Associate Members and Initiated Brothers) that stresses mutual respect of all associates and initiates. The chapter shall utilize Theta Xi s Alpha Nine Core Associate Member Education Program as revised in Summer 2013 and shall obtain Grand Lodge permission to perform any ceremonies not included in The Ritual or the core program that do not include the equal participation of the Associate Members and Initiated Brothers. (By Law 25.2) Ongoing membership education programs should be scheduled regularly and offered to all members. These programs can address current issues affecting the chapter such as: effective study skills to improve academic standing; dressing for a job interview; or a guest speaker from your alumni ranks, the college faculty or administration, an area business person; or a leadership skills training session. The maximum length of the Associate Member period is 63 days. (49 days for All True Men Chapters and chapters/colonies organized after 7/1/2009) SPECIAL NOTE: The Alpha Nine Core Associate Member (AM) Education Program divides the AM education period into eight parts, starting with the AM Ceremony (pinning) and concluding with the The Ritual Initiation Ceremony. In between are five education sessions a Big Brother orientation meeting, a philanthropy project, and a retreat that provides new members with a solid foundation in the Fraternity s history, its values, the responsibilities of membership, leadership and service opportunities, and national and local chapter operations. Questions #1 through #14 provide information about your chapter's use of Alpha Nine Core Associate Member (AM) Education Program... Questions #15 through #19 provide information about your chapter's ongoing education of ALL members not just new AM's and Alpha Nine Core Associate Member (AM) Education Program... To achieve accreditation for this Standard, the chapter and its members shall: Conduct Associate Member education as outlined and required in the Alpha Nine Core Associate Member (AM) Education Program As required in the Alpha Nine Core Associate Member (AM) Education Program, ensure all newly initiated Brothers complete the "Managing Risk" risk management education program Conduct ongoing education with all members of the chapter Ensure that Associate Members are initiated within 63 days of association (49 days for All True Men Chapters and chapters/colonies organized after 7/1/2009) Page 8

9 1. The chapter conducts the official, PUBLIC Associate Member Ceremony as outlined in the Alpha Nine Core Program and, other than chapter members, invited the following groups to the ceremony(ies) this year. Chapter Advisor / Deputy Chapter Advisor Faculty Advisor Parents / Family Friends University Officials, Faculty and/or Staff The Chapter did not conduct an Official Associate Member Ceremony (explain why below) Other groups not mentioned above / comments: 2. Core Education Program One: Check the box of each activity you conducted during the Alpha 9 Core Program One. Getting acquainted "Here's What I'm Bringing" activity Reducing Risk " or " activity Personal Conduct discussion Please explain how the chapter incorporates the topics of Core Education Program One into AM Education: 3. Core Education Program Two: Check the box of each activity you conducted during the Alpha 9 Core Program Two. Page 9

10 "Individual Financial Obligation" discussion "Chapter By Laws" discussion Introduction of Leadership Initiative Duties of Chapter Officers and Committee Presentation "What do we Expect" duties of members activity Please explain how the chapter incorporates the topics of Core Education Program Two into AM Education: 4. Core Education Program Three: Check the box of each activity you conducted during the Alpha 9 Core Program Three. "Theta Xi Trivia Quest" activity (history, etc.) "Chapter History and Role of Alumni" discussion "Values in Action" activity Please explain how the chapter incorporates the topics of Core Education Program Three into AM Education: 5. Core Education Program Four:Check the box of each activity you conducted during the Alpha 9 Core Program Four. Page 10

11 "Campus Greek Community" discussion "District Organization" discussion "Wheel of Life & Personal Goals" activity Please explain how the chapter incorporates the topics of Core Education Program Four into AM Education: 6. Core Education Program Five: Check the box of each activity you conducted during the Alpha 9 Core Program Five. "Thomas Cole Raymond Statement" discussion "Living your Ritual" video & discussion "What Ritual means to Brothers" discussion led by initiated members Please explain how the chapter incorporates the topics of Core Education Program Five into AM Education: 7. "Building The Bonds" Camping Trip or Retreat: An alcohol free, overnight trip (away from the chapter house) attended by all AMs and their big brothers (other brothers are also welcome) focusing on building friendships through communication and discussion of Theta Xi values. The chapter conducts an alcohol free "Building The Bonds" Camping Trip or Retreat as explained in Alpha Nine? Page 11

12 8. In the spaces below, provide information about your chapter's "Building the Bonds" camping trip / retreat. Title of event: Date of event: Location: Number of Associate Members who Number of Brothers who 9. Provide a short description of the "Building the Bonds" camping trip / retreat listed above: (topics covered, goals, set, etc.) 10. The chapter maintains an active Big Brother program consistent with its presentation in The Alpha Nine Core Associate Member Education Program. Provide a summary of the program including the qualifications and selection process for Big Brothers, activities, educational sessions included, etc.: 11. The chapter conducts an Orientation Meeting with Big Brothers (without Little Brothers present) to discuss the Big Brothers' responsibilities, the schedule of events, appropriate activities, etc. 12. What is the average length (# of days) of your chapter's Associate Member Program? (How many days between AM Ceremony and Initiation?) 13. What activities does the chapter conduct (formal, informal, social, etc.) with AM's that are not specifically Page 12

13 outlined in Alpha Nine Core Program? Provide a short description of each activity. If you would prefer to submit this information as a prepared statement, enter "Submitting via " below and label the printed submission as "ME1". 14. Does the chapter sponsor any activity with Associate Members that includes alcohol? List any AM event(s) where alcohol was available: 15. At the beginning of the AM Education process, the chapter/colony provides Associate Members with a printed schedule of AM Education activities (including dates and times.) >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of the printed schedule (from each semester) of AM Education activities (labeled as "ME2") 16. OTHER THAN the required risk management presentations (and ATM required workshops), does the chapter provide educational programming (such as Ritual education, sexual harassment and assault, house safety, etc.) for ALL members INCLUDING UPPERCLASSMEN? 17. Summarize each ongoing education program the chapter conducted for all members during this past year below. 18. In the spaces below, provide information about your chapter's health/wellness workshop for chapter Page 13

14 members and guests (e.g., men's health issues, stress management, physical fitness, exercise safety, nutrition, attributes of successful relationships, etc.) which was attended by at least 50% of the chapter. (REQUIRED for ATM Chapters and optional for other chapters) Title of event: Date of event: Location: Number of chapter members who Number of non chapter members who Presenter/Facilitator: 19. Provide a short description of the health/wellness workshop listed above: Page 14

15 SCHOLARSHIP Standard #4 Scholarship As adopted by the 150th Convention, each chapter shall maintain a collective cumulative grade point average (GPA) of at least 2.7 on a 4.0. Additionally, Chapters should strive to maintain a collective grade point average of 0.2 above the all men s average on its campus. Further, academic standards for the affiliation of Associate Members must be in accordance with or exceed Fraternity policy of 2.5 on a 4.0 scale. By chapter policy, each chapter officer shall maintain a minimum GPA of 2.5 on a 4.0 scale to mirror the chapter standard. To achieve accreditation for this Standard, the chapter and its members shall: Maintain a minimum chapter cumulative GPA of 2.7 on a 4.0 scale Supply official documentation from the College/University providing Chapter GPA information and standing The chapter is expected to maintain a chapter cumulative grade point average of at least 2.7 on a 4.0 scale. (By Law ) Determination of this point for accreditation will be based on Grade Reports submitted. Chapters consistently maintaining an average GPA of at least.2 above the campus All Men's average will receive additional points towards Awards competition. 1. Provide a copy of each of the most recent chapter cumulative grade reports (including chapter GPA and ranking among all IFC/IGC groups on campus) as issued by your College/University Indicate which semesters/terms will be included: (NOTE: LAST Spring and Fall Reports are required. THIS Spring's report is not available yet.) >>>SUBMISSION REQUIRED<<< Spring 2014 GPA and Ranking Report (labeled "SC SP14") >>>SUBMISSION REQUIRED<<< Fall 2014 GPA and Ranking Report (labeled "SC FA14") Winter 2014 GPA and Ranking Report (labeled "SC W14") 2. From your chapter by laws list the page, section and/or paragraph number addressing the following academic requirements: (Highlight and label each section on the submitted by laws areas with "SC1") GPA required to affiliate as an Associate Member / be initiated GPA required to remain in good standing GPA required to run for and remain an officer 3. The chapter provides academic achievement awards (monetary, house points, public recognition, etc.) to members. Page 15

16 4. The chapter has a written Academic Performance policy for addressing sub standard academic performance by members which may include such items as checking class attedance, required study hours, tutoring, etc. 5. In the spaces below, provide information about your chapter's academic success workshop for chapter members and guests (e.g. time management, study skills, note taking skills, overcoming test anxiety, etc.) which is attended by at least 50% of the chapter. (REQUIRED for ATM Chapters and optional for other chapters) Title of event: Date of event: Location: >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a summary listing of awards presented this year including the name of the recipient, awards given, date, etc. (labeled as "SC2") >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of the Academic Performance Program (labeled as "SC3") Number of chapter members who Number of non chapter members who Presenter/Facilitator: 6. Provide a short description of the academic success workshop listed above: Page 16

17 FINANCES Standard #5 Finances Each chapter shall maintain a sound financial position that enables them to meet all financial obligations and maintain an emergency reserve fund. To achieve accreditation for this Standard, the chapter and its members shall: Utilize OmegaFi Vault Billing Services Be current on all financial obligations Maintain accurate financial records File the required IRS Tax Form 990 annually and submit a copy to Fraternity Headquarters 1. The chapter is current with all fees and does NOT owe any money to the following: (By Law and The Ritual) Money is owed to Fraternity Headquarters Money is owed to the chapter s alumni association/housing corporation Money is owed to the chapter's campus IFC/IGC The chapter does not owe money to any of the above 2. IMPORTANT NOTE: Unless waived by Fraternity Headquarters, ALL chapters were required to be signed up and using OmegaFi's Vault Billing and Collections. Is the chapter currently using the services of Omega Financial to bill its members and track billing and receivables information? Requirement waived by Fraternity Headquarters 3. What is the chapter's EIN (Tax ID number) issued by the Internal Revenue Service? 4. Has the chapter filed the required 2015 Internal Revenue Service Tax Return 990/990 n? >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of your 2015 IRS Tax Return 990 or a printout of the confirmation from the IRS stating the return was filed (labeled Page 17

18 as "FN1") because: The chapter did not file or cannot provide a copy of the required IRS Tax Form 990/990 n for For , what method(s) did the chapter use to track its income, expenses, outstanding receivables and payables? (Check all that apply.) Omega Financial Third party bookkeeper/accountant Chapter maintained computer program such as QuickBooks Chapter maintained electronic spreadsheets Chapter maintained manual system using paper records ne of the above Using information from the chapter's financial records for , provide the following information as of today's date: (Hint: If your chapter is not able to easily access this information at ANY time, your systems may not be adequate. Contact Fraternity Headquarters for assistance.) 6. Provide the following information about the chapter's INCOME in : TOTAL income received for the year: Total dues charged to members for the year: Total rent charged to members for the year: Total all other income (including "out of house" fees, fines, registration fees, purchases of items such as t shirts or tickets to formal, etc.): 7. Provide the following information about the chapter's EXPENSES in : TOTAL expenses paid by the chapter for the year: Total amount spent on Recruitment: Total amount spent on Educational Programming: Total amount spent on Social Activities: Total amount paid to Fraternity HQ for initiations: Page 18

19 Total amount paid to Fraternity HQ for annual fees (Chapter Services Fees and Risk Management Assessments): Total all other expenses paid: 8. Provide the following information about the chapter's OUTSTANDING RECEIVABLES: (All overdue amounts CURRENTLY owed TO THE CHAPTER by any undergraduate, alumni, etc.): How much TOTAL money is owed to the chapter by actives and/or alumni? How much is owed by current members? How much is owed by alumni? 9. Provide a list of every person (active and/or alumni) that owes the chapter money. On the list, include: the total amount owed by each man how long each amount has been owed the date and amount of the last payment received from each man explain any payment plan that has been arranged with each member >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a statement listing each man that owes the chapter money along with the information mentioned above (labeled as "FN2") money is owed by any active member or alumnus of the chapter 10. Provide the following information about the chapter's OUTSTANDING BILLS: (All overdue amounts CURRENTLY owed BY THE CHAPTER to any individual, company, campus organization, Fraternity Headquarters, Alumni Association, etc.) What is the TOTAL amount owed: How many people or organizations are owed: What is the oldest amount owed? Who is the oldest amount owed to? 11. Provide the following information about the chapter checking account as of the time this submission is prepared: Checking account balance: On the date of: 12. If applicable, provide the following information about the chapter savings account as of the time this submission is prepared: Savings account balance: On the date of: Page 19

20 13. The chapter creates an ANNUAL BUDGET within 30 days of the opening of classes showing the forecasted income and expenses broken down by type/account for this entire school year and shares it with its advisor(s) and alumni association. Hint: Remember that the budget is NOT the financial reports compiled at the end of the year. The budget includes the PLANNED amounts at the beginning of the year not the actual amounts at the end. >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of the Chapter s annual budget for this school year (labeled as "FN3") separately 14. The chapter utilizes an assistant treasurer position to train potential treasurers. 15. Name the members who held the positions of: Treasurer FA15 Assistant Treasurer FA15 Treasurer SP16 Assistant Treasurer SP The chapter has text within its by laws explaining the collections and bad debt policies i.e. when brothers bills are due, what happens if they are late (financial probation, perhaps losing social priviledges, consideration of official suspension for financial reasons, etc.) If yes, please provide the page, paragraph and/or section number and highlight on your submitted by laws: 17. The chapter requires two signers on EVERY check that's written from its checking accounts. 18. The chapter budgeted money to reimburse brothers for their registration fees and travel expenses for Convention, Presidents Academy, Rising Stars Academy and Newell District Leadership Academy. 19. The chapter provides each member with a bill for chapter dues along with a statement showing payments made and any outstanding balance due at least once per academic term. Page 20

21 Provided electronically (through OmegaFi, etc.) Page 21

22 CHAPTER OPERATIONS Standard #6 Chapter Operations Each chapter shall strive to exemplify the best traditions of Theta Xi. To accomplish this, each chapter shall strive to maintain effective administrative operations; promote and enforce positive behavior on the part of all members; and encourage active member participation within the chapter and at Fraternity district and national events. Additionally, Theta Xi strives to provide each member a home away from home. Each chapter shall work to maintain adequate and competitive housing relative to its campus. Regardless of housing status, each chapter shall have an Alumni Association/Corporation in good standing with the state in place to provide (or seeking to provide) housing for the chapter. To achieve accreditation for this Standard, the chapter and its members shall: Maintain accurate records by submiting all forms to Fraternity Headquarters on a timely basis (including Membership Reports, Associate Member Reports, Initiation Reports, Form A's, etc.) Maintain Chapter Operations in good standing including no unauthorized initiations, risk management violations, campus or Fraternity sanctions, etc. Must attend ALL national events including Conventions, Vredenburgh Presidents Academies, Rising Stars Academies, and Newell District Leadership Academies Housed A Chapter is considered "housed" if the house is owned by an Alumni Association/Corporation. Housed Chapter must provide proof that an executed lease or Housing Agreement is established with each man living in the house. The lease should outline the individual's resposibilities as well as his protections as a renter. Also, the chapter must financially operate the house at a "break even" level, at minimum. Un Housed A Chapter is considered "un housed" if it meets any of the following: 1) The house is owned by the College/University 2) The house is rented from a third party landlord 3) The Chapter does not rent or occupy a house 4) The Chapters membership lives in College/University owned dormitories. The Chapter must contribute to an Alumni Association controlled housing or emergency fund for future use. If an alumni controlled housing or emergency fund does not exist, the chapter should maintain, and annually donate to, a separate fund (such as a separate savings account) that requires a 75% vote of the membership to access and spend (as outlined in its Chapter By Laws. Page 22

23 1. IMPORTANT NOTE: There is no submission for the first set of criteria. Previously submitted materials, HQ records and Advisor statements will be used to determine accreditation. Include any comments to be considered in reference to this criteria, in the box below: 2. Every member of the chapter serves on at least one committee. 3. The chapter elects key officers (President and Treasurer) for terms of one full year, holding elections at the end of Fall Term. (ATM) In what month(s) is/are election(s) held for the key officers? 4. Newly elected/appointed chapter officers and committee chairmen meet with predecessors shortly after elections/appointments to discuss the responsibilities of their office, exchange important information, and develop goals for improvement. 5. The chapter maintains an up to date website. Have site, but it's not up to date What is your chapter's website address? 6. Would your chapter like to have its website entered for awards consideration? (Only up to date websites will be considered for awards.) Page 23

24 7. Select the chapter's current housing status? Chapter house owned by an alumni association or an alumni controlled housing corporation Chapter house (a free standing structure) owned by the university Chapter housing (such as a separate residence hall or floors) owned by the university Chapter house leased by the entire chapter (on one lease) from a landlord Chapter house with each individual member leasing from the landlord t housed Page 24

25 CHAPTER OPERATIONS Housed Chapters This page is for chapters considered "Housed". If a chapter is Un housed, skip these questions and go to the Un Housed section. 1. Each man living in the house has executed either a lease or a Housing Agreement that explains the expectations and provides protection for both sides. (The Purpose, Guide for Chapter Treasurers & Guide for Alumni Corporations) >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a COPY of a completed and signed lease or Housing Agreement (labeled as "CO1") 2. Select options below that apply to the chapter's finances in relation to operating the chapter house: The chapter does not have problems paying all monies owed for rent, etc. to the alumni association, housing corporation or landlord The chapter had problems at time(s) this year paying rent, etc. but currently is up to date The chapter struggles to pay all monies owed for rent, etc. to the alumni association, housing corporation or landlord The chapter currently owes money for rent or other house related fees to the alumni association, housing corporation, landlord or outside companies (such as utility companies, etc.) Individual members currently owe money for rent or other house related fees to the chapter or to the alumni association, housing corporation or landlord Include any comments below to be considered on this subject: 3. Tenants are informed in writing that the chapter s property insurance policy does not cover personal property (either in the lease or in a separate document.) Page 25

26 In the lease/housing agreement In a separate statement 4. Please provide the following information What is the capacity of the chapter house? How many men lived in the house Fall Term/Semester? How many men lived in the house Spring Term/Semester? 5. A separate fee (other than membership dues) is charged to members who do not live in the house to help support the cost of maintaining the house since they also use the property. (Sometimes called a "parlor fee" or "out of house fee") Provide the total income for this year as well as the "per amount" that is charged for "parlor fees", "out of house fees", etc. Page 26

27 CHAPTER OPERATIONS Un housed Chapters This page is for chapters considered "Un Housed". If a chapter is Housed, please navigate back to the "Housed" section. 1. To prepare for future needs and/or emergencies... (The Purpose and Guide for Alumni Corporations) The alumni association maintains a Housing/Emergency Fund. The chapter maintains a Housing/Emergency Fund requiring at least 75% of the members' approval to spend the funds as stated in the Chapter By Laws. There is no Housing/Emergency Fund. What page, paragraph and/or section of the by laws addresses this issue? (Highlight and label as "CO2" on the copy of your chapter by laws). 2. How much did the chapter contribute to the Housing/Emergency Fund: Fall Semester/Term: Spring Semester/Term: 3. The chapter contributed at least $20 per man per year to the housing/emergency fund? Page 27

28 CAMPUS AND COMMUNITY RELATIONS Standard #7 Campus & Community Relations Each chapter shall strive to maintain a strong positive presence and reputation on campus, in the community, and throughout Theta Xi. The chapter endeavors to stress personal commitment and leadership to the campus, surrounding communities, and Theta Xi nationally through its programs. To achieve accreditation for this Standard, the chapter and its members shall: Conduct at least two service projects per year to demonstrate philanthropy (raising funds) or community service (devoting time, support, man hours, etc.) or both in support of Multiple Sclerosis, and/or Habitat for Humanity and/or a community group Have a positive reputation on campus and in the community (determined by Greek Advisor report and other documentation) Ensure that at all chapter members actively participate in at least one other campus club and organization 1. Provide information below about ALL of your philanthropy / community service projects during : Total number of projects: Total $ raised: Total number of man hours: 2. Provide information about at least TWO events: Event #1: Title of event: Date of event: Location: Number of chapter members who Number of alumni members who Total $ raised (if applicable): Total man hours: 3. Provide a short description of Event #1 listed above: Page 28

29 4. Event #2: Title of event: Date of event: Location: Number of chapter members who Number of alumni members who Total $ raised (if applicable): Total man hours: 5. Provide a short description of Event #2 listed above: 6. Event #3: Title of event: Date of event: Location: Number of chapter members who Number of alumni members who Total $ raised (if applicable): Total man hours: 7. Provide a short description of Event #3 listed above: Page 29

30 8. Event #4: Title of event: Date of event: Location: Number of chapter members who Number of alumni members who Total $ raised (if applicable): Total man hours: 9. Provide a short description of Event #4 listed above: 10. Each member of the chapter should be actively involved with at least one organization on campus or in the community other than the Fraternity (and not including IFC/IGC representatives or intramurals). On a roster of members (labeled as "CC1"), identify which organization(s) each member actively participates in. >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a roster of members indicating campus organizations (not including IFC/IGC and intramurals) they participated in (labeled as "CC1") 11. On the roster used in the question above, also indicate any member who holds or held a leadership position with his other organization(s) including the title of the office(s) held. >>>SUBMISSION REQUIRED<<< To receive credit the chapter will also indicate on "CC1" any members who hold or held an leadership position with his other organization(s) including the title of office(s) held. Total number of brothers who were elected / appointed officers of any OTHER organization on campus. 12. List any brothers who held IFC/IGC leadership roles such as Officer or Committee Chair and the title they held. Do not include the chapter representative(s). (Enter "ne" if appropriate.) Page 30

31 13. The chapter hosted or attended at least one leadership skills training session with at least 50% of the chapter in attendance. (other than Theta Xi national programs such as Vredenburgh Presidents Academy, Rising Stars Academy and Newell District Leadership Academy.) (ATM) 14. Provide a list of leadership training sessions attended or hosted this school year with date(s) of presentation, program(s) presented, number of members attending and number of guests (labeled as "CC2"). (REQUIRED for ATM Chapters and optional for other chapters) ATM Chapters SUBMISSION REQUIRED To receive credit the chapter must submit a list of leadership training sessions attended or hosted this school year with date(s) of presentation, program(s) presented, number of members attending and number of guests (labeled as "CC2") n ATM Chapters The chapter will submit this as optional documentation (labeled as "CC2") which will increase the likelihood of national awards n ATM Chapters The chapter chooses not to submit this item 15. List each intramural team the chapter sponsored this school year and indicate any team that won an IFC or campus championship. 16. The chapter sponsored an event to promote good relations with campus faculty such as a faculty and staff recognition luncheon or dinner, an award banquet for staff, an appreciation campaign, etc. Briefly describe the event: Page 31

32 17. The chapter has a Parents Organization and/or provides programming for parent involvement with the actives at least once per academic year. (ATM) 18. Provide a summary of all programming for parent involvement referenced in Question 12 (labeled as "CC3"). Be sure to include the date, location, number of members attending and number of guests. (REQUIRED for ATM Chapters and optional for other chapters) ATM Chapters SUBMISSION REQUIRED To receive credit the chapter must submit a summary of all programming for parent involvement referenced above (labeled as "CC3") n ATM Chapters The chapter will submit this as optional documentation (labeled as "CC3") which will increase the likelihood of national awards n ATM Chapters The chapter chooses not to submit this item Page 32

33 RISK MANAGEMENT Standard #8 Risk Management Each chapter shall strive to maintain a safe and responsible presence on its campus. All members (and the chapter as a whole) shall not put itself, its members, its guests or any visitors in harm's way by acting in an irresponsible, inappropriate manner at any time. To ensure this level of expected behavior, the chapter shall actively engage in Risk Management training for all members at least once per semester. To achieve accreditation for this Standard, the chapter and its members shall: Conduct or attend at least one risk management presentation per semester/term with at least 50% of members (brothers and/or AMs) attending Ensure that all members understand and have access to printed versions of the Theta Xi Risk Management Policy Ensure that all new members complete the "Managing Risk" activity as part of the Alpha Nine Core Education Program Ensure that the chapter and its members do not participate in, sponsor or conduct any activity that violates the Fraternity's Risk Management Policy or campus risk management rules or guidelines NOTE: One presentation per semester for your chapter members is required for accreditation. Award points will be given if the presentation(s) were not required for sanctions by either the Grand Lodge or the campus (the university, IFC, etc.) and if they were presented to audiences larger than just the chapter (which will be verified by Greek Advisors' Annual Report submissions.) Page 33

34 1. The chapter hosted risk management presentations at least once Fall Semester/Term on topics such as substance abuse prevention, sexual assault, fire safety, etc. In the spaces below, provide information about your Fall 2015 Risk Management Event which was attended by at least 50% of the chapter. Title of event: Date of event: Location: Presenter(s): Percentage of chapter members who Number of alumni members who Number of other attendees (non members) who Page 34

35 2. Provide a short description of the Fall Semester/Term Risk Management presentation: (activities, goal of program, etc.) 3. The chapter hosted risk management presentations at least once Spring Semester/Term on topics such as substance abuse prevention, sexual assault, fire safety, etc. In the spaces below, provide information about your Spring 2016 Risk Management Event which was attended by at least 50% of the chapter. Title of event: Date of event: Location: Presenter(s): Percentage of chapter members who Number of alumni members who Number of other attendees (non members) who 4. Provide a short description of the Spring Semester/Term Risk Management presentation: (activities, goal of program, etc.) 5. The chapter has a specific written risk management plan for social events which outlines individuals' responsibilities, details for alcohol control during events, explains the plan for emergencies that may arise, etc. This plan is not the same as the Theta Xi Risk Management Policy. >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of our written risk management plan (labeled as "RM1") The chapter does not have a written risk management plan 6. The chapter provides to its members, and reviews, a written copy of the Theta Xi Risk Management Policy to each member during either a Ritual meeting or an open, educational meeting within the first four weeks Page 35

36 of each school year, and is documented in official meeting minutes. >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit a copy of the chapter minutes from both fall semester/term and spring semester/term indicating when the the Risk Management Policy was discussed and who was in attendance at the meeting.(labeled as "RM2") The chapter does not review the Risk Management Policy during Ritual a meeting at the beginning of the school year 7. The chapter reviews the Theta Xi Risk Management Policy with all Associate Members during the Alpha Nine Core Education programming. During which AM meeting is Risk Management policy reviewed? 8. The chapter has established in its by laws a judicial review board that meets as necessary and holds members accountable for violations of chapter, campus, and/or Fraternity policies (highlighted and labeled as "RM3" on the copy of your chapter by laws). List the page, section and/or paragraph number of your by laws where this can be found 9. Was the chapter sanctioned by the Grand Lodge this school year for violation(s) of the Theta Xi Risk Management Policy, Statement of Positions, or actions in violation of the Ritual or National Constitution and By Laws. If yes, please give a status report/update on the situation: Page 36

37 ALUMNI RELATIONS Standard #9 Alumni Relations Each chapter shall maintain a chapter advisor, faculty advisor and have a functioning alumni association board. Chapters shall seek to involve as many local alumni as are willing to lend assistance. Maintaining regular contact with its alumni shall be chapter priority. (Chapters are STRONGLY encouraged to also have a Faculty Advisor.) To achieve accreditation for this Standard, the chapter and its members shall: Have a Chapter Advisor appointed by the National President Actively communicate with the chapter's entire alumni base at least once per semester 1. The chapter has a Chapter Advisor that has been appointed by the National President. (A Chapter Advisor MUST be an initiated brother and may or may not be a faculty member.) The Chapter Advisor is: 2. The chapter meets with the Chapter Advisor at least once per semester. Comments 3. The chapter has a Faculty Advisor. (A Faculty Advisor must be a faculty or staff member of the school and may or may not be an initiated brother.) 4. The Faculty Advisor is: Page 37

38 Name and Roll Number (if applicable): Address: Phone Number: 5. The chapter meets in person with the alumni association or housing corporation officers at least twice per year. There is no functioning Alumni Association or Housing Corporation 6. Explain the methods used this school year to maintain communications with your ENTIRE alumni base (not just a select few who may be active with the chapter.) Examples could be newsletters (printed or electronic), Social Networking Groups such as Facebook, Listserves, direct mail, mass , etc. 7. Submit samples or printed copies of communications sent to your ENTIRE alumni base (all labeled as "AL1"). >>>SUBMISSION REQUIRED<<< To receive credit the chapter will submit samples or printed copies of communications sent to your ENTIRE alumni base (all labeled as "AL1"). 8. The chapter hosts at least one alumni event each fall (such as a Homecoming event). In the spaces below, provide information about your Fall 2015 Alumni Event. Title of event: Date of event: Location: Number of chapter members who Number of alumni members who 9. Provide a short description of the Fall Alumni Event listed above: Page 38

39 10. Provide a short description of any other Fall Alumni Events you would like to report including the detailed information requested above such as name, date, location, attendees, etc: 11. The chapter hosts at least one alumni event each spring (such as a Founder's Day or "6294" event). In the spaces below, provide information about your Spring 2016 Alumni Event. Title of event: Date of event: Location: Number of chapter members who Number of alumni members who 12. Provide a short description of the Spring Alumni Event listed above: 13. Provide a short description of any other Spring Alumni Events you would like to report including the detailed information requested above such as name, date, location, attendees, etc: 14. How many alumni do you consider to be actively involved with your chapter on an on going basis? or more Page 39

40 ADDITIONAL SUBMISSIONS AND EXPLANATIONS 1. Will the chapter be submitting any "Additional Submissions" to document any outstanding accomplishments not requested elsewhere in this submission? If so, this submission must be typed, may not exceed two pages in length and must be labeled as "AS1". >>>ADDITIONAL SUBMISSIONS will be submitted separately and labeled as "AS1"<<< additional submissions will be submitted Page 40