Annual Chapter Report & Awards Overview
Purpose
The purpose of annual Chapter reporting is to provide detail on presenting the formal Annual Report to respective Regional Office and Corporate Headquarters as adopted by the General Board during its February 2009 General Board meeting. It also provides symmetry and alignment with the adopted Chapter Operating Standards and Awards, and Recognition Process which was revised and clarified during the Houston Conclave 1973. The annual report also serves as a tool in supporting the results of the annual chapter assessment.
Policy Statement
As per Fraternity’s constitution, all Chapters are required to submit a formal chapter report on an annual basis. Chapters will be required to report in the following 5 focused areas:
- Scholarship and Academic Achievement
- Program Implementation and Reporting
- Membership Growth and Retention
- Chapter Operations
- Risk Management
Required Submission Period
All chapters are required to submit an annual report to the Regional Dir., of Standards and Awards by January 31st. The report will cover the chapters’ activities for the year just concluded (January 1st through December 31st). The Regional Director or his appointee is required to submit to the International Standards and Awards Committee Review by March 9th of each year; so it may reflect the same as headquarters.
- During a Conclave year, the Regional Director is responsible for submitting the Regional Outstanding chapters for both Alumni and Collegiate by May 9th of that year to the International Standards and Awards Committee Chairman and the International Executive Director via email.
- During a non-Conclave year, the Regional Director is responsible for submitting the Regional Outstanding chapters for both Alumni and Collegiate by the prior to the begginning of the Regional Conference.
Accountability
All Chapters are mandated to submit an Annual Chapter Report. Chapters who fail to present Annual Report may be suspended and/or fined by the Regional Director.
Evaluation
The annual report will be reviewed by the Regional Director and evaluated by the Regional Dir., of Standard & Awards and his committee and the International Standard and Awards Committee during Conclave year.
Developing a Chapter Report
- Prepare a professional cover, which includes the name of your chapter, your region, College or University, City where chapter is located.
- Ensure first page includes chapter address, officers and contact information, and chapter’s email address.
- Include Summary Report of Chapter Self-Assessment Results.
- Utilize your results of the Chapter Self-Assessment Tool to report in each of the following categories:
Scholarship and Academic achievement
In this section, provide academic demographics. For example, Collegiate chapters should list cumulative GPA and Alumni chapters discuss academic performance of chapters you advise. Alumni Chapters are to share learning opportunities and special presentations that took place in chapter meetings. Alumni chapters are to also provide academic demographical information as presented in the self-assessment.
Program Implementation and Reporting
In this section the chapter is able to provide documentation on implementing Fraternity programs. The chapter is encouraged to add action photos. The chapter should also provide a summary and accountability of community service hours.
Membership Growth and Retention
In this section chapters are to provide a chapter roster, which include contact information for each member. Include total active brothers, newly initiated brothers, reinstated brothers, and transferred brothers from collegiate to alumni chapters as well as other transfers. Alumni chapters indicate career or business industry/title. Collegiate chapters indicate classification and your career goals. Chapters are to share membership growth and strategies as well as outcomes/results of those goals and strategies.
Chapter Operations
This section allows the chapter to share a complete operations assessment of chapter. Use the standards included in the Chapter’s Self-Assessment Tool to lead your discussions.
Chapter Risk Management
In this section, chapters are to provide proof of risk management practices, which include policy, tax & insurance and MIP.
Chapter Special Projects, Activities and Events
In this section the chapter can report and document chapter signature events, special projects, and activities that do not fall under the Program Implementation and Reporting section. This section is optional, however, it will be used as the determining tie breaker between two exemplary reports.
Other Reporting Notes
- Please review the Regional scoring rubric prior to submitting your chapter's annual report.
- Each chapter must email a copy of their report to the Dir., Standards and Awards
- The Regional Dir., Standards and Awards must present Regional Outstanding Chapters to IHQ / International Director of Awards 60 days prior to the Conclave and or 30 days prior to the Regional Conference.
- Printed Chapter Reports should be professional bound or in folder with plastic cover.
- Electronic Chapter Reports (.pdf) should also be uploaded into Blu Print Chapter Portal.
- Chapter Reports will not be graded aesthetically, however, the presentation will be used as the determining tie breaker between two exemplary reports.
Regional Chapter Award Selection Process:
- Annual Chapter Report submitted by required deadline.
- CSAF submitted by required deadline.
- PIAs submitted by required deadline.
- Degree of participation in Sigma International Programs.
- Selected from hierarchy of combined ranked scores submitted via Standards and Awards Commitee.
- Awarded per chapter levels approved by IHQ.
Chapter of the Year:
Award Requirements:
- Active Alumni and Collegiate chapter with exemplary achievement during the current year.
The Most Improved Alumni and Collegiate Chapter
Award Requirements:
- Active Alumni and Collegiate chapter with significant improvement from the prior year.
Bro. Lindsay Hughes Bigger and Better Business Programming
Award Requirements:
- Active Alumni and Collegiate chapter(s) with significant B&BB programming contributions.
Bro. Dr. William “Bill” Riley Education Programming
Award Requirements:
- Active Alumni and Collegiate chapter(s) with significant Education programming contributions.
Bro. Dr. Huey P. Newton Social Action Programming
Award Requirements:
- Active Alumni and Collegiate chapter(s) with significant Social Action programming contributions.
Collegiate Chapter with the Highest GPA
Award Requirements:
- Active Collegiate chapter with a minimum GPA average of 3.0 and official transcript verification emailed to Regional Dir., of Standards and Awards from the chapter’s Registrar's office.
- Requirements: Currently active chapter and official transcripts for every chapter member must be emailed to Regional Dir., of Standards and Awards from the chapter’s Registrar's office.
- Chapter Growth (% of growth compared to previous year).
- Chapter submitted a Chapter Report for the current year.
- Chapter submitted all applicable PIA Forms for the year.
- Chapters had documented activities and participation in all 4 Int'l'Programs following fraternal guidelines
- Chapter has a cumulative GPA above 2.5.
- Chapter had a registered representative attend the most recent WRC and or WRLC, and MDI in their area.
- Active Alumni member with significant achievements in fraternity initiatives, community service, and leadership roles within the past year.
- Active Collegiate member with notable fraternity participation, academic excellence, and significant community service contributions.
- Active Alumni or Collegiate member currently serving as an elected board member with a record of exceptional service and initiative in fraternity affairs.
- Active Alumni member urrently serving appointed board member with notable achievements in their role.
- Active Alumni member currently serving as an Area or State Director with outstanding performance in fraternity leadership and program execution.
- Active Collegiate member with a minimum GPA of 3.5 and official transcript verification emailed to Regional Dir., of Standards and Awards from the chapter’s Registrar's office.
The Collegiate Advisory Team of the Year
Award Requirements:
Hon. Bro. Jeffery Whitmore Alumni Brother of the Year
Award Requirements:
Hon. Bro. Jeffrey Sneed Collegiate Brother of the Year
Award Requirements:
Hon. Bro. Dr. Anthony Samad Elected Board Member of the Year
Award Requirements:
Hon. Bro. Ronald Carter Appointed Board Member of the Year
Award Requirements:
Area/State Director of the Year
Award Requirements:
Collegiate Brother with the Highest GPA
This award is given to one Collegiate Brother annually. Award Requirements:
Phi Beta Sigma Fraternity, Inc., Western Region