Annual Chapter Reporting 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 end of the first week in February each year. The report will cover the chapters’ activities for the year just concluded (January 1st through December 31st). The Regional Director is required to submit to the Corporate Headquarters for 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 conclusion of the Regional Conference to the International Standards & Awards Committee Chairman and the International Executive Director via email.
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 Western 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.
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, undergraduate 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 (optional)
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
- Each chapter must present a electronic copy 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 Regional Conference depending on the year.
- Printed reports should be professional bound or in folder with plastic cover.
- Chapter Reports 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.
Outstanding Regional Alumni & Collegiate & Chapters are judged upon:
- Final score of Awards and Recognition Audit Report conducted by the Regional Standards and Awards Committee.
- Annual Chapter Report submitted by required deadline.
- Degree of participation in Sigma International Programs.
- Awards are given based on the amount of chapter levels approved by IHQ (one award for each of the chapter levels).
Phi Beta Sigma Fraternity, Inc., Western Region