I’m very excited about our Centennial year and we are winding down the celebration! Please see the list of items below and ensure that your chapter has completed each. The following email is long and necessarily thorough to address the procedure and to eliminate any confusion. Please take the time to read thoroughly as this email has attachments. This system has worked very well over the past semesters when adhered. Several chapters missed the deadline to apply after many notices thru State Directors gauge intent. State Directors are responsible for making sure they communicate with every chapter and to prevent such an unfortunate event. Chapters are responsible for timely response(s). Please share this with your direct reports (chapters, alumni advisors and state leadership).
Please ensure that you transmit your Membership Fees, Chapter Tax, and Liability Insurance to the International Headquarters before for the end of the year. Please keep documentation of your fee transmittal (both for individual members and chapter tax and liability insurance).
Please note that the reporting guidelines are for both alumni and collegian chapters. Only difference is that the collegians have a time window and must obtain a signed, written approval (on school letter head; NOT AN EMAIL) approving the chapter to conduct intake for Spring 2015 from the school’s Greek Life Administrator. It must include their work phone number and email address in the body of the letter and it must be addressed to me as Regional Director. Same applies for Alumni chapters conducting Associate membership intake. Further, the chapter and brothers must be financial, MIP AND Anti-Hazing pledge documented on iMIS for consideration. If not, the request will be denied immediately.
Our MIP has time windows incorporated with phase 1 (informational, interview and packets sent to RD for his approval) and phase 2 (actual intake) of the process. All requests SHALL be 14-28 days before your desired informational. Informational, Application Overview, Collection of Application(s) & Fee(s), Interviews, Approval or Denial, Grade Approval, Collection of Remain Fee(s) and Applications sent to the REGIONAL DIRECTOR for my WRITTEN APPROVAL OR DENIAL via email no more than 15 days. Once approved, the MIP Team may proceed with the five educational sessions, one session for the test and separate date for the initiation (seven dates).
ALL DATES FOR BOTH PHASES MUST BE SUBMITTED ON THE EDITABLE ADOBE PBS-7C form WITHOUT EXCEPTION. State Directors have this form that is pre filled out with my information within. State Directors are responsible for scrubbing the requests and making sure all is in order with them and the requested MIP team. All brothers shall be financial for 2015 and MIP certified to serve on the team or engage the candidates.
*Program Implementation Assessment (PIA) Forms
The PIA is a standardized mechanism for the assessment and reporting of the Fraternity’s national programs and initiatives. PIA forms can be completed at: http://www.phibetasigma1914.org/forms/pia-reporting/. Every program and event hosted by your chapter should have a corresponding PIA submission. The Regional goal set by the Regional Director is three (3) with the idea of one for each of the three National Programs. All alumni chapters with Sigma Beta Clubs shall file an additional PIA detailing the activities and hours for the year.
*Chapter Self Assessment (CSAF) Report
The Fraternity collects information using the CSAF regarding chapter’s implementation of national programs to evaluate the chapter for awards and recognition. CSAF reports can be submitted at: http://www.phibetasigma1914.org/forms/chapter-assessment-reporting/.
*Chapter Annual Report
Every chapter in the Fraternity is required to submit a report to its Regional Director annually. In the coming year, eligibility to conduct membership intake will be tied directly to the submission of a chapter report. The current format for the chapter report is based upon the information compiled during the completion of the CSAF. The format can be found at: http://www.phibetasigma1914.org/wp-content/uploads/2012/forms/chapter-standards-awards/Awards%20&%20Achievement%20Guide%20-%20Spring%202011%20Edition.pdf. It is in the chapter’s best interest to ensure that all three (3) components of chapter reporting are fully completed. Chapter reports can be submitted both electronically and in hard copy to the Regional Director. The chapter report may be electronic and no need for CD.
For Collegiate Chapters AND Alumni chapters conducting ASSOCIATE MEMBERSHIP Intake
Membership intake for a collegiate chapter requires the support of the University. Several chapters in recent history have encountered challenges in obtaining letters of support. Therefore, if your chapter plans on conducting membership intake in the Spring, you should begin liaising with the appropriate University official now. Please make such request in writing and follow-up with a verbal face-to-face meeting. This will ensure that you have sufficiently documented your request and allowed time for the University to respond. The Regional Directors Council has agreed on the time window for Spring 2015 as January 18th – April 19th to conduct membership intake activities with activities beginning Sunday February 1st. Per the Eastern Regional Director, if a chapter is (a) unable to secure the necessary University approvals prior to Friday March 13, 2015 and/or (b) valid request for MIP is not received from the State Director by Friday March 13, 2015 at 5PM then membership intake requests will not be accepted or approved. The Eastern Regional Director is committed to delivery of materials before the initiation date. This window will allow paperwork processing and delivery of a meaningful process to be realistic.
To be clear:
Window to REQUEST INTAKE ACTIVITIES (PHASE 1 and PHASE 2) FOR RD APPROVAL is January 18 – March 13, 2015.
Window to CONDUCT INTAKE ACTIVITIES (PHASE 1 and PHASE 2) is February 1 – April 19, 2015.
**If the school requires a MIP window outside our MIP window, that MUST BE DOCUMENTED IN THE LETTER OF APPROVAL. I would then follow-up with the school for verification of school policy and not requested by a chapter.
Should you need someone from the State Leadership Team or your Alumni Advisor to liaise with your University please let us know immediately. The Chapter Advisor and/or member of the State Leadership Team SHALL be present at all Membership Intake Activities. ALL MEMBERS OF THE INTAKE TEAM WILL BE HELD ACCOUNTABLE FOR THE CONDUCT OF THE PROCESS. I strongly recommend that State Directors select brothers wisely as I will question the selection of every brother on the team. All teams must be composed of at least seven certified brothers and one must be a collegian brother. Those that are participating must be listed on the PBS-7C, as well (must be financial and MIP certified and Anti-Hazing pledge documented, as well). Do not hesitate to contact your State/Area Directors, Alumni Advisor, and/or Alumni Chapter President should you need information or support. All reporting for 2014 must be completed before requesting intake.
In closing, you should have the following as a follow-up list for end of 2014 and prepare for 2015 (emphasized during State Meeting season):
- Pay Membership Dues (national, regional AND chapter);
- Pay Chapter Tax & Liability Insurance;
- Pay Conclave Absentee Fee (if applicable);
- Complete minimum of 3 Program Implementation Forms (PIA) (one in each of the National Programs);
- Complete Chapter Self-Assessment Form (CSAF) and submit at International Website;
- Complete Chapter Report (please reference chapter report format instruction on the National Website); and,
- Contact University Official regarding obtaining a MIP Letter of Support addressed to the Regional Director (Collegiate Chapters & Alumni Chapters’ ASSOCIATE MEMBERSHIP Only).