Greetings, Chapters & Brothers of the Eastern Region.
Season’s Greetings! I wish you and your family a happy holiday season. I know many of your are engaged in wrapping up and organizing service projects related to Christmas. However, the end of the year is rapidly approaching and we have some administrative housekeeping items to ensure are completed as well. Please see the list of items below and ensure that your chapter has completed each. Further, please ensure that you transmit your Membership Fees, Chapter Tax, and Liability Insurance to the International Headquarters before departing for semester break. Please keep documentation of your fee transmittal (both for individual members and chapter tax and liability insurance).
Special thanks to Bro. Brandon Johnson for taking the initiative for sending this out to his respective area and allowing me, per my request, to modify it for Regional use.
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 written approval (on school letter head) approving the the chapter to conduct intake for Spring 2012.
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.pbs1914.org/PIA_Form/. 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.
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.pbs1914.org/members/reporting/chapter_assessment/. A hard copy can also be found HERE.
This will aid your chapter’s officers in completing the overall analysis and the chapter annual report.
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 Here. The Regional Director will be comparing the PIA Reports, the CSAF Reports, and the Annual Chapter reports for consistency and validity of information. Therefore, 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
As you may know, membership intake for collegiate chapter requires the support of the University. Several chapters this school year 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 2012 as January 30th – April 9th to conduct membership intake activities. Per the Eastern Regional Director, if a chapter is (a) unable to secure the necessary University approvals prior to Monday March 19, 2012 or (b) valid request for MIP is not received from the State Director by Monday March 19, 2011 then membership intake requests will not be accepted or approved. The Eastern Regional Director is committed to delivery of materials before the initiation date. The three week window will allow paperwork processing and delivery to be realistic.
Should you need someone from the State Leadership Team to liaise with your University please let us know immediately. As with last year, the Chapter Advisor and/or member of the State Leadership Team will need to 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 aspects of chapter reporting are due by December 31st, 2011. Further, University approval for MIP activities in the spring should be sought post-haste. Do not hesitate to contact your Area/State Directors, Alumni Advisor, and/or Alumni Chapter President should you need information or support.
|In closing, you should have the following as a follow-up list:
• Pay Membership Fees;
Please feel free to contact me should you have any questions, comments and/or concerns. Thank you in advance. Grace and peace upon you and yours.
Bro. Leonard Lockhart