Chapter Reporting

/Chapter Reporting
Chapter Reporting 2017-09-25T10:27:40+00:00

NOTE: Due dates on this page supersede any due dates listed elsewhere.

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“Year in the Life” Reporting Checklist
Standards of Excellence Progress Tracker
Not sure if your report submitted correctly? Check here.
SIGMA PI FRATERNITY believes that our men will strive for excellence by living our core values and individual chapters will be most successful through fulfilling our Standards of Excellence (SOE). This program will advance man’s quest for excellence through supporting the values and principles upon which our fraternity was founded. To ensure that our chapters promote fellowship, develop character and leadership, advance heightened moral awareness, enable academic achievement and inspire service, this program will set forth the Standards of Excellence for every chapter of Sigma Pi Fraternity International. The fundamental purpose of this program is to encourage our chapters to return to our founding values, which are crucial to the rich development of fraternity men. The Standards of Excellence is comprised of 10-focus areas; one for each of the stars in our Radiant Triangle.

 Alumni  Operations
 Education  Recruitment
 Fellowship  Ritual
 Finance  Scholarship
 Image  Service

The Standards of Excellence criteria, reporting system and progress tracker are accessible through visiting our website at sigmapi.org. It is strongly encouraged that all chapters review all of the criteria and due-dates as soon as possible. Several components of this program are due at various points during the school year and others are due no later than June 1st. Similar to our previous accreditation programs (The Gold Standard and Efficiency Points), the Standards of Excellence will be used for awards and to calculate discounts and increases on chapter’s semi-annual dues. A new SOE recognition program will be instituted to recognize our chapters achieving Gold, Silver and Bronze levels. For additional information about the Standards of Excellence, please email at soe@sigmapi.org or your Regional Director.

Executive Council

  • All Executive Council members utilize @sigmapi.org Email Addresses
  • At least one delegate attends Summer Conference (Convocation or SPU)
  • All required chapter leaders attend Mid-Year Leadership Conference
  • Chapter attends Province Workshop
  • Holds at least one Executive or Committee Chair position in InterFraternity/InterGreek Council/Student Government
  • Meet with the Office of Fraternity/Sorority Affairs Staff at least once a month AND have them submit the Student Meeting Confirmation report
  • 80% of chapter members are involved in other Recognized Student Organizations
  • Participate in Major Campus Activities (Homecoming, Greek Week, etc.)
  • Acknowledge ALL recognized social Sorority Founding Dates on campus
  • Acknowledge ALL recognized social Fraternity Founding Dates on campus
  • Receive an Award/Recognition from the institution/community
  • Total New Members recruited is largest of all IFC fraternities
  • Total Membership is largest of all IFC fraternities
  • Total Membership exceeds 25

Sage

  • Business Meetings held weekly
  • Executive Council Meetings held weekly with a volunteer in attendance at least once a month
  • All Chapter Meetings opened & closed according to Ritual
  • “Weekly Communication to the Chapter Director;
  • Monthly Communication to the Province Archon”
  • Sage Monthly Report
  • Membership Contract; uploaded and signed by all members
  • Official Sigma Pi Ritual used & reported
  • Volunteer Evaluation submitted
  • Officer Transition Checklist Submitted and Completed (Sage)
  • Officer Transition Checklist Submitted and Completed (2nd Counselor)
  • Officer Transition Checklist Submitted and Completed (3rd Counselor)
  • Officer Transition Checklist Submitted and Completed (4th Counselor)
  • Officer Transition Checklist Submitted and Completed (1st Counselor)
  • Officer Transition Checklist Submitted and Completed (Herald)

Second Counselor

  • Standards/Judicial Board consists of at least five members
  • Committee System (10+ committees)
  • Committees utilize a ongoing system of communication (meetings, GroupMe, Slack, Etc.)
  • Structure of Accountability in place with committee chairmen
  • All members (active + new) are assigned to a committee
  • Committee Expectations & Goals Report
  • The chapter participates in at least 2 campus Intramurals per year
  • Second Counselor Monthly Report
  • Harm Reduction Workshop (Risk Management, Relationship & Sexual Violence)
  • “Academic Success Workshop
  • (Learning Styles & Study Skills)”
  • “Chapter Goal Setting Workshop
  • (Setting Organizational Goals)”
  • 1st Educational Workshop from the list of topics (see Chapter Workbook for pre-approved list, or gain approval from RD)
  • 2nd Educational Workshop from the list of topics (see Chapter Workbook for pre-approved list, or gain approval from RD)
  • 3rd Educational Workshop from the list of topics (see Chapter Workbook for pre-approved list, or gain approval from RD)

Third Counselor

  • Third Counselor Monthly Report
  • Chapter Budget submitted with 5% or greater of annual budget allocated to Savings
  • Utilize Financial Record-Keeping Software OR a Third Party Billing Service
  • IRS Form 990; filed and accepted by IRS
  • Checking Account with online access OR enrolled in Electronic Bill Pay
  • Annual Audit
  • Grand Chapter Balance is $0
  • Semi-Annual Dues paid in full
  • Convocation Assessment Dues paid in full

Fourth Counselor

  • 90% of Members attend weekly business meetings
  • Chapter Bylaws submitted and updated within the last two years
  • Chapter Workbook utilized (Google Doc)
  • All Pledges reported within 10 days of The Formal Pledging Cermony
  • All Initiates reported within 10 days of The Golden Quest
  • Fourth Counselor Monthly Report
  • Records Verification

First Counselor

  • Parliamentary Procedure (Roberts Rules of Order) used during all chapter meetings
  • Business Attire worn by all members during chapter meetings (shirt, tie, dress shoes & slacks)
  • Functioning Standards System with written rules and procedures
  • First Counselor Monthly Report
  • Ritual Equipment; full inventory, stored & secured safely

Herald

  • Emerald Report
  • Ritual Workshop
  • Executive Council rehearses all ceremonies prior to execution
  • Two active Social Media Outlets (Facebook, Twitter, Instagram, YouTube, LinkedIn, website, etc)

ACE Chairman

  • Pre-ACE Project Institutional Acknowledgment
  • Pre-Event Press Release AND Social Media Advertisement
  • 80% Actively Participate in ACE Project
  • ACE Project Report

Athletics Chairman

  • Participate in at least 2 campus Intramurals per year

Brotherhood Chairman

  • 3+ Monthly Brotherhood Events
  • 6+ Non-Alcoholic Brotherhood Events

Community Service Chairman

  • Conduct OR Participate 10+ Community Service Projects AND 20+ Community Service Hours per Member

Fundraising Chairman

  • Hold 2+ Fundraisers

Neophyte/Pledge Educator

  • Foundations of Membership Report [October 15th]

Philanthropy Chairman

  • Conduct OR Participate 5+ Projects AND $50+ Donated per member for Philanthropic Causes
  • Conduct one Amazing Day Foundation event AND one Donate Life event

Recruitment Chairman

  • Recruitment Activities comply with all IFC/IGC, institution & FIPG regulations
  • Names List (Google Doc) OR Chapter Builder
  • Written Values-Based Recruitment Program [October 1st]
  • Recruitment Goals; met/exceeded pledge goal and initiated at least 90%
  • Total New Members recruited is largest of all IFC fraternities

Scholarship Chairman

  • Chapter Cumulative GPA is highest among all IFC fraternities AND exceeds the All-Men’s Average/All-IFC Average; whichever is higher
  • Neophyte Cumulative GPA is highest among all IFC fraternities AND exceeds the All-Men’s Average/All-IFC Average; whichever is higher
  • 80% of individual cumulative GPAs exceed the All-Men’s average/All-IFC Average; whichever is higher
  • New Member Cumulative GPA Requirement is at OR exceeds the All-Men’s Average/All-IFC Average; whichever is higher
  • Member Good Standing Cumulative GPA Requirement is at OR exceeds the All-Men’s Average/All-IFC Average; whichever is higher
  • Officer Cumulative GPA Requirement exceeds the cumulative GPA requirement to be in good standing
  • Academic Success Program [October 15th]
  • Academic Awards & Scholarships available to members
  • Have an active Faculty Advisor
  • Follow International Academic Suspension/Expulsion Procedures

Social Chairman

  • 4 Non-Alcoholic Social Events
  • Non-Fraternity/Non-Sorority Social
Badge Standard Percentage Range Semi-Annual Dues Discount
Gold 95% + 20%
Silver 90% – 94% 10%
Bronze 85% – 89% 5%

ONGOING REPORTS – reports with no due dates


CALENDAR – reports due soon

december

01decalldayalldayVolunteer Evaluation Due

01dec12:05 am11:55 pmStudent Meeting Confirmation Report (completed by Campus Professional)

01decalldayalldayAlumni Newsletter Submission Due

01dec12:05 am11:55 pmVolunteer Term Report Due (completed by Volunteers)

10decalldayalldayMonthly Officer Reports Due

january

10janalldayalldayMonthly Officer Reports Due

10janalldayalldayChapter Workbook Checkpoint

february

01feballdayalldaySpring Records Verification Due

10feballdayalldayMonthly Officer Reports Due

10feballdayalldayEmerald Submission Due - Spring

15feballdayalldayCommittee Expectations & Goals Due

15feb12:05 am11:55 pmSpring Budget Submission Due

15feb12:05 am11:55 pmRecruitment Program Due

15feb12:05 am11:55 pmRisk Management Plan Due

march

01mar12:05 am11:55 pmPrevious Fall Institutional Statistics Report Due

10maralldayalldayMonthly Officer Reports Due

april

10apralldayalldayMonthly Officer Reports Due

10apr12:05 am11:55 pmChapter Workbook Checkpoint

may

01may12:05 am11:55 pmStudent Meeting Confirmation Report (completed by Campus Professional)

10mayalldayalldayMonthly Officer Reports Due

10mayalldayalldayEmerald Submission Due - Summer

june

01junalldayalldayIRS Form 990 Confirmation Due

01junalldayalldayStandards of Excellence Final Submission Due

01junalldayalldayAlumni Newsletter Submission Due

01junalldayalldayVolunteer Evaluation Due

01jun12:05 am11:55 pmAnnual Audit

01jun12:05 am11:55 pmAlumni Contact Information Due

01jun12:05 am11:55 pmVolunteer Term Report Due (completed by Volunteers)

10junalldayalldayMonthly Officer Reports Due

july

10julalldayalldayMonthly Officer Reports Due

august

10augalldayalldayMonthly Officer Reports Due

september

10sepalldayalldayMonthly Officer Reports Due

10sepalldayalldayEmerald Submission Due - Fall

october

01octalldayalldayFall Records Verification Due

01octalldayalldayPrevious Spring Institutional Statistics Report Due

10octalldayalldayMonthly Officer Reports Due

10octalldayalldayChapter Workbook Checkpoint

15oct12:05 am11:55 pmFall Budget Submission Due

15octalldayalldayAcademic Success Program Due

15octalldayalldayNew Member Education Plan Due

15octalldayalldayChapter Bylaws Submission Due

15octalldayalldayMembership Contract Due

november

10novalldayalldayMonthly Officer Reports Due

OPERATIONS

ALUMNI

EDUCATION

FINANCE

RECRUITMENT

SCHOLARSHIP

SERVICE

VOLUNTEERS

CAMPUS PROFESSIONALS

EXECUTIVE OFFICE VISIT EVALUATION

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