April 2019 Advisor eNotes
Here are items to consider for your chapter as the academic year comes to a close:
- Provide your opinion on the state of your chapter by completing the Advisor's Evaluation.
- Plan to attend the annual Convention in Columbus, OH, October 10-12, 2019.
- Verify that your chapter has submitted its year-end reports.
- Assist your chapter officers in completing the annual Chapter Survey.
- Distribute keys and certificates to new members.
- Order your chapter's graduation regalia.
Each advisor is asked to fill out a brief evaluation of the chapter's recent activities to be submitted online by June 1, find the form here. The evaluation can be completed using this form and is used in assessing the overall health of the collegiate chapters and the status of the chapter advisor program. Your participation is appreciated.
Our 114th Convention will be held in Columbus, OH, October 10-12. Due to budget constraints, the Association will not pay on-site expenses or travel expenses for advisors this year. Some advisors have suggested that, if given a specific assignment, such as serving on the Chapter Advisor Committee, they might be able to arrange financial help from their college or company. Headquarters (HQ) if you want an official assignment. Convention credentials are due no later than June 1.
Many chapter reports are due to HQ either postmarked or online by June 1. Please ensure that your chapter has completed these reports.
Convention & Chapter: Deadline June 1
- Convention Credentials instructions
- Financial Report: be sure to clear your chapter balance.
- Chapter Survey and Project Reports: more info below.
In addition, your chapter should report its new officers on the Report of Officer and Advisor Election and submit an Officer Signatures Report within two weeks of election.
Your chapter officers must complete the annual chapter survey online by June 1. Chapters on the quarter system may be late — email or for an extension. If the chapter survey indicates that projects were conducted during the year (and most likely they did something), project reports are required. Headquarters requires that project reports be submitted in WORD or PDF format and as a single file. You may consider a meeting with old and new officers to discuss the year's results, conduct a proper transition, and plan activities for next year.
Keys, certificates, and membership cards will be ordered after the catalog cards, the Report of Election, and Report of Final Action are submitted. Delivery requires up to three weeks, and shipping costs will be charged to your chapter's account. Your chapter will be charged $10 for the key, $4 for the certificate, & $1 for the membership card for each electee who is NOT initiated. If the person is initiated later, the $10 key charge will be credited to your chapter's account. Keys that will never be used can be sent to HQ for a $0.10 credit, but certificates and cards are dated and worthless; please destroy them. Our vendors have a 30-day replacement policy for damaged or undelivered keys and certificates; notify HQ if you haven't received these items within 30 days of submitting your Report of Final Action. If you do not distribute keys and certificates to initiates, your chapter will be responsible for the charges to issue them separately from HQ to order replacements. Because they are ordered separately, the cost for replacements is $28 for a key and $13 for a certificate.
If you fail to provide change of address for key and certificate shipping, you will also be charged for reshipment. Note: If all electronic catalog cards are not filled out at the same time, those that are completed later will be sent separately to our key and certificate vendor and additional shipping charges will be incurred.
There has been a significant increase in the number of chapters that are not distributing keys and certificates to new initiates. Please ensure that your chapter does not fall into this category. Make sure they are shipped to a responsible party who can ensure their delivery to the new members. If for some reason your chapter is unable to complete the distribution process, send your keys and certificates to HQ who will package and ship the items to the initiates and your chapter account will be charged $5 per member.
As a reminder, requests for graduation regalia must be placed 2-3 weeks prior to the desired distribution date. Additionally, the chapter must be in good financial standing with no outstanding balances older than two months to receive regalia. An order will be held until the financial hold is resolved. Finally, Headquarters requests that, whenever possible, all regalia is requested at the same time instead of placing multiple orders. All chapter regalia orders can be placed here.
Headquarters appreciates your service and hard work during the past year. Your work is vital, especially in initiating elected students and helping your local chapter thrive. Thank you!