April/ May 2018 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 Denver, CO, October 11-13, 2018.
- Verify that your chapter has submitted its year-end reports.
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 113th Convention will be held in Denver, CO, October 11-13. 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
- Convention Credentials
- 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 and certificates will be delivered after the catalog cards and the Report of Election are submitted online. It is vital that a valid email for each electee be entered into your Report of Election. Delivery requires up to four 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, and $1 for the member ship 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 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 keys and certificates are not distributed to initiates, your chapter will be responsible for the charges to issue them separately from HQ or to order replacements. The cost is $28 for a key and $13 for a certificate.
There has been a significant increase in the number of chapters that are not distributing keys, certificates, an membership cards 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.
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!