Preparing the Chapter Survey and Project Reports
Who Should Prepare the Survey:
To be most beneficial, completion of the survey and project reports should be done jointly by the current and next year's officers. This is the best time to teach the new officers about the operations of your chapter and your advisors should help. Since your advisors are being asked to evaluate your chapter's performance, meet with them to discuss objectively the year's activities, introduce the new officers, and develop a preliminary plan for next year.
Submitting Project Reports Electronically (email or online)
Chapter project reports should be prepared after the project has been completed while details are fresh. An MS Word document is available for this purpose. Be sure to create a table of contents page and organize reports as suggested below. Chapters should convert MS Word documents to pdf format and combine individual reports into one pdf document. A single MS Word document may be submitted if unable to create a pdf file. Email the file to HQ at email@example.com.
Recommendations from Previous Awards Committees:
- All reports should be typed and ALL sections completed (neatness and organization are two of the criteria for judging these awards)
- A table of contents should be included and all pages numbered
- Projects should be organized by date and area of emphasis
- Suggestions for completing the Project Report forms
- Participation should be noted as X/Y members and electees, where X is the number participating and Y is the total number of members/electees (i.e. 39/50 members, 12/17 electees)
- Number of hours should be standardized to show the average number of hours each member contributed to the project (i.e. 30 members at a 1 hour planning meeting is listed as 1 hour, not 30 hours)
- A list of member's names participating in each project should be included
- Ensure projects are noted as being a new or a recurring project
- Membership Timeline Summary should be created and include:
- Number of members and electees at start of fall term
- Number of initiates and date of fall initiation
- Number of members and electees at start of spring term
- Number of initiates and date of spring initiation
- A summary of the number of projects each member/electee participated in during each term should be included (i.e. Sue 8/22, John 21/22 etc.)
- In determining whether material should be included in the survey, usefulness to another chapter should be the prime requisite. Appropriate photos of chapter projects should be included for historical documentation. While images and chapter "propaganda" may be entertaining, the committee may feel they detract from the professionalism of the reports, waste the time of the committee, and may be attempted substitutes for a lack of projects.
- The committee would much prefer well-detailed project summaries and relevant supplementary material presented in a professional manner. Submit anything useful in describing the project, but when in doubt, leave it out!
- Be concise. Thanks!