Chapter Self Assessment Form (CSAF)

Purpose

• Approved practices, Polices & Procedures for chapter evaluation

• Chapter Assessment & Chapter Recognition & Awards

• Dates and Deadlines for Review

To provide members of the Fraternity with the most accurate and up to date information related to:

Why Sigma Serves Humanity

• Make a difference through Service

• Sustain our impact on the community by building on the tradition of service

• Recognize those making a difference by reporting and keeping record of our service and rewarding our good works

CSAF Training Objectives• Understand Procedures for Chapter Self

Assessment & Implementation

• Understand the Importance of the Program Implementation Assessment (PIA) submission

• Understand Operational Standards & Expectations

• Understand the Importance of meeting Dates and Deadlines

Classification of Chapters

• Level I (Large) Chapters with Active Membership with 40 or more members

• Level II (Medium) Chapters with Active Membership between 16 to 39 members

• Level III (Small) Chapter with Active Membership between 5 to 15 members

Chapter Ranking Categories

• Gold Status (741 – 840 plus points)• Silver Status (641 – 740)• Bronze Status (540 – 640)• Marginal Status (539 or less) – Chapter

will be up for review until performance improves to the minimum bronze status by Area, State & Regional Directors

International Standards & Awards Committee

• Chairman appointed by the International President

• 2 Members from each Region • Committee manages the Awards &

Recognition Process and Reviews submitted CSAF & PIA results received from Regional Directors

Annual Chapter Report

• All Chapters are bound by the Constitution to submit a Chapter Report

• All Chapters are required to submit a Annual Chapter Report at the Regional or Leadership Conference

Annual Chapter Report

• The Chapter Report Confirms the Results and Reporting in Chapter Self Assessment Tool & PIA submission respectively when reviewed by Regional Director and International Standards & Awards Committee

http://www.pbs1914.org/images/uploads/files/membership/Chapter_Operating_Standards_-_Self_Assessement_Tool_-_Spring_2009.pdf

Program Implementation Assessment (PIA)

• Chapters are expected to report activities after each global & local program initiatives are completed

• Data & Statistics from the PIA are used to prepare the Fraternity’s Annual Accountability Report to its members & community

http://www.pbs1914.org/PIA_Form/

CSAF• Used to summarize a chapter’s status

(Locally, Regionally, & Nationally) for Review

• Regional Director & National Standards & Awards Committee Cumulate Data annually for review

• Award & Achievement Criteria Guide are on the National Website particularly the 10 Global Programs

CSAF

• Chapters could be fined and placed on probation by Regional Director & suspended until reviewed by Area, State & Regional Director.

CSAF Submission Dates & Deadlines

• All Chapters are required to submit the CSAF electronically each & every year in December (preferably by December 1)

• Reviewed by Regional Director and sent to Corporate HQ for the International Standards & Awards Committee Review by January 9, each year

Chapter Performance Awards

• Outstanding Regional Chapter (Small, Medium, & Large)

• Must meet All Deadlines (CSAF, PIA(s), Annual Chapter Report for Regional & Leadership Conferences

• Regional Director Recommendation• A Degree of Participation in Sigma

National Programs

Alumni/Collegiate

Reporting the Chapter’s Work

• December 1 – Chapter must complete & submit CSAF

• January 9 – Regional Director approval & submission of CSAF & PIAs

• February 9 – Chapter must submit Chapter Report to Regional Director (January 1 – December 1) CD & Hardcopy and Back up CD & Hard Copy

Membership Growth

What is the plan to grow membership in the state

of Tennessee?

The Plan

• Mission Impossible

• Reclamation/Reactivation

• Developing an effective recruitment strategy by reviewing:- Current chapter membership totals

- Core competencies & minimum criteria

- Chapter skill assessment

- Skill sourcing strategy

National Initiatives to increase membership

Mission Possible 14,000 in 2014

• 2009 saw Phi Beta Sigma with 7600 financial members- AN ALL TIME RECORD!

• 10,000 financial members is our non-negotiable goal by the end of 2011

• 14,000 financial members is ‘Our Reasonable Service’ for 2014 when we celebrate our Centennial

Mission Possible 14,000 in 2014

Chapter Membership Clubs

Alumni Collegiate

Bronze 15-35 5-10

Silver 36-55 11-20

Gold 56-75 21-35

Diamond 76-100 36-50

Founders 101+ 51+

Reclamation/Reactivation

• Fee Options

• Affidavit

• Membership application

Reactivation Month (October)

• Not financial for 3 years

• $100.00 - Alumni

• $20.00 - Alumni Life Member

• $90.00 - Collegiate

Recruitment

• Current chapter recruitment strategy?– Challenges– Strengths

Achieving “Mission Possible”

• Commitment to serving humanity (Background should show this)

• Ability and desire to listen and learn• Ability to identify challenges and create

solutions• Track record of academic excellence

(Recruiting/encouraging 4.0? Or tolerating 2.5?)

Through Fraternity Core Competencies

Achieving “Mission Possible”

• Record of outstanding achievement (Scholastically, athletically, professionally, in service)

• Recognizes the value of family

• Recognizes the value of faith (Understanding that there is a power greater than YOU)

• Recognizes the value of financial responsibility and accountability

Through Fraternity Core Competencies

Achieving “Mission Possible”

• Personal preparedness (Well dressed, well read, well spoken)

• Recognizes the value of a legacy (Understanding that your life is defined by the foundation that you have laid for those that will come after you

Through Fraternity Core Competencies

Recruiting Minimum Criteria

Collegiate Candidate(s):

Collegiate membership in Phi Beta Sigma Fraternity is limited to college men attending and working towards a baccalaureate degree at a recognized college or university and have completed at least one grading period and obtained a minimum of a 2.5 cumulative GPA based on a four point (4.0) scale.

Recruiting Minimum Criteria Alumni Candidate(s):

Alumni membership in Phi Beta Sigma Fraternity is limited to professional men that have been granted a baccalaureate degree or other university degree by a recognized college or university, or who, at the time of his application for membership is no longer in attendance, but has successfully completed at least two years of a full program at a recognized college or university, and who shall have achieved distinction in his community.

Recruitment Strategy

See Skills Sourcing Assessment

Southwestern Region Bigger & Better Business

POA for Fall 2010

Purpose

• What is the purpose of BBB in general?

• Name two BBB programs

• What is the purpose of each program?

IRS Partnership

• Volunteer Income Tax Assistance Program (VITA)– In 2008 IRS-SPEC (Stakeholder

Partnerships, Education and Communication) cultivated a partnership with Phi Beta Sigma Fraternity, Incorporated to share mutual goals

VITA Goals

• Promoting tax understanding and awareness

• Preparing tax returns for free for low-to-moderate income people

• Encouraging personal asset building and self-sufficiency through tax incentives

VITA Implementation Activity

• Separate into groups of three (1 min)

• Determine the following for an event this fall (5 mins)– Topic– Presenter– Target audience– Location

Implementation Review

• Group 1 – Give a brief overview of your selected topic, presenter, target audience, and location

• Group 2– Give a brief overview of your selected topic, presenter, target audience, and location

• These are the steps you should be taking to implement any VITA Program

Southwestern VITA Plan

• Topics– Creating a Tax ID Number for the chapter– Using personal SSN for chapter accounts– Benefits of using Tax ID # over SSN– Filing Tax Forms

• 990• 990EZ

Southwestern VITA Plan

• Invite an IRS Representative to one of the following by November 19:– Chapter Meeting– NPHC Meeting– Council of President Meeting– Registered Student Organization (RSO)

Meeting– Sigma Week Event– Other?

Additional BBB ProgramsProject S.E.E.D.

• Collegiate Chapters – Building your financial Portfolio on $25 a

month• During Sigma Week

• Alumni Chapters (Include collegiate chapter)

– Assistance with bad credit ratings• Chapter meeting

• Town Hall Meeting

• College Campus

Education

Southwestern Region will endeavor to raise public awareness of the extraordinary value of the written word and of the necessity to promote a literate society

Education

• Read to 1000 citizens by the end of 2010

• Each state with the exception of Kansas and Nebraska will strive to reach 200

• Kansas and Nebraska will be responsible for reaching 100 respectively

• Chapters can target adults or you can target children

Programmatic Focus

Education

• Each state must identify how they will reach their respective goal:– 1.– 2.– 3.

Programmatic Focus

Education FYI…

• Sigma Educational Scholarships (Applications available during the month of September only on the International Website)

• Scholars Study Guide, Preparing for College Guide, SAT/ACT Prep, and GRE Prep Guide (disseminated before the end of 2010)

Education FYI…

• If your chapter sponsors or supports a Sigma Beta Club, please make sure that you completed all necessary paperwork so that your chapter is in compliance with the Fraternity.

• If you have any questions please feel free to contact the Regional Director of Sigma Beta Clubs or the International Director of Sigma Beta Clubs

Oratorical Contest Topic

Is college a necessity in the 21st century?

Debate Contest Topic

Military Deployment

The United States federal government should substantially reduce its military and/or police presence in one or more of the following: South Korea, Japan, Afghanistan, Kuwait, Iraq, Turkey

Southwestern Region Social Action POA for Fall 2010

Bro. Brandon Pollard

Regional Director of Social Action

What is Service?

Social Action

What are We doing?

What can We do?

What will We do?

Goals and Deadlines for the Region

• We need every Chapter to make contact with their local branch of MOD– September 25th

• We need every chapter registered on MOD web for fundraising with $100 raised– October 9th

• We need every chapter to host or participate in one forum/event for Prematurity Awareness Month in conjunction with MOD– November 1st thru 30th

How can meet these goals?

• Online Fundraising

• Participation in Local Events

• Dedicate One day during Sigma Week to MOD

• Collaboration with other chapters, Zetas/NPHC/IFC/Pan-Hell Greeks

• Use resources wisely

• Reporting (PIA, CSAF, Media, etc.)

Resources

•March of Dimes- www.marchofdimes.com• AR (501)663-3100•TN (615) 399-3200•OK (405)943-1025•NE (402) 496-7111•MO/KS (816)561-0175

Reporting

We need EVERY Chapter to report ALL

events on PIA By December 1st !!!

FYI

• For additional Fundraising and activities encourage chapters to:– Dedicate a day during Sigma Week to

MOD and ACS– Set up a Fundraising account with ACS– Host Project Vote with Zeta Phi Beta– Hold a forum on one of the Brother to

Brother modules.

FYI Resources• Center for Disease Control and Prevention –

National website: http://www.cdc.gov• Local Health Units Website:

http://www.healthy.arkansas.gov/programsServices/localPublicHealthOffices/Pages/default.aspx cdcinfo@cdc.gov/

• ACS- http://www.cancer.org/• MO, KS, OK, NE,

• (512)919-1900(select option 3)

• AR, TN• (205)879-2242(select option 3)

!!!EXERCISE TIME!!!

BREAK OUT

• We need 12 volunteers– 3 Planners– 3 Presenters– 3 Reporters– 3 Critics

Objective

• Choose 1 Social Action Event– 3 Planners will Plan the event– 3 presenters will execute the event– 3 Reporters will report the event– 3 Critics will provide Feedback(+, - , =)

“Have fun but above all else get Understanding” – G.O.M.A.B.

Chapter Budgeting

I need every chapter treasurer to give us a proposed budget for this school year.

Calendar of Events

• Sigma Beta Club Activities• Universities Homecomings• Information Meetings (No Later than

Oct 14. )• Need current chapters officers/

members rosters & Chapter Manuals.

Membership Intake

• If you were not Certified for Intake this Year you cannot participate in any membership intake activities. Members certified in 2009 Must be certified again for 2010.

• All fall membership intake activities MUST be completed by November 14/

Membership Fees 2011

Application $200.00 $200.00

HQ Building Assessment $100.00 $100.00*Membership Dues $300.00 $160.00Certificate $10.00 $10.00Publication $10.00 $10.00Constitution $15.00 $15.00*Regional Dues $40.00 $20.00Fraternity Pin $155.00 $155.00Total $830.00 $670.00*Two years of dues

Alumni Collegiate

See you in Omaha, NE

April 8-10 2011