Sigma 101Paper Work

Goals and Objectives

To spark interest in brothers to seek leadership roles at all levels of Sigma.

To have consistent and timely paperwork to manage the chapter. Documented and repeatable processes.

To instill how to effectively conduct a general or committee meeting as well as talk about what does it mean to be a Sigma.

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Sigma 101Paper Work

• PIA Forms - "How do you fill out a PIA form, When should you fill out a PIA form, what is the hard copy you should send to the region and maintain for chapter records".

• Chapter Assessment - "How do you do an assessment. How do you report it. How do you create action plans based off of the rating. What happens if the rating is lower than Bronze"

• Meeting Agenda and Minutes - "Creating, distribution and retention of meeting agendas and minutes"

• Chapter Report - "What makes a successful chapter report? What minimum information is required?"

• Budget Management - "Financial planning for the chapter and events. How to make and track a budget"

• Project Planning - "How do you create a project plan. How do you track progress to your plan. Why is it important"

Sigma 101Paper Work

PIA Online Reporting

• Phi Beta Sigma Website - http://www.phibetasigma1914.org/forms/pia-reporting/ Key Research Indicators (KRI)

1. How many people did the program event reach and or participate?2. How much money was raised if applicable?3. What were the goals of the program or activity?4. Evaluation of program implementation and execution5. Number of service hours completed?6. What was the total expense of the project, program or activity?

• Non Conclave Years – January 1st to December 31st

• Conclave Years – January 1st to June 30th , July 1st to December 31st

• Awards and Recognition as well as Consequences and Penalties.• Report on Social Action, Bigger and Better Business, Education, Sigma Beta & Membership

Sigma 101Paper Work

FTP Info (CURRENT NOT BEING USED AS OF 03/2013)Host: ftp://pbs1914programs.orgUser Id: u41241364-pbsftpPassword: 1914ftp

Sigma 101Paper Work

Sigma 101Paper Work

Adobe Acrobat Document

Hardcopy Report

• Distribute to appropriate State and Regional Officer

Sigma 101Paper Work

Chapter Assessments

• http://www.phibetasigma1914.org/forms/chapter-assessment-reporting/

• Five Focus Areas: o Scholarship and Academic Achievement – 100 pointso Program Implementation and Reporting – 275 pointso Membership Growth and Retention – 90 pointso Chapter Operation - 290 pointso Risk Management – 125 points

• Total 880 Pointso 781 – 880 (Gold level)o 681 – 780 (Silver level)o 581 – 680 (Bronze level)o Below 581 (Marginal status) – performance review

Adobe Acrobat Document

Sigma 101Paper Work

Meeting Agenda and Minutes

• Historical record of decisions.• Time Meeting called to order.• Record of Attendees.• Invocation.• Review previous minutes and accept current agenda. Minutes distributed before next meeting.• Reports from Department heads and officers.• Document future events• Retain for 3 years.

Sigma 101Paper Work

Chapter Report

• Historical record of events for calendar year.• Basis for awards at State, Regional and International level.• Required of all chapters.• Scored on 100 points.

Sigma 101Paper Work

Overall Presentation 15 points• Letter from Chapter President

• Letter from Chapter Advisor CC

• Letter from CC attesting of AC support AC• Chapter Info: 20 points

o Chapter profile

o Chapter roster (with number of members financial & number of members active)

o Last intake info

o Members profile

o Chapter GPA as of 12/31/09signed by school official CC

o Individual member GPA as of signed by school official CC

o Advisor profile info CC

o All listed Collegiate advisors & Sigma Beta Advisors profiles AC

o Calendar of activities---previous & current fiscal year

o Chapter budget---Current and previous fiscal year

• 3 National Program reports: Sigma Wellness 45 points

o Bigger and Better Business

o Education

o Social Action

• Community service reports 10 points

Mentoring program(s) event reports 2 points

Collaboration with neighboring chapters event reports 2 points

Alumni/Collegiate relationship event report 6 points

Sigma 101Paper Work

Budget Management

• Long and short term planning.• Measure of Success• Tied to Programs and Activities.• Must be approved by the executive board.• All department heads and event chairs must submit a budget plan for the upcoming year.• Treasurer maintains the tracking.• Change control process for modifications.

• Budget Plan Exercise

Microsoft Office Excel 97-2003 Worksheet

Sigma 101Paper Work

Project Planning

• Historic Record• Measure for Success• Repeatable Process• Track Progress• Set Milestones and Deliverable• Assign Resources

• Project Plan Activity

Microsoft Office Word 97 - 2003 Document

Microsoft Excel Worksheet

Sigma 101Paper Work

“Our Cause Speed on It’s Way!”

http://www.kas1914.org