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Chapter Citation Program: What, Why, and How?

Chapter Citation Program: What, Why, and How?. 2011 Province 27 Workshop Prepared and Presented by: Jeff Hoffman. PG 27. What is it?. An annual evaluation of chapter performance that recognizes achievement in one or more of seven critical areas of chapter activity.

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Chapter Citation Program: What, Why, and How?

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  1. Chapter Citation Program:What, Why, and How? 2011 Province 27 Workshop Prepared and Presented by: Jeff Hoffman. PG 27

  2. What is it? • An annual evaluation of chapter performance that recognizes achievement in one or more of seven critical areas of chapter activity. • The award is in the form of a citation certificate and is based on a chapter self-survey and province governor observation. • Public recognition of a job well done.

  3. Chapter Operations Membership Development Alumni Relations Musical Achievement Province Interaction Special Projects Fraternal Tradition The Seven Citations

  4. Why Strive for Them? • Checklist of Required Activities • Self-check of the fulfillment of the Object of the fraternity and its purposes • Great Planning Tool.

  5. “Citations are not to be considered at the end of the year after the fact, but used as a planning tool for the year before the fact”

  6. How did we do last year? In a word:Abysmal!!! • What went right? • All chapters completed all citations • One chapter received all 7 citations • Rho Omicron’s 1st attempt was a great success • What went wrong? • Very little in terms of paper documentation was turned in • Places where various persons needed to sign were left blank • Sections were left blank • Directions were not followed • 33% of chapters turned them in late

  7. Let’s take a walk through the citations, one by one

  8. Chapter Operations • Largely the responsibility of the president but all brothers (officer and non-officers) play a part.

  9. Membership Development • Largely the responsibility of the Fraternal Education Officer (FEO) but in conjunction with the executive board.

  10. Alumni Relations • Largely the Responsibility of the Alumni Relations Officer • Other brothers can help with information about recent alumni. • Secretary can help with producing an alumni newsletter and communicating with alumni • All Brothers should help with planning and executing special alumni events. This is a chapter function, not an ARO one alone

  11. Musical Achievement • Largely the responsibility of the Song Leader or Music Director • Communication with Executive Board for the music part of chapter meetings. • Special Musical events (Rituals, AMRs, MMMs) are the responsibility of every brother (attendance at rehearsals, performances, etc.)

  12. Province Interaction • Chapter Road Trip!! • Ritual • Alumni Event • Province Paddle • Brotherhood Activity • Colony Support • Significant Attendance at Province Workshop • Voting delegation at Province Council and Province Workshop

  13. Special Projects • Financial Aid-scholarships, donations, commissions, etc. • Donating Time • Donating Labor • Donating Talent • Sponsoring Special Music Activities-festivals, productions, events, etc. • SEF Contributions

  14. Fraternal Tradition • Ritual Memorized? Appropriate Regalia? • Opening and Closing Rituals Memorized? • Founders Day Recognized and Celebrated? • Chapter Day Recognized and Celebrated? • Singing at meetings and elsewhere? • Pin and Letters? • Scrapbook?

  15. Minutes Articles Financial Records Forms Lists Letters Emails Flyers Written Descriptions Schedules Agendas Newsletters Invitations Programs Receipts Pictures Etc. DOCUMENTATION!!!!!

  16. John Q. Sinfonian • No man is an island. • Working toward the Citations is a team effort. • “Phi Mu Alpha expects each man to act a brother’s part.”

  17. Going the Extra Mile The Full Citation

  18. How much is enough? • The “minimum requirement” is a step in the right direction, but it is only the beginning. • Strive for the highest!

  19. Charles E. Lutton Province Merit Award • Charles E. Lutton was the first national secretary of Phi Mu Alpha Sinfonia • Awarded at the national convention to the chapter in each province with the most citations during the triennium. • Minimum of fifteen required.

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