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Chapter Excellence 2022

Assignments

CLOSED: [2022-11-14 Mon 13:44]

Owner Status Item
Reily Siegel DONE Assignments
Marko Vila TODO Executive Summary
Marko Vila [25%] Chapter Management
Marko Vila   Goals and Vision
Marko Vila TODO     Question One
Marko Vila TODO     Question Two
Marko Vila   Leadership
Ryan Saklad DONE     Question One
Ryan Saklad DONE     Question Two
Edward Stump DONE     Question Three
Shawn Finnigan TODO     Question Four
Edward Stump DONE     Question Five
Zevulun Lieberman TODO     Question Six
Edward Stump DONE     Question Seven
Conor Dolan   Committees
Conor Dolan TODO     Question One
Reily Siegel TODO     Question Two
Conor Dolan TODO     Question Three
Conor Dolan TODO     Question Four
Marko Vila   Recognition
Sam David TODO     Question One
Sam David TODO     Question Two
Sam David TODO     Question Three
Sam David   Mentoring
Sam David TODO     Question One
Sam David TODO     Question Two
Sam David TODO     Question Three
Sam David TODO     Question Four
Reily Siegel [6%] External Partnerships
Reily Siegel   Parents/Family
Spencer Harding TODO     Question One
Dimitry Blazy TODO     Question Two
Sam David   Alumni/ae
Spencer Harding TODO     Question One
Sam David TODO     Question Two
Sam David TODO     Question Three
Sam David TODO     Question Four
Matt Lund   WPI Community
Matt Lund TODO     Question One
Matt Lund TODO     Question Two
Matt Lund TODO     Question Three
Marko Vila TODO     Question Four
Matt Lund   Local Community Engagement
Matt Lund TODO     Question One
Gabe Ward DONE     Question Two
Roman Bolshakov TODO     Question Three
Marko Vila   Inter/national Headquarters
Ricky Curtis TODO     Question One
Marko Vila TODO     Question Two
Matt Folenta [56%] Facilities
Connor Wirsing   Facility Management
Connor Wirsing DONE     Question One
Connor Wirsing DONE     Question Two
Spencer Harding   Facility Safety
Matt Folenta TODO     Question One
Spencer Harding TODO     Question Two
Connor Wirsing DONE     Question Three
Matt Folenta TODO     Question Four
Matt Lund TODO     Question Five
Roman Bolshakov TODO     Question Six
Marko Vila TODO     Question Seven
Connor Wirsing   Facility Maintenance
Connor Wirsing DONE     Question One
Connor Wirsing DONE     Question Two
Connor Wirsing DONE     Question Three
Connor Wirsing DONE     Question Four
Connor Wirsing   Chapter Communication and Expectations
Connor Wirsing DONE     Question One
Connor Wirsing DONE     Question Two
Connor Wirsing DONE     Question Three
Connor Wirsing DONE     Question Four
Connor Wirsing DONE     Question Five
Matt Folenta   Facility Community Bonding
John Robinson DONE     Question One
Matt Folenta TODO     Question Two
Matt Folenta TODO     Question Three
Ezra Yohay TODO     Question Four
Ryan Saklad TODO     Question Five
Ryan Saklad [6%] Financials
Ryan Saklad   Financial Health
Matt Adam TODO     Question One
Marko Vila TODO     Question Two
Matt Adam TODO     Question Three
Matt Adam TODO     Question Four
Matt Adam TODO     Question Five
Matt Adam TODO     Question Six
Matt Adam TODO     Question Seven
Matt Adam   Transparency and Education
Matt Adam TODO     Question One
Matt Adam TODO     Question Two
Matt Adam TODO     Question Three
Ryan Saklad TODO     Question Four
Matt Adam   Organization and Record Keeping
Matt Adam TODO     Question One
Matt Adam TODO     Question Two
Matt Adam   Collection and Commitment
Matt Adam TODO     Question One
Ryan Saklad DONE     Question Two
Matt Adam TODO     Question Three
Spencer Harding [18%] Health & Safety
Roman Bolshakov   Culture of Health and Safety
Roman Bolshakov TODO     Question One
Roman Bolshakov TODO     Question Two
Roman Bolshakov TODO     Question Three
Spencer Harding   Social Event Management
Spencer Harding TODO     Question One
Marko Vila TODO     Question Two
Roman Bolshakov TODO     Question Three
Spencer Harding   Health and Safety Member Engagement
Spencer Harding TODO     Question One
Marko Vila TODO     Question Two
Dylan Shanes   New Member Education
Dylan Shanes DONE     Question One
Dylan Shanes DONE     Question Two
Dylan Shanes DONE     Question Three
Dylan Shanes TODO     Question Four
Roman Bolshakov   Emergency Management
Spencer Harding TODO     Question One
Roman Bolshakov TODO     Question Two
Roman Bolshakov TODO     Question Three
Roman Bolshakov TODO     Question Four
Conor Dolan [0%] Innovation
Ricky Curtis   Defining the Innovation Process
Ricky Curtis TODO     Question One
Ricky Curtis TODO     Question Two
Matt Lund   Practicing Innovation
Reily Siegel [8%] Member Development
Reily Siegel   General Member Development
Reily Siegel TODO     Question One
Spencer Harding TODO     Question Two
Sean Foody TODO     Question Three
Reily Siegel TODO     Question Four
Sam David   Diversity, Equity, Inclusion and Access
Sam David TODO     Question One
Sam David TODO     Question Two
Dimitry Blazy TODO     Question Three
John Robinson   Academics
John Robinson TODO     Question One
John Robinson TODO     Question Two
John Robinson TODO     Question Three
John Robinson TODO     Question Four
John Robinson   Leadership Development
John Robinson DONE     Question One
John Robinson TODO     Question Two
John Robinson TODO     Question Three
Edward Stump DONE     Question Four
Matt Lund   Involvement Outside Chapter
Matt Lund TODO     Question One
Matt Lund TODO     Question Two
Matt Lund TODO     Question Three
Matt Lund TODO     Question Four
John Robinson TODO     Question Five
Dimitry Blazy   Recruitment and Retention
Dimitry Blazy TODO     Question One
Dimitry Blazy TODO     Question Two
Dimitry Blazy TODO     Question Three
Marko Vila TODO     Question Four

Executive Summary

[25%] Chapter Management

Goals and Vision

Question One   documentation original new new

Describe your chapter’s progress against the three stated goals that you have been focusing on for the past calendar year. For each goal, carefully read the instructions and fill in the table below with relevant, supporting documentation.

Question Two   documentation original

Describe your chapter’s planning meetings or goal setting sessions to promote/establish your organization’s goals and shared vision. How are general members a part of this process, if at all? How does the chapter ensure that all general members support the goals and vision? How are these goals visited throughout the year by the leadership team and chapter through retrospectives or satisfaction surveys?

Leadership

Question One   original new

CLOSED: [2022-11-28 Mon 13:55]

Describe your organization’s election and transition timeline for each newly elected officer, including how officer documents are maintained and shared.

Elections for officers are held in mid B-term, and are installed early in D-term. Between those times, there is a transition period, where the old officer trains the new one. Further, for members of the Executive Council, the last Exec meeting before new officers are installed is a “transition Exec”, where the outgoing officers give advice to the new ones, and the Exec black book is updated.

As with most documents for the chapter, Google Drive is the storage location for documents needed for managing the associated office/position. Drive’s Edit/Comment/View permissions are used to ensure the relevant people can edit documents pertaining to their roles, while minimizing the potential for accidental damage to other parts of the drive.

Question Two

CLOSED: [2022-11-28 Mon 13:57]

How does your chapter deal with elected officers who study abroad (IQP, MQP, HUA, etc) or go on co-op?

The term prior to the vacancy, an election will be held for an interim officer, with 2 weeks of nominations, and the other procedures involved with the standard election process.

Question Three

CLOSED: [2022-11-29 Tue 18:13]

How are expectations of each leadership position communicated to the chapter (i.e., Roles & Responsibilities) during the Election process? How is the leadership team held accountable for the expectations set forth for each position? If a leader is not meeting expectations, how is this resolved?

The expectations of each leadership position are available to every brother in the bylaws of the chapter and by expectations they set for themselves during their election process. If a leader is not meeting any of these expectations, any brother may make a motion of no confidence and the chapter may elect to remove the leader from their position.

Question Four   original

Describe a time when conflicts and/or disagreements (outside of judicial action) were handled and resolved when they occurred among the chapter leadership team?

Question Five   original new

CLOSED: [2022-11-29 Tue 18:13]

Describe how the chapter leadership prevents division between the officers and members at large, and ensures that every member feels included.

The executive board has weekly meetings which are open to any brother. This allows not only for brothers with concerns to take part in executive conversations but also allows brothers involved in running for a future position the ability to get more involved. In addition, the role of the Member at Large is to be the voice of all brothers on the executive council. If any brother has concerns that they want to be brought to the executive council, they can reach out to the Member at Large. The Member at Large also votes for what he believes the house wants.

Question Six   original documentation

Describe the way your chapter communicates with one another. What is one example of your best communication strategy and what is one that you need to work on? Documentation could include screenshots of Slack, newsletters, etc.)

Question Seven   original new

CLOSED: [2022-11-29 Tue 18:14]

Does your chapter maintain an active judicial board to field grievances and render remedies? If so, how is it used in general and how many cases have they heard over the last year? Are the range of remedies considered meaningful enough to change behavior where necessary? If your chapter does not have a formal board, is there another judiciary process? If so, please explain. Note: It is not required to share individual private case details, only the process by which cases are heard.

The executive council is the body that fields grievances and renders remedies. In general, it is used to fine brothers for not fulfilling responsibilities such as house jobs. The council can also hear cases of interpersonal conflicts and give fines depending on the situation. Suggested fines are detailed in the bylaws of the chapter.

This answer is similar to last year's as the role of the executive council has not changed.

Committees

Question One   documentation original new

Briefly describe your chapter’s committee system at a high-level, including how members and chairs are selected, how tasks are delegated, and how committees report back to the larger organization.If the chapter does not have official committees, how do you split up the shared chapter work so that all responsibility does not fall to one position or member?

Question Two

For each committee your chapter has, please fill in the table below. Please add or remove additional rows as necessary.

Question Three   original

What percentage of the chapter membership currently serves on at least one committee? Describe how low individual participation and low committee membership is managed if at all. Include most recent seniors and incoming new members. Please explain how you calculated the percentage.

Question Four   original

Describe how chapter committees align with and support the chapter’s SMART goals.

Recognition

Question One   documentation original new

Does your chapter have one or more active and effective recognition programs to inspire and reward collegiate excellence (e.g., awards, acknowledgement programs, etc.)? If so, please describe and provide documentation of the recognition program(s) in action, including how recognition or awards are announced/given.

Question Two   documentation original new

Does your chapter recognize alumni/ae? If so, briefly describe the process and provide evidence.

Question Three   documentation original new

List any awards/recognition your undergraduate chapter or undergraduate members have received from your inter/national organization, the alumni chapter, or other external entity.

Mentoring

Question One   documentation original new

Does the chapter maintain a faculty advisor from WPI? If yes, please name your advisor and share their level of involvement. If not please explain why.

Question Two   original new

How does the chapter maintain a level of advisory support from people who are not undergraduate members of the chapter. Describe how the chapter engages with their advisor(s) and puts their guidance into practice. (E.g., A board of alumni who advise the chapter)

Question Three

Please include a letter from one of your most involved advisors for documentation.

Question Four   original new

Does the chapter have an established mentoring program in which volunteer alumni/ae serve as mentors to chapter officers and/or individual members? If so, describe how the program works and how it is evaluated for effectiveness.

[6%] External Partnerships

Parents/Family

Question One   documentation new original

Has the chapter hosted a parent/family day event (either virtual or in-person)? Please describe and provide evidence, including how many parents or family members attended?

Question Two   documentation original new

Does the chapter have multiple means of contacting members’ parents to inform them about the organization? Documentation could include a letter to the parent(s) of new members, a newsletter, or a parent’s club as some examples of outreach.

Alumni/ae

Question One   documentation original

Does the chapter plan and organize at least three events specifically for alumni/ae, either virtually or in-person? Describe the events, provide evidence of promotion, and indicate the level of participation achieved. For one of these events, describe how the chapter is able to engage with a diverse group of alumni/ae (e.g., variety of ages, classes, interests, etc.).

Question Two   documentation original

How does your chapter help the senior class transition to alumni/ae life? (This could be an event your alumni/ae host or an explanation from the chapter regarding how to participate post-graduation).

Question Three   original new

How does the chapter (and/or your alumni/ae chapter/group) maintain accurate contact information for alumni/ae?

Question Four   documentation original new

Does the chapter establish an annual (or regular) alumni/ae donation program? Describe all ways alumni/ae are encouraged and inspired to donate money, services, materials, and/or time to the chapter or related entities and how donations are recognized. Documentation may include communication to alumni/ae or a description of the donation program including what the funds are benefiting.

WPI Community

Question One   documentation original

Does the chapter host at least 3 creative, substantive virtual or in person public relations events or activities per year? These events can serve multiple purposes (e.g., the chapter hosts a leadership development event open to non-members), but evidence must be shown (i.e., possible documents include photographs, plans, email announcements, and fliers).

Question Two   documentation original new

Does your chapter host an annual outreach event or activity in person or virtually targeted at faculty and staff? What was the date? How many faculty and staff attended?

Question Three   documentation original

Did you partner with a WPI non-fraternal organization (note: this is a non Panhellenic/IFC organization that is a chapter or club on WPI’s campus) to host an event or activity either on campus or virtually? If yes, please describe.

Question Four

Describe your relationship with the Student Activities Office. How often and in what situations do you connect with them? Please describe this. How do you set up meetings in advance and provide agendas? Note: For Fraternal Organizations your advisor is Mackenzie Lipman and Sororities your advisor is Chirstine Ziev.

Local Community Engagement

Question One   documentation original

Does the chapter routinely use social media, media, or print outlets as a means of advertising positive aspects of Greek Life to people outside of the organization? What forms of media does your chapter use? Please provide links, usernames, or handles for each social media source and provide screenshots/pictures of the media posts your chapter is most proud of.

Question Two   documentation original new

CLOSED: [2022-12-02 Fri 19:44]

Does the chapter have a regular community service partner agency/organization in the Worcester area (that is NOT your national philanthropy or foundation) where members consistently do service on a regular basis? What are the name(s) of the organization(s)?

Yes, brothers have been volunteering at St. John's Food for the Poor. This is a local kitchen that collects food and serves it to those in need. See an attached confirmation email for documentation.

Question Three   documentation original

Above and beyond direct life safety support, there are important benefits to having great relationships with key emergency service providers. Briefly describe any efforts by the chapter to build positive and constructive relationships with each of the following providers, and any other providers not listed.

Inter/national Headquarters

Question One

How often is your chapter leadership in communication with inter/national Headquarters staff or volunteers?

Question Two   original

Describe a time in the past calendar year when your chapter proactively participated in an inter/national Headquarters program or initiative and the effect it had on your chapter (this could be a consultant visit or optional program/initiative). This does not include large convention events.

[56%] Facilities

Facility Management

Question One   documentation

CLOSED: [2022-12-02 Fri 18:27]

Please describe the following:

  1. Whether your chapter is supported by an alumni/ae board or housing

corporation (local or national) in managing the facility

  1. What type of roles exist for property management and whether they are held by

an undergraduate, graduate, or inter/national staff

  1. How does the chapter communicate with the above parties regarding the chapter

facility and how often?

Our chapter is supported by the Delta Sigma Phi Building Association. It is governed by the alumni Board of Directors (BOD). The responsibilities of property management are shared between the undergraduate house manager and the graduate property manager who serves on the Board of Directors. The propoerty manager and house manager communicate at least once a week via either text, phone, or email. Communication also happens more frequently if needed, such as in the case of an urgent repair.

Question Two   original new

CLOSED: [2022-12-02 Fri 18:28]

Who is involved in developing a strategic plan for the chapter facility? If it is multiple people what are the different roles and responsibilities of the group members?

The house manager is the primary point of contact for developing strategic plans, he also delegates responsibility for planning to other specific roles as needed (for example fire safety and evacuation plans are developed by the fire marshal, who reports to the house manager).

Facility Safety

Question One   documentation

Is the chapter compliant with City Code as determined by Worcester City Inspectional Services? Attach a certificate for documentation (this must be a 2022 certificate from the City of Worcester please see example below of paperwork header).

Question Two

Is your chapter a smoke-free facility?

Question Three

CLOSED: [2022-12-02 Fri 18:29]

Is there access control for the house (i.e., do all doors lock from the exterior entrances)? Who has access to the house and how is access given? How is access revoked to members who graduate?

All exterior doors are locked at all times, these doors are only accessible via keys issued to all brothers on their date of initiation. Alumni brothers keep their keys when they graduate as a sign of trust between the undergraduates and the alumni, this facilitates interaction between the undergraduate and alumni brothers.

Question Four   documentation

Does your chapter have functioning exterior cameras in place to monitor safety? Show photo documentation. If the chapter does not have exterior cameras what outdoor safety mechanisms does the chapter have in place?

Question Five   documentation original

How does your chapter address the issue of fire safety? In your response, please include the number of fire extinguishers per square foot of your house, number of fire drills, fire exit routes, fire safety communication to the chapter, and processes to reduce the risk of fire.

Question Six   original new

Does your chapter regularly audit your chapter facility for health or safety issues? If so, please explain. What processes or systems are in place to reduce the risk of injury. Please share information and upload documentation such as manuals, policies, expectations, etc.

Question Seven   documentation

Please upload a copy of your chapter’s general liability insurance certificate. Note this is not the same document as the Worcester City Inspection Certificate listed in Question 1.

Facility Maintenance

Question One   original new

CLOSED: [2022-12-02 Fri 18:30]

What is the current system for making requests for repairs and who is involved? Is there an established budget for regular maintenance? If so, what does it go towards? How could the process for repairs or maintenance be improved?

Requests for repairs go through the House Manager. It is up to his discretion how and when it is completed. Repairs are completed by the House Manager or another brother under the supervision of the House Manager, or in some cases an outside contractor. More urgent repairs happen first. There is an established budget for regular maintenance. This budget goes toward things such as replacing light bulbs, patching drywall, and furniture repair to name a few. The House Manager also runs a “Bounty Board” where any brother can post a repair that needs to be made and another brother can take that job and complete the repair to earn himself house job points (point system explained in subsection 3 question 3).

Question Two   original new

CLOSED: [2022-12-02 Fri 18:31]

Does the chapter maintain the exterior of the facility at all times of the year including summer including lawn maintenance, fences, parking lots, and checking the mail?

The exterior of the property is maintained year round. The lawn is trimmed in the summer and spring months. Leaves are raked in the fall on a weekly basis. The driveway, front path, and side entrances are cleared of snow in the winter on a weekly basis. The mail is collected from the front porch every day.

Question Three   documentation original new

CLOSED: [2022-12-02 Fri 18:32]

Does your chapter have written procedures in place to ensure the chapter facility is kept clean? These guidelines and regulations should include methods for enforcement, maintenance, and upkeep, and how responsibilities are shared equally between chapter members. Please provide documentation.

The chapter is kept clean via a system of House Jobs. The standards for these jobs can be found in House Job Standards 2022. These standards are enforced by Assistant House Managers. Jobs are completed twice a week by brothers on Tuesday and Thursday and are signed off by Assistant House Managers. The house is also cleaned top to bottom on Sundays at what we call “Work Party”. House Jobs are assigned based on individuals’ point totals. Brothers receive points for completing House Jobs and lose points for incomplete jobs. Jobs are assigned to the 32 individuals with the LEAST points. Point tracking is done in a spreadsheet [[file:documentation/Facilities/Facility Maintenance/House Manager Points.xlsx][(see documentation: House Manager Points.xlsx)]]. Rules surrounding living in the house that extend outside the House Job Standards can be found in AXP DSP House Rules.

Question Four   original new

CLOSED: [2022-12-02 Fri 18:46]

How does your chapter manage members who do not fulfill facility/maintenance responsibilities?

The chapter will fine brothers who do not complete House Jobs or miss “Work Party” without an excuse. The fine is brought to a meeting of our Executive Council. If the voting members of the Executive Council pass the fine, a punishment is decided upon by all in attendance at that meeting of the Executive Council. Punishments vary based on severity of the infraction and regularity of infractions. They could be another house job, monetary fine, or asked to assist with a house repair.

Chapter Communication and Expectations

Question One   original new

CLOSED: [2022-12-02 Fri 18:46]

Does the chapter require members to sign a formal agreement to reside in the facility (such as a lease)? If so, how far in advance is the agreement signed?

The chapter does require members to sign a housing agreement form that indicates whether or not they will be on housing and if so, for which terms. These agreements are to be signed by all brothers/new members by the end of B term prior to the year they will move in. This gives the BOD ample time to secure additional housing if needed for the following academic year.

Question Two   original new

CLOSED: [2022-12-02 Fri 18:47]

Do you have a member agreement for in-house culture, expectations, and responsibility for members?

We do not have a member agreement, however by being initiated as a brother, one is expected to follow expectations and adhere to the responsibilities of the brotherhood. Should a brother start to repeatedly clash with the rest of the house or ignore their responsibilities the issue will be brought to the undergraduate executive council.

Question Three

CLOSED: [2022-12-02 Fri 18:51]

Does the chapter require members to provide a deposit to live in the facility? If yes, how much and how early is the deposit requested? And what percentage is paid on time?

The chapter does require members to pay a deposit to live at the house. This deposit totals $1,000 per brother and is to be paid before move-in. 94.4% of the deposits were paid on time in 2022.

Question Four   documentation original new

CLOSED: [2022-12-02 Fri 18:51]

Does your chapter have documented move-in and move-out procedures? If yes, share what these procedures are and include how your chapter enforces these policies. (Please upload documentation as well)

Our chapter does have move-in and move-out procedures. These procedures address any damage to the room, and account for furniture that is in the room. Nothing should be left in the room that was not there upon move-in. Nothing should be taken from the room either. However the House Manager holds the power to approve room additions/subtractions/alterations. Any changes should be noted on the move-in/out paperwork. The move in/out paperwork can be found in the AXP DSP Room Condition Form.

Question Five   original new

CLOSED: [2022-12-02 Fri 18:52]

What policies or processes are in place to hold members accountable for damage to the property?

Our chapter does have policies for damage done to the property, which require Brothers to repair or pay for damage caused, and pay additional fines if the damage was caused intentionally. This policy can be found in the Code of Chapter Regulations.

Facility Community Bonding

Question One   original new

CLOSED: [2022-11-28 Mon 13:58]

Is there a space in the facility that can be used for studying or meetings? If yes, describe the space.

The library at 8 Boynton Street is the primary official location for studying. It contains hundreds of textbooks, a whiteboard, a printer, easy charging access, and a door with a sign that can be switched between “open” and “do not disturb”. The conference room is also used. Both rooms contain tables with numerous office chairs surrounding it.

For meetings, there are three rooms that are primarily used. Rooms are booked out in advance for meetings. The library and conference room are frequently used. The party room is also used for meetings involving large numbers of people. It contains a projector, and tables, chairs, and benches can be moved in as needed.

Question Two   original

How often do housing corporation representatives (or the equivalent) engage with the house? Please describe the context of their engagement.

Question Three   original

What is the occupancy rate for the facility (residents/capacity)? If there is not full occupancy, name one barrier that exists and the goals or plans to address this? If the occupancy is not full and that is by the choice of the chapter, please explain the reasoning. If there is full occupancy, name one method that has been successful in reaching this state.

Question Four   documentation original new

How does the chapter engage with out-of-house members of the chapter within the chapter facility on a regular basis? For example, an event the chapter hosted to encourage out-of-house chapter members to come to the house.

Question Five   original new

What are the ways in which the chapter actively works to develop and maintain relationships with immediate neighbors? Describe any outreach activities held specifically for neighbors and whether there is a system in place for communication with neighbors (e.g., annual sharing of chapter contact information, attending neighborhood association meetings, or other efforts).

[6%] Financials

Financial Health

Question One   original new

Describe the responsibilities of your alumni board or housing corporation, and inter/national headquarters in terms of your chapter budget, including dues, post-graduate dues collection, housing payments (rent, utilities, maintenance, etc.), and managing accounts. In other words, what financial aspects is the chapter NOT responsible for? Please list responsibilities thoroughly.

Question Two   documentation

Upload/link documentation (a letter or email from your inter/national organization, dated within the last year) that your chapter is in strong financial health with your inter/national organization.

Question Three

Does the chapter have a savings account or reserve for emergencies? How much money (as a percentage of the overall budget) does the chapter contribute annually to a savings/reserve account?

Question Four

How often does the chapter extract/use money from the reserve account and what is it used for?

Question Five   documentation original new

What parts of the budget does the local chapter have control over? For the parts of the budget the local chapter has control over how are the different categories broken down and how are these allocations determined? Were there areas of the budget where the chapter over budgeted or underbudgeted? How did the chapter adapt to the needs of the chapter or reallocate funds?

Question Six   original new

What are the checks and balances systems used for approval and obtaining of funds? Who is involved (officers, advisors, etc.), who has access to funds, and what is the process?

Question Seven

Does the chapter conduct an annual review of the chapter’s finances? If so, how? Are community resources used to complete the annual review (e.g., CPA)?

Transparency and Education

Question One   documentation original new

How does the chapter communicate to members the financial health of the organization, including how all organization funds are allocated and managed? How often is the information shared? What resources are provided to members to understand this financial health?

Question Two   documentation original new

How does the chapter educate members and new members about the annual financial commitment/obligations in being involved with the chapter? What resources are available to chapter members to understand financial obligations?

Question Three   documentation original new

How does the chapter provide support to their members who are undergoing financial hardship, but are committed to the chapter? Please share any payment plan information, scholarships, grants or other resources/ programs provided. These financial resources should be both within the organization and from external sources.

Question Four   documentation original new

How does the chapter provide personal financial education to its members? This may include programs or resources about budgeting or post-graduation topics, such as salary information, investing, etc.

Organization and Record Keeping

Question One

Does the chapter keep financial records for at least seven years?

Question Two

How does your chapter document and organize their expenditures/income (financial ledger)? How does the chapter ensure that all expenditures are accounted for in this documentation process?

Collection and Commitment

Question One

What percent of the members pay their financial obligations on time (both in-house and out-of-house members)? Do you have a process for how late payments are handled? If yes, how are they handled and how are members held accountable?

Question Two   original

CLOSED: [2022-11-28 Mon 14:03]

What percentage of the class of 2022 graduated with a balance owed to the chapter?

17 Brothers graduated last year. Of those, 2 owed the chapter money, or 11.17%.

Question Three   original new

What happens to above members who have an outstanding bill after graduation? What role do undergraduates have in terms of collection and commitment after graduation?

[18%] Health & Safety

Culture of Health and Safety

Question One

Describe educational initiatives and procedures to address concerns with members or guests.

Question Two   original new

Do you encourage and/or reward members for mitigating (or report if they are not able to eliminate the risk) any safety related issues they observe? If so, please describe how.

Question Three   original new

Describe the procedural documentation for how you report and/or address behavior that is concerning or disruptive to members themselves or others (i.e., mental health concerns, dangerous drinking or drug use, etc) and an example of a time when it was implemented. If one does not exist, why?

Social Event Management

Question One   documentation original

The risk manager should conduct educational sessions on an annual basis for members on responsible social hosting/attending. Show documentation that includes what percent attended (an attendance sheet for example) and evidence of the content and efficacy of the program based off of the program’s learning outcomes. Describe the specific program, learning outcomes, and assessment for each program.

Question Two   original

Has the chapter had any risk management policy violations of university or inter/national policies that were adjudicated by WPI this year? If yes, please explain what was learned from these violations. Describe the situation. The chapter need not provide specific names of individuals involved.

Question Three   original

Describe all major health and safety or risk management challenges your chapter has encountered this year. What steps did you take to resolve or mitigate the issue? If you have not encountered any, please explain why you think this might be?

Health and Safety Member Engagement

Question One   documentation

The chapter annually does educational programming on health and safety topics with 80% of members in attendance. Please note, not all programs need to be completed annually. Show documentation that includes what percent attended (an attendance sheet for example) and evidence of the content of the program. Please also include the list of programming from the prior year.

Mental health Safe sex Sexual assault and harassment elimination education Drugs and alcohol Conflict resolution

Question Two   documentation

What percent of your members participate in one of the organizations listed below? How do the members bring learning from these organizations to the chapter? If it is not listed please discuss what it is in your response. Ethos: Fraternity men preventing sexual violence SIGMA: Students Impacting Growth in Membership Activities SSN: Student Support Network run through the SDCC SPARC: Students Preventing Assault and Rape in our Community Active Minds: Supporting mental health awareness The Body Project: Eating disorder awareness SMART: Students Mentoring Active Responsibility Together MOSAIC: Men of Color Support Network

New Member Education

Question One   documentation original new

CLOSED: [2022-12-03 Sat 22:25]

Does your chapter have a written new member program with clear learning outcomes and objectives for all new members who joined? Please provide documentation which details all aspects of the new member program.

Our chapter does have a written new member program.

Question Two   original

CLOSED: [2022-12-03 Sat 22:02]

The chapter should perform an annual audit of the new member program. Describe the process. What areas of new member education were addressed from last year? What did you identify as areas for improvement with this year’s new member experience? How has your new member program been reviewed by inter/national headquarters and advisors? What changes have been implemented (if applicable) from feedback or how will you improve it?

After each year, we conduct a "Postulancy Review" where we go over every aspect of the program and how it went this year. We ask ourselves "what went right and wrong?" and "how can we make it better for next year?" All brothers and especially new members are invited to these weekly meetings. Our new member program gets sent to our graduate advisor and our national headquarters for feedback. Two places we identified possible improvement is in the projects and class meetings. This year we implemented postulant committees for each project that is headed by one of the postulants elected by their class. The project head will chair committee meetings and ensure that all voices and ideas are heard out. He will also propose the project to the class and appropriate officers for approval. As for class meetings, we decided it would be an improvement to have an elected chair and secretary. The chair will keep order in meetings and make sure they get scheduled when needed. The secretary will take minutes and distribute them after meetings so that anyone who is not present can still catch up on what was discussed.

Question Three   documentation original

CLOSED: [2022-12-03 Sat 22:10]

What is the length of the chapter’s new member program? How does that compare to what your inter/national organization recommends? (Documentation / evidence should show any difference between your chapter’s program length vs. inter/national organization recommendation)

The new member program runs from the Sunday after Bids night to February 25th which is about 11 weeks excluding breaks. The national new member program is 6-8 weeks. Here is a link to the national new member program.

Question Four   documentation

What percent of new members participate in bystander intervention training presented by a WPI resource (not including New Student Orientation) or their IHQ?

Emergency Management

Question One   documentation

Risk Manager (or relevant officer) is trained annually by inter/national headquarters, external trainers, or campus programs. Provide evidence showing this training has occurred. This can include an outline of the training, schedule for an inter/national training, or other evidence.

Question Two   documentation

Chapter has an emergency management plan that addresses specific types of emergencies that may arise. Provide a copy of the plan.

Question Three

Risk Manager (or relevant officer) has knowledge of member allergies and health concerns that members choose to disclose. Describe how you collect and store this information securely.

Question Four   documentation

The chapter posts campus resources (Health, SDCC, Title IX, Campus Police, etc) in a conspicuous location that is visible and known to members (physical or virtual). Show a photograph or screenshot of where this is posted.

[0%] Innovation

Defining the Innovation Process

Question One   documentation original new

Please describe your chapter’s innovation process for continuous improvement. This may include the general process or structure for how your chapter solicits novel ideas (e.g., a targeted chapter meeting spot, a cross-sectional problem solving task force, an anonymous suggestion box), who is able to contribute ideas, how these ideas are reviewed, how solutions are proposed, and how solutions are implemented. How does your chapter define the innovation process for continuous improvement?

Question Two   documentation original new

How does your chapter ensure that the innovation process described above is prioritized within your organization and who ensures that the innovation process is followed? This may include a schedule to review innovative ideas, a chapter member responsible for this process, a program, etc.

Practicing Innovation   documentation

[8%] Member Development

General Member Development

Question One   original new

Describe how member development is targeted towards each year of membership (i.e., how it changes depending on each year of undergraduate education or time in the chapter) with specific goals.

Question Two   documentation original

Provide examples and documentation of internal sisterhood/brotherhood events (that were substance free). Is one of these events a sister/brotherhood retreat? How were these events meaningful to chapter members?

Question Three   original new

Does your chapter host a ritual, creed, mission, values, and/or symbols education program at least once per year outside of initiation? If so, how does your chapter deliver this information in an effective manner (no details about the contents of the presentation are necessary unless they are publicly-known values/creeds)?

Question Four   documentation original new

Describe how your chapter supports member development in each category below on an annual basis (either through a program, event, activity, etc.). Note that you are not required to complete the programs listed, but they are provided as useful examples. Member reflections about the efficacy of how you address each category and how it can be improved in the future is strongly encouraged to support your other evidence.

Diversity, Equity, Inclusion and Access

Question One   documentation original

What DEI programs has your chapter hosted and/or participated in? These may include programs created by IH/Q, your local chapter, WPI Organizations, and/or WPI offices/departments. DEI programs may include, but are not limited to: cultural and religious/spiritual celebrations, affinity month programming, awareness and commemorative days, social justice education/training, implicit bias training, Safe Zone (LGBTQIAP+) training, disability awareness, intergroup dialogues, diversity conferences/seminars, collaborative/co-sponsored program with culturally-based organizations, etc.

  1. What were the goals/learning outcomes of these programs?
  2. How did these programs foster a community of inclusion within your chapter

and/or at WPI?

  1. How can these programs be improved in the future (if at all)?

Question Two   documentation original new

What steps has your chapter taken to review/assess your practices to determine any recommended adjustments to ensure equity for all members and to foster a more diverse and inclusive Greek community? This assessment might include: reviewing the chapter’s mission, vision, and values, programs/events, service projects/community engagements, philanthropic endeavors, chapter Constitution and Bylaws, chapter positions and chairs, chapter committees, website, social media, group chats, etc.

  1. What did this review/assessment process look like? How was the overall

chapter and/or individual members involved in this process? What were the outcomes?

  1. If these items are not in control of your local chapter, what steps are you

taking as an organization to voice your feedback, suggestions, and/or concerns with your IH/Q?

  1. If you have not conducted a review/assessment what are your plans to

complete one addressing the topics above?

Question Three   original new

What is the chapter conduct process for a member who has allegedly stated, written, committed, and/or participated in a bias incident; and/or committed other actions/behaviors which fail to promote a sense of belonging within the organization? Per University policy, bias incidents are those where speech or expressive conduct is directed toward an individual or group that is based on or motivated by the individual’s or the group’s real or perceived race, religion, sexual orientation, ethnicity, national origin, ancestry, sex, age, disability, gender identity and/or expression, or other social identities.

Academics

Question One

Please fill in the table below regarding how many of your members (no names) in the past calendar year (i.e., since the beginning of this Chapter Excellence report) have been on academic warning, probation or suspension.

Question Two

What is your inter/national headquarters minimum GPA requirement? How many members did not meet this requirement in the past calendar year?

Question Three   original new

Does your chapter provide academic support for its members and new members? If yes, describe two ways in which members and new members are provided academic support and the efficacy of these methods (i.e., only describe methods in which both members and new members are supported).

Question Four   documentation original new

Does your chapter have an academic incentive or recognition program? If yes, please describe.

Leadership Development

Question One   documentation original new

CLOSED: [2022-12-02 Fri 18:56]

What leadership development or training is provided by the chapter for its elected/appointed leaders? What inter/national support does your chapter take advantage of for training new officers?

Our chapter directs members interested in leadership positions and those recently elected towards the leadership training resources provided by WPI, but more importantly, those provided by the national fraternity. Winter Conclave is a biannual leadership training that our National Chapter provides,where each year every chapter sends a delegation composed of the president, vice president, risk manager, and treasurer. In addition, leadership training sessions are provided each semester. The next of these, an Officer Transition and Training roundtable, will take place January 13th-15th, 2023, and all newly elected officers are required to attend either in person or via zoom.

Question Two   documentation

Did a representative from your chapter attend a leadership training/conference (could be external, such as UIFI, or from WPI)? This does not include training from your inter/national headquarters. If so, how many members attended and how was information from these conferences dispersed to chapter members?

Question Three   original new

Outside of committee work, how can non-officers grow their leadership skills without holding an official leadership position? What leadership opportunities or resources are available to non-officers?

Question Four   documentation original

CLOSED: [2022-11-29 Tue 18:21]

Describe a time when chapter officers analyzed their leadership skill types and/or personality type and used this to improve leadership skills, collaboration, and interactions with the chapter and community. This can include conversations between officers, between officers and advisors, I/HQ and officers, etc.

The executive council regularly sends out forms to the brotherhood as an opportunity to receive feedback from the brotherhood, both positive and negative, on how each officer runs and how the executive council runs as a whole. Responses to this survey are anonymous so that brothers can give constructive criticism without fear of damaging relationships in the house.

The following questions are asked:

  • On a scale from 1 to 10, how would you rate Marko's performance as President?
  • What do you like about how Marko runs his position?
  • What don't you like about how Marko runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Reily's performance as Vice President?
  • What do you like about how Reily runs his position?
  • What don't you like about how Reily runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Madam's performance as Treasurer?
  • What do you like about how Madam runs his position?
  • What don't you like about how Madam runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Andrew's performance as Secretary?
  • What do you like about how Andrew runs his position?
  • What don't you like about how Andrew runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Folenta's performance as House Manager?
  • What do you like about how Folenta runs his position?
  • What don't you like about how Folenta runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Ricky's performance as Steward?
  • What do you like about how Ricky runs his position?
  • What don't you like about how Ricky runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Coco's performance as Social Officer?
  • What do you like about how Coco runs his position?
  • What don't you like about how Coco runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Dylan's performance as Member at Large?
  • What do you like about how Dylan runs his position?
  • What don't you like about how Dylan runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Spencer's performance as Risk Manager?
  • What do you like about how Spencer runs his position?
  • What don't you like about how Spencer runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate Finn's performance as Chaplain?
  • What do you like about how Finn runs his position?
  • What don't you like about how Finn runs his position? How could he improve?
  • On a scale from 1 to 10, how would you rate the performance of this Exec as a whole?
  • What do you like about how this Exec runs itself?
  • What don't you like about how Exec runs itself? How could they improve?

After responses are collected, the executive council reviews all responses as a body and discusses potential actions they could take to address feedback.

Involvement Outside Chapter

Question One   documentation original

How are opportunities outside of the chapter promoted (could be Panhel/IFC, honor societies, sports, extracurriculars, etc.)? How are chapter members’ diversity of interests/involvements acknowledged and celebrated throughout the year?

Question Two

How many of your members serve as officers on the Panhellenic Council/Interfraternal Council?

Question Three

ow many of your members were Rho Gammas or recruitment leaders?

Question Four   documentation original

What percentage of your chapter (current initiated members) is actively involved (i.e., regularly attends organization meetings, actively contributes during meetings, has been actively involved for at least 1 term) in another organization (academic-focused club, volunteer/service club, co-curricular clubs, sports, etc.)? Please describe three examples of how a member’s involvement in another organization has impacted the culture, operations, support, or programming of the chapter.

Question Five   documentation

What percentage of your chapter (current initiated members) is actively involved in an honor society (academic honor society or Greek honor society)?

Recruitment and Retention

Question One   documentation

Please include documentation for the recruitment-related aspects listed below. Note that documentation required for these is more extensive than an activity or program.

  • Number of recruitment training hours
  • Number of members involved in recruitment planning
  • Recruitment plan/rush calendar
  • Chapter’s attrition rate for new members in the past three years (i.e., percentage of new members who became members out of those who were given bids)
  • What was your recruitment goal? How many did you recruit? What percentage of your goal (number of bids extended) resulted in a new member match?

Question Two   documentation original

What core values are portrayed and discussed throughout recruitment? Choose one pre-recruitment (if your chapter is a sorority) or a pre-rush/rush event (if your chapter is a fraternity) that your chapter hosted and describe how your values were promoted to potential new members.

Question Three   documentation original

Describe one recruitment-related activity/process/thing that your chapter is proud of due to its success or its improvement compared to previous years? Identify and describe how feedback from last year was incorporated into changes this year, as well as goals for next year give this year’s feedback. Please specify which parties you collected feedback from (members, new members, parents, alumni, SAO, etc.).

Question Four   original

How many initiated members have left the chapter voluntarily in the past calendar year? How many initiated members have had their membership revoked through executive action in the past calendar year? What are the issues that contributed to these members leaving? How does your chapter work to prevent these issues from occurring? For this question, please provide the total number of members as well as the percentage (members dropped/current chapter size)