2015 International Undergraduate Summit The Role of the UG Chapter Advisor

International Chapter Advisors Committee Members Brothers Evan Murray (2nd), David Sanders (6th),

and Michael Bowie (Chair, 7th)

Why Omega Advisors?

•  The Undergraduate Chapter has an important role to play on the university or college campus, and to effectively fill that role requires the chapter be a responsible, productive, and cooperative segment of Omega Psi Phi Fraternity and the total college community. The effective Advisor can assist an UG chapter in playing that role.

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2014-2015 Advisor Training Focus

•  Role of The Advisor •  Chapter Reporting •  Academic Performance •  Chapter Compliance

Roles and Functions of Advisors •  Liaison Officer

–  Between the Fraternity and The University –  Between the Undergraduate and Graduate chapter

•  Counselor –  Although undergraduate chapter members are both expected

and encouraged to plan and think for themselves, the Advisor is expected to guide them to sound judgment and good decisions

•  Mentor/Friend –  Expected to assist the Undergraduate Brothers with their

academic, social, professional and fraternal development much like as a big brother/friend would do.

•  Role Model –  Must exemplify the Cardinal Principles of the Fraternity.

Responsibility as An Advisor •  Must attend Advisor Training and Certification Sessions

annually •  Must attend all meetings and activities of the chapter •  Must attend State, Corridor or Regional Meetings, District

Meetings and Conclaves at least one every other year. Also, Leadership Conferences and Undergraduate Summits. Note: You must go through training annually.

•  Must participate in a conference with the District Representative (or his designee) prior to each school year

•  Must participate in an annual conference with the UG chapter, school officials and Graduate Basileus

•  Must Have Completed Successfully Online MSP Certification •  Must be placed on Form 50 with the Grad and UG Chapter •  Must review, approve and place your signature on all Special

Event Checklists  

Increased Chapter Reporting

Reporting Expectations •  Form 50 – Chapter Officers (submitted after

November 1 and after every Election or Officer Change) – State, Corridor, or Region, District and IHQ

•  Form 53 – Chapter Roster (submitted after November 1 and after changes to the Chapter Roster) – State, Corridor, or Region, District and IHQ

•  Form 37 – Chapter Reports (submitted quarterly) – State and District –  Form37chapterq1- Nov-Jan –  Form37chapterq2- Feb-Apr –  Form37chapterq3- May-Jul –  Form37chapterq4- Aug-Oct

Individual Mandated Program Reports/Forms

•  Charles R. Drew Scholarship Commission

•  Achievement Week (Form 77)

•  Talent Hunt Reports (Guidelines)

•  International High School Essay Contest Entry Form

•  Social Action Reports

MSP Reporting Forms •  Form 1 (Notice of Chapter Request) •  Form 1A (Polygraph Waiver) •  Form 1B (Weekly Status Report) •  Form 1C (Letter of Acceptance) •  Form 1D (Letter of Denial) •  Form 1E (List of Approved Names from Chapter to DR) •  Form 2 (Report of Remittance of Funds) •  Form 3 (Certification) •  Form 105 (Request for Membership Selection Process) •  Attachment to Form 105 (Nationally Mandated Programs) •  Form 9A, Attachment 1I (Certification-Recertification) - NEW •  Form 9A-1 (Portfolio) •  Form 9A-2 (Information Session Invitation) •  Form 9A-3 (Cover Letter to College/University) •  Form 9A-4 (Notice to Parents of Prospective Candidates Under 21) •  Form 9A-20 (Acknowledgement and Indemnification Forms) •  Form 9A-20 (a) (Affidavit of Chapter Member) •  Form 10 (Certification – Pin Rental) •  Form 89 (Medical Consent Forms and Releases)

Improved Academic Performance

Why is Academic Achievement Important?

Considerations for Academic Standards for Chapter

•  Development of minimum chapter GPA standard ( at least 2.5)

•  Reward Scholastic Achievement •  Consider Social Probation for CHAPTER if GPA falls

below 2.5 (A letter to District Representative): –  No participation in step shows, hop shows or march downs

[on or off campus] –  No sponsoring of parties, fundraisers or social events [on

or off campus] –  Mandatory Study Sessions –  No MSP

•  Chapter Officers SHOULD hold a 2.5 GPA •  Brothers holding a GPA below 2.0 SHOULD be placed

on suspension. (A letter to District Representative)

What are Some Mechanisms that Advisors may Consider

to encourage Chapter Academic Improvement?

Organization: •  Calendar (either physical or on electronic) •  Folders and/or notebooks for classes

Time Management: •  Schedule time for classes, study hours (2 hours per credit for simple

courses, 4 hours per credit for more difficult courses) •  Then schedule meetings, planning activities, personal time, etc.

Working through Financial Barriers to Academic Improvement: •  Weigh working versus loans, in reference to potential employment and pay. •  Students working between 1-10 hours weekly, relative to students

unemployed, have GPAs of ~ 0.25 points higher. (Gleason, P.M. Journal of Student Financial Aid, 1993,23, p.5-14)

•  Students working 31-40 hours weekly had GPAs ~0.06 points lower. (Gleason, P.M. Journal of Student Financial Aid, 1993,23, p.5-14)

•  It is extremely important to maximize your time as much as possible, particularly if you are working AND going to school.

Considerations for Academic Improvement:

•  Most academic institutions have some sort of writing requirement for graduation…encourage writing…revision…more writing (Also, consider article submission to Chapter, State, District Newsletters, “The Oracle”)

•  Encourage development of Sound Study Habits (e.g. establish best environments for studying)

•  Develop and Implement Good Exam-Taking Strategies (e.g. review answers before submitting in case you make a typo, marked wrong circle, etc.)

•  Develop Relationship(s) with Academic Advisor and Professors •  Utilize Educational resources on campus (e.g. Campus Career

Centers, Quality Writing, Science and Math Labs, etc)

•  Encourage establishing the purpose for being in College…Motivation (e.g. Link life interests to academics)

•  Establishment of structured mentoring networks between Graduate and Undergraduate Brothers with similar career interests and as intellectual resources

District-Level Scholarship/

Fellowship Programs

International Charles R. Drew Memorial Scholarship

Commission Omega Psi Phi Fraternity, Inc.

General Electric Omega4Life

Leadership Development Program

Rewards Come with Improving Chapter Academics!!

 

Improved Chapter Compliance

Chapter Compliance

• Chapter Finances •  48 Hour Incident Report • Member Code of Conduct and

Disciplinary Policy •  Special Events Checklist

Chapter Finances •  Advisors are required to be on Chapter Bank Account! •  Chapter must have a Employer I.D. Number and that number must

be on the Bank Account! •  Chapter should create a Budget for each year.

–  Budgets must include Insurance Assessment ($600) and College Endowment Funds (1 – 10: $100; 11-20: $200; etc.)

•  Chapter must annually file the appropriate 990 Tax Return for fiscal year-ending October 31. The 990 must be filed by March 15.

•  If your receipts are less than $25,000 for the fiscal year, you are required to file form 990N.

•  Encourage consultation with Graduate Chapter KF (District KF)

Employer ID Number •  Obtain an Employer ID Number (EIN). You may do this by:

1. Online – Go to the IRS website at www.irs.gov/businesses and click on “Employer ID Numbers” 2. Telephone – Call the IRS at 1-800-829-4933, 3. Fax – Fax the IRS at 801-620-3253, or 4. Mail- Complete Form SS-4 and mail it to the service center address for your state. See Form SS-4 instructions for more information.

•  Once you get your EIN you need to provide the following to the Omega Psi Phi Fraternity, Inc. International Headquarters

•  Attn: IHQ Finance Manager; John Howard, ihq-financemanager@oppf.org, (404) 284-5533 1. EIN 2. Chapter Name 3. Chapter Address

Notes for Advisors •  Inactive Undergraduate Chapters applicable 990

tax return must be submitted annually to maintain their tax exemption status. If there are no members on campus, then the appropriate Graduate Chapter should submit the exemption using the Graduate Officers name.

•  Failure to comply with the above instructions may

result in the IRS imposing taxes and penalties to your chapter. Any taxes or penalties will be the responsibilities of the assessed chapter.

48-Hour Incident Report •  Located under Reports Section of IHQ website

•  Name, Title, Address, Email Address, Telephone Number, Date of Incident

•  Facts (Attach a statement detailing the following: what happened, where, when and who was involved. Include contact information for all persons involved.)

•  Was anyone injured? (Include name, address and telephone number.)

•  College or University? (Include contact name for Greek Affairs official.)

•  Off Campus Activity? –  Address/Location and contact name of owner or

manager of facility. –  Name, address and contact number of Chapter

Officers. –  Name, address and contact number of Chapter

Administrator. (If applicable). –  Name, address and contact number of MSP

Chairman. (If applicable). –  Name, address and contact number of witnesses.

Grand Counselor’s48 Hour Incident Report(Attorney Client Privilege)Name: ____________________________________________________________Title: ____________________________________________________________Address: ____________________________________________________________Email Address: ____________________________________________________________Telephone Number: ____________________________________________________________Date of Incident: ____________________Facts:Attach a statement detailing the following: what happened, where, when and who was involved.Include contact information for all persons involved.______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Was anyone injured?Include name, address and telephone number.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Member Code of Conduct and Disciplinary Policy  

PREAMBLE    

CHAPTER  I  -­‐  CODE  OF  CONDUCT  CHAPTER  II  -­‐  MEMBERS  DISCIPLINARY  POLICY  • ARTICLE  I:  REPORTING  VIOLATIONS    • ARTICLE  II:  DISTRIBUTION    • ARTICLE  III:  DEFINITIONS    • ARTICLE  IV:  HEARING  AUTHORITY    • ARTICLE  V:  PROSCRIBED  CONDUCT    • ARTICLE  VI:  DISCIPLINE  OF  THE  INDIVIDUAL  MEMBER  • ARTICLE  VII:  DISCIPLINE  OF  THE  ACTIVE  CHAPTER    • ARTICLE  VIII:  INTERIM  DISCIPLINE    • ARTICLE  IX:  REINSTATEMENT  AFTER  DISCIPLINE    • ARTICLE  X:  HEARING  POLICIES  AND  PROCEDURES    • ARTICLE  XI:  INTERPRETATION  AND  REVISION  

(rev. 04/2003)

OMEGA PSI PHI FRATERNITY, INC.

Member Code of Conduct

&

Disciplinary Policy

Risk Management & Special Event Checklist

•  Risk Management and Liability •  Special Event Checklist – Must be completed for all events

(including Chapter Meetings) – Must be signed by Chapter Advisor – Must not be at a place that serves

Alcohol

Definition: Events other than those where Fraternity business is the primary purpose of the meeting are considered Special Events. In general, all special events are covered under the general liability policy. However, there are specific events that have been deemed to be high risk. When these sorts of events are planned by chapters, approval from the International Headquarters must be sought 30 days prior to the event date.

SPECIAL EVENT CHECKLIST (SEC)

Logistics • Every effort should be placed on protecting our Fraternity from liability.

• SEC provides coverage for personal injury and property damages.

SPECIFICALLY: •  There are limits to SEC for undergraduate chapters

•  No alcohol •  Crowds <200

• SEC must be completed (all required sections) and associated contracts/ MOUs must be submitted at the same time.

• There is a $10 Administrative Fee required for every SEC, except for regular chapter meetings. The Late Fee for SEC submissions inside of 30 days of the event is $60. If an event is within 10 days, the SEC will not be processed.

Recommendations for Advisor Considerations with UG Chapter SEC Submissions

•  Timing is critical.  SECs should be submitted at least thirty days before the event. (Your event WILL BE DENIED if the SEC is submitted less than ten days before the event.)

•  Complete the entire form.

•  Put N/A for sections which are not applicable to your event so that it is clear what the fraternity will be and what they will not be liable for in each given instance.

•  IT IS IMPERATIVE that your chapter be named party to the contract with the venue and NOT the Fraternity. It should read on all contracts and agreements the following: “X” Chapter, An Unincorporated Association of Omega Psi Phi Fraternity, Inc. Contracts and agreements must be submitted with the SEC.

•  Utilize State, Regional or District Counselors, if you have any questions.

Recommendations for Advisor Considerations with UG Chapter SEC Submissions

•  Ensure consistency between SEC and Contract.

•  Provide a copy of the contract (to be designed in coordination with the fraternal legal counsel in which the chapter operates) with the venue along with your SEC. Include a copy of venue’s insurance policy.

•  Pay close attention to the SEC security provisions.

•  Pay close attention to the SEC insurance provisions, including secondary insurance from the venue of the property of the event to be held. 

•  A waiver is required for all participants in sporting events.

•  Use Memorandum of Understanding (MOU) for venues which do not provide a contract. Provide detail on MOUs. Submit contract/MOU for approval EARLY!

•  Again, utilize State, Regional or District Counselors, if there are questions.

Considerations for Special Events Checklist Process

•  Create a Calendar of Events for the upcoming fiscal year.

•  Download and print a Special Events Checklist (official website).

•  Complete a Special Events Checklist and attach a copy of any contracts/MOUs and insurance policies.

•  Requirements: –  Chapter Basileus, Event Chairman, Chapter Advisor (UG

Chapters) and District Counselor or District Representative signatures are required

–  All Brothers who sign the form must be financial –  Chapter must be in good standing with the fraternity

•  Upon completion of your checklist, forward it to your District Counselor for approval who will then forward to IHQ

• After the Special Events Checklist has been processed, proof of insurance for the event will be sent to the chapter via the information provided in the Information Contact Form (i.e. email, fax or mail). • If the request has been denied, notification will be sent to the chapter via the information provided in the Information Contact Form (i.e. email, fax or mail) and an attempt will be made to contact the submitter via telephone. • For athletic events, the chapter must obtain and retain waivers for all participants. This information does not have to be forwarded to IHQ but kept on record with the checklist and certificate. Note: Submit a completed Special Events Checklist for each event. If the date of the event changes, inform IHQ Legal Department and a new certificate will be issued without cost. (The change of date cannot be used as a means to circumvent the 30-day submission deadline).

Considerations for Special Events Checklist Process

Remarks for Advisors •  Please encourage UG Chapters to feel free to call

your District Counselor with any questions governing the proper procedure in completing the Special Event Checklist for your chapter’s events.

•  Note: If your chapter is having several recurring events throughout the fiscal year (e.g. Party-6/12/14; 8/28/14, etc.) these dates can be included on one checklist.

•  Each chapter should try to plan its summer, fall, winter, and spring activities, with the goal of filing the chapter’s Special Event Checklists ("SEC") promptly.  

Resources to Assist Advisors with UG Chapters Operations Development

1) Academic Plan for Undergraduate Chapters

2) UG Chapter Operating Procedures Manual

3) Template of Chapter Bylaws for UG chapter

Note: Can be made available upon request to the committee (Also in the process of developing an UG Advisors’ Resource Portal on IHQ Website to make these documents available for use.)