Preparation Workbook - Home Page - Theta Xi Fraternity

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKIntroductionWelcome to the2010-2011 Annual Report to the FraternityPREPARATION WORKBOOKThis document will enable you to prepare your answers about your chapter or colony and its performance and operationduring the 2010-2011 school year and must be completed BASED ON THE FOLLOWING SCHEDULE:Chapters starting final exams BEFORE May 21, 2011 will be due no later than Saturday, April 23rd.Chapters starting final exams AFTER May 21, 2011 will be due no later than Saturday, May 21st.See the link on the Annual Report page of www.thetaxi.org for specific dates.VERY IMPORTANT NOTE:The process has changed this year! There is no longer a section for ACCREDITATION and a separate section forAWARDS. Instead we have combined the two pieces and removed almost 50% of the total questions. As a result, theprocess is quicker, easier and more streamlined!ALL CHAPTERS are REQUIRED to complete the entire submission.As you proceed through the questions, there will be additional documentation you are REQUIRED to submit via standardmail to support your answers. These items will be indicated with >>>SUBMISSION REQUIREDSUBMISSIONREQUIRED for ATM Chapters

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 1. Have you collected all materials and information necessary to submit the Annual Report? (The list of requiredmaterials and information is available by visiting the Annual Report page at www.thetaxi.org)nmlkjnmlkjYesNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKChapter InformationPlease provide the following information concerning your Chapter:*1. Chapter Name:* 2. Your Contact informationName and Roll #:Title:6Email Address:Phone Number:* 3. Provide the names of the member who held each office Spring 2011:PresidentVice PresidentTreasurerSecretarySenior StewardJunior StewardScholarship ChairMember Ed ChairRecruitment ChairRisk Management ChairAs part of this year's Annual Report To The Fraternity, you are required to submit the Acknowledgment Pagesigned by EVERY officer holding a position as of March 1, 2011.This Acknowledgement Page is included with the Additional Submissions Checklist available on the Annual Reportpage of www.thetaxi.org.REMEMBER: Annual awards will be presented at the 147th Anniversary Convention in St. Louis in August 2011.Accordingly, award determinations will be based on information provided on this submission - not anything providedafter the submission deadline.You Will Now Begin Your Submission...

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKRITUALStandard #1 - RitualEach chapter shall conduct Ritual meetings on a regular basis and demonstrate its respect for The Ritual by performingceremonies properly and encouraging members’ respect for its founding principles throughout their undergraduate years.Members should strive to live up to the lofty ideals of Founders Fox, Packard, Waite, Brainerd, Buel, Farnum, Raymond,and Starbuck as presented in The Ritual of Theta Xi.To achieve accreditation for this Standard, the chapter and its members shall:- Conduct at least two Ritual meetings per month- Conduct Ritual meetings appropriately and correctly as evaluated by staff or advisors through the Ritual ObservationProcess- Be in possession of a current, updated version of The Ritual* 1. The chapter conducts at least two Ritual meetings per month. (The Ritual)nmlkjnmlkjYesNo* 2. Chapter business (actions that require a vote or a ceremony) is conducted only at Ritual meetings. (The Ritual)nmlkjnmlkjYesNo*3. What is the "Copy Number" (located on the front page) of your chapter's copy of The Ritual?*4. This question confirms your chapter has possession of the most current version of The Ritual.Turn to page 11 of The Ritual.On page 11 is Section 7.The third printed line of Section 7 includes the phrase "in which there occurs an..."What are the next three words?*5. The chapter performs the Graduating Member Ceremony for all members.nmlkjnmlkjYesNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*6. The chapter keeps accurate minutes in the bound "Minutes" book provided by Fraternity Headquarters asexplained in the Vice President’s section of The Guide for Officers (not electronically, on notebook paper, etc.)nmlkj Yes - >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKRECRUITMENTStandard #2 - RecruitmentEach chapter shall strive to maintain a minimum number of 30 members and to exceed the average size of other men’sfraternities on campus when that average exceeds 30 members. Setting and achieving membership goals shall beconsidered one of the highest priorities of the chapter. The goal shall be established to maintain a membership level thatprovides a meaningful Fraternity experience to every undergraduate brother.To achieve accreditation for this Standard, the chapter and its members shall:- Maintain an active roster of at least 30 members- Maintain accurate membership records and communicate that information in a timely and appropriate manner withFraternity Headquarters*1. The chapter has at least 30 undergraduate members at the end of the school year, including graduatingmembers.nmlkjnmlkjYesNo*2. What is the chapter's highest assigned roll number?3. In the space below, list the name and roll number of each member you know is not returning to the chapter forFall Term 2011. For each name, indicate if the member is "G" (Graduating) or "LS" (Leaving School).5*4. The chapter conducts a Recruitment Training Event (retreat/workshop) at least once during the year which isattended by at least 50% of the chapter. (ATM)6nmlkjnmlkjYesNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK5. Check all that apply concerning the recruitment retreat/workshop referenced in Question #4:gfedcgfedcgfedcgfedcgfedcFacilitated/presented by chapter membersFacilitated/presented by chapter alumniFacilitated/presented by university/college staff or facultyFacilitated/presented by HQ staff or national volunteer(s)Produced/presented by outside professional company not associated with any school or Greek organization* 6. In the spaces below, provide information about your chapter's Recruitment Training Event. (REQUIRED for ATMChapters and optional for other chapters)Title of event:Date of event:Location:Number of chapter members whoparticipated:Number of non-chapter members whoparticipated:Presenter/Facilitator:7. Provide a short description of the Recruitment Training Event listed above: (topics covered, goals, set, etc.)5*8. Submit copies of recuitment brochures, postcards, letters, posters, website link, newspaper ads or any othermaterials used to market the chapter to prospective undergraduates and their parents6nmlkj >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKMEMBERSHIP EDUCATIONStandard #3 - Membership EducationEach chapter shall conduct an ongoing education program (for both Associate Members and Initiated Brothers) thatstresses mutual respect of all associates and initiates.The chapter shall utilize Theta Xi’s Alpha Nine Core Associate Member Education Program as revised in Fall 2008 andshall obtain Grand Lodge permission to perform any ceremonies not included in The Ritual or the core program that donot include the equal participation of the Associate Members and Initiated Brothers. (By-Law 25.2)Ongoing membership education programs should be scheduled regularly and offered to all members. These programscan address current issues affecting the chapter such as: effective study skills to improve academic standing; dressingfor a job interview; or a guest speaker from your alumni ranks, the college faculty or administration, an area businessperson; or a leadership skills training session.The maximum length of the Associate Member period is 63 days. (49 days for All True Men Chapters)SPECIAL NOTE: The Alpha Nine Core Associate Member (AM) Education Program divides the AM education period intoeight parts, starting with the AM Ceremony (pinning) and concluding with the The Ritual Initiation Ceremony.In between are five education sessions, a philanthropy project and a retreat that provide new members with a solidfoundation in the Fraternity’s history, its values, the responsibilities of membership, leadership and service opportunities,and national and local chapter operations.Questions #1 through #14 provide information about your chapter's use of Alpha Nine Core Associate Member (AM)Education Program...Questions #15 through #19 provide information about your chapter's ongoing education of ALL members - not just newAM's and Alpha Nine Core Associate Member (AM) Education Program...To achieve accreditation for this Standard, the chapter and its members shall:- Conduct Associate Member education as outlined and required in the Alpha Nine Core Associate Member (AM)Education Program- As required in the Alpha Nine Core Associate Member (AM) Education Program, ensure all newly initiated Brotherscomplete GreekLifeEdu risk management education program- Conduct ongoing education with all members of the chapter- Ensure that Associate Members are initiated within 63 days of association (49 days for All True Men Chapters)

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 1. The chapter conducts the formal Associate Member Ceremony as outlined in the Alpha Nine Core Program.nmlkjYesnmlkjNoOther than chapter members, list other individuals by title or group (i.e. Chapter Advisors, parents, etc.) whonormally attend the ceremony.5* 2. Core Education Program One: Fraternity history, including viewing the Theta Xi – Making History DVD,followed by discussion of Inter-fraternity history, the history of Theta Xi, and chapter history.6Explain how the chapter incorporates the topics of Core Education Program One into AM Education:5* 3. Core Education Program Two: Introduction of the Fraternity’s Leadership Initiative to AMs. Also includes thefollowing: Review and explanation of individual financial obligations to the chapter, an examination of thechapter/colony by-laws.6Explain The how the chapter incorporates the topics of Core Education Program Two into AM Education:5* 4. Core Education Program Three: Review and discuss the Fraternity Statements of Position and RiskManagement Policy, introduction to GreekLifeEdu (which each AM must complete), review the duties of elected andappointed Chapter Officers and the Chapter Committee Structure.6Explain how the chapter incorporates the topics of Core Education Program Three into AM Education:56

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 5. Core Education Program Four: Review and discuss chapter programs/activities, the Fraternity’s District, yourGreek Community and the alumni aspect of the Fraternity.Explain how the chapter incorporates the topics of Core Education Program Four into AM Education:5* 6. Core Education Program Five: Review of Fraternity Ritual (with big brothers participating) utilizing The SecretThoughts of a Ritual handout and the Sharing My Ritual DVD.6NOTE: This section of Alpha Nine does not expect you to reveal any portion of The Ritual - it deals with youreducating the AM's that there is a Ritual, why there is a Ritual, how it is the basis of our entire organization's beliefsand structures, etc.Explain how the chapter incorporates the topics of Core Education Program Five into AM Education:5* 7. "Building The Bonds" Camping Trip or Retreat: An alcohol-free, overnight trip (away from the chapter house)attended by all AMs and their big brothers (other brothers are also welcome) focusing on building friendshipsthrough communication and discussion of Theta Xi values.6The chapter conducts an alcohol-free "Building The Bonds" Camping Trip or Retreat as explained in Alpha Nine?nmlkjnmlkjYesNoProvide a summary including the dates and location, the schedule of events, topics covered, activities included,etc.:56

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 8. The chapter maintains an active Big Brother program consistent with its presentation in The Alpha Nine CoreAssociate Member Education Program.nmlkjnmlkjYesNoProvide a summary of the program including the qualifications and selection process for Big Brothers, activities,educational sessions included, etc.:5*9. The chapter conducts an Orientation Meeting with Big Brothers (without Little Brothers present) to discuss theBig Brothers' responsibilities, the schedule of events, appropriate activities, etc.6nmlkjnmlkjYesNo*10. What is the average length (# of days) of your chapter's Associate Member Program? (How many days betweenAM Ceremony and Initiation?)*11. Does the chapter include any activities with AM's that are not specifically outlined in Alpha Nine Core Program?nmlkjnmlkjYesNoProvide a short description of each activity:If you would prefer to submit this information as a prepared statement, enter "Submitting via mail" below andlabel the printed submission as "ME1".56

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*12. Does the chapter sponsor any activity with Associate Members that includes alcohol?nmlkj YesnmlkjNoList any AM event(s) where alcohol was available:5*13. The chapter/colony provides Associate Members with a printed schedule of AM Education activities at (or near)the beginning of their AM period.nmlkj Yes - >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*17. In the spaces below, provide information about your chapter's health/wellness workshop for chapter membersand guests (e.g., men's health issues, stress management, physical fitness, exercise safety, nutrition, attributes ofsuccessful relationships, etc.). (REQUIRED for ATM Chapters and optional for other chapters)Title of event:Date of event:Location:Number of chapter members whoparticipated:Number of non-chapter members whoparticipated:Presenter/Facilitator:18. Provide a short description of the health/wellness workshop listed above:56

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKSCHOLARSHIPStandard #4 - ScholarshipEach chapter shall maintain a collective, cumulative grade point average (GPA) of at least 2.5 on a 4.0 scale and striveto maintain a collective grade point average of 0.2 above the all-men’s average on its campus. Further, academicstandards for the affiliation of Associate Members must be in accordance with or exceed Fraternity policy of 2.3 on a 4.0scale. By chapter policy, each chapter officer shall maintain a GPA of 2.5 on a 4.0 scale to mirror the chapter standard.To achieve accreditation for this Standard, the chapter and its members shall:- Maintain a minimum chapter cumulative GPA of 2.5 on a 4.0 scale- Supply documentation to Fraternity Headquarters providing GPA informationThe chapter is expected to maintain a chapter cumulative grade point average of at least 2.5 on a 4.0 scale. (By-Law23.3.5.1) Determination of this point for accreditation will be based on Grade Reports submitted.Chapters consistently maintaining an average GPA of at least .2 above the campus All-Men's average will receiveadditional points towards Awards competition.*1. Provide a copy of each of the most recent chapter cumulative grade reports (including chapter GPA and rankingamong all IFC/IGC groups on campus) as issued by the schoolIndicate which semesters/terms will be included:gfedcgfedcgfedcgfedcSpring 2010 GPA and Ranking Report (labeled "SC-Spring10")>>>SUBMISSION REQUIRED>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*4. The chapter has a written Academic Performance policy for addressing sub-standard academic performance bymembers which may include such items as checking class attedance, required study hours, tutoring, etc.nmlkj Yes - >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKFINANCESStandard #5 - FinancesEach chapter shall maintain a sound financial position that enables them to meet all financial obligations and maintainan emergency reserve fund.To achieve accreditation for this Standard, the chapter and its members shall:- Be current on all financial obligations- Maintain accurate financial records- File the required IRS Tax Form 990 annually* 1. The chapter is current with all fees and does NOT owe any money to the following: (By-Law 23.3.12 and TheRitual)gfedcgfedcgfedcgfedcFraternity HeadquartersThe chapter’s alumni association/housing corporationThe chapter's campus IFC/IGCThe chapter does not owe money to any of the above*2. Did the chapter file the required 2010 Internal Revenue Service Tax Form 990 no later than the due date?nmlkj Yes - >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*4. IMPORTANT NOTE: Unless waived by Fraternity Headquarters, ALL chapters must be signed up and usingOmegaFi's Vault Billing and Collections no later than July 2012. Contact Director of Operations Ron Trucks if youhave questions or would like more information.Is the chapter currently using the services of Omega Financial to bill its members and track billing and receivablesinformation?nmlkjnmlkjYesNo*5. For 2010-2011, what method(s) did the chapter use to track its income, expenses, outstanding receivables andpayables? (Check all that apply.)gfedcgfedcgfedcgfedcgfedcgfedcOmega FinancialThird-party bookkeeper/accountantChapter maintained computer program such as QuickBooksChapter maintained electronic spreadsheetsChapter maintained manual system using paper recordsNone of the above*Using information from the chapter's financial records for 2010-2011, provide the following information asof today's date: (Hint: If your chapter is not able to easily access this information at ANY time, your systems maynot be adequate. Contact Director of Operations Ron Trucks for assistance.)6. Provide the following information about the chapter's INCOME in 2010-2011:*- TOTAL income received for the year:- Total dues charged to members for the year:- Total rent charged to members for the year:- Total all other income:7. Provide the following information about the chapter's EXPENSES in 2010-2011:- TOTAL expenses paid by the chapter for the year:- Total amount spent on Recruitment:- Total amount spent on Educational Programming:- Total amount spent on Social Activities:- Total amount paid to Fraternity HQ for initiations:- Total amount paid to Fraternity HQ for annual fees:- Total all other expenses paid:

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*8. Provide the following information about the chapter's OUTSTANDING RECEIVABLES:(All overdue amounts CURRENTLY owed TO THE CHAPTER by any undergraduate, alumni, etc.):*- How much TOTAL is owed to the chapter?- How much is owed by current members?- How many members owe?- How much is owed by alumni?- How many alumni owe?9. Provide the following information about the chapter's OUTSTANDING BILLS:(All overdue amounts CURRENTLY owed BY THE CHAPTER to any individual, company, campus organization,Fraternity Headquarters, Alumni Association, etc.)* 10. Provide the following information about the chapter checking account:On the date of:*- What is the TOTAL amount owed:- How many people or organizations are owed:- What is the oldest amount owed?- Who is the oldest amount owed to?The checking account balance was:11. Provide the following information about the chapter savings account (if applicable):On the date of:The savings account balance was:12. The chapter creates an ANNUAL BUDGET within 30 days of the opening of classes showing the forecastedincome and expenses broken down by type/account for this entire school year and shares it with its advisor(s) andalumni association.Hint: Remember that the budget is NOT the financial reports compiled at the end of the year. The budget includesthe PLANNED amounts at the beginning of the year - not the actual amounts at the end.nmlkj Yes - >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 14. Name the members who held the positions of:Treasurer Fall 2010*Assistant Treasurer Fall 2010Treasurer Spring 2011Assistant Treasurer Spring 201115. The chapter has text within its by-laws explaining the collections and bad debt policies - i.e. when brothers billsare due, what happens if they are late (financial probation, perhaps losing social priveledges, consideration of officialsuspension for financial reasons, etc.)nmlkjnmlkjYesNoIf yes, please provide the page, paragraph and/or section number and highlight on your submitted by-laws:*16. The chapter uses two-signature checks for all its checking accounts.nmlkjnmlkjYesNo*17. The chapter provides each member with a bill for chapter dues along with a statement showing any paymentsmade or outstanding balance at least once per academic term.nmlkjnmlkjnmlkjYesNoProvided electronically (through OmegaFi, etc.)

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKCHAPTER OPERATIONSStandard #6 - Chapter OperationsEach chapter shall strive to exemplify the best traditions of Theta Xi. To accomplish this, each chapter shall strive tomaintain effective administrative operations; promote and enforce positive behavior on the part of all members; andencourage active member participation within the chapter and at Fraternity district and national events.To achieve accreditation for this Standard, the chapter and its members shall:- Maintain accurate records by submiting all forms to Fraternity Headquarters on a timely basis (including MembershipReports, Associate Member Reports, Initiation Reports, Form A's, etc.)- Maintain solid Chapter Operations including no unauthorized initiations, risk management violations, campus orFraternity sanctions, etc.- Attend ALL national events including Conventions, Presidents Academies, Rising Stars Academies, and DistrictLeadership Academies1. IMPORTANT NOTE: There is no submission for the first set of criteria. Previously submitted materials, HQrecords and Advisor statements will be used to determine accreditation.Include any comments to be considered in reference to this criteria, in the box below:5*2. Enter the names and roll numbers of the brothers registered to attend the 147th Anniversary Convention thissummer in St. Louis - August 4-7, 2011. (Actual delegate names may be changed at a later date but who has thechapter registered as of right now?)6*Official Delegate:Alternate Delegate:3. Every member of the chapter serves on at least one committee.nmlkjnmlkjYesNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 4. The chapter elects key officers (President and Treasurer) for terms of one full year, preferably holding elections atthe end of Fall Term. (ATM)nmlkjnmlkjYesNoIn what month(s) is/are election(s) held for the key officers?*5. Newly elected/appointed chapter officers and committee chairmen meet with predecessors shortly afterelections/appointments to discuss the responsibilities of their office, exchange important information, and developgoals for improvement.nmlkjnmlkjYesNo*6. The chapter hosts risk management speakers at least once each term on topics such as substance abuseprevention, sexual assault, fire safety, etc.nmlkjnmlkjYesNoTo receive credit, provide a list of this year's risk management speaker(s), date(s) of presentation and program(s)presented below:5* 7. The chapter has established in its by-laws a judicial review board that meets as necessary and holds membersaccountable for violations of chapter, campus, and/or Fraternity policies (highlighted and labeled as "CO1" on thecopy of your chapter by-laws).6nmlkjnmlkjYesNoList the page, section and/or paragraph number of your by-laws where this can be found

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 8. The chapter maintains an up-to-date website.nmlkjYesnmlkjnmlkjNoHave site, but it's not up-to-dateWhat is your chapter's website address?* 9. Would your chapter like to have its website entered for awards consideration? (Only up-to-date websites will beconsidered for awards.)nmlkjnmlkjYesNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKCAMPUS AND COMMUNITY RELATIONSStandard #7 - Campus & Community RelationsEach chapter shall strive to maintain a strong positive presence and reputation on campus, in the community, andthroughout Theta Xi. The chapter endeavors to stress personal commitment and leadership to the campus, surroundingcommunities, and Theta Xi nationally through its programs.To achieve accreditation for this Standard, the chapter and its members shall:- Conduct at least two service projects per year to support Multiple Sclerosis, and/or Habitat for Humanity and/or acommunity group- Have a positive reputation on campus and in the community (determined by Greek Advisor report and otherdocumentation)- Ensure that at least 50% of the chapter members actively participate in at least one other campus club andorganization*1. List at least two service projects that meet the criteria, including the event, the organization supported,percentage of members participating, and funds raised, if applicable.If you would prefer to submit this information as a prepared statement, enter "Submitting via mail" in EACH of thespaces below and label the printed submissions as "CC1-A", "CC1-B", etc.Project #1:56*2. Project #2:563. Project #3: (Reporting additional service projects results in maximum points.)56

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK4. Project #4: (Reporting additional service projects results in maximum points.)5*5. Each member of the chapter should be actively involved with at least one organization on campus or in thecommunity other than the Fraternity (and not including IFC/IGC representatives or intramurals).6*On a roster of members (labeled as "CC2"), identify which organization(s) each member actively participates in.nmlkj >>>SUBMISSION REQUIRED>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*10. List each intramural team the chapter sponsored this school year and indicate any team that won an IFC orcampus championship.5*11. The chapter sponsored an event to promote good relations with campus faculty.nmlkj Yes6nmlkjNoBriefly describe the event:5* 12. The chapter has a Parents Organization and/or provides programming for parent involvement with the actives atleast once per academic term. (ATM)6nmlkjnmlkjYesNo* 13. Provide a summary of all programming for parent involvement referenced in Question 12 (labeled as "CC4"). Besure to include the date, location, number of members attending and number of guests. (REQUIRED for ATMChapters and optional for other chapters)nmlkj ATM Chapters - SUBMISSION REQUIRED - To receive credit the chapter must submit a summary of allprogramming for parent involvement referenced above (labeled as "CC4")nmlkj Non ATM Chapters - The chapter will submit this as optional documentation (labeled as "CC4") which willincrease the likelihood of national awardsnmlkjNon ATM Chapters - The chapter chooses not to submit this item

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKDoes Your Chapter Have A House?Select the chapter's current housing status?On the following pages you will complete the information on the HOUSED page, if your chapter house is one ofthese:- Chapter house owned by alumni association or housing corporation- Chapter house (a free-standing structure) owned by the university- Chapter housing (such as a separate residence hall or floors) owned by the universityAnd you will complete the information on the UN-HOUSED page, if your chapter house is one of these:- Chapter house leased by the entire chapter (on one lease) from a landlord- Chapter house with each individual member leasing from the landlord- Chapter is not housed

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKHOUSED CHAPTERSStandard #8 - Housing (Housed Chapters)Theta Xi strives to provide each member a home away from home. Each chapter shall work to maintain adequate andcompetitive housing relative to its campus. Regardless of housing status, each chapter shall have a legal alumnicorporation in place to provide (or seeking to provide) housing for the chapter.To achieve accreditation for this Standard, the chapter and its members shall:- Have a written, executed lease our Housing Agreement with each man living in the house that outlines his resposibilitiesas well as his protections as a renter- Financially operate the house at level that breaks even at a minimum* 1. Each man living in the house has executed either a lease or a Housing Agreement that explains the expectationsand provides protection for both sides. (The Purpose, Guide for Chapter Treasurers & Guide for AlumniCorporations)nmlkjnmlkjnmlkjYesNoNo - University owned housing*2. Submit a COPY (not an original) of one completed and signed lease or Housing Agreement from the 2010-2011school year (labeled as "HS1").nmlkj >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*3. Select options below that apply to the chapter's finances in relation to operating the chapter house:gfedc The chapter does not have problems paying all monies owed for rent, etc. to the alumni association, housingcorporation or landlordgfedcThe chapter had problems at time(s) this year paying rent, etc. but currently is up-to-dategfedc The chapter struggles to pay all monies owed for rent, etc. to the alumni association, housing corporation orlandlordgfedc The chapter currently owes money for rent or other house-related fees to the alumni association, housingcorporation, landlord or outside companies (such as utility companies, etc.)gfedc Individual members currently owe money for rent or other house-related fees to the chapter or to the alumniassociation, housing corporation or landlordInclude any comments below to be considered on this subject:5*4. Tenants are informed in writing that the chapter’s property insurance policy does not cover personal property(either in the lease or in a separate document.)6nmlkjnmlkjnmlkjYes - In the lease/housing agreementYes - In a separate statementNo*5. Please provide the following informationWhat is the capacity of the chapter house?How many men lived in the house Fall Term/Semester?How many men lived in the house Spring Term/Semester?

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 6. A separate fee (other than membership dues) is charged to members who do not live in the house to help supportthe cost of maintaining the house since they also use the property. (Sometimes called a "parlor fee" or "out-ofhousefee")nmlkjnmlkjYesNoWhat was the total income for this year from "parlor fees", "out-of-house fees", etc?

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKUN-HOUSED CHAPTERSStandard #8 - Housing (Un-Housed Chapters)Theta Xi strives to provide each member a home away from home. Each chapter shall work to maintain adequate andcompetitive housing relative to its campus. Regardless of housing status, each chapter shall have a legal alumnicorporation in place to provide (or seeking to provide) housing for the chapter.To achieve accreditation for this Standard, the chapter and its members shall:- Contribute to an alumni association controlled housing or emergency fund for future use- If an alumni controlled housing or emergency fund does not exist, the chapter should maintain and annually donate to aseparate fund (such as a separate savings account) that according to chapter by-laws requires a 75% vote of themembership to access and spend* 1. To prepare for future needs and/or emergencies... (The Purpose and Guide for Alumni Corporations)nmlkjThe alumni association maintains a Housing/Emergency Fund.nmlkj The chapter maintains a Housing/Emergency Fund requiring at least 75% of the members' approval to spendthe funds as stated in the Chapter By-Laws.nmlkjThere is no Housing/Emergency Fund.What page, paragraph and/or section of the by-laws addresses this issue?* 2. How much did the chapter contribute to the Housing/Emergency Fund:Fall Semester/Term:*Spring Semester/Term:3. The chapter contributed at least $20 per man per year to the housing/emergency fund?nmlkjYesnmlkjNo

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKALUMNI RELATIONSStandard #9 - Alumni RelationsEach chapter shall maintain a chapter advisor, faculty advisor and have a functioning alumni association board. Chaptersshall seek to involve as many local alumni as are willing to lend assistance. Maintaining regular contact with its alumnishall be chapter priority.To achieve accreditation for this Standard, the chapter and its members shall:- Have a Chapter Advisor appointed by the National President- Have a Faculty Advisor on record with Fraternity Headquarters- Actively communicate with the chapter's entire alumni base at least once per semester* 1. The chapter has a Chapter Advisor that has been appointed by the National President. (A Chapter Advisor MUSTbe an initiated brother and may or may not be a faculty member.)nmlkjnmlkjYesNoThe Chapter Advisor is:* 2. The chapter has a Faculty Advisor. (A Faculty Advisor must be a faculty or staff member and may or may not bean initiated brother.)nmlkjnmlkjYesNo**3. The Faculty Advisor is:Name and Roll Number (if applicable):Email Address:Phone Number:4. The chapter meets in person with the alumni association or housing corporation officers at least semi-annually.nmlkj YesnmlkjnmlkjNoThere is no functioning Alumni Association or Housing Corporation

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK*5. Explain the methods used this school year to maintain communications with your ENTIRE alumni base (not justa select few who may be active with the chapter.) Examples could be newsletters (printed or electronic), SocialNetworking Groups such as Facebook, Listserves, direct mail, mass email, etc.5*6. Submit samples or printed copies of communications sent to your ENTIRE alumni base (all labeled as "AL1").nmlkj >>>SUBMISSION REQUIRED

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOK* 10. The chapter hosts at least one alumni event each spring (such as a Founder's Day or "6294" event).In the spaces below, provide information about your chapter's Spring 2011 Alumni Event:Title of event:Date of event:Location:Number of chapter members whoparticipated:Number of non-chapter members whoparticipated:Presenter/Facilitator:11. Provide a short description of the Spring 2011 Alumni Event:5612. Provide a short description of any other Spring 2011 Alumni Events you would like to report including thedetailed information requested above such as name, date, location, attendees, etc:5*13. How many alumni do you consider to be actively involved with your chapter on an on-going basis?6nmlkjnmlkjnmlkj0 - 56 - 1011 or more

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKADDITIONAL SUBMISSIONS AND EXPLANATIONS*1. Will the chapter be submitting any "Additional Submissions" to document any outstanding accomplishments notrequested elsewhere in this submission?If so, this submission must be typed, may not exceed two pages in length and must be labeled as "AS1".nmlkjnmlkj>>>ADDITIONAL SUBMISSIONS will be submitted separately and labeled as "AS1"

2010-2011 Annual Report to the Fraternity - PREPARATION WORKBOOKSUBMIT ANNUAL REPORT TO THE FRATERNITYThis will be the end of thethe online submission form for the2010-2011 Annual Report To The FraternityREMEMBER: Your submission will NOT BE CONSIDERED COMPLETE until Fraternity Headquarters receives youradditional documents that must be mailed and postmarked by your chapter's due date.The required coverpage/checklist and acknowledgement page are available on the Annual Report page of www.thetaxi.orgPressing the "SUBMIT" buttonwill send all answers to Theta Xi Fraternity Headquarters.