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Reporting Manual
INTRODUCTION & OVERVIEW
Every Alpha Phi Omega Chapter is required to meet the reporting and administrative requirements set forth by the National Fraternity. Designed to facilitate communication between the Chapter and the National Office, reporting also helps to ensure that the Chapter is run in accordance with National policies and serves to maintain safeguards against problems. Failure to fulfill these requirements may result in the loss of a Chapter's voting rights at the National Convention as well as possible revocation of the Chapter's Charter.
This manual will outline the various reporting and/or requirements that each Chapter must adhere to. While some requirements are due on specific calendar dates, others are only associated with a specific event. All require constant attention to maintain a Chapter's good standing with the Fraternity.
All terminology used in this manual complies with National Fraternity standards.
REPORTING & ADMINISTRATIVE REQUIREMENTS
The following are reporting and administrative requirements that every Chapter must complete. All requirements must be fulfilled for a Chapter to remain in good standing with the National Fraternity. All reporting forms are available to Chapters at no cost by contacting the National Office.
MEMBERSHIP APPLICATIONS & FEES
When someone becomes a member of a Chapter, they must be registered with the National Office. New Pledges, initiated Actives, Advisors, and Honorary Members must send a completed application and any associated fees to the National Office within 10 days of attending the Pledge or Initiation ritual. Any type of Membership standing in Alpha Phi Omega is not official until the forms and fees have been received by the National Office.
Pledge Application
An individual enrolled at an institution where a Chapter is located may
apply for Pledge Membership. All applications for Pledge Membership must
be accompanied with a non-refundable fee of $30.00 per pledge, which includes
the $25 pledge fee and a $5 insurance fee.
Active Application
Once a person has completed a Chapter's Pledge Program and has attended
the Initiation ritual, the application for Active Membership must be sent
to the National Office for official recognition. A non-refundable fee
of $35.00 per person is to accompany the application.
Advisory Application
Advisory Membership can also be conferred by a Chapter upon chosen persons
approved by the Chapter membership. While an application for Advisory
Membership must be sent to the National Office upon approval of the Chapter,
there is no membership fee. Undergraduates cannot be selected to serve
as advisors.
Honorary Application
Chapters may bestow Honorary Membership in the Fraternity to persons who
have made significant contributions to the ideals and purposes of Alpha
Phi Omega. However, an undergraduate cannot be the recipient of such an
honor. A non-refundable fee of $25.00 is required along with the application.
Transfer Application
An Active, Advisor, or Honorary Member in good standing with their Chapter
and the National Fraternity may transfer membership from one Chapter to
another, subject to approval by the new Chapter. A transfer form must
be completed and sent to the National Office to note the change.
Membership Updates
The National Office maintains a file for each Chapter, as well as records
of Chapter Members. The National Office relies on the Chapter to report
any changes in a Member's status or personal information in order to update
that Member's file. Examples include: name change, change of address,
death, etc. This is particularly important since Chapter contact is often
the only way the National Office is notified of a change in a Member's
status. A list of graduating seniors should also be included which serves
to note that an Active is graduating and therefore, becoming an alumnus.
In addition, at the end of every semester a Chapter should submit a list
of Pledges who did not activate with any reasons they chose not to activate.
This information is necessary to maintain accurate membership records.
Chapter Officer and Advisory Chair Updates
When a chapter officer or Advisory Committee Chair of a Chapter changes due to
annual elections or for any other reason, the National Office, Regional Director
and Sectional Chair must be notified immediately. The address and phone number of
these individuals should be included as part of the update.
ANNUAL REPORTING
CHAPTER OFFICERS FORM
This is a list of select Chapter Officers along with their addresses and phone numbers that should be sent in immediately after the election takes place. This form can also be completed electronically via the National Website.
NATIONAL SERVICE WEEK REPORT
The first week of November (from Monday to Sunday) is designated as National Service Week by the National Fraternity. Each Chapter is encouraged to conduct a service project(s) during the Week, relating to the specific theme of National Service Week. A written summary of the project(s) is/are to be received by the National Office no later than the date specified on the National Service Week Report Form. If a Chapter does not conduct a project for National Service Week, it must still submit a report indicating so. However, submitting a report indicating “no project” will disqualify a chapter from Chapter of Excellence award consideration, so all chapters should strive to complete a related project of some type.
SPRING YOUTH SERVICE DAY REPORT
As Spring Youth Service Day was often chosen on a Saturday in late April, SYSD has slowly evolved into a Spring Youth Service Weekend. However, the focus remains the same: chapters should strive to incorporate a service project directed toward American youths, preferably in cooperation with the Fraternity's partner organizations. As with National Service Week in the fall semester, a written summary of the project(s) is/are to be received by the National Office no later than the date specified on the SYSD Report Form. If a Chapter does not conduct a project for SYSD, it must still submit a report indicating so. However, submitting a report indicating “no project” will disqualify a chapter from Chapter of Excellence award consideration, so all chapters should strive to complete a related project of some type.
ANNUAL CHARTER REAFFIRMATION
Each Chapter is to annually reaffirm its Charter by November 15 by submitting the following to the National Office: membership roster, payment of Annual Active Membership Dues (AAMD), the signed Membership Policy Statement, and the signed Risk Management Policy Statement. A more detailed description of each follows. These documents are sent to the Chapter by National Office early in the fall semester for completion. Failure to complete and return these items will result in the chapter being placed in Bad Standing and loss of the Chapter's right to vote during the legislative session at the National Convention. Failure to complete and return these items for two consecutive years could result in the Chapter being declared inactive. Once a Chapter is declared inactive, it must fulfill all the requirements for a rechartered Chapter before reactivation.
Annual Active Membership Dues (AAMD)
Each chapter must submit Annual Active Membership Dues (AAMD) of $30.00 per active
member, which includes the $25 pledge fee and a $5 insurance fee. The minimum annual
dues that may be submitted per chapter is $75.00. There are no annual dues for
members other than Active Members. Because Life Membership is a distinct and independent
type of Membership, Life Members are still required to submit AAMD if they are an Active
Member of the Chapter.
Membership Roster
The first document required is the Chapter membership roster. All Active
members that are registered with National Office are listed on the form.
Cross off any brothers that are no longer active, add any brothers that
are not included on the list, and update any other information that is
not current. The definition of an Active Member shall be determined by
the Chapter. In addition, all Chapter Advisory Members are to be listed.
The Chapter is to have a minimum of four (4) Advisors from three (3) distinct areas: two (2) Advisors from the faculty, staff, or administration of the institution where the Chapter is chartered, one (1) Advisor is to be a representative from Scouting or another youth service organization, one (1) Advisor is to represent the local community. The Chapter must select one of these Advisors to serve as Chair of the Advisory Committee.
Membership Policy Statement
Alpha Phi Omega believes very strongly in its membership policies, particularly
the banning of any hazing activities. To reinforce this, the Chapter's
President and Advisory Chair are required to sign a statement that certifies
the Membership Policies of the Chapter are in accordance with those prescribed
by the National Fraternity. The statement also declares that the Chapter
is in compliance with the Standard Chapter Articles of Association.
Risk Management Policy
At the 1996 National Convention, Alpha Phi Omega developed a standard
Risk Management Policy for the National Fraternity. Chapter Presidents
and Advisory Chairs are required to sign the affirmation of the Risk Management
Policies as part of reaffirmation.
Chapter Assessment and Planning Session (CAPS)
In 2008, the CAPS replaced the Chapter Program Planning Conference (CPPC) as the
primary tool that chapters are encouraged to use for goal-setting and long-range
planning. Chapters are to conduct a CAPS at least once a year, although once a
semester is highly recommended. All Pledges, Members, Officers, and Advisors are
to participate. The CAPS is designed to allow the Chapter to review and evaluate
past programs and determine which were successful and which areas need improvement.
The Chapter then plans the various programs and goals for the upcoming year or semester
as well as develop a calendar of events. Alpha Phi Omega believes it is very important
for each Chapter to have a better understanding of what constitutes a successful Chapter.
The CAPS provides an opportunity for self-evaluation. Everything from Pledge Program requirements, leadership development plans, and fund raising, to the service and fellowship projects are discussed and planned. It is also recommended that the H. Roe Bartle Chapter Program Review is included as part of the CAPS. A manual on how to conduct a CAPS can be obtained from the National Office. Completion and submission of a CAPS (or other formal review and planning session) at least annually is a required element for a chapter to receive Chapter of Excellence consideration.
H. Roe Bartle Chapter Award
The H. Roe Bartle Chapter Award Form is due to National Office by November 15. This
form is ideally to be completed during the Chapter Assessment and Planning Session
(CAPS), but may be completed at a regular Chapter meeting. The Chapter's Pledges, Members,
and Advisors are to participate in its completion. This is designed to allow every Member
to jointly review and evaluate the Chapter's program, activities, and operations during the
previous year, as well as prepare goals and plans for the current or upcoming year. Completion
and submission of this self-evaluation is a required element for a chapter to receive Chapter
of Excellence consideration.
REGIONAL DUES
Region VI has established annual dues of fifty cents ($0.50) per Active Member. Regional dues are to be submitted by November 15 to the Regional Director. The amount is derived by multiplying the number of Active Members listed on the Annual Reaffirmation membership roster by fifty cents. Checks should be made payable to: Alpha Phi Omega - Region VI.
Region VI Director
Rob Coop
SECTIONAL DUES
In addition to National and Regional dues, Section 55 has established annual dues of two dollars ($2.00) per active member. This is due by November 15 and should be paid to the number of actives listed on the Annual Reaffirmation membership roster. Sectional dues are to be sent directly to the Section 55 Secretary/Treasurer. A check or money order should be made payable to: Alpha Phi Omega Section 55.
Send Sectional dues to:
Section 55 Chair
Doug Fuller
2034 Pauline Blvd.
Apt. TB
Ann Arbor, MI 48103
ADMINISTRATIVE REQUIREMENTS
PERMANENT MAILING ADDRESS
All Chapters are required to maintain a permanent mailing address or
a post office box. The National Office and the Section Chair are to be
notified of any changes in the permanent mailing address of the Chapter.
ANNUAL CHAPTER FINANCIAL AUDIT
Each Chapter is to have its financial records audited annually by an
official approved by the institution in which the Chapter is located.
If the institution does not provide this service free of charge, the Chapter
Advisor, President, and Treasurer may conduct an audit. This is a standard
policy of many organizations to safeguard their fiscal operations. This
audit should occur annually to correct any errors and set a standard of
operation for future treasurers.
IRS FORM 990
Alpha Phi Omega is classified as a charitable organization under Section 501(c)(3)
of the Internal Revenue Code. As such, each chapter has legal obligations under the
tax laws with regard to reporting of income. Therefore, each chapter must file an IRS
Form 990 annually. Failure to file the Form 990 for three consecutive years will cause
the chapter to lose its tax-exempt status – this means more headaches and reporting, so
make sure this is done! To submit the Form 990, you will need to know your chapter's
EIN; contact your Sectional Chair or the National Office if you cannot locate it.
Annual income is generally defined as any money that passes into a financial holding account in the name of the Chapter in question. Therefore, in addition to dues and fees, money received for service projects (e.g. UMOC, fundraisers) that are kept in the Chapter's bank account and are later dispersed to the organization for whom the fundraising was done is considered income by the standards of the IRS.
There are a certain number of exceptions with regard to Pledge and Initiation Fees, in addition to other areas, that can qualify for deduction from the $25,000 income requirement. If a Chapter is in doubt as to to file, it is highly recommended that the Chapter contact the Sectional Chair in order to receive further instruction.
Form 990 must be filed by the 15th day of the fifth (5th) month following the end of a Chapter's fiscal year. For example, if a Chapter's fiscal year ends on August 31, file Form 990 by January 15. If the fiscal year of the Chapter is undefined/unknown, assume it corresponds to a standard tax year (January-December). For Chapters under a standard tax year, the filing date would be May 15th. Forms are available free by calling 1-800-TAX-FORM (1-800-829-3676) or by writing to: Forms Distribution Center, P.O. Box 9903, Bloomington, IL 61799. You may call the IRS for any tax questions at 1-800-829-1040.
YOUTH SERVICE GRANTS
Grants are available to Chapters from the National Office to help with
service projects that benefit pre-college-age youth. Amounts vary from
$100 to $500. Applications are due to the National Office by the date
indicated on the Youth Program Grant Application Form.
FRIENDSHIP AND RETENTION (FAR) GRANTS
Grants are available to Chapters from the National Office to help defray costs
of events that promote friendship and increase retention. Amounts vary from $100
to $500. Applications are due to the National Office by the date indicated on
the FAR Grant Application Form.
CHAPTER DISTINGUISHED SERVICE KEY (DSK) REGISTRATION
All recipients of the Chapter Distinguished Service Key (DSK) are required
to be recorded with the National Office. A form will be included when
a DSK is ordered that asks for the name of the recipient, the year it
was presented, and the Chapter that bestowed it. It can then be mailed
back to the National Office for recording on official files. This way
a DSK recipient can order a replacement if their own is lost or damaged.
CHAPTER BY-LAW REVISIONS
When a Chapter revises or amends its by-laws, a copy of the new version
is to be sent to the Section Chair. Many educational institutions also
require updated versions of organization by-laws be kept on file. Check
with your college or university for this and other requirements for student
organizations. A Chapter should also send a copy to the National
Office to be kept in their Chapter file.
Section Chair
Doug Fuller
2034 Pauline Blvd.
Apt. TB
Ann Arbor, MI 48103
(313) 575-8235 (C)
section.55.chair@apo.org
National Office
Alpha Phi Omega
14901 E 42nd Street
Independence, MO 64055
(816) 373-8667
FAX (816) 373-5975
chapter.services.dir@apo.org
1990, 1996 Steve S. Sindlinger
revised 1997, 1999: John Emley
revised 2000: Membership Committee
revised 2009: Doug Fuller