Alpha Kappa Alpha Sorority, Incorporated #E : Are You ... Kappa Alpha Sorority, ... Are You...

Alpha Kappa Alpha Sorority, Incorporated®

#E3: Are You Exceeding Expectations of Excellence?

Soror Dorothy Buckhanan Wilson

Supreme Basileus

Soror Giselé M. Casanova, Chairman

International Standards Committee

Agenda

• Purpose

• Evaluation Process

• Key Reference Documents

• Understanding the Evaluation

• Evaluation Report

• Frequently Asked Questions

• Summary

Purpose

• Highest priority is preserving our identity and fostering our principles

• Maintain our policies and procedures through standardized processes

• Implementation of proper review and assessment methods we achieve

– Understanding

– Improvement

– Compliance

Purpose

Purpose

• Evaluation

– Review chapter records and files

– Assess and identify areas that are above, meet, or need improvement according to our governing documents and guides

• The International Standards Committee (ISC) establishes the criteria and implements the chapter evaluation process

Evaluation Process

• All chapters will be evaluated within the next four years (July 2014 – July 2018)

• Three types of evaluations

– Complete evaluation

– Light touch/pulse

– Re-evaluation

• Regional Director will determine level of evaluation required for each chapter

• Evaluations conducted primarily at Clusters and Undergraduate Round-ups

Evaluation Process

Evaluation Process

• Complete evaluation

– Chapter not evaluated since August 2010

• Light touch/pulse

– Chapter evaluated between 2010-2014

– Received “1- Above Average” or “2- Meets Requirements”

• Re-evaluation

– Chapter evaluated between 2010-2014

– Received “3 – Not Satisfactory/Needs Improvement”

– Only noncompliant areas will be re-evaluated

Evaluation Process

• Newly chartered, suspended, and inactive chapters

– Evaluated within one year of charter or reinstatement date

– Follow same procedures used for a complete evaluation

– Evaluation Team (E-Team) outlines the required documents needed to assess compliancy as well as the evaluation logistics

Evaluation Process

• Regional Director notifies the chapter 45 days prior to any evaluation

• Chapter responsibilities:

– Plan, budget, and provide for evaluation team visit

• Travel

• Accommodations

• Meals

• Logistics

– Prepare and provide chapter files and all pertinent documentation

• Graduate Advisor assists Undergraduate Chapter

Chapters evaluated at Undergraduate Round-ups,

Clusters, etc., will share these costs

Key Reference Documents

Key Reference Documents

• Constitution and Bylaws (Articles III, VII, XII)

• Manual of Standard Procedure

• Documents and Records Retention Guide

• Financial Fundamentals – Guide to Chapter Financial Procedures

• Mentoring Guidebook

• Program Resource Guide

• So Now You’re Elected

• Standards Resource Guide

Understanding the Evaluation


Top Evaluation Findings

• Inadequate financial records

• Incomplete and improperly bound minutes

• Poor records management

• Lack of mentoring

• Missing signatures on annualchapter report

• No joint meetings


• Evaluation consist of six sections

– Duties and powers of chapters

– Chapter officers and duties

– Joint meetings of chapters

– Chapters incorporating separate entities

– Finances

– Emblems, badges, colors

• Assess variations in activities and processes

• Look for correlations and/or cause and effect


Section 1 - Duties And Powers Of Chapters

• Has at least two representatives at Boule within last six years

• Elects officers in November and installs in December

– Undergraduate chapters exempt where NationalPan-Hellenic Conference rules differ

• Files chapter bylaws with Regional Director

• Forwards bylaws changes to Regional Director

• Provides copy of bylaws to each chapter member


• Conducts one meeting per month except in summer

• Sponsors activities that interpret, implement, and support the International Program

• Observes Founders’ Day annually

• Submits annual chapter report of program activities, operations, and finances by the due dates

• Receives chapter approval and submits to Regional Director recommended Constitution and Bylaws changes

• Receives Directorate approval to solicit contributions from other chapters


• Has bylaws, rituals, rosters, minutes, and all other documents in permanent chapter files

• Signs and keeps chapter minutes in a permanent record book

– A ledger with handwritten minutes or a bound bookwith printed copies are acceptable

– Chapter approves / Basileus and Grammateus signs

• Conducts annual self-evaluation using correct form

• GPA of C+ maintained by undergraduate chapters

• Sends Regional Director grades for each grading period


Section 2 - Chapter Officers and Duties

Has the minimum required elected officers

Sponsoring graduate chapter has a Graduate Advisor

Graduate Advisor has met all requirements and completed the certification program prior to her election

Graduate Advisor is liaison between graduate and undergraduate chapter


Graduate Advisor is liaison between undergraduate chapter and Regional Director

Graduate Advisor has working relationship with university and faculty advisor

Graduate Advisor attends all undergraduate chapter meetings and activities

Graduate chapter executes required responsibilities for supervision of undergraduate chapter

Retiring officers compile and submit the annual chapter report

Sponsoring Graduate Chapter

– Is there a mentoring program?

– How many graduate sorors participate?

– How many undergraduates participate?

– Documentation of mentoring activities and relationships?

Undergraduate Chapter

– Does the chapter participate in a mentoring program with sponsoring graduate chapter?

– How many chapter members have mentors?

– Documentation of mentoring activities and relationships?



Section 3 – Joint Meetings of Chapters

Sponsoring graduate chapter and the undergraduate chapter(s) have at least two joint meetings annually

Section 4 - Chapters Incorporating Separate Entities

Owns a sorority house or other property

Has contracts greater than $100,000

Has a foundation for the purpose of sorority program planning and execution


Section 5 - Finances

• Chapter pays Boule dues and assessments by January 1

• Chapter pays chapter tax annually

• Each graduate or undergraduate pays per capita tax

• Member pays all chapter dues and assessments

• Each member has a current copy of Alpha Kappa Alpha Constitution and Bylaws and Manual of Standard Procedure

• Tamiouchos and Pecunious Grammateus are bonded

• Tamiouchos and Pecunious Grammateus attend finance training workshop and the Financial Certification workshop

• All other sorors who collect or disburse funds are bonded

• Bond coverage is adequate

• Bond covers the positions, not individual sorors

• Graduate Advisor bonded by undergraduate chapter



• Graduate Advisor countersigns all undergraduate checks and vouchers

• Graduate Advisor keeps the undergraduate chapter’s records during vacation months

• No one soror is receiving and disbursing funds

• Provides income and disbursements report for ending fiscal year and adopted budget for new fiscal year

• Basileus appoints internal audit committee to examine financial records and accounts

– Written report provided to the chapter

• External audit conducted by non-chapter member(s)

• Detailed financial procedures for handling chapter finances and all financial records are identifiable and legible

• Documented internal controls in place for creditcards to receive/make payments; online funds receipts; and prepaid cards



• Vouchers prepared and signed by Committee Chairman or authorized soror

• Vouchers approved by two officers specified in chapter bylaws or financial procedures

• Checks signed by Basileus and Tamiouchos or two officers authorized to sign checks

• All voided and missing checks accounted for in the disbursement records

• Written financial report presented monthly to chapter

– All receipts and disbursements included

• Monthly bank statements or depositoryaccounts reconciled

• Funds raised through the community budgeted separately and maintained in separate account

• Copy of “Financial Fundamentals – Guide to Chapter Financial Procedures” maintained in chapter files



Section 6 - Emblems, Badges, Colors

• Basileus notifies Corporate Office concerning the final disposition of deceased Soror’s badge

• Colors of the Sorority (salmon pink and apple green) used on all public occasions

Evaluation Report

Evaluation Report

• To alleviate misunderstandings, E-Team members will not provide a preliminary report or exit report

• E-Team has 30 days to prepare the recommended results of the evaluation

• Results submitted to the Regional Director

• The Regional Director provides the chapter their final evaluation report in writing

Evaluation Report

• Chapters receiving a “Not Satisfactory/ Needs Improvement” rating will be re-evaluated within one year

• Any follow-on “Not Satisfactory/Needs Improvement” rating will require a chapter improvement plan

– Regional Director will develop an action plan including goals/timelines for improvement

Frequently Asked Questions


1. What does my chapter need to do to “pass” this evaluation?

– If your chapter views the evaluation as a “pass” or “fail” exercise, they are missing the point

– The evaluation is to ensure our chapters comply with Alpha Kappa Alpha governing documents

– If your chapter has a working knowledge of the documents and conducts your chapter operations in accordance with these documents, they will achieve a meet or exceeds evaluation rating

2. Can we send you the missing documents after the evaluation?

– No, the E-Team or International Standards Committee Representative cannot accept your missing documents after the evaluation

– Missing documents will need to be provided during the re-evaluation

– You will be notified by the Regional Director when your re-evaluation will take place and where


3. The printer didn’t bind our minutes correctly, so are they still acceptable?

– No, it is your chapter’s, not the printer’s, responsibility to ensure your minutes are properly bound

– Your minutes are the permanent records for the sustainability of your chapter

– Ensure you bound your minutes in a timely manner after the end of the year to prevent any improper binding or other problems

4. How many years of minutes can be bound together?

– Minutes should be bound annually, so there will be only one year of minutes bound together


5. We do not have a lot of activities, so can our financial report just include the total income and expenses when we have an activity?

– The Tamiouchos provides a monthly written financial report to the chapter

– The report should include all the assets and liabilities of the chapter

• Assets include cash in the checking accounts, savings, investments, and other items owned by the chapter

• Liabilities include any outstanding chapter obligations and disbursements

6. Do you review our foundation information? – Yes, the records of any chapter that has a foundation, owns a sorority

house or other property, or has contracts greater than $100,000 will be evaluated


7. The graduate and undergraduate chapters had a picnic, isn’t that considered a joint meeting?

– Joint activities of a social nature are allowed, however the purpose of the joint meetings is to promote fellowship and understanding

– It is required that business of joint interest is discussed during the meeting and the Basileus of the graduate and undergraduate chapters will alternate presiding over these meetings

8. What do we need to send to Corporate Office regarding the disposition of a deceased soror’s badge?

– The “Ivies Beyond the Wall Form” (located on the sorority’s website) should be used for informing the Corporate Office about the disposition of a soror’s badge

– The notification should be provided within 30 days of a Soror becoming an Ivy Beyond the Wall, when possible


9. We had the information but we forgot to include it, so can we get credit?

– Missing information or documents need to be provided during the evaluation

– Recommended ratings are determined based on what is provided during the time of the review

10.What specific information did you provide the Regional Director regarding our evaluation?

– The Regional Director receives a report detailing whether the chapter completed each item identified and if there are any exceptional areas

– The E-Team explains what is missing or why the deficiencies exist so that every chapter has the necessary information to properly manage and comply with our sorority’s policies and direction


11.Our documents were in the files but the E-Team did not see it. Can we appeal the results of our chapter’s evaluation?– No, there is no appeal process for chapter evaluations. The chapter needs to

ensure they do a good job of putting their documents together and labeling everything so the E-Team knows where to find all of the required information

12.What should we provide for our chapter’s re-evaluation and when will it occur? – Prior to the re-evaluation, your International Standards Committee

Representative will review the original evaluation results to provide clarification on the deficient areas

– The Regional Director will determine and notify the chapter of what they need to provide and when the re-evaluation will occur

Summary

• Alpha Kappa Alpha’s highest priority is to preserve our identity and foster our principles

• A stress-free evaluation and assessment method will create understanding, improvements, and compliance

Results -- All chapters will Exceed Expectations of Excellence (#E3)!

Giselé M. CasanovaChairman

Alires AlmonMid Western

[email protected]

Vikki AndrewsMid Atlantic

[email protected]

Da’Shawn Aunelle DoarsInternational

[email protected]

Ora DouglassSouth Atlantic

[email protected]

Gail P. ForestGreat Lakes

[email protected]

Rasheeda GarnerFar Western

[email protected]

Tasha PhilpotSouth Central

[email protected]

Margaret RogersSouth Eastern

[email protected]

Mari A. SwayneCentral

[email protected]

Linda Knight BurkleyResource

[email protected]

Tammy PritchettResource

[email protected]

International Standards Committee

Soror Giselé M. Casanova

(708) 702-2484

[email protected]

Contact Information

Alpha Kappa Alpha Sorority, Incorporated #E : Are You ... Kappa Alpha Sorority, ... Are You...

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