Awards & Achievement Criteria Guide

Awards & AchievementCriteria Guide

TABLE OF CONTENT

3 Introduction

4 Conclave and Regional Spirit Awards

5 Conclave Special Awards

6 Reward Schedule

8 Chapter Formal Reporting Final Submission Dates

9 Chapter Performance Awards

11 Guidelines for Outstanding Chapter Awards Competition

12 Completing the Required Annual Chapter Reporting

15 Chapter Membership Growth Awards/Mission Possible!

17 International Championship Step Show Competition

18 Miss International Phi Beta Sigma Pageant

22 Dr. Guilbert L. Daily Oratorical and Debate Competition

24 Collegiate Academic Excellence & Achievement Awards

Appendix Section This section consist of applications and forms needed for awards and competitions.

International Championship Step Show Completion

26 Template for Sending Registration Letter

27 Final Tabulation Sheet

28 Official Time Sheet

29 Score Evaluation Sheet

30 Registration Form

Guilbert A. Dailey Oratorical & Debate Competition

31 Instruction for Judges

32 Oratory Contest Ballot

33 Oratorical & Debate Competition Score Sheet

34 Brother Alain Leroy Locke Academic Achievement Award Application

35 Application for the Collegiate Chapter Highest GPA Awards

36 Emmitt Smith Athletic Achievement Award Application

37 2011 Miss International Phi Beta Sigma Pageant Application

38 2011 Miss International Phi Beta Sigma Pageant Disclaimer

39 Completing the Required Annual Chapter Reporting

44 Chapter Operations Standrards Self Assessment Tool

45 Model Alumni Chapter Display Score Sheet

46 Chapter Awards & Recognition Process - Live Interview Evaluation Form

47 Summary of Final Score Form

2 AWARDS & ACHIEVEMENT CRITERIA GUIDE 2011 EDITION

INTRODUCTION

This Awards & Achievement Criteria Guide contains the names andcriteria for all Fraternity awards, recognitions and competitionsapproved by the General Board for Phi Beta Sigma Fraternity, Incorpo-rated. Some of the competitions have a prerequisite requiringadvancement from the regional conference level. The guide provides adescription of all awards and activities along with their perspective rulesand regulations. The applicable measurements for the distribution ofawards are provided in the Chapter Operating Standards and Awards,Recognition Policy (COSARP) document. The COSARP document providesoperating standards for our chapters and a points system for measuringcurrent standing and a benchmark for improvement planning.

The awards and recognitions guide was developed to provide a clear andcomprehensive tool which outlines the Fraternity’s process for awardingchapters and members for their commitment to excellence in theexecution of the fraternity’s programs and activities. Although theadherence to providing good sound programming within our communi-ties across the country and aboard is tantamount to the organizationsideals and purpose; the General Board deemed it necessary and withingood judgment to express a resounding since of gratitude to thosechapters and members who are flagships among the membership.

The guide also contains all of the necessary forms, rules and regulationsto enable consistent submission for fair and accurate assessing. Theguide provides a criterion that will be consistent throughout the entireFraternity, at all levels of competition. This guide is another example ofthe things to come as we build “centers of excellence,” within the overallprogramming of the organization, with purpose, vision and goals.

This dynamic guide will be updated as the General Board and Conclavedeems necessary. We hope that you find this document helpful and offersuggestions for improvement to members of the International Standardsand Awards Team.

Special thanks to Brother John White, Director of Sigma LeadershipAcademy and Brother Jean Lamothe, Chairman of the InternationalStandards and Awards Committee for leading the Awards & AchievementCriteria Guide project..

Brother Jimmy HammockInternational President 3AWARDS & ACHIEVEMENT CRITERIA GUIDE 2011 EDITION

Hon. Jimmy HammockInternational President

CONCLAVE & REGIONAL CONFERENCE SPIRIT AWARDS

These categories are presented by the Conclave and Regional Conference Credential Committeesbased upon registration information.

Longest Traveled Chapter

This award is given to the chapter that has traveled the longest distance. This award is given at each egional conferences and conclave. The Regional Conference or Conclave Credentials Committeepresents this award.

Chapter with the Most Registered Members

This award is given to the chapter that has the most members registered at a Regional Conferenceand/or Conclave. Host chapters are not eligleble to compete in this award category. The RegionalConference or Conclave Credentials Committee presents this award.

The Oldest Sigma in Attendance

This award is presented to the brother in attendance at a Regional Conference or Conclave with themost Sigma Service Years. This award is based on registration information and is presented by theRegional Conference or Conclave Credentials Committee.

The Youngest in Attendance

This award is presented to the newest brother in attendance at a Regional Conference or Conclave.This award is based on registration information and is presented by the Regional Conference orConclave Credentials Committee.


CONCLAVE SPECIAL AWARDS

Sigma Lifetime Achievement Awards

Presented at the International Conclave to a member who has provided outstanding service on alllevels of the Fraternity in the areas of Bigger & Better Business, Education and Social Action. Thenomination for this award is made by the Conclave Planning Committee and approved by the GeneralBoard.

African American Male IMAGE Awards

Honorees represent men that have achieved national and local recognition in various career indus-tries. Honorees are nominated by the Conclave Planning Committee and approved by the GeneralBoard.

Women of Achievement Awards

Honorees represent women that achieved national and local recognition in various career industries.Honorees are nominated by the Conclave Planning Committee and approved by the General Board.

Program Directors’ Awards

The Program Directors’ Awards are presented to fraternity members who have made significantcontributions in implementing Sigma Wellness Programs. Sigma Wellness is the umbrella program ofPhi Beta Sigma, each award will be presented by each International Director for their respectivearea.

5AWARDS & ACHIEVEMENT CRITERIA GUIDE 2011 EDITION

REWARD SCHEDULE

Listed below are the rewards that will be given at the Conclave. These rewards may vary at the Regional level. This listingserves as a guideline that will be used to determine the reward structure for awards and competitions.

Regional Outstanding Collegiate ChapterWinner Trophy or Plaque and BannerOther Participants Certificates

Regional Outstanding Alumni ChapterWinner Trophy or Plaque and BannerOther Participants Certificates

Sigma Model Collegiate ChapterWinner Plaque and Banner

Sigma Model Alumni ChapterWinner Plaque and Banner

Guilbert A. Dailey Oratorical ContestWinner Medal with Ribbon $1,500Second Place Medal with Ribbon, Certificate $500Third Place Medal with Ribbon, Certificate $250

Guilbert A. Dailey Debate CompetitionWinner Medal with Ribbon $1,500Second Place Medal with Ribbon, Certificate $500Third Place Medal with Ribbon, Certificate $500

Phi Beta Sigma Global Step Show CompetitionWinner Gold Medals with Ribbon for Each Team – Team Banner $2,000Second Place Silver Medals with Ribbon, Plaque $1,000Third Place Bronze Medals with Ribbon, Plaque $ 500

Alain Leroy Locke Academic Achievement AwardWinner Medal, Certificate and $1,000Other Participants Certificates



Collegiate Chapter with the Highest Grade Point Average Winner Plaque $1,000Other Participants Certificate

Emmitt Smith Achievement AwardGold Medal with Ribbon $1,000PlaqueSpecial Emmitt Smith Award Presentation

Miss International Phi Beta SigmaWinner $2,000 Scholarship

Tiara and Trophy, Sash and Flowers

1st Runner Up $1,000 ScholarshipTrophy and Flowers

2nd Runner Up $500.00 ScholarshipTrophy and Flowers

CHAPTER FORMAL REPORTING

FINAL SUBMISSION DATES

2011

Name of Report Required Submission DateProgram Implementation Assessment (PIA) On-GoingVia Fraternity’s Program Page After each completed community program

Last Day to complete current year activities is February 9th.

Annual Chapter Report February 9thSubmit to the office of your Regional Director

Chapter Self Assessment Final Report (CSAF) February 9thVia Fraternity’s Program Page


CHAPTER PERFORMANCE AWARDS

PURPOSETo provide detail on implementing the Fraternity’s Chapter Operating Standards and AwardsRecognition process. Chapters will be required to self evaluate in 5 focus areas:

• Scholarship and Academic Achievement• Program Implementation and Reporting• Membership Growth and Retention• Chapter Operations• Risk Management

POLICY STATEMENTAll Chapters are required to self evaluate and submit Chapter Self Assessment Tool Final Report (CSAF)electronically. Prior to submitting, chapter will confirm that all information in report ispresented accurate and true. Any falsification of this report will result in immediate chaptersuspension by Regional Director. Each Regional Director will review and approve his chapters’ reportthrough the Fraternity’s electronic reporting process.

REQUIRED SUBMISSION PERIODAll chapters are required to submit the Chapter Operations Chapter Self Assessment through anelectronic process via the Fraternity’s website by February 9th of each calendar year.

ACCOUNTABILITYAll Chapters are encouraged to follow established submission period. All chapters will be required tocomply with full chapter assessment and submission period.

KEY DEFFINTIONS1. Level I Classification – Chapters with active membership with 40 or plus.2. Level II Classification – Chapters with active membership with 15 to 393. Level III Classification – Chapters with active membership with 5 to 144. Gold Status – Highest ranking of chapters with audit scores above 741-915 plus.5. Silver Status – Second Highest ranking of chapters with audit scores ranging from 641-740.6. Bronze Status –Third highest ranking of chapters with audit scores ranging from 541-640.7. Marginal Status – chapter scoring less that 541. Chapters in Marginal Status will be placed

on review until performance is brought up to a minimum of Bronze status.


8. Annual Chapter Report – Mandated report that chapters are required to submit according to constitution. Chapter Annual Report Evaluation and Scoring tool in Appendix section of this policy.

9. Conclave Display – To be displayed on an 8 Foot table consisting of bound books, unique scrapbooks, plaques, limited electronics. Display must be able to stand alone. Backboards, and/or sideboards, not exceeding the length of the table, may be used.Copy of Conclave Display Judges Rate Form in Appendix section of this policy.

10.Formal Interview – An interview session facilitated by selected members of Fraternity’sStandard and Awards Committee with members of the competition chapter leaderscompeting for Sigma Model Chpter honors. Copy of Chapter Formal Interview Rating Tool in Appendix section of this policy.

COMMUNITY SERVICE PARTNERSHIP AWARDS

American Cancer Society Partnership Awards

These awards will be given to chapters, states and regions whom have raised the most funds during their fundraising campaigns.

Code Blue - Call to Action Awards

This award is presented by the American Cancer Society to the Chapter and Region whomprovided the highest response to all Code Blue alerts to their respective congressional constituents.

March of DImes Foundation - March for Babies Awards

These March for Babies Awards will be given to those chapters that have raised the most funds during theirchapter’s fund raising campaigns.


CHAPTER PERFORMANCE AWARDS

GUIDELINES FOR OUTSTANDING CHAPTER AWARDS COMPETITION

Outstanding Collegiate Chapter - Regional

This chapter will be judged on the following criteria:1. Final score of Chapter Awards and Recognition Audit Report with Regional Director’s recommendation.2. Annual Chapter Report submitted by required deadline.3. Degree of participation in Sigma National Programs4. Maximum of 21 awards could be given in this area(includes award for each of the 7 regions and

recognition at each of the 3 Chapter Levels)

Outstanding Alumni Chapter - Regional

This chapter will be judged on the following criteria:1. Must be recognized as the Outstanding Regional Chapter2. Final score of Chapter Awards and Recognition Audit Report with Regional Director’s recommendation.3. Annual Chapter Report submitted by required deadline and procedures.4. Degree of participation in Sigma National Programs5. Maximum of 21 awards to be given in this area(includes award for each of the 7 regions and

recognition at each of the 3 Chapter Levels)

Sigma Model Collegiate Chapter “Most Outstanding Chapter in Fraternity Award”

This chapter will be judged on the following criteria:1. Must be recognized as the Outstanding Regional Chapter2. Highest score of Chapter Awards and recognition Audit Report with Regional Director’s

recommendation.3. Annual Chapter Report submitted by required deadline and procedures.4. Degree of participation in Sigma National Programs5. National display (presentation, neat, logical, relevant and attractive)6. Formal Interview with Chapter Leadership by Standard & Awards Committee. Committee will follow

established interview protocol with scoring.

Sigma Model Alumni Chapter “Most Outstanding Chapter in Fraternity Award”

This chapter will be judged on the following criteria:1. Must be recognized as the Outstanding Regional Chapter2. Highest score of Chapter Awards and recognition Audit Report with Regional Director’s

recommendation.3. Annual Chapter Report submitted by required deadline and procedures.4. Degree of participation in Sigma National Programs5. National display (presentation neat, logical, relevant and attractive)6. Formal Interview with Chapter Leadership by Standard & Awards Committee. Committee will follow

established interview protocol with scoring.


COMPLETING THE REQUIRED ANNUAL CHAPTER REPORT

PURPOSETo provide detail for chapters on presenting formal Annual report to Regional Office and CorporateHeadquarters. To provide symmetry and alignment with the chapter assessment, awards andrecognition process. To provide revision and clarification of Chapter reports process approved duringHouston Conclave 1973. The annual report also serves as a tool in supporting the results of theannual chapter assessment.

POLICY STATEMENTAs per Fraternity constitution, all Chapters are required to submit a chapter report on an annual basis.Chapters will be required to report in the following 5 focused areas:

• Scholarship and Academic Achievement• Program Implementation and Reporting• Membership Growth and Retention• Chapter Operations• Chapter Special Projects, Activities and Events

REQUIRED SUBMISSION PERIODAll chapters are required to submit an annual report to the office of the Regional Director by February15th of each year. Each chapter must present a printed copy of report along with a CD to respectiveRegional Director. An additional copy of CD to be mailed to the Corporate Headquarters to theattention to the International Standard and Awards Committee The report will cover the chapter’sactivities for the year just concluded (January 1st through December 31st. Each Regional Directorand/or the Regional Standard and Awards Committee is required to review annual reports by March15th of each year.

ACCOUNTABILITYAll Chapters are mandated to submit an Annual Chapter Report. Chapters who fail to present AnnualReport may be suspended and/or fined by their Regional Director.

EVALUATIONThe annual report will be reviewed by the respective Regional Director and evaluated by eachregion’s Standard and Awards Committee and the International Standard and Awards Committee.


DEVELOPING THE ANNUAL REPORT

1. Prepare a professional cover, which includes the name of your chapter, your region,College or University, City where chapter is located.

2. Ensure first page includes chapter address, officers and contact information, andchapter’s email address.

3. Include Summary Report of Chapter Self Assessment Results.4. Utilize your results of the Chapter Self Assessment Tool to report in each of the following

categories:

A. Scholarship and Academic AchievementIn this section, provide academic demographics. For example, undergraduate should list cumulative GPA and alumni chapters discuss academic performance of chapters you advise. Alumni Chapters are to share learning opportunities and specialpresentations that took place in chapter meetings. Alumni chapters are to alsoprovide academic demographical information as presented in the self-assessment.

B. Program Implementation and ReportingIn this section the chapter is able to provide documentation on implementingFraternity programs. The chapter is encouraged to add action photos. The chapter should also provide a summary and accountability of community service hours.

C. Membership Growth and RetentionIn this section chapters are to provide a chapter roster, which include contactinformation for each member. Include total active brothers, newly initiated brothers, reinstated brothers, and transferred brothers from collegiate to alumni chapters as well as other transfers. Alumni chapters indicate career or business industry/title. Collegiate chapters, indicate classification and your career goals. Chapters are to share membership growth and strategies as well as outcomes/results of those goals and strategies.

D. Chapter OperationsThis section allows the chapter to share a complete operations assessment ofchapter. Use the standards included in the Chapter’s Self Assessment Tool to lead your discussions.

E. Chapter Special Projects, Activities and EventsIn this section the chapter can report and document chapter signature events,special projects, and activities that do not fall under the Program Implementation and Reporting section.

COMPLETING THE REQUIRED CHAPTER ANNUAL REPORT


OTHER REPORTING NOTES

• Report is to be presented in two formats: printed and saved on compact disc (CD) in PDF format. All CD’s and CD envelope must be properly labeled.

• Each chapter must present a printed copy of report along with a CD to respective Regional Director. An additional copy of CD to be mailed to the Corporate Headquarters to theattention to the International Standard and Awards Committee.

• Printed reports should be professional binded or in folder with plastic cover.



MISSION POSSIBLE!

RECOGNITION & REWARDS PROGRAM

This program is designed to challenge chapters to grow membership in their respective chapters byestablishing goals and providing tangible rewards for your efforts. This program was developed andsponsored by the International Membership Committee.

The Facts1. 2009 saw Phi Beta Sigma with 7600 financial members – AN ALL TIME RECORD2. 10,000 financial members is the NON-NEGOTIABLE goal by the end of 2011!3. 14,000 financial members is ‘Our Reasonable Service’ for 2014 when we celebrate our

Centennial and honor our revered Founder’s!

The Chapter Membership Club categories and the rewards and recognitions chapters will receive forachieving membership in said clubs is listed below.

Please note that this program IS NOT retroactive to 2009. Therefore, all chapters are starting off onequal footing in 2010 and the inaugural Chapter Membership Clubs will be acknowledged in 2011.

Chapter Membership Clubs Alumni CollegiateBronze 15-35 5-10Silver 36-55 11-20Gold 56 -75 21-35Diamond 76 -100 36-50Founders 100+ 51+ and above

Rewards & Recognition Program

• Bronze and Silver chapters will receive a citation of achievement at their regionalconference

• Gold Chapters will receive a special plaque at their regional conference

• Diamond and Founders chapters will receive a plaque at their regional conference and onecomplimentary registration to the Conclave



MISSION POSSIBLE! RECOGNITION & REWARDS PROGRAM

• The president and/or membership chairman of the 10 chapters (highest of each club, both alumni and collegiate) with the highest growth rate year vs. year will have a privatereception with the International President, First Vice President, Second Vice President,Regional Director and Past International President(s) at the Conclave.

• Chapter’s members of the 10 chapters (highest of each club, both alumni and collegiate) with the highest growth rate year vs. year will receive a special membership lapel pin.

• The president and/or membership chairman of the 10 chapters (highest of each club, both alumni and collegiate) with the highest growth rate year vs. year will have their picture on the website along with a group picture of the chapter.

• All Chapters that achieve a membership club will be listed as follows: On the website, in the regional conference program journal, in the conclave journal, and displayed on bannersthat will be hung at the regional conference and the conclave

• Largest Alumni Chapter in the Fraternity will receive $1,500 to go towards their chapterprograms.

• Alumni Chapter with the highest growth rate year vs. year will receive $1,000 to gotowards their chapter programs.

• Largest Collegiate Chapter in the Fraternity will receive $1,500 to go towards their chapterprograms.

• Collegiate Chapter with the highest growth rate year vs. year will receive $1,000 to gotowards their chapter programs.

INTERNATIONAL CHAMPIONSHIP STEP SHOW COMPETITION

The International Championship Step Show consists of each of the seven regional championscompeting for the International Step Show Championship title. This step show competition is held ateach Conclave.

To ensure that this event is a success, the following are guidelines for the respective regionalwinning chapters.

1. A registration form must be sent via e-mail to the Corporate Headquarters no later thanJune 1, of the year of competition. Also note that your chapter must be officiallyregistered including each member of your step team. Credentials will be audited.

2. There will be a mandatory meeting at the beginning of the Conclave. A representative from your chapter must be present for this meeting. There will be a scheduled practice forthe show.

3. Each team is allowed two managers to assist with props or music. All other members andguest must be registered or pay the entrance fee. Failure to follow this rule will result inautomatic disqualification.

4. A package will be distributed to each chapter consisting of the rules of the contest,registration form and judges rating form.


MISS INTERNATIONAL PHI BETA SIGMA PAGEANT

GUIDELINES AND QUALIFICATIONS• All applications and photos are due by Monday, May 30, 2011.• Contestants must NOT be older than 25 years of age.• Contestants must be single and without child(ren) at the time of the pageant. If chosen, she must remain single and without child(ren) during her reign.

• The Application Entry Fee is $150.00 and non-refundable. Please make checks payable to Phi Beta Sigma Fraternity, Inc. The Entry Fee is due on Monday, May 30, 2011.

• No fire, water or animal acts are permitted.• Contestants should check in by 5:00 pm on Tuesday, July 19, 2011. Contestants arriving after 5:00 pm will have 5 points deducted from their final score.

• Rehearsals are MANDATORY and all contestants are required to attend.• In the event of a tie, a TIEBREAKER QUESTION will be asked.• Please be courteous and professional to all fellow contestants.• A minimum of $1,500.00 in Ad Sales for the Program Souvenir Journal is required. Ad prices: Full page is $150.00; Half page $100.00; One Quarter page $75.00; Business Card $50.00; Patrons $25.00

• 25 points will be deducted from a contestant’s final score, if the minimum requirements forads are not sold.

WINNER & AWARDS

WINNER & OBLIGATIONS$2,000.00 Scholarship, tiara and trophy, sash and flowers

• Represent Phi Beta Sigma Fraternity at local, state or regional pageants in 2012 and 2013 at the local chapter’s, state’s or region’s expense.

• Serve as hostess at International Headquarters events and projects.• Assist in the promotion of fraternity events.

1ST RUNNER UP 2ND RUNNER UP$1,000.00 Scholarship, trophy, and flowers $500.00 Scholarship, trophy, and flowers

CATEGORY AWARDS• Miss Congeniality• Miss Photogenic• Miss Sigma Spirit

(No cash prizes, scholarships only)


CATEGORIES

THE INTERVIEWThe interview will take place prior to the pageant by the judges earlier in the day. The attire is abusiness suit.

PRESENTATIONThe presentation will be evaluated on the overall attractiveness, poise, personality, and self-expres-sive introduction to the judges and audience. Points will not be awarded or deducted on the produc-tion itself; however, each contestant should display enthusiasm and enjoyment during this category.

TALENT COMPETITIONContestants will perform a talent of their choice for a maximum of three (3) minutes. An acceptabletalent is not limited to a dramatic reading/monologue, dance interpretation, singing and musical in-struments. Contestants must submit a brief description of their talent, along with any props neededfor this category.

SWIMWEAR COMPETITIONContestants will wear a one-piece bathing suit of personal color choice. Swimsuits should be tastefuland complimentary to the figure. Over exposure of the body will not betolerated.

EVENING GOWN COMPETITIONContestants are required to wear a FORMAL EVENING GOWN. The gown shouldrepresent personal taste of color and style.

QUESTION AND RESPONSEContestants will be asked impromptu questions with a personal response.

JUDGING SYSTEMThe Miss International Phi Beta Sigma Pageant judging system is designed to promote diversity,individuality and overall achievement among all contestants. Judges score the individual contestantsimmediately following each phase of the competition. Contestants are scored totally on a 1-100point scale in whole numbers; within each category (more than one contestant may receive the samescore). There is one panel of judges for the entire competition. All judges have been educated aboutthe Miss International Phi Beta Sigma Pageant 2011 Judging System and represent a variety ofprofessional sectors within their communities. Contestants may receive an additional 5-25 points(maximum 25) for the sale of advertisements in excess of the $1,000.00 minimum ad salesrequirements.



THE INTERVIEW(up to 25 points per judge)

•Overall first impression•Personality•Personal appearance•Ability to dialogue in conversation

PRESENTATION(up to 10 points per judge)

•Creativity and personal introduction•Overall appearance/demeanor of the contestants

TALENT COMPETITION(up to 20 points per judge)

•Stage presence•Originality of talent•Overall performance•Totality of all elements (including costume, props, voice, use of body, choreography)

SWIMWEAR COMPETITION(up to 15 points per judge)

•Overall first impression•Overall physique (compliment height, weight, and figure)•Sense of confidence and attractiveness

EVENING GOWN COMPETITION(up to 20 points per judge)

•Overall first impression (sense of confidence, style of gown, movement, as well as gown compliment)

•Sense of attractiveness (hair, make-up, accessories)•Stage presence (poise, grace, style)

ON-STAGE INTERVIEW(up to 10 points per judge)

•Response in context with speech and grammer•Emotional control



RULES & REGULATIONS

1. Contestants must come prepared.a. Please bring all items that you will need (personal items, medications, hose, etc.). Do not plan

to shop for items of necessity.

b. Contestants must bring all items needed for the competition (i.e., costumes, instruments, music, props, etc.)

2. Mandatory for All Contestants:a. You must be on time for all scheduled events. One point will be deducted for each minute you

are late. The points will be subtracted from pageant score.

b. Contestants will not be permitted to leave the premises with parents, other relatives of friends until after the pageant. Chaperone may request permission.

c. Male visitors are strictly prohibited. Only visits from other contestants are allowed.

d. During your stay in Atlanta, Georgia, contestants are expected to be a person of good moral character. (No Profanity or Unruly Behavior).

e. No alcoholic beverages are to be consumed during your official stay with the Miss International Phi Beta Sigma Pageant.

f. Contestants will use the Miss International Phi Beta Sigma Pageant Transportation. You will not be allowed to travel with family or friends.

g. Each contestant will be assigned a room with another contestant. Each person will beresponsible for their phone calls and other incidental charges. No additional person(s) will be allowed to lodge in the assigned room.

h. Any contestant who is unable to perform during the pageant will be automatically disqualified.

i. Contestants that violate rules B, C, D, and E will automatically be disqualified.

j. During the talent segment of the competition, the contestant must perform ALONE.

k. Contestants traveling by bus, plane or train must notify Pageant Coordinator immediately. If travel plans change, do likewise. Please note: We ask that you arrive no later than 5:00 p.m. on Tuesday, July 19th.



GUILBERT A. DAILEY ORATORICAL & DEBATE COMPETITION

Brother Dr. Guilbert A. Dailey, Professor Emeritus of Speech and Theatre, retired from Coppin StateCollege in 1996 after more than 30 years of service to the College. He joined the Coppin StateCollege faculty in 1962, as an Assistant Professor of English and Speech and as Director of Theater.

Around 1968, Coppin State Teachers’ College began its transition into a four-year liberal artsinstitution; thus, new majors were developed. When the English major was instituted, Daileydeveloped new courses in literature, speech and drama, including Shakespeare and AdvancedEnglish Grammar. He was a Shakespearian scholar. In 1973, he became chairman of the newlyestablished Speech-Theatre Department, and the speech, drama and productions courses, originallyoffered through the English Department, were moved into his area. Today, students can pursue theSpeech-Theatre concentration as a minor and an Urban Theatre Management major.

Dr. Dailey is a Past Director of the Eastern Region, past Editor in Chief of The Crescent Magazine, PastNational Director of Education and Member of the Distinguish Service Chapter. Dr. Dailey took pridein being a part of the 100 Black Men of Maryland and the Connecting Links. It was through thesepublic service arms that he funneled his undaunted service to youth and to the community. Forseveral years he chaired the William Dorsey Scholarship Fund, directing scholarships topredominantly black colleges of Maryland.

Guilbert A. Dailey served Coppin State College for thirty-three years. Throughout his entire career, hehad a reciprocal learning relationship with his students. He believed that every good teacher can anddoes learn something from his students. He has always placed his students first. Their growth inlearning and their ability to think more profoundly and progressively were his chief concern. He setand modeled extremely high standards for his students and never allowed them to compromise formediocrity.

In 1996 he retired and as a tribute, he was requested to deliver the Commencement Address. Twoyears later, in 1998, Dr. Dailey was bestowed another great honor. He was conferred ProfessorEmeritus for his outstanding service and contribution to Coppin State College, its faculty, and itsstudents. Dr. Dailey was the first faculty member at Coppin to be bestowed this status.

Dr. Guilbert Alfred Dailey died in 1999. He had shared a beautiful marriage with Dr. Thelma ThomasDaley, past National President of Delta Sigma Theta Sorority, Inc. The greatly complemented eachother. Dr. Thelma Dailey, former Coordinator of Guidance and Counseling for Baltimore County PublicSchools, is a consummate educator. She has a continued history of community and public service.Her leadership skills have been acknowledged by a number of professional and public serviceorganizations. As a couple, they gave freely of their time to local, national and internationalcommunity endeavors.



National Oratorical Contest -Oratorical Rules

Participants must adhere to the following rules for the topic presented:

• Each participant will have seven minutes to address the given topic

• No props are allowed

• Each participant must present a perspective supported with relevant reasons and/or examples

• Participants must demonstrate a knowledge of current issues to validate perspectives

• Participants must be able to organize thoughts in a cohesive and fluid manner

National Debate Contest Topic and Format

Phi Beta Sigma Fraternity partners with the National Center for Policy Analysis Project and Debate Central toavail our debaters with the most up to date resources. This partnership will allow debaters to review articles,research debate tactics and properly prepare for an informed intelligent dialogue. Each region will sponsor atwo-member team to compete in National Debate Contest. Please follow the steps below, which will guide youto key information on the debate.

Step 1: Refer to the following website for http://www.debate-central.org

Step 2: Click the Research Topics Link (You should see the topic under the Cross Examination

Section)

Step 3: Review the Research Topic Link for a variety of resources, which can be implemented in your

debate. Especially take note of the Glossary Terms, which will strengthen your vocabulary on

Sub-Saharan Africa.

Step 4: Click on the Learn Debate Link and scroll down to Understand Cross Examination Debate

Step 5: Click on Understand Cross Examination Debate and then scroll down to Outline of CX Debate

Step 6: Click on Outline of CX Debate and review the debate outline structure. The debate will

encompass 60 minutes. Teams must prepare for both the affirmative and negative.

Step 7: Once you have reviewed the debate format return to the Understand Cross Examination

Debate Page and click on The Code of the Debater: Introduction to the Way of Reason. This

should be extremely supportive in understanding the intricacies of debating.

Step 8: Your team preparation for the debates should include use of resources on the Debate Central

website; however, you may use others as well. Be sure to also review the Evidence Link to

gain valuable insight and details.


COLLEGIATE ACADEMIC EXCELLENCE & ACHIEVEMENT AWARDS

THE ALAIN LEROY LOCKE ACADEMIC ACHIEVEMENT AWARD

The Alain Leroy Locke Academic Achievement Award was established to honor Brother Locke, thefirst Black Rhodes Scholar. This award is presented to the Collegiate Brother that demonstrates highacademic achievement as well as exceptional leadership abilities and a commitment to serving hiscampus and community.

To apply for this award the applicant must sumnit the following:• completed application• two letters of recommendations from a professor/teacher or academic advisor• established chapter/community involvement• updated resume

The recipient of this prestigious award will receive a $1,500 scholarship and a certificate. Allqualified collegiate brothers may apply as we seek to pay homage to the past and honor outstandingcollegiate members.

COLLEGIATE CHAPTER WITH THE HIGHEST GRADE POINT AVERAGE AWARD

This award is presented to the collegiate chapter with the highest grade point average. Chapters arerequired to complete the official application to compete. The application will be rated on verifiabilityof information and evidence of grade point averages as listed on official transcripts. Incompleteapplications and unofficial copies of transcripts will not be considered.

Official Transcripts for each brother is required (Certified by Registrar) verifying GPA and classifica-tion. All brothers shall be financially active Sigma Men in good standing with their local collegiatechapter and currently enrolled as an undergraduate at an accredited college or university. All courseslisted on member’s transcripts shall be approved baccalaureate curriculum by state’s Board ofRegents. Only four or five year baccalaureate programs are acceptable.


COLLEGIATE ACADEMIC EXCELLENCE & ACHIEVEMENT AWARDS

THE EMMITT SMITH ATHLETIC ACHIEVEMENT AWARD

This award is established in honor of Brother Emmit Smith. Emmitt James Smith, III, born May 15,1969 in Pensacola, Florida, is a former American football player. He played for the Dallas Cowboysand Arizona Cardinals and the NFL’s All-Time Rushing Leader. He is the only running back to ever wina Super Bowl Championship, the NFL Most Valuable Player Award, the NFL rushing crown, and theSuper Bowl Most Valuable Player Award, all in the same season (1993).

This award is presented to a collegiate member that demonstrates athletic achievement, academicsuccess, fraternity and community involvement. Nominees for this award must complete an applica-tion and present all ancillary information required as detailed in the application. The recipient of thisaward will receive a monetary scholarship, medallion and certificate. The Phi Beta Sigma NationalFoundation is the funding source for this award.



TEMPLATE FOR SENDING REGISTRATION LETTER

October 2, 2008

Brother Kevin KilgoreChapter PresidentDelta Delta Delta ChapterKentucky Fake UniversityLouisville, Kentucky

Congratulations!

I would like to formally congratulate you on winning your Regional Conference Competition. We arelooking forward to having you compete at Conclave New Orleans Step Show Competition. Thisyear’s step show theme is Stepping with a Passion to Service. The step show will be held at theSheraton New Orleans in the Grand Ballroom on Thursday, July 9, 2008.

To ensure that this event will be a success, please take note of the following:

Registration form must e mailed to Corporate Headquarters not later than June 1, 2008. Also notethat your chapter must be officially registered including each member of your step team. Creden-tials will be audited.

There will be a mandatory meeting on ____, at ___________. This meeting will take place in the__________. A representative from your chapter must be present for this meeting. Practice forthe show will be _____________, and the scheduling of practice times will also be determined atthe meeting.

Each team is allowed two managers to assist with props or music. All other brothers and guestmust be registered on pay the entrance fee. Failure to follow this rule will result in automaticdisqualification.

Included in this package your find the rules of the contest, registration form and judges rating form.If you have any questions, please contact me at _______________. Once again, congratulationsand I look forward to seeing you in New Orleans.

Nila D. WhiteDirector of Stepshow Events

Cc: Regional DirectorChapter Advisor


Phi Beta Sigma Fraternity, Inc.Step Show Competition - Final Tabulation Sheet


Phi Beta Sigma Fraternity, Inc.Step Show Competition - Official Time Sheet


Phi Beta Sigma Fraternity, Inc.Step Show Competition - Score Evaluation Sheet



REGISTRATION FORM

Date: ____________________________ Number of Participants: _______________

Chapter: __________________________________________________________________

Primary Contact: __________________________________Phone/Cell#__________________

Secondary Contact; _______________________________Phone/Cell#____________________

Step Master: ______________________________________________________________________

Performers

1. _____________________________________ 2._____________________________________

3. _____________________________________ 4. _____________________________________

5. _____________________________________ 6. _____________________________________

7. _____________________________________ 8. _____________________________________

9. _____________________________________ 10. ____________________________________

11. ____________________________________ 12. ____________________________________

13. ____________________________________ 14. ____________________________________

MANAGER #1 ______________________________________________MANAGER #2______________________________________________

Please note that all members must be active members of the fraternity. A copy of a valid ID must be presentedat the convention for every name submitted on this registration form. Also send a picture of the entireteam with this registration form.

I certify that all members are active members of the ___________________________ Chapter and wehave read and fully understand the rules of the competition.

President’s Signature ________________________________ Date______________________

Financial Secretary’s Signature _______________________ Date______________________

Step Master’s Signature ______________________________ Date______________________



Oratorical CompetitionInstruction for Judges

Thank you for agreeing to judge the contest. The contest would not be possible without adults willing to help.

Three judges will judge each contestant. Each judge will be provided with the contestant speaking order and a set of ballots, the nameof the contestant will be marked on the ballot.

Traditionally, the first judge to enter the room is considered the judges’ spokesperson. But any of the three judges may act as thespokesperson. In many cases the timekeeper will act as the spokesperson, signaling when the judges are ready for the next speaker,etc. The spokesperson makes sure all of the judges are in the room and ready to begin the round, and when the next speaker should becalled.

As each contestant is speaking, the judge may write comments on the ballot, or choose to write the comments after the speech iscomplete. Each judge has one ballot for each contestant. The purpose of the ballot is to maximize the educational experience for thecontestant.

Judging and the BallotTake a minute to familiarize yourself with the ballot and the rules before the contest.

A. There are four areas of judging criteria; Introduction, Content, Presentation, and Conclusion.

Introduction: Does the introduction make you want to hear more? Does it have a clear thesis? How well is the beginning laid out?

Content: Is each point relevant to the topic and substantiated with current documentation? Are the facts and figures used current?Good word usage? Does it have a logical, clear organization? Does it define how Phi Beta Sigma Fraternity, Inc. can improve theadmission and attrition rates of African American males?

Presentation: Appropriate eye contact, audibility, rate of delivery, voice inflection, fluency, tone, gestures, pronunciation, general senseof confidence, etc.

Conclusion: Does conclusion sum up main points of the speech?

*These are the areas of criteria, but you are not limited to commenting on only these areas. The questions above are designed tohelp you, feel free to expand them.

Each has a 1-10 score, 10 being the best, with a perfect score of 40. A total score of 40-35 is considered a very good speech,35-30 a good speech, 30-25 an average speech and a total score of under 25 is considered poor speech. (Don’t worry about re-

checking your addition, it will be done during the tallying.) Sign the bottom of the ballot.

Write pertinent comments on the ballot. Comments should be largely encouraging and positive, but not overly so, a student whoreceives a middle to low score has the right to know why. It is okay to be honest, you can help the contestant to become abetter speaker. The students will be given the ballots after the contest. Comments can relate to the areas of scoring or thecondition of admission and attrition rates of African American male students. Judges’ comments need not be detailed orlengthy.

(Judging Hint: One experienced judge takes a few minutes before the contest to write down a list ofwords that may be used for comments on the ballot. It lessens the time between speeches and helpsprevent the “block” you might have during the contest.)

At the end of each speech the timekeeper will provide you with the time of the speech. The collegians are given a 5-10 minutelimit, although they are not disqualified unless the speech is under 4 minutes or over 11 minutes. If the speech is within 4-11 min-utes, it is at your discretion to use the time issue in your scoring. You may ask yourself; was the extra time a critical part of thespeech, or could the contestant cut something? How much over time was the speech, one minute or ten seconds? (It is not yourresponsibility to disqualify students that are under or over time. If that does happen, complete your ballot and continue with thecontest. The timekeeper or spokesperson should inform the contest director after the round is complete. The director will handleany issues regarding disqualification.)

The spokesperson or timer should check to see if all of the judges have completed their scoring prior to allowing the nextcontestant to proceed.



Phi Beta Sigma Fraternity, Inc.ORATORY CONTEST BALLOT

Speaker Name Region

NOTE: 10 is the highest score. TIME:

Introduction 10 9 8 7 6 5 4 3 2 1 Score Comments:

Content 10 9 8 7 6 5 4 3 2 1 Score Comments:

Presentation 10 9 8 7 6 5 4 3 2 1 Score Comments:

Conclusion 10 9 8 7 6 5 4 3 2 1 Score Comments:

Total Score

Judge’s Signature

**Please note: A total score of 40-35 is considered a very good speech, 35-30 a good speech, 30-25 an average speech and atotal score of under 25 is considered a poor speech.

Judging Criteria:

1. Introduction: Does the introduction make you want to hear more? Does it have a clear thesis? How well is the begin-ning laid out?

2. Content: Is each point relevant to the topic and substantiated with current documentation? Are the facts and fig-ures used current? Good word usage? Does it have a logical, clear organization? Does it clearly delin-eate Phi Beta Sigma’s ability to improve African American Male admission and attrition rates?

3. Presentation: Appropriate eye contact, audibility, rate of delivery, voice inflection, fluency, tone, gestures, pronunciation,general sense of confidence, etc.

4. Conclusion: Does conclusion sum up main points of the speech?

SCHOLARSHIP AND ACADEMIC ACHIEVEMENT

Collegiate ChaptersPoints Your Score

The Chapter has written Academic Policy 15 __________

The Chapter Cumulative GPA is above 3.0 25 __________

The Chapter MIP Candidates Cumulative GPA is above 2.7 25 __________

Compared to other fraternities on campus, the Chapter• has the highest GPA 25 __________• Is at least in the top quartile 10 __________

Bonus Points: Score 3 points for every Chapter memberWho has achieved above a 3.0 GPA. 3 each __________

Total Possible Points 100 __________Excluding any bonus points

Alumni Chapters

Chapter host learning opportunities, special presentationsat least quarterly at during chapter’s general meeting 25 __________

The Cumulative GPA of each chapter the alumni chapter 25 __________sponsors and advise is above a 3.0 GPA

75% of chapter membership have earned undergraduateDegree 25 ___________

25% of chapter members have achieved a graduate levelDegree or above. 25 ___________

Total Possible Points 100 ___________



PROGRAM IMPLEMENTATION AND REPORTINGPoints Your Score

Chapter has implemented 3 Sigma Global Programsduring the past year. (any program approved by theConclave or General Board), 25 _________

Bonus points 5 additional points for each additional Sigma Global Program implemented. 5 each _________

Chapter raised/contributed a minimum of $150to March For Babies. 25 _________

Chapter raised/contributed a minimum of $150to American Cancer Society via Relay for Life. 25 _________

Chapter host and/or participated in Sleep OutFor the Homeless Campaign 25 _________

Chapter host or participate in VITA Program 25 _________

Chapter has an active Sigma Beta Club Programor supports/sponsor an active Sigma Beta Club 50 _________

Chapter has an established Scholarship FundThat provides scholarships annually. 25 _________

Bonus for chapters contributing more than$1,500 in charitable giving 50 ________

Bonus for chapters participating in pilot testGlobal Program. 25 ________

Chapter has logged over 1,000 community Service hours. 25 _________

Total Possible Points 300 _________Excluding any bonus points



MEMBERSHIP GROWTH AND RETENTION

Collegiate ChaptersPoints Your Score

The Chapter has written Retention Policy 15 __________

The Chapter has 85% Retention of eligible members 25 __________

The Chapter has paid all required fees 25 __________

The Chapter has 25 % Growth from last year 25 __________

Bonus Points: Chapter Level movement (50 point for each raised Level) __________

Total Possible Points 90 __________Excluding any bonus points

Alumni Chapters

The Chapter has written Retention Policy 15 __________

The Chapter has 100% Retention of eligible members 25 __________

The Chapter has paid all required fees 25 __________

The Chapter has 25 % Growth from last year 25 __________

Bonus Points: Chapter Level movement (50 point for each raised Level) __________

Total Possible Points 90 ___________Excluding any bonus points



CHAPTER OPERATIONSPoints Your Score

The Chapter has a written budget along 25 _________With Business/Financial Plan

The Chapter has completed a Chapter Assessmentwith his Regional Director or appointed representative. 25 _________

The ChapterHas current and written Bylaws 10 _________Conduct weekly meetings (Collegiate) or 20 _________Conduct monthly meetings (Alumni) 20 _________Conducts formal business meetingWith Sigma Business Formal Attire At least quarterly 15 _________

The Chapter has an annual chapter retreat prior to the fall. 15 _________

An officers’ retreat after the election of new officers 10 _________

Chapter assigned alumni advisor who attends Collegiate chapter meetings at least twice a month. 25 _________

Campus Advisor attend chapter meeting at leastonce a month (Collegiate Chapter) 15 _________

Collegiate officers participate in local alumniChapter meeting each month. 25 _________

Chapter supports and participates with local NPHC 15 _________or other Greek community organizations.

Chapter has a minimum of 20% of its membershipregistered and actively participate in most recentRegional Conference. 25 _________

Chapter has a minimum of 20% of its membershipregistered and actively participate in the most recentConclave. 25 __________

Total Possible Points 250 __________



RISK MANAGEMENTPoints Your Score

The Chapter has written Risk ManagementGuidelines 25 __________

The Chapter reviews the Risk Management Guidelines at the start of fall of each year. 25 __________

Chapter has paid all liability insurance fees to 25 __________Corporate Headquarters.

Advisor participates in each session of the MIPfor all chapters 25 __________

Chapter submits Completed Insurance form toCorporate Headquarters according to procedures 100% 25 __________

Chapter has 100% of its members certified In MIP. 25 __________

Total Possible Points 150 __________




Phi Beta Sigma Fraternity, Inc.Chapter Operating Standards Self Assessment Tool

Name of Chapter ________________________________________________________________________

College/University ________________________________________________________________________

City/Community ________________________________________________________________________

Chapter Address ________________________________________________________________________

President’s Name ________________________________________________________________________

Telephone______________________Email______________________________________

Advisor’s Name ______________________________Email______________________________________(Collegiate)

Chapter Level Status*

Areas of Focus Total Possible Points Your Chapter PointsScholarship and Academic Achievement 100 ______Program Implementation and Reporting 300 ______Membership Growth and Retention 90 ______Chapter Operations 250 ______Risk Management 150 ______

TOTAL 915 ______

Chapter Overall Performance Levels and Analysis Check One

If your chapter score is 741-915+, your chapter is rated Gold StatusIf your chapter score is 641-740, your chapter is rated Silver StatusIf your chapter score is 541-640, your chapter is rated Bronze StatusIf your chapter score is below 541, your chapter is rated Marginal StatusChapters in Marginal Status will be placed on performance review until performance is brought up to a minimum of Bronze Status

-All Reports Will Be Submitted Electronically-

Prior to Submitting, chapter will confirm that all information in report is presented accurate and true. Any falsification of in this reportwill result in chapter suspension. Each Regional Director will review and approve his chapters’ report and forward to Corporate Head-quarters for processing. Any chapter that does not submit report to Regional Director during required period will be suspended.

*Chapters are evaluated and compete for awards per chapter size

• Level I consist of chapters with active membership 40 and above

• Level II consist of Chapters with active membership 16 to 39

• Level III consist of chapters with active member ship 5 to 15

Phi Beta Sigma Fraternity, Inc.Model Alumni Chapter Display Score Sheet

JUDGING CRITERIA

SCORE0 = None1 = Little2 = Moderate3 = Good

Organization Branding(chapter utilizes proper fraternity marketing tools effectively)

Use of fraternity’s logo ______Use of fraternity’s shield ______Use of fraternity’s colors ______

Program Information (display includes description of chapter’s programming in the following areas)

Bigger and Better Business ______Social Action ______Education ______Social Activities ______Membership Retention, Recruitment, and Reactivation ______

Visual Aids

Use of Photographs ______Use of Charts ______Use of Flyers/Handbills ______Video ______

Overall Presentation

Use of space ______Organization ______Relevance ______Attractiveness ______

TOTAL ______



Phi Beta Sigma Fraternity, Inc.Chapter Awards & Recognition Process

LIVE INTERVIEW EVALUATION

Chapter Name ______________________________________________________________________________

Chapter Location ______________________________________________________________________________

Chapter Representative/s ________________________________________________________________________

5=Outstanding 4=Excellent 3=Satisfactory 2=Some deficiencies 1=Unsatisfactory

• Evaluation of chapter representative/s explanation of the following (circle one)

1. Knowledge of fraternity national programs 5 4 3 2 1

2. Knowledge of fraternities partnerships 5 4 3 2 1

3. Ability to verbally summarize chapter report 5 4 3 2 1

4. Detailed description of 3 Sigma Global programs implemented 5 4 3 2 1

5. Knowledge of donations to & best practices for raising money for MOD/ACS 5 4 3 2 1

6. Explain methods used to promote chapters impact through service 5 4 3 2 1

7. Explain chapter membership retention policy and is successes 5 4 3 2 1

8. Explain chapter retreat, its workshop and benefits 5 4 3 2 1

9. Explain learning opportunities/special presentations for chapter members, how they

are implemented and the successes 5 4 3 2 1

10. Knowledge of chapter awards and recognition assessment process 5 4 3 2 1

• Personal/group contributions and participation

1. Appearance (appropriately dressed) 5 4 3 2 1

2. Communication skills (clear and enthusiastic responses) 5 4 3 2 1

3. Greetings and Introductions 5 4 3 2 1

4. Self/Group Confidence 5 4 3 2 1

5. Overall (Knowledge and Presentation) 5 4 3 2 1

Total ____________

Phi Beta Sigma Fraternity, Inc.Model Chapter Award Evaluation

(Collegiate and Alumni)

SUMMARY OF FINAL SCORE

Chapter Name ________________________________________________________________________________

Chapter Location ______________________________________________________________________________

Category Score Received

1. CSAF Submission ________Chapter receives the following points for submitting CSAF by deadline.

Gold Status gets 3 pointsSilver Status gets 2 pointsBronze status gets 1 point

2. Annual Chapter Report ________Chapter receives a maximum 100 points for submitting Annual chapter report by approved deadlines. Report must include each component outlined in the 2009 Chapter Report guide and all information requested for content. Eachsection contained in the chapter report is worth 20 points. Any section that is not inclusive of requested information in its entirety shall receive only 10 points for said section. In the event report has none of the requestedinformation, chapter shall receive 0 points for said section.

3. Program Implementation Assessment ________Chapters should receive 10 points per Social Action, Education, Bigger and Better Business, and Sigma BetaProgram entry. Chapters should receive a total of 5 points for any membership program entry (i.e. informational, retention or reactivation event). Chapters should receive 3 points for any social or extracurricular programming entry.

4. Live Interview ________Chapters can receive a maximum of 150 points for the Live Interview. The final score entered on this form is an average of both co-chair evaluations.

5. Chapter Display ________Chapters can receive a maximum of 47 points for chapter display. Total final score entered on this form should be an average of both co-chair evaluations.

Total Score _________


Awards & Achievement Criteria Guide

Awards & Achievement Criteria Guide

Documents

Transcript of Awards & Achievement Criteria Guide