Awards Chairman’s - Phi Delta Theta Fraternity · 4 Write an awards entry that stands out...

Awards Chairman’s Guide

Last update: November 28, 2017 by 2017 Awards Committee & Leadership Consultants

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Please note several revisions to the manual and application have been made since last year. Requirements have changed so please read this manual carefully! Make sure that you field any questions to your leadership consultant in advance

of the May 1 deadline.

Everything you need to submit your awards is located in the Online Awards

Submission Portal on the fraternity website:

(https://www.phideltatheta.org/members/resources/chapter-officers/awards/).

IMPORTANT: There is a difference between “saving” your

draft and “submitting” your application. Throughout the year

make sure you save your draft until your final submission.

By 11:59 PM (PST) on May 1 you must officially “submit”

your application in order for it to be considered.

https://www.phideltatheta.org/members/resources/chapter-officers/awards/

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Welcome

The Phi Delta Theta Awards Program is designed to recognize and promote

various levels of achievement and contribution to the Fraternity on an individual

and chapter level. This guide reviews the awards available, the requirements, the

selection procedure, and the application process of each award.

The primary responsibility for the administration of the program rests with the

Awards Committee. This body is composed of three alumni volunteers and one

General Headquarters staff member who assist with the gathering of applications

and information. All award applications are carefully reviewed and evaluated by

this committee and Leadership Consultants. In addition to this committee, several

of the awards are judged by special alumni groups.

Note that some awards may have more than one winner or honorable mention

awardee(s). For these reasons make sure your chapter does its best and its

application reflects these efforts. The professionalism of the application materials

should not only reflect the pride you have in your chapter and Phi Delta Theta,

but also what your chapter has accomplished. It is crucial that all requested

information be uploaded in the appropriate section of the portal.

Awards will be announced either at the General Convention or Kleberg Emerging

Leaders Institute. Both the official website (www.phideltatheta.org) and The

Scroll will also feature stories about the award winning chapters.

Best of luck in the competition!

Yours in the Bond,

Michael Wahba

Director of Chapter Services

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Write an awards entry that stands out

Award-winning submissions do not materialize the night before they are due. Ultimately, it’s all about

focus and answering questions in a clear and concise way. It's about organization, accuracy, and

attention to detail. It's about standing out.

Have a plan.

Just as you’d prepare for a term paper, you will want to have a plan. Know which awards your chapter is

eligible for and identify key dates that factor into topics you want to highlight in your application.

Delegating responsibilities to various officers and committees will not only make your life much easier,

but allow the entire chapter to take ownership in the process and share in the success.

• First, set up your account in the Online Awards Submission Portal. From this link create your

account for the upcoming academic year.

▪ It is mandated that you use the following naming convention: chapter designation

using two letter state abbreviation and the year in which the award will be submitted,

(e.g. CA Omega 2017). Using this format will help the Awards Committee identify all of

your submissions.

▪ It is suggested that you set up a dedicated email address for your awards program

(e.g. [email protected]). Using an evergreen address will:

a. Minimize creating “Draft” accounts that take up valuable space in the portal

b. Be less likely to forget your login information

c. Ensure that feedback gets back to the chapter, especially in the case when the

Awards Chairman is a graduating senior

Note: GHQ points are awarded for starting and saving a draft by January 31, 2017. Points are

also awarded for submitting the awards submission on time.

• Making a list of assets you will need early on will help you stay organized and not have to

scramble as deadlines approach. Photos, news articles, chapter bylaws, officer plans, letters of

recommendation, and chapter grade reports are all examples of assets that you will want to

upload into your application. Some of these you have ready at the start of the school year,

others you will need to plan to obtain. Common assets you will need include:

▪ Chapter Greatness Checklist: A great place to help stay on task over the coming months.

▪ Current chapter bylaws: Next to the Bond, this is a chapter’s most important document.

It guides chapter operations and is referenced repeatedly throughout the application.

▪ Photos and videos: Be sure someone is assigned to capture your chapter’s greatest

moments. Also, take a test shot or two so that you’re sure that your pictures will come

out. If you miss a photo-op you can’t recapture it so plan ahead.

Tips

https://www.phideltatheta.org/members/resources/chapter-officers/awards/

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▪ Letters of recommendation: If you’re going to ask your province president, FSL official,

alumnus, or philanthropy partner be sure you give them ample time to respond.

▪ Housing inspection certifications: Get these from university housing, fire marshal, etc.

Do not contact GHQ or James R. Favor & Company.

▪ Chapter membership rosters: There are two types of rosters, depending on which

awards you are applying for – scholarship or community service/philanthropy.

▪ Scholarship: complete individual member and Phikeia GPA/man hour data.

▪ Service/philanthropy: include name, year in school, and membership status

(active, Phikeia, alumnus).

▪ Chapter goals and current officer plans: Because these are your roadmaps for the

upcoming year you should be able to check this off your list early. However, be sure to

make any updates before submission.

▪ Brief history of your chapter and school: This should already be part of your Phikeia

Education program so you can check this off your list early.

▪ Positive news coverage: Has your chapter or any individuals been interviewed or

profiled on local TV or radio? Been mentioned in the community or student paper?

Featured in an e-newsletter or blog? If so, keep a digital file for your application.

▪ Event planning forms (minimum 6 per academic year): In most cases submit to the

school and GHQ.

▪ Any newsletters prepared by the chapter – alumni, parents, etc.

• Reference feedback provided on last year’s application and/or by your Leadership Consultant,

CAB Chair and Province President. Identify missed opportunities that you can address this year.

• Create a schedule taking you from summer recruitment through awards deadline (May 1).

• Don’t underestimate your chapter’s contributions.

• Work on the university award applications at the same time. Why do the same work twice?

• Understand the difference between community service and philanthropy.

Ready. Set. Write!

The Leadership Consultants say there are a few key things to keep in mind when writing your awards

entry…

• Answer the questions properly by reading the questions very carefully and write very targeted

answers. It’s important that you don’t find yourself ruled out for non-compliance.

• Avoid copy and pasting at all costs. It is easy to spot content that has been copied and pasted.

Solely lifting content from your bylaws might not answer the key questions.

• Write persuasively and use compelling words and an active voice.

• Make it easy for the judges to make sense of your entry. Provide context, background, and

supporting evidence. Relevant facts and figures can improve your awards entry.

• Remember that words beat links. Use links to supplement and enhance your entry. Don’t just

send a judge to a webpage to guess why you think it’s important.

• Leave yourself enough time. It’s human nature to wait until the last minute.

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• Proofread. Whoever writes the awards entry needs to push it in front of the best writers in your

chapter. Clean, easy-to-digest copies should be mandatory for all forms of written

communication. Typos never help you make a good impression.

• Be passionate. It goes without saying that real passion can help your words to jump off the page.

• Keep it brief. The judges won’t have time to read the 10 brochures you have attached to the

entry. Carefully select what you submit and provide supplementary information only if it

supports the claims you make in the award entry.

• Start off strong. Think about it from a judge’s point of view. They may have 100 award entries to

sift through in a day. If yours is number 68 in the pile, it will need to be pretty special to make

them pay attention. Your first couple of paragraphs will be key.

Here are some common mistakes to avoid.

• Not setting up your application prior to January 31 will cost you GHQ points. Your application

will only be counted if you provide the following: chapter name, school name, awards chairman

name, phone and email, Province President’s and Fraternity and Sorority Life Adviser’s email.

• Not updating contact information in the Awards Portal when there is an officer, province

president and/or school official change.

• Not letting your school official and/or province president know that they will receive a survey on

or after April 1 and to check their spam folder.

• Waiting until after winter elections hoping the new guy does all the work.

• Submitting the application after the due date.

• Not reading the instructions.

• Poor spelling and grammar.

• Uploading a blank document into a mandatory field. If the question is marked mandatory it’s

because the awards committee is looking for something specific.

• Not fully complying with the Event Planning Program.

▪ The program calls for a minimum of six forms per academic year.

▪ Submitting event planning forms to only the university. These same or similar forms

need to be submitted to GHQ (minimum of 6 per academic year).

▪ Not submitting forms when a form is necessary. When in doubt submit one anyway.

▪ Submitting forms at the last minute and not allowing GHQ to properly review/respond.

• Cutting and pasting from a previous application without updating.

• Not following instructions (online reference application rollovers; offline refer to this manual).

• Asking for letters of recommendation a week before the deadline.

• Not answering required questions (designated with an asterisk (*)).

• Most important. Not hitting the “submit” on or before the deadline.

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Troubleshooting

Like with any digital platform, errors occur. Some things to consider before placing a help request:

• Did I properly set up my account?

• Are your files too large?

• Have you exceeded your character limit?

• Is your file in an accepted format?

• Is your file corrupt?

• Have you cleared your cookies/cache?

• Have you tried a different browser?

• Number fields have a set character count. Round up if you can’t input the extended score.

• Have you answered all required questions (designated with an asterisk (*))?

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Table of Contents Chapter Excellence Awards 09

Gold, Silver, & Bronze Stars 09

Outstanding Phi Delta Theta Chapter Awards 10

Harvard, Founders, Kansas City, Gerorge E. Housser Trophies 10

T. Glen Cary Award 11

Community Service & Philanthropy Awards 12

Excellence in Community Service & Philanthropy 12

Stan Brown Trophy 13

Lubbock Trophy 13

Paul C. Beam Trophy 13

Risk Management Award 14

Excellence in Risk Management 14

Facility Improvement & Management Awards 15

Best Overall Work Day Award 15

Best Interior Project 15

Best Exterior Project 15

Roy L. Anderson, Jr. Outstanding Chapter House Award 16

Outstanding Chapter Room Award 16

Individual Athletic Awards 17

George M. Trautman Award 17

Harmon-Rice-Davis Trophy 17

Individual Alumni Awards 18

Raymond L. Gardner Alumnus of the Year 18

Samuel V. Stone Outstanding Chapter Adviser of the Year 18

Awards of Recognition 19

Phoenix Award 19

Bininger Religious Life Award 20

Dallas Alumni Award 21

Hayward S. Biggers Ritual Award 21

Excellence in Recruitment & Initiation Award 22

Recruitment Improvement Commendation 22

General Headquarters Award 22

St. Louis Fraternity Education Award 22

Excellence in Scholarship Award 24

#1 Scholarship Award 24

William Allen White Communications Award 24

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CHAPTER EXCELLENCE AWARDS The Chapter Excellence Awards recognize chapters for being the best of the best in overall chapter

operations over the past academic year. There is only one application for these awards, however there

are three separate tiers (Gold, Silver, and Bronze Star) awarded based on the quality and

completeness of the application. There will be multiple winners within each tier. Only chapters achieving

Gold Star will be eligible to compete for an Outstanding Phi Delta Theta Chapter Awards (i.e. Harvard,

Founders, Kansas City, or George E. Housser).

Awarding points:

Chapter Excellence Points (100) + Chapter Greatness Checklist Points (100) = Total Points (200)

• Gold Star recognizes chapters that score 90%+ (180-200 Points). Silver Star recognizes chapters

that score 80-89% (160-179 points). Bronze Star recognizes chapters that score 70-79% (140-159

points)

• Chapters falling into these categories are further evaluated. Chapters could move down a level based

on:

• Not completing the required number of Event Planning Forms (minimum 6).

• Leadership Consultant and Province President assessment.

• Year over year chapters can move up a level or remain at the same level. A chapter cannot move

down (i.e., a 2016 Gold Star can’t be awarded a Silver in 2017. However, a 2016 Gold Star can

receive a Gold Star in 2017).

• Only Gold Star chapters move on to compete for the Outstanding Chapter awards.

What to include in your Chapter Excellence application: (Point Total: 100)

• (5) Chapter Bylaws

• (3) Membership Roster

• (2) Membership above campus average

• (5) Explanation of how the chapter promotes the three cardinal principles

• (6) Chapter Goals and Objectives

• (5) Chapter Financial Report (budget,

philosophy, proof of yearly planning, total income, etc.) Also, specifically include:

o (2) Proof of Accounts Receivables under

5% of yearly budget o (2) Proof of Accounts Payable under 3%

of yearly budget o (2) Explanation/proof of paying

Accounts Payable o (2) Explanation of collecting Accounts

Receivable (Collections, payment plans,

etc.)

• (2) University/IFC Scholarship Rankings and Report

• (5) Written Scholarship Program

• (3) Proof of being in the top third of all

fraternities or over the AMA/2.75 (whichever is higher)

• (5) Written Phikeia Education Program

• (6) Risk Management Program

• (11) Community Service and Philanthropy Program (5 for Philanthropy; 6 for C.S.)

• (5) Facility Management Program (if chapter

has a facility)

• (5) Recruitment Program

• (2) Most Recent Leadership Consultant Visitation Report

• (6) Ritual Inventory

• (3) Ritual opinion from Leadership

Consultant, provided by LC

• (4) 2 or more Chapter Retreat Summaries

• (2) Chapter-Sponsored and Non-Chapter

Sponsored Alumni Event Summaries

• (3) 2 or more alumni newsletters

• (4) Letters of support from both CAB Chairman and Province President (2 for

each) o Must be signed and scanned in

for full points

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NOTE: When completing these applications, you will be asked to confirm that you have applied for

prerequisite awards first. Applying for those awards listed below fulfills requirements in both places.

Not completing prerequisites will not disqualify the chapter for the award, but will have an impact on the

final score of the submission.

Chapters installed during the current biennium complete the T. Glen Carey Award application

instead of the Chapter Excellence awards or Outstanding Phi Delta Theta Chapter Awards.

OUTSTANDING PHI DELTA THETA CHAPTER AWARDS

HARVARD, FOUNDERS, KANSAS CITY and GEORGE E. HOUSSER TROPHIES Phi Delta Theta's top three awards for chapters at a U.S. institution are determined according to the

number of undergraduate male students- Harvard, Founders, and Kansas City Trophies. Canadian

chapters compete for the George E. Housser Trophy. Only Gold Star chapters and those installed prior to

the beginning of the previous biennium are eligible.

• Harvard Trophy: Originated in 1924, the idea for the Harvard Trophy was conceived when some 50

Phis, attending graduate school at Harvard University, were discussing the progress of the Fraternity.

Eligible chapters come from schools with more than 20,000 undergraduates.

• Founders Trophy: Donated by Judge William R. Bayes, Ohio Wesleyan '01 in 1929. Eligible chapters

come from schools with 7,001-19,999 undergraduates.

• Kansas City Trophy: First presented in 1929, the Kansas City Trophy was originally sponsored by

the Cleveland Alumni Club. In 1958, sponsorship was taken over by the Kansas City Alumni Club. The

trophy is awarded to the outstanding chapter with less than 7,000 undergraduates.

• George E. Housser Trophy: Awarded annually to the top Canadian chapter demonstrating all-

around excellence in internal management and chapter operations, campus leadership, and campus

participation. The trophy was originally presented by the Vancouver Alumni Club, and later

rededicated by several Canadian Brothers in 1992 in honor of the late George E. Housser, McGill '06,

President of the General Council 1950-52.

Chapter Excellence

Standard Application

Bylaws

Promotion of 3 CP

Chapter Goals

Financial Breakdown

Event Planning Program

Recruitment Program

Chapter Retreats

Prerequisite Application ("Yes" "No")

Scholastics/ Scholarship

Program

St. Louis Education

Award

RM Program

Excellence in RM

Community Service

Program

Excellence in CS

House Management

Program

Facility Management

Award

Alumni Events

Dallas Alumni Award

Ritual Inventory

Biggers Ritual Award

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Awarded points for the Harvard, Founders, Kansas City and George E. Housser Trophies are designated

by the number of points in the (). Total points are out of 100.

• Executive Summary: Essay (100)

• Chapter Operations: Risk Management/Recruitment/Strategic Planning (20)

• Friendship: Brotherhood/Alumni Relations (15)

• Sound Learning: Scholarship/Phikeia Education (15)

• Rectitude: Community Service/Philanthropy (15)

• Finances: Procedures/Organization (10)

• Ritual: Inventory/Meaning to Chapter (10)

• Public Relations: University/Community Outreach (10)

• Media Exposure as Evidence for Executive Summary (5)

• Supplemental Information: Province President, CAB Chairman, and/or FSL Advisor

Letters of Support

• Scanned document with author’s signature

• Include name of Award applied for

• Explain how the chapter embodies an Outstanding Phi Delta Theta Chapter o Maximum of 500 word count

T. GLEN CARY AWARD The T. Glen Cary Award recognizes the Outstanding Colony of the Biennium and will be presented every

two years at General Convention. Only installed Chapters from the previous biennium will be eligible to apply. Groups will be judged among their peers based upon equivalent colony measurements,

performance, and overall excellence.

Awarding points for the T. Glen Cary Award:

• Quality and completeness of supplemental information

• University data and reports and any additional reports provided by General Headquarters

• The petition for chartering is also required. The committee will look through member biographies, all officer programs, and the officer resource file.

What to include in your application: (Total 100 points)

• T. Glen Cary Award Essay (30)

• Detailed description of why the chapter should win the award

• Evidence of the promotion of the three Cardinal Principals

• Chapter Membership Roster

• Required Reports: (20)

• Chapter Bylaws (4)

• including officer roles and responsibilities

• Annual chapter goals and plan for execution (5)

• Financial Report (4)

• budget(s), account(s), procedures for collection/payment, etc.

• University IFC Scholarship Report (3)

• Chapter Retreats (2)

• Alumni Events (2)

• Chapter Programs: (30)

• Community Service/Philanthropy Program (5)

• Phikeia Education Program (6)

• Reference St. Louis Phikeia Education Requirements

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• Facility Management Program (4)

• Recruitment Program (5)

• Risk Management Program (5)

• Scholarship Program (5)

• Photo/Video supporting documentation

• Letters of commendation/recommendation from: (10)

• CAB Chairman

• Province President

• Optional: Community Support (+1 Bonus Point)

• Optional: University Administration (+1 Bonus Point)

• Ritual Inventory (2)

• Not uploaded in application, but assessed for award: • DOE, Colony Specialist, and Consultant Review (8): Points allocated based on completeness

of application and quality of content

• Final Installation Petition

NOTE: 1) When completing these applications, you will be asked if you have also applied for other

specific awards first; applying for those awards will fulfill the requirements in both places. 2) The Awards

Committee will take into account differences between U.S. chapters and Canadian chapters and their

respective schools.

COMMUNITY SERVICE AND PHILANTHROPY AWARDS

EXCELLENCE IN COMMUNITY SERVICE & PHILANTHROPHY The Community Service and Philanthropy Awards recognize Chapters whose efforts excel in these areas.

You will be asked to compile a full report on your project(s). The application should be as detailed as

possible. Supportive material such as newspaper clippings, letters of appreciation, pictures, etc. will

enhance your report. Supportive figures, such as man hours, organizations involved, etc. are also helpful.

Information from GHQ staff will also be used in consideration for this award.

Provide information for 5 individual community service and/or philanthropy events (choose your

most successful) and the chapters 1 most successful large scale philanthropy and/or community

service event for the academic year.

How Community Service and Philanthropy commendations and awards are judged:

• Chapters that submit at least one event is automatically considered for a Community Service

and Philanthropy Commendation. Completing this section also provides required information

for the Chapter Excellence Award. The more events that a chapter reports will increase the

likelihood of being recognized for the award.

• To be further considered for the Stan Brown, Lubbock or Paul Beam trophies, first complete

the Community Service and Philanthropy Commendation section. Then, in addition, provide the

supplemental information requested for each additional award (Stan Brown, Lubbock, or Paul

Beam Trophy) you are applying for.

What to include in your application:

• ONE MAJOR COMMUNITY SERVICE OR PHILANTHROPHY EVENT (50 points)

▪ Event Title

▪ Project Description

▪ Participation

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▪ Photos/Videos

▪ News Clippings

• FIVE MINOR COMMUNITY SERVICE OR PHILANTHROPY EVENT(S) (50 points)

▪ Event Title

▪ Project Description

▪ Participation

▪ Photos/Videos

▪ News Clippings

Note: Major events are those that the chapter originates, plans and, executes as the primary organizer.

TIP: While chapters are encouraged to participate in events that are sponsored by other student

organizations, extra consideration will be given when a chapter is the originating, lead, or co-organizer.

STAN BROWN TROPHY The Stan Brown Trophy is presented to the chapter with the most outstanding one day or individual

community service project. This award was first presented to the Fraternity in 1986 by Stanley D.

Brown, who established Phi Delta Theta's community service program in 1956.

Awarding points for the Stan Brown Trophy: Total of 100 points

• Scope of impact (40)

• Public relations impact (20)

• Chapter commitment (20)

• Documentation (presentation of materials, generosity, creativity) (20)

To be considered for this trophy, you will also be asked to provide rationale as to why your events should

qualify you for this award and why you believe your chapter deserves to win this award.

LUBBOCK TROPHY The Lubbock Trophy is awarded to the chapter that has been involved in the most significant

continuing community service program carried out over an extended period. The award

focuses on a comprehensive program involving community service and philanthropy events. This trophy

was first presented in 1969 by the Lubbock Alumni Club.

Awarding points for the Lubbock Trophy: Total of 100 points







PAUL C. BEAM TROPHY

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The Paul C. Beam Trophy is presented to the chapter with the most outstanding one day or single

weekend philanthropic project. This trophy was presented to the Fraternity by the Des Moines

Alumni Club in memory of Paul C. Beam, Executive Secretary of Phi Delta Theta from 1937-55.

Awarding points for the Paul C. Beam Trophy: Total of 100 points







RISK MANAGEMENT AWARD

EXCELLENCE IN RISK MANAGEMENT Introduced in 2003 to encourage good risk management practices, the Excellence in Risk Management

Award recognizes the undergraduate chapter whose risk management program best reflects the policies,

goals, and ideals of Phi Delta Theta.

Awarding points for the Excellence in Risk Management Award:

• Credit is given for timely submission of all required reports and documentation (per Chapter

Greatness requirements).

▪ Zero risk management violations on record at General Headquarters or at the school for the

past year

▪ Insurance premiums paid in full

▪ Risk Management Affidavit submission

▪ Timely new member and initiation record reporting

▪ Promptly reporting of all accidents and injuries occurring on chapter property or at a chapter

event

▪ Prominent display of current risk management bulletins and newsletters

▪ Prompt submission of social calendar before each academic term

▪ Participate in mandatory event planning program (minimum of 6 forms per academic year).

• Additionally, the Chapters earn points for campus participation (host or attend) in various programs

and events.

▪ Alcohol Free Socials (10) per event

▪ Sexual Assault Awareness events (10) per event

▪ 100% Chapter attendance in GHQ-sponsored “Taking A Stand” workshops (10)

▪ Group participation in campus organizations that promote responsible social behavior. These

programs could include Take Back the Night, BACCHUS, GAMMA, and SADD (5) per group

supported

▪ Kleberg ELI (5) per attendee


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• Minimum of two nonalcoholic events sponsored by the Chapter during the current academic year.

• Written job description of the risk management chairman

• Copy of the chapter risk management program

• Meeting minutes of the risk management committee.

• Report on its endeavors to educate the chapter membership on sound risk management practices

including, but not limited to: a non-hazing Phikeia program, fire prevention and life safety/loss

control, crisis management, insurance, chapter event planning, alcohol awareness, judicial

disciplinary procedures, alcohol-free programming, etc.

• Chapter’s obligation to educate the Phikeia on risk management and insurance matters.

• Written letters of verification pertaining to any risk management violations from Phi Delta Theta or

the school during the past two academic years.

Tip: Can you tie your nonalcoholic events to community service? If so, you can fulfill both requirements

at the same time.

FACILITY IMPROVEMENT AND MANAGEMENT AWARDS

The Work Day Awards and Outstanding Facility Management Awards are judged by the Housing

Commission with input from the Director of Housing & Insurance. The top facility management awards

are ROY L. ANDERSON, JR. OUTSTANDING CHAPTER HOUSE AWARD and OUTSTANDING

CHAPTER ROOM AWARD and recognize outstanding facility management by chapters situated in a

chapter house facility or only occupy a floor of a dormitory or other designated area.

BEST OVERALL WORK DAY AWARD

The Best Overall Work Day Award honors those chapters that take it on themselves to improve their

chapter facility and the surrounding area. The award recognizes a combination of both internal and

external projects.

To be considered, Chapters must apply for both Best Interior Project and Best Exterior Project awards.

BEST INTERIOR PROJECT The Best Interior Project Award honors chapters that take initiative to improve their chapter facility (i.e.,

laying new floors, carpeting, painting, redoing the chapter room, replacing doors or windows, furnishing a

room, etc.).


o Executive Summary and Project Description

o Participation (active, alumni, Phikeia)

o Photos (before and after)

o Video (optional)

BEST EXTERIOR PROJECT

The Best Exterior Project Award honors chapters that take the initiative to improve the area surrounding

the chapter facility (i.e., landscaping, building a deck or a porch, repainting or siding the house, reroofing

the house, etc.).


o Executive Summary and Project Description

o Participation (active, alumni, Phikeia)

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o Photos (before and after)

o Video (optional)

TIP: To showcase your projects to the fullest, before uploading combine multiple photos in a single

document so that the review committee sees the breadth of your project.

ROY L. ANDERSON, JR. OUTSTANDING CHAPTER HOUSE AWARD For chapters situated in a chapter house facility. This award recognizes superior facility management by a

chapter, and a house corporation including initiatives and programs in areas such as capital

improvements, maintenance, life safety and house rules/contracts. There are two awards given (large

and small) which are based on the size of the facility, size of the membership, and the size of the

school. This award was re-named in 2015 to honor Brother Anderson (UT-Arlington '70) who served the

Fraternity as a member of the Phi Delta Theta Housing Commission for 15 years.


o Determination of a “large” or “small” house based on campus size.

o Description of the Chapter House: including date built, number of rooms, square feet,

number of persons living in the facility compared to the capacity, special rooms, etc.

o Show prompt compliance with insurance and inspection requirements. Submit copies of any

certificates or inspection documents if applicable.

o A written house maintenance program including scheduled, routine cleaning with 100%

chapter participation. Must include major maintenance items such as heating, air

conditioning, and safety systems.

o Written plans for routine checks for hazards before the House is secured each night and

before school vacations.

o Written programs for summer and vacation shutdowns and reflect compliance.

o Ensure live-in occupancy is at break-even or higher.

o Copies of written leases or rental agreements between local house corporations/university

and the undergraduates. Include security deposit information.

o Programs/policies for Brothers not living in the House (parlor fees or other dues).

o Copy of House Rules and/or Bylaws relating to House rules.

o Video or pictures of the House showing all interior and exterior views and rooms. Provide

color photos of the front/back of the House and any other special features or rooms.

o Copies of house corporation charter/by-laws (if applicable).

o Show regularly scheduled Board Meetings.

o A list of all Housing Corporation board members, including officers.

o Participation in Chapter/Chapter Advisory Board Meetings.

OUTSTANDING CHAPTER ROOM AWARD This award recognizes those chapters that occupy a floor of a dormitory or other designated area for

their excellence in management, including initiatives and programs in areas such as maintenance, life

safety, and security procedures.


o A description of the Chapter Room including date built, square feet, occupancy capacity,

special rooms, etc.

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o Show prompt compliance with insurance and inspection requirements. Submit copies of any

certificates or inspection documents if applicable.

o A written maintenance program including scheduled, routine cleaning with 100% chapter

participation.

o Written programs for summer and vacation shutdowns and reflect compliance.

o Copies of written leases or rental agreements between local house corporations and the

undergraduates.

o Copy of House Rules and/or Bylaws relating to House rules.

o Copies of house corporation charter/by-laws.

o Show regularly scheduled Board Meetings.

o A list of all Housing Corporation board members, including officers.

o Participation in Chapter/Chapter Advisory Board Meetings.

INDIVIDUAL ATHLETIC AWARDS

GEORGE M. TRAUTMAN AWARD

The award is presented to the undergraduate Phi who is recognized as the Fraternity's outstanding

collegiate representative in baseball. The George M. Trautman Award was created in honor of the late

president of the Association of Minor Leagues of Professional Baseball. During the nine years prior to his

death in 1963, Brother Trautman served as chairman of the Lou Gehrig Award Committee.

What to include in your application for total points (100):

▪ Nominee’s Name

▪ Chapter and School

▪ Grade Level

▪ (4) Cumulative Grade Point Average

▪ (6) Scholastic Achievements/Honors

▪ (20) Nominee’s Biography (narrative about nominee outside of listed criteria)

▪ (15) Chapter Participation (including list of offices held and accomplishments)

▪ (15) Campus Activities

▪ (35) Athletic Achievements/Honors

▪ (5) Newspaper Clippings (and/or pictures, not headshot, to support candidate)

HARMON-RICE-DAVIS TROHPY The Harmon-Rice-Davis Trophy is awarded to an undergraduate Phi who is an excellent varsity athlete,

a good scholar, and an active participant in chapter and campus activities. The trophy was presented by

Brother Tom Harmon in the name of Brother Grantland Rice. The name was later changed to the

Harmon-Rice Trophy in order to commemorate both of these dedicated Phis. Additionally, Brother John

Davis was included for his unyielding devotion to Phi athletics.

What to include in your application for total points (100):


▪ Chapter and School

▪ Grade Level

▪ (4) Cumulative Grade Point Average

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▪ (6) Scholastic Achievements/Honors

▪ (20) Nominee’s Biography (narrative about nominee outside of listed criteria)

▪ (15) Chapter Participation (including list of offices held and accomplishments)

▪ (15) Campus Activities

▪ (35) Athletic Achievements/Honors

▪ (5) Newspaper Clippings (and/or pictures, not headshot, to support candidate)

INDIVIDUAL ALUMNI AWARDS

RAYMOND L. GARDNER ALUMNUS OF THE YEAR

The Raymond L. Gardner Alumnus of the Year Award was donated by the Seattle Alumni Club in memory

of the University of Washington Phi who served as a member of the General Council. The award is

presented annually to an alumnus who best exemplifies the teachings of The Bond through participation

in Fraternity affairs, activities in higher education, and community service.

Every alumnus of Phi Delta Theta, in good standing, is eligible except previous recipients, past

Presidents of the General Council, current Fraternity staff, and current general officers of the

Fraternity. An alumni club or an undergraduate chapter may submit one nomination per year. The

winner will be selected by The Gardner Award Committee.



▪ Personal information

▪ A photograph

▪ Description of experience and accomplishments involving the Fraternity, i.e., chapter(s), alumni

club(s), General Fraternity, Interfraternity work, volunteer positions and dates (chapter adviser,

house corporation trustee, officer of Alumni Club, delegate to Biennial Conventions, etc.).

▪ Description of experience and accomplishments involving the higher education, i.e., related

associations, alumni club(s), college board of trustees, college promotional activities, donations,

intercollegiate work, volunteer positions and dates (officer of Alumni Club, etc.).

▪ Description of accomplishments involving community organizations, i.e., church, lodges, clubs,

local government, school board, etc., Specify offices held or special assignments, donations etc.

▪ Describe any activities not included in the three categories or make any comments concerning

the nominee you think the Gardner Award Committee should know.

▪ Supplemental information:

o Letters of recommendation (up to 6)

o News clippings

TIP: If you have multiple letters of recommendation, before uploading combine letters into a

single document.

SAMUEL V. STONE OUTSTANDING CHAPTER ADVISER OF THE YEAR AWARD The Samuel V. Stone Outstanding Chapter Adviser of the Year Award was presented to the Fraternity in

recognition of the services rendered by a longtime adviser of the Texas Gamma chapter at Southwestern

University. Its purpose is to show appreciation for all Chapter Advisory Board Chairmen and annually

recognizes an outstanding adviser within the Fraternity.

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The selection committee includes the previous two recipients.



▪ Chapter affiliation

▪ Personal information

▪ A photograph

▪ Description of activities and experience of adviser involving the chapter

▪ Accomplishments & awards received by chapter during the past year

▪ Letters of commendation/nomination from:

o Chapter signed by officers

o Undergraduate members (up to 6)

o Alumni (up to 6)

o President and treasurer of Chapter

o House Corporation

o Others (college administration, Dean of Students, business, etc. (up to 6).

o Province President

AWARDS OF RECOGNITION

PHOENIX AWARD The Valley of the Sun Alumni Club created the Phoenix Award in 2002 to recognize a chapter that has

shown dramatic improvement over the course of one academic year. The award was named after the

mythological bird that is used in literature as a symbol of death and resurrection. Improvement should be

demonstrated in various areas as designated by the General Council. These areas are also outlined in the

Chapter Operations Assessment, information provided by your Province President, General Headquarters

staff representatives, and university reports.

Awarding points for the Phoenix Award: (100 Points)

• Annual Planning (40)

• Three Most Recent Visitation Reports (proof of improvement) (40)

• Letters of Support (20)


• Through an annual planning strategy, the chapter demonstrates how it will use current year

successes to positively influence the upcoming academic year. Include a completed Management

by Objectives plan, chapter budget, and annual planning calendar

• Three of the most recent Leadership Consultant Reports that have documented goals and

improvement areas.

• Letters of commendation/nomination from:

▪ Fraternity and Sorority Life Advisor/Faculty Adviser & Chapter Advisory Board Chairman

▪ Additional letters may be included for bonus supporting documentation: Community Member

(i.e. Clergyperson, Non-Profit Organization Executive, Municipal or Political Representative)

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BININGER RELIGIOUS LIFE AWARD

The Bininger Religious Life Award, formerly the Fraternity Life Award and the Spiritual Life Award, was

donated by Dr. Clem E. Bininger, President of the General Council 1960-62. This award is presented

annually to the chapter of Phi Delta Theta whose members, individually and in group projects, best seek

to develop on their campus the high moral character and service contemplated in The Bond.

Awarding points for the Bininger Religious Life Award:

▪ The quality and condition of ritual presentations, the Chapter room and paraphernalia will be

critiqued by your Leadership Consultant.

▪ Supplemental information provided by the Chapter

▪ What to include in your Summary that will be uploaded on the Application Portal:

▪ Provide a summary of how the chapter and/or members promote the ideal of The Bond

▪ Submit specific record or occasions, events, frequency, and dates when the following

ceremonies were conducted:

o Weekly chapter ritual

o Founders Day Observance

o Reading of the Bond

o Affiliation ceremony

o Installation ceremony

o Reception ceremony

o Memorial or Funeral ceremonies

▪ Chapter Meetings

o Frequency of Ritual

o Familiarity with or memorization of Ritual by president, warden and chaplain

o Condition of Ritual paraphernalia

o Condition of chapter room

o Dignity of Ritual presentation

o Chapter attitude toward Ritual

▪ Initiation

o Advance planning of pre-initiation, initiation, and post-initiation phases and activities

o Chapter participation

o Indulgence in and nature of unofficial initiation activities

o Actives familiarity of initiation ritual

▪ Chapter Management

o Frequency of Ritual

o Evidence of moral standards in chapter management (policies limiting drinking, gambling,

swearing, and etc.).

o Chapter organization to ensure prompt handling of disciplinary problems.

o Reputation of chapter on campus and in community

o Moral conditions in the house

o Cooperation with other campus and community organizations

o Support of the administration in efforts to improve moral tones of the campus

▪ Documentation and explanation of any and all Alumni Ceremonies.

▪ Letters of commendation/nomination from:

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▪ CAB Chairman

▪ Member of the local community or University

TIP 1: If you have multiple letters of recommendation, before uploading combine letters into a single

document. Tip 2: The awards application will ask for a “summary” that will include all of the above

information.

DALLAS ALUMNI AWARD

The Dallas Alumni Award was donated by the Alumni Club of Dallas, Texas. The award is presented

annually to the outstanding undergraduate chapter which promotes the teachings of The Bond among

the alumni and ensures membership in Phi Delta Theta is not a mere campus interlude, but a Fraternity

for life.


▪ Alumni Event(s) (Chapter Sponsored)

▪ Alumni Event(s) (Non-Chapter Sponsored)

▪ Alumni Induction Ceremony

▪ PDFs of alumni communication (newsletters, invitations, Scroll submissions, etc.)

▪ Alumni Letters of Support

▪ Alumni Record Maintenance

▪ Alumni Recruitment Referral Program

NOTE: If you host and/or participate in multiple events, feel free to mention these events but be

prepared to feature in depth your top event in each category (chapter sponsored and non-chapter

sponsored).

HAYWARD S. BIGGERS RITUAL AWARD

The Hayward S. Biggers Ritual Award is awarded to the chapters which demonstrate quality ritual

performance in accordance with the laws of the Fraternity. The award was established in 1990 in memory

of Hayward S. Biggers who served as Member-at-Large of the General Council from 1962-65, Editor of

Publications from 1950-65, and the author of I believe in Ritual.

What to include in your application and summary:

▪ Explanation of what ritual means to the chapter

▪ Inventory of your ritual equipment

▪ Post-initiation Workshop

▪ Leadership Consultant Report

▪ Each chapter shall report on the facilities used for the ritual ceremonies.

▪ Verification: (from Leadership Consultant; not included in application)

o Regular chapter meetings conducted according to the ritual at least once every week while

college is in session

o Each chapter initiation ceremony is conducted according to the ritual, including all three acts

of the ceremony

o Conducting, at appropriate times, the other ritual ceremonies including affiliation, reception,

installation, memorial, and funeral ceremonies.

EXCELLENCE IN RECRUITMENT & INITITIATION

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The Excellence in Recruitment & Initiation award recognizes those chapters that demonstrate superiority

in their ability to recruit, retain, and initiate their Phikeias.

Criteria for Excellence in Recruitment and Initiation Commendation:

▪ Timely registration of new Phikeia and reporting of initiation records via MYPDT

▪ 10% increase in recruitment versus prior academic year

▪ 10% increase in initiates versus prior academic year

RECRUITMENT IMPROVEMENT COMMENDATION The Recruitment Improvement Commendation recognizes those chapters that demonstrate a noticeable

improvement in their ability to recruit new members from the previous academic year. Chapters that

win the Excellence in Recruitment & Initiation are not eligible for this award.

Criteria for Excellence in Recruitment and Initiation Commendation:

▪ 10% increase in recruitment versus prior academic year

GENERAL HEADQUARTERS AWARD

The General Headquarters Award is based on organization within the respective chapter through

promptness in the submission of reports to the General Headquarters. There is no application and points

will be tallied by General Headquarters staff. Chapters submitting all necessary reports to the General

Headquarters on or before the respective due dates (postmark date is observed).

• Point assignments/due dates are on the Chapter Greatness Checklist and available on the Phi

Delta Theta website. Only chapters earning 99-100 CGC points will receive this award.

NOTE: Not setting up your application properly prior to January 31 will cost you CGC points.

ST. LOUIS FRATERNITY EDUCATION AWARD The St. Louis Fraternity Education Award was donated by the St. Louis Alumni Club during the 64th

Biennial Convention in 1982. The award is presented annually to the chapter sponsoring the best

continuous fraternity education program for Phikeia, members, and the general public.

Awarding points for the St. Louis Fraternity Education Award: (100 points total)

▪ Phikeia Education Program (30)

▪ Scholarship Program (30)

▪ Membership Education/Development Program (10)

▪ Public Education Program (10)

▪ Documentation of adherence to Risk Management Affidavit (5)

▪ Most recent Leadership Consultant Visit Report (5)

▪ Letters of Support (10)

o CAB Chairman (5)

o Province President (5)

Examples of what to include in your application:

▪ Phikeia Education Program

o Clearly stated goals and objectives of the program

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o Week-by-week syllabus and clearly stated date of initiation

o Clearly outlined Phikeia expectations and responsibilities

o A thorough description of all Phikeia activities

o Outline of Phikeia and member financial responsibilities

o Description of the Phikeia scholarship program and scholastic requirements

o An outline of Big Brother/Little Brother expectations and responsibilities

o History of General Fraternity, local chapter, and institution

o Duties of chapter members and officers

o Copy of the chapter bylaws

o Description of Phikeia community service activities

o Description of all Phikeia class officer duties.

o Require Phikeia to meet a 2.75 GPA (on a 4.0 scale) or college / university minimum

o Schedule of "Courtesy Hours" for Phikeia and active members (study/quiet hours).

o Phikeia Initiation Requirements

▪ Scholarship Program

o Appoint a chapter officer responsible for academic life.

o University Scholarship Report

o Maintain a study area in the chapter facility or reserve study space on campus.

o Organize a tutor system

o Recognize individual academic achievement through a chapter award program

o Please include a copy of the chapter's written scholarship program

▪ Membership Education and Development Program - description and documentation of programs

which aid in the personal development of the members in any of the following areas:

o Time management

o Sexually transmitted diseases

o Career planning

o Risk management

o Study aids

o Etiquette

o Alcohol awareness

o Resume writing/interviewing skills

o Drug abuse

o Other topics

▪ Leadership Consultant Visitation Reports

▪ CAB Chairman Letter of Support

▪ Province President Letter of support

▪ Documentation of adhering to guidelines outlined by the Risk Management Affidavit

▪ Public Education Program - provide information (documentation is strongly encouraged) on the

Chapter’s methods for increasing positive contributions of the fraternity system among, including,

but not limited to:

o Parents

o General Public

o Businesses

o Non-Greek students

o Media

o Neighbors

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o Faculty

o Government

NOTE: This award is a prerequisite award for the Chapter Excellence Award.

EXCELLENCE IN SCHOLARSHIP AWARD

o The Excellence in Scholarship Award recognizes those chapters that are not #1 in their IFC

community, but have achieved a GPA of 3.25 or higher.

o Chapters situated on campuses where scholarship rankings are compiled should have the

official results forwarded to the General Headquarters as soon as they are compiled.

o When rankings are not available, a chapter grade point average for each term must be

compiled by the chapter which lists each member and his respective hours and grades. This

list and the Institutions All Men's Average for the same period should be submitted under the

Dean's or Greek Advisor's signature to General Headquarters.

o A brief poll will also be sent to Greek Advisors.

#1 SCHOLARSHIP AWARD

o The #1 Scholarship Award is presented to chapters achieving the top scholastic ranking

within their respective IFC communities. Based on reports prepared by the respective

university, college or IFC, this award recognizes scholastic achievement and is designed to

promote one of the Cardinal Principles of the Fraternity.

o Chapters on campuses where scholarship rankings are compiled should have the official

results forwarded to General Headquarters as soon as they are available.

o When rankings are not available, a chapter GPA for each term must be compiled by the

chapter, listing each member and his respective hours and grades. This list and the

Institutions All Men's Average for the same period should be submitted under the Dean's or

Greek Advisor's signature to General Headquarters.

o A verification poll will also be sent to Greek Advisors.

Note: 1. Number fields have a set character count. Round up if you are unable to input your full GPA. 2.

All GPAs used for awards are from the Fall Semester (Fall or Winter Quarter).

WILLIAM ALLEN WHITE COMMUNICATIONS AWARD Established as the William Allen White Outstanding Alumni Newsletter Award, criteria has evolved to recognize breadth of communications chapters use today. The award is presented to the chapter that

shows overall excellence in their use of traditional and digital communication.

Awarding points for the William Allen White Communications Award: Total 100 points

o Outstanding Chapter Website (20)

o Outstanding Chapter Newsletters (20)

o Outstanding Social Media (20)

o Recruitment Communications (20)

o Ongoing Chapter Public Relations (20)

▪ CHAPTER WEBSITE

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For chapters that maintain an outstanding chapter website. Tell us about the design and content

of your Web site and any noteworthy features. Also, tell us how you created it and what you do

to keep it up to date.…and don't forget to provide the URL for the judges’ review.

The following will be factored into assigning points for this section:

o Content (newsworthy and current)

o Structure and Visual Design

o Navigation

o Overall Experience

o Relevancy and Consistency

o Supports the Fraternity brand and adequately tells the Chapter's story

▪ CHAPTER NEWSLETTERS

For chapters that demonstrate an excellent job of using newsletters to communicate to its

various constituents.

Items that should be uploaded to application:

o Description of event(s)

o Participation of alumni, active members, Phikeias, etc.

o Photos/Videos

o News Clippings


o Newsletters produced each academic year and the intended reader(s).

o What distribution channels do you use?

o Do you have a process for archiving your newsletters for historical purposes?

o Tell us about your strategy for the design and content for each.

o What is your process for keeping your distribution lists current?

o Do you share your lists with General Headquarters at least once a year?

o Frequency and Deliverability


TIP: There’s a difference between what alumni want to know and what you want them to know.

Newsletter content should be at least 70% focused on alumni and what they’ve been doing.

▪ SOCIAL MEDIA

For chapters that maintain and utilize social media sites to communicate to its constituents. Tell

us which sites you use and the intended audience for each. Tell us about the design and content

of your social media site and any noteworthy features. Also tell us how you created it and what

you do to keep it up to date. And don't forget to provide the URLs so the judges can check it out.


o Content

o Structure and Visual Design

o Frequency and Deliverability

o Overall Experience


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▪ RECRUITMENT COMMUNICATIONS

For chapters demonstrating excellent use of communications as part of the recruitment program.

Tell us about your program. How do you let students at your school know about Phi Delta Theta

and how do you use communications channels to get them interested in joining? What factors

are most critical to your success? Provide examples of flyers, posters, videos, etc.


o Variety of communications (posters, flyers, videos, newsletters, website, social media, etc.)

o Content

o Visual Design


o Supports the Fraternity brand and adequately tells the Chapter's story.

▪ PUBLIC RELATIONS

This is your opportunity to proactively promote your achievements to the local community,

alumni, parents, university officials, and prospective members. Explain your chapter's strategy for

promoting its members and activities in the news and provide evidence that the chapter has

promoted itself in multiple channels (i.e., The Scroll of Phi Delta Theta, Phi Delta Theta

Facebook, campus newspaper, local or hometown newspaper, local TV stations, etc.).


o Content (editorial, photographs, graphics, etc.) is varied, thorough, factual, timely, etc.

o Supports the Fraternity brand and adequately tells the Chapter's story.

o Placement of news -- evidence that the Chapter has promoted itself in the multiple channels

(The Scroll, Phi Delta Theta Facebook, campus newspaper, local or hometown news, etc.)

Don’t forget to use your Leadership Consultant for help. Good luck!

Awards Chairman’s - Phi Delta Theta Fraternity · 4 Write an awards entry that stands out...

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