OMEGA PSI PHI FRATERNITY, INC.
STATE ORGANIZATION OF GEORGIA
`
GUIDELINES FOR STATE
ANNUAL REPORTS SUBMISSION
for
GA 53rd State Workshop
Macon, GA
October 6-8, 2016
OMEGA PSI PHI FRATERNITY, INC.
State of Georgia
Guidelines for State Awards
And
Annual Reports Submission
Message from 1st Vice Representative…………………………………………………4
Georgia State Council …………………………………………………………………5-7
State of Georgia Reporting Policy ……………………………………………………8-14
Chapter Report Checklist to Region Representatives Form 1A
Reports Form Cover Page to Region Representatives Form 1
Region Representatives to State Committee Chairs Form 2
State Chairs to 1st Vice State Representative Form 3
List of Awards………………………………………………………………………...15-16
Achievement Awards 17-21
Scholarship Awards 22-27
Afro-American Life and History & Archives 28-32
Reclamation 33-36
Social Action 37-41
NAACP.. 42-44
Recommendations and Resolutions 45-46
Economic Development Awards 47-50
Talent Hunt 51-52
OMEGA PSI PHI FRATERNITY, INC.
State of Georgia
Marvin Broadwater, Sr.
1st Vice State Representative
Foreword
Brothers, it is time to begin the process of preparing our annual reports. It is through these reports that we record our chapter activities. It is our (Omega Leaders) responsibility to ensure the hard and dedicated efforts of our Brethren are recorded and submitted through our annual reports. Chapters across the State are Uplifting communities with our mandated programs, we must highlight the achievements through our reports. The ultimate goal is 100% reporting of all Chapters. Chapter Basileis are asked to assign a chapter reports coordinator to ensure a smooth process. The State workshop is the time we honor and show case programs completed by our Chapters and individual Brothers. This reports booklet establishes the new (electronic) process and list documentation to be submitted by each Chapter for annual consideration for Fraternity awards. By submitting the annual report, the Chapter reports its efforts in pursuit of our cardinal principles: Manhood, Scholarship, Perseverance and Uplift. Graduate Keeper of Records and Seal and Graduate Chapter coordinators will assist affiliated mentoring Undergraduate chapters with the submission of annual reports. Remember, the goal is to have all chapters submit a report.
I would like to express my sincere appreciation and gratitude in advance to the Regional Representatives and State Chairmen for their efforts above and beyond the call of duty. If you have any questions during this process, do not hesitate to contact the Achievement Week Chairman, your Regional Representative, State Chairmen or myself.
Fraternally,
//ORIGINAL SIGNATURE//
Brother Marvin Broadwater, Sr.
GA, 1st Vice State Representative
706.315.6454
2015 – 2016 Georgia State Council Directory
Bro. Leslie A. GambleSeventh District Representative
Cell Phone:(786) 586-5778
Email: / Bro. Craig Jackson
State Representative
Home Phone:(478) 447-0503
Email:
Bro. Marvin Broadwater, Sr.
1st Vice State Representative
Cell Phone: (706) 315-6454
Email:
/ Bro Jermaine Tucker
2nd Vice State Representative Columbus State University
Cell Phone:((336) 210-0498
Email:
Bro. George Cooke
State Keeper of Records & Seal
Cell Phone:770-853-4575
Email: / Bro. Douglas Shaw
State Keeper of Finance
Cell Phone:(770) 335-7399
Email:
Bro. Charles Lyons, III
State Counselor
Cell Phone:(706) 799-2131
Email: / Bro Herb Ford
Public Relations / IT
Cell Phone:(678) 9393-5078
Email:
This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Bro Rev. David Anthony Spencer Jr.
State Chaplain
Cell Phone:404-884-5796
Email: / Bro Dr. Richard Brown
State Marshall 2016
Cell Phone:478-320-6243
Email:
Bro. Kenneth Demons
Immediate Past State Representative
Cell Phone:(770) 313-2788
Email: / Bro. Herb Shannon
Corporate Sponsorship / Economic Development
Cell Phone:(770) 401-1892
Email:
Bro. Carjonne Cooper
Region I Representative
Cell Phone:(504) 655 – 8484
Email:
This e-mail address is being protected from spambots. You need JavaScript enabled to view it / Bro. Terron Hayes
Region II Representative
Cell Phone:(229) 395-4232
Email:
Bro Abdur Hassan
Region III Representative
Cell Phone:((706) 566-9092
Email:
Bro. Patrick Tolbert
Region V Representative
Cell Phone:(404) 384-2025
Email: / Bro. James Melvin
Region IV Representative
Cell Phone:(912) 665- 1681
Email:
Bro. James Gallman
Senior Advisor
Home Phone:(803) 215-1311
Email:
Bro. Alonza Bennett
Senior Advisor
Cell Phone:(678) 576-9556
Email: / Bro. Tony Alexander
Achievement Week / Community & Civic Affairs
Home Phone:(404) 446-7753
Email:
Bro. David Carter
Talent Hunt
Cell Phone:(770) 722-6509
Email: / Bro. Ken Morris
Technology Chairman
Cell Phone:(678) 758-8308
Email:
Bro. Willie Jones
History & Archives /Afro American Life
Phone:(770) 508-8270
Email:
Bro. David Jones
Undergraduate Advisor
Cell Phone:404-668-4597
Email:his e-mail address is being protected from spambots. You need JavaScript enabled to view it / Bro. Reginald Williams
Social Action
Home Phone:(678) 612-2137
Email:
Bro. Thaddeus Hodges
Food Drive
Cell Phone:(912) 429-0703
Email:his e-mail address is being protected from spambots. You need JavaScript enabled to view it
This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Bro. Antwan Walker
NAACP / College Endowment Fund
Cell Phone:(678) 596-8093
Email: / Bro. Keith Reddings
Membership/Reclamation
Cell Phone:(912) 571-2896
Email:
Bro. Herb Shannon
Corporate Sponsorship / Economic Development / Tag Committee
Cell Phone:(770) 401-1892
Email:
Bro Willie Turner
Evaluations /Tag Committee
Cell Phone:(404) 803-8999
Email: / This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Bro. Chris Norman
Ways & Means
Cell Phone:(404) 374-6236
Email:
Bro. H Benjamin Williams
State Government Relations / Voter Registration
Phone:(770) 876-2070
Email:
Bro. Eddie Sanders
Time & Place
C- (404) 316-7155 / Bro. Rickey Moore
Financial Audit
Cell Phone:(478) 955-7250
Email:
Bro Dr. Richard Brown
State Marshall 2016
Cell Phone:478-320-6243
Email:
Bro Frank Wilson
Violence Prevention
Cell Phone:(229) 291-5145
Email: / Bro. Sam Henderson
Fatherhood / Mentoring
Phone:(770) 262-5315
Email:
Bro. Dr. Henry Hankerson
State Bylaws Chairman / Tag Committee
Cell Phone:(770) 414-9124
Email:
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Bro George McDonald Website (Assistant)
Cell Phone:(972) 339-8749
Email: / Bro Desmond Smalls
Website (Assistant)
Cell Phone:(770) 653-9805
Email:
Bro. Steven Morris
State Scholarship Chairman
Cell Phone:(706) 495-8030
Email:m
OMEGA PSI PHI FRATERNITY, INC.
Bro. Craig B. Jackson State Representative
Bro. Marvin Broadwater, Sr.
1st Vice State Representative
2016 REPORTING PROCEDURES
NOTE: ALL SUBMISSIONS ARE
ELECTRONIC
Omega Psi Phi Fraternity, Inc.
State of Georgia Reporting Policy Revision
Statement of Policy
It is the policy of the State of Georgia Organization to accurately evaluate the administrative functions of all local chapters. Performance evaluation is intended to serve as a positive motivator for local chapters to improve overall effectiveness and productivity through candid appraisal and feedback. Additionally, it is important that the State of Georgia Organization adequately recognize the accomplishments and activities of its local chapters through merit awards.
Reason for Policy
The purpose of this document is to guide and inform the local chapters of the procedures for submission, administration, and evaluation of annual reports. It also:
· Defines the flow of information
· Assigns responsibility for administering reports once received from local chapter
· Explains how awards will be scored and reported back to the local chapter
· Ensures reporting standards are consistent at all levels in the fraternity
· Provides clear and timely communication of the status of reports
· Provides fair representation of a chapter’s performance and opportunity for review of results
Who Should Know This Policy
1. Georgia State Council Members, and Chapter Advisors
2. State of Georgia Undergraduate & Graduate Chapter Leadership
3. Chapter Report Coordinator
Procedures
Graduate and undergraduate chapters shall email their reports (depending on size, if the report is rather large the chapter may create a dropbox for the Regional Representative). The Region Representative will create a dropbox for his region’s reports and allow access to 1st Vice State Representative and State Committee Chairmen. Regional Representatives and their committees will determine the Region’s Graduate and Undergraduate Chapter of the year.
The State Committee Chairs shall form a committee of at least four brothers within his region to score and evaluate the individual committee reports. The State Committee Chair will decide the exact date, time, and by what means the committee will meet to review and evaluate the reports. The State Committee Chairs will submit the names of the winners and the tabulation sheets signed by each committee member to the 1st Vice State Representative via email NLT September 16, 2016.
The Achievement Week Chairman and his committee will select chapters for the following awards from the Regions Chapters of the Year: State Undergraduate Chapter of the Year, Small Graduate Chapter of the Year and Large Graduate Chapter of the Year
The 1st Vice State Representative shall send the State Representative and the Keeper of Records and Seal a copy of all the award results via email upon completion of the reporting process.
At the conclusion of the Georgia State Workshop, State Winners will have 20 days to update reports by means of addendums
Who Generates The Georgia Reports Forms?
The forms should be copied and are generated by the following:
Ga. Reports Form 1A - Chapter and must be signed by the Basileus and/or Advisor.
Ga. Reports Form 1 - Chapters must use this cover page for each report submitted in package
Ga. Reports Form 2 - Region Representative to Committee Chair
Ga. Reports Form 3 - Committee Chair to 1st Vice State Representative .
Timeline - (ALL REPORTS MUST BE SENT BEFORE RESPECTIVE DATES SHOWN, THIS IS A RECEIVED DATE)
· 1st notifications to chapters for reports and award consideration will be sent June 3, 2016 via email
· 2nd notification will be sent to Chapter leadership via email on July 8, 2016
· 3rd notification will be sent to Chapter leadership via email on August 8, 2016
· September 5, 2016 all reports are due to Regional Representatives via email (dropbox). (This is NOT a posted by date, but a received by date. All reports received after the suspense date (midnight) will not be considered for awards, but are reported in the Workshop Reports Booklet).
· September 12, 2016 all reports are due to State Committee chairs from Regional Representatives.
· September 16, 2016 Names of winners are due to 1st Vice State Representative from Committee chairs
· September 19, 2015 1st Vice State Representative will secure order for plaques for the winners.
· Awards for consideration are:
o Chapter Awards
§ Social Action Undergraduate Chapter of Year
§ Social Action Graduate Large Chapter of the Year
§ Social Action Small Graduate Chapter of the Year
§ NAACP Chapter of the Year; Graduate and Undergraduate
§ Afro-American Life Chapter of the Year; Graduate and Undergraduate
§ History & Archives Chapter of the Year; Graduate and Undergraduate
§ Reclamation/Retention of the Year; Graduate and Undergraduate
§ Economic Development of the Year; Graduate and Undergraduate
§ Scholarship Chapter of the Year; Graduate and Undergraduate
§ Region(s) I-V Graduate and Undergraduate Chapter of the Year
§ Undergraduate Chapter of the Year
§ Graduate (Small) Chapter of the Year
§ Graduate (Large) Chapter of the Year
Desired Outcomes
Evaluation and reporting practices will be fair and consistent throughout the state of Georgia. These practices will support the performance and achievement standards set by the State of Georgia Organization and provide meaningful feedback to improve overall effectiveness and productivity of the local chapters.
Review and Reporting
This policy will be reviewed at the Annual Georgia State Workshop in accordance with the State of Georgia Organization’s current policy review process.
GA. Reports Form -1A
OMEGA PSI PHI FRATERNITY, INC.
STATE OF GEORGIA
CHAPTER REPORTS CHECKLIST
Chapter Name: / (G/UG) / Date:Place a check by all items included in this package and sign. A copy of (GA Reports Form – 1A) must be emailed to the 1st Vice State Representative. A copy of this checklist must be included with the reports package emailed to the Region Representative.
* A SCAN COPY OF THE FOLLING FORMS MUST ACCOMPANY THE ANNUAL REPORTS PACKAGE. CHECK BOXES OF FORMS AND REPORTS SUBMITTED
*#37 / * #50 / *#53 / *Insurance / *CEF======
CEF / NAACP / ACHIEVEMENT WEEK / MEMORIAL / AOIPECONOMIC DEV / SCHOLARSHIP / RECLAMATION / MAN POWER HRS
TALENT HUNT / HISTORY & ARCHIVES / AFRO-AMERICAN LIFE
SOCIAL ACTION / RECOMMENDATIONS & RESOLUTIONS
VOTER EMPOWERMENT / OTHER(S):
By my signature below, I certify that the information checked is included in the package.
______
Basileus Advisor Advisor’s Phone #
(Both signatures required for Undergraduate Chapters.)
======
(For Region Reps)
Date Received: ______All items checked are included in the package. _____
Listed below are the items checked that were not included in the package.
______
This is to verify that I have received your package and have forwarded a copy of this form to the 1st Vice State Representative.
______
Region Representative Phone Number Date
GA. Reports Form-1
OMEGA PSI PHI FRATERNITY, INC.
STATE OF GEORGIA
CHAPTER:
______
REPORT
Report Contents:
1. / 5.2. / 6.
3. / 7.
4. / 8.
Chapter Committee Chair:
Phone Number: E-Mail:
Number of pages in this report:
GA. Reports Form-2
OMEGA PSI PHI FRATERNITY, INC.
STATE OF GEORGIA
REGION REPRESENTATIVE - TO - STATE COMMITTEE CHAIR
REPORTS CHECKLIST
______Committee
Date: ______
Included in this package are chapter reports for ______chapters from Region _____ for evaluation by your committee.
______
Region Representative e-mail Contact #
This is to verify that I have received your package and have put together a committee to conduct the evaluations.
COMMITTEE MEMBERS:
______
______
______
Committee Chair e-mail Contact #
GA. Reports Form-3
OMEGA PSI PHI FRATERNITY, INC.
STATE OF GEORGIA
CHECKLIST FROM STATE COMMITTEE CHAIR
TO
1ST VICE STATE REPRESENTATIVE
FOR
______Committee
DATE: ______
I have received chapter committee reports for the following chapters from Region ___ Representative:
1. ______2. ______
3. ______4. ______
5. ______6. ______
7. ______8. ______
A score sheet was used for the purpose of determining the State Winners
The following Brothers were included on my committee for the purpose of evaluating the reports.