ACHIEVEMENT AWARD PROGRAM
(March Report)
Deadline: Saturday March 31, 2018 – 8pm (Eastern Time)
InstructionsFill out the March report items using the link posted on the website (phideltachi.org).
Please email the completed report (this word doc or exported online submission) to the following contacts:
Your Regional Correspondent (contact info available on the National website )
Your Chapter Advisor
Save a copy of this form for the Chapter files. You may need to refer to this form at a later time. It may be useful to have a copy available when completing forms in the future.
If you have questions about this report, please contact the Grand Vice President for Student Affairs
at or call (800) PDC-1883.
Report Contents
33. Worthy Alumni Liaison Report (2 Points)
34. Graduating Seniors or those Entering Alumni Status (3 Points)
35. Formal Meeting with Regalia (1 Point)
36. Nancy A. Alvarez Professional and Service Projects Report (20% of Thurston Cup) (6 Points)
Chapter Information
Chapter Name:
Brother Filling out Report:
E-mail Address:
ITEM #33: Worthy Alumni Liaison Report (1 Point)
Please answer the following questions so that the National Officer can get a better idea of how your chapter keeps in touch with your alumni.
Worthy Alumni Liaison:
Phone:
E-mail Address:
Alumni Report
Explain what activities the candidates complete which include interactions with Chapter Alumni.
How does your Chapter communicate with Brothers on rotations to keep them informed of Chapter activities and events?
What type of activities does the Chapter do throughout the year, which Alumni attend? Are any of these annual events?
How does your Chapter correspond with your Alumni? (Both locally and those outside the Chapter’s city)
Please list specific dates and activities your Chapter has planned through the Fall that you will invite Alumni to.
Does your Chapter have a Corresponding Alumni Chapter? (i.e. with the same Chapter name) / Yes No
If so, how do the Collegiate Brothers interact with the Alumni Chapter and vice versa. How often does the Collegiate Chapter correspond with the Alumni Chapter?
Does the Alumni Chapter help nominate Brothers for the Distinguished Alumni Award? / Yes No
Does the Chapter invite the Distinguished Alumnus back to the Chapter to accept an award and to speak? / Yes No
Is your Chapter’s Alumni contact list computerized (i.e. in a spreadsheet)? If so, what fields does each record contain? / Yes No
How often is this listing compared to the National Database? / PLEASE NOTE: The National Office offers, as a service, to maintain the Alumni Databases of ALL Chapters
ITEM #34: Graduating Seniors or those Entering Alumni Status (3 Points total)
We can’t stress enough how important this item is. Every year we ask for updated contact information before graduates leave school. Chapters report that all addresses have been updated, but we still receive hundreds of letters returned in the mail. School email addresses are supposedly good, but they start to bounce a year or two after graduation. Why do we care? The goal is not for the National Office to bombard alumni with mail and email. We mail 1-2 letters annually to our alumni. We email the monthly e-Communicator, which can be unsubscribed at any time. The reason it is so important to update contact information is so you can stay in touch with each other.
- Locality based alumni chapters are forming everywhere! How do they get started? Someone contacts the National Office and asks for a list of alumni living in a certain area.
- Think about how many times you will move in the next ten years. Will a residency take you out of state? The Brother Locator function on our website allows you to search for people within a given area.
- You can also search by name in the Brother Locator to reconnect with old friends.
Please review your online chapter roster and make any appropriate changes. Focus on addresses, graduation dates, and email addresses. We strongly encourage each person to sign in and update their own information, but you can also make the changes for them.
1. Sign in to your chapter’s account at
2. Click Manage Profile
3. Select Chapter Roster
- Export Chapter Roster – Use this feature if you would like to view your information in a spreadsheet.
- View and edit individual profiles by clicking on the edit button next to their name. (This is where you will enter the updates.)
The Brothers for Life contracts * are intended for the Graduating Brothers to keep as a reminder of their promise to the fraternity. This document can be found on the Collegiate Resources page of our website under AAP Documents. You must be logged in to the website to see this document.
* DO NOT SEND BROTHERS FOR LIFE CONTRACTS BACK TO THE NATIONAL OFFICE
1 point will be earned for filling out the information below.
2 points will be earned for updating your online chapter roster. (National Office will verify login activity. The point will not be awarded if addresses are blank, email addresses are bad, etc.)
(Total 2 points)
All corrections, if any, have been made to our online chapter roster.
Does your Chapter plan to use the graduation ceremony for the graduating Brothers this Spring? / Yes No
If not, please indicate why.
Does your Chapter use the Brothers for Life contracts with the graduating Seniors? / Yes No
Please describe how your Chapter honors the Brothers approaching Graduation (i.e. using honor cords, medallions, etc.)
ITEM #35: Formal Meeting with Regalia (1 Point)
According to Chapter IV, Number 12 of the Constitution and Bylaws of Phi Delta Chi Fraternity, "Each Chapter shall have at least one formal meeting each month." Formal meetings require use of the complete Ritual opening and closing, as well as Officer's Robes, Regalia, and devices as outlined in the Ritual Book. Please note here the date of your Chapter's March Formal Meeting:
Formal Meeting held? / Yes No
Date of meeting: / (Only meetings that occurred in March 2018 will be given credit.)
ITEM #36: Nancy A. Alvarez Professional and Service Projects Report (6 Points)
****************** 20% of Thurston Cup ******************
AWARDS: Engraved plaques are awarded to 1st, 2nd and 3rd place.
JUDGES:Grand Officers
CRITERIA:Number of Brothers participating in projects
Number of people served by projects
Number of Brotherhours spent conducting the projects.
Professionalism of project (related to health care/pharmacy)
Other quantitative data (for example: money raised, people screened, size of audience, alumni
involvement)
NOTE: Only projects that serve the COMMUNITY, PROFESSION, or SCHOOL are acceptable.
Service to YOUR OWN CHAPTER or OTHER CHAPTERS is not considered a service project, and may potentially warrant downgrading.
Projects that are organized by PDC will be given more weight than those organized by other
Organizations.
DO NOT INCLUDE: attendance at state, regional or national meetings, events required as part
of your school curriculum, or items included elsewhere in the AAP (St Jude Letter-writing, etc.)
DO INCLUDE: Legislative Day activities, window displays, service to community, etc.
Save a copy of this report for your files for future reference.
WHAT TO SUBMIT:
Your report may include more than one project or a series of projects but should only include events that occurred between March 2017 - February 2018. Projects completed beyond February 2018 will be included in next year’s report and should not be included in this years (unless it is an ongoing project). There is no limit as to the number of projects you report. The report should be structured as follows:
Title Page to include:
- Chapter Name:___
- Date: ___
- Primary authors: ___
Next Page should be titled “Professional Projects at a Glance”
On this page make a table using the example below and fill in with information for every project completed:
One time Projects
Name of Project / Chairperson/Author / #Brothers Participated / %Brothers Participated / #Brother Hours Spent / #People Served
Ongoing Projects
Name of Project / Chairperson/Author / #Brothers Participated / %Brothers Participated / #Brother Hours Spent / #People Served
______Total (for all projects) # Brother Hours Spent
______Total (for all projects) # People Served
The next pages of the report should be a one page description for each, of what you consider to be your Chapter’s top 3 projects. Ideally these top 3 projects will include one that is a service to the Profession, one to the Community, and one to the School. Do not include descriptions for any other project except for what you consider to be your Chapter’s top 3.
The total length of this report should be no more than 10 pages.
Submit this report and any additional materials (pictures, pamphlets, etc.) electronically only, see more details about how to do this below.
Next for ALL projects the Chapter conducted, fill out a Google Form titled "Professional and Service Projects Report Form" found at the following link:
Once you have submitted these forms for all projects nothing else is required for this part of the report as they will be automatically sent to the AAP Administrator. The old Word versions of “The Professional and Service Project Report Form” will not be accepted. Chapters should keep a file containing all the information they submit via the Google form.
FOR ADVICE CONTACT:
If additional information or suggestions are needed, please call the Grand Vice President for Student Affairs, your Regional Correspondent, your Regional Director for Collegiate Affairs, or your Regional Director for Alumni Affairs.
PREVIOUS WINNING REPORTS:
Examples of winning reports appear in previous issues of TheCommunicator and are also available on the Fraternity’s Website,
CHAIRPERSON OF PROJECT:
Worthy Vice Counselor or Professional Committee Chairperson
Email the Professional and Service Report document (s), pictures, etc. preferably in a combined PDF format (Word format is acceptable), to the AAP Administrator. Note: If including an image of the crest a.ka. coat of arms in your report, please use the official version found under Collegiate Resources at
If the file is too large to email please use Dropbox or Google to share. If you choose to send the documents in an email as separate documents, please combine them into a zip file. If you still have questions regarding the submission of this report please con0tact the AAP administrator at .
Primary Author of this report: / Date emailed:
No, our Chapter did not complete the Nancy A. AlvarezProfessional & Service Projects Report
Looking Ahead: Brotherhood Report (20% of Thurston) due next month.
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Phi Delta Chi Achievement Award Program
March Report
Revised Fall 2017