PANHELLENIC ASSOCIATION CHAPTER
EVALUATION AND ACCREDITATION PROGRAM
2016
DUE DATE: NOVEMBER 18, 2016
INTRODUCTION
The Office of Greek Life at West Virginia University is responsible for evaluating, for Chapter Accreditation, all recognized social, service, and professional sororities at the end of the fall semester for the calendar year. The evaluation will include a review of the respective chapter’s progress in the meeting the expectations defined in the Plan for Prominence in Greek Life at West Virginia Universityas outlined in this document.
The Chapter Accreditation Program is a program established by the University; therefore, the officers of the Panhellenic Council’s executive board are not responsible for the requirements and/or their evaluation as outlined in this document.
EVALUATION AND ACCREDITATION RATINGS
Based on the evaluation, a chapter may receive an accreditation ranking as described below:
CHAPTER OF PROMINENCE: (286 or More Points) The chapter has exceeded the minimum expectations of West Virginia University and the Plan for Prominence with regard to standards required of social or service Panhellenic Association chapter sororities.
CHAPTER OF MERIT: (190-285 Points) The chapter has satisfactorily achieved or maintained all standards required of social or service Panhellenic Association chapter sororities.
CHAPTER IN POOR STANDING: (0-189 Points) The chapter has failed to meet the minimum standards required of social or service Panhellenic Association chapter sororities. The Office of Greek Life will outline the expectations a chapter must meet in order to fulfill the deficiency(ies) that resulted in the poor standing. A Chapter in Poor Standing is prohibited from functioning as a recognized student organization at West Virginia University.
Section I:Basic Requirements:Deducted Points
Section II:ChapterHouse Management:25 Points
Section III:Membership Development:80 Points
Section IV:Philanthropy:30 Points
Section V:Community Service:40 Points
Section VI:Panhellenic Involvement & Unity:110 Points
Section VII:Conduct Action:Deducted Points
Section VIII:Extra Credit toward ProminenceUp to 50 Points
Section IX: General Extra CreditUp to 100 Point
PANHELLENIC ASSOCIATION CHAPTER
EVALUATION AND ACCREDITATION PROGRAM
DO NOT write in the OGL EVALUATION boxes.
IMPORTANT INSTRUCTIONS – PLEASE READ
The 2016 Chapter President should complete this form in its entirety.
Incomplete responses will not be considered in the accreditation evaluation.
After each question, the responder should complete only the section labeledCHAPTER RESPONSE.
Complete all sections of this document electronically.
To use a gray information box , use your mouse to left click the gray box to highlight the box. Once highlighted, type your response. The area will automatically expand to provide ample space for your response.
To use a check box, place the cursor over the box and right click. Choose “properties”, then “default value” and select “checked” to place a check next to the box.
IMPORTANT INFORMATION – PLEASE READ
1)A chapter may only use Section 1 Extra Credit to earn Chapter of Prominence status, provided that they achieve full credit in all philanthropy and community service points. All other extra credit options may help them achieve Chapter of Meritstatus, but not Chapter of Prominence.
2)Chapters who are found responsible by the Panhellenic Council’s conduct board for hazing, alcohol-related violations, or physical altercations may not be eligible for the Chapter of Prominence designation regardless of the number of points the chapter earns during the evaluation.
3)All directions provided in this document must be followed. The chapter may not modify this application in any way. The chapter president should simply complete this application in its entirety without changing the application’s font, size, formulas, colors, etc. Ample space is provided throughout the document for the application to be completed properly. If more space is needed, or if assistance is needed, the chapter President should contact their governing council Adviser.
ORGANIZATION IDENTIFICATION INFORMATION
NAME OF SORORITY:
CHAPTER DESIGNATION:
2016 CHAPTER PRESIDENT’S NAME:
TELEPHONE:
WVU EMAIL ADDRESS:
I.BASIC REQUIREMENTS
POINTS ARE NOT AWARDED FOR THIS SECTION; HOWEVER,
THE CHAPTER WILL LOSE 10 POINTS FOR EACH REQUIREMENT NOT MET
- CHAPTER CONSTITUTION:
A 2015 or 2016 version of the chapter’s constitution and/or by-laws must be scanned and on file with the Office of Greek Life.
OGL EVALUATION:
POINTS: DEDUCTED:
- MEMBERSHIP ROSTER:
The chapter’s membership roster must have been updated and maintained at all times on the Interactive Collegiate Services (ICS)website. Data should include the student’s name, WVU student ID number with no hyphens or spaces, and only complete and accurate WVU email address. If at any time, OGL is required to contact the chapter because their membership roster is not accurate and up-to-date, the chapter will have points deducted from this evaluation.
OGL EVALUATION:
POINTS: DEDUCTED:
- CERTIFICATE OF LIABILITY INSURANCE:
In order to fulfill this requirement, the chapter must (1) have their Certificate of Insurance on file with the Office of Greek Life, (2) know when the chapter’s Certificate of Insurance expires, and (3) have a valid Certificate of Insurance on file with OGL before the current Certificate of Insurance expires. If OGL is required to contact the chapter because their Certificate of Insurance has expired, the chapter will have points deducted from this evaluation.
OGL EVALUATION:
POINTS: DEDUCTED:
- ALUMNAE RELATIONS BOARD AND ADVISERS:
In the space provided below, provide a listing of the officers of your chapter’s 2016 Alumnae Advisory Board or Alumnae Advisers. Do not leave any blanks!
NAME / POSITION / EMAIL ADDRESS / TELEPHONEOGL EVALUATION:
POINTS: DEDUCTED:
- CHAPTER ADVISER
Provide the name and contact information for your chapter’s 2016 Chapter Adviser in the space provided below.
NAME / EMAIL ADDRESS / TELEPHONEOGL EVALUATION:
POINTS: DEDUCTED:
- UNIVERSITY ADVISER
Provide the name and contact information for your chapter’s 2016 University Adviser in the space provided below.
NAME / EMAIL ADDRESS / TELEPHONEOGL EVALUATION:
POINTS: DEDUCTED:
DO NOT WRITE IN THE BOX BELOW
SECTION I: TOTAL POINTS DEDUCTED:
II.CHAPTER HOUSE MANAGEMENT: 25 POINTS - REQUIRED
- HOUSING ROSTER (15 POINTS): REQUIRED
Spring 2016 Housing Roster
NAME / EMAIL ADDRESS / TELEPHONEFall 2016 Housing Roster
NAME / EMAIL ADDRESS / TELEPHONE- GENERAL HOUSING (10 POINTS): REQUIRED
a.Did the chapter President live in the house during the spring 2016 semester? Yes No
b.Did the chapter President live in the house during the fall 2016 semester? Yes No
c.Number of available beds in the chapter’s house as determined by the Alumnae Board?
d.SPRING 2016: Number of members living in the chapter’s house: Percentage: %
e.FALL 2016: Number of members living in the chapter’s house: Percentage: %
OGL EVALUATION:
POINTS:
DO NOT WRITE IN THE BOX BELOW
SECTION II SCORE: POINTS:
III.MEMBERSHIP DEVELOPMENT: 80 POINTS - REQUIRED
1.EDUCATIONAL PROGRAMMING (60 POINTS) - REQUIRED
A total of four (4) programs are required in this category in 2016. Two (2) Mandatory Educational Programs(one per semester) and two (2) Chapter Development Educational Programs (one per semester)
Mandatory Educational Programs topics must be selected from the following list:
ALCOHOL AND DRUG EDUCATION
SEXUAL ASSAULT
ANTI-HAZING
DIVERSITY
LEADERSHIP
SUSTAINABILITY
A minimum of 80% of the chapter’s membership must attend a Mandatory Educational Program and must be approved by the Office of Greek Life and hosted by any of the offices or University departments from the following list:
Carruth Center for Psychological and Psychiatric Services
Division of Diversity, Equity, and Inclusion
WellWVU
Student Health
Office of Greek Life
Women & Gender Studies Department
Center for Black Culture & Research
Office of Multicultural Programs
Sexual Assault Prevention and Education
Adventure WV
LGBTQ Student Resource Center
Center for Service and Learning
Chapter Development Educational Programtopics are selected by the chapter. A minimum of 60% of the chapter’s membership must attend a program that encourages individual member and chapter development and be in alignment with the core values of the Panhellenic Council;Leadership, Friendship, Service, and Scholarship. The chapter must receive priorapproval by the Office of Greek Life and the Panhellenic Council Vice President for Programming to ensure the topic will meet the requirements for this section.
All programs are required to have be completed before
April 15, 2016 (spring semester) and November 11, 2016 (fall semester)
APPROVED Educational Program Report Forms
must be on filE IN THE CHAPTER’S GOOGLE FOLDER to document ALL COMPLETED EDUCATIONAL PROGRAMS ATTENDED BY THE CHAPTER
SPRING 2016– 20 POINTS
MANDATORY EDUCATIONAL PROGRAM – 80% ATTENDANCE - REQUIRED
DEADLINE: APRIL 15, 2016
Total Number of Members and Associates during the spring 2016 Semester:
Provide the total number of Members and Associates who attended a program on this topic:
This number translates into the following percentagebased on the chapter’s membership during the semester when the program was held: %
EDUCATIONAL PROGRAMMING TOPIC: Alcohol Education Diversity
Sexual Assault Anti-Hazing
Sustainability Leadership
DATE OF EDUCATIONAL PROGRAM:
DETAILED DESCRIPTION OF EDUCATIONAL PROGRAM:
OGL EVALUATION:
POINTS:
SPRING 2016 – 10 POINTS
CHAPTER DEVELOPMENT EDUCATIONAL PROGRAM – CHAPTER CHOICE – 60% ATTENDANCE- REQUIRED
DEADLINE: APRIL 15, 2016
Total Number of Members and Associates during the spring 2016 Semester:
Provide the total number of Members and Associates who attended a program on this topic:
This number translates into the following percentage based on the chapter’s membership during the semester when the program was held: %
EDUCATIONAL PROGRAMMING TOPIC:
DATE OF EDUCATIONAL PROGRAM:
DETAILED DESCRIPTION OF EDUCATIONAL PROGRAM:
OGL EVALUATION:
POINTS:
FALL 2016 – 20 POINTS
MANDATORY EDUCATIONAL PROGRAM – 80% ATTENDANCE - REQUIRED
DEADLINE: NOVEMBER 11, 2016
Total Number of Members and Associates during the fall 2016 Semester:
Provide the total number of Members and Associates who attended a program on this topic:
This number translates into the following percentage based on the chapter’s membership during the semester when the program was held: %
EDUCATIONAL PROGRAMMING TOPIC: Alcohol Education Diversity
Sexual Assault Anti-Hazing
Sustainability Leadership
DATE OF EDUCATIONAL PROGRAM:
DETAILED DESCRIPTION OF EDUCATIONAL PROGRAM:
OGL EVALUATION:
POINTS:
FALL 2016 – 10 POINTS
CHAPTER DEVELOPMENT EDUCATIONAL PROGRAM – CHAPTER CHOICE - REQUIRED
60% ATTENDANCE
DEADLINE: NOVEMBER 11, 2016
Total Number of Members and Associates during the fall 2016 Semester:
Provide the total number of Members and Associates who attended a program on this topic:
This number translates into the following percentage based on the chapter’s membership during the semester when the program was held: %
EDUCATIONAL PROGRAMMING TOPIC:
DATE OF EDUCATIONAL PROGRAM:
DETAILED DESCRIPTION OF EDUCATIONAL PROGRAM:
OGL EVALUATION:
POINTS:
2.VALUES-BASEDNEW MEMBER EDUCATION PROGRAM (20 POINTS)REQUIRED
The chapter should have submitted, for approval, a 2016 values-based New Member Education Program that follows the guidelines provided by the Office of Greek Life for each semester, spring and fall.
Spring 2016 New Member Education Program: Due March 15, 2016
Fall 2016 New Member Education Program: Due April 11, 2016
a.SPRING 2016 – 10 POINTS
NEW MEMBER EDUCATION PROGRAM - REQUIRED
DEADLINE: MARCH 15, 2016
OGL EVALUATION:
POINTS:
a.FALL 2016 – 10 POINTS
NEW MEMBER EDUCATION PROGRAM - REQUIRED
DEADLINE: APRIL 10, 2016
OGL EVALUATION:
POINTS:
DO NOT WRITE IN THE BOX BELOW
SECTION III SCORE: POINTS:
IV.PHILANTHROPY 30 POINTS - REQUIRED
The chapter should establish a philanthropy goal for 2016. The chapter must document all of the philanthropy projects using the philanthropy registration forms available from the Office of Greek Life.
A TOTAL OF 30 POINTS CAN BE EARNED BY THE CHAPTER BEING INVOLVED IN PHILANTHROPY PROJECTS.
NOTE: Your chapter may not earn philanthropy project points for participating in another fraternity or sorority philanthropy project.
POINTS CALCULATIONS:
The points for each category are earned based on Average Dollars Earned Per Member. For example, at the end of 2016, if a chapter has earned a total of $2,000 for philanthropy and the chapter has an average membership roster between the spring 2016 and fall 2016 semesters of 100 members, the number of points earned may be calculated as follows: $2,000 / 100 = $20.00 per member or 20 points.
PROJECT DEADLINES:
SPRING 2016: APRIL15, 2016
FALL 2016: NOVEMBER 11, 2016
Use the space provided below to summarize philanthropy projects completed during the 2016 year:
SPRING 2016: PHILANTHROPY PROJECTSDATE / PROJECT / AMOUNT
SPRING 2016 PHILANTHROPY TOTAL / $
2016: PHILANTHROPY PROJECTS
FALL 2016: PHILANTHROPY PROJECTSDATE / PROJECT / AMOUNT
FALL 2016 PHILANTHROPY TOTAL / $
PHILANTHROPY SUMMARY
PHILANTHROPY DOLLARS RAISED IN SPRING 2016:
PHILANTHROPY DOLLARS RAISED IN FALL 2016:
GRAND TOTAL OF PHILANTHROPY DOLLARS RAISED IN 2016:
AVERAGE NUMBER OF MEMBERS AND ASSOCIATES IN 2016:
AVERAGE DOLLARS PER MEMBER IN PHILANTHROPY:
OGL EVALUATION:
POINTS:
V. COMMUNITY SERVICE 40 POINTS -REQUIRED
The chapter should establish a community service goal for 2016. The chapter must document all of the community service projects using the community service registration forms available from the Office of Greek Life.
CATEGORY ONE COMMUNITY SERVICE:
A TOTAL OF 30 POINTS CAN BE EARNED BY THE CHAPTER BEING INVOLVED IN COMMUNITY SERVICE PROJECTS.
POINTS CALCULATIONS:
Divide the total number of community service hours accumulated by the average number of members in the chapter.
For example, at the end of 2016, if a chapter had 90 members in the fall and 110 members in the spring and completed 2400 total community service hours: 90+110=200/2 = Average of 100 members during the year. 2400 hours/ 100 = 24 points in Category 1.
CATEGORY TWO COMMUNITY SERVICE:
A TOTAL OF 10 POINTS CAN BE EARNED WHERE THE CHAPTER MAKES A DONATION AND/OR PARTICIPATES IN ANOTHER FRATERNITY OR SORORITY PHILANTHROPY PROJECTS OR PARTICIPATES IN A PANHELLENIC UNITY PROGRAM AND/OR PANHELLENIC SPONSORED EVENT OR PROGRAM.
POINTS CALCULATIONS:
Divide the total number of dollars paid to participate in other chapters’ philanthropy events by 1.25*average number of members to calculate number of points in Category 2 Community Service.
For example, at the end of 2016, if a chapter of 100 members has participated in 5 philanthropy events for other chapters, each costing $200 to participate in: $1000/125=8 points in Category 2.
PROJECT DEADLINES:SPRING 2016: April 15, 2016
FALL 2016: November 11, 2016
- CATEGORY ONE COMMUNITY SERVICE
SPRING 2016: CATEGORY ONE PROJECTS
DATE / PROJECT / AMOUNT
SPRING 2016 CATEGORY ONE TOTAL / $
FALL 2016: CATEGORY ONE PROJECTS
DATE / PROJECT / AMOUNT
FALL 2016 CATEGORY ONE TOTAL / $
CATEGORY ONE SUMMARY
SPRING 2016: CATEGORY ONE COMMUNITY SERVICE HOURS:
FALL 2016: CATEGORY ONE COMMUNITY SERVICE HOURS:
TOTAL CATEGORY ONE COMMUNITY SERVICE HOURS:
AVERAGE NUMBER OF MEMBERS AND ASSOCIATES IN 2016:
AVERAGE NUMBER OF CATEGORY ONE HOURS PER MEMBER IN 2016:
- CATEGORY TWO COMMUNITY SERVICE
SPRING 2016: CATEGORY TWO PROJECTS
DATE / PROJECT / AMOUNT
SPRING 2016 CATEGORY TWO TOTAL
FALL 2016: CATEGORY TWO PROJECTS
DATE / PROJECT / AMOUNT
FALL 2016 CATEGORY TWO TOTAL
CATEGORY TWO SUMMARY
SPRING 2016: CATEGORY TWO COMMUNITY SERVICE HOURS:
FALL 2016: CATEGORY TWO COMMUNITY SERVICE HOURS:
TOTAL CATEGORY TWO COMMUNITY SERVICE HOURS:
AVERAGE NUMBER OF MEMBERS AND ASSOCIATES IN 2016:
AVERAGE NUMBER OF CATEGORY TWO HOURS PER MEMBER IN 2016:
GRAND TOTAL OF COMMUNITY SERVICE HOURS COMPLETED IN 2016:
OGL EVALUATION:
POINTS:
DO NOT WRITE IN THE BOX BELOW
SECTION IV SCORE: POINTS:
VI.PANHELLENIC ASSOCIATION INVOLVEMENT & UNITY: 110 POINTS - REQUIRED
1.PANHELLENIC UNITY
A total of 70 points can be earned in this section. In order to earn the points for this section, the chapter will be required to complete a series of tasks throughout the year that promotes Panhellenic Association unity and fellowship between all chapters.
Part One: A chapter must attend and participate in at least two other sorority philanthropy events during the spring 2016 and fall 2016 semesters for a total of four events. The chapter will receive community service credit for participating in another sorority’s philanthropy.
Part Two: A chapter must participate in at least two organized Sorority Swap eventsper semester.
Part Three: A chapter must send the required number of members to the spring and fall Greek Days of Service, as determined by the Panhellenic Vice President for Philanthropy.
Part Four: A chapter must send the required number of members to the Panhellenic Association Badge Day event during the spring 2016 semester and the Panhellenic Pride Week during the fall 2016 semester.
2. PANHELLENIC INVOLVEMENT
A total of 40 points can be earned in this section. In order to earn the points for this section, the chapter will have had to accomplish the following expectations:
Participate, as a chapter, in the activities, programs, and events outlined in this section
Complete the required documentation for each activity, program, and event
All documentation will require the approval of the Office of Greek Life and the Panhellenic Council’s Vice President for Programming.
SPRING 2016 PANHELLENIC UNITY EVENTS
EACH PART IS WORTH 10 POINTS
Part One: Philanthropy Event Attendance and Participation - 10 Points
a.Which sorority’s philanthropy event did you chapter attend?
Date of the sorority’s philanthropy event?
Did your chapter complete a Community Service Project Report form? Yes No
b.Which sorority’s philanthropy event did you chapter attend?
Date of the sorority’s philanthropy event?
Did your chapter complete a Community Service Project Report form? Yes No
OGL EVALUATION:
POINTS:
Part Two: Sorority Swap Events - 10 Points
a.Which sorority were you paired with for your first Sorority Swap of spring 2016?
Date of the event:
Detailed description of the event:
b.Which sorority were you paired with for your second Sorority Swap of spring 2016?
Date of the event:
Detailed description of the event:
OGL EVALUATION:
POINTS:
Part Three: Spring Day of Service - 10 Points
a.Did your chapter complete a Community Service Project Report form to confirm your chapter’s attendance at this event?
Yes No
OGL EVALUATION:
POINTS:
Part Four: NPC Badge Day - 5 Points