reporting

[shadokat]

How do national fraternities and sororities deal with submitting reports to the international Headquarters? How are the reports disseminated to the proper people who are working with chapters? I'm just curious as to the systems you all have in place, as ours sorta sucks!

[PenguinTrax]

ZTA send bulk mailings out to chapter presidents who are responsible for delivering the proper forms to the proper officers and/or committee chairs. There are also bulk mailings sent to alumnae officers (Province, District, and Alumnae Presidents). Bulk mailings are usually sent quarterly.

Barbara

[aopirose]

AOII uses a system called Alpha Link. Reports can be uploaded and downloaded on a secure internet site. When reports are submitted, they go directly to TPTB based on a code.

As with ZTA bulk mailings are also used.

AGD also uses bulk mailings.

Most of our paperwork goes directly to our respective Province Directors and Risk Management Specialist.

Next year, the AGD website will have a feature that will allow us send our chapter reports online. We're all excited about it!

[AlphaChiGirl]

I think a lot of the most important forms can be downloaded, while others were sent. I got a lot of forms sent to me while I was VP-Recruitment, and I could download them as well.

[shadokat]

Ok, so you have your report forms and such now. How do you go about submitting them to the HQ? Our group does all of this via email, but that ends up being a problem because some people can't deal with attachments.

[SilverTurtle]

Our GLO used to use primarily mailings. We are gradually putting all of our forms online (we have a members only section on our web site). You don't have to download and email them... you can actually fill them out and submit them online... they get forwarded to the appropriate national officer.

We'll still send the hard copy forms out if chapters request them.

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SilverTurtle

Phi Beta Fraternity: National Professional Association for the Creative & Performing Arts

[Dianne]

I'm also in ZTA. Once we get the bulk mailings, and the forms get to the right officers and committee chairs, we just have to mail them back to International Office. To be safe, we give a copy to the chapter president, the chapter advisor, and our Province President. That way, if the report doesn't get to IO, we have proof that we actually did send it!

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"Seek the noblest."
Zeta Love! <3

[shadokat]

So from the majority of posters, I guess you are all still doing your "sending to HQ" via regular old mail. That's what I needed to know. We are doing electronic mail, which is good, but has its kinks. If anyone's using electronic mail, I'd love to hear your thoughts and experience.

[AngelPhiSig]

Phi Sig uses a CD ROM where we fill out a form, then print it, and then send it... its confusing and a long process when you used to just hand fill out a form and mail it in!!!
<3 Ali

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"...A dynamic sisterhood of powerful and passionate women maintaining uncompromising principles, igniting positive change, and embracing individuality!"

Phi Sigma Sigma - Gamma Gamma Chapter
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1-9-4-6 Doohretsis!

Tau Beta Sigma - Delta Omicron Chapter
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Go Golden Chickens! I mean EAGLES!

There are only a few good things that came out of Clarion- Chris Kirkpatrick of NSync, Kurt Angle (Pre WWF!) and any PHI SIGMA SIGMA!

[shadokat]

So NOBODY does electronic submission? Gosh, isn't that silly

[Kapsig1]

Shadokat,

Kappa Sigma has basically asks its chapters to send in a Fall and Spring reporting book. It's basically a small booklet that includes ALL the reports for the chapter. While it can be some work, it puts everything in one place, so it's REAL obvious if something needs to be done. It has worked quite well since we made the move about 5 years ago. There is a hefty fine for not reporting, but no more that the sum of all the old fines for the individual reports.

We are developing the ability to submit online, should be ready this year. Quite cool in the demos!

Brad

Originally posted by shadokat:
How do national fraternities and sororities deal with submitting reports to the international Headquarters? How are the reports disseminated to the proper people who are working with chapters? I'm just curious as to the systems you all have in place, as ours sorta sucks!

[MooseGirl]

Our chapter uses email to report! I'm phi sig too, so it has been our savior that central office created our reports in a format they can open. It is so much better...our report compliance is way up. and since we are a canadian chapter, we save on postage(esp since reports were often lost in the mail so we'd have to copy and resend)

now there's no more fuss...except for the 1 or 2 officers that don't have computers at home

Jen

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Delta Epsilon -
Phi Sigma Sigma

[KSigkid]

At least for Kappa Sigma, the reports are sent directly to the Secretary of the chapter, as he is going to be the one to do most of the work. Some of the forms are available online, but basically the secretary recieves the paperwork, gets it out to the right people, does his stuff, gets the info back from everyone else, and sends it in. Takes a while, but the system is run pretty well - we get the paperwork in plenty of time, and have plenty of time to fill it out and get it back into our national headquarters.

[MenaceKiller]

Lambda Sigma Pi is moving to an online forum format (just like Greekchat, except it's internal). As soon as it's implemented and selected moderators are in place, we don't forsee too many problems as long as people are computer friendly -- just go online, be confirmed that you're an officer, and here you go, billions of pages of reading material for your bedtime.

-MK