Reporting Guidelines

Please click on a category regarding reporting requirements.

President

Chapter President
Monthly Written Report - overall evaluation of your chapter/colony, including mood and attitudes. Evaluate how your chapter is functioning in terms of teamwork, motivation, and member involvement. This report should be written in a narrative format (do not use any of the report forms). Please indicate any needs or concerns you have as President.

TEAM: Operations

Vice President of Operations
Monthly Written Report - overall evaluation of the Operations team area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Each month, a different team member writes the report. Indicate any needs or concerns the team has regarding chapter management, finances, correspondence and risk management. Leadership Team meeting minutes - due monthly.
Collects and submits all reports to the International Office by the 10th of the month.

Director of Finance:

Treasurer's Report Form - for housed or non-housed chapters/colonies as applicable.
Semester/Quarter Budgets - due at the beginning of each semester/quarter.

Inactive Roster - as needed. Coordinate the Inactive Roster with the Recording Secretary. Refer to you policy manual for inactive status guidelines. Your "per capita" bill is calculated using this. It is imperative that copies of the Inactive Roster be given to the President and the Recording Secretary and kept in your notebook.

Recording Secretary:

Weekly Meeting Minutes - due monthly for chapter meetings
Rosters - due at the beginning of each term: Leadership Team Roster, Active Roster, Inactive Roster, Senior Member Roster, and New Member Roster. The Leadership Team Roster should be filled out completely and sent in every time there is a change in officers. Rosters are due at the beginning of each quarter/semester. Watch the permanent forms binders for deadlines.

DPhiE Information Sheet - See permanent forms binder for due date

Advisor's Information Sheet - This form is due at the beginning of every quarter/semester. See permanent forms binder for due date. Additionally, this form should be sent in every time there is a change in advisors.

Transferring/Non- Continuing Roster - due at the beginning of every semester/quarter.

TEAM: Programming

Vice President of Programming
Monthly Written Report - overall evaluation of the Programming team area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Each month, a different team member writes the report. Indicate any needs or concerns the team has regarding chapter fundraising, philanthropy, community service, or intramural sports.

TEAM: Recruitment

Vice President of Recruitment
Monthly Written Report - overall evaluation of the Recruitment team area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Each month, a different team member writes the report. Indicate any needs or concerns the team has regarding chapter recruitment, public relations, and overall chapter image.

Pre-recruitment Reports - prepare in conjunction with Coordinators of Structured and Unstructured Recruitment. Refer to your Recruitment manual for format.

General Recruitment Statistics Form - due immediately upon the conclusion of both structured and unstructured recruitment periods. This form can be found in your Recruitment Manual.

As soon as structured and/or unstructured recruitment is over, call your Membership Recruitment Advisor and Kathy Deppe, Director of Alumnae and Chapter Development at the International Headquarters at 314.275.2626, ext. 25, with the number of women who accepted bids to membership and general system-wide recruitment statistics (i.e., quota, other chapter's stats, etc.)

TEAM: Membership Development

Vice President of Membership Development
Monthly Written Report- overall evaluation of the Membership Development team area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Indicate any needs or concerns the team has regarding membership development, programming and its effectiveness; the New Member education process; and alumnae programming and relations.
VPMD Monthly Report Form - summarizing interest, involvement, concerns, and plans for the future. Attached to this monthly report should be the "Pearl Experience Planning and Resources Reports" that must be completed for every Pearl Experience.

Coordinator of New Member Education:

Planning Report- due one month before New Member Ritual. This must include a copy of the chapter/colony's New Member Orientation program.

New Member Information Sheets - must be filled out completely and returned to the DPhiE International Office 48 hours after the New Member Ritual is performed (along with payment in full for the DPhiE International New Member fees). This form must accompany all pin orders.

Progress Report - due at the mid-point of the New Member Orientation program to update the status of the program.

Permission to Install - is due THREE weeks prior to the scheduled initiation date (along with payment in full for the DPhiE International Initiation fees and the Goose Creek Form).

Goose Creek Certificate Form - due three weeks prior to the planned initiation date; MUST be typed; see the "Procedures for New Member Educators" sheet in the New Members Educator's Packet (along with the Permission to Install and initiation fees).

Final Report - this is due immediately after the New Member Orientation program is completed. This should summarize the remainder (last three weeks) of the New Member Orientation program.

Wrap-Up Report - due at the end of each semester and should summarize the entire New Member Orientation program, including strengths, concerns, highlights, etc. This should be used as an evaluation of the New Member Orientation program.

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TEAM: Academic Affairs

Vice President of Academic Affairs
Monthly Written Report - overall evaluation of the Academic Affairs area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Indicate any needs or concerns the team has regarding academic affairs, chapter social programming, senior programming issues, and special events.
All Scholarship Forms can be found in your Academic Resource Guide permanent forms binder.

DPhiE Scholarship Information Report - see permanent forms binder for due date. Due each quarter/semester for the quarter/semester immediately preceding.

Leadership Team Waiver Form (use Executive Board Waiver Form) - due prior to elections if needed.

Leadership Team Grade Report (use Executive Board Grade Report) - see for due date. Due each quarter/semester for the quarter/semester immediately preceding. Please include officer names and titles.

Individual Grade Report - see permanent forms binder for due date. Due each quarter/semester for the quarter/semester immediately preceding.

Academic Achievement Contract - must be signed by every sister each quarter/semester and sent to the International Office.
Information about your chapter or colony's scholarship program or any incentives/awards you use
are due twice a semester - these reports are due on October 10, December 10, March 10, and May 10.

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TEAM: Member-at-Large

Member-at-Large
Monthly Written Report - overall evaluation of the Member-at-Large team area, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Indicate any needs or concerns your team has chapter issues, moral, or standards. Any Standards Board meetings minutes should be sent in with the monthly report.

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TEAM: House Management*

*OPTIONAL - - ONLY FOR CHAPTERS WITH OFFICIAL DELTA PHI EPSILON HOUSING UNITS
Vice President of House Management
Monthly Written Report - overall evaluation of the management of the housing unit, including how team is functioning. This report should be written in a narrative format (do not use any report forms). Indicate any needs or concerns your team has regarding the management of the housing unit.
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