Instructions for Preparing the Annual Report

Due Monday, May 5, 2008

In order to assist you in developing your Annual Report, we have developed this information and instruction packet. Read this information and carefully follow the instructions. If you have questions, feel free to contact OFSA.

General Instructions

• There are eight (8) categories that make up the Annual Report. Each chapter must complete all eight categories.
• Describe only events that occurred between August 1, 2007 and May 5, 2008.
• Annual Reports are due to OFSA by 5:00 PM on Monday, May 5, 2008. No extensions will be granted.
• Chapters that fail to submit the Annual Report on time will be fined $500.00. In addition, the chapter will forfeit eligibility for Programming Achievement Awards and the Chapter Excellence Award.

Notebook Set-Up

• Annual Reports are to be submitted in a three-ring binder. Chapters must submit two (2) complete copies of the Annual Report. Both must be submitted on May 5, 2008. Place both copies in the same binder.
• Advisor Verification Form: This form is to be completed by your chapter advisor. This form must be included in the Annual Repot before it will be reviewed and scored.
• Checklist Page: filled out completely and accurately.
• Supporting Documentation: labeled and placed in the correct order.
• Each completed category (checklist page followed by supporting documentation) should be separated by a tabbed divider.

Checklist Forms

• There is a checklist form provided for each of the eight categories. Each checklist has a series of questions designed to highlight the ideal chapter program.
• Each checklist form has two sections. (1) Re-registration Questions and (2) Awards Questions.
• All chapters are REQUIRED to complete section one (Re-registration Questions) for each Category.
• Section two (Awards Questions) is optional. Chapters wishing to be considered for the Chapter Excellence Award and the Chapter Achievement Awards should complete section two.
• Respond to the questions in the following manner:
  Place an "X" on the line next to each criteria question if it is something that your chapter does. In addition, provide supporting documentation for each statement. Clearly reference the exact location of the documentation on the "Documentation" line. Do not retype these questions.

Supporting Documentation

• Supporting documentation should be placed immediately behind each Checklist Form.
• Supporting documentation should clearly show proof the chapter completed each question. Supporting documentation can come in many forms: letter from your chapter advisor, letter from a regional advisor, minutes of meetings, thank you letters, photos, printed programs, e-mail messages, flyers and so on. Be creative, but not inventive.
• Do not include material unless it is in support of a specific question.
• Supporting documentation may be used for more than one question. Simply indicate where the documentation can be found.
• If a job description is requested, it should be copied from the chapter's constitution/by-laws and located in the appropriate section.
• The judges will have a limited amount of time to try and locate your documentation. If the supporting documentation is not well organized, the judges will be unable to give your application the points you may deserve.
• If you see "Verified by OFSA", do not submit any documentation.

Evaluation

• The judges will evaluate each category and make their final decisions in advance of the annual Greek Awards Ceremony.
• The judges will review the responses to the statements looking particularly for information that establishes the quality of programming in the category. Clarity regarding new programs, improvements, and supporting documentation assists in making judging less subjective. Judges will consider neatness, simplicity and clarity. Do not depend on elaboration, expensive decoration, or exaggeration to make your case.
• In as much as individual knowledge of chapters vary; only material submitted is used in evaluating the entry.