Award - Process Timeline, Submission Fee, Award Entry Form……………….…………………………………………………………………….….……11 Trophy Information, Scrapbook Guidelines Frequently Asked Questions (FAQs)……………. ……………………………………………………………………………………….…….…..…………….…16

Trophy Information

1. Two trophies will be awarded per award category: First Place and Second Place. 2. In the event of a tie, two trophies will be awarded for that place. The scores have been rounded to the fourth decimal place. 3. The scrapbook MUST receive a minimum score of seventy-five (75) points to win a trophy. This is the final score after any penalties have been assessed. 4. A Certificate of Participation will be awarded to each entry. 5. A Certificate of Appreciation will be awarded to each Soror serving as an award judge.

Scrapbook Guidelines

Based on feedback request from chapters to improve their future award submission, the Awards Committee has found the most common reasons chapters receive deductions: ● Noncompliance with the judging criterion (published in Award Booklet) ● Using documentation that is outside the scope of the timeframe (items from the year before) ● Missing information ● Written summary and / or other information too small to read ● Insufficient information ● Some pages have too much information, difficult to understand ● Using a background that makes reading the text difficult ● Journaling without supporting documentation

Scrapbook Guidelines

The following guidelines for the submission of scrapbooks must be followed: 1. SUBMIT NO MORE THAN ONE (1) SCRAPBOOK PER CATEGORY except for the Great Lakes Rise Up Honey Do award. FIVE (5) points will be DEDUCTED if multiple scrapbooks are submitted for a category. 2. The size of a scrapbook must not exceed the dimensions 18 inches by 20 inches. This applies to the scrapbooks that are only displayed at the Regional Conference. 3. Only activities and documentation covering the time period from January 2021 to December 2021 shall be considered.

NOTE: The only exceptions to this policy are the awards which have their specific timeframe included in the award criteria.

4. The format of the scrapbook should be organized in the same sequence as the criteria for each award category. 5. The following information is to be included in the design of the cover of your scrapbook: 1) name of the award 2) name of chapter, and name of Soror if applicable. 6. For essays, the cover page should include the name of the soror submitting the essay and her chapter. 7. Documentation in the scrapbook may include newspapers and magazine articles, calendars, letters on official letterheads, pictures, event programs, etc. 8. Documentation is to be limited to no more than the number of pages listed below. However, since some of the criteria will require less than one page, the GL Regional Awards Committee has developed the table listed below as guidance. The chapter determines how to allocate the number of pages. These number of pages excludes divider and title pages. As a reminder the information on the divider and title pages won’t be considered in the evaluation, but may provide a roadmap for highlighting the information included in the scrapbook.

Name of Great Lakes Regional Graduate Award RECCOMMENDED PAGES (excludes divider and title pages)

Margaret Davis Bowen – Outstanding Graduate Basileus

Mattie D. Jackson – Helping Hand Beulah T. Whitby Award – Outstanding Graduate Chapter

Wilbretta P. Johnson – The Great Communicator

Ruth M. Thomas Hargrave – Focus on Youth

Fanette B. Norris – Outstanding Graduate Advisor

LaRue Frederick – Outstanding Graduate Soror

Eva L. Evans – Graduate/Undergraduate Relations Madelyn M. Hairston Giddens –Caring and Sharing Gloria Stephens Smith – Political Impact Emma Lilly Henderson – International Program

Phyllis E. Robinson – Outstanding Newsletter

Patricia A. Petty Wilson Exhibit – Exemplary Chapter Activities

Rachel Ashburn Mallory – Outstanding Membership Pamela L. Redden – Outstanding Silver Star Schylbea J. Hopkins – Golden Soror of the Year

Charlene Truitt Nelson - Outstanding Graduate Website

Toni S. Kendrick – Mentoring Carrie J. Clark – Pearl Soror of the Year Great Lakes Connection – AKA Connection General Member Exemplary Recognition Great Lakes Rise Up Honey Do

27 Pages per year in office 15 48 30 21 21 27 21 9

30 30 Actual chapter monthly (10) newsletters will be evaluated. All newsletters are required to be in one pdf document. Multi-media/videos (up to 10 minutes) 24 27 15 Actual website will be evaluated 15 27

12 27 24

Name Great Lakes Regional Undergraduate Award RECCOMMENDED PAGES (excludes divider and title pages)

L. Pearl Mitchell – Outstanding Undergraduate Chapter

Thelma C. Hollis – International Program

Altha C. Brown – Outstanding Undergraduate Basileus

Laura T. Lovelace – Outstanding Undergraduate Soror Bernice I. Sumlin – Outstanding Individual Cumulative Grade Point Average

Bernice I. Sumlin – Outstanding Chapter Semester Average

Irene Graves – Focus on Youth

Juanita Davis Webster – Political Impact

Great Lakes Connection Award – AKA Connection

Ann Colbert Battles – Helping Hand

Bella Gilchrist Parker –Outstanding Essay

Patricia A. Petty Wilson Exhibit – Exemplary Chapter Activities

Rachel Ashburn Mallory – Outstanding Membership

Carrie J. Clark Rise Up Undergraduate Soror

51

30

27 Pages per year in office

30

Soror must email letter indicating the submission Chapter Basileus must email letter indicating the submission 21

30

12

15

At most five (5) pages Cover Page must include the Soror’s Name and Chapter Multi-media/videos (up to 10 minutes)

27

21

Journaling Guidelines

NOTE: Narrative booklets are NO longer required. Requirement: Journaling on the pages within a scrapbook replaces the submission of separate narrative booklets. Journaling is a convenient way to guide the reader of one’s scrapbook through the story the person is telling in the pictures selected for the scrapbook. Through the art of journaling, it is possible to describe, explain or accent the photographs and artifacts on each scrapbook page.

Submission of Awards Materials

The policies for the submission of materials are as follows: 1. All entries must be uploaded according to the established due date in the appropriate format. 2. A Dropbox link will be provided. 3. The completed scrapbook must be submitted as one pdf document. This also applies to the newsletter submissions. All ten newsletters must be submitted as one pdf document. The timeframe should be indicated if not monthly, so that the judge is aware of the number of newsletters to be reviewed. 4. The soror submitting the award for the chapter is certifying that the entry is completed and has been approved by the Chapter.

FrequentlyFrequently AskedAsked

QuestionsQuestions

Frequently Asked Questions

1) How do you count the number of pages in the scrapbook? Ø Pages are counted front and back, so one sheet equals two pages Ø The cover page, inside front cover, inside back cover and back cover do not count as pages Ø Divider pages do not count in your pages counts. Divider pages shouldn’t include information that is considered as meeting the criteria for the award. Divider pages aren’t evaluated. 2) How do you determine the number of allowable pages? Ø Suggested number of pages are included as follows: Regional Graduate awards – page 13; Regional Undergraduate awards – page 14; and Excellence International Programs awards – page 65. The chapter determines how to allocate their documentation on the pages.

3) What are the awards requirements for the Regional Director Rise Up award? Ø The chapter must submit at least one regional award (which are named after the prior Great Lakes Regional Directors) and one Excellence International Program award (which includes one of the Targets or the Overall Excellence Achievement Award). Ø This information is sent directly to the chapters by Madam Regional Director.

4) Do I need to attend training? Ø Training is optional; however, by participating in the evaluation process, the Soror is certifying that she understands how to execute her responsibilities. Ø Training information is sent to the soror volunteering to serve as a judge, so that she may review the information and ask any questions during the training.

5) What time do I need to arrive to perform my duties as a judge? Ø Judges have from 8:00 am – 6:00 pm to complete their assignment. All assignments must be completed by 6:00 pm. At 6:00 pm scrapbooks will be assigned to another judge.

6) When should I inform the Great Lakes Regional Awards Committee (GLRAC) if a soror is no longer able to serve as a judge? Ø Notification should be communicated as soon as a change is known but no later than February 3, 2022.

7) When should the chapter inform the GLRAC if there is a change to the chapter’s awards submission? Ø Changes should be communicated prior to February 3, 2022.

8) When are the judges’ assignment completed? Ø Judges will receive their judging assignments by February 26, 2022.

Frequently Asked Questions (Cont.)

9) Who should judges communicate that they have completed their judging assignment? Ø Sorors should send an email to the Chapter Awards Chairman unless indicated differently by the chapter. The Chapter Awards Chairman should send an email to glrcjudges@gmail.com indicating that chapter Sorors have completed their judging assignments.

10) Should the judge provide comments on the evaluation sheet? Ø If points are deducted, then the reason for the deduction should be included on the evaluation form, not in Dropbox.

11) Who validates that the scrapbooks are the appropriate size? Ø Great Lakes Regional Awards Committee validates the size of the scrapbook. Judges are responsible for validating the number of pages.

12) What is the timeframe for the awards? Ø Chapter awards – January – December 2021 Ø Basileus – time in office Ø Outstanding Graduate Soror – timeframe as a Graduate Soror Ø Outstanding Undergraduate Soror – 2019-2021 Ø Outstanding Silver Star – three years preceding the award submission Ø Golden Soror – five years preceding the award submission Ø Pearl Soror – the past fifteen (15) years

13) What information is required by the awards deadline date? Ø Online form submission that includes chapter contact information, judges contact information, awards category and payment – All information by the deadline.

14) What is the ratio between the number or awards submission and judges? Ø The ratio is 1:1. The chapter must submit a judge for each award submitted to avoid points being deducted. However, as there is always a need for additional judges, more names may be submitted by sending the soror’s contact information to glregionalawards@gmail.com.

15) If the chapter changes the number of awards does this automatically change the number of judges? Ø No, the change in the number of judges must be discussed with the GL Regional Awards Chairperson. The impact on the judges’ assignment will need to be reviewed.

16) How do I submit the payment for the awards? (Applies to both graduate and undergraduate chapters) Ø Online – Login to the Ivy Boutique i. Select GLRC First Award Graduate - $50.00 (Graduate Chapter) ii. Select GLRC First Award Undergraduate - $30.00 (Undergraduate Chapter) iii. GLRC – Additional award -$10.00. Enter the number of additional awards being submitted. Ø Mail a check to Regional Pecunious Grammateus i. Payable to - Alpha Kappa Alpha Great Lakes Region ii. Soror Wilma Dixon Great Lakes Regional Pecunious Grammateus P.O. Box 70625 Rochester Hills, MI 48307

17) When are the trophies for the awards presented? Ø Graduate Regional Awards – View Conference Schedule Ø Undergraduate Regional Awards – View Conference Schedule Ø International Awards – International Program Presentation at Plenary Session – View Conference Schedule Ø First Place – Outstanding Graduate and Undergraduate Soror, First Place Outstanding Silver Star, First Place Pearl Soror of the Year, First Place Outstanding Golden Soror, and Great Lakes Rise Up “Honey-Do of the Year – Formal Banquet

18) What is the process for dropping off the scrapbook for the awards? Ø Chapters will receive an email with the DropBox link to upload the scrapbooks

19) What is the process if there is a tie? Ø If there is a tie, then multiple trophies are presented. After the trophy is ordered, it will be mailed to the chapter.

20) What is the process for assigning judges? Ø The main factor is that sorors aren’t assigned to judge awards for any category submitted by their chapter of the same size

21) Who should be contacted regarding questions related to the awards? Ø Great Lakes Regional Awards – Soror Rhonda Barnes Orr, Great Lakes Regional Awards Chairperson –glregionalawards@gmail.com or 248.613.0340 Ø International Awards – Soror Angela Reed, Great Lakes Representative to the International Program Committee- angelareed@gmail.com or 269.599.4636 Ø Technical (issues with on-line form or website) – akaglr.techhelp@gmail.com

22) Where can I find the awards criteria information? Ø All information related to the awards is included in the awards booklet. The awards booklet contains all the information related to the Regional and Excellence awards.

23) What are the chapter size categories? Ø Regional Awards i. Graduate Chapters – Small (8-50), Medium (51-130), Large (131-200), and Extra Large (201+) ii. Undergraduate Chapters – Small (10 or fewer), Medium (11-20), Large (21-30) and Extra Large (31+) Ø International Awards i. Graduate Chapters - Small (75 or less), Medium (76 to 200), and Large (201+) ii. Undergraduate Chapters – Small (30 or less), Medium (31 to 50), and Large (51+)

24) Is it possible for chapters to receive feedback related to their score to assist with the development of the next year’s scrapbook? Ø Chapter Basilei may request feedback and if feedback has been provided by the judge, it will be summarized and provided. Judges’ information won’t be provided with the feedback. Chapters won’t receive information related to who conducted the evaluation of their scrapbooks.

25) What document is used by the judges to perform the evaluation of the scrapbooks for the awards? Ø Judges use the same form that is provided in the awards booklet. Most judges follow the form to evaluate the awards, so the scrapbooks should be created in the same order as the criteria.

26) What is the process and payment for the Bernice I. Sumlin awards? Ø Undergraduates no longer have to submit an official transcript for the Bernice I. Sumlin awards. The official transcripts already provided to the region will be reviewed for those undergraduate and chapters that submit for the awards. Ø There is no fee for the Bernice I. Sumlin awards if the chapter has submitted two other awards.

27) What is new this year? i. New Award - Great Lakes Rise Up Honey Do ii. New Award- General Member Exemplary Recognition iii. New award - Carrie J. Clark Pearl Soror of the Year iv. New Award - Carrie J. Clark – Rise Up Undergraduate Member v. New - Charlene T. Nelson – Outstanding Undergraduate Website vi. New - Both graduate and undergraduate chapters submitting for the Eva L. Evans –Graduate/Undergraduate Relations will receive a trophy vii. Revision - University based activities will be included as community- based activity viii. Revision - A “Haze Free” environment will be expanded to include activities beyond the MIP.