PREFACE
Alpha Phi Alpha Fraternity, Inc. has established practical guidelines and procedures for establishing new chapters and reactivating de-chartered Chapters. It ensures that each Chapte r in the organization is positioned for progress. Data collection and strategic planning processes enable the Fraternity to make operational and programmatic decisions that allow new and re-chartered Chapters to advance the Fraternity’s mission to develop leaders, promote Brotherhood and academic excellence, while providing service and advocacy for our communities. The guidelines and procedures provided in this docu ment align with Alpha Phi Alpha Fraternity, Inc.’s Strategic Plan Goal 2: To effectively and efficiently manage membership intake, retention, training and development, and chapter operations.
The review and approval process fo r new and re-chartered Chapters is based on the characteristics and resu lts of today’s high-achieving Alpha Chapters, it is structured to support Alpha Phi Alpha’s ongoing efforts to develop Fraternity-wide standards of accountability and quality assurance as cornerstones in Chapter management, membership development, and community service.
1. College Chapters, new or reactivated, must demonstrate a strong vital relationship with a local alumni chapter; and demonstrate that the demographics of the communi ty in which the campus is located and/or adjacent communities possess the membership potential to support the existence of a chapter.
2. Alumni Chapters, new or reactivated, must demonstrate that the demographics of the community or communities that it proposes to serve possess demographics (inactive brothers and potential qualified aspirants) to support the existence of a chapter.
TABLE OF CONTENTS
STEPS REQUIRED FOR NEW AND DE-CHARTERED CHAPTERS .....................................................................2
Step 1. The sponsoring alumni Chapter proof of status and participation........................................2
Step 2. The sponsoring alumni chapter must show proof of fiscal viability......................................2
Step 3. Sponsoring alumni chapter members selected to serve as advisors......................................3
Step 4. Provide rationale for requesting a charter............................................................................3
Step 5. A documented review of the minority enrollment history......................................................3
Step 6. Develop a five-year chapter operations plan.........................................................................4
Step 7. Memorandum of Understanding (MOU)...............................................................................4
Step 8. Letters of support...................................................................................................................4
Step 9. Provide verification that there are no outstanding financial obligations..............................5
Step 10. Provide status of the chapter seal, charter, and all additional artifacts...............................5
Step 11. Complete applications shall be submitted to the fraternity’s Executive Director.................5
Step 12. Recommendations by the District will be forwarded to the Regional Vice President...........5
Step 13. Recommendations by the Region will be forwarded to the Executive Director.....................5
STEPS REQUIRED FOR NEW AND DE-CHARTERED CHAPTERS .....................................................................6
Step 1. Member applicants must show proof status and participation..............................................6
Step 2. The proposed charter or re-charter members must provide a MOA.....................................6
Step 3. Provide rationale for requesting a charter or re-establishment a dechartered chapter........6
Step 4. A documented review of the demographics of the location of the proposed chapter.............7
Step 5. Develop a five year chapter operations plan.........................................................................7
Step 6. Letters of support...................................................................................................................8
Step 7. Provide verification that there are no outstanding financial obligations..............................8
Step 8. Provide status of the chapter seal, charter, and all additional artifacts...............................8
Step 9. Complete applications shall be submitted to the fraternity’s Executive Director.................8
Step 10. Recommendations by the District will be forwarded to the Regional Vice President...........8
Step 11. Recommendations by the Region will be forwarded to the Executive Director.....................8
Introduction
Chapters are essential to the life of Alpha Phi Alpha Fraternity, Incorporated. Partnerships, longrange planning, and purposeful execution of the Fraternity’s aims and ideals are crucial for forward movement.
Alpha Chapters must not only be bonded by fraternal ideas, but their members must also be financially astute, technically proficient in all aspects of management, and market-smart to help advance the Fraternity’s mission to develop leaders, promote Brotherhood and academic excellence, while providing service and advocacy for our communities.
The Charter application guidelines presented in this document reflects an understanding and commitment to the principles of accountability and quality assurance. Members and nonmembers alike are being held to higher standards of planning to:
1. Satisfy all financial obligations such as Chapter taxes, liability insurance fees and conference registrations;
2. Attract and develop members;
3. Execute National Programs (e.g., Project Alpha) and special projects (e.g., March of Dimes Walk) in a variety of urban, suburban and rural places; and
4. Ensure Brotherhood experiences that are built over and last a lifetime
This focus on excellence and achievement propels Alpha Phi Alpha Fraternity, Inc. and its members to greater heights. The application instructions are straightforward. They provide an easy step-by-step process for members and non-members to follow while acquiring the necessary information and contact persons to make a charter application for both new and dechartered Chapters.
Goals and Objectives
• To provide an outline to assist applicants in submitting a complete request for new charter or reactivation application.
• To provide criteria for Districts, Regions and the National Membership, Standards and Extensions Committees to properly evaluate the capacity of a proposed charter or reactivation to satisfy current and future financial obligations, retain and recruit members, and implement National Programs and special projects.
• New and/or reactivated College and Alumni Chapters must develop a chapter operations plan aligned to the fraternity’s strategic plan [template to be attached] with support of the Area and/or District leadership. The chapter operations plan must be submitted as a part of the application process.
College Chapters
The process outlined below must be used to complete charter applications for new and dechartered college Chapters.
Inquiries may come from Alpha Phi Alpha members, non-members and college/university administrators. All inquiries must be directed to the District Director. The District Director will certify that an application is complete and then forward each application to the Regional Vice President for review. The Regional Vice President will forward the application to the Executive Director with recommendations from the district and regional levels.
Note to Universities/Colleges
The interested group or group spon sor must locate an active Alumni Chapter in the area to be the sponsoring chapter for the petitioning group. The sponsoring alumni chapter must complete the application for chartering a new chapter or re-establishing a dechartered College chapter.
The host institution (working with an area alumni chapter) must provide documented evidence for the invitation or support of an Alpha Chapter on its campus through the form of a memorandum of understanding with Alpha Phi Alpha Fraternity, Incorporated. Finally, the institution must demonstrate its commitment to support fraternity representatives in conducting feasibility studies and other reviews (e.g., students’ scholastic performance) in an effort to determine if a charter is to be granted.
To obtain contact information for the District Director in your area, contact the Alpha Phi Alpha Fraternity, Inc., Director of Membership, 2313 Saint Paul Street, Baltimore, Maryland 21218-5211, (410) 554-0040 or visit the National website at www.APA1906.net.
Steps Required for New and De-Chartered Chapters
Step 1. The sponsoring alumni Chapter must show proof of the following:
a. Good standing with the corporate headquarters for a period of five consecutive years;
b. Registration and attendance at district conferences for three consecutive years;
c. Registration and attendance at regional conventions for two consecutive years; and
d. Registration and attendance to one general convention within the preceding three-year period.
Note, proof of registration and attendance may include convention/conference badges, registration receipts, verification letters from convention/conference officials, convention/conference minutes, etc.
Step 2. The sponsoring alumni chapter must show proof of fiscal viability for the previous three years, and have the ability to satisfy the financial obligations of the proposed chapter for the initial two years. The sponsoring alumni chapter must provide a memorandum of understanding (MOU) that details their commitment to satisfy the financial obligations of the proposed chapter for the initial two years.
Step 3. Sponsoring alumni chapter members selected to serve as advisors to the proposed chapter must show proof of the following:
• Good standing with the corporate headquarters for the previous two consecutive years.
• Alpha Advisor Certification (current);
• Registration and attendance at district conferences for the previous two consecutive years;
• Registration and attendance at regional conventions for the previous two consecutive years;
• Risk Management Certification (current); and
• Chapter Operations Training
Note, proof of registration and attendance may include convention/conference badges, registration receipts, verification letters from convention/conference officials, convention/conference minutes, etc.
Step 4. Provide rationale for requesting a charter (one page maximum). Any petitions, roster of potential applicants and list of undergraduate brothers in “good standing” attending the institution may be attached.
Step 5. A documented review of the male enrollment history by race/ethnicity and minority student success ratios at that institution shall be conducted. This review shall cover the previous seven year period. The review shall include the following:
• Demographic profile of the institution;
• Average grade point information for institution’s male population; and
• The institution’s academic, campus involvement and financial requirements for Greek-letter organizations.
If it is determined that findings from these studies are not conducive to the maintenance and survival of a college chapter, then the request shall be denied.
Step 6. Develop a five-year chapter operations plan to include the following:
• Membership recruitment and cultivation;
• Community Service
i. Methods to implement national fraternal programs
ii. Other programs, events, activities, etc
• Financial Forecast
i. Budget, to include
1. District, regional, and national taxes
2. Grand tax and reactivation fees if there are undergraduate brothers that plan on becoming active (to include chapter seal, fraternity constitution, etc.)
3. Liability insurance
4. Local campus NPHC or Greek Council dues
5. Anticipated costs for attending district, regional, and national convention
6. College or University reservation fees and facility usage costs in preparing for chapter meeting space and space for programs and events, as applicable
7. Cost of publicity and advertising of chapter events
8. Costs of implementing national programs and initiatives
9. Fundraising and revenue initiatives (i.e., grants, donations and contributions)
Step 7. Memorandum of Understanding (MOU)
• Hosting institution and Alpha Phi Alpha Fraternity, Inc.
• In instances where two or more accredited colleges join in the formation of the Alpha chapter, a memorandum of understanding (MOU) must be formulated between the participating institutions, and then with Alpha Phi Alpha Fraternity, Incorporated.
• The originals of the MOU shall be retained with the corporate headquarters, the participating institutions and the chapter involved. This entire process shall proceed only under the supervision of the nearest alumni chapter and Regional Vice President or his designee.
Step 8. Letters of support
• College/University
• Local sponsoring alumni chapter
• Area Director
• District Director at the Regional level
• Regional VP and Regional AVP at the National level
Steps 9 – 10 pertain to re-establishing dechartered chapters requests only.
Step 9. Provide verification that there are no outstanding financial obligations due to the National, Region, and District organizations.
Step 10. Provide status of the chapter seal, charter, and all additional artifacts. Document efforts to locate the referenced items.
Step 11. Complete applications shall be submitted to the District Director for review and certification of completeness. The DD or District Membership, Standards and Extension Committee shall review and make a recommendation regarding the charter.
Step 12. Recommendations by the District will be forwarded to the Regional Vice President or Region Membership, Standards and Extension Committee for review and recommendation to the Regional General Body.
Step 13. Recommendations by the Region will be forwarded to the Executive Director for review and the Executive Director will forward it to the National Membership, Standards and Extension Committee for final review and recommendation to the General Convention or Board of Directors.
Section II. Alumni Chapters
The process outlined below must be used to complete charter applications for new and dechartered Alumni Chapters.
Inquiries may come from Alpha Phi Alpha members only. All inquiries must be directed to the District Director. The District Director will certify that an application is complete and then forward each application to the Regional Vice President for review. The Regional Vice President will forward the application to the Executive Director with recommendations at the district and regional levels.
Steps Required for New and De-Chartered Chapters
Step 1. Member applicants must show proof of the following:
a. Good standing with the corporate headquarters for the previous three consecutive years.
b. Registration and attendance at the most recent district conferences and/or regional convention;
c. Risk Management Certification (current); and
d. Chapter Operations Training
Step 2. The proposed charter or re-charter members must provide a memorandum of agreement (MOA) that details their commitment to satisfy the financial obligations of the proposed chapter for the initial five years. If the proposed chapter is unable to meet its national, regional and district financial obligations, the chapter and charter members will become inactive until the outstanding balances are satisfied.
Step 3. Provide rationale for requesting a charter or re-establishment a dechartered chapter (one page maximum). Any petitions, roster of potential applicants and list of alumni brothers in “good standing” committed to becoming members of the chapter requesting the charter or re-charter must be attached.
Step 4. A documented review of the demographics of the location of the proposed chapter. This review shall cover the previous five-year period. The review shall include the following:
a. Institutions
i. Universities & School Districts (names)
ii. Major Community/Fraternal Organizations providing similar services as Alpha Phi Alpha Fraternity, Inc. (names)
b. Population Breakdown
i. Race/ethnicity demographics for the area
ii. Median Household Size
iii. Median Income
c. Fraternal population in the area
i. Number and names of active Alpha Alumni chapters within a 60 mile radius of the proposed chapter site
ii. Number of active brothers in the area
iii. Number of inactive brothers in the area
If it is determined that findings from these studies are not conducive to the maintenance and survival of an alumni chapter, then the request shall be denied. A sustained pattern of minority male college graduates of less than 15% percent of the total population of a specific geographic area can be grounds for denial of a charter or re-chartering request.
Step 5. Develop a five year chapter operations plan to include the following:
a. Membership recruitment and cultivation;
b. Community Service/Involvement
i. Leadership Positions held by proposed chapter members (list type and name of brother in the leadership position)
ii. Community service being conducted by proposed chapter members (list type and name of brother performing community service
iii. Methods to implement national fraternal programs
iv. Other programs, events, activities, etc
c. Financial Forecast
i. Budget, to include
1. District, regional, and national taxes
2. Grand tax and reactivation fees if there are undergraduate brothers that plan on becoming active (to include chapter seal, fraternity constitution, etc.)
3. Liability insurance
4. Local campus NPHC or Greek Council dues
5. Anticipated costs for attending district, regional, and national convention
6. Cost of publicity and advertising of chapter events
7. Costs of implementing national programs and initiatives
8. Fundraising and revenue initiatives (i.e., grants, donations and contributions)
Step 6. Letters of support
a. Area Director
b. Community Leaders and Organizations
c. District Director at the Regional level
d. Regional VP and Regional AVP at the National Board level
Steps 7 – 8 pertain to re-establishing dechartered chapters requests only.
Step 7. Provide verification that there are no outstanding financial obligations due to the National, Region, and District organizations.
Step 8. Provide status of the chapter seal, charter, and all additional artifacts. Document efforts to locate the referenced items.
Step 9. Complete applications shall be submitted to the District Director for review and certification of completeness. The District Director (DD) or District Membership, Standards and Extension Committee shall review and make a recommendation regarding the charter.
Step 10. Recommendations by the District will be forwarded to the Regional Vice President or Region Membership, Standards and Extension Committee for review and recommendation to the Regional General Body.
Step 11. Recommendations by the Region will be forwarded to the Executive Director for review and the Executive Director will forward it to the National Membership, Standards and Extension Committee for final review and recommendation to the General Convention or Board of Directors.
SECTION III. Application Submittal
The original, four (4) copies and a CD (containing the complete application and exhibits must be in Microsoft Office or Adobe Acrobat formats) must be submitted to the District Director. The following application fees shall be remitted with the complete application.
• 1st year Chapter Tax, as calculated by the number of petitioning members.
• 1st year Liability Insurance Fee
• Application Processing Fee
Complete applications must be submitted at least 60-days prior to the District Conference. District Conference dates can be found on the National website at www.APA1906.net.
For more detail, review the appropriate steps described for the college or alumni process.
SECTION IV. Provisional Charter
Requests approved by the Board of Directors or the General Body shall be issued a “provisional charter.” Provisional charters are granted to applications approved by the General Convention or National Board of Directors to establish new or reestablish dechartered chapters only.
Provisional charters shall have a two-year evaluation period.
Provisional charter chapters will not be able to initiate members into the Fraternity through the Membership Intake Process during year one of the evaluation period. Upon a satisfactory first year evaluation, the Regional Vice President may authorize a provisional chartered chapter to initiate members into the Fraternity through the Membership Intake Process during year two of the evaluation period.
Within 120-days following the conclusion of the second year, a final disposition of the chapter status shall be determined: approved or disapproved for chartering. If a determination has not been made by the end of the 120-days, the provisional charter will automatically become a regular charter, unless there is outstanding information due.
Provisional charter chapters failing to achieve (re-) charter status at the conclusion of the twoyear evaluation period, their process will automatically end. New charter requests for the same or similar locations can be resubmitted after seven years. Members of failed provisional charter chapters will remain “active,” if there are no outstanding financial obligations (see Step 2), in the following manner:
• Undergraduate brothers will complete their tenure as an “active college brother” through the sponsoring alumni chapter or an alumni chapter designated by the Regional Vice President; and
• Alumni brothers are 1) encouraged to actively participate with a nearby alumni chapter or if distance is too great, 2) become a member at-large with the National organization.
Brothers must remain active to advance the Fraternity’s mission to develop leaders, promote Brotherhood, academic excellence and service to our communities.