Process for Colonies

Description

At the 2017 Congress in Richmond, Virginia, a Motion was passed to establish an annual submission process for Chapters that have successfully been Accredited. This process was to cover a calendar year, thus covering one Alpha’s term. Any Chapter which was not Accredited in the Fall semester submission would have to submit a full submission in Spring semester. Colonies are still required to submit every semester.

The Accreditation process on this page is for use by Colonies each semester.
Note: If you are a first-semester Colony (i.e., you were Founded this current semester – Fall 2018) you are not required to submit anything for Accreditation.

Submission Process

This process will allow Colonies to work on Accreditation at their own pace while still receiving a detailed score sheet with grader feedback.

However, in order to ensure this process goes smoothly, please read through and follow the directions carefully. If you have any questions, please reach out to Danny Zayas, Assistant Executive Director, at zayas@chiphi.org. The National Office will be hosting two webinars for all Colony Officers involved in Accreditation, along with any Colony Advisors who would like to attend.

If you (or someone from your Colony) cannot attend one of these webinars, please reach out to your Leadership Consultant as soon as possible.

Sample Materials from Fall 2017:

Chapter Submission Form
Colony Submission Form
Documentation Checklist
Instructions for Submission
FAQ
How to Create a Zip Folder

Wait… which form does my Colony use?

Semester Notes Accreditation Rubric Used
1 Founding Semester No Accreditation Submitted
2 Semester after founding Colony Column Used
3 Chapter Column Used
4 If your previous two semesters’ submissions passed, you can Petition to Charter this semester Chapter Column Used
Following Semesters until Chartered Chapter Column Used
After Chartering Yearly Process used as long as Accreditation is passed

Deadline

The deadline for the Fall 2018 Accreditation submission is November 11, 2018 by 11:59 pm. Colonies are more than welcome (and encouraged) to submit documents early to their Leadership Consultant for review and feedback. Late submissions will be penalized.

Rubric

Colonies are asked to refer to the semesterly Accreditation Rubric for assistance with their supporting documentation and Accreditation submission. Please note: the Midyear Report (also available for download on Chi Phi Connect) is now included in the Accreditation program and is not to be submitted separately through Vault as in past semesters. The End-Of-Year Report (also available for download on Chi Phi Connect) is included in spring Accreditation if your Colony is required to submit in May. If you are not required to submit spring Accreditation, the End of Year Report is submitted separately through Vault.

Templates

The following templates are designed to be a guide for you to use as you prepare Accreditation documents. Please feel free to use them, and if you have any questions regarding these templates or suggestions for additional templates contact Danny Zayas.

Alumni Advisory Board Template
Combined Roster
Event Attendance Sheet