Chapter/Colony Reporting

The Chapter Reporting page is a centralized location for all Alpha Chi Rho reporting requirements needed throughout the year. It is the President’s responsibility that each of these items is completed, but it isn’t their responsibility to complete each item. Having the appropriate officer complete the reporting saves everyone time and energy.

The following reports and documents assist the National Office in its annual reporting to the National Council, along with other organizations that the Fraternity is a part of, like the NIC and FEA. They allow the headquarters staff to have copies of important Chapter documents for review, as well as to provide guidance and feedback as situations arise in your Chapter.

Submitting these reports and documents on time is also a good barometer of Chapter operations. If your Chapter or Colony does not have the documents required or requested below, that is something that should be created and approved by the Chapter/Colony. Contact the National Office at hq@alphachirho.org or at 732-869-1895 with any questions.

Academic Plan

Academic Plan  Due October 15

Please upload your Chapter’s current academic plan/policy as a PDF or Word document. Be sure that your Chapter’s name is included in the file name:

CAP Quarter Reports

CAP Quarter Reports – Due November 15, February 15, May 15, and June 15

Please click the button below to provide information related to the Chapter/Colony’s overall activities over the past three months.

Q1: August, September, October – Due November 15

Q2: November, December, January – Due February 15

Q3: February, March, April – Due May 15

Q4: May – Due June 15

If the Chapter has an accreditation program through the University, please contact the National Headquarters to submit at the same deadline.

Complete the CAP form following the end of each three months during the academic year.

Chapter Bylaws & Constitution

Chapter Bylaws and Constitution – Due October 15

Please upload your Chapter’s current Bylaws and Constitution as a PDF or Word document. Be sure that your Chapter’s name is included in the file name and that the date that it was last updated is included. If the document is updated throughout the semester, please upload the new version:

Chapter Financials

Chapter Financials – Due March 15 (fall budgets) and October 15 (spring budgets).

Please provide a copy of your Chapter’s budget. Please have your Chapter name in the title of the document. Please provide this using the prescribed Budget Template below:

To access the budget template, please click below:

Chapter Mailing Address Update

Chapter Mailing Address – August 1, if necessary

Please submit the Chapter Mailing Address Update Form to inform the National Office of the Chapter’s new address. Please provide this information using the prescribed form below then email it to hq@alphachirho.org:

To access the Chapter Mailing Update Form Template, please click below:

Chapter Payment Form

Chapter Payment Form 

Please use the form below to pay the Chapter’s Assessment, Postulant Fees, and Per-Capita Fees throughout the academic year.

Liability Insurance Payment

Liability Insurance Payment

Pay online at https://www.paybill.com/kirklin/ OR through the mail with a check made payable to Holmes Murphy, 39561 Treasury Center, Chicago, IL 60694-9500.

An insurance discount of $250 is available if you pay the premium in full on or before September 15. If you cannot pay this amount in full, you may pay half of the premium to “Holmes Murphy” and request a financing agreement (800.736.4327) to borrow the second half of the premium. If the finance agreement is executed properly, the balance is due in full by February 15. The $250 discount is not available if you finance.

Community Service Form

Community Service Form – Due by the conclusion of each semester

Please click the button below to provide information related to the Chapter/Colony’s Community Service and Philanthropic efforts for the semester:

Dropped Postulant Reporting Form

Dropped Postulant Reporting Form – Submit whenever a Postulant (New Member) decides to discontinue the program.

Please submit the Dropped Postulant Reporting Form to report dropped Postulants (New Members). Please have your Chapter’s name in the title of the document and complete the top left portion of the Form. Please provide this information using the prescribed form below then email it to hq@alphachirho.org:

To access the Dropped Postulant Reporting Form Template, click below:

GPA Results

GPA Results – Due as soon as the information is shared by the Institution.

Please provide a copy of your Chapter’s academic information for the past semester/term.

Officer Reporting Form

Officer Reporting Form – Due by December 1

Please submit the Officer Reporting Form to report the new officers for the Chapter. Please have your Chapter’s name in the title of the document and complete the top left portion of the Form. Please provide this information using the prescribed form below then email it to hq@alphachirho.org: 

To access the Officer Reporting Form Template, click below:

Postulancy Education Program

Postulancy Education Program – Due by September 15 and January 15 (if Chapter has Spring Postulant Class).

Please provide all the details from the Postulant Pinning Ceremony to Initiation. Be sure to include when and how the membership records for the Postulants will be filled out. This should either be a PDF or Word Document.

To access the overview of the National Postulancy Program, click below:

Postulant Reporting Form

Postulant Reporting Worksheet – Due within seventy-two hours of Bid Day.

Please submit the Postulant Reporting Form to report a class of Postulants (New Members). Please have your Chapter’s name in the title of the document and complete the top left portion of the Form. Please provide this information using the prescribed form below then email it to hq@alphachirho.org:

To access the Postulant Reporting Form Template, click below:

To pay the Postulant Fees for the new members, click below:

Recruitment Program

Recruitment Plan – Due September 15 and January 15 (if Chapter has Spring Recruitment)

Please provide an outline of your recruitment plan for the semester by clicking the button below:

To access the Alpha Chi Rho Recruitment Guide, please click below:

Risk Management Plan

Risk Management Plan – Due by September 15

Please provide a copy of your Chapter’s Risk Management Plan/Policy. Be sure that the name of the Chapter is included in the file name.

Roster Update Worksheet

Roster Update Worksheet – Due by July 1, December 1, and May 1. Chapter may submit earlier if the list of those graduating is known.

Please submit the Roster Update Worksheet to determine the Chapter’s roster. Please have your Chapter’s name in the title of the document and complete the top left portion of the Excel spreadsheet.  Please provide this information using the prescribed form below then email it to hq@alphachirho.org:

To access the Roster Update Worksheet Template, please click below:

Studying Abroad Documentation

Studying Abroad Documentation

If the Chapter has members studying abroad for either semester, the Chapter must submit Proof of Enrollment from the program which is date specific (i.e. John Doe is studying abroad from August 2018 to January 2019 in London, United Kingdom). Acceptance letters from the program are not acceptable. Upon receipt of that paperwork, the Chapter may qualify for a partial credit on its Assessment and Per-Capita Fees. The member(s) will remain on the Chapter’s roster.  A Chapter must submit documentation for member(s) studying abroad before the school semester has started. Be sure that the name of the Chapter is included in the file name.

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