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 firstname.lastname@example.org or at 732-869-1895 with any questions.
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 – 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:
To access the Chapter Mailing Update Form Template, please click below:
Chapter Payment Form
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 using the prescribed Dropped Postulant Reporting Form below:
To access the Dropped Postulant Reporting Form Template, click below:
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 using the prescribed Officer Reporting Form Template below:
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 using the prescribed Postulant Reporting Form Template found below.
To access the Postulant Reporting Form Template, click below:
To pay the Postulant Fees for the new members, 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 submit the information using the Roster Update Worksheet Template found below.
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.