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 September 11
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 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 Postulant Fees throughout the academic year.
Colony Status Report
Colony Status Report
Please complete the Report below monthly through the academic year to track the status of the Colony.
Liability Insurance Payment
Liability Insurance Payment
Call 518.714.2694 to process the bank transfer over the phone OR through the mail with a check made payable to Omni Insurance Services LLC and mail it to Omni Insurance Services LLC, PO Box 305, Albany, NY 12201-0305.
An insurance discount of $250 is available if you pay the premium in full on or before September 24. If you cannot pay this amount in full, you may pay half of the premium to Omni Insurance Services LLC and request a financing agreement (518.714.2694) to borrow the second half of the premium. If the finance agreement is executed properly, the balance is due in full by February 14. 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
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 Guide
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 – Due August 1 and January 1
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.