ALPHA PHI ALPHA FRATERNITY, INC. ® C H A P T E R C H A R T E R I N G & R E -C H A R T E R I N G PROCEDURES
2313 SAINT PAUL STREE T BALTIMORE , MD 21218 – 5211 410 .554 .0040 (P HONE) | 410 .554 .0054 (F AX ) WWW. APA 1906 .NE T
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 Chapter 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 document 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 for new and re-chartered Chapters is based on the characteristics and results 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 community 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.
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TABLE OF CONTENTS INTRODUCTION .......................................................................................................................................................1 GOALS AND OBJECTIVES .....................................................................................................................................1 SECTION I.
COLLEGE CHAPTERS ................................................................................................................2
NOTE TO UNIVERSITIES/COLLEGES ............................................................................................................ 2 STEPS REQUIRED FOR NEW AND DE-CHARTERED CHAPTERS ..................................................................... 2 Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Step 9. Step 10. Step 11. Step 12. Step 13. SECTION II.
The sponsoring alumni Chapter proof of status and participation........................................ 2 The sponsoring alumni chapter must show proof of fiscal viability ...................................... 2 Sponsoring alumni chapter members selected to serve as advisors ...................................... 3 Provide rationale for requesting a charter............................................................................ 3 A documented review of the minority enrollment history ...................................................... 3 Develop a five-year chapter operations plan......................................................................... 4 Memorandum of Understanding (MOU) ............................................................................... 4 Letters of support................................................................................................................... 4 Provide verification that there are no outstanding financial obligations.............................. 5 Provide status of the chapter seal, charter, and all additional artifacts ............................... 5 Complete applications shall be submitted to the fraternity’s Executive Director ................. 5 Recommendations by the District will be forwarded to the Regional Vice President ........... 5 Recommendations by the Region will be forwarded to the Executive Director..................... 5 ALUMNI CHAPTERS ...................................................................................................................6
STEPS REQUIRED FOR NEW AND DE-CHARTERED CHAPTERS ..................................................................... 6 Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Step 9. Step 10. Step 11.
Member applicants must show proof status and participation .............................................. 6 The proposed charter or re-charter members must provide a MOA ..................................... 6 Provide rationale for requesting a charter or re-establishment a dechartered chapter........ 6 A documented review of the demographics of the location of the proposed chapter............. 7 Develop a five year chapter operations plan......................................................................... 7 Letters of support................................................................................................................... 8 Provide verification that there are no outstanding financial obligations.............................. 8 Provide status of the chapter seal, charter, and all additional artifacts ............................... 8 Complete applications shall be submitted to the fraternity’s Executive Director ................. 8 Recommendations by the District will be forwarded to the Regional Vice President ........... 8 Recommendations by the Region will be forwarded to the Executive Director..................... 8
SECTION III.
APPLICATION SUBMITTAL .................................................................................................9
SECTION IV.
PROVISIONAL CHARTER.....................................................................................................9
Table I
Timeline .................................................................................................10
Figure I
Process Flow Diagram ..........................................................................11
Figure II
Example Memorandum of Understanding.........................................12
Figure III
Application for Chartering & Re-Chartering Chapter.....................16
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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.
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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 sponsor 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.
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Step 3.
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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.
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Step 6.
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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.
Step 8.
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.
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
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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.
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Section II.
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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.
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Step 4.
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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 Chapter Chartering & Re-Chartering Procedures
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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. b. c. d.
Area Director Community Leaders and Organizations District Director at the Regional level 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.
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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.
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T A B L E I: T IM E L I N E ID 1. 2. 3. 4. 5.
Name
Duration
Charter Request Submitted to the fraternity’s District Director for certification of completeness via certified mail 60-days prior to District Conference. Complete charter requests shall be forwarded by the District Director to the Regional Vice President (RVP) for review and recommendation The RVP shall forward complete applications to the Executive Director who will forward it to the National MS&E Committee for review and recommendation District Review
480.d
5.d 33.d
DD or District MS&E Committee
6.
Confirm receipt of Application by return letter or post card
10.d
7.
Perform Initial Evaluation and Clarify Concerns
15.d
8.
Convene Board or Committee
9.
Review the requests for completeness and accuracy
10.
Evaluate requests against preset criteria
11.
Conduct interviews, open group meetings and document findings
12.
Confirm status of requesting chapter or brothers
13.
5.d
Provide recommendations to the District Body or DD
14.
District Reviews of Charter Requests Complete
33.d
15.
Regional Review
33.d
16. 17.
Region Board or Region MS&E Committee Convene Board or Committee
18.
Score Requests against preset criteria
19.
Review the scores and scoring process for accuracy
20.
Conduct interviews, open group meetings and document findings
21.
33.d
Provide recommendations to the Region Body or RVP
22.
Region Review of Charter Requests Complete
33.d
23.
Final Review
90.d
24.
ED and National MS&E Committee
25.
ED confirm receipt and process request
14.d
26.
Convene Board or Committee
76.d
27.
Validate requests satisfy criteria
28.
Review the scores, finding and recommendations
29.
Conduct interviews, open group meetings and document findings
30.
Ensure all concerns are addressed
31.
Provide recommendations to the BOD or General Body
32.
National Review of Charter Requests Complete
33.
Charter Request Disposition
34. 35. 36. 37. 38. 39. 40.
ED to mail approval or disapproved letter
90.d 14.d
Disapproved Request End or Reapply Approved Requests National MSE Committee or RVP to establish start date for provisional charter Evaluation Period for Proposed Charter Provisional Charter Final Determination
14.d 24.mon 120.d
41.
DD provides recommendation to RVP
20.d
42.
RVP provides a recommendation to the ED for the BOD
10.d
43.
BOD convenes and reviews charter requests
44.
BOD makes final determination
80.d
45.
ED to mail approval or disapproved letter
10.d
46. 47. 48. 49.
Disapproved Charter Request End or Appeal to General Convention
30.d
Approved Charter Requests National MSE Committee or RVP establish Chartering Date
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30.d
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Figure 1
PROCESS FLOW Complete Application • Original • 4 Copies • CD • Application Fees
Step 1
District Board or District Body recommends approval or disapproval of charter requests
Step 4
Region Board or Region Body recommends approval or disapproval of charter requests
Step 7
Board of Directors or General Convention approves or disapprove request
Step 10 Board of Directors or General Body approves or disapproves final charter status of provisional chartered chapters at the end of their two year evaluation period within 120-days
Step 13
Mail certified to DD no later than 60-days prior to District Conference
Step 2
Recommendations are forwarded to the Regional Vice President
Step 5
Recommendations are forwarded to the Executive Director who will forward to the National MSEC
Step 8
Approved requests are granted “Provisional Charters”
Step 11 Automatic charter granted to “Provisional Charters Chapters in which a final determination was not made within the 120-days following the conclusion of the two-year evaluation
Step 14
Chapter Chartering & Re-Chartering Procedures
DD forward complete application to District Board or District Membership, Standards and Extensions Committee for review application
Step 3 Region Board or Region Membership, Standards and Extensions Committee review application and District recommendations
Step 6 National Membership, Standards and Extensions Committee review application and make recommendations to National BOD or GC
Step 9
Provisional Charter Chapters are evaluated for two years
Step 12
Full charter granted, new chapter establish date for Chartering ceremonies upon approval of date by RVP or NMSEC
Step 15
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Description A memorandum of understanding (MOU) or cooperative agreement is a document written between colleges/universities to cooperatively work together on an agreed upon an agreed upon objective. The purpose of an MOU is to have a written understanding of the agreement between parties. The MOU can also be a legal document that is binding and hold the parties responsible to their commitment or partnership agreement.
EXAMPLE MEMORANDUM OF UNDERSTANDING BETWEEN ANYWHERE COLLEGE AND ANYPLACE UNIVERSITY AND ALPHA PHI ALPHA FRATERNITY, INCORPORATED This MEMORANDUM OF UNDERSTANDING (MOU) is hereby made and entered into by and between the Anywhere College, Anyplace University and Alpha Phi Alpha Fraternity, Inc., hereinafter referred to as Fraternity. A.
PURPOSE:
The purpose of this MOU is to continue to develop and expand a framework of cooperation between Anywhere College, Anyplace University and the Fraternity to establish a “multicampus” undergraduate chapter of Alpha Phi Alpha Fraternity, Inc. The parties herein will cooperatively assist the multi-campus undergraduate chapter to develop mutually beneficial programs, projects and activities that meet the multiple missions, promote leadership, responsible social behavior, and serve the public. B.
STATEMENT OF MUTUAL BENEFIT AND INTERESTS:
Benefits include an active partnership with the Fraternity to plan, establish and maintain a college chapter of Alpha Phi Alpha Fraternity, Inc. The Fraternity is committed to emphasizing the significance of academics, training members for leadership and serving the community through the Fraternity’s national programs and partnerships such as March of Dimes, Boy Scouts, Big Brothers/Big Sisters, etc. The benefits for Anywhere College and Anyplace University through this cooperative effort include the recruitment and retention of African-American males, diversity amongst Greek-letter organizations; increased pool of student leaders; ambassadors with African-American communities; enhanced relations between campuses; enhanced community service activities, etc. The mutual benefit for all parties is the development of a new generation of leaders, encourage academic excellence and promote public service.
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THE FRATERNITY SHALL: 1. Work with Anywhere College and Anyplace University to establish and maintain a multicampus undergraduate chapter and jointly identify qualified male students to pursue membership. 2. Make available appropriate training and development resources for risk management and chapter operations. 3. Collaborate and cooperate with Anywhere College and Anyplace University Greek Life resources in developing local programs as they relate to multi-campus activities and community service. 4. Provide to the Anywhere College and Anyplace University Alpha Phi Alpha Fraternity’s rules and guidelines pertaining to establishing and maintaining a multi-campus undergraduate chapter. 5. Identify a local alumni chapter to provide fraternity oversight and support to the multicampus undergraduate chapter. 6. Assign an Alpha Advisor (s) to oversee the operations and activities of the multi-campus undergraduate chapter, and work with members to adhere to the Fraternal Law and to facilitate the fraternity’s collaboration and cooperation with the associated colleges and universities. 7. Provide locally or make Anywhere College and Anyplace University aware of any pertinent educational programs necessary for members to receive. 8. Coordinate any special uses or regional activities within the campuses of Anywhere College and Anyplace University prior to the date of the activity. 9. Review this agreement with Anywhere College and Anyplace University no less than every two years and modify as necessary.
D.
ANYWHERE COLLEGE AND ANYPLACE UNIVERSITY SHALL: 1. Provide a list of full-time students that are members of the multi-campus undergraduate chapter to the partnering college/university. 2. Allow “recognized” student members to actively participate in the leadership, programs and activities of the multi-campus undergraduate chapter on the campuses of the partnering colleges/universities. 3. Work with Alpha Phi Alpha Fraternity, Inc. to establish and maintain a multi-campus undergraduate chapter and jointly identify qualified male students to pursue membership. 4. Make available appropriate resources for risk management and student organization operations. 5. Include and utilize Fraternity National Programs, partnerships and resources in developing local programs as they relate to multi-campus activities and community service. 6. Provide to the Fraternity appropriate rules and regulations pertaining to establishing and maintaining a multi-campus undergraduate chapter. 7. Assign a Faculty Advisor (s) to assist with activities of the multi-campus undergraduate chapter, and work with members to adhere to the College/University rules, where applicable.
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8. Make the Fraternity aware of any pertinent educational programs necessary for members to receive. 9. Provide training and instruction to members regarding Greek-letter organizations student life policies and risk management. 10. Provide technical resources to the multi-campus undergraduate chapter to address academic deficiencies and social behavior concerns. 11. Provide the academic ranking of the multi-campus undergraduate chapter to the Fraternity. The student members must agree to allow their individual GPA’s to be reported to partnering Student Life Organizations. 12. Review this agreement with the Fraternity no less than every two years and modify as necessary.
E.
IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT: 1. GENERAL PROVISIONS. This Memorandum of Understanding does not create additional jurisdiction or limit or modify existing jurisdiction vested in the parties. It is understood by both parties that each should fulfill its responsibilities under this Agreement in accordance with the provisions of law and regulations that govern their activities. Nothing in this Agreement is intended to negate or otherwise render ineffective any such provisions or operating procedures. If at any time either party is unable to perform its functions under this Agreement consistent with such party’s statutory and regulatory mandates, the affected party shall immediately provide written notice to the others to establish a date for mutual resolution of the conflict. 2. MODIFICATION. Modifications within the scope of the instrument shall be made by mutual consent of the parties, by the issuance of a written modification, signed and dated by all parties, prior to any changes being performed. 3. PARTICIPATION IN SIMILAR ACTIVITIES. This instrument in no way restricts the Fraternity or the Anywhere College and Anyplace University from participating in similar activities with other public or private agencies, organizations, and individuals. 4. DURATION OF AGREEMENT. The Agreement becomes effective on the date signed and shall remain in full force and effect until the Agreement is canceled by the parties in accordance with the terms set forth herein. 5. TERMINATION. Any of the parties, in writing, may terminate the instrument in whole, or in part, at any time before the date of expiration. 6. NON-FUND OBLIGATING DOCUMENT. This MOU is neither a fiscal nor a funds obligation document. Any endeavor or transfer of anything of value involving reimbursement or contribution of funds between the parties to this instrument will be handled in accordance with applicable laws, regulations, and procedures. Such endeavors are separate agreements that shall be independently authorized by appropriate representatives of the parties. 7. COMMENCEMENT/EXPIRATION DATE. This MOU is executed as of the date of last signature and is automatically renewed January 1st of each year unless modified or terminated in accordance with the terms set forth herein.
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8. IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the last written date below.
ANYWHERE COLLEGE
ANYWHERE COLLEGE
Printed Name and Title of Authorized Official
Signature Authorized Official
ANYPLACE UNIVERSITY
ANYPLACE UNIVERSITY
Printed Name and Title of Authorized Official
Signature Authorized Official
ALPHA PHI ALPHA FRATERNITY, INC.
ALPHA PHI ALPHA FRATERNITY, INC.
Printed Name and Title of Authorized Official
Signature Authorized Official
Chapter Chartering & Re-Chartering Procedures
Date
Date
Date
Page 15 of 16 Chartering-ReCharteringGuidelines-8 26 071
ALPHA PHI ALPHA FRATERNITY, INC.
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CHARTER TYPE (Check Only One) Re-Charter
New Charter
(chapter has been officially de-chartered)
CONTACT PERSON
Members Status (check only one)
First Name
Last Name
Member Home Phone
Mobile Phone
Non-Member
Member ID# (if member)
E-mail Address
Street Address
City
State
Zip
APPLICATION TYPE College Chapter
Alumni Chapter
College Application Submissions Must Complete the Following:
College/University Name
Web Site URL
Mailing Address
City
State
Zip
Greek Life/Student Affairs Officer Name
Campus Phone Number
E-mail Address
I hereby certify and approve that the students making application are enrolled at this institution of higher learning and meet the university’s academic standards and requirements for initiating a chapter of the Alpha Phi Alpha Fraternity, Inc.
Greek Life/Student Affairs Officer Signature
PAYMENT
Date
(Certified Check or Money Order)
Application Fee College $250
Chapter Tax Alumni $500
College $50
Insurance Fee Alumni $150
$700
Total Payment $
FOR OFFICIAL USE ONLY (Do not write below line)
Application Received By
Date Application Received
College Application Sponsor Chapter Official Standing Obligations Met Sponsor Chapter MOU Sponsor Chapter Advisor(s) Obligations Met Rationale Letter/Roster of Applicants Institutional Demographic Review Chapter Operations Plan Host Institution MOU Letters of Support Payment
Yes Included Yes Included Included Included Included Included Included
No Not Included No Not Included Not Included Not Included Not Included Not Included Not Included
Alumni Application Petitioning Members Proof of Standing/Certification Memorandum of Agreement Rationale Letter/Roster of Applicants Demographic Review Chapter Operations Plan Letters of Support Outstanding Financial Obligations Met (re-chartering only) Status Report on Chapter Items (re-chartering only) Payment
Included Included Included Included Included Included Yes Included Included
Not Included Not Included Not Included Not Included Not Included Not Included No Not Included Not Included
Chapter Chartering & Re-Chartering Procedures
Page 16 of 16 Chartering-ReCharteringGuidelines-8 26 071
ALPHA PHI ALPHA FRATERNITY , INC. ® 2313 SAINT PAUL STREE T BALTIMORE , MD 21218 – 5211 410 .554 .0040 (P HONE) | 410 .554 .0054 (F AX ) WWW. APA 1906 .NE T
© 2007 Alpha Phi Alpha Fraternity Inc., All Rights Reserved.